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CC - CONSENT ITEM: Approval of Multiple Cooperative Purchase Agreements with the State of California for Purchase of Dell Product Hardware (Desktops, Laptops, Monitors, and Enterprise Technology) in an Aggregate Amount Not-to-Exceed $250,000.
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CC - CONSENT ITEM: Approval of Multiple Cooperative Purchase Agreements with the State of California for Purchase of Dell Product Hardware (Desktops, Laptops, Monitors, and Enterprise Technology) in an Aggregate Amount Not-to-Exceed $250,000.
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Meeting Date: September 8, 2025
Contact Person/Dept.: J.R. Wright/Information Technology
Phone Number: (310) 253-5959
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Attachments: Yes [X] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/04/2025)
Department Approval: J.R. Wright, Chief Information Officer (08/11/2025)
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RECOMMENDATION
Staff recommends the City Council approve multiple cooperative purchase agreements with the State of California for Dell product hardware (desktops, laptops, monitors, and enterprise technology) in an aggregate amount not-to-exceed $250,000.
BACKGROUND/DISCUSSION
Each year, the City purchases a variety of computers, laptops, and server hardware from Dell Computer Corporation to meet the business needs of all City departments. As a government entity, the City is eligible for reduced rates through Dell's government pricing.
In addition to the direct government pricing, the City seeks to leverage the State of California's Leveraged Procurement Agreement (LPA) with Dell to further reduce costs. The LPA, established through a competitive solicitation by the California Department of General Services (DGS), provides additional purchasing benefits.
Under Culver City Municipal Code Section 3.07.055.G, bidding requirements are exempted when competitive bids have already been utilized by other public agencies, including federal, state, and county governments.
Historically, the City Council has approved a blanket purchase order with Dell as part of the annual budget adoption process. For Fiscal Year 2024-2025, Council approved a blanket purchase order with Dell and Granite in an amount not-to-exceed $250,000. Due to supply chain issues, tariff uncertainty, and new device form factor availability, the City was unable to purchase equipment in Fiscal Year 2024-2025 for the mandated Windows 11 upgrade.
Staff is not requesting additional funding; instead, the goal is to continue utilizing the purchasing options available by utilizing the LPA with Dell. This procurement mechanism will allow the City to purchase the Dell equipment at the most competitive rates. The City will either procure directly from Dell or through Granite Data Systems, both of which offer the same pricing benefits through the LPA. The City will always seek the lowest quoted price from both vendors and will ensure total spending does not exceed the approved $250,000 limit.
Staff recommends approval of the use of the State of California's LPA contract, allowing the City to procure hardware from either Granite Data Systems or directly from Dell, with an emphasis on obtaining the best available pricing while remaining within the approved not-to-exceed amount of $250,000.
FISCAL ANALYSIS
There is sufficient funding in the Adopted Budget for Fiscal Year 2025-2026 to purchase up to $250,000 of equipment under these agreements. Funding for computers, laptops and server hardware is included in CIP Project #PZ388 (Technology Replacement Fund), Account No. 20370200-732150 (Transportation Operations - IT Equipment) and Account No. 10124300-732120 (IT/Public Safety - IT Equipment).
ATTACHMENTS
1. Dell PC Goods 70-31A Supplemental 14
2. Dell PC Goods 70-31B Supplemental 16
3. Dell PC Goods 70-31C Supplemental 13
4. Dell Enterprise Technology 70-19-04 Supplemental 2
5. Dell Enterprise Technology 70-19-17 Supplemental 1
MOTION(S)
That the City Council:
1. Approve the following State of California cooperative purchase agreements in an aggregate amount not-to-exceed $250,000:
a. 1-22-70-31A PC Goods - Dell Products (Desktops, Thin Desktops, Thin Laptops, Rugged Laptops);
b. 1-22-70-31B PC Goods - Dell Products (Monitors);
c. 1-22-70-31C PC Goods - Dell Products (Laptops);
d. 1-24-70-19-04 Enterprise Technology - Dell Products (Dell/EMC Silo); and
e. 1-24-70-19-17 Enterprise Technology - Dell/EMC Products; and
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.