SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to Hewlett-Packard Enterprise, of Spring, TX, for the equipment lease of desktops, laptops, and tablet computers in an amount not-to-exceed $2,801,725.46, for the term of July 1, 2025 through June 30, 2028, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback, and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
The city currently leases computers, which provides several operational advantages. Benefits of leasing include cost savings on equipment acquisition and maintenance, enhanced efficiency in user support and asset management, improved system and network security, and better overall performance of end users.
The City maintains approximately 1,200 desktops computers and 750 laptops or tablets. These devices are upgraded on a three-year replacement cycle, with about one-third of the equipment replaced annually. Each lease agreement spans three years and covers one-third of the total equipment.
All lease terms and conditions are governed by the State of Florida Contract No. 43210000-23-NASPO-ACS valid through June 30, 2028. Authorization to piggyback this contract is requested in accordance with Clearwater Code of Ordinances Section 2.563(1)(c). This piggyback contract includes shipping costs and covers end-of-life disposition.
An additional benefit under the State Contract is the Self-Maintainer Program, which provides value-added support at no additional costs. Through this program, city staff receive training to become Hewlett-Packard certified technicians, allowing staff to perform diagnostic and repairs in-house. Hewlett-Packard tracks the service activity and reimburses the City for every 15 minutes of qualifying work performed.
APPROPRIATION CODE AND AMOUNT:
Quarterly payments are budgeted in the Information Technology annual operating budget. Costs are prorated to all departments based upon their respective computer counts through the Administrative Services fund chargeback for Information Technology services.
Funds are available in cost code 5559862-544500, Computer Equipment Rental, to fund this contract. The Information Technology department is funded by Administrative Service Fund revenues, an internal service fund of the City.
STRATEGIC OBJECTIVES:
High Performance 1.2, 1.3 and 1.4; Environmental Stewardship 4.4
