HomeMy WebLinkAboutItem No. 12CITY OF
LAKE LSINOICE
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REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: GRANT M. YATES, CITY MANAGER
DATE: JANUARY 22, 2013
SUBJECT: PURCHASE AUTHORIZATION OF TECHNOLOGY
EQUIPMENT TO SUPPORT EMERGENCY OPERATIONS
CENTER (EOC)
Recommendation
Staff recommends that the City Council:
1. Waive the formal bidding process per Municipal Code Section 3.08.070(F)
2. Authorize the City Manager to sign and issue a purchase order for the amount of
$27,957.73 to CDW Government for the purchase of laptop computers, notebook
case, printers, and a plotter to be used by the City of Lake Elsinore EOC.
Background
In 2009, the City received a $100,000 grant from the COPS Technology Program. The
main program areas of the grant were to equip the City's EOC with the minimum
technology needed to operate during a disaster and to increase the City's ability to
communicate during a disaster. City staff has visited local municipal EOC's to
determine the best use of the technology funds.
Discussion
COPS Technology grants provide funding for the continued development of
technologies and automated systems that help Tribal, state, and local law enforcement
agencies prevent, respond to, and investigate crime. This funding allows state agencies
to purchase technologies to advance communications interoperability, information
sharing, crime analysis, intelligence gathering, and crime prevention in their
communities.
The City applied for the COPS Technology Program grant and in 2009 received
$100,000. The grant outlines acceptable technology items for purchase to help support
AGENDA ITEM NO. 12
Page 1 of 7
Purchase Of Technology Equipment To Support EOC
January 22, 2013
Page 2 of 3
an EOC which consist of Networking Equipment, Network Servers, Laptops, and
Printer /Plotter peripherals. City staff visited the City of Anaheim, City of Moreno Valley,
and the County of Riverside EOC's to determine the best use of the technology funds.
With the recent activation of the EOC due to the Animal Cruelty incident, it has become
very apparent that funds should be applied to mobile computing technologies. Having
mobile computing equipment will allow the City to not only respond faster, but be flexible
to setup an EOC anywhere it is required.
The City has received a quote from CDW Government for seventeen (17) laptops, one
(1) Notebook Cart, two (2) HP Laser Printers, and one (1) HP 36 inch plotter. The total
cost is $27,957.73 (See Exhibit A)
Fiscal Imaact
There is no fiscal impact. Sufficient Funds are available through the COPS EOC
Technology Grant. A remaining balance of $72,042.27 is available to be drawn from for
additional EOC technology needs. The grant expires on 3/13/2013 and City staff is in
the process of applying for an extension making the funds available to September 2014.
Modifications to the City's stated EOC technology needs can be updated during the
extension period to match the City's current needs.
Wavier of Competitive Bidding Procedures
Pursuant to Section 3.08.070(F) of the Municipal Code, the City Council has the
discretion to waive the competitive bidding requirement that would otherwise be utilized
for this purchase. Consistent with the City's practice of making information technology
purchases under the California Municipal Awards Schedule (CMAS), this hardware
qualifies for purchase under the state and local government CMAS pricing schedule.
CMAS pricing ensures competitive pricing at Government Services Administration
(GSA) rates. This purchase is exempt from the City's purchasing policy requiring
informal bids when CMAS government pricing is used for information technology
purchases from a preferred vendor, such as CDW Government.
Staff recommends that the City Council waive the competitive bidding pursuant to
Municipal Code Section 3.08.070(F) and allow the City Manager to contract directly with
CDW Government as outlined in this agenda report.
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Purchase Of Technology Equipment To Support EOC
January 22, 2013
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Prepared by: Toby Soto
Information Technology Supervisor
Approved by: Grant M. Yates
City Manager
Attachment: Exhibit A — CDW Government Technology Quote
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COW Government
230 North Milwaukee Ave.
Vernon Hills, IL 60061 Fax 847.371.2127
This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at
http://www.cdw.com/content/terms-conditions/product-sales.asp
For more information, contact a CDW account manager.
Please remit payment to:
COW Government
75 Remittance Drive
Suite 1515
Chicago, IL 60675 -1515
Page 4 of 7
CDW Government
230 North Milwaukee Ave.
Vernon Hills, IL 60061 Fax: 847.371.2127
This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at
htt
For more information, contact a CDW account manager.
Please remit payment to:
CDW Government
75 Remittance Drive
Suite 1515
Chicago, IL 60675-1515
Page 5 of 7
CDW Government
230 North Milwaukee Ave.
Vernon Hills, IL 60061 Fax 847.371.2127
This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at
http://www.cdw.com/content/terms-conditions/product-sales.asp
For more information, contact a CDW account manager.
Please remit payment to:
CDW Government
75 Remittance Drive
Suite 1515
Chicago, IL 60675 -1515
Page 7 of 7