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``~~~~ STAFF REPORT C I T Y C L E R K
`c~~,~~,~~ DUBLIN CITY COUNCIL File # ^„~~]~~-~]~
DATE: June 22, 2010
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJE . Request for Waiver of Bid Requirement As Authorized by Municipal Code and
Authorization to Purchase Desk-top Computers from Dell, Inc.
Report Prepared by Steve Pappa, Information Systems Manager
EXECUTIVE SUMMARY:
Based on annual replacement cycles, in Fiscal Year 2010-2011, 35 desk-top computers are
proposed for replacement. The Western State Contracting Alliance (WSCA) allows public
agencies to purchase using agreements established through a cooperative public bid process.
This results in savings to the City in expediting the purchasing process and providing items at a
competitive price. The Municipal Code requires the City Council to authorize purchases in
excess of $20,000 which use this type of arrangement.
FINANCIAL IMPACT:
Sufficient funds exist in the Internal Service Fund Fiscal Year 2010-2011 computer replacement
Budget. The cost of 35 desk-top computer units purchased from Dell, Inc. using the WSCA
agreement is not to exceed $34,000.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution authorizing Staff to procure Desk-
top Computers from Dell, Inc.
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Reviewed By
Administrative Services Dir.
Page 1 of 2 ITEM NO. ~~~
DESCRIPTION:
The purchase of new desk-top computers is necessary to replace older computers that have
reached the end of service life. Staff has sought to identify procurement practices that assure
that the City can efficiently obtain new equipment that meets City standards at a competitive
price.
Section 2.36.050(A)(10) of the Municipal Code allows for exceptions to the typical public bidding
process when the City is able to procure items from a competitive bid process administered by
another public agency. Purchases made in this manner that exceed $20,000 shall be approved
by the City Council (Section 2.36.050(B)). Dell Inc. offers its products to local government
agencies based on an agreement with the Western State Contracting Alliance (WSCA). The
WSCA agreement was competitively bid and is a Master Contract that can be utilized by local
government agencies. This procurement tool has been used effectively by the City for several
years.
For Fiscal Year 2010-2011, computers which have been in service for four years or longer have
been identified as no longer serviceable and in need of replacement. In order to manage staff
time available to install the computers, the deployment will be phased in over the initial months
of the new Fiscal Year. The Internal Service Fund budget for replacement of computers is
adequate to replace the 35 computers identified as in need of replacement. The purchase will
not exceed $34,000, based on preliminary pricing from Dell, Inc. under the WSCA agreement.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None
ATTACHMENTS:
1. Resolution Authorizing Staff to Procure Desk-top Computers from Dell, Inc.
Page 2 of 2
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RESOLUTION NO. xx -10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING STAFF TO PROCURE DESK-TOP COMPUTERS
FROM DELL, INC.
and
WHEREAS, the City requires the purchase of desk-top computers for City operations;
WHEREAS, Dell, Inc. has a valid pricing agreement publicly bid by Western State
Contracting Alliance (WSCA); and
WHEREAS, Section 2.36.050(A)(10) of the Dublin Municipal Code allows for exceptions
to the typical public bidding process when the City is able to procure items from a competitive
bid process administered by another public agency; and
WHEREAS, if the purchase being made under section 2.36.050(A) exceeds $20,000 the
City Council must authorize the purchase (section 2.36.050 (B)); and
WHEREAS, the WSCA agreement meets this requirement for a publicly bid agreement;
and
WHEREAS, the estimated cost of the Fiscal Year 2010-2011 computer replacements
under the Dell cooperative purchasing agreement will not exceed $34,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby authorizes the City Manager as Purchasing Agent to procure in Fiscal Year 2010-2011
replacement computer systems from Dell Inc., under a purchasing agreement publicly bid by
the Western State Contracting Alliance at a cost not to exceed $34,000 and as described to the
City Council on June 22, 2010.
PASSED, APPROVED AND ADOPTED this 22nd day of June, 2010, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
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ATTACHMENT 1