HomeMy WebLinkAboutFCS-17-064 - End-User Computing Devices and Services
REPORT TO: Committee of the Whole
DATE OF MEETING: 2017-03-20
SUBMITTED BY: Michelle Palmer, Director of Supply Services
519-741-2200 ext. 7214
PREPARED BY: Ryan Scott, Buyer, 519-741-2200 ext. 7216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2017-03-10
REPORT NO.: FCS-17-064
SUBJECT:Ontario Education Collaborative Marketplace (OECM)
Proposal #2016-261 for End-User Computing Devices and
Services
___________________________________________________________________________
RECOMMENDATION:
That the City of Kitchener piggyback on the Ontario Education Collaborative
Marketplace (OECM) Proposal #2016-261 for End-User Computing Devices and
Services, with Dell Canada Inc., Toronto, Ontario, at an estimated spend of
$2,260,510., based on their proposed unit prices for a five (5) year period, with an
option to renew for two (2) additional twenty-four (24) month periods.
BACKGROUND:
In alignment with the City’s mobile strategy, end user mobile devices and enabling
technology infrastructure (software and server components) help save time, improve
productivity, allows for location flexibility and helps streamline business processes.
Piggybacking on this cooperative agreement allows the City to receive volume price
discounts while purchasing various hardware devices (servers, data center storage,
rugged tablets, rugged laptops, lightweight laptops, standard laptops, power user
laptops, and mini all in one desktops) in order to best fit each business application.
The City’s estimated spend against this is contract for a five (5) year period is
$2,260,515. The actual spend will depend on the level of activity throughout the term of
the contract.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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REPORT:
In the summer of 2016, the OECM issued a Request for Proposal (RFP) for End-User
Computing Devices and Services. The RFP was awarded to Dell Canada Inc. with an
effective date of February 10, 2017.
Broader public sector organizations can take advantage of the terms and pricing offered
within this agreement. As a result, the City engaged in dialogue with Dell Canada Inc.
who provided the City with the hardware list and the terms and pricing offered within the
agreement. Through a review of the agreement as well as current costs gathered
through historical competitive processes facilitated by the City, staff have assessed that
this contract offers the best value for the City.
The agreement was reviewed by C. Hassarajani, Manager of Client Services, S.
Asmundson, Supervisor of Network Systems and R. Scott, Buyer, who concur with the
above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener’s purchasing policies and practices ensure openness, fairness
and transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
Funding for purchases will primarily come from the computer reserve fund as most
purchases relate to the replacement of existing information technology infrastructure.
Purchases for specific projects or programs will be funded from relevant operating or
capital accounts
COMMUNITY ENGAGEMENT:
INFORM - Potential vendors are informed of bid opportunities through the public posting
of bid documents as outlined in the City’s Purchasing By-Law. Vendors, local media
and the general public are informed of purchasing recommendations to Council through
the public reports which are included with the Council agenda the week prior to the
Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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