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STAFF REPORT C I T Y C L E R K
DUBLIN CITY COUNCIL File # ^~~0-[~
DATE: June 21, 2011
TO: Honorable Mayor and City Councilmembers
FRO Joni Pattillo, City Manager
SUBJECT: Request for Waiver of Bid Requirement As Authorized by Municipal Code and
Authorization to Purchase Desk-top Computers from Dell, Inc.
Report Prepared by Steve Pappa, Information Systems Manager
EXECUTIVE SUMMARY:
Based on annual desk-top computer replacement cycles. and additional workstations required
as part of the Fiscal Year 2011-2012 Budget, the purchase of 44 desk-top computers is
proposed. The Western State Contracting Alliance (WSCA) allows public agencies to purchase
using agreements established through a cooperative public bid process. This resalts in savings
to the City in expediting the purchasing process and providing items at a competitive price. The
Municipal Code requires the City Council to authorize purchases in excess of $20,000 which
use this type of arrangement.
FINANCIAL IMPACT:
Sufficient funds exist in the Fiscal Year 2011-2012 budget. The cost of 44 desk-top computer
units purchased from Dell, Inc. using the WSCA agreement is not to exceed $42,100. 40 of the
44 computers will be funded from the Internal Service Fund Equipment Replacement fund and
four computers represent additional workstations purchased from the General Fund.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution authorizing Staff to procure Desk-
top Computers from Dell, Inc.
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Reviewed By v R viewed By
Administrative Services Dir. Assist t City anager
Page 1 of 2 ITEM NO. ~" ~~
DESCRIPTION:
The purchase of new desk-top computers is necessary to replace older computers that have
reached the end of service life (service life is defined as four years or longer). Computer
purchases are also required to facilitate additional workstations for new positions outlined in the
preliminary Fiscal Year 2011-2012 Budget. Staff has sought to identify procurement practices
that assure that the City can efficiently obtain new equipment that meets City standards 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 exceed $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. This procurement tool has been used effectively by the City for several
years.
For Fiscal Year 2011-2012, 40 computers have been identified having reached the end of their
service life and should be replaced.. Four computers have also been requested for positions in
Building & Safety, Environmental Programs, Economic Development / Public Information, and
Public Works. In order to manage staff time available to insfall the computers, the deployment
will be phased in over the initial months' of the new Fiscal Year. The Internal Service Fund
budget for replacement of computers is adequate to replace the 40 computers identified as in
need of replacement. The operating budgets in the four departments receiving an additional
workstation have funding included. The purchase will not exceed $42,100, based on preliminary
pricing from Dell, Inc. under the WSCA agreement.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None
ATTACHMENTS:
1. Resolution Authorizing Staff to Procure Desk-top Computers from Dell, Inc.
Page 2 of 2
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RESOLUTION NO. xx -11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING STAFF TO PROCURE DESK-TOP COMPUTERS FROM DELL, INC.
WHEREAS, the City requires the purchase of desk-top computers for City operations;
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 pubfic 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 (section 2.36.050 (B)); and
WHEREAS, the WSCA agreement meets this requirement for a publicly bid agreement;
and
WHEREAS, the estimated cost of the Fiscal Year 2011-2012 computer replacements
under the Dell cooperative purchasing agreement will not exceed $42,100.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby authorizes the City Manager as Purchasing Agent to procure in Fiscal Year 2011-2012
replacement computer systems from Dell Inc., under a purchasing agreement publicly bid by
the Western State Contracting Alliance at a cost not to exceed $42,100 and as described to the
City Council on June 21, 2011.
PASSED, APPROVED AND ADOPTED this 21St day of June, 2011, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
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ATTACHMENT 1