11 December 2021

MR. JUAN DELA CRUZ

Chairperson, Bids and Awards Committee
Spratlys Islands, Zambales

Dear Mr. dela Cruz:

RECOMMENDATION FOR THE ACQUISITION OF A COMPUTER

SERVER TO FACILITATE THE COMPUTERIZATION OF THE
PROCESSES RELATED TO THE ENROLLMENT OF
XYZ TECHNOLOGICAL COLLEGE

SUBJECT:

Request for the acquisition of Dell Power Edge T640 Gold costing P 600,000.00 in order to centralize the
records of the students of XYZ Technological College and facilitate the computerization of the enrollment
as well as other processes relevant to the operation of the said institution.

IT IS RECOMMENDED THAT THE BIDS AND AWARDS COMMITTE:

1. Approve the acquisition of the computer server whose specifications are as follows:
 2. Approve the release the fund necessary to make the acquisition possible as specified in the
annual investment plan for the school-year 2018-2019.
JUSTIFICATION OF RECOMMENDED ACTION

1. The population of XTC has been steadily increasing over the years. For this school-year the total
 student population has increased to around 1200 students and well expect the trend to continue
more so if the Commission on Higher Education approves our petition to offer free tuition fee for
the coming school year.

2. The institution is hoping to open new courses which make the processes of recording and
monitoring more challenging.

3. The computerization of processes particularly those related to the enrollment process will enable
us to better serve our students by guaranteeing faster more accurate transactions.

4. The choice of brand and model was based on the features that would make it ideal for the use of
the institution noteworthy of which include the following:

a. Xeon 5118 processor with a base speed of 2.3 GHz with 12 cores which translates to faster
processing of data and is ideal in a network environment where we expect several
transactions happening simultaneously.
b. Main Memory of 32 GB expandable to 1.5Tb with a speed of 2,666 Mega Transfers per second
which guarantees fast read and write to and from the memory.
c. 2 – 1.2 Terabytes of Hard Disk Drive that can be further expanded to accommodate up to 122
Terabytes.
d. Integrated Dell Remote Access Controller (iDRAC9 Enterprise) which enables remote server
administration.
e. Windows Server 2016 which is designed with enhanced cloud support and security which is
essential since we plan to make enrollment available over the internet.
f. 1.5 Kilo Volts Ampere Uninterruptible Power Supply to ensure that the data will be secured in
case of power outages.

IMPLEMENTATION OF STRATEGIC PLAN GOALS

The implementation of the computerization of XTC is essential to meet the Information Technology
requirements of key departments of the institution which include the registrar, cashier, student services
as well as the different programs managing the courses.
FISCAL IMPACT

The acquisition of the server is already stipulated in the Annual Investment Plan for the current school
year which guarantees that there is enough funds to finance the said acquisition.
CONCLUSION

After stating the arguments mentioned above, may we ask the Bids and Awards Committee to expedite
the acquisition of the server.