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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL Ac.QRl GINA L
From: TOM MAREK,
I.S. DIRECTOR
Date: November 1, 2005
Subject:
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
PURCHASE OF 243 HEWLETT-
PACKARD (HP) DESKTOP
COMPUTERS TO REPLACE
EXISTING OUTDATED COMPUTERS
IN VARIOUS DEPARTMENTS
Dept: ADMIN/INFORMATION
SERVICES DMSION
MlCC Meeting Date: November 21, 2005
Synopsis of Previous Council Action:
Aug. 16, 2004 - Resolution #2004-259 - Authorized the purchase of 200 desktop computers to
replace existing outdated computers in various departments.
Aug. 4, 1997 - Resolution # 1997-241 - Authorized a citywide upgrade that included purchase of
desktop computer equipment.
Recommended Motion:
'.
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Adopt resolution.
Signature
Contact person:
Tn-m MQ~k
Phone:
184-.,Q4.7
Supporting data attached: StatTR~port Ward:
FUNDING REQUIREMENTS: Amount: $ 146,184.00
Source: Acct. 679-251-5702, Computer Equip. $92,042.00
ftrrt 1?1.7RR_"70?, ('OP~ ?OO" Tpr.hnnlngy
Grant, $54,142.00
Finance:
Council Notes:
RC:5D. 2.f:Tyc; - ~
Agenda Item Nn. F
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution of the City of San Bernardino authorizing the purchase of 243 Hewlett-Packard (HP)
desktop computers to replace existing outdated computers in various departments.
BACKGROUND
In 1997, the City purchased desktop personal computers. The life expectancy of a personal
computer (PC) is approximately five years. Older PCs are unable to run current operating
systems and software applications due to speed, memory and storage limitations. All city
departments rely heavily on their desktop equipment in the performance of their daily operations.
A citywide survey has been updated and departments were asked to prioritize their requirements.
Two hundred PCs were identified for replacement in FY 04/05 and replacement for the
remaining PCs are being requested via this resolution. Below is a list of departments that
received PCs in FY 04/05 and those programmed to receive PCs in FY 05/06:
Department Total Replaced Replace
PCs in FY 04/05 in 05/06
. Development Services 76 18 35
. Code Enforcement 13 7 2
. Police Department 303 83 82
. Fire Department 62 22 11
. Finance 19 19 0
. Public Services 77 18 31
. Parks, Recreation & Com. Svs. 47 12 7
. Facilities Management 21 3 9
. Mayor's Office 14 6 5
. Administrator's Office 7 5 1
. Council Office 10 2 5
. CATV 8 2 6
. Treasurer 3 3 0
. City Attorney 2 0 1
. Library 1 0 1
. Civil Service/Testing Room 20 0 4
. Information Services 43 0 22
. Animal Control 18 0 5
. Human Resources 15 0 3
. City Clerk 18 0 1
. Spares 12 0 12
Total 789 200 243
This upgrade does not include laptop computers, printers, monitors, servers or other related
equipment.
The City's anti-virus software vendor updates its software approximately every three to four
months. With every update to this software the City's older PCs are becoming slower and more
unstable. We are approaching the point where it will be impossible to run anti-virus software on
the older PCs.
New versions of Internet Explorer (IE) for Windows 95/98 clients are no longer being
developed. The current version of IE (6.0) will not run on Windows 95/98 PCs.
Employees cannot take advantage of the latest revisions of their software or new applications
without Windows XP. This also requires sufficient processor speed, memory and adequate disk
space.
The average desktop PC in today's market has a processor speed of over 2.5 GHz (equivalent of
2,500 MHz). There are PCs in use in City departments as low as 120 MHz, and 228 machines
operating below 1 GHz (1,000 MHz). Most software today is geared to operate on Windows XP
and the City has 208 PCs that do not have Windows XP as an operating system.
The goal of this upgrade is to replace the PCs that do not have Windows XP or are operating at
less than 1 GHz. Of the City's 789 desktop PCs, 243 fall into this replacement category.
The IS Department developed a standard PC configuration in order to compare various brands:
. Pentium 4 Processor
. 2.8 GHz/800 MHz Front Side Bus Speed
. 40 GB/7200 RPM Hard Drive
. 512 MB Memory/DDR SDRAM/333 MHz/PC2700
. Windows XP Professional
. Floppy Drive
. CD-ROM Drive/CD Burner, 48x/32x/48x CD-RW/DVD
. 32 MB Video Card (Integrated)
. Internal Speaker
. Gigabit NIC (Integrated Network Adapter)
. 3 Year, Next Business Day, On-site Service (includes parts and labor)
The City's Municipal Code establishes a centralized purchasing system. An exemption is
allowed according to Municipal Code 3.04.010.B.2 that states:
"Purchases from a vendor or manufacturer which, through the City's bidding procedure,
or other California government or governmental agency's bidding procedure, has
established a price at which such a vendor or manufacturer is willing to sell to the City.
During such a bid procedure more than one responsive bid must have been received, and
the bid award must have occurred within one year at the City's issuance of a purchase
order."
Local vendors in San Bernardino, i.e., Burtronics Business Systems, Inland Computer Systems
and Imagine Systems, Incorporated were asked for price quotes for computers if the City issued
the PO directly to the local business. One vendor (Burtronics) responded with the following:
Price without monitor:
Unit Cost
Tax
Shipping
Total
Hewlett-Packard (HP)
$ 781.00
60.53
19.00
860.53
New for this year: On June 30, 2005, the State of California Department of General Services
(DGS) initiated a new program through the California Strategic Sourcing Initiative (CSSI)
Contract # 1S-05-70-01. The CSSI statewide contracts are competitively bid and are based upon
State-defined standards for technology. This program offers huge savings on a limited number
of products and is available to local governments. A three-year warranty is included in the price.
