HomeMy WebLinkAboutInfo Tech Dept Vendor List - FY 2016-2017REQUEST:
SUBMITTED BY:
DATE:
CONTENTS:
Recommendation
CITY OF PALM DESERT
INFORMATION SYSTEMS
STAFF REPORT
AUTHORIZE THE INFORMATION TECHNOLOGY DEPARTMENT
TO USE THE VENDOR LIST ATTACHED FOR THE FY 16/17
ANNUAL COMPUTER WORKSTATION REPLACEMENT
PROGRAM PURCHASES IN AMOUNT NOT TO EXCEED
$40,000.
CLAYTON VON HELF, INFORMATION SYSTEMS MANAGER
FEBRUARY 9, 2017
EXHIBIT "A" — APPROVED VENDOR LIST
By Minute Motion, that the City Council:
1. Approve the Information Technology Department Vendor List for
the FY 16/17 annual computer workstation replacement program
purchases in an amount not to exceed $40,000. Funds are
available in the Equipment Replacement Fund.
Strategic Plan Objective
Not applicable.
Executive Summary
The City has a regular replacement schedule for computer workstations, which has
been set at six years since the economic downturn. Each year I.T. staff identifies the
best office professional workstations for our various users and uses that information to
identify vendors with existing government pricing structures. For the FY 16/17
replacement cycle staff has identified the attached vendors who can provide the
appropriate equipment configurations at government contract pricing. The listing
attached as Exhibit "A" contains the requested government pricing contract providers for
this purchase cycle.
Staff Report
Authorize Purchase of Replacement Workstations FY 16/17
February 9, 2017
Page2of3
Approval of this request will authorize the Information Technology (I.T.) Department to
initiate the purchase of replacement workstations, configured for the user's needs, and
consistent with the recommendations contained in the I.T. Master Plan.
Background
Currently, the I.T. department is operating on a six -year plan for computer workstation
replacements. Under this plan there are 20 workstations scheduled for replacement in
FY 16/17. 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.
Staff recently received recommendations for upgrades and accelerated replacement of
workstation equipment (every five years) as part of the development of the I.T. Master
Plan. Included in this recommendation are dual monitors for most users. The estimated
cost of each workstation replacement including these upgrades is $2,000, including a
five-year warranty. The funds for this are available in the equipment replacement fund.
In order to bring more equipment into the recommended schedule staff will maximize
the purchase to include as many workstations as possible within the allocated budget.
The older computers, 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).
Staff Report
Authorize Purchase of Replacement Workstations FY 16/17
February 9, 2017
Page 3 of 3
Fiscal Impact
Approval of staff's request would result in an expense not to exceed $40,000 from the
equipment replacement fund. Funds were budgeted and are available for this fiscal
year, account number 5304190-4404000.
Submitted By:
HeTf
Systems Manager
Approved by:
n� . Moore
Director of Finance
Lauri Aylaian
City Manager
Department Head:
Lori Carne
Human Resources Director
Exhibit A
Vendor ID Business Name Type of equipment purchased
V0013331 CDW-G Monitors, Tablets, Ergonomic Equipment, Office Software
V0010205 Dell Desktop computer, Operating System