Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DAVID RADOMSKI, POLICE SERGEANT
DATE: JUNE 20, 2023
AGENDA REPORT
SUBJECT: PURCHASE OF REPLACEMENT DESKTOP COMPUTERS FOR POLICE
DEPARTMENT
FISCAL
IMPACT: EXPENSE: $ 49,993.17 TOTAL PURCHASE PRICE OF EQUIPMENT BUDGET: $ 50,000.00 CIP GENERAL FUND (216203-6840)
SUMMARY:
The Police Department's inventory of desktop computers and monitors has reached its functional lifespan. As such, the City Council will consider a purchase agreement with Dell Computer for the purchase of 35 desktop computers, 58 monitors, including all accessories and software, in the amount of $49,993.17.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Authorize the City Administrator to approve a purchase order with Dell Computer for the purchase of computing equipment not -to -exceed the amount of $49,993.17; and
2. Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
DISCUSSION:
Staff is recommending the replacement of all current desktop computers in the Police Department.
The Police Department currently has equipment of different ages and manufacturers, most of which were acquired in 2012 — 2018. Additionally, many are running operating systems that are no longer supported by Microsoft. The industry -standard expected life of a desktop computer is generally five years. The City has begun to standardized all computer equipment across all City departments and functions with Dell Computers. Further, this initial deployment will allow for a more manageable automatic replacement program in the future.
1.i.
June 20, 2023
City Council Agenda
June 20, 2022
Dell is providing California NAPSO (National Association of State Procurement Officials) Valuepoint contract pricing (Addendum No. 7-5-70-34-003) as allowed by City Policy 03.08.07(3).
Staff is asking Council to waive the bidding requirements to deliver a prompt deployment of this new IT infrastructure. The cost savings presented by Dell Computer was found to be substantial when compared to widely available published manufacturer pricing.
This project was originally earmarked for the 2021-2022 CIP project list; however, supply chain issues and inflated pricing made the purchase cost prohibitive at that time. The funds were carried over to the 2022-2023 CIP project list and the inventory and pricing have since stabilized, allowing the City to move forward with procurement.
FISCAL IMPACT:
The not -to -exceed purchase order amount for the computing equipment is $49,993.17. This project was allocated as a Capital Improvement Project for Fiscal Year 2022-23 ($50,000) and sufficient funds exist for the recommended actions.
Prepared by:
David Radomski
Police Sergeant
Reviewed and approved:
Reviewed and approved:
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Rosanna Ramirez
Deputy City Administrator
Reviewed and approved:
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Jennifer Lampman Damien R. Arrula
Director of Finance City Administrator
Attachment:
Dell Quote No. 3000154676764