To: Mark R. Hafner, City Manager
From: Sean Vreeland, Director of Information Technology
Subject:
Title
Consider a resolution approving the purchase of Dell technology products, through the State of Texas Department of Information Resources (DIR) Cooperative Purchasing Program, for the Information Technology Department, and further authorizes the City Manager to execute all purchase documents relating thereto on behalf of the City of Keller.
Action Requested:
Consider a resolution approving the purchase of Dell technology products, through the State of Texas Department of Information Resources (DIR) Cooperative Purchasing Program, for the Information Technology Department, in the total amount not to exceed $88,950.
Background:
The State of Texas Department of Information Resources (DIR) provides a cooperative purchasing program that allows all State and local governments to benefit from the State’s shared purchasing power. DIR has entered into a contractual agreement with Dell Marketing, LP, of Round Rock, Texas, on behalf of State and local governments, for the purchase of technology products, under contract number DIR-SDD-1951. In order to simplify and reduce the cost of equipment, the City is utilizing the referenced contract to purchase computer equipment as outlined in the Fiscal Year 2017-18 Annual Budget.
The City maintains a comprehensive inventory, structured replacement plan and new budget request process called the Keller Technology Plan (KTP). All technology requests, whether replacement of existing equipment or for the purchase of new equipment, are reviewed and prioritized through the KTP. This year’s plan calls for the purchase of sixty one (61) desktop computers, seven (7) laptops, twenty (20) monitors, one (1) server, and miscellaneous peripheral equipment. The Information Technology Department purchases computer related products throughout the year on an as needed basis. This resolution approves the not to exceed purchase of $88,950 of Dell computer related equipment, approved within the FY2017-18 Annual Budget.
Budget Impact:
All replacement equipment is funded through the Information Technology Fund, while all new equipment is funded by the requesting department’s budget, as approved in the Fiscal Year 2017-18 Annual Budget and Keller Technology Plan.
By participating in the State of Texas Department of Information Resources (DIR) Cooperative Purchasing Program, the City of Keller meets all State and local competitive bidding requirements, while also benefiting from increased buying power through the cooperative purchasing network.
Financial Considerations:
The City strives to provide quality technology services while ensuring the City receives a high return on investment for technology related purchases. The City maintains a structured replacement schedule to maintain a high level of technology services while minimizing cost. Technology products are a tool for the City to manage and improve daily operations; staff consistently monitors products to ensure each tool is suitable for each application. The replacement plan helps reduce down time associated with equipment failure, reduces labor and parts maintenance expenses, and improves performance.
Citizen Input/Board Review:
N/A
Legal Review:
Legal has reviewed prior Dell contracts to form and content. Current contract matches prior contracts approved by legal.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial