CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 21-167, Panasonic Refresh, to CDS Technologies for an amount not to exceed $121,352
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BACKGROUND:
The Information Technology (IT) Department maintains the technology hardware environment, including ruggedized laptops and tablets for fieldwork, for City staff across all departments. Each year, IT staff works with the departments to determine their computing requirements for both planned replacements and upgrades.
A three-year replacement cycle is optimum for mobile field devices due to the working conditions that the devices are exposed to. The three-year cycle also aligns with the typical warranty period for these devices and all of the devices requested for replacement are past their warranty. IT is working to achieve and maintain this replacement cycle.
A total of 55 existing Panasonic devices were identified for replacement in 2021. An initial order of 23 Semi-Ruggedized ZF-55 laptops and four CF-33 Toughbooks was placed earlier this year. The remaining replacement of 28 CF-33 Toughbooks are addressed in this procurement.
With worldwide supply chain shortages due to the pandemic, the lead time for delivery of mobile devices has been extended to 12-16 weeks with no anticipated end to the delays. This order will complete the purchases for CY 2021 and will allow for long delivery times.
|
Department |
ZF-55 |
CF-33 |
|
Electric Utility |
0 |
2 |
|
Water Utility |
2 |
1 |
|
Public Works |
11 |
4 |
|
Fire |
0 |
25 |
|
Police |
5 |
0 |
|
T.E.D. |
4 |
0 |
|
Information Technology |
1 |
0 |
|
TOTAL |
23 |
32 |
DISCUSSION:
|
Advertisement Date: |
07/21/2021 |
Notices Sent: |
83 |
|
Opening Date: |
08/09/2021 |
Planholders: |
9 |
|
|
|
Proposals Received: |
1 |
Bids were received from the following vendors:
|
Vendor Name |
Proposed Cost |
|
CDS Technologies |
$121,352 |
Staff attempted to contact planholders that did not submit a bid. One advised that they had the wrong contact listed in Demandstar and didn’t route the request to the proper account representative. Another planholder advised that they were unable to provide the items according to the specifications.
Staff has reviewed the proposed cost and finds it to be comparable to past purchases of similar equipment.
The vendor advises that items will ship 8-10 weeks once the order is placed.
FISCAL IMPACT:
CIP#: N/A
Replacement Panasonic Toughbooks are budgeted in the technology accounts listed below for a combined total of $169,850, for which $98,411 has been expensed. This request is facilitated within budget as the $101,300 budgeted for desktop computers now being upgraded to laptops, will be used to supplement this purchase.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-541410 |
General Fund |
$708,800 |
|
16101300-541410 |
Electric Utility Fund |
$37,900 |
|
16101500-541410 |
Water Utility fund |
$25,250 |