Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 19-148    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 5/20/2019 Final action: 5/20/2019
Title: A Resolution Approving a Purchase Price Agreement with CDW Government LLC for the Acquisition of Certain Computer Equipment in an Amount Not to Exceed $51,893.52 and Authorizing Its Execution
Attachments: 1. Resolution - CDW, 2. Purchase Price Agreement CDW, 3. CDW Proposal, 4. Proposals, 5. RFP computer-equipment

Submitted By                     

Alvin Nepomuceno, Director of Information Technology and LaDon Reynolds, Chief of Police

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving a Purchase Price Agreement with CDW Government LLC for the Acquisition of Certain Computer Equipment in an Amount Not to Exceed $51,893.52 and Authorizing Its Execution

 

End

Overview

Overview

The Information Technology (IT) department is requesting the authorization to purchase twelve Getac A140 tablet computers to replace mobile computer equipment used in village police vehicles.

 

End

Recommendation

Recommendation

Approve the Resolution

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

Each year, the Village allocates funds for the annual replacement of technology equipment in the Equipment Replacement Fund. The FY 2019 Budget allocated $56,000 for police mobile computer equipment replacement (account # 3029.41300.906.570720). Based on the request for quote responses, the total expense for this equipment replacement is $51,893.52 and is covered under this account.

 

Background

The IT department is recommending the replacement of older mobile equipment currently in use by the Police department. The equipment is at end-of-life and as such does not allow the Village to maintain a uniform equipment standard and is no longer under warranty. The equipment is being phased out to meet technology standards and to support the day-to-day operations of Police personnel and public safety.

 

A Request for Quote was sent with four vendors responding with complete quotes (and four incomplete responses) with CDW Government LLC responding with the lowest quote of $51,893.52.

 

Alternatives

The Village could elect to not fund this equipment which may result in reduced system security and productivity due to outdated technology.

 

Previous Board Action

The Board has regularly approved the purchase of new equipment to replace outdated technology through the approved budgeted Equipment Replacement Fund.

 

Citizen Advisory Commission Action

The Civic Information Systems Commission (CISC) members receive regular updates from staff and understand the need to purchase new computer equipment as technology becomes outdated and to meet security standards as part of the Village’s IT Strategic Plan.

 

Anticipated Future Actions/Commitments

Continued budget funding for and replacement of outdated technology.

 

Intergovernmental Cooperation Opportunities

NA.