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Item 12 Staff Report Purchase and Replacement of Personal ComputersMEETING DATE: 05/04/98 ITEM NO. COUNCIL AGENDA REPORT DATE: APRIL 27, 1998 TO: MAYOR AND TOWN COUNCIL FROM: TOWN MANAGERWL SUBJECT: PURCHASE AND REPLACEMENT OF PERSONAL COMPUTERS A. AWARD CONTRACT TO COMPUTERLAND OF ALMADEN WITH THE LOWEST RESPONSIBLE BID PROPOSAL OF $140,380 AND ESTABLISHING A CONTINGENCY FUND OF $9,620 B. ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH COMPUTERLAND OF ALMADEN RECOMMENDATION: 1. Award contract to ComputerLand of Almaden with lowest responsible bid of $140,380 and establishing a contingency fund of $9,620. 2. Adopt resolution authorizing the Town Manager to execute an agreement with ComputerLand of Almaden BACKGROUND: On April 10, 1998, staff distributed specifications with a request for quotations for the purchase of new personal computers, additional printers, digital cameras, and specific software (attached). Three vendors submitted qualifying bids by the April 23, 1998 due date. The bids, including hardware, software and P.C. configuration, are as follows: Vendor Bid ComputerLand of Almaden $140,375 Sarcom $159,921 Avcom $ 97,360 (Avcom's quote was incomplete. The items included in their quote were more expensive than the same items quoted by ComputerLand of Almaden.) PREPARED BY: Larry J. T T. d Chief of Police Reviewed by: _Att Finance Revised: 4/27/98 11:36 am Reformatted: 10/23/95 PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: PURCHASE AND REPLACEMENT OF PERSONAL COMPUTERS APRIL 27, 1998 DISCUSSION: Replacing the existing older personal computers with this contract will enhance Staff productivity for the following reasons: 1. Existing personal computers are slower due to slow processors, small hard drives (170 MB) and limited RAM. Therefore, they cannot handle Windows95 and the newer Windows95 based applications efficiently. A. The current state of applications, such as WordPerfect 8.0 word processing software and Excel 7.0 Spreadsheet software for Windows95 is much more functional than our current version of WordPerfect and Excel, but it requires Windows95. B. Windows95 software and its available applications are at the current state of technology. Existing computers within the Police Department are using the Windows 3.11 operation system. Windows 3.11 is no longer available to the consumer for purchase and its compatible applications are becoming extremely limited. 2. Existing personal computers are much less reliable, many experiencing hard -disk problems, network interface problems, monitor burnout, and mysterious problems associated with old age. Personnel in the Community Services Bureau must attempt to correct these problems with limited resources, which puts a strain on employees attempting to complete other duties designed to meet the goals of high customer service. Adding printers and software for large scale mapping and high quality color graphics will enhance the capabilities of the Crime Analysis unit. With existing software currently in use at the Building and Engineering Department, Police Department personnel will have high resolution aerial photographs and maps available to them. This is critical in circumstances of natural disasters and high risk situations. The purchase of laptop computers will enable the patrol officer to be more effective in the field. The patrol officer will be able to prepare and complete police reports in the field thus reducing the time spent at the Police Station. This means delays to emergency and non -emergency calls for service will not result because of officers being tied up at the station. With this upgrade, the Police Department will replace 30 personal computers, eight monitors, and one printer. Three of the replaced computers will be kept as spares for temporary use should a newer piece of equipment need repair. The replaced printer will be assigned to the Emergency Operations Center. The remaining 27 personal computers and the eight monitors will be donated to the Nova Program and other non-profit organizations within the Town , consistent with Town policy. The personal computers purchased during this upgrade will be added to the Equipment Replacement Fund, starting with Fiscal Year 1998/99. ENVIRONMENTAL ASSESSMENT: Is not a project defined under CEQA, and nofurther action required. CONCLUSION: Staff recommends that the contract for purchase and replacement of personal computers be awarded to ComputerLand of Almaden as the lowest responsible bidder. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: PURCHASE AND REPLACEMENT OF PERSONAL COMPUTERS APRIL 27, 1998 FISCAL IMPACT: All expenditures will be made from account # 6685-77006. The account balance and projected expenditures are as follows: Project 685PDNEW Account balance 04/27/98 Projected Expenditures $150,000 81688 Hardware $ 130,780 81687 Software $ 5,160 81686 Services 5 4,440 81999 Contingency (including installation, set-up costs, telephone service and interne fees, etc.) $ 9,620 TOTAL $150,000 $ 150,000 Attachments: 1. Resolution A. Agreement Distribution: General distribution RESOLUTION 1998- RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH COMPUTERLAND OF ALMADEN FOR PURCHASE OF COMPUTER HARDWARE, SOFTWARE, AND SERVICES WHEREAS, the Town of Los Gatos desires to upgrade the computer hardware, software, and communications capabilities of the Los Gatos/Monte Sereno Police Department; and, WHEREAS, quotes were sought in conformance with State and Town law, and ComputerLand of Almaden provided the lowest quote; THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara, State of California, that the Town Manager is authorized to enter into an agreement with ComputerLand of Almaden (attached as Exhibit A), for the purchase of computer hardware, software, and services. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the day of 1998, by the following vote. COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: ATTEST: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA AGREEMENT TO PROVIDE COMPUTER HARDWARE, SOFTWARE, AND SERVICES TO THE TOWN OF LOS GATOS THIS AGREEMENT is made and entered into in the Town of Los Gatos, County of Santa Clara, State of California, by and between the TOWN OF LOS GATOS, a municipal corporation [hereinafter Town], and COMPUTERLAND OF ALMADEN [hereinafter Contractor], as of the day , 1998. RECITALS (A) Quotations were sought by the Town for the purchase described in this Agreement, and Contractor was found to be the lowest responsible supplier for this purchase. (B) Contractor represents that it is a qualified and competent supplier of the items to be purchased under this Agreement. IT IS AGREED AS FOLLOWS: 1. Supplies and Terms. Contractor hereby agrees to deliver to Town at 110 E. Main Street, Los Gatos, California, the items and materials described in Exhibit A hereto. The terms and conditions are as follows: a. Price. Town shall pay Contractor the amounts defined in Exhibit A, F.O.B., and which include sales tax and delivery charges. Payment shall be net 30 days from delivery. b. Delivery. The delivery of the items and materials shall be no later than , 1998. Delivery shall be made between 8:00 a.m. and 4:30 p.m. on weekdays that are not Town holidays. 