HomeMy WebLinkAbout22A - CONTRACT FOR COMPUTERSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 5, 2020
TITLE
AMEND THE BLANKET ORDER CONTRACT
AWARD FOR DESKTOP COMPUTERS,
LAPTOPS, MOBILE DEVICES &
RELATED EQUIPMENT IN AN ANNUAL
AGGREGATE AMOUNT NOT TO EXCEED
$600,000
(SPECIFICATION NO. 18-074)
(GENERAL FUND AND OTHER FUNDS)
/s/Kristine
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
_••e• 91
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s'Reading
❑ Ordinance on 2n'Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Amend the contracts for desktop computers, laptops, mobile devices and related equipment to
increase the annual agreement amount by an additional $200,000, for a revised annual aggregate
amount not to exceed $600,000 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
On November 20, 2018, at the conclusion of a competitive bidding process, the City entered into
one-year aggregate agreements, with 2nd Gear, LLC and Dell Computer Group, with provisions for
four one-year renewal options, to provide Dell desktop computers, laptops, mobile tablets and
related equipment. The original contracts were awarded in an annual aggregate amount not to
exceed $400,000 and the first renewal option has been exercised.
The City of Santa Ana's Information Technology Department has identified 786 older PCs citywide
that are still running the Windows 7 operating system. Widows 7 has reached its end of life and is
no longer supported by Microsoft. Consumers with PCs running windows 7 will no longer receive
technical assistance, software patches and security updates from Microsoft. In the event that a
new security vulnerability or software bug is uncovered in Windows 7, Microsoft is no longer obliged
to release any sort of patch to fix the issue on the unsupported operating system. This is a
vulnerability that could put the City of Santa Ana in danger from cyberattacks, such as hacking,
ransomware and other malware.
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Contract Award for Desktop Computers, Laptops, Mobility Devices and Related Equipment
May 5, 2020
Page 2
The project effort to upgrade nearly half of the City's computers is large and complex and will
require the use of multiple phases. FY 2019-20 will include Phase I, replacing 272 computers
Citywide. Phase II will begin FY 2020-21 replacing the remaining 514 units.
Due to COVID-19 pandemic, there is an urgent need for City staff and public officials to
telecommute and conduct public meetings and other city business remotely. Reports show more
than 100 City staff are doing their jobs remotely every day, resulting in a large demand for mobile
computing needs. To meet City demand, unforeseen procurements were required, reducing the
initial planned aggregate amount.
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. Standardizing
equipment provides the benefits for next -generation office environments while simplifying technical
support issues, it is essential to maintain staff computer equipment. Computers, laptops and mobile
devices 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.
Starting in 2019, Dell computers and interactive displays have also been used to outfit the City's
smart conference rooms. Five conference rooms in City Hall have been retrofitted using this new
technology. This has also reduced the initial planned aggregate amount. 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 these 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).
FISCAL IMPACT
Funds for the duration of the contract period will be included in various departmental Miscellaneous
Operating Expense account (no. 63001).
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