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FY 2024 Dell Marketing LP - Desktop Computer Replacement
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DESCRIPTION: The replacement of organizational desktop computers |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
recommendation
Authorize the Chief Executive Officer to award a contract to Dell Marketing LP for the replacement of organizational desktop computers. The total contract amount should not exceed $140,582.50.
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ISSUE/BACKGROUND:
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RTA operates four modes of services in the Greater New Orleans area. There are roughly 834 employees at RTA of which 228 serve in an administrative role requiring access to computers. The most recent upgrade to computers occurred in August 2017 at which time board package 17-077 was presented and approved by the RTA board for the replacement of all desktop computers. The original purchase was via State contract C000000010742 customer agreement MNWNC-108 / 4400002525 which spanned from 2015-2022. The life span of Dell desktop computers is 3 - 5 years. The current organizational computer inventory is out of warranty; decreasing due to individual failures; software reaching the end of support; and needs a memory increase.
The purchase of the computers came with a three (3) year warranty which has since expired. A number of the 2017 computers purchased were removed from service due to hardware failure, and support requests continue to be logged for desktop computer errors/failures. Replacing the organizational desktop computers restores the ability of the administrative staff to be able to provide continuous service to employees and the community.
The 2017 purchased computers are Windows 10 products. Windows 10 is nearing its end of support. Updates and Software releases are already being released via Windows 11. The new desktops will come with Windows 11 already installed. Furthermore, the new computers come with double (16GB) the memory of the previous desktops (8GB).
The purchase of the computers came with a three (3) year warranty which has since expired. A number of the 2017 computer purchases were removed from service due to hardware failure, and support requests continue to be logged for desktop computer errors/failures. Replacing the organizational desktop computers restores the ability of the administrative staff to be able to provide continuous service to employees and the community.
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DISCUSSION:
RTA is looking to replace the organizational desktop computers that reached end-of-life cycles. The most recent upgrade to computers occurred in 2017 at which time a board package was presented and approved by the RTA board for the replacement of all desktop computers. The life span of Dell desktop computer is 3 to 5 years. At the time of this Board meeting, the age of the computers is 5.5 yrs.
RTA seeks the purchase of computers via State contract C000001115557 customer agreement 23026 / 4400028252. Funding is available via local funding. In replacing the organizational desktop computers, RTA seeks to restore the ability of the administrative staff to provide continuous services to employees and the community.
FINANCIAL IMPACT:
The funding is currently available through 01.2900.02.8580.170.00.00.00000.00000 for a total cost of $140,582.50.
NEXT STEPS:
With Board approval, staff will assign a purchase order and complete the project.
ATTACHMENTS:
1. Resolution
2. Procurement summary / Routing sheet
3. Dell Computer Quote 2024
4. Board Resolution 17-077
5. Dell Contract K4400028252
6. Dell Addendum K4400028252
Prepared By: Doris O’Sullivan
Title: Project Manager of Information Technology III
Prepared By: Sterlin Stevens
Title: Director of Information Technology
Reviewed By: Dwight Norton
Title: Chief Planning & Capital Projects Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
4/15/2024
Lona Hankins Date
Chief Executive Officer