2. Time of the Essence. Prompt delivery of the items and materials is essential to this Agreement. 3. Equal Employment Opportunity. Contractor warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations regarding equal employment opportunity. Contractor shall not discriminate in the employment of any person because of race, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age, or sexual preference, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act. 4. Notices. All notices to be given with respect to this Agreement shall be addr essed as follows: To Town: To Contractor: Sergeant Tam McCarty Town of Los Gatos P.O. Box 949 Los Gatos, CA 95021 Computerland of Almaden 5035 Almaden Expressway San Jose, CA 95118 5. Waivers. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of the Agreement. 6. Modifications. No modification, waiver, termination, or amendment to this Agreement is effective unless made in writing signed by the Town and the Contractor. 7. Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 8. Entire Agreement. This Agreement sets forth the entire understanding between the parties. IN WITNESS WHEREOF, the Town and the Contractor have executed this Agreement on the date above written. COMPUTERLAND OF ALMADEN TOWN OF LOS GATOS By By STORE MANAGER TOWN MANAGER APPROVED AS TO FORM: ATTEST: Orry, P. Korb, Town Attorney N:\MASTER\CONTRACT\MATERIAL.CON Revised 1/5/94 2 Town Clerk Apr-23-98 03:31P P _ 01 ComputerLand of Almaden FAX Authorized Dealer for. IBM * APPLE * COMPAQ * HP (and many mom) Account Representative m inc CA Re( 35'4-osiS • ISSN 7H/5 15 VIC rIN4c Alai) 5035 ALMADEN EXPWY SAN JOSE CA. 95118 PHONE 408-267-2182 FAX 408-448-0763 ON Vie- 6/P rav REVE5ricOl [' f C C4cc ONF he Yet' KAvE- AIV q 111/INK; mMM /u ovrsnorys. EXHIBIT A C©mPvi'-Oz_ LAND ' - 4LMAOEN Town of Los Gatos, PC RFQ, Attachment A TOWN OF LOS GATOS POLICE DEPARTMENT REQUEST FOR PROPOSALS Please insert Total Cost, and Unit Cost if applicable. If you are deviating from the specified brand or model, please indicate so and a ch detai ed specification sheets. Actual quantities ordered may vary from the estimates listed below. In ude notes if different quantities will affect unit price. Item No. 1 2 3 4 Oty. Descriptign 6 Unit Cost HP Vectra VL7, P/N D5720A (P2, 266, 3.2 HD, 24xCD, Matrox 4MB VRI;M, Win/95, 512 Cache,) 28 HP Vectr VL7, P/V D5712A ._. (P21 233, RAM, 3.2 GB HD, Win 95, 512 Cache 8 6 HP CD-RbM for HP Vectra VL7, P/N D4383A HP 32MB RAM for Vectra VL7, P/N D5362A 151-o • 50 Total Cost 9,i23 �1�25 J Ti,1 Qo 5 6 7 8 2 4 6 4 HP 64MBIRAM for Vectra VL7, P/N D5363A HP Multimedia Kit 24X CD-ROM & Sound Card). P/N D5182A Intel EthegExpress Pro 10/100 TX Card, P/N PILA6465B 21" HP Monitor P1 t0, P/N D2846A 3 r8( yo co- 17" HP Monitor ERGO 1280. P/N D2840A G jn2o l 1003 1103 3-2 — 5c( tt 12 13 14 7 7 7 4 12 COr vrr 2- 56 Interns US Sportster Modem Labtech 1624 Shielded Computer Speakers 10W, P/N LCS-1024 APC Backl.ips 400 t/a, BK400B 15 1 HP Laserjet Printer 4000N 16 17 18 1 8 1 HP Laserjet 5 color Printer, 5M, P/N C3962A Panasonic CF-25 Laptop, 166Mhz Pentium processor w/MMX, 2.2 GB Hard Drive, 32 MB Ram memory, 12.1" active matrix display, 10?C CD-ROM, Battery charger, AC Adapter HP Plotter, Design Vet 750C, plust 36 inch DPI color, P/N C470g3 i3i •To L{3-- IU2.SO t3?350 LI/32— 5g1`I$- ('(a (3�g— t3}3.7b `13,5$Y' S36`1 Initials: LeVA Date: Li Company: Coal Pu TefL 1 AND of AL MADCN Apr-23-98 O3:31P Mr.,-1 ' - 1 7: 7 1 r • Jl P.O3 Compvrek LAND E� /1-1-MAo Town of Los Gatos, PC RFC), Attachment A 19 R Laptop carrying case for Panasonic notebooks Zy . 