Title
Resolution to Approve a Contract with Sehi Computer Products, Inc. for Personal Computer Replacements (Not to Exceed $95,500.00)
Memorandum
The attached resolution seeks authorization to execute a contract for the next phase of personal computing equipment replacements, including approximately 25 desktop and 36 laptop computers, with Sehi Computer Products, Inc. The Information Technology Services Unit is replacing existing computers that are off of warranty, power hungry, below minimum standards for current application loads, and are no longer capable of keeping up with employees' needs.
An Invitation to Bid, No. 3911, Personal Computer Replacement and Deployment Services was published on December 14th, 2007 and Sehi was selected as the lowest qualified bidder with Hewlett Packard brand products. Contract pricing was per the Regional Educational Media Consortium contract, which Hewlett Packard provided Sehi access to for the bid. Sehi successfully completed work under Bid No. 3911 in May 2008.
Audits of existing equipment have identified the need for further replacements. The Regional Educational Media Consortium contract pricing remains available for this phase of the project and Sehi has agreed to perform this next phase of replacements under the same terms and conditions stated in Bid No. 3911. The Information technology Service Unit is therefore recommending, based on cost, familiarity with the project and other administrative efficiencies, that a contract with Sehi for the next phase of the replacement project be approved at this time.
The selected Hewlett Packard computers meet or exceed both Energy Star 4.0 and 80-PLUS energy efficiency requirements, reducing both overall energy usage and the amount of waste heat released into the environment. The desktop selected is also rated EPEAT Gold while the laptop is rated EPEAT Silver.
The funds necessary for these Personal Computer Replacements were budgeted and approved in the FY2009 Information Technology Services Unit operating budget.
Sehi Computer Products, Inc. received Human Rights and Living Wage Compliance, effective February 11, 2008.
We recommend that the attached resolution for an amount not to exceed $95,500.00, be approved.
Staff
Prepared by: Kathleen McMahon, Information Technology Services Unit
Reviewed by: Dan Rainey, Director, Information Technology Services Unit, Tom Crawford, CFO and Finance and Administrative Services Administrator
Body
Whereas, The City's Information Technology Services Unit has identified computers that are in need of replacement, due to age and technical obsolescence;
Whereas, The City has planned, approved and budgeted for significant personal computer replacements in FY2009;
Whereas, Sehi Computer Products, Inc., was selected as the low-bidder for Invitation to Bid, No. 3911, Personal Computer Replacement and Deployment Services, performed successfully under contract approved based on Bid No. 3911 and has agreed to provide the necessary services under the same terms and conditions and pricing for this replacement project; and
Whereas, Sehi Computer Products, Inc., received Human Rights and Living Wage Compliance, effective February 11, 2008;
RESOLVED, The City Council approve a contract with Sehi Computer Products, Inc., for the purchase of personal computers for an amount not to exceed $95,500.00;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the contract with Sehi Computer Products, Inc. after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution regardless of fiscal year.