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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: March 29, 2023
SUBJECT:
Requesting approval to purchase computer equipment from Dell, Inc., Round Rock, in an amount not to exceed $250,000.
PURPOSE:
This purchase will allow City IT staff to continue to provide replacement and new computers for City staff for the remainder of 2023.
BACKGROUND:
Prior to 2023, City IT staff budgeted for replacement computers annually. During the 2023 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 2023 budget.
As City IT staff have standardized on Dell computers for employee use, at the beginning of 2023, City IT staff worked with City Finance staff to create a purchase order $50,000 for Dell computer purchases. Any expenses that exceed this $50,000 total would need to be brought to Council for approval.
DISCUSSION:
Without a DaaS agreement in place, City IT staff needed to continue with individual, direct purchases from Dell via the Midwestern Higher Education Compact (MHEC) cooperative, contract number MHEC-04152022.
The total request for this resolution is for $250,000 which includes:
- $50,000 for the initial 2023 purchase order described above
- $150,000 for additional city-wide computer purchases
- $50,000 for the purchase of Computer Aided Dispatch (CAD) computers for the new primary and backup Public Safety Answering Points (PSAPs) and Emergency Management Authority (EMA) location.
The quote for the PSAP computers is attached to this resolution and will replace computers that are currently over seven years old and no longer performing adequately. The purchase of these PSAP computers will be made using existing Emergency Telephone System Board (ETSB) funds and a budget transfer will be submitted for account # 211-1280-419.64-12.
A budget amendment will be submitted to City Council requesting $150,000 in additional funds to account 101-1280-419.64-12 for city-wide computer purchases for the remainder of 2023. This budget amendment and the existing previously budgeted balance in 101-1280-419.64-12 will cover the expenses for city-wide computer purchases for 2023.
IMPACT STATEMENT:
Fully one-third of City staff computers need to be replaced annually in addition to any new devices purchased. Without these funds, computers would be utilized that are beyond warranty and beyond useful life which will increase costs to the City.
In addition, the computers at the primary and backup PSAP locations are over seven years old and no longer performing adequately. Continuing to utilize these computers will adversely affect public safety functions.
RECOMMENDATIONS:
Request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to approve the purchase of computer equipment from Dell, Inc., Round Rock, TX in an amount not to exceed $250,000.
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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 of Aurora is identifying and replacing its outdated and underperforming systems; and
WHEREAS, the City has standardized on Dell computers for employees; and
WHEREAS, fully one-third of City computers need to be replaced annually; and
WHEREAS, computers in the primary and backup Public Safety Answering Point locations need to be replaced; and
WHEREAS, Dell, Inc. participates in the Midwestern Higher Education Compact (MHEC) cooperative, contract number MHEC-04152022; and
WHEREAS, funds are available for Public Safety Answering Point (PSAP) computers in the Emergency Telephone System Board (ETSB) fund; and
WHEREAS, a budget amendment will be submitted to City Council requesting $150,000 in additional funds to account 101-1280-419.64-12.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves purchase of computer equipment from Dell, Inc., Round Rock, TX in an amount not to exceed $250,000 and the Director of Purchasing to issue the necessary orders.