22A - CONTRACT FOR COMPUTERS - Laserfiche WebLink

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Contract Award for Desktop Computers, Laptops, Mobility Devices and Related Equipment May 5, 2020 Page 2 The project effort to upgrade nearly half of the City's computers is large and complex and will require the use of multiple phases. FY 2019-20 will include Phase I, replacing 272 computers Citywide. Phase II will begin FY 2020-21 replacing the remaining 514 units. Due to COVID-19 pandemic, there is an urgent need for City staff and public officials to telecommute and conduct public meetings and other city business remotely. Reports show more than 100 City staff are doing their jobs remotely every day, resulting in a large demand for mobile computing needs. To meet City demand, unforeseen procurements were required, reducing the initial planned aggregate amount. Dell computers have been the standard for desktop and laptop computers for the City since 2007 when they were selected after comparing their offerings to other competitors. Standardizing equipment provides the benefits for next -generation office environments while simplifying technical support issues, it is essential to maintain staff computer equipment. Computers, laptops and mobile devices are purchased and deployed on an as -needed basis by the information Technology Department, preventing a proliferation of aging, obsolete, out -of -warranty, unsupported, and incompatible systems. Starting in 2019, Dell computers and interactive displays have also been used to outfit the City's smart conference rooms. Five conference rooms in City Hall have been retrofitted using this new technology. This has also reduced the initial planned aggregate amount. Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The Western States Contracting Alliance (WSCA) establishes California Multi -State Cooperative Agreements for Commodities, IT Goods and Services, and Telecommunication Goods and Services. WSCA agreements are available to all State of California governmental entities that expend public funds for the acquisition of goods and services. Dell Computer Corporation is a manufacturer offering WSCA pricing. STRATEGIC PLAN ALIGNMENT Approval of these item supports the City's efforts to meet Goal #6 - Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets). FISCAL IMPACT Funds for the duration of the contract period will be included in various departmental Miscellaneous Operating Expense account (no. 63001). 22A-2