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HomeMy WebLinkAboutItem 3i: Purchase of Computer EquipmentDate: September 15, 2009 STAFF REPORT Administrative Services Department To: Mayor and City Council From: Hue Quach, Administrative Services Director %g6" Jeff Wagner, IT Consultant Subject: Purchase of computer equipment and related peripherals in accordance to the City's Computer Replacement Program Recommendation: Approve SUMMARY Staff is recommending the City Council authorize a purchase in the amount of $40,122 from Dell Computer Corporation for replacement computer workstations (34) and monitors (11). The formal bidding requirements have been satisfied and funds were approved for this acquisition as part of the Fiscal Year 2009-2010 Budget. BACKGROUND Computer technology continues to develop and advance but these changes also create on-going compatibility challenges between software and hardware. Standardization of computer hardware and software are necessary in order to use the available technology efficiently. The Computer Replacement Program is an effort to reduce the dependency and the inclination to purchase the "latest" by carefully planning our needs with a centralized management of computer resources and standardization of the desktop computing environment. The overall goal of the program is to ensure that computing resources are up-to-date, cost effective, and available to all staff but with consideration to limited budget resources that are available. Other goals of the Computer Replacement Program are to: Assure that each staff member who uses computing resources in their position has access to a computer of sufficient capability to support basic computing needs in fulfillment of their work responsibilities. Administrative Services City Manager Development Services Fire Library Recreation Police Public Works Total 2 Workstations 1 Workstations 1 Workstation 3 Workstations 7 Workstations 2 Workstations 11 Workstations 7 Workstations 34 In additional to those proposed work stations, staff is also seeking Council's approval for the acquisition of 11 monitors to replace older or broken monitors throughout the City. The City frequently utilizes other agency's formal bidding process as an efficient method of purchasing equipment while still remaining within the City's adopted rules and procedures. The Western States Contracting Alliance solicited competitive bids for computer equipment in September, 2004 and entered into purchasing contracts with Dell, Gateway, Hewlett-Packard, Howard, IBM, and MPC-G. Staff has reviewed the bidding process as well as the contract with Dell Computer Corporation and is confident both measures meet City requirements and specifications. FISCAL IMPACT The total cost of proposed computers and monitors replacement is $40,122. Funds have been budgeted and approved in the Fiscal Year 2009-2010 Equipment Replacement Fund for this acquisition. RECOMMENDATION It is recommended the City Council: Authorize a purchase of computer workstations and monitors from Dell Computer Corporation in the amount of $40,122 and authorize a cooperative purchase using the Western States Contracting Alliance bid contract. Approved: Don Penman, City Manager