HomeMy WebLinkAboutItem 12 - Computers ITEM 1
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JUNE 1, 2010
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 SOURCE:
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 fourth and final 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 $989.00. Re-configurations of the
computer hardware have caused the pricing to decrease from the past year to $850.00.
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