CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Consolidated Cooperative Procurement 23-061, New and Replacement PCs, to CDS Office Technologies and Insight Public Sector, for an amount not to exceed $1,028,350
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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, keyboards, etc for the 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 A longer cycle would result in not only many PCs becoming too outdated for newer software but also performance becoming adversely affected by normal wear and tear.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.
IT Department staff performs PC replacement regularly throughout the year to evenly balance it with other ongoing work such as customer support, maintenance, and annual projects.
To maintain the workload balance, it is optimal to receive PC shipments in several batches. To do this, staff will place multiple orders at different times throughout the year. This consolidated procurement award allows the City to successfully utilize this workload cadence.
Along with the replacement of existing PCs, the departments budget annually for new PCs and peripherals for new employees, new vehicles, and in some cases, new solutions or applications for municipal operations.
Staff has identified several vendors and cooperative contracts that offer PCs and peripherals at competitive pricing. Vendors include CDS Office Technologies, and Insight Public Sector. Cooperative contracts include Omnia Cooperative Contract 4400006644, and Sourcewell Cooperative Contract 090122-PNA. Occasionally vendors offer prices even lower than the approved cooperative contracts.
DISCUSSION:
For 2023, the PC replacement program budget totals $1,049,450 and the new PCs and peripherals total $235,350 for a budget value of $1,284,800
The following tabulation contains the planned replacement PC items at current cooperative contract pricing. Staff is seeking approval for this award based on this tabulation with the understanding that some changes and variation could occur over the course of the year, but that these changes are anticipated to be immaterial to the overall award level.
|
Replacement Item Description |
Quantity |
Cost per item |
Total Cost |
|
Desktop PCs, HP Z2 Series |
155 |
$1124 |
$174,220 |
|
Laptop PCs, HP Elite 800s |
88 |
$1850 |
$162,800 |
|
Monitors, HP, E Series |
45 |
$250 |
$11,250 |
|
Docking stations, HP, USB G5 |
45 |
$180 |
$8,100 |
|
Ruggedized PCs, Panasonic, CF-33 |
60 |
$5330 |
$319,800 |
|
Ruggedized PCs, Panasonic, ZF-55 |
60 |
$3480 |
$208,800 |
|
Ruggedized PCs, Panasonic, ZF-55 docks |
40 |
$365 |
$14,600 |
|
Grand Total |
|
|
$899,570 |
For new PC items, the following tabulation contains our currently planned items at current cooperative contract pricing. Staff is seeking approval for this award based on this tabulation with the understanding that some changes and variations could occur over the course of the year, but that these changes are anticipated to be immaterial to the overall award level.
|
New Item Description |
Quantity |
Cost per item |
Total |
|
Laptop PCs, HP Elite 800s |
7 |
$1850 |
$12,950 |
|
Monitors, HP, E Series |
13 |
$250 |
$3,250 |
|
Docking stations, HP, USB G5 |
7 |
$180 |
$1,260 |
|
Ruggedized PCs, Panasonic, CF-33 |
18 |
$5330 |
$95,940 |
|
Ruggedized PCs, Panasonic, ZF-55 |
4 |
$3480 |
$13,920 |
|
Ruggedized PCs, Panasonic, ZF-55 docks |
4 |
$365 |
$1,460 |
|
Grand Total |
|
|
$128,780 |
FISCAL IMPACT:
CIP#: N/A
Technology items are expensed to the account numbers listed below. The requested award of $1,028,350 is within the budgeted amount of $1,284,800.
|
Account Number |
Fund Description |
Total Budget Amount |
|
*1100-541410 |
General Fund |
$954,000 |
|
*1300-541410 |
Electric Utility Fund |
$148,450 |
|
*1500-541410 |
Water Utility Fund |
$132,850 |
|
*3200-541410 |
Naper Settlement Fund |
$50,054 |