CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 25-141, New and Replacement Personal Computers, to Amazon.com, CDS Office Technologies and Insight Public Sector, for an amount not to exceed $1,139,850
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Information Technology (IT) Department maintains the technology hardware environment, including various types of personal computers (PCs) and peripherals, such as docking stations, monitors and keyboards, for use by City staff. These PCs are comprised of desktop PCs, laptop PCs, and ruggedized PCs for special applications in squad cars and utility vehicles.
The IT Department has established a three-year replacement cycle for PCs and associated peripherals. This cycle has proven to be effective at balancing cost and performance. A shorter cycle would increase annual costs. A longer cycle would result in not only many PCs becoming too outdated for newer software but also performance becoming adversely affected by normal wear and tear. Each year IT staff partners with departments to develop a PC replacement program that addresses planned replacements and related needs.
DISCUSSION:
The following tabulation contains the planned replacement PC items.
|
Item Description |
Quantity |
|
Ruggedized PCs, Panasonic, FZ-55 |
35 |
|
Ruggedized PCs, Panasonic, CF-33 |
45 |
|
Desktop PCs, HP SFF |
10 |
|
Desktop PCs, HP Z2 Series |
100 |
|
Laptop PCs, HP Elite 800s |
215 |
|
Monitors, HP, E Series |
100 |
|
Keyboards with mouse |
250 |
Staff has identified several vendors and cooperative contracts that offer PCs and peripherals at competitive pricing. Vendors include Amazon.com (Omnia Cooperative contract R-TC-17006), Insight Public Sector (Omnia Partners IT Products and Services contract # 23-6692-03), and CDS Office Technologies (Sourcewell Law Enforcement Contract #090122-PNA). The Amazon.com contract may be utilized to procure peripheral items like keyboards.
FISCAL IMPACT:
CIP #: CE172
The requested award is expensed to the Technology accounts listed below as part of the Capital Improvement Program. The 2025 budget allocates a total of $1.14 million for all PCs and peripherals. The requested award is within the approved budget.
|
Account Number |
Fund Description |
Total Budget |
|
16102200-551504 |
Capital Projects Fund |
$19,378,675 |
|
16101300-551504 |
Electric Utility Fund |
$168,000 |
|
16101500-551504 |
Water Utilities Fund |
$132,000 |