HomeMy WebLinkAboutH- 4 Waiving formal Bid and Awarding PUrchase of 20 Compaq PC's 5/5/o3
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CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ANN GRAF GAYNOR, INTERIM DIRECTOR OF INFORMATION SERVICES
VIA: RICK COLE, CITY MANAGER
DATE: MAY 5, 2003
SUBJECT: WAIVING OF FORMAL BIDDING AND AWARD PURCHASE OF 20 COMPAQ PC'S TO CDWG
UNDER CALIFORNIA MULTIPLE AWARDS SCHEDULE (CHAS)
RECOMMENDATION
It is recommended that the City Council, waiving formal sealed bids in accordance with Azusa Municipal
Code Section 2-522 section C due to the fact that Compaq is covered under the California Multiple Award
Schedule CMAS agreement number 3-95-70-0110A which allows cities to waive formal bidding, approve the
purchase of 20 Compaq Personal Computers, as configured in attached quote, from CDWG. Total purchase
price (including tax) is $18,442.00.
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 and 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City, pockets of outdated equipment still remain, and some departments are not adequately connected.
Part of the Information Technology Master Plan, is to address areas with low end or no computers, and
realign PC replacement with PC life cycle through the CIP. Given the high total cost of ownership and the
rapid obsolescence of the PC's, replacements were initially planned over a 3-year life cycle. By relocating
PC's and printers across departments/users as we procure new systems, we have been able to achieve
optimal usage of the equipment and extend the life of the PC's to 4 years in most cases. Thus on an average
one fourth of City PC's need to be replaced every year to in order to keep performance and reliability to a
minimum standard.
FISCAL IMPACT
These PC's in the amount of $18,442.00 are budgeted as part of e ipment replacement in the FY 2003
General Fund budget- Information Technology.
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HONORABLE MAYOR AND MEMBERS
OF THE COUNCIL
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The Purchasing Division, in cooperation with Information Services have conducted on
site evaluations of no less than five different manufacturers systems, and found that
they all offer basically the same functionality, and all would serve the city's purposes
well. They are listed below in terms of total cost to purchase.
Company Manufacturer Model Total Cost for two Units
Lanier Worldwide Lanier LD075 $36,715
The Copy Doctor Gestetner 7502 $43,192
Minolta Business Minolta Di 750 $53,893
Canon Business Solutions Canon IR 7200 $60,098
Xerox Xerox DC 480 $64,482
FISCAL IMPACT
The funding for the purchase of the digital copy equipment will come from the
Equipment Replacement Fund, and the funding for the subsequent maintenance
agreements will cone from the Printing Services account number 10459500006536.