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HomeMy WebLinkAbout4.06 Purch Desk Top Computers~~o~DU~~Cr~ CITY CLERK ,1~ File # ^©©®-©© ~- ~ ~`> az ~~ ,C~i~ ~~LIFOR~1b AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 7, 2009 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, Information Systems Manager ATTACHMENTS: 1. Resolution authorizing Dell, Inc. as the source to provide 37 desk-top computers and monitors at a total cost not to exceed $42,500. RECOMMENDAT O Staff recommends that the City Council adopt the Resolution authorizing Staff to procure Desk-Top Computers from Dell, Inc. FINANCIAL STATEMENT: Sufficient funds exist in the Internal Service Fund Fiscal Year 2009- 2010computer replacement budget to purchase a total of 37 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 2008, a similar transaction for the Fiscal Year 2008-2009 replacement computers using the WSCA agreement. For Fiscal Year 2009-2010, computers which have been in service for four years or longer have been identified for replacement. 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. The Internal Service Fund budget for replacement of computers is adequate to replace the 37 computers identified as in need of replacement. Due to staff reorganization, the number of computers requiring replacement will be evaluated to consider a purchase of fewer computers, if possible, while continuing to serve the needs of the organization. The purchase will not exceed $42,500, based on preliminary pricing under the Dell Inc. under the WSCA agreement. RECOMMENDATION: Staff recommends that the City Council adopt the Resolution authorizing Staff to procure Desk-Top Computers from Dell, Inc. COPY TO: I ,.,p `~ ITEM NO. G:\Agenda Items For City Council\2009\Information Services\PC Replace\agenda_stmt~urchaseDELLPC2009-10.doc 1 RESOLUTION NO. xx - 09 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, 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 $20,000 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 2009-2010 computer replacements under the Dell cooperative purchasing agreement will not exceed $42,500. 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 2009-2010 replacement computer systems from Dell Inc., under a purchasing agreement publicly bid by the Western State Contracting Alliance at a cost not to exceed $42,500 and as described to the City Council on July 7, 2009. PASSED, APPROVED AND ADOPTED this 7th day of July, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk A-M~ ~r ~