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