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REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br /> <br />June 26, 2017 <br /> <br />SUBJECT <br />Approval of PC Refresh Bid for 114 Computers and related software licenses <br /> <br />RECOMMENDATION <br />By motion, approve and authorize the City Manager to execute a Purchase Agreement <br />with ConvergeOne, Inc. in an amount of $114,239.04 for the purchase of 104 PCs and <br />10 laptops <br /> <br />By motion, approve the purchase of 114 Microsoft Office 2016 licenses from CDWG, for <br />an amount of $27,325.80 <br /> <br />BACKGROUND <br />In the past, each City department was responsible for the purchase and replacement of <br />Personal Computers (PCs) and basic office software used in the respective department. <br />This has led to a disparity in the replacement cycle of aging hardware and software <br />used throughout the City. As a result, older machines have left the City’s infrastructure <br />vulnerable to many of the security threats prevalent today. <br /> <br />The City’s Information Technology (IT) Strategic Plan was released in November 2015. <br />A primary recommendation included in the Plan was to implement a centralized citywide <br />PC “refresh” program in order to mitigate the risks and challenges of having aging <br />equipment and software on different purchasing schedules. In an effort to expedite the <br />replacement of all at-risk equipment, IT will be replacing all PCs over the next four <br />years, from oldest to newest. Once replaced, new PCs will be put on a five-year <br />replacement cycle. <br /> <br />The total number of PCs and Laptops identified in this process was 578. Of those, <br />nearly 44.5 percent were more than five years old. The chart below shows the age <br />breakdown of these computers: <br /> <br />Age of Computers Number of Computers <br />5-12 Years 257 <br />4-5 Years 62 <br />3-4 Years 48 <br />2-3 Years 111 <br />1-2 Years 57 <br />0-1 Years 43 <br />6.1.J. - Page 1