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CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: DEBRA KURITA, Subject: RESOLUTION OF THE
ACTING INFORMATION MAYOR AND COMMON COUNCIL
TECHNOLOGY DIRECTOR OF THE CITY OF SAN BERNARDINO
AUTHORIZING THE EXTENSION OF
Dept: INFORMATION TECHNOLOGY THE CURRENT CONTRACT WITH
Date: JUNE 2, 2010 TIGERDIRECT THROUGH FISCAL
YEAR 2010/2011, ALLOCATING
$35,000 FOR FISCAL YEAR 2010/2011
AND INCREASING THE CURRENT
FISCAL YEAR (2009/2010)
ALLOCATION BY$5,000.
M/CC Meeting Date: June 21, 2010
Synopsis of Previous and Current Contract:
FY 08/09— Contract#09-062 for$20,000
FY 09/10— Contract#10-023 for$24,990.
Recommended Motion:
Adopt resolution.
Signature
Contact person: Debra Kurita Phone: x36.2
Supporting data attached: Staff Report and Resolution Ward: All
FUNDING REQUIREMENTS: Amount: $35,000 in FY 2010/2011
$ 5,000 in FY 2009/2010
Source: (Acct. No.) All City Departments
(Acct. Description)
Finance:
Council Notes: eso CVO —
Agenda Item No.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
extension of the current contract with TigerDirect through fiscal year 2010/2011, allocating
$35,000 for fiscal year 2010/2011 and increasing the current fiscal year (2009/2010) allocation
by $5,000.
Background:
In previous years when new or replacement computer parts were required the Department
Director would issue an individual purchase order. In fiscal year 2008/2009, in order to maintain
oversight for compatibility and to ensure that cumulative purchases did not exceed prescribed
City financial limits, the Department of Finance created a single purchase order with one vendor
for this type of purchase. The initial purchase order of $20,000 (#09-062) was awarded to
TigerDirect (#09-062) based upon their ability to provide the variety of parts required in
addition to the most competitive pricing available. IT regularly reviews local vendors, but has
been unable to obtain competitive pricing within the City.
As the City's computer environment has aged, the need for replacement parts and memory to
support current software demands has increased. The majority of the City's desktop computers
are now six years old still using an operating system released eight years ago. Current software,
such as Microsoft-Office 2010, requires increased memory and processing power. Additionally,
as the City's computer base continues to age: screens, printers and other parts will need to be
replaced as they fail more frequently. The allocation for the purchase order with TigerDirect for
2009/2010 (purchase order #10-023) was $24,900. In order to accommodate the increase in
demand for replacement parts IT is requesting an increase of $5,000 of the current year's
purchase order and an extension of the purchase order with an allocation of$35,000 for fiscal
year 2010/2011.
Financial Impact:
The total amount per department may vary based upon required equipment replacements within
the fiscal year. The purchases will be charged against various account numbers as specified by
the departments when ordering the equipment. Before the purchase requests are processed, IT,
in conjunction with the Finance Department, verifies that funds are available in the department
account to be charged.
Recommendation:
Adopt resolution.
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXTENSION OF THE CURRENT PURCHASE
3 ORDER WITH TIGERDIRECT THROUGH FISCAL YEAR 2010/2011, ALLOCATING
$35,000 FOR FISCAL YEAR 2010/2011 AND INCREASING THE CURRENT FISCAL
4 YEAR (2009/2010)ALLOCATION BY $5,000.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1: That the Director of Finance or his/her designee is hereby authorized to extend
8 purchase order#10-023 with TigerDirect through the end of fiscal year 2011,allocating$35,000 for
9 fiscal year 2010/2011 and increasing the current purchase order(for fiscal year 2009/2010) amount
10 ($24,990) by$5,000.
11 SECTION 2: This purchase is exempt from the formal purchase order procedures of Section
12 3.04.010 of the Municipal Code, pursuant to Section 3.04.010(B)(3) of said Code, purchases
13 approved by the Mayor and Common Council.
14 SECTION 3: The authorization to extend the purchase order through the end of fiscal year
15 2011, allocating $35,000 for fiscal year 2010/2011 and increasing the current purchase order for
16 fiscal year 2009/2010 by $5,000 is rescinded if not executed/issued within sixty (60) days of the
17 passage of this Resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXTENSION OF THE CURRENT PURCHASE
2 ORDER WITH TIGERDIRECT THROUGH FISCAL YEAR 2010/2011, ALLOCATING
$35,000 FOR FISCAL YEAR 2010/2011 AND INCREASING THE CURRENT FISCAL
3 YEAR (2009/2010) ALLOCATION BY $5,000.
4
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a
meeting thereof,held on
7 the day of , 2010, by the following vote, to wit:
8 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 DESJARDINS
11 BRINKER
12 SHORETT
13 KELLEY
14 JOHNSON
15 MCCAMMACK
16
17 Rachel G. Clark, City Clerk
18 The foregoing resolution is hereby approved this day of
Y , 2010
19
20
21 Patrick J. Morris, Mayor
City of San Bernardino
22 Approved as to form:
23 JAMES F. PENMAN,
City Attorney
24
25 By: L L
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