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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.