HomeMy WebLinkAbout4.12 Authorization to Purchase Desktop Computers
STAFF REPORT
CITY COUNCIL
DATE:August 16, 2016
TO:
Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Request for Waiver of Bid Requirement As Authorized by Municipal Code
and Authorization to Purchase Desktop Computers and Related
Equipment from Dell, Inc.
Prepared by: Jay Baksa, Financial Analyst
EXECUTIVE SUMMARY:
Based on annual desktop computer replacement cycles and additional workstations
identified in the Fiscal Year 2016-2017 Budget, the purchase of 41 desktop computers
and 16 computer monitors is proposed. 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. While this arrangement
exempts the City from doing a separate bidding process, the Municipal Code requires
that the City Council authorize such purchases in excess of $45,000.
STAFF RECOMMENDATION:
Resolution
Staff recommends that the City Council adopt the Authorizing Staff to
Procure Desktop Computers and Related Equipment from Dell, Inc.
FINANCIAL IMPACT:
Sufficient funds exist in the Fiscal Year 2016-2017 budget’s Internal Service Fund for
Equipment Replacement. The cost of 41 desktop computers, 16 computer monitors,
and related equipment purchased from Dell, Inc., Using the WSCA agreement, Is not to
exceed $75,000.
DESCRIPTION:
The purchase of new desktop computers is necessary to replace older computers that
have reached the end of service life (service life is defined as four years or longer).
Staff has sought to utilize procurement practices that assure that the City can efficiently
obtain new equipment that meets City standards at a competitive price.
Page 1 of 2
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
$45,000 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 2016-2017, 41 computers and 16 computer monitors have been
identified as having reached the end of their service life and should be replaced. In
order to manage staff time available to install the computers, the deployment will be
phased in over several months. The current Internal Service Fund budget for
replacement of computers is adequate to replace the equipment identified as in need of
replacement. The purchase will not exceed $75,000.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Authorizing Staff to Procure Desktop Computers and Related Equipment
from Dell, Inc.
Page 2 of 2
ATTACHMENT 1
RESOLUTION NO. __ - 16
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
AUTHORIZING STAFF TO PROCURE DESKTOP COMPUTERS AND RELATED
EQUIPMENT FROM DELL, INC.
WHEREAS, the City requires the purchase of desktop computers for City operations; and
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 $45,000 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 2016-2017 computer replacements,
and related equipment, under the Dell cooperative purchasing agreement will not exceed
$75,000.
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 2016-2017
replacement computer systems and related equipment from Dell Inc., under a purchasing
agreement publicly bid by the Western State Contracting Allian ce at a cost not to exceed
$75,000 and as described to the City Council on August 16, 2016.
PASSED, APPROVED AND ADOPTED this 16th day of August, 2016, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
Mayor
ATTEST:
_______________________________________
City Clerk