Agenda #: 4.6
Meeting Date: September 20, 2022
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: AUTHORIZE THE CITY MANAGER TO ISSUE A PURCHASE ORDER TO GOVCONNECTION, INC. FOR THE PURCHASE OF 17 LAPTOPS
AND ACCESSORIES IN THE AMOUNT OF $47,972.57.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve and Authorize the City Manager to issue a Purchase Order to GovConnection, Inc. for the purchase of 17 Laptops and Accessories in the amount of $47,972.57.
FINANCIAL IMPACT:
There are sufficient funds available in the Equipment Maintenance and Replacement Fund (Fund 503) and the Air Quality Improvement Fund (Fund 251) to accommodate the proposed purchase.
BACKGROUND:
The daily operations of the City rely on the use of computers, specialized networks, and associated hardware and software to create, process, and store digital information and communicate with the public. The Information systems Department manages these items on a replacement schedule to prepare for unplanned equipment failure, ensure continuity of operations, and budget appropriately for current and future needs.
DISCUSSION
The City utilizes a variety of laptops for a plethora of business functions. Based on the replacement schedule, functionality, and current business needs, seventeen (17) new laptop computers are necessary. Seven (7) of the new laptops will be assigned to specific staff so that they have the necessary equipment to carry out their job. Six (6) of the laptops are meant to be used as presentation and special event laptops for various City Events such as Council Meetings, Commission Meetings, Concerts in the Park and
events at the Diamond Bar Center. Four (4) of the laptops are meant to backfill Emergency Operation Center Laptops that have been used by staff for remote work since the beginning of the Covid-19 pandemic.
The City solicited bids through the Planet Bids with a warranty plan and accessories for each laptop. Two vendors submitted bids, including:
Bidder Bid Amount
GovConnection, Inc. $ 47,972.57
SmartIT Pros $ 67,696.65
The proposal was posted publicly and was available to bidders nationwide. When speaking to bidders who normally bid on the City’s posts, they felt that they could not be competitive with their pricing and did not want to invest the time to enter a bid without a realistic chance of winning.
Staff has reviewed the bids for pricing and compliance finding that the bid from GovConnection, Inc. is competitively priced, and meets the requirements of the City’s purchasing Ordinance. Therefore, it is recommended that the City Council approve the purchase in the amount of $47,972.57 to purchase seventeen (17) new laptops for the City.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 4.6.a QuotePDF-1663783758 Laptop refresh Final quote