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HomeMy WebLinkAboutItem 23 - Computers ���� � �� MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER �� MEETING DATE: MAY 19, 2009 SUBJECT: RENEWAL OF AN ANNUAL CONTRACT FOR THE PURCHASE OF COMPUTERS RECOMMENDATION: City Council to consider renewal of an annual contract to purchase computers and associated hardware and software. Annual expenditures will be limited to the total amount budgeted for this commodity. FUNDING Providing that funding is available, purchases from the annual contract will be made on an as-needed basis and be funded from various department accounts. BACKGROUND: Council first approved this annual contract on May 2, 2006. The awarded vendor was Able Electronics. The contract included four, one-year renewal options. If renewed, this would be the third renewal option. The contract allowed for consideration of price adjustments at the end of each contract period. Request for proposals were issued at the request of the Information Technology Department and in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The proposal advertisement posted in the Fort Worth Star-Telegram on April 6, 2006 and April 13, 2006. Staff issued proposal documents to 13 prospective vendors including one Grapevine vendor. One contractor responded to the invitation. Although Staff sent the proposal to local as well as national vendors, some vendors indicated they did not bid because they could not meet the specification requirement to provide local repair service and fast response time. Due to the critical nature of some of the City's computer equipment, this requirement is considered necessary by the Information Technology Department to insure uninterrupted service for City Departments. Sending computers off for repair to locations outside the Dallas/Fort Worth � � area or not requiring fixed response times can interrupt service to departments by days or even weeks. Able Electronics was the only bid received that met all of the specification requirements requested in the invitation. The specifications requested a unit price for a fully configured computer that included startup software and accessories. To insure that the bid received was competitive, Staff reviewed the same computer configuration currently under the State Department of Information Resources contract for computers with Dell Computer Company. The original unit from Able Electronics was $989. Re-configurations of the computer hardware have caused the pricing to decrease this year to $859. The same re-configurations underthe State Contractwould have been $1,178.96. Able Electronics is located in Colleyville and has provided a quality product and service to the City in the past and have performed satisfactorily during the contract period and agreed to renew with no increase in pricing. Staff recommends approval to renew the annual contract with Able Electronics. GR