Council Communication Office of the City Manager	Date	February 11, 2008
	Agenda Item No. 34F Roll Call No. 08- Communication No. 08-051 Submitted by: Mike Matthes Assistant City Manager/ Acting CIO

AGENDA HEADING:

Approving the purchase of HP computer equipment to replace existing desktop computers.

SYNOPSIS:

Approval for the Information Technology (IT) department to begin purchasing desktop computers from Hewlett Packard using Western States Contract Alliance (WSCA) contract pricing. This refresh and deployment of desktop computers will use a 4 year replacement cycle.

FISCAL IMPACT:

Amount: $725,000

Funding Source: 2007-2008 Operating Budget, page 197, Network & Operations, IFT010100 ($275,000), and 2007-2013 Capital Improvements Budget, page Municipal Improvements – 10, Enhanced City-wide Information Systems, IFT990000/BLD060 ($450,000).

ADDITIONAL INFORMATION:

At the August 6, 2007 meeting, Council approved a proposal that ended the city’s contract with L3 Communications Government Services, Inc. for “Seat Management” or the replacement of computers. It was determined that considerable savings would be achieved by using city IT staff to replace desktop computers verses the continuation of the contract. Since July 2006 no additional desktop computers have been replaced by L3.

Approval of this expenditure ($725,000) will allow the IT department to use existing funding to begin to catch up the refreshing of outdated computer equipment. It is anticipated that a sustainable replacement cycle will be achieved by the end of fiscal year 2009.

PREVIOUS COUNCIL ACTION(S):

Date: August 6, 2007

Roll Call Number: 07-1530

Action: Procurement of hardware systems from L-3 Communications Government Services, Inc. and Public Technology Inc., $214,549.37.  (Council Communication No.  07-475) Moved by Hensley to approve.  Motion Carried 7-0.

BOARD/COMMISSION ACTION(S): NONE

ANTICIPATED ACTIONS AND FUTURE COMMITMENTS:

The replacement of desktop equipment is an ongoing program with expenditures of up to $540,000 annually. The current expenditure is to refresh equipment that was not replaced during the last two years awaiting the buyout of the L3 contract.