HomeMy WebLinkAboutItem 4.08 Computer&Equipment (2)
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CITY CLERK
File # D~~~-[gJ[Q]
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: JANUARY 9,1996
SUBJECT:
Computer and Equipment Bid Award
Report Prepared by: Steve Honse, Administrative Assistant
EXHIBITS ATTACHED: Exhibit 1: Resolution
RECOMMENDATION: rt(\ 'Split bid award for "Computers and Equipment" between New
W V Technologies and Home and Business Computer Center.
Reject all bids for digitizers.
FINANCIAL STATEMENT: The purchase of the equipment is within the amount authorized
in the Budget as amended by the City Council. The cost for the items proposed to be purchased at
this time total $19,490.68. This total excludes a CAD Digitizer. The purchase of a CAD Station
Digitizer separate from this bid, will be possible without exceeding the total amount budgeted for
the purchase of computer equipment. See report.
DESCRIPTION:
. At its meeting of November 28,1995, the City Council authorized staff to circulate bids for an
Engineering CAD Station with plotter, a remote access computer, and an additional computer
workstation for the Community Safety Assistant Position in Disaster Preparedness. Bids were due
and opened on January 3, 1996 at 10:00 a.m.. Five vendors responded to the bid request.
As Staff was preparing the release of the Bid Documents, it was also noted that the Planning
Department operating budget included an additional PC workstation for the part-time Assistant
Planner / Zoning Investigator position. This position was added as a Higher Service Level in order
to implement the recommendations of the Graffiti Task Force Report. The request for bids was
modified to accommodate this purchase by requiring Bidders to allow the purchase of an additional
workstation at the stated price within 30 days of the Bid Award.
Fcur bids were opened at the 10:00 a.m. time designated in the Notice to Bidders. Subsequent to
that Staff was advised that a Federal Express envelope from New Technologies had been delivered
to the Public Counter in Development Services. The envelope was clearly addressed to the "2nd
Floor City Manager's Office" as indicated in the Instructions to Bidders. Further, Staff determined
from Federal Express that the envelope was delivered prior to the 10:00 a.m. deadline in the Notice
Inviting Bids. The Instructions to Bidders identified the City's right to waive any bid irregularity.
Staff determined that the error in delivery location by Federal Express was an minor irregularity
and proceeded with the opening of the bid from New Technologies.
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COPIES TO: Bidders
ITEMNO.~
H1Stevell-9SR.doc
CAD Digitizer
Recommend Reject
All Bids Received
$ 240.55
$ 324.21
NO BID
$ 452.48
$ 107.39
* = Recommended Low Bid
Bid Review
The bid specifications designated specific Hewlett~Packard equipment. As a result, there is no
qualitative differences between the bids and the primary relevant factor is price. New Technologies
was the low bidder on: CAD Computer Components; CAD System Printer; and the Additional
Workstations. Home & Business Computer Center was the low bidder on the Remote Access
Components. Staff had also requested pricing on a Digitizer unit to be used with the CAD
workstation. Unfortunately, the information originally obtained by Staff on the desired unit
resulted in a discontinued model being included in the specifications. Therefore, the Bidders
substituted Digitizers by different manufacturers and the prices received ranged from $107.39 to
$452.48. Staff believes that additional time research is necessary to select the appropriate
specification for the City's needs. Therefore, it is recommended that all bids for the Digitizer be .
rejected. Staff will purchase the unit in accordance with the existing purchasing ordinance and
within the appropriated funds.
Staff recommends that Council adopt the attached resolution which will split the award of the bid
as described above. Staff also recommends that the City Council reject all bids for digitizers.
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RESOLUTION NO. - 96
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AWARD OF BID FOR" COMPUTERS AND EQUIPMENT"
WHEREAS, the City Council authorized the solicitation of competitive bids for the purchase of computer
equipment; and
WHEREAS, four bids were received and opened at the time stated in the Notice to Bidders; and
WHEREAS, Staff was informed subsequent to the initial opening that a bid submitted by New Technologies was
incorrectly delivered by a Delivery Service to the wrong City of Dublin Office; and
WHEREAS, Staff confirmed that the bid from New Technologies was received at City Offices prior to the 10:00
a.m. January 3, 1996 deadline; and
WHEREAS, Staff determined that the incorrect delivery constituted a minor irregularity which could be waived
in accordance with the stated purchasing procedures; and
WHEREAS, the bid documentation explicitly reserved the City's right to divide the award of bid between
bidders based upon costs; and
WHEREAS, due to the unavailability of the specified Digitizer Unit Staff has recommended rejecting all bids for
this component.
. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby takes the following actions:
1. Concurs with the Staff determination of accepting the bid from New Technologies based upon the
evaluation that the delivery to the wrong office was a minor irregularity.
2. Rejects all bids for the component identified as the CAD Digitizer unit.
3. New Technologies is awarded the bid for: Engineering CAD Station, CAD Monitor, CAD Plotter and
two workstation computers. The total amount of the bid award to New Technologies is $16,679.00.
4. Home and Business Computer Center is awarded the bid for: Remote Access Computer and (2) modems.
The total amount of the bid award to Home Business and Computer Center is $2,820.69.
PASSED, APPROVED AND ADOPTED this 9th day of January, 1996.
AYES:
NOES:
ABSENT:
ABSTAIN:
. ATTEST:
Mayor
City Clerk