REPORT TO COUNCIL
SUBJECT
Title
Action on Purchase Order with Dell Marketing LP for Citywide Hardware Refresh
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City relies on computers and technology to manage all City services and business activities. Currently, the City's Information Technology (IT) Department manages approximately 800 desktop computers, 500 laptops with docks, and 2,000 monitors, all deployed to end-users for their daily work activities.
The generally accepted lifespan for these assets is five years for desktops and monitors, and three years for laptops. However, the City extends the use of its desktops and monitors to six years, and four years for laptops to maximize the value of the technology investment and align with budgetary considerations.
Due to unforeseen factors, such as the COVID-19 pandemic, the City delayed the replacement schedule leading to many assets nearing or exceeding their budgeted useful life. The IT Department is currently preparing for a citywide refresh of approximately 750 desktops, 400 laptops, and 1,800 monitors over the next few fiscal years, pending budget appropriations.
In preparation for this refresh, the IT Department worked closely with the Purchasing Division to determine the appropriate procurement process. This refresh will replace outdated hardware and upgrade operating systems from Microsoft Windows 10 to Windows 11.
DISCUSSION
Staff recommends issuing Purchase Orders (POs) to Dell Marketing LP for the purchase of Dell computers, laptops, and monitors under the authority of City Code Section 2.105.270(c) which states that the City may, without observing formal bidding requirements, "contract with a vendor under a contract awarded using preestablished cooperative purchasing agreements, when such agreement resulted from a competitive bid process that meets or exceeds the City's competitive bid process."
The Purchasing Division Manager has de...
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