HomeMy WebLinkAboutItem 4.09 Purchase Desk-top Computers
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CITY CLERK
File # D~[2J[Z2J-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 1, 2006
SUBJECT:
Authorization To Purchase Desk-Top Computers From Micron (MPC~G,
LLC) Based On Rid Promred From Western State Contradmg Alliancc
(WSCA)
Report Prepared by Steve Pappa, lnjilrmation .\:vstems Manager
Rcsolution authorizing the purchase of 45 dcsk-top
computers and monitors from MPC-G, LLC at a cost not to
exceed $82,231
RECOMMENDATlO]f ~oP, R,whrtioo
FINANCIAL STATEMENT: Sufllcient funds cxist in the Internal Service Fund computer
replaccment budget and in various operating dcpartment budgets to purchase a total of 45 personal desk-
top computers and monitors.
A TT ACHMENTS:
DESCRIPTION: Thc purchase of new computers on a pcriodic basis are necessary to replacc oldcr
machincs and to accommodate needs wherc Staff or new programs have been addcd as part of the annual
Budget process_ Stan-has sought to identify procurement practiccs that assure that the City can elficicntly
obtain new equipment at a compeliti ve pricc.
Sedion 2.36.050(A)( 10) of the Duhlin Mumcipal Codc allows for exceptions to the typical public bidding
process when the City is ahle to procurc items from a competitIve hid proccss administered by another
public agency The Code also requires tllat any purchases madc in this marmer that are more than $20,000
shall he approvcd by the City Council. (Section 2.36.050(13)).
For Fiscal year 2006/2007 45 computers are proposed to he acquircd and the cost including tax and
delivery is projccted to be $82,231 Staff has idcntified a publicly hid purchase agreemcnt with Micron
Computer (MPC-G), which offers a competitive product and it IS currently bcing used by the City Smcc
tlle total cost exceeds the $20,000 threshold in the MunicIpal Codc, City Council approval!s required.
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ITEM NO.!f. f
F"\(nfmmnlitln Sy~kms\nran. Staff Repurts\Purchasc PC\agcnda_st.n1tJlurcha'ii::PC200ti.dllc
The City of Duhlin purchases personal computers cach ycar to replace computers that have exceedcd useful
hfe. Factors considered in determmmg which computers will be replaced IIlclude age ofthe unit; whether
thc 3 year warlanty IS exhausted; available budget; ability for fue computer to function with current
programs and demands; servicc requirements; etc.
Currcntly thcrc are 36 personal computers that havc been in service for four (4) years or longer and have
reached the end of theIr usefullifc. None of these umts IS currently covered by a warranty The
specifications ofthcsc computers make It dIfficult to nm thc computcr applications in use at the City today
and as such thc older units reqUIre additional support resources to keep tllem funcl1onmg_ Tn the annual
2006/07 Opcrating Budget departments funding was included for an addItIonal mne (9) personal computers
for Higher Service Level posltlOns and arcas that required additIonal workstations. Thcreforc, the funding
in the 2006107 hudgct will provide for the purchase of 45 desk-top computers.
Thc City has attempted to purchase pcrsonal computers with mimmal power source requircmcnts, and that
can effiCIently be accommodated in workspaces. Energy efJicicnt flat panel Liquid Crystal Display (LCD)
havc also been a standard feature. The pcrsonal computer configuration whICh was determincd to bcst
satisfy these requIrements is an all-in-one umt. The all-Ill-one unit combincs the LCD and computer wlthlll
the same case, requiring lcss dcsk space to house tbe computer and only one power source requirement for
the singlc casc design. The price for the all-in-one unit is traditionally within the same range as traditional
two-piece personal computers with similar performance speclfical1ons.
Tn 2005/2006 the City made a purchase of Micron all-in-one units. The performance of the units has been
of a sound quality and frcc from any unusual prohlems from a support standpoint. The MPC -G pTlcmg.is
hascd its agreement WIth fue Western Statc Contracting Alliance (WSCA). The WSCA agrecment was
competitively bId and is a Master Contract that can be utIlized by government agcncics in the westem
United Stales, for purchases madc bctween September 1, 2004 - August 31, 2007 Two different types of
units are proposed to bc purchased by fue City' 41 Umts - hase model at a cost of$1,819 78 each; and the
411mts - Basc Model Plus a Writable DVD DTlve at a cost of$1,927 44 each. These will he deployed in
various operating departments sO that each dcpartment will have access to a computer with a DVD writer
for archlvmg purposes.
RECOMMENDA TTON: ThIS action allows fue City to obtain compehl1ve pricing and complctc the
procLlrement process in a timely mamler. Staff recommends that the City Council allow for an exceptwn
to the compctitive bid process pursuant to Dublin Municipal Code ~ Section 2.36.050(A)( I 0) and adopt
rcsolution authonzlllg the purchasc of 45 pcrsonal computers from MPC -G_
:l'lJR..
RESOLUTION NO. xx - 06
) CO -f I
A RESOLllTION OF THE CITY COUNCIL
OF THE eIT): OF DUBLIN
*********
AUTHORIZING STAFF TO ENTER INTO A PROCUREMENT AGREEMENT
WITH MPC-G, LLC (Micro")
FOR ALL - IN - ONE DESK-TOP COMPUTERS
WHEREAS, the City of Dublin requIres the purchase of desk-top computers for City operations;
and
WHEREAS, MPC -G, LLC has a valid pncmg agrccment publicly hid by Western State
Contracting Alhance (WSCA>; and
WHEREAS, Section 2.36.050(A)(10) of the Dubhn Municipal Code allows for exceptIOns to thc
typical public bidding process when ilie City IS able to procurc items from a competitive bId process
administered by another public agency; and
WHEREAS, ifilie purchase heing made under sectlOn 2.36.050(AI exceeds $20,000 the City
Council must auilionze the purchase; and
WHEREAS, thc WSCA agreement meets this requirement for a publicly bId agrecmcnt and the
estnnated cost ofilie 45 computers to he purchased is $82,231
NOW, THEREFORE, BE IT RESOLVED that the City Council ofilie City of Dublin hereby
authorizcs thc City Manager as Purchasing Agent to procure of 45 computers from MPC-G, LLC under a
purchasing agreement puhlicly bid by the Western Statc Contracting Alhancc at a cost not to excccd
$82,231 and as described to the City Council on August 1, 2006.
PASSED, APPROVED AND ADOPTED iliis 1st day of August, 2006, hy the following vote:
AYES
NOES
ABSENT
ABSTAIN
Mayor
ATTEST:
City Clerk
'1,9 'l/I/06