California tax is applicable and shipping is free.
All purchases must be made through Western Blue Corporation, Hewlett-Packard and Insight
Public Sector, Inc., Sacramento, California or Gateway Companies, Inc. ofN. Sioux City, South
Dakota. The purchase orders will indicate which local businesses are authorized resellers and
will receive appropriate compensation from the above companies.
Selected San Bernardino vendors have been identified as certified local resellers through the
CSSI program and include:
HP:
Imagine Systems, Incorporated
Gateway:
Imagine Systems, Incorporated
Burtronics Business Systems
There is a 2.48% State Administrative Fee for all purchases made through CSSI. This program
offers two brands of computers that are compatible with the City's standard configuration:
Unit CQ~
Tax
Admin Fee Iotal
Brand
Local Vendor
Gateway
Burtronics
$ 570.00
44.18
14.14 628.32
HP
Imagine Systems
$ 545.75
42.30
13.53 601.58
Gateway
Imagine Systems
$ 542.00
42.01
13.44 597.45
The total cost to purchase 243 computers through the various programs is:
Program Brand
Total Cost
Local (Burtronics) HP
209,108.79
CSSI (Burtronics) Gateway
152,681.76
CSSI (Imagine) HP
146,184.00
CSSI (Imagine)
Gateway
145,180.35
A Gateway computer is $4.13 less than an HP computer in the CSSI program. However,
considering the small difference in price, the HP computer is the preferred choice. The City has
purchased over 200 Dell and more than 200 HP PCs that are located in various departments. The
City has been more than satisfied with the Dell and HP PCs and the IS technicians rate their
reliability and warranty service as superior.
The City has had excellent performance and service with the HP computers and it makes sense to
limit the number of brand names as far as operations, training and maintenance is concerned.
To purchase 243 HP computers through CSSI (and the local reseller) costs $146,184.00 as
opposed to buying directly through a local vendor at a cost of $209,108.79. Purchasing HP
computers through CSSI saves the City $62,924.79.
FINANCIAL IMPACT
The total cost, including tax, administrative fee and shipping, for 243 Hewlett-Packard PCs is
$146,184.00. The funds to pay for this PC upgrade are in:
IS Account No. 679-251-5702, Computer Equipment - $ 92,042.00
COPS 2005 Technology Grant, Account No. 123-788-5702 - $ 54,142.00
RECOMMENDA nON
Adopt resolution.
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RESOWTIONNO t~fpV
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF 243 HEWLETT-PACKARD (HP) DESKTOP COMPUTERS TO
REPLACE EXISTING OUTDATED COMPUTERS IN VARIOUS DEPARTMENTS
BE IT RESOLVED:
SECTION 1. That the Mayor and Common Council authorize the Purchasing Manager to issue
a Purchase Order not to exceed $142,895.09 to Western Blue Corporation, Hewlett-Packard
and Insight Public Sector, Incorporated for the purchase of 243 Hewlett-Packard (HP) desktop
computers. The Purchase Order shall reference the number of this resolution and shall read,
"For purchase of 243 Hewlett-Packard (HP) desktop computers not to exceed $142,895.09,
local HP reseller, SBE Imagine Systems, Inc. (Certification Number 39588 SCIS)".
SECTION 2. That the Mayor and Common Council authorize the Purchasing Manager to issue
a Purchase Order not to exceed $3,288.91 to the State of California Department of General
Services (DGS), Procurement Division, to pay for the State Administrative Fee for the purchase
of the 243 HP desktop computers under the California Strategic Sourcing Initiative (CSSI).
The Purchase Order shall reference the number of this resolution and shall read, "For purchase
of243 Hewlett-Packard (HP) desktop computers not to exceed $3,288.91".
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RESOLUTION OF mE CITY OF SAN BERNARDINO AUmORIZING mE
PURCHASE OF 243 HEWLETI-PACKARD (HP) DESKTOP COMPUTERS TO
REPLACE EXISTING OUTDATED COMPUTERS IN VARIOUS DEPARTMENTS
4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
the_day of
, 2005, by the following vote, to wit:
Council Members
Abstain
Absent
Nays
Ayes
ESTRADA
LONGVILLE
McGINNIS
DERRY
KELLEY
JOHNSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
.2005.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney
By f)~II~
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): f \~ ?/l /0<) Item # j g Resolution # ,;JC'C'5 ~ -3gg
Vote: Ayes 1- '7 Nays Abstain Absent
Change to motion to amend original documents 0 Companion Resolutions
Null/Void After:
days/
Resolution # On Attachments: 0
PUBLISH 0
POST 0
Note on Resolution of attachment stored separately: 0
RECORD W/COUNTY 0
By:
Date Sent to Mayor: II' .2;;; -- D <; /'
D,(, of M,yo<', Sign"u", J V ~1 ,67<' .
Date of ClerklCDC Signature: ill )fJ( (j'
Reso. Log Updated: xi:
Seal Impressed: Z/
Reso. # on Staff Report caI'
Date Memo/Letter Sent for Signature:
1st Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: 0
Yes
/
N~ By_
NO~BY _
No_ By
NO~~-
No By_
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
D
~
o
Developme t Services ~
' .,
Others: /h/r~V i"v-.eJ I~t.)
Yes
Yes
Yes
Yes
EDA D Information Services 0
Facilities o . Parks & Recreation 6
~
Finance Police Department
Fire Department 0 Public Services 0
Human Resources 0 Water Department 0
Notes:
,
Ready to File: v..
Revised 12/18/03
Date:
1((}1 rO<(