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Home My WebLink About22D - SPEC - COMPUTERSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 5, 2014 TITLE: CONTRACTS AWARD FOR DESKTOP COMPUTERS, LAPTOPS, MOBILE DEVICES & RELATED EQUIPMENT (SPEC. NO. 14 -033) CITY MAN GER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: _050:6 6 ❑ As Recommended ❑ As Amended ❑ Ordinance on1"Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO Award contracts for the purchase of desktop computers, laptops, mobile devices and related equipment for a one -year period in annual aggregate amount not to exceed $400,000, with provisions for three one -year renewals exercisable by the City Manager, subject to non - substantive changes approved by the City Manager and City Attorney, with the following vendors: Direct Manufacturer: Dell Computer Corp. DISCUSSION Value -Added Resellers: CDW Government, LLC CherryStonelT, Inc Insight Investments Vology The City of Santa Ana is currently completing its PC longevity plan which includes an upgrade to current technology and implementing innovative efficient technology throughout the organization. The Information Services Division (ISD) has established a structured plan; whereby, the needs and priorities of staff have been identified as areas where upgrading technology can provide value, increase efficiencies and enhance daily operations. The technology effort resulting from this request is large and complex and will require the use of Phases. Phase I will include the client desktop piece. Phase II of the PC plan will address the needs of the City's enterprise operations, networking, servers and storage by providing improvements with integration to mobility in the coming months. 22D -1 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 Contracts Award for Desktop Computers, Laptops, Mobility Devices & Related Equipment August 5, 2014 Page 3 PC /server /equipment replacement plan, information security, disaster recovery plan, etc.) and Goal #7 Team Santa Ana, Objective #5, (create a culture of innovation and efficiency within the organization.), Strategy A (promote the use of technology to improve the delivery of services and information to staff and the community). FISCAL IMPACT Funds totaling $350,000 for the first year are available in the Finance Management Services — Computer PC /Hardware Replacement account ($350,000 in 10910148 - 63202) and Public Works, Admin. Services account ($50,000 in 10117601 - 63001). Funds for the duration of the contract period will be included in various departmental Miscellaneous Operating Expenses account (no. 63001). Edwin "William" Galvez, P.E. Executive Director Public Works Agency EG /RD Attachment Exhibit 1 — Bid Abstract APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance and Management Services Agency 22D -3 Contracts Award for Desktop Computers, Laptops, Mobility Devices & Related Equipment August 5, 2014 Page 4 ABSTRACT OF BIDS RESPONSIVE= 1. Equipment offered meets the City's needs. 2. Contract pricing offered. 3. Return policy, Net terms & Availability meets the City's needs. Exhibit 1 22D -4 Insight VENDOR CDW -G Cherrystone IT Dell Corp. Investments Vology TYPE OF BUSINESS Reseller Reseller Direct Mfr. Reseller Reseller Dell Partner, CONTRACT PRICING NJP,NIPA,GSA, Dell Partner, Authorized GSA, WSCA, OFFERED CMAS,WSCA GSA WSCA Refurbished CMAS Huntington LOCATION Vernon Hills, IL Beach, CA Round Rock, TX Costa Mesa, CA Irvine, CA CATEGORY A - Desktop Computers RESPONSIVE RESPONSIVE RESPONSIVE CATEGORY B - Refurbished Computers RESPONSIVE RESPONSIVE RESPONSIVE RESPONSIVE CATEGORY C - Laptop Computers RESPONSIVE RESPONSIVE RESPONSIVE CATEGORY D - Tablet PC's & Acc. RESPONSIVE RESPONSIVE RESPONSIVE RESPONSIVE= 1. Equipment offered meets the City's needs. 2. Contract pricing offered. 3. Return policy, Net terms & Availability meets the City's needs. Exhibit 1 22D -4