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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Cooperative Purchase Agreement: Cyclical Laptops and Monitors Refresh Project
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the purchase of laptops, monitors, and docks utilizing a Cooperative Purchase Agreement with Dell Technologies in the estimated amount of $575,000.00. (IT-CPA-26-003) (Isaiah Kirk/Robin R. Wilson)
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STRATEGIC OUTCOME:
The cyclical technology replacement strategy of purchasing laptops, monitors, and docks aligns with the City Council's strategic outcome of Connected and Engaged by enabling City employees to become mobile quickly and securely, with minimal disruption to City services. This strategy ensures that the City’s workforce is equipped with the latest technology, enhancing the City’s ability to engage with the community, respond promptly to needs, and maintain active communication. The replacement strategy ensures that City operations remain efficient and reliable using up-to-date and dependable technology.
REPORT:
To improve the City’s current end-user computing infrastructure and ensure consistent availability and functionality, it is essential to address aging hardware and evolving technology needs. This alignment with best practices will bolster the City’s operational flexibility and security posture. Many of the City’s existing desktop and laptop devices are aging or no longer supported by the manufacturer. The purchase of new laptops, monitors, and docking stations will continue the City’s annual lifecycle plan to replace aging equipment and ensure ongoing support for future computing needs.
The Information Technology (IT) Department maintains roughly 1,200 computers throughout the City, and the City has implemented a cyclical technology replacement program, aiming to replace 25% of end-user computer equipment annually (approximately 300 computers with laptops and 300 monitors). This approach ensures that the inventory remains current and functional, with an average equipment age of four years for computers and six years for monitors. By refreshing the City’s technology, the City enhances employee mobility and operational efficiency, improving the ability to engage and serve the community effectively.
Each purchase includes configuration and warranty support. Viable refreshed computers will be repurposed as kiosk or shared computer replacements, while the remaining equipment will be donated or surplused. This strategy not only modernizes our technology but also aligns with the City’s goal of maintaining an efficient, connected, and engaged City workforce.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 575,000.00 |
BUDGETED: |
$ 575,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $575,000.00
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General |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
To continue this multi-year replacement project sufficient budget authority is programmed in the City Council approved FY 2026 Budget and financial forecast.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
None
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
06/26/2025 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
06/25/2025 |