10-10-11 Regular Meeting of La Porte City Council

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REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: October 10, 2011 Requested By: Jeff Suggs Department: Administration /IT Report: Resolution: Ordinance Exhibits: Dell Financial Services Lease Proposal Exhibits: DIR Contract No. DIR -SDD -890 Exhibits: Master Lease Agreement Budget Source of Funds: IT Budget Account Number: 001- 6066 - 519 -2093 Amount Budgeted: $145,000.00 $124,870.93 Amount Requested: Budgeted Item: YES X NO SUMMARY & RECOMMENDATION In 2008, the City began utilizing a State of Texas Department of Information Resources (DIR) contract with Dell Computers to replace computer workstations throughout the city*, including desktops and laptops (See the Exhibits for a copy* of DIR Contract Number DIR -SDD -890). Purchasing items through DIR contracts enables the DIR to leverage the purchasing power of all agencies when negotiating contracts with the vendor community*. Utilizing DIR contracts can provide for reduced information technology* costs, decreased administrative costs, and common IT procurement processes. City* Council first approved use of the DIR contract on November 10, 2008 when the City* entered into a three -Near lease agreement with Dell for the computer replacement program. The lease agreement provides the City with continued customer support and maintenance work when needed. Under the agreement, one -third of the computer fleet is replaced each Near and paid out over a three -Near period (See the Exhibits for a copy* of the Master Lease Agreement). The City would like to continue utilizing the DIR contract with Dell for replacement of additional workstations throughout the City. The goal is to provide the City with new and updated computers eveiv three (3) years. The cost may vain each year depending on the required level of specialty* for each computer (Ex: Engineering, Police laptops, etc.) For FY 2012, the cost will increase due to the special features associated with the in -car laptops that are being replaced for the Police Department (Ex: heat resistance, touch screen, impact resistant casing, etc.). These laptops cost approximately* $1,000 more than regular laptops. Seventeen of these laptops are being replaced in FY 2012. COST BREAKDOWN FOR FY 2012: Lease Year Total Annual Cost 2010 $45,228.74 2011 $30, 842.53 2012 $48,799.66 TOTAL COST FOR FY 2012 $124,870.93