HomeMy WebLinkAboutStaff Report 3.A 10/21/2013 Agenda/
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DATE: Oct. 21„2013
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Tim Williamsen, IT Manager4
SUBJECT: Resolution.Authorizing City Manager to Sign;Lease Documents for Replacement
Computer Workstations and Software Deployment System
RECOMMENDATION
It is recommended that the City.Council approve the attached Resolution,authorizing the City
Manager to sign the,equipment purchase order, lease documentation, and maintenance agreement
documents for computer workstation replacements and software deployment system from
CoreECS and Dell Leasing in a 5-year lease amount not to exceed $140,000.
BACKGROUND
The Fiscal Year 2013-2014 Budget includes a CIP item for workstation replacement. The last.
meaningful replacement of computer workstations occurred in 2007 and there are some units that
remain in service that date back to 2005 and 2006. Prior to 2008 the City had leased computers
manufactured by Dell. The old systems lack features found in more modem systems, such as
the ability toisupport Windows 7 and future operating system versions. Further, the old
workstations lack the ability to be controlled for energy efficiency and the ability to support
recent software. As well, vendor maintenance contracts are no,longer available and replacement
parts are not readily available. Thus workstation maintenance is problematic, failures have
increased and workstation slowness has become at times a barrier to staff in meeting deadlines.
The workstations installed throughout City offices have reached end of manufacturer support,
thus repair response and normal updates are no longer available for many models currently in
service at the City.
DISCUSSION
Most of the existing workstations were acquired under a Dell Master Lease Agreement initiated
in 2005. The master lease allows the City to acquire workstations and other products from Dell.
Among the 2013-2014 Information Technology goals included in the 2013-2014 budget include
replacement of 1/3 of the workstations in service. A critical role of the IT Division is to ensure
Agenda Review:
City Attorney Gy., Finance Dire or /4010 ity Ma altager
continued operations of desktop and enterprise computing,functions. Replacing workstations
helps to achieve that goal.
Desktop workstations require installation of software, including as many as 50 different
applications and setups per computer. Installing these packages and setups requires either an
allocation of staff time or preferably, use of a deployment system which remotely and quickly
installs software. Installation by remote control is far more effective and allows IT staff to focus
on larger problems affecting multiple users rather than single computer-related problems.
Installation of software to computer workstations has over the past 5-10 years become time-
consuming and complex. Staff has located a solution, the Dell Kace 1100, capable of saving 200
hours per year in workstation deployments as well as 200 more hours per year in remote
application of patches and updates.
Staff has obtained a quote from CoreECS for 70 desktops, 20 laptops, operating system
installation and a Kace 1 100 unit to deploy software to workstations. The equipment was
formally bid and pricing obtained through the National Cooperative Purchasing Alliance. In
accordance with City Municipal Code 4,04.100, the City may purchase goods and services that
have been already bid and awarded by other public agencies. The alternative is purchasing via
the Dell Premier program, or through either of two other vehicles. All the alternatives offer less
favorable pricing than the NCPA vehicle. The obtained pricing benefits the City in that: the cost
per laptop unit is 10% less than the Dell Premier program; the cost per desktop unit is 6% less.
than the Dell Premier program; the obtained pricing includes basic software installation not
available in the Premier program, saving the City over 100 hours in staff labor; the obtained
pricing includes 5-year maintenance, shipping, sales tax and recycling of shipping materials.
The technical standard computer workstation for the City was selected in 2005. That standard
was and continues to be the Dell Optiplex desktop and the Latitude laptop. At the time, it was
determined these provided the greatest functionality, flexibility, ease of maintenance and
compatibility with existing systems. That standard has continued since 2005 and staff believes
savings in employee training and technician labor will continue.
Staff has evaluated various means of deployment of software to computer workstations. Staff
has attended a demonstration of the Dell Kace system at the Alameda County Water District
offices. The Dell Kace system, at$36,740.32, is less costly than the Microsoft SCCM system
alternative, which is estimated to be $60,000 plus $55,000 per year. Staff has determined the
Dell Kace system to be most suitable for the City's computing environment and the most
compatible with Dell workstations.
