Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: ALVIN LAM, IT MANAGER
DATE: JANUARY 28, 2025
SUBJECT: PURCHASE OF CITYWIDE COMPUTER AND LAPTOP REPLACEMENTS
EXECUTIVE SUMMARY
The City Council will consider approving the purchase of 290 computer workstations and laptops. Last year, Microsoft announced its end of product life support for Windows 10 operating system by October 2025, which requires City computers and laptops to transition to Windows 11 operating system. The City currently has approximately 650 computers and laptops, and more than half of them do not support the Windows 11 operating system due to the age of the hardware.
RECOMMENDATION
The City Council:
Authorize the City Manager, or his designee, to issue a Purchase Order to purchase from Dell, replacement desktop computers and laptops in the amount of $276,000.
BACKGROUND
The City’s IT Division has performed an inventory assessment of the City’s entire computer systems (desktops and laptops) and identified 340 of its 650 computer devices that lack the hardware compatibility to upgrade the Windows operating system from Windows 10 to Windows 11. Microsoft has announced end of product life support for Windows 10 operating system by October 2025, which requires a transition to Windows 11 operating system.
IT Staff began replacing 50 desktop computers as part of the Fiscal Year 2023-2024 budget, and the remaining 290 computer units was budgeted as part of the Equipment Replacement budget request for Fiscal Year 2024-2025.
PURCHASE OF CITYWIDE COMPUTER AND LAPTOP REPLACEMENTS
JANUARY 28, 2025
PAGE 2
2 ANALYSIS
Staff recommends ordering the replacement computers and laptops needed to replace the obsolete units. Staff has obtained a quote from Dell with a heavy discount applied due to Dell’s end of year closing of their corporate sales quota. Their quote for the large discount is only good until January 31, 2025. Pricing for the same computer equipment after the end of January will be increased.
Dell has NASPO (National Association of State Procurement Office) contract therefore, the City does not need multiple bids and can utilize sole sourcing for the purchase.
The timeframe from purchase of the dell computer workstations and laptops to installation is estimated to be 4 months.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency & Adaptability
FISCAL IMPACT
Approval of the recommended action will result in an expenditure of $276,000 from the Fiscal Year (FY) 2024-2025. This amount was included as part of the adopted FY 2024- 2025 Operating Budget. As a result, there is sufficient funding available for the recommended action.
ATTACHMENTS
Attachment A: Dell Quote
←Quotes Checkout
Order Information ⤓Download Quote Documentation
Quote Number : 3000184981999.1
Expiration Date : Saturday, February 15, 2025 9:59 PM
Deal ID : 28700015
If you would like to make any changes to your quote billing address, Please contact your sales representative.
Digitally Fulfilled Software
This order has software that is delivered digitally. Instructions will be emailed to the email addresses shown below End Customer email(s) *
Please enter a valid email address.
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Con rm
Sales Representative
Zachary Niedermeyer
[email protected]
(800) 4563355 6186415
Contract Details
Dell Contract Name: Dell NASPO Computer Equipment PA - California Dell Contract Code: C000001115143
Customer Agreement Number: 23026 / 7-23-70-55-01
ChangeOrder Contact
Alvin Lam
CITY OF DOWNEY
Phone Number: (562) 904-7266
Email: [email protected]
Billing Address
ACCOUNTS PAYABLE
CITY OF DOWNEY
PO BOX 7016
11111 BROOKSHIRE AVE
DOWNEY, California, 90241-3817
Phone Number: (562) 904-7257
Email: [email protected]
Customer Number: 5901776
💬Connect
1/23/25, 2:29 PM Quote Purchase
https://www.dell.com/quote/purchase/en-us/RC978425/checkout/3000184981999/1 1/4ATTACHMENT A
Delivery Change
Standard Get it by Wednesday, February 5 $0.00 $7,039.81 ChangeShipping Address
ALVIN LAM
CITY OF DOWNEY
11111 BROOKSHIRE AVE 3RD FL
DOWNEY, California, 90241-3817
Phone Number: (562) 904-7266 -
Email: [email protected]
Customer Number: 5901776
Tax Exemption
This order is not tax exempt
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Note:You can add up to 10 quotes in checkout
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Summary
OptiPlex Micro Form Factor (Plus 7020)
Quantity 30
$22,750.20
$758.34 each
Get it by Tuesday, February 4, 2025
Specs
Dell Pro Wireless Keyboard & Mouse - KM5221W
Quantity 150
$4,639.50
$30.93 each
Get it by Wednesday, January 29, 2025
Specs
$1,930.50
$64.35 each
1/23/25, 2:29 PM Quote Purchase
https://www.dell.com/quote/purchase/en-us/RC978425/checkout/3000184981999/1 2/4
Support Support
Order Status
Drivers & Downloads
Account Account
Your Profile
Dell Contacts
Dell Micro AIO Stand – MFS22
Quantity 30
Get it by Thursday, January 30, 2025
Specs
Dell 24 Monitor - P2425H
Quantity 166
$20,104.26
$121.11 each
Get it by Wednesday, January 29, 2025
Specs
Dell Latitude 5550
Quantity 55
$53,456.70
$971.94 each
Get it by Monday, February 3, 2025
Specs
OptiPlex Small Form Factor (7020)
Quantity 155
$100,661.65
$649.43 each
Get it by Wednesday, February 5, 2025
Specs
OptiPlex Small Form Factor (Plus 7020)
Quantity 50
$48,269.00
$965.38 each
Get it by Wednesday, February 5, 2025
Specs
Subtotal (636)$251,811.81
Delivery Free
Tax $22,188.50
Eco fee $1,105.00
Total $275,105.31
1/23/25, 2:29 PM Quote Purchase
https://www.dell.com/quote/purchase/en-us/RC978425/checkout/3000184981999/1 3/4
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1/23/25, 2:29 PM Quote Purchase
https://www.dell.com/quote/purchase/en-us/RC978425/checkout/3000184981999/1 4/4