HomeMy WebLinkAboutC39000A-Z - FY 19-20 - Information Systems - Vendor ListCONTRACT NO. C39000 A-Z
STAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: July 11, 2019
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 $150,000, and approve $1,048.30
additional funds for Fiscal Year 2018-2019.
Recommendation
By Minute Motion,
1. Approve the Information Systems Department Vendor List for technology
equipment purchases in an aggregate amount not to exceed $150,000,
and authorize City Manager to execute agreements,
2. Approve $1,048.30 additional funds for Fiscal Year 2018-2019. Funds are
available in the Equipment Replacement Fund.
Strateqic 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 2020 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
July 11, 2019 - Staff Report
Technology Equipment Purchases
Page 2 of 2
caused by malfunctions or system crashes. Under this plan there are 50 devices
scheduled for replacement in FY 19/20, 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. Staff is also requesting
approval of $1,048.30 additional funds spent in FY 18/19.
I.T. staff has identified several additional areas in need of replacement, or upgrades in
order to accelerate the implementation of new software, such as TRAK-iT, which
involves heavier use of graphics and more mobile computing. Also, upgrades to
conference room video equipment (monitors, projectors, etc.) are included in this year
technology equipment purchase request. Staff requests authorization for updates to
conference room displays, conference room computers, increased mobile computer use
and additional capacity for high demand systems such as expanded GIS and digital
plan review.
I.T. staff is continually evaluating equipment and workstation configurations for our
users to ensure appropriate replacement. For the FY 19/20 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 $150,000 from the
equipment replacement fund. Funds were budgeted and are available for this fiscal
year, account number 5304190-4404000.
LEGAL REVIEW
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Robert W. Hargreaves
City Attorney
DEPT. REVIEW
Lori ney
Director of
Administrative Services
FINANCIAL REVIEW
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Ja et Moore
erector of Finance
ATTACHMENTS: Exhibit "A" — Approved Vendor List
CITY MANAGER
Lauri Aylaian
City Manager
Vendor ID Business Name
V0013331 CDW-G
V0010205 Dell
V0014379 Abtech Technologies
V0014567 SHllnternational
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