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Contracts Award for Desktop Computers, Laptops, Mobility Devices & Related Equipment August 5, 2014 Page 2 To begin with Phase I, the Information Services Division will begin replacing much needed desktop computers Citywide, starting with the oldest systems first. Computing requirements of staff will be evaluated against their work needs as to the type of personal computer replacement. Given the changes in technology, included in the scope of the PC plan is the mobility initiative. Looking more closely at the proposed mobility plan, the goal of this initiative is to define mobile users and provide the necessary tools /equipment to help them become more productive. Offering computing mobile devices like laptops or tablet computers, will enable staff to work from various locations around the City. Currently, 71% of the City's personal computers are four years or older. This contract intends to replace 1,200 computer devices throughout the City over the next four years. Once the PC plan is fully employed, the digital capabilities of the City will provide a highly innovative and sustainable technology solution. In an effort to build next generation digital capabilities while using best -value technology, the option to purchase certified refurbished desktop computers is also included in this contract. With technology advancing, the average two year old desktop computer has more than enough computing horsepower to meet staff needs for the next three years. Certified refurbished computers with a three year warranty will meet these types of needs. The notice inviting bids was advertised on June 9, 2014 on the City's online bid management and publication system. A summary of the bid invitations and bids received are as follows: 53 Vendors were notified 23 Vendors downloaded the bid packet 0 Received from Santa Ana vendors 6 Bids received The bids were received and opened on June 25, 2014 and evaluated (Exhibit 1). The bids received from Dell Computer Corp, CherryStone IT, Inc., Insight Investments and Vology are all responsive to the specifications and meets the City's requirements. 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 this 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), Strategy I (assessment and development of a citywide information Technology Master Plan to include elements such as Wi -Fi in City facilities including recreational / senior centers, 2201-2