Agenda #: 5.6
Meeting Date: March 18, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PURCHASE OF HPE NETWORK SERVERS
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
Approve and authorize the City Manager to issue a purchase order to GovConnection, Inc. for the purchase of six (6) HPE Servers in the not-to-exceed amount of $123,493.54.
FINANCIAL IMPACT:
Sufficient funds are included in the FY 2024-25 Adopted Budget from the Equipment Maintenance and Replacement Fund (Fund 503) and the Special Revenue Prop A fund (Fund 206-206650-56130) to accommodate the 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. To ensure the City’s essential information systems infrastructure remains in place, it is proposed that six (6) servers be replaced. Each server has outlived its useful life and has been scheduled for replacement.
DISCUSSION
As required by the purchasing ordinance, the City solicited bids through the Planet Bids website for five (5) new HP servers as well as a five-year warranty plan for each. Five vendors submitted bids, including:
Bidder Bid Amount
GovConnection Inc. $99,327.07 (5 Servers)
$123,493.54 (6 Servers)
vPrime Tech Inc $126,551.94
Tech Advanced Computers, Inc. $159,989.50
Ibilola Ogun $161,343.29
Software Information Resource Corp $179,256.53
Staff has determined that GovConnection, Inc. is the lowest cost responsible bidder, meeting all technical requirements. Staff anticipated only being able to afford 5 servers with current budget. However, due to the low cost offered by GovConnection staff decided to pull forward the purchase of a server that had previously been deferred for two extra years beyond its normal 5-year replacement from the FY25/26 server replacement schedule. This saves the City a future expense while taking advantage of exceptional pricing. Therefore, it is recommended that the City Council authorize the City Manager to issue a Purchase Order to GovConnection, Inc. in the not-to-exceed amount of $123,493.54.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a GovConnection 6 Server quote