CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Cooperative Procurement 18-250, Hewlett Packard Hardware, to Hewlett Packard, Inc. for an amount not to exceed $260,136
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DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Information Technology Department (IT) maintains the technology hardware environment for City staff across all departments. This environment includes desktops, workstations, laptops and monitors. IT staff works with each city department to address their computing requirements, including replacing current technology hardware and purchasing new technology hardware.
DISCUSSION:
Replacement Technology Hardware
Devices that reached the end of their warranty were reviewed for job requirements, with an emphasis placed on the functionality of the ERP software and mobility. The required replacements include the following items:
• One hundred twenty (120) devices were identified as being at the end of maintenance and continue to require a desktop environment to fulfill current computing needs. The recommended models are the Hewlett Packard EliteDesk 800 G4 SFF and HP EliteDesk 800 G4 Mini PC.
• Seventeen (17) engineering desktop devices were identified as being at end of maintenance and require a system to accommodate the computing needs of the current AutoCAD software. The recommended model is the Hewlett Packard Z4 Workstation.
• Forty-two (42) devices were identified as being at the end of maintenance and require computing mobility. The recommended models include the Hewlett Packard EliteBook 840 G5, Hewlett Packard EliteBook 1030 G3 and the Hewlett Packard NVIDIA (Engineering) ZBook.
• Forty-three (43) monitors were identified as being undersized for current video requirements. The recommended replacement monitor for these systems is the Hewlett Packard EliteDisplay Energy Star qualified E243 Monitor.
New Technology Hardware
The IT staff also works with each City department to address their computing requirements for new processes and job requirements. Departments have identified the need for the following new devices in fiscal year 2018.
• Six (6) desktops for the Emergency Operations Center (FIRE-EMA) for the weather and warning siren systems. The recommended model is the Hewlett Packard EliteDesk 800 G4.
• Six (6) Laptop Docks for the Mobile Operations Center (FIRE-EMA). The recommended model is the Hewlett Packard Thunderbolt Dock 120W G2.
• One (1) Laptop for the Finance Procurement Officer. The recommended model is the Hewlett Packard EliteBook 840 G5, EliteBook.
• One (1) Laptop for the Police Special Events Sergeant. The recommended model is the Hewlett Packard EliteBook 840 G5, EliteBook.
An existing National Alliance of State Purchasing Officials (NASPO) cooperative agreement (MNNVP-133-ILTPP) has been identified to procure the required Hewlett Packard desktops, workstations, laptops and monitors.
FISCAL IMPACT:
CIP #: N/A
Hewlett Packard Hardware is expensed to the technology hardware accounts below. A total of $696,700 has been budgeted across these accounts for the purchase of desktops, workstations, laptops, monitors, and other hardware in 2018. The requested award of $260,136 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Budgeted Amount |
|
16101100-541410 |
General Fund |
$520,050 |
|
40101300-541410 |
Electric Utility Fund |
$64,000 |
|
41101500-541410 |
Water Utilities Fund |
$37,000 |
|
51103200-541410 |
Naper Settlement Fund |
$8,850 |
|
22101100-541410 |
General Fund |
$65,500 |
|
21101100-541410 |
General Fund |
$30,600 |
|
15101100-541410 |
General Fund |
$7,500 |