HomeMy WebLinkAbout4.09 Purchase Computers
CITY CLERK
File # DC2J~[ll]-~[Z2]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 15, 2008
SUBJECT:
Waiver of Bid Requirement As Authorized by Municipal Code and
Authorization to Purchase Desk-top Computers from Dell, Inc.
Report Prepared by Steve Pappa, lnformation Systems Manager
ATTACHMENTS: 1. Resolution authorizing Dell Inc as the source to provide 36 desk-top
~mputers aud monitors at a total cost not to exceed $43,460.
RECOMMENDATION: ~ Adopt Resolution
FINANCIAL ST A TEME~ Sufficient funds exist in the Internal Service Fund Fiscal Year 2008-
2009 computer replacement budget to purchase a total of 36 personal desk-top computers and monitors.
DESCRIPTION: The purchase of new desk-top computers on a periodic basis is necessary to replace older
machines. Staff has sought to identify procurement practices that assure that the City can efficiently obtain
new equipment at a competitive price.
Section 2.36.050(A)(10) of the Municipal Code allows for exceptions to the typical public bidding process
when the City is able to procure items from a competitive bid process administered by another public agency.
Purchases made in this manner that are more than $20,000 shall be approved by the City Council (Section
2.36.050(B)). Dell Inc. offers its products to local government agencies based on an agreement with the
Western State Contracting Alliance (WSCA). The WSCA agreement was competitively bid and is a Master
Contract that can be utilized by local government agencies. The City Council approved in July 2007, a similar
transaction for the Fiscal Year 2007-2008 replacement computers using the WSCA agreement.
For Fiscal Year 2008-2009 computers which have been in service for four years have been identified for
replacement. There is also one graphics / mapping workstation which has been in service for three years and
is included in the proposed replacements. In order to manage staff time available to install the computers, the
deployment will be phased in over the initial months of the new Fiscal Year. When the Internal Service Fund
(ISF) budget was prepared a total of twenty-six units were identified in the budget. An updated inventory was
conducted based on purchase records and 36 units meet the criteria for replacement. Although the ISF budget
was based on a lower number of units, savings will occur in the purchase of other ISF items that will provide
adequate funding to replace all 36 units. The savings resulted from: lower than expected replacement costs;
savings on the replacement of a file server; and savings on a new Microsoft Site license for MS Office
products. The purchase is projected to not exceed $43,460, based on preliminary pricing under the Dell Inc.
WSCA agreement.
RECOMMENDATION: Staff recommends that the City Council adopt the Resolution, which will allow
for an exception to the competitive bid process and authorize the purchase of personal computers for an
amount not to exceed $43,460, pursuant to the WSCA agreement with Dell Inc.
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ITEM NO.
~9
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RESOLUTION NO. xx - 08
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AUTHORIZING STAFF TO PROCURE DESK-TOP COMPUTERS FROM DELL, INC.
WHEREAS, the City requires the purchase of desk-top computers for City operations; and
WHEREAS, Dell has a valid pricing agreement publicly bid by Western State Contracting
Alliance (WSCA); and
WHEREAS, Section 2.36.050(A)(10) of the Dublin Municipal Code allows for exceptions to the
typical public bidding process when the City is able to procure items from a competitive bid process
administered by another public agency; and
WHEREAS, if the purchase being made under section 2.36.050(A) exceeds $20,000 the City
Council must authorize the purchase; and
WHEREAS, the WSCA agreement meets this requirement for a publicly bid agreement; and
WHEREAS, the estimated cost of the Fiscal Year 2008-2009 computer replacements under the
Dell cooperative purchasing agreement will not exceed $43,460.
NOW, THEREFORE, BE IT RESOLVED that the City Council ofthe City of Dublin hereby
authorizes the City Manager as Purchasing Agent to procure of Fiscal Year 2008-2009 replacement
computer systems from Dell Inc., under a purchasing agreement publicly bid by the Western State
Contracting Alliance at a cost not to exceed $43,460 and as described to the City Council on July 15,
2008.
PASSED, APPROVED AND ADOPTED this 15th day of July, 2008, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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ATTACHMENT 1 ()