HomeMy WebLinkAbout08-10-1999 Agenda Item 6v
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
MEETING DATE: August 10,1999
ORIGINATING DEPT: Administrative Services
AGENDA ITEM
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CITY MANAGER: ~. r f
DEPT. HEAD: ~ dl-v~1 ~ ~~C.~c~~/L
SUBJECT: Purchase of Personal Computers
RECOMMENDED MOTION(S):
Authorize purchase of personal computers and related computer equipment from CorpNet
Information Systems for an amount not to exceed $15,000.
REPORT SUMMARY:
During the next few months, the City will need to purchase approximately twelve personal
computers. Eight computers are required for the City's Y2K compliance efforts. An additional
four computers will also be needed: two for the two new positions which the City Council
authorized, one for the ongoing City Manager Internship program which began this summer, and
one for the Facilities Supervisor who previously had to share a computer. The estimated cost of
these twelve computers is $15,000.
The most efficient method of purchasing these computers in this short time frame is to purchase
them all from the same vendor. This avoids having to receive competitive quotes for each
individual purchase, and allows for a possible discount by making a bulk purchase. The City's
purchasing ordinance permits informal competitive bidding for purchases up to $15,000. It also
requires purchases over $5,000 to be approved by the City Council.
Following are the specifications and informal bid quotes which staff received from three vendors
for a common computer. These specifications were for a machine needed to run the City's new
GIS system, and generally speaking, will be more powerful and expensive than the average
computer which will be purchased. However, the computer is a representative example of the
cost comparison between the three vendors.
CorpNet Dell uantex
Processor
Cache
SDRAM
Hard Drive
CD ROM Drive
Graphics Card
Fax Modem
Zip Drive
Network Interface Card
Monitor
Software
Price
450 MHz
512 K
128 MB
13.1 GB
4.8X
AGP wf 8 MB
V.90 56 K
Iomega
3CPM 101100 MB
19" color
Windows 98
$1,694
450 MHz
512 K
128 MB
9.1 GB
4.8X
AGP w/16 MB
None
None
None
17" color
Windows 98
$1,766
450 MHz
512 K
96 MB
10 GB
4.8X
AGP wl16 MB
V.90 56K
None
None
19" color
Windows 98
FISCAL IMPACTS:
$1,699
The estimated cost is about $15,000. Of this amount, up to $12,000 will be funded from the
amount which the City Council appropriated for the Y2K effort to fund the eight replacement
computers. There are sufficient funds in the fiscal year 1999-2000 MIS budget to fund the four
additional computers.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S):
Staff would be required to receive competitive quotes for every computer purchase which will
occur within the next few months during the Y2K system upgrades. This method would be
inefficient and would cause the City's Y2K 2000 efforts to proceed much more slowly. Also the
individual purchases would not likely be reviewed by the City Council since they generally will
fall below the $5,000 threshold.
FOLLOW UP ACTIONS:
Prepare Purchase Orders with CorpNet Information Systems and proceed with purchasing
necessary computer equipment.
ATTACHMENTS:
None.
CompBids 2