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7.D. |
| City Council Meeting - FINAL |
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| TITLE: |
Consideration of Ratification and Approval of Contract: Cooperative Purchase Contract with Dell Marketing, LP for the IT Section to Purchase Dell Computer Hardware in an amount not to exceed $425,000 for each fiscal year for the term of the Agency Contract.
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| STAFF RECOMMENDED ACTION: |
- Approve the Cooperative Purchase Contract with Dell Marketing, LP for the IT Section to Purchase Dell Computer Hardware in an amount not to exceed $425,000 for each fiscal year for the term of the Agency Contract; and
- Authorize the City Manager to execute the necessary documents.
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| Executive Summary: |
This fiscal year to date the City of Flagstaff has spent approx. $282,417 with Dell Marketing, LP for the purchase of various computer hardware including personal computers (PCs), laptops, docks, and monitors. Staff seeks approval of a Cooperative Purchase Contract with Dell Marketing, LP to allow Staff to continue to purchase necessary computer hardware, to facilitate our standard end-user device replacement process.
City Council has budgeted for these purchases and staff has determined that it is in the best interest of the City to enter into a contract with Dell Marketing, LP with a "not-to-exceed" amount of $425,000 total for each fiscal year to purchase Dell Computer Hardware. It is anticipated that future need under the duration of this Cooperative Purchase Contract will be similar, and the requirements of the Cooperative Purchase Contract will allow for flexibility in purchasing within the budgeted amounts for future fiscal years for the term of the Agency Contract. |
| Financial Impact: |
| There is cost for these purchases in the calculated and budgeted amount of $425,000. This cost has been budgeted in the following Information Technology account: 001-01-014-0043-1-4301, as well as other division’s accounts containing the - 4301 Computer Equipment object code. |
| Policy Impact: |
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| Previous Council Decision or Community Discussion: |
| None |
| Options and Alternatives to Recommended Action: |
- Approve the Cooperative Purchase Contract with the flexibility to allow the IT Section to purchase Dell Computer Hardware in an amount not to exceed $425,000 for each fiscal year for the term of the Agency Contract; or
- Not approve the Cooperative Purchase Contract. If not approved City of Flagstaff IT would need ot reconsider our current computer provider, which would constitute a complete restructure of our imaging, support, and computer upgrading environment, This would result in substantial time and resources shift away from Dell Computer Hardware to consider alternative computer manufacturers, but would severely hinder our ability to replace and support existing devices in the short to mid term.
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| Background and History: |
The City of Flagstaff Information Technology Division routinely considers and evaluates our suppliers to ensure we are providing the best solutions and services to our customers, City of Flagstaff employees, and computer providers are no exception to this policy. Staff seeks to use a State of Arizona cooperative purchase contract to enter into an agreement with Dell Marketing, LP to be a provider of end user computing devices based on the factors of performance, price, service, serviceability, compatibility, durability, and design.
NASPO ValuePoint conducted a competitive and open procurement process that resulted in Contract No. 23026 between the State of Arizona and Dell Marketing, LP The City of Flagstaff Procurement department has verified that the State of Arizona cooperative purchase contract is valid. While the underlying State of Arizona cooperative purchase contract expires on June 30, 2025, there is an option to extend up to additional 36 months. |
| Connection to PBB Priorities and Objectives: |
Provide Exceptional Service: Provide employees tools, training and support.
Safe & Healthy Community: Provide public safety with the resources, staff, and training to respond to community needs.
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| Connection to Regional Plan: |
| None |
| Connection to Carbon Neutrality Plan: |
| None |
| Connection to 10-Year Housing Plan: |
| None |
| Connection to Division Specific Plan: |
IT Mission Statement: Our purpose is to provide the secure tools to make your job easier tomorrow than it was today. Regular device replacement supports this goal of ensuring every employee who needs a computer has access to a secure, high performance device.
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