Utilizing the existing Dell Master Lease Agreement, which was entered into as approved by
Council with Resolution 2005-096 on June 20, 2005, the City can add the proposed acquisition
as a schedule by submitting a purchase order and completing related information forms. The
purchase order and leasing quote are included as Attachment 2. As previously mentioned, the
purchase price of hardware, software and services is covered by the National Cooperative
Purchasing Alliance (NCPA) contract, number NCPA01-01.
2-
To distribute the costs over the life of the equipment, five years, staff recommends a lease. The
full cost of the project has been anticipated and can be supported in the IT fund budget. The
yearly lease expense is less than the $28,000 in the approved budget ($30,000).
Staff recommends that the Council approve the attached Resolution, authorizing the City
Manager to execute all project related documents, including the equipment lease and
maintenance agreement for the replacement of the computer workstations and software
deployment system. Implementation of this proposed project will result in reduced risk of
computer workstation functionality losses, as the new hardware will be supported by the
manufacturer for the duration of the lease. Deployment of software to computer workstations
will be enhanced and will allow staff to function more efficiently.
FINANCIAL IMPACTS
Total project costs, including hardware, software, installation, training and five years
maintenance and sales tax is not to exceed $140,000. With a lease interest rate of 4.32%, lease
payments will be not more than $28,000/year. The total, 5-year leased cost is therefore less than
$140,000. Funding is in place within the IT budget, fund 7300. The effort is also identified and
budgeted in FY 13-14 CIP budget as project E73501401.
ATTACHMENTS
1 Resolution Authorizing the City Manager to Sign Equipment Lease and Maintenance
Agreement Documents for Computer Workstation Replacement
2 Dell Financing Services lease quote.
3
ATTACHMENT I
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PETALUMA
AUTHORIZING THE CITY MANAGER TO SIGN EQUIPMENT LEASE AND
MAINTENANCE AGREEMENT DOCUMENTS FOR COMPUTER WORKSTATION
REPLACEMENTS FROM COREECS AND DELL FINANCIAL
WHEREAS, the City of Petaluma utilizes a functioning, well integrated computer
network system for the performance of all business and administrative functions; and
WHEREAS, the existing system is comprised of and depends upon well-functioning
computer workstations; and
WHEREAS, the existing systems are not any longer supported by the manufacturer for
these purposes; and
WHEREAS, the continued use of computer workstations is viewed by staff to
accomplish the necessary administrative and business functions; and
WHEREAS, the acquisition of replacement computer workstations is funded in the
Information Technology budget; and
WHEREAS, the existing City standard for computer workstations is Dell; and
WHEREAS, the evaluated software deployment system has been determined to be Dell
Kace; and
WHEREAS, cooperative purchasing requirements of the Petaluma Municipal Code,
section 4.041.00 allow for the acquisition under cooperative purchasing agreements; and
WHEREAS, the acquisition of replacement computer workstations from COREECS and
Dell Finance is covered by a cooperative purchasing,National Cooperative Purchasing Alliance,
contract#NCPA01-01.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma
as follows:
The City Council authorizes the City Manager to execute documents, including
leasing documents for Dell computer laptops, Dell computer desktops and a Kace 1100,
and maintenance agreements, to replace computer workstations in an amount not to
exceed $140,000.
