HomeMy WebLinkAboutItem 4.09 Purchase Computers Community Dev. (2) CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May 28, 1991
SUBJECT: Replacement of Three Computer Units for Community
Development
(Prepared by: Phillip S. Molina, Finance Director)
EXHIBITS ATTACHED: 1 . Bid Specifications
2. Bid Results
RECOMMENDATION: 1 , Award bid to Whole Earth Access in the amount of
$8, 719.92;
2. Authorize an additional appropriation from the
Internal Service Fund Reserve in the amount of
$8,720.
FINANCIAL STATEMENT: This item provides for the replacement of three
computer units (not including printers) at a total
cost of $2,906.64 per item or $8, 719.92 for all
three units. The City funds replacement equipment
from the Internal Service Fund. The Syntrex
equipment has been fully depreciated and there are
sufficient reserves in the Internal Service Fund
that have been set aside for the replacement of
the Syntrex equipment.
DESCRIPTION: From incorporation until the purchase of the IBM System
36, the City has purchased Syntrex Word Processing Systems for its clerical
staff. These systems are limited in their functions when compared to the
IBM equipment that the City has been converting to since 1986. The Syntrex
systems in some departments in the City have been replaced by IBM
equipment. However, there are still a number of Syntrex systems that have
not been replaced and are experiencing additional maintenance costs as a
result of their age. There are presently four such units in the Planning,
Public Works, and Building Departments that have been fully depreciated and
are ready to be replaced.
Consistent with the City's purchasing and accounting procedures, Staff
prepared bids for purposes of obtaining the best prices for replacement
computers for three of the Syntrex systems. Staff is still investigating
the best computer configuration for one of the systems due to the special
needs of the Recreation Department and the potential to transfer one of the
existing Recreation IBM systems to Community Development. Staff is also
currently investigating the best possible configuration for printers for
these IBM computer systems. Therefore, Staff anticipates bringing back to
the Council the purchase of the printers and one additional computer system
in the near future in order that the Internal Service Fund Replacement
Reserve can be used for this equipment.
Since the City is ready to purchase three of the computer systems, Staff
prepared a Request For Bids and solicited bids from a number of vendors for
three of the computer system units.
The City received bids from Whole Earth Access Computers, Microage, and
Nynex Business Centers. These vendors submitted a total of ten bids based
on a number of different hardware configurations. (See attached bid
results. )
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The lowest bidder for these three units was Whole Earth Access. The Whole
Earth Access bid totalled $2,906.64 per unit for a total cost of $8,719.92.
It is Staff recommendation that the Council award the bid to Whole Earth
Access for three (3) IBM PS2 Mod 30 units with the 80286 micro processor, 1
Meg of memory, 20 MEG hard disk, and the Leading Tech monitor. It is also
recommended that the Council authorize an additional appropriation from the
Internal Service Fund Reserves in the amount of $8,720.
R E Q U E S T for B I D S
The City of Dublin Finance Department is requesting bids for four personal
computers. The minimum requirements are:
1. IBM PS2 Mod 30,
2. Disk operating system,
3. DOS 3.3 software included,
4. Graphics card and/or hardware required to provide for running
graphics programs,
5. All cords and connectors necessary for a fully stand alone system
that will connect to existing printers, and
6. A 5250 emulation hardware & software.
7. Microsoft Word (without windows) .
The City is currently using all IBM products. Any substitution for IBM products
should be clearly identified and where possible compared in quality and price to
the IBM counterpart.
The bids should be submitted by May 16th, 5:OOp.m. to the Finance Director, P.O.
Box 2340 Dublin, Ca. 94568. The Bids should be sealed.
The City reserves the right to reject any and all bids, and to alter the final
products purchased based upon price, quality dependability and compatibility
with other products currently being used.
For further information, call 415 833-6640.
B
<-----------WHOLE EART ------------> <------------MICROAGE-------------> <-----NYNEX----->
IBM CPU+20mghd 1,430.00 1,430.00 1,430.00 1,430.00 1,465.00 1,465.00 1,394.25 1,394.25
IBM CPU+30mghd 1,565.00 1,565.00
DOS 100.00 100.00 100.00 100.00 85.00 85.00 85.00 85.00 81.25 81.25
CABLES 15.00 15.00 15.00 15.00 12.00 12.00
#VALUE! 643.00 643.00 643.00 643.00 680.00 680.00 680.00 680.00 593.45 593.45
MICROSOFT 215.00 215.00 215.00 215.00 215.00 215.00 215.00 215.00 225.00 225.00
MONITOR:
IBM VGA 14' 445.00 455.00 455.00
IBM VGA 12' 515.00 530.00 530.00 501.80
LEADING TECH VGA 14' 249.00
HYUNDAI VGA 14' 349.00
MULTISYNC VGA 14' 463.42
TOTAL 2,848.00 2,918.0 2,652.00 752.00 2,900.00 2,975.00 3,000.00 3,075.00 2,807.75 2,769.70
warranty 69.00
tax 185.64
2,906.64
[vga= high resolution graphics monitor]