Camarillo City Council
AGENDA REPORT
Date: December 11, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Computer Equipment purchase with CompuWave Inc
BACKGROUND
The City follows a scheduled refresh cycle for technology equipment to ensure staff have access to reliable and efficient tools necessary for performing their duties. Technology becomes outdated over time due to advancements in hardware and software, leading to reduced performance, security vulnerabilities, and increased maintenance costs.
Currently, many staff are issued both a desktop computer for office use and a laptop for field or remote work. This approach increases the number of devices to be maintained, adding to operational costs. As part of this year’s refresh, the Information Systems (IS) Department is transitioning to a single-device model using 2-in-1 laptops. These devices combine portability and the functionality of a desktop when docked, reducing redundancy and enhancing flexibility.
DISCUSSION
Regular device refreshes are critical to maintaining efficient and secure operations. Aging devices can experience hardware failures, slower processing speeds, and may no longer support modern software requirements. Furthermore, older equipment is more susceptible to cybersecurity risks as it may lack support for the latest security updates.
By upgrading to modern equipment on a defined schedule, the City ensures that staff can perform their duties effectively without disruption.
As part of this year’s refresh, the IS Department will replace 194 aging desktop computers with 2-in-1 laptops paired with docking stations. These devices will be deployed at City Hall, the Corporation Yard, the Sanitation Plant, and the Emergency Operations Center (EOC). Additionally, 40 surplus PCs will be retired, reducing the overall number of devices in use. Each new laptop includes a five-year warranty covering support and accidental damage.
Computer Equipment purchase with CompuWave Inc
December 11, 2024
2 2
2 4
The City’s Purchasing Policy permits cooperative purchasing agreements established by other agencies, provided these agreements are the result of a competitive bid process.
The IS Division obtained quotes from two vendors:
- CompuWave: Utilizing County of Ventura Contract #8926, total cost of $535,353 - CDWG: Utilizing Sourcewell contract pricing, total cost of $628,348 In compliance with the City’s purchasing requirements, CompuWave is recommended.
FISCAL IMPACT
Funds for the computer refresh are included in the FY 2024/25 Information Systems, Equipment, Account No. 530-5330-453.61-16.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that computer purchases are not subject to CEQA review because it can be seen with certainty that there is no possibility that the computer purchases may have a significant effect on the environment.
RECOMMENDATION
1. Authorize the purchase of computers is exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061 (b) (3);
2. Authorize the issuance of a purchase order to CompuWave in the amount of $535,353;
3. Authorize the City Manager to negotiate additional computer purchases with CompuWave as needed.
ATTACHMENTS
None
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL