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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...
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