AGENDA TITLE:
title
Adopt a Resolution Approving Purchase of Dell Computer Equipment for Annual Computer Refresh Project from Dell Technologies, Inc., of Round Rock, Texas, Utilizing California Multiple Awards Schedule (CMAS) Agreement 3-22-06-1045 (not to exceed $275,000) (ISD - IT)end
MEETING DATE:
March 5, 2025
PREPARED BY:
Jack Haddon, Interim Information Technology Manager
recommendation
RECOMMENDED ACTION:
Adopt a resolution approving purchase of computer equipment for annual computer refresh project from Dell Technologies Inc., of Round Rock, Texas, in the total not-to-exceed amount of $275,000.
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BACKGROUND INFORMATION:
As part of the City’s efforts to replace aging computer infrastructure, a refresh of the City’s servers, network switches, desktop and laptop computers is scheduled annually, to replace units that have met life expectancy and are no longer covered by warranty.
The City developed budget accounts for I.T. infrastructure and departmental computer refresh through cost allocations to each department based on the number and type of computers in each department. Technology equipment has a useful life and a replacement schedule based on a variety of factors including the warranty expiration date set by the manufacture and the likelihood of failure for a device. Network switches operate on a 6 to 8-year replacement cycle. Servers and Desktop computers are scheduled for replacement no longer than 5 years of operation. Laptops are scheduled for replacement no longer than 4 years of operation.
I.T. staff continuously evaluate latest infrastructure and computing technology to develop a standardized equipment list for the City. Staff standardized on Dell equipment for its durability, reliability and technical service.
City Purchasing Policy section (Exceptions to Bidding) (4) permits staff to utilize other governmental contracts that are competitively bid by another California public agency. It is the staff recommendation to approve the resolution to purchase the computer hardware from Dell Technology, Inc., using California Multiple Awards Schedule (CMAS) Agreement 3-22-06-1045 for the total not-to-exceed amount of $275,000.
|
Planned 2024/25 Replacements |
Quantity |
Estimated Individual Price |
Estimated Total Price |
|
Desktop PC |
47 |
$1,512 |
$71,064 |
|
Laptops |
39 |
$2,068 |
$80,652 |
|
Monitors |
80 |
$137 |
$10,960 |
|
Docking Station |
39 |
$339 |
$13,221 |
|
Servers |
2 |
$6,060 |
$12,120 |
|
Network Switches |
2 |
$22,086 |
$44,172 |
|
Sales Tax |
|
|
$16,272 |
|
Contingency |
|
|
$26,539 |
|
Total Not-To-Exceed |
|
|
$275,000 |
STRATEGIC VISION:
5A. Infrastructure: Invest in innovative infrastructure with a high Return of Investment.
FISCAL IMPACT:
Funding for this purchase is included in the Fiscal Year 25 budget of the I.T. replacement funds. There is no additional impact from this action.
FUNDING AVAILABLE:
IT Computer Replacement - 64299000.77030 (Expense) - $200,000
IT Computer Refresh - 64299200.77030 (Expense) - $75,000
_______________________________________
Bobby Magee
Interim Assistant City Manager
_______________________________________
Scott R. Carney
City Manager