CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

September 12, 2017

CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED Joel Staker, IT Manager

BY:

Consideration of a resolution authorizing the City Administrator to execute an

SUBJECT: agreement with SHI International Corp for the purchase of computer workstations
for an amount not to exceed $27,130.95.

RECOMMENDATION:
Adopt a resolution authorizing the City Administrator to execute an agreement with SHI
International Corp. for the purchase of computer workstations in a total amount not to exceed
$27,130.95.

BACKGROUND/SUMMARY:
At the June 7, 2016 budget meeting the City Council approved Fiscal Year 2016/17 Capital
Improvement Plan (CIP) funding for the purchase of computer workstations for the fiscal years
2016 through 2020, where each year we would replace approximately one-fourth to one-fifth of the
total number of workstations per year, so that after four or five years all of the staff computers
would be no more than four or five years old. This plan was aimed at addressing a large number
of machines that were eight to ten years old in 2015. So far, city wide we have replaced
approximately forty computers in the libraries and throughout the rest of the city's departments.
Twenty of those computers were replaced by the Harrison Memorial Library as part of their
technology plan. Another 20 computers were purchased last year through the NASPO
cooperative purchasing program offered through the Northern Association of State Procurement
Officers, a widely used government purchasing contract.

In the 2017/18 CIP we requested and received another $30,000 allocation to replace another
group of city computers. After looking for an appropriate purchasing contract we have found
acceptable pricing for excellent equipment under The Interlocal Purchasing System - TIPS, a
national government and education oriented cooperative purchasing contract, with SHI, who has
established contract number 2062515 with TIPS for this computer equipment.
FISCAL IMPACT:
The purchase of computer desktops is authorized in the annual Capital Improvement budget for
this fiscal year.
PRIOR CITY COUNCIL ACTION:
N/A

Attachments:

SHI equipment quote

SHI RESOLUTION
 PricingProposal
Quotation#:13709325
CreatedOn:6/27/2017
Attachment 1
ValidUntil: 9/30/2017

CityofCarmelByTheSeaCA InsideAccount

Executive

JoelStaker GreggCambareri
MonteVerdeSt.,betweenOcean&7thAvenues 300DavidsonAve,Somerset,NJ
CarmelbytheSea,CA93921 Phone:8004776479
UnitedStates Fax:
Phone: (831)620-2025 Email: Gregg_Cambareri@shi.com
Fax:
Email: jstaker@ci.carmel.ca.us

AllPricesareinUSDollar(USD)
Product Qty YourPrice Total

1 LenovoThinkCentreM710s10M7-SFF-1xCorei57400/3GHz-RAM8GB-SSD 30 $641.24 $19,237.20

256GB-TCGOpalEncryption,NVMExpress(NVMe)-DVD-Writer-HDGraphics
630-GigE-WLAN:Bluetooth4.0,802.11a/b/g/n/ac-Win10Pro64-bit-monitor:
none-TopSeller
Lenovo-Part#:10M7000LUS
ContractName:TIPS-Computers,Equipment,ComponentsandPeripherals
Contract#:2062515

2 LenovoThinkVisionT2324d-LEDmonitor-23"(23"viewable)-1920x1080FullHD 30 $141.35 $4,240.50

(1080p)-TN-250cd/m-1000:1-5ms-VGA,DisplayPort-black
Lenovo-Part#:60F3JAR2US
ContractName:TIPS-Computers,Equipment,ComponentsandPeripherals
Contract#:2062515

3 LenovoePacOn-SiteRepairwithKeepYourDriveService-Extendedservice 30 $49.01 $1,470.30

agreement-partsandlabor-4years-on-site-forThinkCentreE73M32M53M71
M73M78M79M83M91M92M93
Lenovo-Part#:5PS0D81033
ContractName:TIPS-Computers,Equipment,ComponentsandPeripherals
Contract#:2062515

Shipping $0.00
*Tax $2,182.95
Total $27,130.95
*Taxisestimated.Invoicewillincludethefullandfinaltaxdue.

OptionalItemsFor:1.LenovoThinkCentreM710s10M7-SFF-1xCorei57400/3GHz-RAM8GB-SSD256GB-TCGOpal
Encryption,NVMExpress(NVMe)-DVD-Writer-HDGraphics630-GigE-WLAN:Bluetooth4.0,802.11a/b/g/n/ac-Win10Pro64-
bit-monitor:none-TopSeller

LenovoTinyVESAMountII-Systemmountingbracket-forThinkCentreM600M700 1 $13.60 $13.60

M700zM715qM800zM900M900xM900zThinkStationP410
Lenovo-Part#:4XF0N03161

 Lenovo-Solidstatedrive-encrypted-256GB-internal-2.5"-SATA6Gb/s-TCG 1 $127.04 $127.04

OpalEncryption-forThinkCentreM710qM710sM710tM715qM800M800z
M900M900zM910qM910sM910t
Lenovo-Part#:4XB0N67290

Attachment 1
AdditionalComments

PleaseNote:LenovohasazeroreturnpolicyonanycustombuildmachinesThankyouforchoosingSHIInternationalCorp!The
pricingofferedonthisquoteproposalisvalidthroughtheexpirationdatesetabove.Toensurethebestlevelofservice,please
provideEndUserName,PhoneNumber,EmailAddressandapplicableContractNumberwhensubmittingaPurchaseOrder.

SHIInternationalCorp.is100%MinorityOwned,WomanOwnedBusiness.
TAXID#22-3009648DUNS#61-1429481CCR#61-243957GCAGE1HTF0
Greaterthan4inchesandlessthan15inches$5.00
Equaltoorgreaterthan15inchesandlessthan35inches$6.00
35inchesandlarger$7.00

TheProductsofferedunderthisproposalaresubjecttotheSHIReturnPolicypostedatwww.shi.com/returnpolicy,unlessthereis
anexistingagreementbetweenSHIandtheCustomer.
 CITY OF CARMEL-BY-THE-SEA Attachment 2
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA [DESCRIBE ACTION

SUCH AS AUTHORIZING, APPROVING, RESCINDING, ETC .]

WHEREAS, AT THE JUNE 7, 2016 BUDGET MEETING THE CITY COUNCIL APPROVED FISCAL
YEAR 2016/17 CAPITAL IMPROVEMENT PLAN (CIP) FUNDING FOR THE PURCHASE OF COMPUTER
WORKSTATIONS FOR THE FISCAL YEARS 2016 THROUGH 2020,

WHEREAS, THE GOAL OF THE PROGRAM IS TO REPLACE A FRACTION OF THE COMPUTER

WORKSTATIONS EACH YEAR SO THAT AFTER A MODEST NUMBER OF YEARS WE RETIRE THE
OLDEST COMPUTERS IN ORDER TO KEEP PACE WITH TECHNOLOGY,

WHEREAS, A CAPTIAL IMPROVEMENT PROJECT ITEM WAS FUNDED AS PART OF THE 2017-18
CAPITAL IMPROVEMENT PROGRAM FOR THE UPGRADE OF COMPUTERS FOR THIS FISCAL YEAR,

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

ADOPT A RESOLUTION AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE AN

AGREEMENT WITH SHI INTERNATIONAL CORP FOR THE PURCHASE OF COMPUTER
WORKSTATIONS IN A TOTAL AMOUNT NOT TO EXCEED $27,130.95.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
XX day of XX, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk