Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute A Blanket Purchase Agreement With Dell Financial Services, LLC To Lease 425 Panasonic Toughbook 55 Laptops Along With Various Accessories And Services In An Amount Not To Exceed $1,262,254.72 Over A Period Of Four Years In Accordance With Section 38.41(C)(9) Of The Procurement Code. (Best Interest)
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Department of Information Technology desires to continuously replace obsolete, end-of-life computer systems and accessories Citywide to maintain our effectiveness, security level, encryption, and future technology compatibility. This initiative will put the City on par with modern technology as well as required technology standards.
A proposal was submitted by Dell Financial Services, LLC through a quote from Insight Public Sector, to lease 425 Panasonic Toughbook 55 laptop computers over a four-year period at an estimated annual cost of $298,005.18. Along with the annual cost, a one-time expense of $40,234.00 is also necessary to purchase accessories and services. The total amount also includes a contingency to be used on an as needed basis up to $30,000.00. These funds would be used to close out the expiring lease. The estimated total cost over that four-year period is $1,262,254.72.
Current Procurement Policy prevents the City from entering into a lease longer than the contract it is based on. Since the OMNIA PARTNERS (COBB COUNTY) IT PRODUCT AND SERVICES contract #23-6692-03 expires April 30, 2026, the City cannot use the Piggyback justification to enter into a lease but can use Best Interest to justify the purchase.
The lease provides a fair and reasonable cost as it is based on a competitively bid OMNIA PARTNERS contract and introduces a replacement schedule which will keep City computers current with the latest technology.
Fiscal Impact:
A portion of the funding for the lease is available in the FY 2024 Operating Budget in account numbers 557.130101.51900.544041.000000.000.000 and 557.130101.51900.552150.000000.000.000, and will be budgeted in subsequent fiscal years’ operating budget subject to approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director, Information Technology
Adam Reichbach, Assistant City Manager for Finance & Administration