AGENDA MEMORANDUM

 

 

Meeting Date:           January 12, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase requisition 40429 to Hewlett Packard for the purchase of replacement notebook and desktop computers

 

 

Staff Recommendation:

Staff recommends approval of purchase requisition 40429 to Hewlett Packard for a total amount of $150,990.00.

 

Analysis:

The Information Technology (IT) Department requested the purchase of 140 HP Desktop and 70 Notebook computers to replace existing aging computers.

 

SUMMARY OF PURCHASE

Item Description

Quantity

Unit Cost

Extended Cost

 

HP EliteBook 6930P Notebook

 

70

$1,075.00

$75,250.00

 

HP Compaq dc7900 Small Form Factor – KP721AV

(Monitor not included)

140

$541.00

$75,740.00

Detailed price quotes are attached.

 

Total Price

$150,990.00

 

During the last two fiscal years, the IT Department has postponed the scheduled replacement of aging computers.  The City owns 330 PC’s and 170 laptops and normally replaces 20% of these each year. Within the last 48 months, the City has replaced only 74 PC’s and 75 laptops, which is less than half what was scheduled and has resulted in many computers being 6 to 8 years old. The IT Department has established a goal of a 5-year life cycle on desktop and notebook computers, and the 2008-2009 budget reflects this goal.  This purchase will bring the City within the 5-year life cycle on all desktop and notebook computers.

 

The City is using the State of Florida Purchasing contract number 250-040-08-1 for PC’s, Laptops, and Monitors to purchase this technology equipment directly from Hewlett Packard.  As with all State contracts, this contract was competitively bid and is made available to state agencies and municipalities for purchases.  Purchasing the Hewlett Packard brand will also be in line with the IT standardization on the HP product line.

 

Options:

1.  Approve purchase requisition 40429 to Hewlett Packard for $150,990.00; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Funding of $151,350.00 was approved in the 2008-2009 budget.  These funds are available in the capital account listed.  The actual purchase cost will be $360.00 lower than the budgeted amount for this purchase.

 

Submission Date and Time:    1/12/2009 8:22 AM____

 

Department: _Information Technology___

Prepared by:  _Mike Thornton________                     

Attachments:         Yes__ __   No ______

Advertised:   ____Not Required __X___                      

Dates:   __________________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ___JB___

 

Finance  Dept. _____________JB___                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _001-1633-513.64-11__

 

Project No. __NA_______________

 

WF No. _____NA_______________

 

Project/Item Budget

Budget  _____$151,350.00_________

Available ____$151,350.00_________

 

Account Line Item

Budget  _____$182,350.00_________

Available ____$161,255.00_________