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 $525,000.00 for the term of August 1, 2022 through February 28, 2023, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Due to delays in the State’s bidding and contracting cycles caused by the pandemic, this Contract is a short-term extension, expiring on February 28, 2023, until the Department of Management Services can complete its normal contracting process. The Information Technology Department will bring back the State’s new or extended contract prior to that date for council approval.
The City has leased computers for over 15 years. The benefits of leasing include operational savings for asset acquisition, maintenance, improved efficiency in user support and asset management, improved security for city systems and network, and improved performance for system users.
There are approximately 1,200 desktops and 700 laptop/tablet computers within the City. The City’s computers are upgraded on a three-year cycle, changing out approximately one-third of the equipment annually. Each lease agreement is for a three-year term and covers one-third of all equipment.
All lease terms and conditions are established in the State of Florida Contract No. 43211500-WSCA-15-ACS. The Contract is available to piggyback in accordance with City Code of Ordinances Section 2.563(1)(c), Piggyback. Shipping costs are included in the contract as well as end-of-life disposition of the equipment.
The State Contract includes a value-added enhancement - the Self-Maintainer Program - which enables City staff to be trained at no additional costs. Trained staff functions as Hewlett-Packard certified technicians to expedite diagnostic and resolution actions. Hewlett- Packard tracks and reimburses for these services for every 15 minutes of 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.