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HomeMy WebLinkAboutItem 10n - Computer Workstations Replacement STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT DATE: March 17, 2026 TO: Honorable Mayor and City Council FROM: Henry Chen, Administrative Services Director By: Wilson Luo, Information Technology Manager SUBJECT: PURCHASE ORDER FOR DELL COMPUTER WORKSTATIONS AND LAPTOPS FROM GRANITE DATA SOLUTION INC. IN THE AMOUNT OF $75,000 THROUGH A COOPERATIVE PURCHASING AGREEMENT UNDER THE CALIFORNIA STATE EPROCUREMENT PROGRAM (CONTRACT NUMBER 1-22-70-31A) CEQA: Not a Project Recommendation: Approve SUMMARY It is recommended that the City Council authorize a purchase order in the amount of $75,000 for the replacement of seventy-five (75) computer workstations and laptops. The purchase will be made through a Cooperative Purchasing Agreement under the California State eProcurement Program from Granite Data Solution, a contracted reseller for Dell Computer Corporation. The formal bidding requirements have been satisfied, and funds for this acquisition were approved as part of the Fiscal Year 2025–26 Equipment Replacement Fund Budget. BACKGROUND Information technology is a continually evolving field in which hardware and software are constantly advancing. The continued forward movement of technology creates compatibility challenges. Standardization of computer hardware and software is necessary to efficiently use the latest available technology. The Computer Replacement Program helps reduce the inclination to simply purchase the “latest” technology, by carefully planning purchases through a standardized replacement purchasing schedule. The overall goal of the Program is to ensure that computing PC Replacement 2025-26 March 17, 2026 Page 2 of 3 resources are up to date, cost effective, and available to all staff, while still considering the limited budget resources that are available. An assessment of the City’s IT program was previously conducted, and among the recommendations was the incorporation of the industry standard of replacing computers over a five-year life cycle. To achieve this goal, approximately 75 computers would need to be replaced this year. DISCUSSION For Fiscal Year 2025-26, the City has 75 computers that have aged beyond the five- year replacement cycle. To further minimize computer problems and security risks, regular computer hardware replacement and upgrades for functionality and security are made. As an example, standard workplace software such as Microsoft Windows 11 and Microsoft Office 365 have minimum hardware requirements. Having PCs which meet that requirement will ensure ease of maintenance, updated security protocols, and optimum hardware performance. Given these reasons, and in conjunction with the Computer Replacement Program, the acquisition of 75 computers is proposed for the following departments in this round of replacement: Administrative Services 3 Workstations Development Services 5 Workstations Fire 11 Workstations Recreation 4 Workstations Library 13 Workstations Police 27 Workstations Public Works 12 Workstations Total 75 Workstations The formal bidding processes of state and county agencies is frequently utilized by the City as an efficient and competitive method for the purchase of equipment, while remaining within the City’s adopted rules and procedures for purchasing. Competitive bids for computer equipment were solicited through the California State eProcurement Program, and annual term purchasing contracts were entered into with Dell Computers. The bidding processes, as well as the contracts with the PC Replacement 2025-26 March 17, 2026 Page 3 of 3 resellers, have been reviewed and have been determined to meet City requirements and specifications. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), under Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The total cost for the proposed replacement computers and monitors is $75,000. Funds have been budgeted in the Fiscal Year 2025-26 Equipment Replacement Fund for this annual acquisition. The cost of the workstations includes licensing of the Microsoft Windows 11 operating system and related client software licensing, in addition to the workstations themselves. RECOMMENDATION It is recommended that the City Council determine this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and authorize a Purchase Order for Dell computer workstations and laptops from Granite Data Solutions Inc. in the amount of $75,000 through a Cooperative Purchasing Agreement under the California State eProcurement Program (Contract Number 1- 22-70-31A).