HomeMy WebLinkAbout22A - SPEC IT EQUIPMENTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 20, 2018
TITLE:
CONTRACTS AWARD FOR DELL DESKTOP
COMPUTERS, LAPTOPS, MOBILE TABLETS
& RELATED EQUIPMENT
(SPECIFICATION NO. 18-074)
(STRATEGIC PLAN NO. 6, 1)
CI ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 15' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award contracts for the purchase of Dell desktop computers, laptops, mobile tablets and related
equipment for a one-year period expiring November 30, 2019, with provision for four one-year
renewals exercisable by the City Manager, in an annual aggregate amount not to exceed
$400,000, subject to non -substantive changes approved by the City Manager and City Attorney,
with the following vendors:
Vendor Location
2nd Gear, LLC Costa Mesa, CA
Dell Computer Corp. Austin, TX
DISCUSSION
The City of Santa Ana's Information Technology Department is responsible for the administration
of a wide range of information technology solutions including technology hardware, infrastructure,
application software, and client desktop support services. In 2014, the City of Santa Ana
implemented its Personal Computer (PC) Longevity plan, upgrading to current technology and
implementing innovative efficient technology throughout the organization. The PC longevity
roadmap was a phased approach with phase I, fully employed 2014, replacing old, obsolete
desktop computers and phase II, completed in 2018, addressing improvements to enterprise
operations, upgrading networking equipment, servers and storage.
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. Keeping in line with
the PC plan and to allow the use and the benefits of next -generation office environments while
simplifying technical support issues, it is essential to maintain staff computer equipment.
Computers, laptops and mobile tablets 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.
22A-1
Contracts Award for Dell Desktop Computers,
Laptops, Mobile Tablets & Related Equip.
November 20, 2018
Page 2
In addition to building next generation digital capabilities while using best -value technology, the
option to purchase Dell certified refurbished desktop computers is also included in this contract.
With technology advancing, the average two-year-old desktop computer has more than enough
computer 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 September 14, 2018, on the City s online bid
management and publication system. A summary of the bid invitations and bids received is as
follows:
235 Vendors were notified
28 Vendors downloaded the bid packet
4 Bids received
0 Bid received from a Santa Ana vendor
Bids were solicited, opened on October 4, 2018, and evaluated (Exhibit 1). The bids received from
the recommended vendors are responsive to the specifications, meet the City's requirements.
Outreach Efforts
A search of local Santa Ana vendors providing Dell computers for business/ government
solutions was conducted and produced no results.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports City's efforts to meet Strategic Plan 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, an amount not to exceed $400,000, will be included
in various departmental Miscellaneous Operating Expense account (no. 63001)
Jack iulla
Chie echnology Innovations Officer
Info ation Technology Department
EG
Exhibit: 1. Abstract of Bids
APPROVED AS TO FUNDS AND ACCOUNTS:
d"� "_
Kathryn Downs, CPA
Executive Director DJ
Finance and Management Services Agency
22A-2
EXHIBIT 1
Bid Results for Citywide Contract for Dell Computers, Laptops, Mobile Tablets &
Related Equip. (18-074)
LOCATION
CATEGORY A -DESKTOPS
Dell Optiplex 5060 SFF
Dell Optiplex 7060 SFF XCTO
Total
CATEGORY B- MONITOR
Dell 24 Monitor
CATEGORY C- REFURB.
DESKTOP
Refurb. Dell Optiplex 9010
CATEGORY D- LAPTOPS
Dell Latitude 5590 BTX
Dell XPS 13
Total
CATEGORY E- TABLET PC
Dell Latitude 5290 2in1
Dell Docking Station
Tablet Keyboard
Total
*Discount offered on other Dell
products
*Low Bid
2ND GEAR
LLC
CDW
Government
Dell
Marketing,
L.P
Hypertec USA
Inc.
-osta Mesa,
$1,765.09
Round Rock,
$1,495.20
CA
Vernon Hills, IL
TX
Tempe, AZ
$750.20
$997.01
$705.97
$852.52
$1,175.00
$1,488.13
$1,110.96
$1,359.36
$1,925.20
$2,485.14
$1,816.93
$2,211.88
$191.57
$209.00$180.59
$1,826.95
$196.75
$390.00 No Bid $664.25 No Bid
$1,277.58
$1,825.45
$1,202.32
$1,482.62
$1,703.43
$1,765.09
$1,613.86
$1,495.20
$2,981.01
$3,590.54
$2,816.18
$2,977.82
$1,225.26
$1,568.51
$1,949.85
$1,558.85
$136.83
$156.37
$129.99
$146.97
$93.73
$102.07
*Inc] in cost
$91.23
$1,455.82
$1,826.95
$2,079.84
$1,797.05
None
None
None
None
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