DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
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Authorization To Execute Contract For Purchase Of 2024 Computer Hardware Replacement Equipment
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PURPOSE/ACTION REQUESTED
Authorize the Enterprise Finance and Information Services Director to execute a contract with NowMicro Inc. for the purchase of 700 replacement computers.
SUMMARY
Annually, the Information Technology (IT) Department works with departments across the County to review and replace computer hardware no longer supported under warranty. The current computer hardware lifecycle is four years, this provides County staff with computer equipment covered under four-year hardware replacement warranty. Replacing aging hardware at the end of the lifecycle ensures staff are regularly supplied with updated computer hardware for their work and preserves the depreciated resale value of the aging hardware which offsets the hardware disposal costs. The requested purchase would replace half of the computer hardware purchased in 2020 in response to COVID-19 and whose warranties are expiring in 2024. The remaining computers with warranties expiring in 2024 will be replaced in 2025. Deferring half of the replacements until 2025 is necessary to help budget funds and workload for replacements in the future.
Dakota County participates in the Minnesota Cooperative Purchasing Venture (CPV), which allows it to purchase goods from contracts established by the Materials Management Division (MMD) for Minnesota state agencies. The CPV currently includes a contract with Now Micro Inc. for Dell laptop and desktop computers, Dell laptop docking stations, and Dell 24” monitors (State Contract No. 160321). Purchasing through the CPV allows Dakota County to take advantage of the time and effort expended by MMD to develop specifications and to perform a competitive solicitation process, reducing waste and unnecessary repetition of activity.
RECOMMENDATION
recommendation
Staff recommends that the County Board authorize the Enterprise Finance and Information Services Director to purchase computer hardware replacement equipment (itemized list attached) from Now Micro Inc. through the State of Minnesota Cooperative Purchasing Venture in an amount not to exceed $1,074,596.
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EXPLANATION OF FISCAL/FTE IMPACTS
The total cost of the proposed purchase is $1,074,596. Sufficient funding is available in the Countywide Technology Fund and Countywide BIP.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, to update existing computer hardware no longer under warranty with new computer hardware and four-year warranty; and
WHEREAS, Dakota County participates in the Minnesota Cooperative Purchasing Venture (CPV), which allows it to purchase goods from contracts established by the Materials Management Division for Minnesota state agencies; and
WHEREAS, participation in the CPV allows Dakota County to purchase at competitive pricing without having to undertake a competitive procurement process itself; and
WHEREAS, staff recommends the purchase of computer hardware replacement equipment from Now Micro Inc. pursuant to State Contract No. 179907 in an amount not to exceed $1,074,596; and
WHEREAS, funding for this purchase is available in the 2024 Countywide Technology Fund and Countywide BIP.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Enterprise Finance and Information Services Director to execute a contract to purchase 2024 computer hardware replacement equipment from Now Micro Inc., pursuant to State Contract No. 160321, in an amount not to exceed $1,074,596, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
23-325; 7/18/23
ATTACHMENTS
Attachment: NowMicro Quote - 2024 HW Replacements
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Dan Cater
Author: Sean Wasmund