Title
Resolution to Approve a Purchase Order with SEHI Computers for FY2018 PC Replacement Program ($280,000.00) and Appropriate Necessary Additional Project Funding to Information Technology PC Replacement Project Budget ($180,000.00) (8 Votes Required)
Memorandum
The attached resolution requests approval to issue a purchase order to SEHI Computer Products, Inc. for the purchase of personal computing equipment for the FY2018 PC Replacement Program and to increase the overall project budget using the IT Fund Balance planned and reserved for future PC replacements.
Budget/Fiscal Impact: Funds for the IT PC Replacement Project in the amount of $160,000.00 have been budgeted in the approved FY18 Information Technology Services Unit budget. Based on projected City-wide needs an additional appropriation from IT Fund Balance from funds planned and reserved for future PC replacements to the PC Replacement Project budget. A portion of these funds will be expended for the SEHI purchase.
The City qualifies to participate in the REMC Association of Michigan Statewide $AVE Bid Project. REMC bids on behalf of local school districts and eligible agencies, including local governments. The $AVE Bid Project provides large volume bid prices on a variety of technology under bid policies and procedures for product and vendor selection which comply with state bidding laws. All items and vendors are awarded through a sealed bid process by the REMC $AVE Bid Project fiscal agent, Ingham ISD. Product selection criteria include: specifications, price, and product quality. SEHI Computers is a $AVE Bid Project qualified vendor.
SEHI Computers complies with the requirements of the City’s non-discrimination and living wage ordinances.
Staff
Prepared by: Ryan Gilbert, IT Help Desk Manager
Reviewed by: Tom Shewchuk, IT Director
Tom Crawford, Financial Services Area Administrator and CFO
Approved by: Howard S. Lazarus, 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 City qualifies to participate in the REMC Association of Michigan Statewide $AVE Bid Project (#146014) which provides large volume bid prices on a variety of technology; under bid policies and procedures for product and vendor selection which comply with state bidding laws;
Whereas; SEHI Computers is a $AVE Bid Project qualified vendor;
Whereas, It is recommended that the City exercise its right to participate in REMC Association Statewide $AVE Bid Project (#146014) and its competitive sealed bid process;
Whereas, SEHI Computers complies with the requirements of the City’s non-discrimination and living wage ordinances; and
Whereas, There is existing fund balance in the Information Technology fund planned for future PC replacements; and
Whereas, In addition to the SEHI purchase, it is anticipated that additional expenditures will need to be made as part of the Information Technology PC Replacement Project, which will require appropriation of additional funding from IT Fund Balance to increase the Project budget;
RESOLVED, That City Council approve issuance of a purchase order to SEHI Computers in the amount not to exceed $280,000.00;
RESOLVED, That the Information Technology PC Replacement project budget be increased by $180,000 funded by a use of fund balance in the Information Technology fund balance set aside for PC replacements; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution.