HomeMy WebLinkAbout4.3 - 1619 Computers from Dell
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STAFF REPORT
CITY COUNCIL
DATE: October 17, 2017
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Authorization to Purchase Computers and Related Equipment from Dell,
Inc.
Prepared by: Colleen Tribby, Director of Administrative Services
EXECUTIVE SUMMARY:
The City Council will consider authorizing the purchase of computer equipment from
Dell, Inc., as part of the annual computer and equipment replacements. Staff desires to
purchase a combination of desktop computers, virtual desktop units, computer monitors,
and laptops via Dell's agreement with the NASPO ValuePoint Cooperative Purchasing
Organization (previously known as the Western State Contracting Alliance), which
allows public agencies to use agreements established through a cooperative public bid
process. The equipment cost will exceed $45,000, which requires City Council
approval.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing Staff to Procure Computers and Related Equipment
from Dell, Inc.
FINANCIAL IMPACT:
The cost of procuring desktop computers, computer monitors and laptops purchased
from Dell, Inc., using the NASPO ValuePoint agreement, is not to exceed $78,000.
Sufficient funds exist in the Fiscal Year 2017-18 Internal Service Fund (Equipment
Replacement) for the replacement purchases.
DESCRIPTION:
The City routinely replaces computers and related equipment when these items reach
the end of service life, currently defined as four years or longer for desktops and mo bile
devices. When making these purchases, Staff utilizes procurement practices that
ensure that the City obtains new equipment that meets City standards at a competitive
price.
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Section 2.36.100(B)(9) 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. Purchases made in this manner in
excess of $45,000 still require City Council approval (Section 2.36.090). De ll Inc. offers
its products to local government agencies based on an agreement with the NASPO
ValuePoint, previously known as Western State Contracting Alliance (WSCA). The
NASPO ValuePoint 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.
In Fiscal Year 2017-18, Staff will replace a combination of desktops, computer monitors
and laptops which have reached the end of th eir service. The deployment of the new
equipment will occur over several months.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Authorizing Staff to Procure Computers and Related Equipment from Dell,
Inc.
ATTACHMENT 1
RESOLUTION NO. xx - 17
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
AUTHORIZING STAFF TO PROCURE COMPUTERS AND RELATED EQUIPMENT
FROM DELL, INC.
WHEREAS, the City requires the use of desktop computers and related equipment for City
operations and routinely replaces computers and related equipment that has reached the end of its
useful life; and
WHEREAS, Staff desires to purchase the Fiscal Year 2017 -18 equipment replacements
from Dell, Inc., and
WHEREAS, Section 2.36.100(B)(9) 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, Dell, Inc. has a valid pricing agreement publicly bid by NASPO ValuePoint,
previously known as Western State Contracting Alliance (WSCA), which meets this Municipal Code
provision for a publicly bid agreement; and
WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval
of equipment with a cost greater than or equal to forty-five thousand dollars ($45,000); and
WHEREAS, the estimated cost of the Fiscal Year 2017-18 computer replacements and
related equipment, under Dell’s cooperative purchasing agreement, will not exceed $78,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager as Purchasing Agent to procure the Fiscal Year 2017-2018
replacement computers and related equipment from Dell Inc., under a purchasing agreement
publicly bid by the NASPO ValuePoint, at a cost not to exceed $78,000.
PASSED, APPROVED AND ADOPTED this 17th day of October, 2017, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
Mayor
ATTEST:
_______________________________________
City Clerk