To: Brian K. Flewelling, Public Works Committee Chairperson
From: Michael Dawisha, CIO
title
RE: Approval of a purchase order to Dell for FY26, in an amount not to exceed $200,000, for the purchase of computers and docking stations as part of our scheduled refresh program, the costs of this agreement will be paid from account 1010-228.01-978.006
recommendation
BOARD ACTION REQUESTED:
Approval of a purchase order to Dell in an amount not to exceed $200,000, for the purchase of computers and docking stations as part of our scheduled refresh program, the costs of this agreement will be paid account 1010-228.01-978.006.
BACKGROUND:
This purchase is part of the IT Department's ongoing target of a 5-year IT equipment refresh program. The refresh ensures that outdated or broken computers are replaced on a regular schedule. This order includes equipment for current staff, new hires and replacements that are no longer working.
DISCUSSION:
The IT Department is requesting approval to place a large order with Dell, to continue the ongoing equipment refresh project. Replacing aging hardware Is essential to reducing downtime, enhancing performance, and maintaining security standards.
IMPACT ON HUMAN RESOURCES:
There is no impact on Human Resources.
IMPACT ON BUDGET:
This is a budgeted expense, being purchased under Dell Midwestern Higher Education Compact (MHEC) Master Agreement, Contract Code C00000979569. The cost to be paid from account 1010-228.01-978.006. The current vendor quote is for $199,838.48 which is for the purchase of 102 Dell Pro 16 PC16250, 26 Dell Pro 13 Plus PB13250 and 145 Dell Pro Docking stations. While market conditions remain volatile, the number that is ordered may differ from the list above to meet the $200,000 threshold. Ongoing shortages of RAM and SSDs are contributing to continue price increases. Purchasing through Dell under the MHEC Master agreement saves the department over $250,000.00. Similar vendor costs to purchase the same i...
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