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STAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: August 27, 2020
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.
Strategic Plan
Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its
upgrade underlays, and is essential to, all projects and services performed by the City.
Information Technoloqv 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 Analvsis
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 20/21, however under this program the I.T. Manager may approve
accelerated replacement of key equipment to maintain high levels of staff productivity and
August 27, 2020 - Staff Report
Annual Technology Equipment Purchases
Page 2 of 2
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.
I.T. staff is continually evaluating equipment and workstation configurations for our users
to ensure appropriate replacement. For the FY 20/21 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 Analvsis
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.
LEGAL REVIEW
N/A
Robert W.
Hargreaves
City Attorney
ATTACHMENTS:
DEPT. REVIEW
Xc,hti CAmn
Lori Carney
Director of
Administrative Services
FINANCIAL REVIEW CITY MANAGER
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Janet Moore
Director of Finance
Exhibit "A" — Approved Vendor List
Lauri Aylaian
City Manager
Vendor ID Business Name
V0013331 CDW-G
V0010205 Dell
V0014379 Abtech Technologies
V0014567 SHllnternational
V0011139 Global CTI Group
Exhibit A
Type of equipment purchased
Software, Monitors, Tablets, Printers, Stands,
Audio Visual Equipment
Desktop Computers, Operating Systems
Desktop Computers, Operating Systems
Software, Monitors, Tablets, Printers, Stands,
Audio Visual Equipment
Phone equipment