TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:December 5, 2023
SUBJECT: Information Technology Equipment Replacement
RECOMMENDATION:
1. Authorize expenditure for CompuWave and C D W Government, Inc. in a total amount not to exceed $350,000 in FY 2023-24 for computer desktops, laptops, tablets, switches, and firewall replacements from A/C #001-3410-612-3300 (Equipment Less than $5,000) and A/C #001-3410-612-8400 (Equipment $5,000 or More).
2. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal cost for staff time is included in the Adopted FY 2023-24 General Fund Budget. $350,000 is included in Adopted FY 2023-24 General Fund Budget.
BACKGROUND:
The City’s Information Technology (IT) Division of the Finance Department is responsible for technology equipment replacement for City staff at various City locations. Depending on the type of equipment, the average lifecycle is four to five years. Laptops and tablets are typically four years, desktops, switches, and firewalls are typically five years. The City has approximately 550 desktops, laptops, and tablets. Additionally, the City has switches, servers, and firewalls (e.g., infrastructure) with an average lifecycle of five to seven years.
Computer equipment replacement takes place annually. Most desktop and laptop equipment were purchased from CompuWave, as they provided the best pricing.
C D W Government, Inc. was highly competitive in their infrastructure equipment pricing. Both companies are trusted vendors that the City has purchased from in the past.
Information Technology Equipment Replacement
December 5, 2023
8 6
9 DISCUSSION/ANALYSIS:
The City has approximately 110 desktops, laptops, and tablets that are due for replacement in FY 2023-24. In addition, there are switches and servers due for replacement based on end-of-life maintenance and support. With the ever- increasing cybersecurity risks, timely replacement of computer infrastructure equipment is imperative in the City’s efforts to maintain its cybersecurity posture.
The IT Division completed a request for quotes for desktops, laptops, switches, and servers. CompuWave provided the best pricing for desktops, laptops, and servers while C D W Government, Inc. provided the best pricing for switches/infrastructure. CompuWave and C D W Government, Inc. are both well- established vendors and have been in business for several years.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Eddie Hughes, IT Manager
FIN:190-10\eh\H:Common\Council\2023\Information Technology\120523 IT Equipment Replacement Staff Report.docx