TITLE
Consider a memorandum/resolution for replacement computer system purchases using the Texas Department of Information Resources state contract.
SUMMARY
AGENDA ITEM
Replacement of Computer Systems Purchase Using the Department of Information Resources Contract
ORIGINATING DEPARTMENT
Information Technology Services Department
BACKGROUND INFORMATION
The Information Technology Services Department (ITS) replaces desktop computer systems annually in accordance with the City's five-year replacement cycle plan. We currently have approximately 900 desktop computer systems in our inventory.
DISCUSSION/CONCLUSION
The ITS Department is seeking approval to purchase 124 desktop computer systems using the Texas Department of Information Resources (DIR), state contract (DIR-SDD-1951). In accordance with the Texas Local Government Code, purchases made through a purchasing cooperative satisfy the city's legal bidding requirements. This year three vendors under the DIR contract were asked to provide estimated costs for the computer systems. The three vendors are as follows: CenTex Technologies; GovConnect; Shi, Inc. Each vendor was asked to price the following requirements: provide a computer system (computer, 2 monitors, mouse, and keyboard), install the base software image, provide an asset tag inventory of all items, physically install each system, and relocate the old system to the ITS auction area. GovConnect provided the best value for these ITS requirements.
This purchase of 124 computer systems will complete the second year of the five-year replacement cycle, ensuring that all of the City's computer systems have operating systems of Microsoft Windows 7 and Office 2010. This addresses security issues posed by previous versions, provides a common platform for training, makes the staff more efficient, and prepares us for future technology upgrades.
FISCAL IMPACT
Funds for this replacement plan ($128,159.77) have been included in the FY2016 budget per the breakout below:
|
Cost Share |
Fund |
|
$48,447.77 |
010-2705-419.46-40 |
|
$7,089.50 |
214-9508-457.46-40 |
|
$7,089.50 |
525-9508-521.46-40 |
|
$5,907.00 |
540-9508-439.46-40 |
|
$43,719.00 |
550-2705-419.46-40 |
|
$5,907.00 |
575-9508-492.46-40 |
|
$10,000.00 |
240-0000-417.46-40 |
|
$128,159.77 |
TOTAL |
RECOMMENDATION
The ITS Department staff recommends that the City Council authorize the purchase of computers from GovConnect for the FY 2016 portion of the five-year replacement cycle plan, and that the City Manager is further authorized to execute any and all change orders in the amount authorized by state law.