The current 2021 budget for the I.T. Equipment Replacement Program provides for the replacement of Village computer hardware. The Village computer hardware replacement program is designed to meet existing and new technology demands. Servers are refreshed on a five-year cycle to provide a balance between cost and reliability. Three of the existing computer servers located at the Village Hall datacenter were manufactured in 2016 and the manufacturer’s warranty will expire in August of this year.  These computer servers host a majority of virtual applications that are utilized on a daily basis by village staff. The I.T. Division has selected Dell Servers for standardizing server deployments. This provides a uniform installation process and cuts repair costs and replacement parts.

Dell was awarded the bid for the Midwestern Higher Education Compact (MHEC) - the specifications allow for local municipalities to use the joint purchase on the contract #181093/agreement #07012015. The MHEC per unit price for Village servers this year is $8,452.00.

Funds are available and have been budgeted in I.T. account #625-0601-572-50-10 EQ9708 for 3 servers totaling $25,356.00.

RECOMMENDATION

It is recommended that the Village Board waive competitive bidding requirements and authorize the purchase of Dell servers using the MHEC joint purchasing contract for a total cost of $25,356.00 from Dell Marketing, Round Rock, TX. They meet specifications and have been a responsible vendor to the Village in the past.