Title
Resolution Approving Purchase Order with SEHI Computers for PC Replacement in FY 2012 and FY 2013 (NTE $450,000.00)
Memorandum
The attached resolution seeks approval of a contract to purchase personal computing equipment from SEHI Computers for the FY 2012 and FY2013 PC Replacement Project.
The City of Ann Arbor's Information Technology Service Unit released ITB-4197 to competitive bid the purchase of replacement computer systems. Twelve bids were received and reviewed by the City's Information Technology Services Unit. Only four of the bids received were complete and responsive to all requirements of the bid and are listed below:
|
|
|
Vendor |
Hardware Brand |
Projected Total Cost |
****Sehi |
HP |
$405,075.00 |
BPI Information Systems |
HP |
$405,910.00 |
Novastar |
HP |
$423,855.80 |
Netech |
Dell |
$432,065.00 |
SEHI was selected as the lowest responsive bidder for their pricing, technology quoted, use of green technologies, power management technologies and attention to the aforementioned bid requirements.
A project budget has been developed that includes the purchase of a minimum of 305 desktops and 195 laptops for a proposed cost of $405,075.00.
The funding for replacement of the City's computers was budgeted and approved in the FY2012 Information Technology Services Unit budget, and is planned for in the FY2013 IT Fund Budget as part of annual computer replacement program. A project contingency of 9% or $44,925.00 is included in the requested not to exceed amount of $450,000.00
SEHI Computers complies with the City's living wage requirements and received Human Rights approval on April 2, 2012.
We recommend that the attached resolution authorizing a purchase order contract with SEHI Computers for the PC Replacement for the total not to exceed amount of $450,000.00 for FY2012 and FY2013, be approved.
Staff
Prepared by: Daniel Rainey, Director, Information Technology Services Unit
Reviewed by: Tom Crawford, CFO/Finance and Administrative Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City of Ann Arbor requires that efficient and interoperable technology be maintained for public safety and government agencies, allowing for the effective delivery of City services;
Whereas, The funding for replacement of City's computers was budgeted and approved in the FY2012 Information Technology Services Unit budget and is planned in the FY2013 IT Fund Budget as part of the annual computer replacement program;
Whereas, The City's Information Technology Service Unit released ITB 4197 to competitively bid the purchase of replacement computer systems that when acquired would be compatible with existing systems, provide City users with power management tools and use green technologies;
Whereas, SEHI Computers was selected as the lowest responsible bidder for its pricing and ability to meet all of the compatibility and technology requirements of the bid; and
Whereas, SEHI Computers complies with the City's living wage requirements and received Human Rights approval on April 2, 2012.
RESOLVED, That City Council approve issuance of a Purchase Order in the amount of $150,000.00 for FY2012, as well as authorization of payment of a purchase order for $300,000.00 in FY2013, subject to and subsequent to annual budget approval, the expenditure of funds thereunder to be available regardless of Fiscal Year; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution regardless of Fiscal Year.