HomeMy WebLinkAboutItem 4.07 Purch Computer Serversti~~
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CITY CLERK
File # ^~~^-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 4, 2008
SUBJECT: Waiver of Bid Requirement As Authorized by Municipal Code and
Authorization to Purchase Computer Servers from Dell, Inc.
Report Prepared by :Paul S. Rankin, Administrative Services Director
ATTACHMENTS:
RECOMMENDATION:
FINANCIAL STATEMENT:
Combined Finance /Permit System.
1. Resolution
Adopt Resolution
Sufficient funds exist in the adopted budget for Project #93191
Three servers will be required at a cost of $31,700.
DESCRIPTION: The purchase of new software for the combined Finance /Accounting /Permit System will
require the installation of new hardware. Specifically computer servers operating on a Microsoft operating
system are required to function as application and software servers. The servers will also be used to host
certain web based functions. Staff has sought to identify procurement practices that assure that the City can
efficiently obtain new equipment at a competitive price.
Section 2.36.050(A)(10) of the 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 that are more than $20,000 shall be approved by the City Council (Section
2.36.050(B)). Dell Inc. offers its products to local government agencies based on an agreement with the
Western State Contracting Alliance (WSCA). The WSCA agreement was competitively bid and is a Master
Contract that can be utilized by local government agencies. The City Council approved in the past, similar
transactions for the annual replacement of desk-top computers using the WSCA agreement.
The installation of new Finance Software will require replacement of existing IBM hardware. Funds for the
replacement of this hardware are available in the Internal Service Fund (ISF). ISF funds were included in the
total funding for this project. The purchase of these servers is projected to not exceed $31,700, based on
preliminary pricing under the Dell Inc. WSCA agreement. There will be additional costs associated with
database licenses and hardware necessary for the project. These purchases will be handled in accordance with
the purchasing policy and the cost of the items do not exceed $20,000 and will be purchased from vendors
other than Dell, Inc.
RECOMMENDATION: Staff recommends that the City Council adopt the Resolution, which will allow
for an exception to the competitive bid process and authorize the purchase of computer servers for an amount
not to exceed $31,700, pursuant to the WSCA agreement with Dell Inc.
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COPY TO:
ITEM NO. 1
G:\Finance Permit Sys (New)\OOImplementation\Awazd ContractEden\agenda_stmt~urchaseservers.doc
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RESOLUTION NO. xx - 08
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING STAFF TO PURCHASE FROM DELL INC. COMPUTER SERVERS FOR
ACCOUNTING AND PERMIT SYSTEM PROJECT # 93191
WHEREAS, the City requires the purchase of computer servers to support the database, and
applications for Project #93191 Finance And Permit System Replacement; and
WHEREAS, Dell Inc. has a valid pricing agreement publicly bid by Western State Contracting
Alliance (WSCA); and
WHEREAS, Section 2.36.050(A)(10) 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, if the purchase being made under section 2.36.050(A) exceeds $20,000 the City
Council must authorize the purchase; and
WHEREAS, the WSCA agreement meets this requirement for a publicly bid agreement; and
WHEREAS, the estimated cost of three Computer Servers required by this project totals $31,700.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
authorizes the City Manager as Purchasing Agent to procure of computer servers from Dell Inc., under a
purchasing agreement publicly bid by the Western State Contracting Alliance at a cost not to exceed
$31,700 and as described to the City Council on November 4, 2008.
PASSED, APPROVED AND ADOPTED this 4th day of November, 2008, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 1