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AGENDA ITEM
June 10, 2014
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Rick Otto,
Assistant City Manager
ReviewedNer ed By:
City Manager
Finance Dir to
To Be Pres nted B : Ri
11 -� f
Otto
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Plan /Environ
1. SUBJECT
Purchase of Replacement Desktop Computers.
2. SUMMARY
In order to ensure that the City is utilizing technology to meet is business needs, reinvestment in
its technology resources is essential. As budgetary constraints in recent years have limited the
reinvestment in the City's desktop computer inventory, many of the desktop computers are well
beyond their useful life. As a result of a comprehensive assessment of the desktop inventory to
evaluate operational deficiencies, it is recommended that 201 desktop computers be replaced.
1 3. RECOMMENDED ACTION
Authorize the purchase of 201 desktop computers from HP for an amount not to exceed
$135,303.00.
4. FISCAL IMPACT
Sufficient funds are available in the following account:
790.1601.56033.19640 $135,303 MIS Fund
5. STRATEGIC PLAN GOAL(S)
4c. Enhance technology to improve public accessibility to information and services.
ITEM 9'9� 1 6/10/14
6. GENERAL PLAN IMPLEMENTATION
Public Safety Goal 6.0: Provide public safety services of the highest quality.
Policy 6.3: Provide and use up -to -date technology to improve crime prevention, fire suppression,
and emergency services.
7. DISCUSSION and BACKGROUND
The City has an inventory of approximately 850 desktop ( "PC's ") and portable computers being
used to support its business operations. This number includes those computers that are dedicated
to a specific employee /position or workstation (i.e. GIS, Police Records or Fire Station), as well
as those that are related to a certain business function such as for public safety communications,
public PC's in Libraries, network computers, and laptop computers.
As with any infrastructure owned and managed by the City, periodic reinvestment is required to
ensure its usefulness. In the past, the City had a goal of a four -year desktop computer
replacement program to ensure the computers were effective work tools and that the City
remained consistent with current technology. Unfortunately, due to the financial constraints over
the past several years, the City has not been able to fully reinvest in the PC inventory. The only
significant reinvestment in the PC inventory occurred approximately two years ago when 125
replacement PC's were purchased. Prior to that, the last refresh was in 2008. Since that time,
only certain PC's have been replaced in response to a specific maintenance issue or technology
need. As a result, approximately 201 PC's within the inventory are well past their useful life in
that they are not meeting the latest technology demands. In addition to maintenance issues, many
of these older PC's are not able to handle the demands of newer software applications such as
Windows 8.1 and Office 2013, which the City will be transitioning to in early FY 15.
Based on a review of commercial grade desktop computers with similar specifications, staff
recommends the purchase of HP computers. This evaluation considered price, performance,
service, and reliability. Staff is proposing to replace 201 desktop computers, which will allow
the City to replace all of the eight -year old desktop computers that have been experiencing
performance issues or not able to meet the latest technology demands.
The cost to replace 201 desktop computers is $135,303. It is proposed that the computer
purchase be funded through the MIS Capital Replacement account, where sufficient funds exist.
This purchase was negotiated under the cooperative agreement between HP and the Western
States Contracting Alliance ( "WSCA "), which is a cooperative purchasing coalition of 15 state
purchasing directors in the western United States. Orange Municipal Code Section 3.08.290(A)
provides that the City may purchase equipment through another governmental agency through
cooperative purchase agreements.
8. ATTACHMENTS
• Price Quotation
N: \STAFF REPORTS \2014 \051314a Purchase of Replacement PCs.doc
ITEM 2 6/10/14