5V l4 6 20 5 ?omega ieiternai i p plus drive, PfN 10714 Io3 - 51 S - 21 2 !omega 10-pack xlp drives, P/N 10028 71 — t c 8 — 22 1 HPP Offc4et 1175 P/N C5367A - 930 - q 30 23 2 ,Z4 re413 Raft Traveirria Upgrda a 4000 for existing Texas Instrument Laptop - with lifetime warranty 01a Ni /A 24 2 Hitachi 10-EOM Digital Camera (311_ 2b'Pi 'v8 To IA'- IZo, 8(0.o0 Shipping: 0 0 Saes Tax- 9' iCA, Total: ; 4/30177b, initials: 3 3 Company: C-V MPuTE 6-AN D op ,1 t, 4 Di Apr-23-98 03:32P r • P.04 COUD A C M I? Town of Los Gatos, PC RFQ, Attachment A $.Qf tW.1[4. PleesR inse Total Cost, and Unit Cost if applicable. If you are deviating from the specified brand or modal, ptrxise ind sate so :lnd attach detailed specification streets. Include shipping and handing In costs inserted below. 1 ROM No. Qty. ; Descriptida Total Cast 1SW R 1 Expel 7.Oi - jdusers - \t bt?•ex 20 trIcE-N.5 r< w (41014 II 3 b. gb 2SW 11 1 Wordoerf ct (8.0) 45 users - JPi;(taDE 3 f 5 0.00 3SW 1 TrPnd Anelysis module� for SPSS f,el . pp 4SW 1 Arcview 4.-IS mapping - 1 user rJ 4 5SW 1 DataSet far Ardvie+ - 1 user N I i 5U8TPP L 4Io5- . SO Sales Tax: 3C( 3 - ( 5- SOFTWARE TOTAL: S`1 S 5 . 65. Initials: ate: 1 /Z3 / i CompanyMA) the LANV cc Q f.a7Q of ) Apr-23-98 03:32P P.05 Town of Los Gatos, PC RFQ, Attachment A SerifiGeA; Pies* insert Total Colt, and Unit Cost if applicable. See detailed descriptions for items at end of this section. No laborwrttibe provided by the Town staff. All setup and data input is to be completed by the consultant. Services sttair provided so that the Town's existing NetWare and MPE/IX systems are not shutdown for more than 4 ?hair during switch ever_ "Setup' or "Set up" stele men complete setup by the consultant. Item No. Qty. I Descriptidn Total Cost 1 SV CompletejinstaJletion gripe per each PC deliver, urfpack, and UPS's, aril other hardware work ftawljessly, includes 7.0, RafI tions, G listed abo a to work specific application hardware bn specified tested in provided Police department Jacks ancl plenty o of all other hardware listed. Furnish unit (not hourly). Include all labor required to make PC's, Monitors, Modems, Zip Drives, listed or Included with above items installation of WordPerfect 8.0. Excel oupwise 4.1, Includes setup of all software flawlessly including copying of necessary configuration fates. Includes setting up end -users desk after software hes been Configuration area at the police department. wilt provide area with at least four Network setup room for set up area. (Briefing room) �� r 2SV 1 Complete nstatlation t ieaR-br Texas of all RAM purchased lrt;trument Travel Mate Laptops 3SV Il Set up Print Queue printere. et up on on purchased Laserjet and Deskjet MPE/IX on HP3000 4SV Set up ne'v Panes software t0 run on memory. a m e PC Laptop's completely. Set up all PC including WordPerfect 8.0. Excel 7 0, and FOO r 5SV Set up new HP Laserjet 5M, HP Pfbtter DesignJet. card, NetV4lere Print NetWare. 4000N. HP Laserject 5 Color Printer Completely set up printers, jet direct Queue, and selected PC's to print over 200 -ram 4riasenome TOTAL SERVICES: 11 q40.00 Initials: ate: 11 Company: CO AlPart-olioor /LTJA-00J TOTAL P.06 DEPTMENT: AGENDA ITEM: INTERNAL TRACKING pg> 97L/1. 