REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
SUBJECT
Title
Approve the purchase of computer equipment (laptops and docking stations) from Dell Technologies (Dell) in an amount not to exceed $1.6 million, utilizing National Association of State Procurement Officials (NASPO) Contract MNWNC-108/715034003 as part of the Citywide Computer Replacement Plan.
Body
RECOMMENDATION
Staff recommends that City Council approve the purchase of computer equipment (laptops and docking stations) from Dell Technologies in an amount not to exceed $1.6 million utilizing NASPO Contract MNWNC-108/715034003. This will be the first purchase for the newly created Citywide Computer Replacement Plan.
EXECUTIVE SUMMARY
On March 10, 2022, the City Council approved AAR No. 2021-178 to appropriate $500,000 for the newly established Citywide Computer Replacement Plan (Plan). In the FY23 approved budget, $1.6 million was allocated from fixed revenues to fund the replacement plan. The first year of expenses are projected to be $1.345 million and will allow for 500 laptops, docking stations, and laptop cases from Dell, replacing the oldest City computers and entering them into the 5-year replacement cycle. Due to the fluctuating cost of technology and possible supply issues, the request is for an amount not to exceed $1.6 million to allow for any potential increases. Funding for this contract is available within the adopted FY23 budget and pricing is based on NASPO Contract MNWNC-108/715034003.
BACKGROUND
The Plan was put in place to establish predictable technology replacement cycles. In past years, budget constraints have resulted in continued use of outdated equipment which, in turn, has increased our cyber security risk. Computer replacements should not be considered one-time costs but rather an ongoing expense of running the City. Creating predictable replacement cycles will keep the City's business operations running ...
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