For City Council Meeting [January 26, 2021]
TO: Honorable Mayor and City Council
APPROVAL: Sean Grayson, Acting City Manager
FROM: Stephen Erlandson, Deputy City Manager
Title
Request City Council to Authorize a Purchase Order with Lenovo for a Not-To-Exceed Amount of $218,891.56 for the Purchase of Laptops, Desktops, and Monitors.
(ACTION)
Body
BACKGROUND
Eighty-one percent of the City's computers in production are at end of life and out of warranty. The equipment in question is currently being utilized by the City of Rialto employees. In addition, we do not have any stock of computers to replace this malfunctioning equipment or to provide equipment for additional staff in City departments.
ANALYSIS/DISCUSSION
Many department computers have exceeded their useful life and become inefficient in performing normal functions. Over time, these resources wear, age, and/or become obsolete, resulting in loss of reliability, loss of productivity for staff, and increased labor and equipment costs to maintain the environment at an acceptable level. In addition, new software requirements will not be compatible with the aging computers. The outdated equipment is making it difficult to provide adequate computing resources for employees to continue serving the public efficiently and is also creating security vulnerabilities which can impact the entire organization.
As such, the IT Division is recommending a computer refresh project. This will be a two-phase project allowing the city to spread the cost of replacing 295 desktop and laptop computers over a two (2) year period with the intention of minimizing the fiscal impact of this program. There are approximately 230 desktop computers and 65 laptops with docking stations. These devices are considered outdated and at end of life based on industry standards with over 65% of these computers running Windows 7, which is an end of life operating system that's no longer supported by Microsoft. (Support for Windows 7...
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