HomeMy WebLinkAboutV (B) Approval and Authorization to Waive the Bid Process for Laptops for Ocoee Police Department Agenda 4-01-2003
Item V B
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Mayor ,She Cettte Lt4j�16 Commissioners
S. Scott Vandergrift „ i�' Danny Howell, District I
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i Scott Anderson, District 2
City Manager �.._.(t Rusty Johnson, District 3
Jim Gleason \ jut. �- „41110,III Nancy J. Parker District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM: Brian Ross, Information Systems Director
DATE: March 7, 2003
RE: Purchase of laptops from Dell for OPD
ISSUE,
Should the Mayor and Commission waive the City's formal bid process and purchase eight(8)
Dell Laptops from State Contract 250-000-03-I?
BACKGROUND/DISCUSSION
Information Systems has standardized on Dell computer equipment. Standardization is desired
because it has and will continue to reduce computer maintenance demands by having one solution
fit all product classes. Standardization also reduces training needs of staff because we can
concentrate on supporting a specific set of equipment. Dell was chosen because of their overall
lowest cost across the entire product line purchased by the City as offered on the State of Florida
IT Hardware Contract 250-000-03-1 and compared to similarly configured systems by other tier
one vendors.
Attached you will find quotes from the other tier 1 (enterprise tier) vendors on the State of Florida
contract 250-00-03-1. This includes Dell ($2,447.26), Gateway($2,368),
HP/Compaq ($2,613.00), IBM ($2,696.99), and Micron PC($2,926.94). Taking into account price
differences due to different speeds and sizes of certain components, Gateway was the lowest cost
vendor, followed by Dell.
While Gateway offered the lowest price per unit, it is staffs opinion it is not the best deal for the
City. Gateway provides a 4 year limited warranty.whereas Dell provides a complete 4 year
warranty. Due to the damage and cost of repairs experienced with the Compaq laptops partially
being replaced by this purchase, it is more cost effective to pay the extra$79.26 per laptop for
complete protection and replacement of all damaged laptops.
Additionally, the use of Dell laptops enables OPD to use the existing docking stations and not
require additional desk space and money for ones that work with Gateway laptops. Support and
training costs will also be less because there will be one type of laptop throughout OPD. This
means these newly purchased laptops will match those purchased last year in the first phase of the
replacement program for OPD laptops.
The City of Ocoee• 150 N Lakeshore Drive •Ocoee. Florida 34761
phone: (407)905-3100 •fax: (407)656-8504•www.ci.ococe.flus
RECOMMENDATION
It is staff's recommendation that the Mayor and City Commission waive the City's formal hid
process and authorize staff to piggy back off the State of Florida Contract 250-000-03-1 for the
purchase of 8 Dell Lattitude C840 laptop computers.