HomeMy WebLinkAbout22A - SPEC - COMPUTERSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 20, 2014
TITLE:
CONTRACT AWARD TO
DELL COMPUTER CORPORATION
FOR PURCHASE OF COMPUTERS
(SPEC. NO. 14 -029)
CITY MANAG
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on1 "Reading
❑ Ordinance on 2ntlReading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award a contract to Dell Computer Corporation for the purchase of computers for the Parks,
Recreation and Community Services Agency, the Finance & Management Services Agency, and
the Public Works Agency, in an amount not to exceed $134,300, subject to non - substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
The City of Santa Ana operates and maintains over 1,800 computers throughout the
organization. Current hardware inventory is between four and ten years old and is becoming
obsolete. In order to address this need, the Finance & Management Support Services Agency,
Application & Tech Support Division is in the process of developing a competitive bid solicitation
for a citywide use contract to replace and upgrade computers and hardware over the next two
years. In addition, given the changes in technology, the Information Services Operations Division
is developing a mobility initiative and is running a pilot program. In anticipation of the bid and
mobility initiative, to help define mobile users and the necessary tools /equipment to help them be
more productive, the following departments have identified existing funds to fulfill their immediate
computer needs.
The Parks, Recreation and Community Services Agency (PRCSA), including the Library have
identified 89 computers that are at least six years old. These computers are used by staff to carry
out daily operations and by the public for information retrieval. New computers will assist in
increased productivity as well as provide the community with efficient equipment. The purchase
of new desktops will be issued to the areas identified as having the greatest need to ensure
continued service to the public.
The Facilities, Fleet and Central Stores (FFCS) Division of the Finance Department is
responsible for the maintenance of all City vehicles and operation of Stores and City Yard
22A -1
Contract Award to Dell Computer Corporation
For Purchase of Computers
May 20, 2014
Page 2
facility. Computers in the FFCS Division are over 8 years old and are not compatible with the
existing Fleet Management System. Replacing 20 computers will provide staff the ability to
effectively utilize the Fleet Management System and other Fleet- related software.
Finally, the Public Works Agency (PWA) has converted to a paperless document processing for
construction drawings and review purposes. Construction inspectors utilize notebook computers
to complete drawings and display documents. PWA has two identified notebooks as obsolete and
will need to replace them so that inspectors are able to carry out their daily operations.
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.
FISCAL IMPACT
Funds are available in various PRCSA expenditure accounts: Library account ($40,102 in
01111150 - 63001), Administration account ($3,539 in 01113200 - 63001), Zoo account ($11,795 in
01113220 - 63001), Recreation account ($40,102 in 01113230 - 63001), Park Maintenance account
($8,257 in 01113250 - 63001), and Civic Center account ($1,315 in 07413250 - 63200);
Facilities, Fleet and Central Stores account ($24,590 in 07510100 - 63001); Central Services
account ($1,200 in 07110100 - 63001), and Public Works, Construction Engineering account
($3,400 in 08617611- 63001).
.M
f+ Gerar o Mouet
Execu ive Director
Parks R &Community Services
,r �
Edwin "William" Galvez, P.E.
Interim Executive Director
Public Works Agency
FHICL /EG
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agenc��
22A -2