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 A longer cycle would result in not only many PCs becoming too outdated for newer software but also performance becoming adversely affected by normal wear and tear.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 a...
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