Item 4D, Computer PurchaseM E M O R A N D U M
October 15, 2019
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4D: Approve the purchase of new computer workstations in an
amount not to exceed $300,000.
Action
Requested: Approve the purchase of new computer workstations in an
amount not to exceed $300,000.
Background
Information: The purpose of this item is to approve the purchase of new
computer workstations for 160 staff throughout the City. The
computers on this year’s replacement list are five (5) or more
years old and/or cannot support the migration from Windows
7 to Windows 10. Windows 7 Microsoft support reaches end
of life January 1, 2020. Therefore, the City must migrate to
Windows 10 which requires larger memory that many of the
older computers cannot support.
Staff is requesting the approval of this purchase prior to
finalizing the vendor. With a strict migration deadline of
January 1, 2020, and a lead time of 45 days to receive the
purchase, staff wants to ensure the needed approval is
gained while vendor quotes are still being received. This
purchase will remain on a Texas Department of Information
Resources negotiated contract and will not exceed the
approved budget of $300,000.
Financial
Considerations: Staff is recommending funding this purchase utilizing
approved fiscal year 2020 budgeted dollars from the
Technology Infrastructure and Security Fund.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
B6 Optimize the use of technology
B4 Provide high quality services through sustainable
business practices
Citizen Input/
Board Review: No requirement exists to review the purchase with citizens or
boards
Honorable Mayor and City Council
Page 2 of 2
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternatives to approving this purchase would be
directing staff to explore revisions to the purchase; or direct
staff to seek alternative solutions understanding the impact
this will have on our systems that are approaching end of life
support.
Supporting
Documents: None
Staff
Recommendation: Staff recommends approving the purchase of new
computer workstations in an amount not to exceed
$300,000.