HomeMy WebLinkAbout17 IT Equipment ReplacementSTAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: June 24, 2021
PREPARED BY: Clayton von Helf, Information Systems Manager
REQUEST: Authorize the Information Systems department to use the vendor
list attached for technology equipment purchases in an aggregate
amount not to exceed $75,000.
___________________________________________________________________________
Recommendation
By Minute Motion,
1. Approve the Information Systems Department Vendor List for technology
equipment purchases in an aggregate amount not to exceed $75,000, and
authorize City Manager to execute agreements.
Information Technology Master Plan
The technology purchases for fiscal year 2021 are supportive of many initiatives in the
Information Technology Master Plan adopted by the City Council on February 23, 2017.
These initiatives include Initiative 1 – Computer Equipment Replacement Plan, Initiative
8 – Dual Monitors, Initiative 10 – Conference Room Audiovisual, Initiative 27 – TRAKiT,
and Initiative 30 – Mobile Computing. The initiatives were rated as a high priority by the
I.T. Steering Committee.
Background Analysis
As part of the I.T. Master Plan, the City has adopted an I.T. equipment replacement
schedule under which workstations and printers will be replaced every five years and
laptops and tablets every four years. Computer hardware is constantly improving to meet
the needs of users and newly developed software. By replacing computer equipment on
a regularly scheduled basis, the City is able to take advantage of those improvements
and leverage them into greater efficiencies and minimize down-time caused by
malfunctions or system crashes. Under this plan there are 20 devices scheduled for
replacement in FY 21/22, however under this program the I.T. Manager may approve
accelerated replacement of key equipment to maintain high levels of staff productivity and
use of latest generation software products in answer to changing work conditions City
staff faces. I.T. staff has identified several additional areas in need of replacement, or
upgrades in order to accelerate the implementation of a more remote workforce. This
includes upgrades to laptops, web cameras, and remote workstations.
June 24, 2021 -Staff Report
Annual Technology Equipment Purchases
Page 2 of 2
I.T. staff is continually evaluating equipment and workstation configurations for our users
to ensure appropriate replacement. For the FY 21/22 replacement cycle staff has
identified vendors on the attached list (Exhibit "A ") who can provide the appropriate
equipment configurations at government contract pricing. The government pricing meets
the procurement requirements of PDMC 3.30 .160(E).
The older computers and equipment , if serviceable , will be used in our lab environment ,
kept for emergency backups , or donated to non-profit groups (as a last resort and with
Council approval).
Fiscal Analysis
Approval of staff's request would result in an expense not to exceed $75 ,000 from the
equipment replacement fund . Funds were budgeted and are available for this fiscal year,
account number 5304190-4404000.
Budget Section
$50 ,000
$15 ,000
$10 ,000
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
NA
:Andy J"irestin e 9_,,e::t 711. 71'/aa'l,e, L . Tool ol HHe V\,<..ClV\,
Robert W . Hargreaves Andy Firestine Janet Moore Todd Hileman
City Attorney Assistant City Manager Director of Finance City Manager
ATTACHMENTS : Exhibit "A" -Approved Vendor List
CITY COUNCIL A,CTJON
APPROVED __ V ____ DENIED _____ _
RECEIVED ______ OTHER _____ _
MEETINGDATE ~ ~. I~
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ABSENT: NOQ e
ABSTAIN: NDQ c-.
VERIFIED BY: J\A (z) & / 5 YG
Original on File with City Clerk's Office
Vendor ID Business Name Type of equipment purchased
V0013331 CDW-G Software, Monitors, Tablets, Printers, Stands,
Audio Visual Equipment
V0010205 Dell Desktop Computers, Operating Systems
V0014379 Abtech Technologies Desktop Computers, Operating Systems
V0014567 SHI International Software, Monitors, Tablets, Printers, Stands,
Audio Visual Equipment
V0011139 Global CTI Group Phone equipment
V0015406 Kovarus LLC Server and storage equipment
Exhibit A