HomeMy WebLinkAbout4.03 ComputerEquipCouncilSUBJECT:
.CLERK FILE # 350-20
AGENDA STATEMENT
CITY COUNCIL' MEETING DATE: September 7, 1999
Purchase of Computer Equipment for City Council.
(Prepared by: Nick Stevens, Information Systems Manager)
ATTACHMENTS:
RECOMMENDATION:
FINANCIAL STATEMENT:
Resolution Authorizing Staff to Purchase Computer Hardware
Authorize Staff to Purchase Computer Hardware under State
Contract at the lowest price' available.
Adequate funding exists in the adopted Fiscal Year 1999-2000
budget.
DESCRIPTION: In the adopted Fiscal Year 1999/2000 Budget funding' was appropriated for several
computer related projects, including the purchase of 40 new computers. Normally, Staff would purchase
all these computers at once, however, due to the upcoming construction at the Civic Center, storage space
is extremely limited. Staff is therefore purchasing computers in smaller, more manageable blocks. At its
August 3, 1999 meeting, the City Council approved the first nine machines as replacements for older
equipment and waived the competitive bidding process for computer hardware and software purchased
through the California State contract. ' Staff now plans to purchase more new computers in the same
manner that would be used for the members of the City Council. In a survey of the City Council it was
found that three members needed computers at this time. Separate funding in the 1999/2000 budget was
also provided for wiring the City Council's offices into the City 'Computer network Staff is currently
obtaining bids for the wiring and the work should be completed to coincide with the arrival of the City
Council's computers.
Scope of Items To Be Purchased
Staff proposes to purchase new workstations that will be Capable of meeting the City' s needs for the next
3-4 years. In order to maintain standardized equipment, Staff has specified the following configuration:
* Hewlett Packard?Vectra VE, Pentim III, 450Mhz, 64MB RAM, 8.4GB HD, 32x CDROM
· HP 3Com 10/100 Mb Ethernet Card
, HP 17" Monitor
This configuration is consistent with other computers purchased or planned to be purchased this year. The
City has standardized on HP equipment for all its computers, printers, and servers to maintain an overall
lower total cost of ownership. Standardization on HP does not mean the City is paying a premium. The
specified HP Vectra costs less then identically configured Pentim IIIs from Dell, Compaq, and IBM.
While the City may save money up front by purchasing from second or:third tier PC makers, the total cost
COPIES TO:
ITEM NO. ~. ~
of ownership' would increase substantially due to different parts, configurations, and various compatibility
issues with' current and future software.
Estimated Costs'
Staff has obtained preliminary pricing for all items to be purchased through the California State compute,
purchasing contract Staff evaluated the cost based upon all charges including sales tax and a Stat~
surcharge of 1.21%. The surcharge allows the City to purchase under the State contract and reimburses the
State for their cost in preparing the purchase program. At the August 3, 1999 meeting, City Council
authorized staff to waive the competitive bidding process for computer hardware and software and
approved the purchase of the first nine of forty computers through the State contract.
The following reflects the preliminary pricing received for hardware items to be purchased:
Item Ouantitv Unit Price Total
HP Vectra VE, PIH:,4.50Mhz, 64MB RAM 3 $1,187.66 $3,562.98
HP 3Com NIC 3 $79.55 $238.65
HP 17" Monitor 3 $332.10 $996.30
MS Office 97 3 $229.68 $689.04
Service Charge 1.21% $66.39
Sales Tax 8.25% $452.68
Total $6,006.04
There is sufficient funding in the adopted Data Processing Project Fiscal Year 1999/2000 Budget in order
to purchase the identified items.
Recommendation
Staff recommends that the City Council authorize Staff to proceed with.the procurement of three Hewlett
Packard computer PC workstations at a cost of $6,006.04 through the California State purchasing
program.
_. ,~., RESOLUTION NO. -
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING STAFF TO NEGOTIATE THE PURCHASE OF COMPUTER HARDWARE AS
PART OF A STATE OF CALIFORNIA NEGOTIATED PURCHASE AGREEMENT
WHEREAS, the State of California has administered a competitive bid process and selected two
retail vendors to sell computer related software and equipment at established prices; and
WHEREAS, the State of California has extended the ability for local governmere agencies to
obtain this preferred pricing for qualified purchases; and
WHEREAS, the City of Dublin is in need of purchasing computer hardware in a cost effective
manner.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin authorizes
Staff to purchase computer hardware as presented in the Staff Report of September 7, 1999.
PASSED, APPROVED AND ADOPTED this 7th day of September 1999.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk