09-19-2014 BPU RPT 05 - Laserfiche WebLink

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W A T E R E N E R G Y e o F F RIVERSIDE PUBLIC UTILITIES WimW& Board Memorandum PUBLIC UTILITIES BOARD OF PUBLIC UTILITIES DATE: SEPTEMBER 19, 2014 ITEM NO: 5 SUBJECT: CUSTOMER INFORMATION SYSTEM REPLACEMENT PROJECT — CUSTOMER SERVICE DEPARTMENT COMPUTER UPGRADES ISSUE: The item for the Board of Public Utilities consideration is the award of a purchase order for replacement computers and upgrades to existing computers in the amount of $97,103.73. RECOMMENDATION: That the Board of Public Utilities approve the issuance of a purchase order to Dell, in the amount of $97,103.73, for replacement computers and upgrades to existing computers as part of the Customer Information System Implementation Project. BACKGROUND: In support of the Customer Information System (CIS) Implementation Project, the Innovation and Technology (IT) department recommends replacing 54 computers, and upgrading 23 computers, in the Riverside Public Utilities (RPU) Customer Service department. The existing computers are outdated and do not have processors adequate to operate the new CIS enQuesta software. Of the 54 computers requiring replacement, there are 28 Hewlett Packard (HP) units that are 8 -9 years old and 26 Dell Optiplex 745 units that are 4 -5 years old. IT recommends replacing all 54 units with the current standard, Optiplex 9020 System with 24" display, which will be purchased through Dell in the amount of $94,374.18. The existing HP units, while functioning, cannot be utilized for City operations, therefore will be donated to the City's Smart Riverside program. An item for the donation of the HP units to the Smart Riverside program will be prepared for City Council approval. The Dell Optiplex computers can be repurposed for training computers or other needs. An additional 23 computers do not require replacement as they are only 1 -2 years old, but do require additional memory modules to operate the new software. The memory modules will be included in the Dell purchase order in the amount of $2,729.55. The Dell purchase order will be issued under the Western States Contracting Alliance (WSCA) cooperative agreement. Section 201 (G) of the City's Purchasing Resolution No. 22576 allows for the waiver of competitive bids when using a cooperative agreement. The Purchasing Services Manager concurs with this procurement exception and has determined that it is in the best interest of the City / RPU to do so. The Purchasing Services Manager and IT Director concur with the recommendations above.