L3
Attachment 2
Financial Services
DELL FINANCIAL SERVICES LEASE PROPOSAL
CITY OF PETALUMA, CALIFORNIA
Date:08/21/13
LEASE PROGRAM: $1 Buyout Tax Exempt Lease Purchase
60 Month 60 Month -
Quote# Equipment Unit Price 1 Equipment Description Monthly Payments Annual Payments
Amount$ Tax Exempt$1 Buyout Tax Exempt$1 Buyout
•
CORE#18224 $67.818 B0 $96884 70 Dell OptiPlex 7010 $1,254.65 $14,757.37
CORE It 18223 $22,81260 $1,140 63 20 Dell Latitude E5430 $422.03 $4,964.02
CORE#18659 $36.74021 $3670
421 1 Dell KACE K1100S TAA $679.69 $7,994.67
Hardware
Total: $127,371.61 $2,356.37 $27,716.06
LESSEE: CITY OF PETALUMA,CALIFORNIA
LESSOR: Dell Financial Services LLC and/or its successors and assigns.
END OF LEASE OPTIONS:
$1 BUYOUT LEASE OPTION
Option available to lessee upon completion of the base lease term are as follows:
Exercise the option to purchase the products for$1.00.
LEASE QUOTE: The Lease Quote is exclusive of interim rental,shipping costs,maintenance fees,.filing fees,licensing fees,property or use
taxes,insurance premiums and similar items which shall be for Lessee's account. Lessee will pay Payments and all other amounts without
set-off,abatement or reduction for any reason whatsoever, Additionally,Lessee shall declare and pay all sales,.use and personal properly
taxes to the appropriate taxing authorities.If you are sales tax exempt.please fax a copy of your Exemption Certificate with the Lease
Contract.
PURCHASE ORDER: The Purchase Order will be made out to Dell Financial Services,One Dell Way,RR3/MS8468.Round Rock,TX
78682. The Purchase Order will include the quote number,quantity and description of the equipment. Please be sure to indicate that the PO
is for a lease order and shows the type of lease,the term length,and payment frequency. The date of the lease quote referenced should be
included. Please be sure to include any applicable shipping costs as a line item. Please include your address as the SHIP TO destination.
INSURANCE: The risk of loss on the Equipment is borne solely by the Lessee. Lessee shall be required to purchase and maintain during the
Term(i)comprehensive public liability insurance naming Lessor as additional insured:(ii)"all-risk"physical damage insurance in a minimum
amount of the Purchase Price.naming Lessor as first loss payee:and,(iii)workmen's compensation insurance.
APPROPRIATION COVENANT: The Lease shall contain an appropriation of funds clause.The Lessee will covenant that it shall do all things
legally within its power to obtain and maintain funds from which the'payments may be paid and Lessee will not give priority or parity in the
application of funds to any functionally similar equipment.
DOCUMENTATION: Duly executed Agreement and other appropriate documents,including,opinions of counsel,UGC financing statements,
audited financials and such other documentation as is reasonably requested by Lessor.
PROPOSAL VALIDITY/APPROVALS: This is a proposal based upon market conditions and is valid for 90 days,is subject to final credit
approval,review of the economics of the transaction.and execution of mutually acceptable documentation.
5
Attachment 2
CORE ATG
250 Turner Blvd. Estimate
Ball Ground, GA 30107 —
Date Estimate#
purchascorders Icoreccs.com —
6(I 8(2013 182)3
Name/Address
City ofPetalunta • ,}x
I I English Street ADVANCED•
•Petaluma.CA 94952 ... TECHNOLOGIES
Thinking Minds.Delivering Excellence.Transtormative Solutions.
Project
Item Description Qty Cost Total
659605047 Base Unit: Dell Latitude 1E5430 I 1,050.00 I,050.00T
Processor:3rd Generation Intel Core i5-3340M
Processor(2.7GHz,3M Cache)
Mentoft:4.0GB,DDR3-1600MHz SDRAM, I
DIMM
Hard Drive. 320GB Hard Drive,7200RPM
DVD-ROM Drive: 8X DVD+/-RW
Screen: 14.0" HD+(1600 x 900)Anti-Glare
W1-ED-Backlit
Keyboard: Internal English Single Point
Keyboard
Webcani Light Sensitive Webcam
Microphone: Noise Cancelling Digital Array
Microphone
Wireless: Intel Centrino Advanced-N 6205
802.11 n 2x2 Half Mini Card
Operating System: Windows 7 Professional with
XP Mode,64-Bit. English
Bundled Software: No Productivity Software
Software: Dell Data Protection Access,Version
2.3
Software: Dell Weheam Central.Sof)ware
AC Adapter: 90W 3-Pin,AC Adapter
Power Cord: US-3 Foot Flat Power Cord
Battery:6-Cell(60WI-I)Primary Lithium Ion
Battery
Port Replicator:Dell E-Port kepi tutor with
130-Wall Power Adapter Cord
Service: Dell Limited Hardware Warranty Plus
Service_htitial Year
* Your order will he subject to CORES Terms and Conditions of Sale at Subtotal.
