AgdaPkt 2018-06-25 Joint SA PFA - Laserfiche WebLink

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REPORT To the Honorable Mayor and City Council From the City Manager June 25, 2018 SUBJECT Approval and Purchase of 140 Computers from ConvergeOne and related software licenses RECOMMENDATION By motion, approve and authorize the City Manager to execute a Purchase Agreement with ConvergeOne, Inc. in the amount of $154,841.85 for the purchase of 129 PCs and 11 laptops By motion, approve the purchase of 140 Adobe Acrobat DC PRO 1.5-year subscription licenses from En Pointe Technologies, for an amount of $7,497 By motion, approve the purchase of 140 Microsoft Office 2016 licenses from CDW-G, for an amount of $33,640.60 BACKGROUND Prior to Fiscal Year (FY) 2016-17, each City department was responsible for the purchase and replacement of Personal Computers (PC) and basic office software used in the respective department. This led to a disparity in the replacement cycle of aging hardware and software used throughout the City. As a result, older machines left the City’s infrastructure vulnerable to many of the security threats prevalent today. The City’s Information Technology (IT) Strategic Plan was released in November 2015. A primary recommendation included in the Plan was to implement a centralized citywide PC “refresh” program in order to mitigate the risks and challenges of having aging equipment and software on different purchasing schedules. In an effort to expedite the replacement of all at-risk equipment, IT began replacing all PCs in FY 2016-17 in a phased cycle over a four-year timeframe. Once replaced, new PCs will be put on a five- year replacement cycle. The total number of PCs and Laptops identified in this process was 578. Of those, nearly 44.5 percent were more than five years old. The chart below shows the age breakdown of these computers: 6.1.H. - Page 1