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In addition, there are different versions of common software being used citywide, such <br />as Microsoft Office. This has increased the difficulty for IT staff to support the individual <br />user, and has created challenges between users in different departments who need to <br />collaborate on the same document. <br /> <br />The following chart shows the number of computers that will be replaced each fiscal <br />year over the next four years until the entire inventory has been refreshed. Of the 141 <br />scheduled for replacement in the current fiscal year, 27 computers were already <br />replaced due to failures of some kind or their inability to run software required of the <br />user. The remaining 114 computers will be replaced this fiscal year. <br /> <br />Year of Refresh Number of Computers <br />FY2016-2017 141 <br />FY2017-2018 145 <br />FY2018-2019 146 <br />FY2019-2020 146 <br /> <br />ANALYSIS <br />Due to the previous practice of individual PCs being purchased as needed or requested, <br />quantity price breaks were not available. The purchase of 114 machines in a single <br />transaction will allow the City to take advantage of better prices than previously realized, <br />as well as save time by receiving value added services such as software installation and <br />green delivery. <br /> <br />A Request for Proposal (RFP) was issued in May 2017 for the PC and laptop <br />replacement, and the purchase of software licenses was separately bid out. <br />ConvergeOne submitted the only response to the RFP for the computers. The <br />ConvergeOne arrangement allows the City to customize PC images as needed so that <br />the PCs delivered come pre-installed with the latest applications that the City uses. Also <br />included is green delivery, whereby ConvergeOne will unbox the computers and recycle <br />the packaging waste for the City. <br /> <br />Both Dell and Lenovo were investigated as potential manufacturers. IT considered the <br />following selection criteria: cost per machine, reputation, responsiveness, existing <br />experience from staff, user satisfaction, manufacturer warranty, and value added <br />services such as green delivery and initial image loading. IT selected Dell Computers <br />based on the above criteria. <br /> <br />The City will purchase Microsoft Office licenses from CDWG, as their bid was the lowest <br />cost out of three bidders responding to the RFP. <br /> <br /> <br /> <br /> <br /> <br /> <br />6.1.J. - Page 2