HomeMy WebLinkAboutStaff Report 3197
City of Palo Alto (ID # 3197)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/5/2012
City of Palo Alto Page 1
Summary Title: Award of Contract to Ideal Computer Services, Inc. for
Hardware Support
Title: Award of Contract to Ideal Computer Services, Inc. for Hardware
Support
From: City Manager
Lead Department: IT Department
Recommendation
Staff recommends that the Council approves the award of contract to Ideal Computer
Services, Inc. for the maintenance and support of the City of Palo Alto’s Hewlett
Packard Equipment.
Executive Summary
The City of Palo Alto’s Information Technology Department (ITD) has a need for the
support and maintenance of their Hewlett Packard equipment. The ITD issued a
Request for Quotation (RFQ) for those services. The cost of these services is not to
exceed $21,404 per year. This contract award will be for one year with an additional
four one-year extensions for a total of up to five years, pending the Council’s annual
budget approval.
Background
The City has numerous Hewlett Packard servers that run various City applications used
in day-to-day operations. These servers need maintenance and replacement parts from
time to time. To ensure that the City does not have to keep a stockpile of replacement
parts that may or may not ever get used, the City has outsourced this function to a
third party vendor.
Discussion
The City has used various vendors over the years to support its Hewlett Packard
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servers. There were a total of five bids received. As each bidder was bidding on the
same equipment listing, the lowest responsive bid was selected.
Timeline
Ideal Computer Services, Inc. was chosen as the third party deserving of an
award of contract and being selected as the City’s provider of Hewlett
Packard equipment service and maintenance for the ITD.
Summary of City Bid Process
ITD Temporary Staffing
Proposed Length of Project 60 months
Number of Solicitations Emailed 5
Total Days to Respond to Bid 5
Pre-Bid Meeting 0
Number of Company Attendees
at Pre-Bid Meeting
N/A
Number of Bids Received: 5
Bid Price Range From a low of $21,403.92 per year to a high of
$335,994.95 per year.
Staff has reviewed all bids submitted and recommends that the bid from Ideal
Computer Services, Inc. at $21,403.92 per year be accepted and Ideal Computer
Services, Inc. be declared the lowest responsible bidder. This bid reflects a cost savings
compared to the highest bid of $1,427,854.75 over the five-year contract.
Resource Impact
The funds for the contract will come from the Techology Fund.
Environmental Review
Approval of this contract does not constitute a project under the California
Environmental Quality Act (CEQA); therefore, no Environmental Assessment is required.
Attachments:
City of Palo Alto Page 3
S13145506 Ideal (PDF)
HP Hardware Maintenance Quote Review (XLSX)
Vendor:Quote:Five Years:Savings Year 1:Savings Year 5:
Ideal 21,403.92$ 107,019.60$ -$ -$
Abtech 38,208.00$ 191,040.00$ 16,804.08$ 84,020.40$
Systems
Maintenance
Services 50,424.00$ 252,120.00$ 29,020.08$ 145,100.40$
Signature
Technology 115,704.00$ 578,520.00$ 94,300.08$ 471,500.40$
HP 335,994.95$ 1,679,974.75$ 285,570.95$ 1,427,854.75$