HomeMy WebLinkAbout6.k. City PC Workstations
EXECUTIVE SUMMARY
City Council Meeting Date: January 15, 2019
AGENDA ITEM: City PC Workstations AGENDA SECTION:
Consent
PREPARED BY: Jeff May, Finance Director AGENDA NO. 6.k.
ATTACHMENTS: Memo from IT Coordinator, Quote
Tabulation Worksheets APPROVED BY: LJM
RECOMMENDED ACTION: Motion to approve moving forward with the purchase of PC
Workstations for the Administration, Building, Engineering, Finance, Planning and Park &
Rec Departments associated with the attached quotes.
BACKGROUND
This item is on the agenda to get City Council approval to purchase PC workstations for City staff. PCs
were last replaced in 2014, so they are technologically substandard and no longer under warranty. This
expenditure is budgeted in the 2019 Equipment CIP.
Attached is a memo from Jayson Solberg, IT Coordinator, listing reasons for the need to proceed forward
with the replacement of this equipment. Quotes received for this purchase are also attached, and Jayson
will be available to answer any questions.
The total of the preferred quote is $93,411.00. This is approximately $10,000.00 over budget, mainly
because of the addition of new staff since the last time we purchased these workstations, and the need for
two additional laptops for HR & IT staff. Staff is recommending the purchase of 4-year on-site warranties
as well. We considered 5-year warranties but the cost was too high to warrant the extra expenditure. Staff
is considering transitioning to a 4-year replacement cycle in the future, rather than our current 5-year cycle,
to optimize performance and minimize costs.
RECOMMENDATION
Staff is recommending the Council authorize the purchase of the hardware addressed in the attached
quotes for the replacement of PC Workstations.
MEMORANDUM
To: Jeff May, Finance Director
From: Jayson Solberg, IT Coordinator
Date: January 3, 2019
Subject: 2019 CIP Replacements for City Hall/Parks & Recreation
Issue
The City of Rosemount’s Administration, Building, Engineering, Finance,
Planning and Parks and Recreation computers are outdated and no longer
under warranty. It has been the practice of the City to replace computers
approximately every 5 years to avoid performance and support issues.
Computer replacements
The City has had a practice of replacing desktop computers every 5 years as
practicable. Our current desktop computers in Administration, Building,
Engineering, Finance, Planning and Parks and Recreation have exceeded five
years and are out of warranty. Due to newer technology and constant
updates, the outdated equipment takes longer to load profiles and programs
and there have been increased complaints about general slowness and
performance. In addition, parts have failed on a dozen or so computers in the
last year costing the City additional time and money as they are out of
warranty. The City has included the cost of these replacements in the CIP
budget for 2019.
The Finance department has acquired two quotes and is recommending the
work to be performed by CIT. They are based out of Woodbury, MN and will
help stage the equipment prior to deployment. This will save City time and
allow the deployment in a phased process.
The quotes received came in over budget as a result of five new full time
employees requiring an additional capital expense of $7,000.00. Two of those
positions require a laptop resulting in an additional capital expense of
$3,000.00. See attached quotes.