Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute The Attached Blanket Purchase Agreement In An Amount Up To $351,749.32; Authorizing The Appropriate City Officials To Execute The True Lease Schedule No. 001-6837886-003 With Dell Financial Services, LLC To Lease 300 Dell Pro 14 Plus Pb 14250 Laptops With Maintenance Support, For A Total Amount Up To $331,749.32, Over A Period Of Four Years, In Accordance With Section 38.41(C)(9) Of The Procurement Code; And Authorizing And Approving Contingency Funds In An Amount Up To $20,000.00. (Best Interest)
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Department of Information Technology wants to continuously replace obsolete, end-of-life computer systems and accessories City-wide to maintain our effectiveness, security level, encryption, and future technology compatibility. This initiative will put the City at par with modern technology as well as required technology standards.
A proposal was submitted by Dell Financial Services, LLC through a quote from its parent company, Dell Marketing LP, to lease 300 Dell Pro 14 Plus PB 14250 Laptops over a four-year period at an estimated annual cost of $82,937.33. The estimated total cost over that four-year period is $331,749.32.
The Department of Information Technology is also requesting the approval of contingency funds to be used on an as-needed basis for unforeseen expenses in closing out the lease are being requested in an amount up to $20,000.00. This will bring the total amount requested to $351,749.32.
Current Procurement Policy prevents the City from entering into a lease longer than the contract it is based on. Since the State of Florida Alternate Contract Source No.: 43210000-23-NASPO-ACS expires 06/30/2025, we cannot use the Piggyback justification to enter into a lease but we can use Best Interest to justify the purchase.
The lease provides a fair and reasonable cost as it is based on a competitively bid State of Florida 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 2025 Operating Budget in account number 557.130101.51900.544041.000000.000.000 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