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02-06-2001 - Status of Senior Center Computer Lab & Purchase of ComputersI • • City of West Covina Memorandum TO: Daniel G. Hobbs, City Manager AGENDA and City Council ITEM NO. C-6c FROM: Tom Hatch, Director DATE: February 6. 2001 Community Services Department PRUMDONRECYCLEDP"ER SUBJECT: STATUS OF SENIOR CENTER COMPUTER LAB AND PURCHASE OF COMPUTERS SUMMARY: The City Council will consider an award of bid to Dell for twelve computers under a State of California procurement agreement for the Senior Center Computer Lab. This report also includes a status report of the project. BACKGROUND: The City Council approved funding for a computer lab at the Senior Center in the FY 2000-2001 Capital Improvement Program budget. The project is moving forward and it is anticipated that the lab will be completed by the end of February. The following is a list of project milestones. Included are steps in the process that have been completed and steps that are underway. Project Planning: • Strategic planning for the lab began in September 2000. • Seniors have completed surveys to help staff better assess their interests and needs for a computer lab. • Several meetings were held with various departments to plan for the lab. Topics of discussion have included: best location, accessibility, design, equipment, line placement, codes, and costs. • Several local computer labs were visited to obtain ideas for the Senior Center Computer Lab. • After significant review and thought, the design of the lab has been completed. Project Implementation: • Fifteen classes have been notified that they will be moved to other locations to make way for the new design of the computer lab. Staff is helping the impacted classes locate to new sites. • The City Council approved the bid for the installation of new electrical receptacles on December 12, 2000. These new receptacles have been installed. • The City's Systems Administrator and the Senior Center Supervisor have researched and ordered ergonomically designed furniture for the workstations. • Installation of the conduit for electrical and internet access has been completed. • Carpeting has been ordered. • Staff has contacted internet providers to install the connections necessary to access the internet. • The services of a network consultant have been retained to expedite, once received, the installation of software and configuration of the computers and printers so that they may run on a network and have access to the internet. • Computer needs have been researched. The Systems Administrator has made a recommendation about the computers, printers, and other equipment needed and has obtained quotes for the current prices. Pending City Council approval, the equipment will be ordered as soon as possible. (See attached quote from Dell for the 12 lab computers.) DISCUSSION: The existing systems at the Senior Center have been pieced together with equipment discarded by other City departments over the years. The current computers are extremely outdated and lack compatibility from station to station. Further, there is no connection to the internet. With the continuing improvement in software and the need for greater memory and faster drives, the existing computers in the Senior Center class have become obsolete, lack the processing speed to manage the current advancement in software and have significantly impaired the ability to effectively educate and learn. Z. Xelly McDonaldlAgenda ReportslSr Ctr Cmptr Lab - 2-6-01. doc The City uses Dell equipment because of the competitive pricing, quality product lines, reliability (Dell's are manufactured to withstand high institutional use), and most importantly, its reputation for customer support, which is rated among the highest in the industry. According to Information Systems, Dell ranks first in customer satisfaction for desktops and Intel -based servers. Possession of reliable equipment is imperative in today's digital world. Information Systems -has determined that these computers are compatible with existing equipment and are available through the State of California's bidding process, commonly referred to as CMAS (California Multiple Award Schedule). FISCAL IMPACT: The City Council approved $58,000 in the FY 2000-2001 Capital Improvement Program for the Senior Center Computer Lab. Both the State of California and Dell will allow the City to purchase the twelve computers for $14,359.68, including tax, shipping and handling under CMAS contract no. 3-99-00-0192C. The City frequently purchases items through the State of California and its bidding procedures are as stringent as those required under the West Covina Municipal Code. Accordingly, allowing the City to piggyback on the State of California's procurement procedures is considered appropriate. RECOMMENDATION: It is recommended that the City Council: 1) Find that the State of California's bidding procedures are as stringent as those identified in the West Covina Municipal Code section 2-330, and waive formal procurement for the purchase of these twelve computers; and 2) Authorize the purchase of twelve computers from Dell under CMAS contract no. 3-99-00- 0192C for $14,359.68 from account 161-320-3117-7130. Prepared by: IeA md Yfil e11y McjOonald Acting Administrative Analyst Reviewed and approved by: 4iie4id Acting Finance Director Attachements: 1. Quote for 12 computers from Dell. Reviewed and approved by: 17A Tom Hatch Community Services Director �t 2 Data: 1/16/0110:19:30 AM �ACHMENT 1 QUOTATION QUOTE M 63370046 Customer #: 508156 Quote Date: 1116101 Customer Name: WEST COVINA POLICE DEPT GROUP:• 0: 0t GROUP TOTAL:•. 0I Base Unit: Dell Pentium 111866H33 GX115Small Farm Factor,krtegratedSound,256K Cache (220-U777) Memory: 64MB,NonECC,PC133 3DRAAI,1DIM QX115,for use with Pentium Ilor Celemn processor (311- 9647 ) Keyboard: Quietkey Spacesaver 104dwyKiyboard,GX100/110/115 (310.3662 ) Venial,: Dell M781P,10.0- VIS,OptlPlex (320-1245 ) Hard Drive: 100B EIDE 72W RPM Herd Ddve,OptiPlex GX110/115 Small FormFactor (3404778. ) ,Floppy Disk Drive: 3.5,1.44 MR Floppy DriveOX100/110H15 Slim Form Factor(3404193 ) Operating System: Windows 2000,SP1,FAT3$CD,Engl11sh (420-0269 Mouse: Dell 2-Button System Mouse,GX100/110/115 (310.3554 ) NIC: Integrated 101100 3Com RemoteWake-up NK:,Optiplex,GX200/300 (430-3051 ) CD-ROM or DVD-ROM Drive: 10/24X Slimiane CD-ROM,GX110H15 Small Form FactorSound (313-6563 Sound Card: Integrated Sound Blaster,Compatlable with AC97 Audio (313.8066 ) Speakers: Internal PC speaker,requiresaudio,Optiplax GX100M101115Small Form Factor (313-0582 ) Software Disk Two: OptiPlex Resource CD (313.7158 Service: Type 3 Contract - NextBusiness Day Parts & LaborOnSits Response Initial Year (902-3610 ) Extended Service: Type 3 Contract - NextBusinese Day Parts & LaborOn-Sits Response 2YR Extended.(902-3612 ) Installation: Standard On -Site InstallationDecined (900.9987 ) Msc: Mouse Pad (310.3559 ) Msc: Thank you for purchasing aDeli OptiPlex from the State &Local Gov't Accounts Divisionl (460. 7481 ) 53370045 Quotation Page 1 of 2 CMANS-09-00-0192C Product Subtotal: . $13,296.00 Tax: $1,063.68 Shipping & Handling: $0.00 Shipping Method: 3rd Day Total Number of System Groups: 1 SALES REP: KATHY GIDDINGS PHONE: 800-991-3355 Email Address: I Kathy_Glddings@Dell.com Phone Ext: 43884 For your convenience, your sales representative, quote number and customer number have been Included to provide you with faster service when you are ready to place. your order. You may also place your order online at www.dell.com/auote This quote Is subject to the terms of the agreement signed by you and Deli, or absent such agreement, is subject to the applicable Deli terms and conditions agreement. Prices and tax rates are valid in the U.S. only and are subject to change. All product and pricing information is based on latest information available. Subject to change without notice or obligation. LCD panels In Dell products contain mercury, please dispose properly. Please contact Dell Financial Services' Asset Recovery Services group for EPA compliant disposal options at US DFS_AssetRecovery@dell.com. Minimum quantities may apply. 53370045 Quotation Page 2 of 2