tvww,coreces.com/ten nsand con di t ions
Phone S Fax# Sales Tax (8.25%)
60;_4222.1670 605422.1675 Total
Page 1
Attachment 2
CORE NEC
250 Turner Blvd. Estimate
Ball Ground,GA 30107
Date Estimate#
purehaseorders(r.eoreecs.com -
6/18/2013 18223
Name/Address
City of Petaluma }�
1 I English Street C go ADVANCED
Pet duo r. CA 94952 TECHNOLOGIES
Thinking Minds.Delivering Excellence.Traniformative Solutions.
Project
Item Description Qty Cost Total
Service: Dell Limited Hardware Warranty Plus
Service.Extended Yearts)
Service: ProSupport:Next Business Day Onsite
Service Atter Remote Diagnosis. Initial Year
Service: ProSupport: Next Business Day Onsite
Service Mier Remote Diagnosis.4 Year
Extended
Service:ProSupport: 7x24 Technical Snpporl.
Initial
Service: ProSupport: 7x24 Technical Support_4
Year Extended
Services to be Performed:
Imaging
Bio Setting
Warehouse/Re-Delivery
***Shipping& Handling Included *'*
Recycling Fee Calilbmia Electronic Waste Recycling(eWaste) I 4.00 4.00
Fee
NCPA Contract NCPA Contract Number: NCPA01-01
" Your order will be subject to CORE's Terms and Conditions of Sale at Subtotal
wow.coreecs.cotn/Ienusandcondition_s $1.054.110
-
Phone ti Faxri Sales Tax (8.25%) $86.63
605.422.1670 605.422-1075 Total
$1,14263
Page 2
Attachment 2
CORN A LI
250 Turner Blvd. Estimate
Bull Ground, GA 30107 —
Date Estimate#
purchascordcrsc eoreecs,corn —
6/18/2013 18224
Name/Address
City of Petaluma
II English Street } ADVANCED
Petaluma.CA 94952 TECHNOLOGIES
Thinking Minds.De)ivering Excellence,Tranztormat ve Solutions.
Project
Item Description Qty Cost Total
6599580811 Base Unit: Dell OptiPlex 7010 Small Form I 895.00 895.00T
Factor
Processor:3rd Generation Intel Core i7-3770
Processor(3.4GHz, 8MB)
Menton: 6GB.NON-ECC. 1600MI-Iz DDI23,2
DIMM
Hard Drive:5000B 3-5 6Gb/s SATA with 16MB
DataBurst Cache
DVD-ROM Drix=c. SX SlimLine,DVD+/-kW
Video Card: Intel Integrated HD Graphics 4000,
2-DisplavPort, I-VGA, DisplavPorl to DVI.
