TO: Honorable Mayor and Members of the City Council
THRU: Jarad Hildenbrand, City Manager
FROM: Steven Scardina, Information Technology Manager
1. Subject
title
Authorize purchase of replacement computers from CPAC, Inc.
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2. Summary
In order to ensure that the City is utilizing technology to meet its business needs, reinvestment in technology resources is essential. As a result of a comprehensive assessment of the computer inventory to evaluate operational deficiencies, staff have identified 49 computers to be replaced.
3. Recommended Action
recommendation
Approve the purchase of laptop and table computers from CPAC, Inc. for $122,812.42.
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4. Fiscal Impact
The expense for this purchase is $122,812.42 and will be funded through Computer Replacement (790):
790-1601-80299-251602 PC replacements
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
The City has an inventory of 776 computers. This number includes computers that are dedicated to a specific employee/position as well as those that are related to a certain business function such as public kiosks, learning center, report writing room, and conference rooms. Strategically there has been an annual practice to refresh a portion of the computer inventory to maintain healthy operational performance and avoid excessive age of the inventory. For Fiscal year 2025-2026, 49 computers have been identified for replacement.
Forty-three of the 49 replacements will be Microsoft Surface laptops and 6 will be Microsoft Surface tablets tailored to individuals that perform work both in and outside the office. The laptops and tablets will be a single device for designated staff including a docking solution enabling efficiency by allowing staff to seamlessly transition between office, conference rooms, home, and wherever else needed.
These replacements will bring the overall inventory to a more current state. A great deal of analysis has gone into deploying the new computers where the impact will be most realized. All old equipment will be scrubbed clean of data before being decommissioned.
CPAC has provided pricing via a City approved cooperative agreement (OMNIA Contract R200803).
7. ATTACHMENTS
• CPAC, Inc. Quote