DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Now Micro Inc. For Purchase Of 2025 Computer Hardware Replacement Equipment
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PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to execute a contract with Now Micro Inc. for the purchase of 640 replacement computers.
SUMMARY
Each year, the Information Technology (IT) Department replaces about one-quarter of the County’s computers. This keeps equipment up to date, avoids the difficulty of replacing all computers at once, and ensures staff have reliable tools to do their work.
County computers are replaced on a four-year cycle, which matches the standard warranty period. This approach keeps staff productive, reduces repair costs, and allows the County to recover some value when older equipment is retired.
Dakota County purchases computers through the Minnesota Cooperative Purchasing Venture (CPV), a state program that negotiates competitive contracts for Minnesota agencies. Through CPV, the County buys Dell laptops, desktops, docking stations, and monitors from Now Micro Inc. (State Contract No. 160321). Using the CPV saves time, lowers costs, and ensures competitive pricing.
RECOMMENDATION
recommendation
Staff recommends that the County Board authorize the Deputy County Manager to make a one-time purchase of computer hardware replacement equipment from Now Micro Inc. through the State of Minnesota Cooperative Purchasing Venture in an amount not to exceed $960,689.
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EXPLANATION OF FISCAL/FTE IMPACTS
The total cost of the proposed purchase is $960,689. Sufficient funding is available in the Countywide Technology Fund and Countywide BIP.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
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 one-time purchase of computer hardware replacement equipment from Now Micro Inc. pursuant to State Contract No. 179907 in an amount not to exceed $960,689; and
WHEREAS, funding for this purchase is available in the 2025 Countywide Technology Fund and Countywide BIP.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to execute a contract for a one-time purchase of 2025 computer hardware replacement equipment from Now Micro Inc., pursuant to State Contract No. 160321, in an amount not to exceed $960,689, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
24-441; 9/10/24
ATTACHMENTS
Attachment: NowMicro Quote - 2025 HW Replacements.pdf
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Tony Gomes
Author: Sean Wasmund