Information Technology Department
www.santa-ana.org/information-technology
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 19, 2024
TOPIC: Desktop Computers, Laptops, Mobile Devices, and Related Equipment
AGENDA TITLE
Award Blanket Order Contract to Dell Marketing L.P. for Desktop Computers, Laptops, Mobile Devices, and Related Equipment in an Amount Not to Exceed $8,100,000 (Specification No. 24-037) (General and Non-General Fund)
RECOMMENDED ACTION
Award Blanket Order Contract to Dell Marketing L.P. for desktop computers, laptops, mobile devices, and related equipment for a twenty-one-month period expiring November 30, 2025 with provisions for five, one-year renewal options, in an annual amount not to exceed $1,200,000.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City of Santa Ana's Information Technology Department is responsible for the administration of a wide range of information technology solutions including technology hardware, network infrastructure, application software, and client desktop support services.
As the needs of the City’s computer users increase and software packages need more advanced specifications, the City is required to upgrade computer hardware to meet these needs. By replacing computer equipment on a regularly scheduled basis with newer, more powerful systems, the City is able to ensure that our computer users can take advantage of these improvements and leverage them into greater efficiencies and minimize down-time caused by malfunctions or system crashes.
The City of Santa Ana has standardized on Dell desktop and laptop computers since 2007, after staff compared their offerings to other competitors in the marketplace.
Standardizing equipment with one vendor provides the City with a predictable roadmap for upgrading our technology platform and simplifies technical support issues. As part of this standardization, the Information Technology Department regularly evaluates desktops, laptops, and mobile devices in use across the agencies of the City and
Desktop Computers Laptops, Mobile Devices, and Related Equipment March 19, 2024
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schedules hardware replacements accordingly to prevent a proliferation of aging, obsolete, out-of-warranty, unsupported, and incompatible systems.
Santa Ana City Ordinance No. NS- 3041 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The Omnia Partners contract with Dell Marketing L.P. (Contract No. 01-143) for technology solutions, products, and services was awarded as a result of open competitive bidding by Region 14 Education Service Center (RFP# 45-22), and meets the City’s requirement.
FISCAL IMPACT
Funds for the duration of the contract period will be included in the Miscellaneous Operating Expense account (no. 63001) of various departments.
Since the contract agreement runs from December through November of each year, the exact amount spent in each fiscal year can only be estimated. The estimated not-to- exceed amounts for each year of the blanket agreements would be as follows:
Fiscal Year Agreement Term Estimated Not-To-
Exceed Amount
2023-2024 February 1, 2024 — June 30, 2024 $ 400,000
2024-2025 July 1, 2024 — June 30, 2025 $1,200,000
2025-2026 July 1, 2025 — June 30, 2026 (Optional) $1,200,000 2026-2027 July 1, 2026 — June 30, 2027 (Optional) $1,200,000 2027-2028 July 1, 2027 — June 30, 2028 (Optional) $1,200,000 2028-2029 July 1, 2028 — June 30, 2029 (Optional) $1,200,000 2029-2030 July 1, 2029 — June 30, 2030 (Optional) $1,200,000 2030-2031 July 1, 3030 – November 30, 2030 (Optional) $500,000 Total $ 8,100,000
EXHIBIT(S)
1. Dell Marketing L.P. Award Letter
Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Tom Hatch, Interim City Manager