AGENDA TITLE:
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Adopt a Resolution Approving the Purchase of Dell Computer Equipment for Annual Computer Refresh Project from Dell Technologies Inc., of Round Rock, Texas and Appropriate Funds in the Amount Not To Exceed $537,000 (IT)
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MEETING DATE:
June 17, 2026
PREPARED BY:
Joe Caswell, Information Technology Manager
recommendation
RECOMMENDED ACTION:
Adopt a resolution approving the purchase of Dell computer equipment for annual computer technology refresh from Dell Technologies Inc., of Round Rock, Texas and appropriate funds in the amount not to exceed $537,000
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BACKGROUND INFORMATION:
As part of the City’s efforts to replace aging computer infrastructure, a refresh of the City’s servers, network switches, desktop and laptop computers is scheduled annually to replace units that have met life expectancy and are no longer covered by warranty.
The City has developed budget accounts for IT infrastructure and departmental computer refresh through cost allocations from each department based on the number and type of computers in each department. Computers are scheduled for replacement based on the warranty expiration date set by the manufacturer and the likelihood of device failure. Network switches operate on a six (6) to eight (8) year replacement cycle. Servers and Desktop computers are scheduled for replacement following no longer than five (5) years of operation. Laptops are scheduled for replacement following no longer than four (4) years of operation.
IT staff continuously evaluate the latest technology in desktop computing and develop a standardized equipment list for the City. Staff have standardized Dell Technology, Inc. equipment for its durability, reliability, management platform, warranty features, and technical service. The quotes, Attachments 1 and 2, show current cost for the replacement models selected. There is significant volatility and inflationary forces in the current computer hardware market. IT will work with the departments to identify priority machines for replacement and procure and deploy equipment within the not to exceed amount of $537,000.
Staff recommends Council adopt a resolution to purchase the computer hardware from Dell Technology, Inc., using Master Agreement 23026 / 7-23-70-55-01 under the California Multiple Award Schedules (CMAS),3-22-06-1045 for an amount not to exceed $537,000 and appropriate funds to the IT Replacement Fund.
FISCAL IMPACT:
Funding for this purchase is included in the Fiscal Year 26 budget. There is no additional impact from this action.
FUNDING AVAILABLE:
Funding for this purchase is included in the Fiscal Year 26 budget.