Title
Consider a memorandum/resolution authorizing the procurement of computer hardware from GTS Technology Solutions, in the amount of $209,795.
Body
DATE: January 21, 2025
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Procurement of Computer Hardware
BACKGROUND AND FINDINGS:
Computer technology continues to develop and advance but these changes also create on-going compatibility challenges between software and hardware. Standardization of computer hardware and software is necessary to use the available technology efficiently. The Computer Replacement Program is an effort to reduce the dependency and the inclination to purchase the "latest" by carefully planning our needs with a centralized management of computer resources and standardization of the desktop computing environment. The overall goal of the program is to ensure that computing resources are up to date, cost effective, and available to all staff but with consideration to limited budget resources that are available. Other goals of the Computer Replacement Program are to ensure that each staff member who uses computing resources in their position has access to a computer of sufficient capability to support basic computing needs in fulfillment of their work responsibilities.
The City of Killeen currently has 1167 Microsoft Windows PCs across 47 departments, 714 of them are close to or have exceeded their lifespan. The average lifespan of a desktop PC is typically between 3 and 8 years, depending on usage and environmental factors. The desktops being replaced are no longer covered under warranty, have had many hardware failures and struggle to run the latest programs effectively. The new computers specified will provide our staff with faster and more reliable access to their digital tools and resources. However, advancements in security, TPM (Trusted Platform Module) and CJIS requirements, may necessitate a shorter lifecycle for these PCs. Additionally, Microsoft provides an average operating system lifespan of 5 years of mainstream support, which directly impacts the longevity of our PCs. Our Dell extended warranties are also set for a 5-year term.
To meet both Microsoft and CJIS security requirements, the Information Technology (IT) Department has established a 5-year lifecycle for all PCs. Any PC older than 5 years presents a risk, including limited access to critical operating system security patches, incompatibility with applications, warranty expiration, and a decline in overall employee productivity due to hardware failures and slower performance. Conversely, replacing PCs more frequently than every 5 years could place an unnecessary financial burden on taxpayers from continual replacements that may not be required.
The IT Department has factored these replacements into the budget under the Information Technology Computer Hardware account. A total of $209,795 has been allocated for the purchase of 105 replacement PCs, which will include monitors and soundbars. This proposed purchase will allow the IT Department to replace 10% of the City of Killeen's PCs, prioritizing those that are currently out of compliance with security and operational standards.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
The Information Technology Department is seeking approval to purchase computer hardware from GTS Technology Solutions through Texas DIR purchasing cooperative contract DIR-TSO-3763-R. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
Computer hardware purchases are projected to be $209,795.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes, funds are available in the Information Technology Computer Hardware account 627-56305-180-181-000000.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
Staff recommends that City Council approve the procurement of computer hardware from GTS Technology Solutions using the Texas DIR contract DIR-TSO-3763-R in the amount of $209,795 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quote
Contract Verification
Certificate of Interested Parties
Presentation