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Item No:††††††† ††††††††††† 5N.

 

Meeting Date:†††††††††† December 10, 2012

 

From:††††††††††††††††††††††††† Mike Thornton, Purchasing Manager

 

Subject:††††††††††††††††††††† Purchase of new desktop and laptop computers to replace existing aging computers.

 

 


Staff Recommendation:

Staff recommends approval of the purchase request for new desktop and laptop computers from two vendors for a total cost of $84,977.80.† Purchase laptop computers from Tiger Direct for $36,577.80.† Purchase desktop computers from PC Mall Gov for $48,400.00.

 

Analysis:

This purchase is for 45 laptop computers with a three-year extended warranty and 80 desktop computers (no monitor).† This equipment will replace existing aging computers within the City in various departments.† The desktop computers being replaced are five years or older.† Desktops will be replaced where necessary based on age and condition.

 

The Purchasing Division issued Invitation to Bid 130091.† On November 20, 2012 responses from nine vendors were received.† The bid responses are summarized here for your review.

 

SUMMARY OF BID RESPONSES

Vendor Name

Laptop Computers

45 each

Desktop Computers

80 each

Total Bid

Tiger Direct

$36,577.80

$51,932.80

$88,510.60

PC Mall.Gov

$38,166.75

$48,400.00

$86,566.75

SHI International

$36,832.35

$50,096.00

$86,925.35

CDW Direct

$39,021.30

$51,349.60

$90,370.90

Computer Systems Support

$41,769.00

$53,520.00

$95,289.00

OM Office Supply

$36,933.75

$48,520.00

$85,453.75

Hewlett Packard

$41,769.00

$53,520.00

$95,289.00

Touch Point, Inc.

$37,692.45

$49,670.40

$87,362.85

Accomtec

$37,658.70

$49,475.20

$87,133.90

 

 

The Information Technology (IT) Department provided minimum specifications for Hewlett Packard/Compaq computers.† The City reserved the right to award the purchase to one or more vendors depending on which yielded the lowest overall cost to the City.† As seen in the Summary of Bid Responses, OM Office Supply submitted the lowest total bid on both items.† However, purchasing the laptops from Tiger Direct and the Desktops from PC Mall Gov will result in a lower overall purchase cost saving the City $475.95.

 

Surplus/Obsolete Computer Disposal

Following the last desktop computer purchase, the City Managerís office and Information Technology have redistributed a total of 52 computers to Leesburg charitable organizations.† In August, 18 computers were distributed and another 34 have been distributed in November and October.† There are still 22 computers available.

 

The City Managerís office issued a press release to the Daily Commercial announcing the availability of the surplus computers.† In order to receive a computer, the organization had to be located within the City of Leesburg and be a 501(c)(3) organization. The City received many requests from organizations and individuals that did not qualify.† Requests were received from organizations outside the city limits and from individuals such as the elderly.

 

At this point, all requests have been fulfilled and there are 22 computers available.† It seems appropriate to dispose of the equipment being replaced with this latest purchase through on-line auction and have the proceeds of the sales go back to the general fund.† Individuals interested in purchasing the surplus computers can do so by bidding on them through the on-line auction.

 

Options:

1.† Approve the purchase of the requested new computer equipment; or

2.† Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:†

Funds are available for this purchase totaling $84,977.80.† A total of $120,000 was approved and is available in the 2013 fiscal year budget for laptop and desktop computer replacements.

 

Submission Date and Time:††† 12/6/2012 8:31 AM____

 

Department: _Information Technology___

Prepared by:† _Mike Thornton________†††††††††††††††††††††

Attachments:†††††††† Yes____†† No __X___

Advertised:†† ____Not Required ___X__†††††††††††††††††††††

Dates:†† __________________________†††††††††††††††††††††

Attorney Review :†††††† Yes___† No ____

††††††††††††††††††††††††††††††††††††††††††††††††

_________________________________†††††††††††

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance† Dept. __________________††††††††††††††††††††††††††† ††††††††

††††††††††††††††††††††††††††

Deputy C.M. ___________________††††††††††††††††††††††††††††††††††††††††† †††††††††††††††††††††††††††††

Submitted by:

City Manager ___________________

 

Account No. _001-1633-513.51-81__

 

Project No. ___________________

 

WF No. ______________________

 

Budget† _____$120,000.00________

 

Available ____$120,000.00________