0 RESO/ORD NUMBER: 1 /a4� i LIST IN BOOK ON DISC OR SHARE. FORM SENT TO DEPT. PUBLISH IF REQUIRED - Date of Publication ORDINANCES ONLY WHEN SIGNATURE AND /s/ COPY (1 EACH) returned, LIST ON SIGNATURE TRACKING & SEND TO MAYOR MAIL TO DISTRIBUTION LIST NO.of COPIES: PROOF OF MAILING PREPARED SIGN BY CLERK/SEAL 031Sad ENTER INTO ECM ORDINANCE/RESOLUTION FILE FILE IN VAULT CODIFICATION IF ORDINANCE clk:d 16:1other \ordrca2 OFFT ' OF THE TOWN CLERK ORDil.ANCES & RESOLUTIONS ORIGINATING DEPT: COUNCIL AGENDA DATE: COUNCIL AGENDA ITEM: SUBJECT: Number: Date of Adopt: 5 19;fi-L RESOLUTION Ig9b -5/ PUBLICATION REQUIRED; COUNCIL ACTION: AYES: NAYS: ABSENT: ABSTAIN: aQe. COUNCIL MEMBERS NAMES: Number: Date of Intro: Date of Adopt: ZONE CHANGE: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins, Mayor(or Chairman) LINDA LUBECK ORDINANCE ORDINANCES and RESOLUTIONS MUST BE RETURNED TO TOWN CLERK BY WEDNESDAY AT 12 NOON. ORDINANCES MUST BE READY FOR IMMEDIATE PUBLICATION TC:07:RESO-ORO Town Council Minutes May 4, 1998 Redevelopment Agency Los Gatos, California MINUTES OF APRIL 20, 1998 (06.V) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council approve the Minutes of April 20, 1998 as corrected on page 7 under the "Secondary Unit," motion by Mr. Blanton as follows: Mr. Blanton noted for the record that he believes this option does include sufficient protection for existing neighborhoods. Carried unanimously. TREASURER'S REPORT (07.V) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council accept and file the Treasurer's Report as of March 31, 1998. Carried unanimously. COMMEMORATIVE PLAQUE/RAY STOWELL/SENIOR ART CONTRIBUTIONS (08.44) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council approve request by the Los Gatos -Saratoga Department of Community Education and Recreation to place a plaque in the Neighborhood Center recognizing Ray Stowell for his contributions to senior art. Carried unanimously. PG&E SUBSTATION/FACILITATION/CPUC REPORT (09.09) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council accept report on CPUC Commissioner Bilas' intent for the facilitation on PG&E substation matter. Carried unanimously. GENERAL PLAN COMMITTEE/COMPOSITION OF MEMBERS/RESOLUTION 1998-49 (10.20) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-49 entitled, RESOLUTION OF THE TOWN OF LOS GATOS CHANGING THE COMPOSITION OF THE GENERAL PLAN COMMITTEE TO REDUCE THE NUMBER OF BUSINESS REPRESENTATIVES AND INCREASE THE NUMBER OF TOWN RESIDENTS AND RESCIND RESOLUTION 1996-88. Carried by a vote of 4 ayes. Mr. Attaway voted no. PLAN CHECK SERVICES/KUTZMANN & ASSOC/RESOLUTION 1998-50 (11.28) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-50 entitled, RESOLUTION OF THE TOWN OF LOS GATOS APPROVING A BUDGET ADJUSTMENT FOR PLAN CHECK CONSULTANT SERVICES WITH KUTZMANN & ASSOCIATES. INC, Carried unanimously. PERSONAL COMPUTER PURCHASES/POLICE/RESOLUTION 1998-51 (12.09) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-51 entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH COMPUTERLAND OF ALMADEN FOR PURCHASE OF COMPUTER HARDWARE. SOFTWARE AND SERVICES, Carried unanimously. CAPITAL IMPROVEMENT PROGRAM FY 1998-2003/RESOLUTION 1998-52 (13.05) Motion by Mrs. Benjamin, seconded by Mr. Hutchins, that Council adopt Resolution 1998-52 entitled, RESOLUTION OF THE TOWN OF LOS GATOS APPROVING 1998-2003 CAPITAL IMPROVEMENT PROGRAM. Carried unanimously. TC: D10: MM050498 2