Vancouver City Council |
ADMINISTRATIVE REPORT
Date: May 27, 2003
Author Brian Campbell/331-4070
RTS No. 03409
CC File No. 1805
Meeting Date: June 10, 2003
TO:
Vancouver City Council
FROM:
Acting Director of Vancouver Public Library
SUBJECT:
Award of Microcomputer Contract
RECOMMENDATION
THAT Council approve Logicorp as the supplier of microcomputers to the Vancouver Public Library, for a three year term, plus a one year option to extend, on terms acceptable to the Director of the Library; source of funds to be the Information Technology Long Term Financing Plan. The estimated cost for microcomputer in 2003 is $504,600.
GENERAL MANAGER COMMENTS
Acting Director Vancouver Public Library RECOMMENDS approval of the foregoing.
POLICY The policy of the Library Board and of Council is to award contracts for the purchase of equipment, supplies and services that provide the highest value based on quality, service and price.
Contracts with a value over $300,000 are referred to the Library Board and to Council for approval.
PURPOSE
The purpose of this report is to seek approval for the award a contract for the purchase of microcomputers for the Library utilizing a funding source previously approved by Council.
BACKGROUND
Vancouver Public Library (VPL) replaces microcomputer equipment on the same four year cycle as the City. As a result of consolidation of various computer models, replacement equipment is purchased in the first three years of every cycle. 2003 is the first year of the four year cycle and equipment purchased in 1999 will be replaced.
On May 28, 2002, Council approved the 2002 Information Technology Infrastructure Expansion and Replacement Program which among other things provided for the replacement of out-dated desktop microcomputers throughout the City, including those at the Library, through 2004.
At its meeting of May 28, 2003 the Library Board approved the awarding of this contract to Logicorp, subject to Council also approving the award.DISCUSSION
The tender was advertised in the Vancouver Sun as required by the Library purchasing policy and sent to two companies, Logicorp, our current supplier, and Microserve, the City's current supplier. The Library will only accept responses from companies representing manufacturers listed on the B.C. Government Master Standing Offer and those with experience installing 300 or more workstations within two weeks.
Five companies picked up the tender and four provided full responses. One company provided three different proposals.
The Seanix 865 model was bid by three companies. Seanix was the only model bid that incorporates the new 865 chipset. This is the new Intel generation of chipset which will be released at the end of May 2003. Seanix also has greater expansion capability (4 slots instead of 2) and faster DVD/CD-ROM player. The equipment maintenance program also has greater flexibility.
On the basis of the analysis of the equipment proposed and the cost proposals, it was concluded that Logicorp provides the best value for the Library. The Logicorp bid was also the low bid.
FINANCIAL CONSIDERATIONS
The estimated cost for microcomputers in 2003 is approximately $504,600, with pricing for subsequent years to be satisfactorily negotiated with the vendor. Should pricing not be satisfactory to the Library in a subsequent year, the microcomputer purchase would be re-tendered in that year.
Approximately 375 computers and 80 monitors will be replaced in 2003, and an estimated 716 in 2004/2005 providing price comparisons over those years are still favourable. Purchases under the contract will be processed on an as-needed basis by the Director of Corporate Services of the Library.
The estimated cost of 375 microcomputers and 80 monitors in 2003 is $ 504,600. Funding for this purchase was approved by Council on May 28, 2002 with the source of funding to be the Information Technology Long Term Financing Plan.
CONCLUSION
Logicorp provides the best value to the Library and it is recommended that the three year plus option contract for the purchase of microcomputers be awarded to Logicorp.
* * * * *