HomeMy WebLinkAboutIS Dept - Vendor List for Equipmnt RplcmntSTAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: February 8, 2018
PREPARED BY: Clayton von Helf, Information Systems Manager
REQUEST: Authorize the Information Systems department to use the vendor
list attached for additional equipment replacement purchases in
an amount not to exceed $50,000
Recommendation
By Minute Motion, that the City Council: Approve the Information Systems
Department Vendor List for additional equipment replacement purchases in an
amount not to exceed $50,000, and authorize City Manager to execute
agreements. Funds are available in the Equipment Replacement Fund.
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 Technology Master Plan
Computer Equipment Replacement Plan is listed as Initiative 1, and Dual Monitors is
listed as Initiative 8 in the Information Technology Master Plan adopted by the City
Council on February 23, 2017. It was rated as a high priority by the I.T. Steering
Committee.
Background Analysis
At its October 26 meeting the City Council authorized desktop and laptop purchases of
up to $40,000 as part of the I.T. Master Plan, under the normal replacement schedule.
During this year's equipment replacement cycle, 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, during this time the need to upgrade
conference room video equipment (monitors, projectors, etc.) has become urgent due to
system failures. Staff requests an additional $50,000 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.
February 8, 2018 - Staff Report
Additional IT Equipment Replacement
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I.T. staff is continually evaluating equipment and workstation configurations for our
users to ensure appropriate replacement. For this additional replacement cycle staff has
identified vendors on the attached list (Exhibit "A") who can provide the appropriate
equipment configurations at government contract pricing.
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 $50,000 from the
equipment replacement fund. Funds were budgeted and are available for this fiscal
year, account number 5304190-4404000.
LEGAL REVIEW
Robert W. Hargreaves
City Attorney
DEPT. REVIEW
Lori Carney
Director of
Administrative Services
FINANCIAL REVIEW CITY MANAGER
�J t Moore
Director of Finance
ATTACHMENTS: Exhibit "A" — Approved Vendor List
Lauri Aylaian
City Manager
Exhibit A
Vendor ID Business Name Type of equipment purchased
V0013331 CDW-G Monitors, Tablets, Printers, Stands
V0010205 Dell Desktop Computers, Operating Systems
V0014379 Abtech Technologies Desktop Computers, Operating Systems