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TO: Mayor Richard C. Irvin
FROM: Michael R Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
Erick Davis, IT Service Desk Coordinator
DATE: May 30, 2024
SUBJECT:
Requesting approval to purchase computer equipment from Insight Public Sector, Chandler, AZ, and Dell, Inc., Round Rock, TX, in an amount not to exceed $350,000.
PURPOSE:
This purchase will allow City IT staff to continue to provide replacement and new computers for City staff for the remainder of 2024.
BACKGROUND:
Prior to 2023, City IT staff budgeted for replacement computers annually. During the 2024 budget cycle, staff brought forth a Device as a Service (DaaS) decision package to have a partner efficiently and cost-effectively manage the procurement, deployment, and disposal of City computer assets. This decision package was not approved for the 2024 budget.
In prior year resolutions, City IT staff standardized on Dell computers for employee use and purchased these devices directly from Dell. As was done in prior years, City IT staff worked with the Purchasing Department to create a $50,000 purchase order for initial purchases from Dell in 2024. Purchases direct from Dell were made through the Midwestern Higher Education Compact (MHEC) Contract number: MHEC-04152022 which expires on June 30, 2025.
Due to changing employee needs, IT staff desires the flexibility to support devices from different manufacturers and platforms when needed. At present, needs have been established for Dell computers, Apple computers and tablets, as well as Panasonic devices.
Computers and components purchased for City staff are purchased from a State or cooperative contract and therefore the same cost no matter where purchased, IT staff desire to simplify the purchasing process by utilizing to Insight for the City’s needs. Insight has the breadth to provide Apple, Dell, HP, Panasonic and other devices on a State or cooperative contract. Purchases from Insight will be made through the OMNIA Partners, Public Sector (OMNIA) Contract number: 23-6692-03 which expires on April 30, 2026.
To meet an immediate employee need, an IT staff member and IT employee purchased MacBook and peripherals using a procurement card. This purchase was made outside of the 2024 purchase order and therefore requires ratification.
DISCUSSION:
With needs for multiple platforms and operating systems, City IT staff seeks to purchase from a single reseller that can provide needed devices. City IT staff worked with Insight for quotes as Insight can provide devices from many manufacturers and is able to match or exceed State-contracted pricing. Purchases will be made from Insight via competitively bid contracts.
The total request for this resolution is for $350,000 which includes the following items:
- $50,000.00 for the initial 2024 purchase order from Dell
- $6,065.00 ratification for Apple products purchased as described above.
- $293,935.00 for additional city-wide computer purchases from Insight
Funds exist in account 101-1280-419.64-12 for these expenses.
Testing is currently underway with the Police Department to replace their existing laptop fleet. This purchase will be brought to Council under a separate resolution.
IMPACT STATEMENT:
Fully one-third of City staff computers need to be replaced annually in addition to any new devices purchased. Without these purchases, computers would be utilized that are beyond warranty and beyond useful life which will increase costs to the City.
RECOMMENDATIONS:
Request the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the purchase of computer equipment from Insight Public Sector, Inc., and Dell, Inc., in a total aggregate amount not to exceed $350,000.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, as part of its Technology Strategic Plan, the City is identifying and replacing its outdated and underperforming systems; and
WHEREAS, fully one-third of City computers need to be replaced annually; and
WHEREAS, purchases direct from Dell were made through the Midwestern Higher Education Compact (MHEC) Contract number MHEC-04152022 which expires on June 30, 2025; and
WHEREAS, purchases from Insight will be made through the OMNIA Partners, Public Sector (OMNIA) Contract number 23-6692-03 which expires on April 30, 2026; and
WHEREAS, funds are available in account 101-1280-419.64-12 for this purchase.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the purchase of computer equipment from Insight Public Sector, Inc., and Dell, Inc. in a total aggregate amount not to exceed $350,000.00 shall be and hereby is authorized; and further
BE IT RESOLVED, that the Director of Purchasing shall be and hereby is authorized to issue such purchase orders are necessary to carry the purposes of this Resolution into execution, provided that nothing in this Resolution shall be construed as directing the Director of Purchasing to issue said purchase orders or execute any contract on behalf of the City that does not comply with the City's procurement policies and obligations.