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Home My WebLink AboutK- 5 Waiving Bidding and Awarding Purchase of 8 PC's Monitors with Compaq z 2 100 February 22,2000 15 _1111. EM • TO: Honorable Mayor& Members of the City Council FROM: Ann Graf Gaynor,Information Services Manager VIA: Rick Cole, City Manager RE: Waiving of formal bidding and award purchase of 8 PC's and 3 monitors to Compaq Computer Corporation under California Multiple Awards Schedule (CMAS). RECOMMENDATION Staff recommends that the City Council pass the attached Resolution waiving formal sealed bids in accordance with Azusa Municipal Code Section 2-536 due to the fact that Compaq is covered under the California Multiple Award Schedule which allows cities to waive formal bidding. Staff recommends that the purchase of 8 Personal Computers as configured in quote GA68445 (attached)be awarded to Compaq Computer Corporation under CMAS agreement number 3-95- 70-0110A Purchase price (including tax) is $10,703.76 for 8 P.C.'s, and $945.02 for 3 monitors, a total expenditure of$11,648.78 BACKGROUND Each year the City's Information Services staff develops plans for the orderly rotation of computer hardware. Since 1996 the staff has been rotating out all non-Windows 95 PCs city-wide and in the process retiring antiquated hardware. This effort has succeeded in standardizing most of the PCs throughout all departments, but given the large number of computers at the City, pockets of outdated equipment still remain, and some departments are not adequately connected with little or no equipment. As Council is aware, we have tried several hardware vendors over the years with mixed results. As a result, staff is concerned about getting quality hardware from a vendor that will provide reliable follow-up service since these PCs will be in service at least four years. Our experience with Windows 95 and NT and network integration is that these more complex operating systems run better and are more stable on PCs built by major manufacturers such as Compaq. These large corporations carefully test their configurations and the major software corporations (Microsoft, Corel, etc.) develop patches and support these PCs specifically. Compaq is also including 3 years of on-site, next business day support. FISCAL IMPACT Information Systems has an ongoing computer replacement program. Funds have been budgeted in the CIP, and in the computer supplies account in the operating budget. The P.C.'s will be cha\rged to the CIP, and the monitors to computer supplies. W"2 /0�� • Resolution No. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA WANING FORMAL SEALED BIDDING AND AWARDING THE PURCHASE OF EIGHT PERSONAL COMPUTERS TO COMPAQ COMPUTER CORPORATION WHEREAS, Section 2-537 of the Azusa Municipal Code requires City Purchases over the amount of$5,000 to be awarded to the lowest responsible bidder after notice, and WHEREAS,Section 2-536 of the Azusa Municipal Code requires the City to waive formal sealed bidding procedures upon finding that the public welfare would be promoted by dispensing with them, and WHEREAS, Compaq Computer Corporation is consistently recognized as being the industry leader in building PC's with the optimal price and performance configuration, and WHEREAS, Compaq Computer is covered under the State of California Multiple Awards Schedule (CMAS#3-95-70-0110A) which allows local agencies to waive formal bidding. NOW,THEREFORE, THE CITY COUNCIL OF THE CITY OF AZUSA DOES HEREBY FIND AS FOLLOWS: Section 1. Thatconducting a formal "sealed" bidding process for the purchase of computers for the City would be impracticable, useless and uneconomical and that the public welfare would be promoted by dispensing with them, and Section 2. That the formal "sealed" bidding process is waived, and Section 3. That the purchase of eight personal computers in the amount of $11,648.78 be awarded to Compaq Computer, and Section 4. That the Purchasing Buyer is authorized to sign the various documents that are necessary to effectuate the procurement and installation. PASSED,APPROVED AND ADOPTED THIS 22ndT DAY OF FEBRUARY 2000 MAYOR I HEREBY CERTIFY that the foregoing Resolution No. was duly adopted by the City Council of the City of Azusa, at a regular meeting thereof, held on the 22" day of February 2000 by the following vote of the council. AYES: COUNCIL MEMBERS: UEM DIRECT COMPAQ 02/04/2000 9 : 32 : PAGE 003/3 RightFAX EOMPA Compaq Computer Corporation-20555 State Highway 249-MC 590301-Houston,TX 77070 Government - Education - Medical Sales PRICE QUOTATION Page 1ofi Quote Number: GA68445 ANN GRAFF GAYNOR February 3, 2000 CITY OF AZUSA Provided by. Scott Weed Contract: Western State Contracting Alli(90-00151) Product availability and product discontinuation is subject to change without notice. The prices in this quotation are valid for 30 days from quote date above. Please include the quote number from this quote on the corresponding purchase order. Part No. Description Qty. Unit Cost Extension 386185-003 Deskpro EN (MT With NIC), Model - 6500+/10000/CDS, 8 $1,236.00 $9,888.00 128MB Ram, Processor- PIII/500 Pentium III Processor 512K Secondary Cache Intelligent Manageability ATI RAGE PRo TURBo AGP 2X Graphics SMART II Ultra ATA Hard Drive Compaq PremierSound using ESS 1869 MS Win NT 4.0 Mouse Compaq 10/100 TX PCI Intel WoL UTP Internal 32X CD-RoM 325800-004 V700 Color Monitor 3 $291.00 $873.00 Note: Price is subject to signing the WS CA ontract agreement. TOTAL PRICE $10,761 .00 1 Note: This item is quoted from another contract. 2 Note: This item has been discontinued. Note: Options are not installed. Hardware warranties are extended only to the original owner. Notebooks carry a world wide warranty,all other products are warranted in the US only. Sales taxes added where applicable. Freight is FOB Destination. If you should have questions regarding this quotation or need any other assistance,please contact me at Compaq GEM Sales, 1- 888-202-4682,FAX 1-800-825-2329 GEM DIRECT — COMPAQ 02/04/2000 9 : 38 : PAGE 002/3 RightFAX COMP Compaq Computer Corporation-20555 State Highway 249-MC 590301-Houston, TX 77070 Government - Education - Medical Sales February 03, 2000 CITY OF AZUSA 213 E. FOOTHILL BLVD. AZUSA,CA 91702 Dear ANN, Thank you for your recent interest in Compaq Government, Education and Medical (GEM) Sales. Compaq is excited to offer a broad line of computing products designed to help meet the needs of your organization. Attached is the price quotation you requested. When submitting a purchase order directly to Compaq, please be certain to include the requested information on the Ordering Procedures page to avoid unnecessary delays in processing your order: Please reference the CMAS Contract(3-95-70-0110A)terms and conditions. The terms and conditions of the CMAS Contract(3-95-70-0110A)will apply to any order placed as a result of this inquiry, no other terms or conditions shall apply. If you should have questions regarding this quotation or need any other assistance, please contact your GEM sales representative. Sincerely, Scott T. Weed Scott T.Weed Customer Sales Representative 1-888-202-4682 • Placement of New Personal Computers 2 Computers to Public Works 2 Computers to Library 2 Computers to Community Development 1 To Human Resources 1 To Community Services