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TO: Mayor Thomas J. Weisner
FROM: James Dahl, MIS Director
DATE: May 27, 2016
SUBJECT:
Request for approval of a resolution to enter into an agreement with CDW-Government to supply the IT Department with Dell personal computers and workstations through December 31, 2018.
PURPOSE:
As in previous years, the IT Department wishes to maintain standardized computer systems by awarding a multi-year agreement for personal computer and workstations.
BACKGROUND:
This is the third multi-year agreement the IT Department has brought forward. The previous agreement ended on December 31, 2015.
DISCUSSION:
By awarding a three year agreement the IT Department is able to ensure standardized and compatible computers are utilized over the long-term. This method creates a lower total cost of ownership in three ways:
1. All IT Divisions are standardized on the same computer models.
2. Standardization eliminates the need to stock replacement parts and components for
various models of computers.
3. Standardization lessens the need for IT staff to research models before offering
technical support. They already know what type of computer is deployed in the field.
In February of 2016 the IT department released bid number 16-06 for PC replacement. The bid packet listed all technical specifications for personal computers and workstations, and allows the purchase of up to 300 applicable computers through December 31, 2018.
As indicated by the attached bid tabulation form, at an average cost of $720.00 the bid from CDW-G has the lowest average cost. This bid also fully met the specifications for both personal computers and workstations.
This is a budgeted item. Funds are available in accounts 101-1232-419.64-12 and 101-1233-419.64-12.
The Finance Department has been contacted to ensure that neither Dell nor CDW-G have outstanding debt with the City.
IMPACT STATEMENT:
There will be no impact on the General Public, or other departments and divisions. Impacts on the IT Department are positive, and include a lower cost of ownership and increased efficiencies.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution approving the purchase of up to 300 Dell personal computers and workstations through CDW-Government of Vernon Hills, Illlinois, through the date of December 31, 2018.
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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 City of Aurora IT Department wishes to standardize on a common personal computer and workstation platform, and
WHEREAS, bid packet "16-06 Purchase of Personal Computers" for the purchase of up to 300 computers through December 31, 2018 was released in February of 2016, and
WHEREAS, analysis of the resulting bid packet proposals indicate CDW-G's proposal was the lowest responsible bid, and
WHEREAS, funds are available in accounts 101-1232-419.64-12 and 101-1233-419.64-12; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorization to purchase up to 300 personal computers and/or workstations from CDW-Government through December 31, 2018, and the Director of Purchasing is hereby authorized to execute all associated purchasing documents.