Agenda #: 5.5
Meeting Date: August 15, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PURCHASE OF 18 LAPTOPS AND ACCESSORIES FROM
GOVCONNECTION, INC.
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 18 Laptops and Accessories in the not-to-exceed amount of $43,249.45.
FINANCIAL IMPACT:
The FY 2023/24 Adopted Budget includes $50,000 for the purchase of 18 laptops in the Equipment Maintenance and Replacement Fund (Fund 503).
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, eighteen (18) new laptop computers are necessary. Twelve (12) of the new laptops will be assigned to specific staff so that they have the necessary equipment to carry out their job. One (1) 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. Five (5) of the laptops are meant to
replace out of date Emergency Operation Center Laptops.
The City solicited bids through the Planet Bids with a warranty plan and accessories for each laptop. four vendors submitted bids, including:
Bidder Bid Amount
GovConnection, Inc. $ 43,249.45
Princeton IT Services, Inc $ 43,564.12
Southern Computer Warehouse, Inc. $ 59,678.47
Ibilola Ogun $ 63,312.96
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 $43,249.45 to purchase eighteen (18) new laptops for the City.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.5.a Laptop Refresh 2023 Final-PB-Quote