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Home My WebLink AboutItem 16 - Computers � � ��J .- �.._.._:e/ .. .,...v..._,.,—_............._,.�._ 1 � MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER �Z MEETING DATE: MAY 20, 2008 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 Current funding was budgeted in account 325-42281-101-08 in the amount of $205,000. 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 second 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 mee� 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 ensure 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 ensure 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 under the State Contract would 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 with satisfactory results. Staff recommends approval to renew the annual contract with Able Electronics. GR Able Electronics 2008 6607 Colleyville Blvd. Quote Number: 144 Colleyville,TX 76034 USA Quote Date: Apr 21, 2008 -��^*� Page: 1 Voice: 817-329-5691 Fax: 817-251-0844 CITY OF GRAPEVINE 307 West Dallas Road Grapevine , TX 76099 USA _ �r, CITY OF GRAPEVINE 5/21/08 Net 15 Days 1.00 PARTS cOMPUTER AND ACCESSORIES TO 859.00 859.00 INCLUSE ALL ITEMS AS LISTED BELOW 1.00 PARTS WIN XP PROF. W/SP2 W/ MEDIA 1.00 PARTS sUPER cASE mODEL# A602WG400 1.00 PARTS DVDRW 20X DRIVE W/NERO 1.00 PARTS FLOPPY DRIVE 1.00 PARTS ATI X 300 OR NVIDEO 6200 VIDEO CARD 1.00 PARTS WESTERN DIGITAL 80 GB SATA HARD DRIVE 1.00 PARTS GB DDR2 RAM W. LIEFTIEM WARRANTY 1.00 PARTS ISB PORTS 1.00 PARTS SATA PORTS 1.00 PARTS PCI-EXPRESS X16 SLOT 1.00 PARTS PCI SLOTS -- 1.00 PARTS INTEL GMA 900 — 1.00 PARTS REALTEK HIGH DEFINITION AUDIO 1.00 PARTS INTEL PENTIUM 4 630 3.00 GHZ 800 � MHZ FSB �;�:, Subtotal 85 � Sales Tax $ ,.�,�.,, �� Find a Laptop,Notebook, Desktop, Server, Printer, Software, Service, Monitor or TV at ... Page 1 of 2 ��M c,�s� Dell recommends Windows Vista�Business. View/Print Cart � Print Page Texas DIR Contract State Store E uote Number: 1005602556639 Saved By: Debbie A Shope Phone Number: (817)410-3261 dshope@ci.grapevine.bc.us Purchasing Agent: Saved On: Thursday,May o�,2oos Notes/Comments: Expires On: Monday,,1une 30,2oos Additional Comments: Description � PWS T3400 525W(32bit) �, Date&Time: May 01,2008 11:07 AM CST SY�T�IUi GOt�iPOPV�nlTS PWS T3400 525W(32bit) Qty 1 IntelTM'Core�2 Duo E8200(2.66GHzl1333MHz/6M6 L2) Unit Price$1,178.96 525W,Genuine Windows�XP Professional,SP2 with Media Catalog Number: 84 W1669 Nlodu9� Descriptda� Show Details PWS T3400 525W(32bit) IntelT^"Core�2 Duo E8200 (2.66GHz/1333MHz/6M6 L2)525W Operating System Genuine Windows�XP Professional, SP2 with Media Chassis Configuration and Mini-Tower Chassis Configuration 1394 Memory 1G6, 667MHz, DDR2 SDRAM Memory, ECC (2 DIMMS) Keyboard USB Entry Quietkey, No Hot Keys Monitor No Monitor Graphic Cards 256M6 PCIe x16 nVidia NVS 290, Dual Monitor DVI Capable Boot Hard Drive 80GB SATA 3.OGb/s with NCQ and 8M6 DataBurst CacheT"" Hard Drive Configuration C1,All SATA, NO RAID for 1 Hard Drive Floppy Drive and Media 3.5 inch 1.44MB Floppy Drive Card Reader Options Mouse No Mouse Option Additional PCI-E Network Broadcom NetXtreme 10/100/1000 Gigabit Adapter card Ethernet controller-PCI Express card CD-ROM,DVD,and Read- 16XDVD AND 16XDVD+/-RW,w/Cyberlink Write Devices PowerDVDT"'and Roxio Creatorr"' Speakers Internal Chassis Speaker Wireless Dell 1505 Wreless-N PCIe Card http://premierecomm.dell.com/dellstore/PopUps/popup�rint_cart.aspx?c=us&cs=rc9734... OS/O 1/2008 Find a Laptop, Notebook, Desktop, Server, Printer, Software, Service, Monitor or TV at ... Page 2 of 2 Resource CD Resource CD-contains Diagnostics/Drivers- Genuine Windowc�XP Pro SP2 Hardware Support Services 3 Year ProSupport for IT and 3 Year NBD Onsite Service Installation Services No Onsite System Setup Keep Your Hard Drive Keep Your Hard Drive, 3 Years Labels Genuine Windows�XP Sticker TOTAL:$1,178.96 To#a9�rics Sub-total �i,11a3.�� Shipping&Handling �G�0 Total Price� �- � � n/a ,OO 2008 De!I�AOOUt Dell�T2rms of Sale�L:mited Warranty�Unresolv2d Issues�Privacy�Contaci�Site�iap� Feedback �ToK Large Text sn�CM8 . http://premierecomm.dell.com/dellstare/PopUps/popup�rint_cart.aspx?c=us&cs=rc9734... OS/O l/2008