HomeMy WebLinkAboutFY18-19 - Vendors - Information Systems STAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: June 28, 2018
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 a total
amount not to exceed $150,000
Recommendation
By Minute Motion, that the City Council: Approve the Information Systems
Department Vendor List for technology equipment purchases in a total amount
not to exceed $150,000, and authorize City Manager to execute agreements. All
vendors have been selected through competitive bidding procedures by the State
or Federal government. 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
The technology purchases for fiscal year 2019 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 80 devices
scheduled for replacement in FY 18/19, however under this program the I.T. Manager
may approve accelerated replacement of key equipment to maintain high levels of staff
June 28, 2018 - Staff Report
Technology Equipment Purchases
Page 2 of 2
productivity and use of latest generation software products.
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's
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 18/19 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 DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
Lon Carney PettZ(P,AP
Robert W. Hargreaves Director of �Jarfet Moore Lauri Aylaian
City Attorney Administrative Services Director of Finance City Manager
ATTACHMENTS: Exhibit "A"—Approved Vendor List
Exhibit A
Vendor ID Business Name Type of equipment purchased
Software, Monitors,Tablets, Printers,Stands,
V0013331 CDW-G
Audio Visual Equipment
V0010205 Dell Desktop Computers, Operating Systems
V0014379 Abtech Technologies Desktop Computers,Operating Systems
Software, Monitors,Tablets, Printers, Stands,
V0014567 SHI International
Audio Visual Equipment
V0014572 GST Software, Monitors,Tablets, Printers, Stands,
Audio Visual Equipment
V0011139 Global CTI Phone Equipment
V0007988 DLT Solutions Software Licenses and Maintenance
V0014298 Vector USA Networking and Security
V0013001 Fortnet Security Networking and Security
V0012629 RASIX Computer Center Printers, Ink, and Toner
V0013666 Source Grapics Plotter Equipment and Supplies