HomeMy WebLinkAboutAGENDA REPORT 2010 1006 CC REG ITEM 10NTO:
FROM:
DATE:
MOORPARK CITY COUNCIL
AGENDA REPORT
Honorable City Council
ITEM 1=
City Council Meeting
Deborah S. Traffenstedt, Administrative Services Director�sT
Melody Johnston, Information Systems Manager
September 30, 2010 (CC Meeting of 10/6/10)
SUBJECT: Consider Waiving Formal Bid Procedure for Purchase of New Staff
Computers Budgeted for Fiscal Year 2010 -11
BACKGROUND AND DISCUSSION
The City Council approved the purchase of 67 new computers (50 desktops and 17
laptops) for staff in the Fiscal Year 2010 -11 budget year.
Staff has investigated types of computers and pricing and has determined that purchasing
the new City staff computers directly from Dell would benefit the City in two ways:
1. Dell will give the City the Western States Alliance Contract (WSCA) price of
approximately $775 plus shipping for a Dell Optiplex desktop computer (a savings of
approximately $314 per computer), and $1,396 plus shipping for a Dell LATITUDE
laptop computer (a savings of approximately $511 per laptop computer). Also
included with each computer is the Windows 7 Operating System and the
configuration requirements needed to run various software and hardware used by
staff.
WSCA was established so that participating states may join together in cooperative
multi -State contracting. This approach helps states to achieve cost - effective and
efficient acquisition of quality products and services.
2. For a small fee of $28 per computer, Dell will image all the computers with a pre -
approved image created by City Information Systems staff. This is achieved by
having City Information Systems staff install on one computer all the software,
settings, drivers, shortcuts, etc. that are common to all the users receiving a new
computer; one image of that machine is created and uploaded to the Dell site;
testing is conducted; and then Dell will install that image on all of the City's new
computers.
Staff time is saved that would otherwise be spent installing and configuring each
computer with the same software and settings.
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Honorable City Council
October 6, 2010, Regular Meeting
Page 2
The total estimated cost for the purchase of the computers, shipping, and imaging is
$65,000. Section 3.04.130 of the Municipal Code requires a formal bid procedure for
purchases of supplies and equipment of an estimated value greater than $15,000.
Section 3.04.120 of the Municipal Code permits the City Council by a majority vote to waive
the purchasing procedures or to alter the proceedings to fit a specific purchase, when such
waiver is not in violation of State law. Waiving the formal bid for purchase of computer
equipment is not a violation of State law.
Buying the Dell brand computers directly from Dell and receiving the WSCA discounted
price and the low -cost imaging service, which results in saving City staff time, will be cost
effective for the City.
FISCAL IMPACT
No budget amendment is needed to implement the purchase of the computers, as the
purchase is included in the adopted Fiscal Year 2010 -2011 budget.
STAFF RECOMMENDATION
Waive formal bidding procedure for purchase of new staff computers, and authorize staff to
purchase directly from Dell for the Western States Alliance Contract price and the imaging
fee.
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