Agenda #: 5.6
Meeting Date: September 17, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CITYWIDE DESKTOP COMPUTER REPLACEMENT PURCHASE.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Approve and authorize the City Manager to issue a Purchase Order to GovConnection, Inc. for the purchase of 127 Computers and Accessories in the notto-exceed amount of $365,667.96; and B. Authorize the Purchasing Manager to dispose of the replaced surplus computers to another public agency, special district or not for profit organization to the extent possible, or per City surplus policy.
FINANCIAL IMPACT:
Sufficient funds were included in the FY 24/25 budget for this expenditure available in the Equipment Maintenance and Replacement Fund (Fund 503).
BACKGROUND:
The daily operations of the City rely heavily upon the use of desktop computers to create, process and store digital information and provide service to our constituents.
The City of Diamond Bar has one hundred and twenty-seven (127) computers deployed throughout the City at City Hall, Diamond Bar Center and Heritage Park, all of which are over 5 years old and no longer supported by the vendor. The machines have reached the end of their useful life and have been scheduled for replacement. The vast majority of users will get one of the 118 standard mini computers with dual monitors. A small group of users who require significantly more computing power will get one of higherpowered 7 workstations. Users requiring the use of exclusive and specialized video editing and creative software will be provided one of two Apple iMac computers.
With the exception of the two Apple iMac computers mentioned above, Hewlett Packard
(HP) computers were selected by staff because the City has utilized HP computers for almost two decades, finding them to be competitively priced and reliable with excellent support.
DISCUSSION:
As required by the City’s purchasing ordinance, the City solicited bids through the PlanetBids website for the 127 computers with a 5-year warranty and accessories.
Twenty vendors registered for the bid however only one vendor submitted a bid:
Bidder Bid Amount
GovConnection, Inc. $365,667.96
Staff has reviewed the bid 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 $365,667.96 to purchase the one hundred twenty-seven (127) new computers and accessories for the City.
Once the existing computers are replaced, they will be declared surplus property.
Diamond Bar Municipal Code Section 3.24.120 provides that surplus property may be disposed of by the Purchasing Manager (City Manager) by Trade-In, Sale or Auction.
Upon approval by the City Council, surplus property may also be offered to another public agency, special district such as a school district or library, or not for profit organization. This option has been used in the past for surplus computer equipment and electronics. Therefore, it is also recommended that the City Council authorize the disposal of surplus property to public agencies or not for profit organizations to the extent possible. In addition, the hard drives will be removed and destroyed from all PC’s prior to being disposed to ensure data security.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Computer Quote from GovConnection