HomeMy WebLinkAbout4.02 Purchase Desktop Computers OF Dt4e
Ci m; ��z STAFF REPORT CITY CLERK
o\ CITY COUNCIL File #350-20
DATE: August 18, 2015
TO: Honorable Mayor and City Councilmembers
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FROM: Christopher L. Foss, City Manager (f' f '
SUBJECT: Request for Waiver of Bid Requirement As Authorized by Municipal Code and
Authorization to Purchase Desktop Computers from Dell, Inc.
Prepared by Steve Pappa, Information Systems Manager
EXECUTIVE SUMMARY:
Based on annual desktop computer replacement cycles and additional workstations identified in
the Fiscal Year 2015-2016 Budget, the purchase of 48 desktop computers and 64 computer
monitors is proposed. The Western State Contracting Alliance (WSCA) allows public agencies
to purchase using agreements established through a cooperative public bid process. This
results in savings to the City in expediting the purchasing process and providing items at a
competitive price. The Municipal Code requires the City Council to authorize purchases in
excess of $45,000 which use this type of arrangement.
FINANCIAL IMPACT:
Sufficient funds exist in the Fiscal Year 2015-2016 budget's Internal Service Fund for Equipment
Replacement. The cost of 48 desktop computers and 64 computer monitors purchased from
Dell, Inc. using the WSCA agreement is not to exceed $59,115.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Authorizing Staff to Procure
Desktop Computers from Dell, Inc.
'Submitted By Reviewed By
Administrative Services Director Assistant City Manager
DESCRIPTION:
The purchase of new desktop computers is necessary to replace older computers that have
reached the end of service life (service life is defined as four years or longer). Staff has sought
to identify procurement practices that assure that the City can efficiently obtain new equipment
that meets City standards at a competitive price.
Page 1 of 2 ITEM NO. 4.2
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 exceed $45,000 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. This procurement tool has been used effectively by the City for several
years.
For Fiscal Year 2015-2016, 48 computers and 64 computer monitors have been identified as
having reached the end of their service life and should be replaced.. The 64 computer monitors
represent replacement monitors for the 48 computers being replaced, a second monitor for
computers being replaced that currently have dual monitors, and five replacement monitors for
City Council docking stations. In order to manage staff time available to install the computers, the
deployment will be phased in over several months. The Internal Service Fund budget for
replacement of computers is adequate to replace the 48 computers and 64 computer monitors
identified as in need of replacement. The purchase will not exceed $59,115, based on an official
quotation from Dell, Inc. under the WSCA agreement.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1 . Resolution Authorizing Staff to Procure Desktop Computers from
Dell, Inc.
Page 2 of 2
RESOLUTION NO. xx - 15
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING STAFF TO PROCURE DESKTOP COMPUTERS FROM DELL, INC.
WHEREAS, the City requires the purchase of desktop computers for City operations;
and
WHEREAS, Dell, Inc. 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 $45,000 the
City Council must authorize the purchase (section 2.36.050 (B)); and
WHEREAS, the WSCA agreement meets this requirement for a publicly bid agreement;
and
WHEREAS, the estimated cost of the Fiscal Year 2015-2016 computer replacements
under the Dell cooperative purchasing agreement will not exceed $59,115.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby authorizes the City Manager as Purchasing Agent to procure in Fiscal Year 2015-2016
replacement computer systems from Dell Inc., under a purchasing agreement publicly bid by
the Western State Contracting Alliance at a cost not to exceed $59,115 and as described to the
City Council on August 18, 2015.
PASSED, APPROVED AND ADOPTED this 18th day of August, 2015, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
ATTACHMENT 1
City Clerk
ATTACHMENT 1