REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
SUBJECT
Title
Approve the purchase of computer equipment (laptops and docking stations) from Dell Technologies (Dell) in an amount not to exceed $1.6 million, utilizing National Association of State Procurement Officials (NASPO) Contract MNWNC-108/715034003 as part of the Citywide Computer Replacement Plan.
Body
RECOMMENDATION
Staff recommends that City Council approve the purchase of computer equipment (laptops and docking stations) from Dell Technologies in an amount not to exceed $1.6 million utilizing NASPO Contract MNWNC-108/715034003. This will be the first purchase for the newly created Citywide Computer Replacement Plan.
EXECUTIVE SUMMARY
On March 10, 2022, the City Council approved AAR No. 2021-178 to appropriate $500,000 for the newly established Citywide Computer Replacement Plan (Plan). In the FY23 approved budget, $1.6 million was allocated from fixed revenues to fund the replacement plan. The first year of expenses are projected to be $1.345 million and will allow for 500 laptops, docking stations, and laptop cases from Dell, replacing the oldest City computers and entering them into the 5-year replacement cycle. Due to the fluctuating cost of technology and possible supply issues, the request is for an amount not to exceed $1.6 million to allow for any potential increases. Funding for this contract is available within the adopted FY23 budget and pricing is based on NASPO Contract MNWNC-108/715034003.
BACKGROUND
The Plan was put in place to establish predictable technology replacement cycles. In past years, budget constraints have resulted in continued use of outdated equipment which, in turn, has increased our cyber security risk. Computer replacements should not be considered one-time costs but rather an ongoing expense of running the City. Creating predictable replacement cycles will keep the City’s business operations running efficiently, allow departments to easily plan for computer replacement costs, while enabling the Information Systems Department (ISD) to manage these replacements in a secure, methodical, and cost-effective way.
Beginning in FY23, departments began contributing $1.6 million to the fund, annually, through yearly fixed charges. ISD has organized the City’s roughly 4,600 computer assets by their purchase date/end of warranty date and identified which computers need to be replaced each year.
The Telework Technology Upgrade, which used CARES funding to mobilize the City’s workforce, via the deployment of over 1500 laptops during the COVID-19 pandemic, helped to modernize the City’s computers. ISD plans to continue this work by deploying laptops when possible. This pending order, representing year one of the Plan, will prioritize replacing outdated devices with laptops. Further orders will be placed as ISD continues to have discussions with departments about devices that best fit their needs.
ISD has had ongoing communications with Dell to identify a model that would support user needs and deliver a blend of performance and value over its life. With technology advancements, these conversations will be ongoing as we continue to refresh the City’s devices in a 5-year rotation.
After a thorough review, ISD decided that ordering 500 devices and peripherals through the Dell NASPO contract pricing provides the best value and quality to the City.
ENVIRONMENTAL FINDINGS
The approval of this agreement is not a project for the purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference was not implemented because items are being procured utilizing NASPO Contract MNWNC-108/715034003.
FISCAL IMPACT
Funding is available in the Information Services Department’s (ISD) Computer Replacement Fund.
ATTACHMENT
Dell Quote #3000135284789.1