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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Information Services Department
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DATE:
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March 14, 2011
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BOARD MEETING DATE:
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March 29, 2011
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Chris Flatmoe, CIO/Director of Information Services
Peter Tocchini, Shared Services Manager
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SUBJECT:
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County Purchases of Personal Computers, Servers, and Peripherals and associated Maintenance
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RECOMMENDATION:
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Adopt a Resolution waiving the Request for Proposals (RFP) process and authorizing the County Purchasing Agent to purchase personal computers, servers, and peripherals and associated maintenance that are branded Dell, Hewlett Packard, and Lenovo (previously IBM), for the term of March 29, 2011, through March 28, 2014.
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BACKGROUND:
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The Board approved Resolution #069328 on March 25, 2010, authorizing an Enterprise Tier vendor arrangement for Dell, Hewlett Packard (HP) and IBM branded personal computers, servers and peripherals from the channel partners of these corporations. The Information Services Department (ISD) is recommending another 3-year approval of this authorization to further standardize personal computers, servers and peripherals purchases.
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DISCUSSION:
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As our County migrates from conventional PCs and file servers to virtual desktops and virtual servers, we are recognizing the need to continue to purchase conventional PCs and file servers when legacy applications will not support virtualization. While conventional PCs and file servers will have a higher ongoing cost, referred to as Total Cost of Ownership (TCO), compared to virtual desktops and virtual file servers, we can lower the TCO of convention equipment through standardization. This standardization approach will minimize troubleshooting time while also reducing the cost of maintaining a pool of spare parts. Support for this recommendation will not eliminate the competitive purchasing process since Purchasing will still work from established contracts based on Volume Purchase Agreements and, when appropriate, request bids from multiple vendors to ensure the best price for the County.
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County Counsel has reviewed and approved the Resolution as to form.
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Approval of this Resolution contributes to the 2025 Shared Vision of a Collaborative Community by reducing overall support costs for PCs, servers and peripherals while enabling all County departments to reduce hardware acquisition time and effort.
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Performance Measures:
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Measure
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FY 2009-10
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FY 2010-11
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Actual
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Projected
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Technician to PC
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1:246
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1:250
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FISCAL IMPACT:
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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 equipments as a result of this action.
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