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6.D. - Page 2 of 22 <br />within their department. Upon the fifth year, after all existing PCs were replaced, departments Internal <br />Service Charges would be recalculated to be one-fifth the cost of replacing their inventory due to the <br />refresh cycle changing to a five year replacement. <br />The total number of PCs and Laptops identified in this process was 578. Of those, nearly 44.5% were <br />more than five years old. The chart below shows the age breakdown of these computers: <br />Age of Computers <br />Computer Counts <br />5-12 Years <br />257 <br />4-5 Years <br />62 <br />3-4 Years <br />48 <br />2-3 Years <br />111 <br />1-2 Years <br />57 <br />0-1 Years <br />43 <br />In addition, there are different versions of common software being used citywide, such as Microsoft <br />Office. This has increased the difficulty for IT staff to support the individual user, and has created <br />challenges between users in different departments who need to collaborate on the same document. <br />The following chart shows the number of computers that have been, or will be replace each fiscal year <br />over the original four years until the entire inventory had been refreshed. The order of replacement is <br />based upon the age of the machine from oldest to latest. There are 140 computers scheduled for <br />replacement in phase 3. <br />Year of Refresh <br />Number of Computers <br />Status <br />Phase 1 FY2016-2017 <br />141 <br />Completed <br />Phase 2 FY2017-2018 <br />145 <br />Completed <br />Phase 3 FY2018-2021 <br />140 <br />Current Request <br />Phase 4 <br />146 <br />Program On -Hold due to <br />budgetary constraints, and <br />changes in strategic direction <br />related to the Pandemic <br />Although Phase 4 of the refresh program was put on hold beginning in FY 2021-22, the final year of the <br />initial all inventory replacement strategy, the replacement of Phase 3 machines needs to be completed in <br />order to replace the remaining oldest machines which are known to be security risks due to their age not <br />allowing them to run more secure later versions of software. <br />ANALYSIS <br />Due to the previous practice of individual PCs being purchased as needed or requested, quantity price <br />breaks were not available. The purchase of 140 machines in a single transaction will allow the City to take <br />advantage of better prices than previously realized, as well as save time by receiving value added services <br />such as software installation and green delivery. <br />Page 2 of 4 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore <br />285 <br />