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CITY CLERK
File # n~~~-fQl[QJ
4t AGENDA STATEMENT
CITY COUNCIL MEETING DATE: SEPTEMBER 16, 1997
SUBJECT: Award of Bid for Network Server, PC Workstations, Printers,
and Related Equipment
(prepared by: Paul Rankin, Assistant City Manager)
EXHIBITS ATTACHED:
RECOMMENDATION: ~
FINANCIAL STATEMENT:
1. Resolution Awarding Bid
Adopt Resolution Awarding the bid for "Computers, Printers,
and Related Equipment" to Advanced Micronet Solutions and
Rejecting Certain Bids Received.
Sufficient funds have been included with the 1997-98 budget
DESCRIPTION: .
In accordance with the City Purchasing Ordinance, Staff has prepared and distributed bid specifications
for the purchase of computer equipment. The equipment included: A new Network Server; PC
.. Workstations with monitors; printers; Memory Chips to upgrade 20 existing workstations and
.., miscellaneous network connection devices. This project has been previously approved by Council as part
of the Network System Upgrade eIP Project for Fiscal Year 1997-98. The bid proposal forms were
structured to include the full cost of providing the equipment, including taxes and shipping.
The Budget for the Network Upgrade project also includes funds to secure related software upgrades and
to provide installation assistance. These items will be purchased separately in accordance with the City
purchasing ordinance. The level of installation assistance anticipated has been reduced as a result of
having the new Computer Systems Specialist on Staff.
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COPIES TO:
4.10
g:......p\dpawd97b.doc
ITEM NO.
. ",,16
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BIDS RECEIVED
A total of six bid responses were received by the submittal deadline on September 4, 1997. Microgear
requested the withdrawal of their bid due to an error in the pricing presented. The results of the remaining .
five bids are snmmarized below: .
BID RESULTS
Computers Printers Network
Bidder ( quantity=8) ( quantity=4) Server Accessories Total Bid
Advanced Micronet
Solutions 14,496.71 1,667.73 10,575.81 6,801.91 $ 33,542.16
Computerland 14,635.40 1,682.21 12,077.34 6,826.24 $ 35,221.19
Home & Business 14,722.00 1,662.72 11,580.59 7,562.36 $ 35,527.67
eomputer
New Technologies 15,714.00 1,593.44 10,429.89 7,114.88 $ 34,852.21
Thibault Associates 14,583.58 1,645.36 10,824.68 6,802.91 $ 33,856.53
RECOMMENDATION TO AWARD BID BASED ON TOTAL OF ALL ITEMS
Advanced Micronet Solutions was the apparent low bidder and is a Dublin business. The eity will benefit .
from 1 % of the sales tax paid on the entire purchase. eonsidering the extremely small differential and the
benefits to be derived by dealing with a single vendor, Staff recommends that the award be based upon the
total for all Bid Items, resulting in an award to Advanced Micronet Solutions. The eity -has utilized this.
firm in the past to perform special studies and to install, the Internet Equipment for which the firm haS
provided quality service to the City. .
Staff recommends that the City Council adopt the attached resolution, which will award the entire bid to
Advanced Micronet Solutions due to their total bid price and the eity's past experience with this vendor.
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RESOLUIION NO. ~ 97
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A RESOLUIION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AWARDING THE BID FOR COMPUTER EQUIPMENT TO ADVANCED MICRONET
SOLUTIONS AND REJECTING THE BID SUBMITTED BY MICROGEAR
WHEREAS, the City of Dublin obtained sealed bids for the purchase of various computer
components; and
WHEREAS, the low bid for all items specified was submitted by Advanced Micronet Solutions of
Dublin; and
WHEREAS, a bid was submitted by Microgear which contained a pricing error acknowledged by
the bidder; and
WHEREAS, Microgear requested the withdrawal of the bid as they could not provide the
equipment based on the erroneous submittal.
NOW, TIIEREFORE, BE IT RESOLVED that the City Council does hereby award the bid to the
lowest bidder Advanced Micronet Solutions, in accordance with the Staff report presented on September
.16,1997. '.
BE IT FURTIffiR RESOLVED that the City eouncil does hereby reject the bid submitted by
Microgear, based upon Microgear's representation of an error on the bid submitted.
PASSED, APPROVED AND ADOPTED this
day of
, 1997.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
.
City Clerk
G/dataap/resoawrd.doc
EXHIBIT ,