TITLE:
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COMPUTER SYSTEM REPLACEMENT PROGRAM
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DEPARTMENT: INFORMATION TECHNOLOGY
PRESENTED BY: STEVE ELY, DIRECTOR
CONTACT INFORMATION: STEVE ELY, DIRECTOR (714) 754-4891
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve the purchase of 60 desktop and 32 laptop computer systems in phase 1-of-3 to replace end-of-life computers.
2. Authorize the City Manager or designee to execute purchase orders with Dell and CDW-G in the amount of $248,250.
3. Authorize the City Manager or designee to approve cost increases of up to 10% for each phase of the project in the event of rising equipment prices.
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BACKGROUND:
On June 4, 2019, City Council approved the Computer System Replacement Program. The IT Department replaced 760 obsolete computer systems over three phases with the project being completed in 2022. The warranty for these computers expired in 2024. The obsolete devices are prone to issues and causes IT Staff to have to troubleshoot and/or make repairs as much as they can. In addition to dedicating time for repairs, parts may become out of production or too costly.
Computer Systems are the most heavily used pieces of equipment in the City, and replacing them with new, updated devices will allow employees to be more efficient in their daily duties and provide the assurance that data will not be lost due to aging equipment. In addition, the City has extended the manufacturer's warranty from 3 years to 5 years to ensure the systems perform over their expected lifespan of 5 years.
ANALYSIS:
The City's existing computer systems are outdated and need to be replaced based on a 5-year replacement schedule. This first of three phases would replace 60 desktop and 32 laptop computer systems. Repairing the devices is not dependable as parts may be discontinued, obsolete, or too costly to purchase. Technology changes rapidly, and the old devices will stop being supported by the latest operating systems, applications, and the ...
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