TITLE
Recommendation to adopt Specifications No. RFP TI20-074 and award a contract to PC Specialists, Inc., of San Diego, CA, to provide personal computer replacement and installation services, in the amount of $540,000, with a 15 percent contingency in the amount of $81,000, for a total amount not to exceed $621,000 for the first year; with the option to renew for four additional one year periods in an annual amount of $270,000, with a 15 percent contingency in the amount of $40,500, for an annual contract amount not to exceed $310,500, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments; and
Increase appropriations in the General Services Fund Group in the Technology and Innovation Department by $270,000, offset by funds available. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with PC Specialists, Inc., to provide personal computer (PC) replacement and installation services.
The Technology and Innovation Department (TI) is responsible for maintaining over 5,000 PCs used to deliver City services. This role includes replacing aging PCs, installing new units, and configuring PCs to connect with the City network. Approximately 20 years ago, TI implemented a program to replace City-owned computers on a lifecycle basis that reflects the industry standard. The replacement cycle changed from four to five years in 2019 due to improvements in technology. The replacement cycle was designed to refresh the technology to take advantage of the latest innovations and reduce the ongoing costs associated with maintaining older equipment and software.
To ensure that PCs are replaced on schedule, the City must replace approximately 1,000 computers per year, depending upon actual deployment dates. However, due to the Civic Center move in 2019, PC replacements planned for offsite departments were delayed. Ther...
Click here for full text