COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Information Services

 

DATE:

September 8, 2004

BOARD MEETING DATE:

September 28, 2004

 

TO:

Honorable Board of Supervisors

FROM:

Chris Flatmoe, CIO/Director Information Services

SUBJECT:

County Selection of Personal Computers, Servers, and Peripherals and Waiver of the Request for Proposals Process.

 

RECOMMENDATION:

Adopt a resolution authorizing the Purchasing Agent to make exclusive personal computer, server, and peripheral purchases for a period of three years from the following name brand companies: Dell, Hewlett Packard, and Gateway and waive the request for proposals (“RFP”) process.

 

BACKGROUND:

Your Board approved resolution #64825 (Exhibit) at your October 2, 2001 meeting authorizing sole source purchases of Dell, Hewlett Packard (then Compaq), and Gateway brand computers. The Information Services Department is recommending that this decision be reconsidered and adopted for another three-year period from October 3, 2004 through October 2, 2007.

 

DISCUSSION:

These brand name computers, servers, and peripherals are what the Gartner Group describes as “Enterprise Tier” vendors. An Enterprise Tier vendor is one that has the following characteristics:

    Suitable for large volume purchases, enterprise deployments, and centralized procurement initiatives.

    Offers State/local government and major account programs, worldwide sales, service, and support capabilities.

    Offers third party support, extensive quality assurance, and testing programs.

Another important factor for consideration of computer hardware purchases is Total Cost of Ownership (TCO). Standardizing on fewer brands of personal computers and servers minimizes troubleshooting time, parts inventory, technical training, and vendor coordination.

The best interest of the county is served by the decision to select from these three name brands as industry research firms consistently rate them high in service reliability, on-site warranties, and telephone support. San Mateo County’s experience with these brands confirms these reports, as they are reliable and provide good value to the County.

This decision will not limit any single department’s purchasing requirements. Individual departments would have the option of purchasing from these companies or any other vendor that meets their needs. This resolution would allow departments choosing to purchase Dell, Hewlett Packard, or Gateway computers, servers, or peripherals to procure them without having to submit a sole source justification for each purchase, thereby streamlining the purchasing procedure.

 

VISION ALIGNMENT:

This decision fulfills the County’s commitment to responsive, effective and collaborative government and goal number 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

 

FISCAL IMPACT:

Purchases of computers, servers, and peripherals will come from departmental appropriations. There is no obligation on the part of the County to purchase any amount or type of equipment as a result of this action.