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Age of Computers Computer Counts <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 /> <br />In addition, different versions of common software is being used citywide, such as <br />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 have been or will be replaced <br />each fiscal year over the four-year cycle, until the entire citywide inventory has been <br />refreshed. Of the 145 scheduled for replacement in the current fiscal year, 5 computers <br />were already replaced due to failures of some kind or their inability to run software <br />required of the user. The remaining 140 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 140 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 April 2018 for the PC and laptop <br />replacement, and the purchase of software licenses was separately bid out. Two bids <br />for the computers were received from the following vendors: ConvergeOne, a Dell <br />Computer value added reseller (VAR), and Technology Integration Group, a Lenovo <br />Computer VAR. The ConvergeOne arrangement allows the City to customize PC <br />images as needed, so that the PCs delivered come pre-installed with the latest <br />applications that the City uses. Also included is green delivery, whereby ConvergeOne <br />will unbox the computers and recycle 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 />6.1.H. - Page 2