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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director IT Operations & Ken Nelson, IT Operations Manager
DATE: November 19, 2018
SUBJECT:
Requesting authority to purchase (50) HP Probook laptops, (50) Microsoft Surface laptops, 50 Microsoft Surface Pro tablets, their supplies and three year warranties from Insight Public Sector of Addison, IL in the amount of $141,380.55.
PURPOSE:
This purchase would replace administrative laptops in use by administrative staff, inspectors, police & fire personnel, directors and division heads. The current laptops are inadequate, over five years old, and are no longer under warranty.
BACKGROUND:
The IT Division is implementing a new cost savings measure by rolling out a new initiative of personnel having only one device. If there is a need for a laptop, the person requesting will also use that as their desktop. This lowers the cost by not having to buy both a desktop and a laptop for one employee. The laptop would only need a docking station while in the office, along with monitor, keyboard and mouse. This is only for employees who need a laptop required in their job duties. Personal Computers will still be purchased for those who do not need a laptop. Doing this initiative, we won't have to purchase as many PCs as in the past. Part of the purchase is also for Surface Pro tablet devices that will replace the outdated Surface Pro tablets located in the front line responder vehicles at the fire department. Those tablets are used to obtain patient signatures, transfer vital information to hospitals, and for billing purposes.
It is the intention next year to bid these items so we can replace 1/3 of the equipment annually. This purchase is to begin the replacement of outdated equipment that are currently out of warranty.
DISCUSSION:
It is intended that these devices will be purchased using the US Communities purchasing power. US Communities aggregates purchasing volume of participating agencies in order to receive larger volume discounts from suppliers. US Communities serves as a government cooperative purchasing organization for agencies nationwide and their agreements are made available to eligible agencies including City and Local Governments. Attached is a cost analysis that IT performed and US Communities had the best pricing per laptop and tablet.
The 2018 remaining Budget in account 101-1380-419.64-12 Supplies-Computer/Computers is $199,000.
This purchase will be made off of US Communities IT Products & Services contract #4400006644.
IMPACT STATEMENT:
Impact on the public is positive because a cost saving initiative would be implemented.
RECOMMENDATIONS:
I request approval to make the aforementioned purchase.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution requesting authority to purchase (50) HP Probook laptops, (50) Microsoft Surface laptops, 50 Microsoft Surface Pro tablets, their supplies and three year warranties from Insight Public Sector of Addison, IL in the amount of $141,380.55.
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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, the current laptops and tablets are inadequate, over five years old, and are no longer under warranty, and
WHEREAS, funds are available in accounts 101-1380-419.64-12, and
WHEREAS, the required laptops are supplied by US Communities IT Products & Services state contract #4400006644.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: requesting authority to purchase (50) HP Probook laptops, (50) Microsoft Surface laptops, 50 Microsoft Surface Pro tablets, their supplies and three year warranties from Insight Public Sector of Addison, IL in the amount of $141,380.55.