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AGENDA ITEM REVIEW FORM |
4.C.
Regular City Council Meeting
- Meeting Date:
- 09/11/2019
- Department Head:
- Derek Duenas
- Submitted By:
- Derek Duenas, IT Manager, Administration, Information Technology
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding approval to purchase computers and Microsoft Office licenses to replace outdated computer systems. (Derek Dueñas, Information Technology Manager)
SUMMARY:
The City of San Luis Information Technology (IT) department conducts yearly assessments of computer systems that have become obsolete and out of warranty. This year a total of 40 computer systems are in need of replacement to meet the Microsoft Windows 7 end of life support deadline. The 40 computer systems are currently running an outdated operating system which has an end of life support deadline of January 14, 2020.
The IT department is requesting approval from the Council to purchase computer replacements and Microsoft licenses not to exceed $49,600.00 from CDWG.
For purchases more than $35,000.00, the San Luis City Code 36.01(E) states there be a sealed bid process. Staff requests that the Council waive the procedure as is permitted under San Luis City Code 36.01(H) because CDWG had the lowest price of the three (3) on-line sources (see attached). Shopping the price on-line is a near equivalent to a bidding process. It is not likely that the expense and time of a bidding process would result in a lower price.
The IT department is requesting approval from the Council to purchase computer replacements and Microsoft licenses not to exceed $49,600.00 from CDWG.
For purchases more than $35,000.00, the San Luis City Code 36.01(E) states there be a sealed bid process. Staff requests that the Council waive the procedure as is permitted under San Luis City Code 36.01(H) because CDWG had the lowest price of the three (3) on-line sources (see attached). Shopping the price on-line is a near equivalent to a bidding process. It is not likely that the expense and time of a bidding process would result in a lower price.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO WAIVE FORMAL PURCHASE PROCEDURES FOR THE REASON PRESENTED AND APPROVE THE PURCHASE OF COMPUTER REPLACEMENTS AND MICROSOFT LICENSES IN AN AMOUNT NOT TO EXCEED $49,600.00.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- CITY
- TOTAL:
- $49,600.00
- BUDGETED AMOUNT:
- $49,600.00
- AVAILABLE AMOUNT TO TRANSFER:
- $49,600.00
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 100-999-90020
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
N/A