HomeMy WebLinkAboutItem 4.7 - 2293 Authorization to Purchase Desktop Computers
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STAFF REPORT
CITY COUNCIL
DATE: November 20, 2018
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: Tim Eisler, Information Systems Manager
EXECUTIVE SUMMARY:
The City Council will consider authorizing the purchase of computer equipment from
Dell, Inc., as part of the City's annual computer and equipment replacements. Staff
desires to purchase a combination of desktop computers, virtual desktop units, servers,
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 agree ment, is not to exceed $79,000.
Sufficient funds exist in the Fiscal Year 2018-19 Internal Service Fund (Equipment
Replacement) for the replacement purchases.
DESCRIPTION:
The City routinely replaces computers and related equipment when these items reac h
the end of service life, currently defined as four years or longer for desktops and mobile
devices. When making these purchases, Staff utilizes procurement practices that
ensure that the City obtains new equipment that meets City standards at a competit ive
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). Dell 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 2018-19, Staff will replace a combination of desktops, servers, computer
monitors and laptops which have reached the end of their service. The deployment of
the new equipment will occur over several months.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Authorizing Staff to Procure Desktop Computers and Related Equipment
from Dell, Inc.
ATTACHMENT 1
RESOLUTION NO. xx - 19
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 201 8-19 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 2018-19 computer replacements and
related equipment, under Dell’s cooperative purchasing agreement, will not exceed $79,000.
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 2018-2019
replacement computers and related equipment from Dell Inc., under a purchasing agreement
publicly bid by the NASPO ValuePoint, at a cost not to exceed $79,000.
PASSED, APPROVED AND ADOPTED this 20th day of November, 2018, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________________
Mayor
ATTEST:
_______________________________________
City Clerk