DATE: December 18, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Human Resources Department
TITLE: PURCHASE ORDERS FOR THE REPLACEMENT OF CITY COMPUTERS, INCLUDING POLICE VEHICLE COMPUTERS
RECOMMENDATION
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Staff recommends that the City Council approve a purchase order and change order with Dell Marketing L.P. (Dell), in a total amount of $214,181, for a total not to exceed amount of $313,572 for the scheduled replacement of city computers; appropriate $186,321 from the Information Services Reserve fund; and authorize the Financial Services Director, or designee, to execute the purchase orders.
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BACKGROUND AND ANALYSIS
The City’s Information Technologies (IT) Division is responsible for procuring and deploying the City’s computer hardware systems. This hardware includes laptops, desktops and thin clients used by staff, as well as Mobile Computing Terminals (MCTs) used in Police vehicles. Every effort is made to keep these pieces of hardware up to date and running in an efficient and secure manner through preventative maintenance. Once hardware reaches a certain age, usually between the 5 to 8-year mark, IT staff will look to perform a comprehensive replacement of old technology.
Staff have identified 129 workstations (laptops, desktops or thin clients) that should be replaced based on their age. The proposed replacement plan includes all machines purchased in 2019 and prior. This upgrade will ensure that all staff are using hardware that meets the most up to date requirements in terms of security. The IT Division collects reserves through its internal service funds to perform these occasional upgrades.
In addition, on November 1, 2023, the City Council approved a Master Lease Agreement with Enterprise Fleet Management for the transition of Police vehicles from City-owned to leased through the Enterprise Fleet Management program. As part of this item, funding was set aside to cover the replacement of computers as vehicles are transitioned. Most of the City-owned vehicles that are being phased out contain older MCTs that need replacement. The IT Division will replace 43 MCT computers as part of this program during the vehicle transition.
The IT Division uses Dell thin clients, desktops and rugged MCTs, and Lenovo ThinkPad laptops for most applications, due to these products’ high performance, reliability and the vendors’ ongoing support. Both companies provide products and technology services under NASPO ValuePoint Master Agreements that were awarded to them through a competitive process and can be used by local governments as a cooperative purchasing vehicle (Dell Participating Addendum Number 7-23-70-55-01, Lenovo 7-23-70-55-05). The prices for the replacement hardware for this project were quoted from the terms in those agreements.
FISCAL IMPACT
The City currently has a purchase order with Dell for Police vehicle computer replacements for vehicles ordered in FY 2023-24 for $99,380. This change order for additional replacements for vehicles ordered in FY 2024-25 is $64,975, and will be charged to the Public Works Enterprise Fleet Management Account 620644831.5330. This account has an available balance of $65,000, therefore sufficient funds are available.
The cost of the purchase order with Dell for other citywide computer replacements is $149,215 which includes a 10% contingency to handle unforeseen circumstances. This will be charged to the Information Technologies Network Infrastructure Account 155162841.5330. Laptops will be procured through Lenovo, and that purchase order will be administratively approved by the City Manager as the total is $37,106. Staff is requesting the use of hardware reserves in the amount of $186,321 to cover both of these replacement costs. Information Services Hardware Reserve Fund 841.3100.0165 has an available balance of $2.3 Million; therefore, sufficient funds are available.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Chris Freeman, Information Technologies Procurement Analyst
Reviewed by: Rob O’Brien, Deputy City Manager
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Dell Quote - Computers
3. Dell Quote - Monitors
4. Lenovo Quote - Laptops
5. Dell NASPO Agreement
6. Lenovo NASPO Agreement
7. Dell OPD MCT Quote