Adapter Included
Video Cable: DisplayPort to VGA Adapter
Monitor:No Monitor Selected
Keyboard: Dell USB Keyboard, English
Mouse: Dell l l MS I 1 1158 Optical Mouse
Operating System: Windows 7 Professional with
XP Mode,64-Bit, English
Bundled Software: No Productivity Software
Software: Dell Client System Update
Software:Dell I)ata.Protection Access, Version
2.3
Chassis:Chassis Intrusion Switch
Management Intel Standard Manageability
Heal Sink: Heat Sink for OpniPlex 7010 Small
Form Factor
Power Supply: Standard Power Supply or
Optiplex 7010 Small Form Factor
Power Mode: Enable Low Power Mode
Power Cord: Power Cord. 125V,2M. C13
Your order will he subject m COIZI2:s Terms and Conditions of Sale at Subtotal
tyww.cm-trees-conk/terms alldcimditiuns
Phone r- Fax# Sales Tax (8.25%)
603 422-1670 605.422.1675 Total
Page 1
8
_ Attachment 2
CORE'ATG
250.Turner Blvd. Estimate
Ball Ground,GA 30107
Date Estimate#
purchaseorders it coreecs.corn
6/18/2013. 18224
Name/Address
City of Petaluma t
I LEnglish Street ADVANCED
Petaluma.CA 94952 TECHNOLOGIES
Thinking 0.tiiids:Delivering Excellence,Tra nsformative ioletiona.
•
Project
Item Description Qty Cost Total
Service:Dell knitted Hardware Warranty Plus
Service;Initial Year
.Service:Dell Limited Hardware Warranty Plus
Service,Extended Year(s)
Service: ProSuppori:Next-Business Day Onsite
Service After Remote Diagnosis, Initial Year
Service: ProSuppori:Next Business Day Onsite
Service After Remote Diagnosis,4 Year
Extended
Service:ProSuppori 7224 Technical Support;
Initial
Service: ProSup"porti 7x24 Technical Support,4
Year Extended
Services to.be Perthrmed:
Imaging
Bio Setting
Warehouse/Re-Delivery
"'Shipping&Handling.Included"`
NCPAContract. -NCPA Contract Number: NCPA01-01
•
*"Your order will be subject to CORE's Terms-and Conditions of Sale at Subtotal
wwcw.coreecs.coin/tennsandconditions $895.00
Phone 4 Fax a Sales Tax (8.25°/r) $73,84
605.422.1670 605422.1675 Total
$968.84
Page 2
COREXIG
250 Turner Blvd. Estimate
Ball Ground,GA 30.107
Date Estimate#
purehaseorders@corcecs.com coreecs.com
8/6/2013 18659
Name/Address
City of Petaluma •
11 English Street ADVANCED
Petaluma;CA 94952 TECHNOLOGIES
Thinking Minds.Delivering greeaence,Transtormative Solutions.
Project
Item Description Qty Cost Total
659916512 Base Unit: Dell KACE-KI 100S TAA Hardware I 30245.00 30,245.00T
Based Systems Management Appliance with 100
Nodes
Additional Nodes: Dell KACE KI 100S,Add I
'Node-Quantity 250
iDRAC: iDRAC.Port Card
iDRAC7: iDRAC7 Enterprise
Service:Dell Hardware Limited Warranty_ Plus.
Onsite Service, Initial Year
Service:Dell Hardware Limited Warranty Plus
Onsite Service;Extended Year
Service:ProSupport: Next Business Day Onsite
Service After Problem Diagnosis,Initial Year
Service: ProSupport:Next Business Day Onsite
Service After Problem Diagnosis,4 Year
Extended
Service:ProSupport: 7x24 NW/SW Tech
Support and Assistance,.5 Year
Service: ProSupport: Software Support&
Maintenance for up to 100 Nodes,5 Years
Service: ProSupport: Software Support&
Maintenance for.Each Additional Node,5 Years
-Quantity 250
Standard Appliance Iumpstart: 8 Hours of
Online Training
Professional Services Onsitc Training for Dell KACE K1100 2 2.000.00 4.000.00
*Per Day
NCPA Contract NCPA Contract Number: NCPA01-01
** Your order will be subject to CORE's Terms and Conditions of Sale at Subtotal
www,coreees.com/tennsandcondiiions $34245.00
Phone# Fax# Sales Tax (8.25%) $2.49521
605.422.1670 605.422:1675 Total
$36,740.21
•
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