HomeMy WebLinkAboutFY 17-18 - Vendor List - IS Dept 1211 = G
STAFF REPORT
CITY OF PALM DESERT
INFORMATION SYSTEMS DEPARTMENT
MEETING DATE: October 26, 2017
REQUEST: Authorize the Information Systems department to use the vendor
list attached for the fiscal year 17/18 equipment replacement
purchases in a total amount not to exceed $40,000
Recommendation
By Minute Motion, that the City Council: Approve the Information Systems
Department Vendor List for the 2017-2018 annual equipment replacement
purchases in an amount not to exceed $40,000, 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
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 17/18, 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.
October 26, 2017 - Staff Report
Annual IT Equipment Replacement
Page 2 of 2
I.T. staff is continually evaluating equipment and workstation configurations for our
users to ensure appropriate replacement. For the FY 17/18 replacement cycle staff has
identified vendors on the attached list (Exhibit "A") who can provide the appropriate
equipment configurations at government contract pricing for this replacement cycle.
Included in this recommendation is the continued expansion of dual monitors for most
users. This will be the second round of dual monitor purchases for our IT environment,
and the feedback from staff has been very positive.
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.
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).
Fiscal Analysis
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.
led P •
Prepared by: N von Helf, Information Systems Manager
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
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Jane oore Lauri Aylaian
Robert W. Hargreaves N me of Dire r Dir for of Finance City Manager
City Attorney- — — Title ------ — — -- — -- — —ATTACHMENTS: Exhibit "A" —Approved Vendor List
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