01-18-2000 - Police Department Servers ReplacementTO: City Manager and City Council. -
FROM: Frank J. Wills, Chief of Police
City of 'West Covina
i Memorandum
AGENDA
ITEM NO. B-5-c
DATE January 18; 2000
*PRINTED ON RECYCLED PAPER
SUBJECT: POLICE DEPARTMENT SERVERS REPLACEMENT
SUMMARY: The Police Department must replace its two computer system servers,
because they are now inadequate for the Department's information storage
and access needs.
DISCUSSION:
The Police Department needs to replace its two computer servers, because they no longer
fulfill the Department's needs. The first server is for the storage of all Department
documents, records, etc.. This server is out of disk space, and we have more users to add
as we increase Police personnel. The other is the exchange server, which handles all
shared intranet information (e-mail, calendars, shared documents, etc:) and internet
access: This server. is also out of space and no longer meets our needs. Staff from the
West Covina Service Group spearheaded a cleaning -out of old documents and e-mails,
etc., but that was only a temporary solution to avoid an immediate crash of both servers.
FISCAL IMPACT:
The Police Department can use its Equipment Replacement account to replace these
servers. There are currently sufficient funds available in this account for this purchase.
The Police Department has used only Dell computer components for the past 10 years.
The Department has found that Dell's service is outstanding, 'and replacing these servers
by purchasing them directly from Dell will provide for full integration: Similarly, the.
West Covina Service Group staff (who Will maintain these servers) have Dell hardware
for all of their clients, and are fully trained and experienced servicing Dells.` It would
amount to considerable costs for WCSG staff to attempt to support multiple vendors.
The unit price for these is $9,209 each directly from Dell, and Dell does not sell its
products through resellers; but rather it does so directly.. That price adheres to California
Multiple Award Schedules (CMAS) State bid #3-99-00-0167C. Using the CMAS bid
allows us to piggy -back on the State's procurement procedures, which are as restrictive as
the City's. The total purchase price from Dell is $19,938, including tax and shipping.
RECOMMENDATION: It is recommended that the City Council:
1. Find the State of California CMAS procurement procedure to be as stringent as the
procedure in the West Covina Municipal Code Section 2-330.
2. Waive the City's procurement procedures and,allow the City to purchase the servers
under the CMAS bid # 3-99-00-0167C.
3. Authorize the Police Department to purchase the Dell servers at a cost not to exceed
$19,938 from account 115-347-2110-0000.
�rankFJ. Wills, Chi of Police
Reviewed and Approved by:
Margie F. Tuck , Finance Director