Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: December 3, 2019
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Dell Marketing LP, through the Department of
Information Resources (DIR) Cooperative Purchasing Network Contract# DIR-TSO-3763 for the purchase
of desktop Personal Computers (PCs), notebook PCs, peripherals, audiovisual equipment, maintenance and
services; providing for the expenditure of funds therefor; and providing an effective date (File 7076 –
awarded to Dell Marketing, L.P., in the amount of $2,227,498).
INFORMATION/BACKGROUND
The City of Denton embraces an industry-standard best practice of replacing desktop computers after 5
(five) years to ensure computer equipment operates effectively with the latest software applications. Doing
so helps mitigate the risk of equipment failures and incompatible application issues, assuring that staff
remains productive.
With the recent implementation of corporate wireless and secure remote access capabilities, this has resulted
in an increased demand for laptops. By providing this accessibility, this allows staff to only need one device
instead of a desktop and Microsoft surface. This also reduces the licensing, maintenance and technical
support from multiple devices. Technology Services is currently in the process of replacement for all city
computers and has modified the computer needs accordingly. This contract request allows for the
modification of those needs. Additionally, this contract allows for the growth of newly added computers at
twenty a year and for maintenance of all city computers’ hardware to ensure the availability of security
patches, software fixes, and access to knowledge and support resources.
Technology Services buys tools and equipment such as; monitors, mounts, mouse, keyboards, uninterrupted
power supplies (UPS) cables, and other peripherals to service all the city of Denton computers. Having on-
hand stock of computers (twenty computers) and peripherals allows for quick replacement of devices should
a device fail or break. This contract request allows Technology Services to keep a stock of those items.
Projections were based on a three-year expenditure history.
The City of Denton has over fifty conference rooms where staff meets for conference calls, meetings,
interviews, and training. It’s important to have an appropriately sized screen for visibility, good web camera,
and conferencing system so people can be seen and heard. Smartboards and whiteboards could also prove
useful. Several departments are looking to upgrade various conference rooms through the city. Historically,
the City would procure the conference room audiovisual system on a per-project basis. This has resulted
in solutions from multiple vendors with varying support and warranties. Staff is looking at consolidating
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
audio-visual systems to a single vendor to provide consistent user experiences, better discounts, increased
quality and speed in delivery and improved supplier responsiveness. We are requesting for expenditure
approval for the next year on projects that have been set by departments and are projected over the next
year through December 2020. For future years, this will be planned as part of the Technology Services 5-
year capital improvement plan.
Technology Services obtained pricing from three different vendors Dell, Amazon, and SHI on the Texas
Departments of Information Resources (DIR) Go DIRect Program. Dell provided the best value of all three
resellers and is combined with Texas DIR Contract Number DIR-TSO-3763, providing a pre-bid discounted
price before additional discounts were applied due to the bid process. Dell provided the lowest cost for
computers, accessories and audio-visual systems and services. Amazon did not provide quotes for
audiovisual systems and services.
Pricing obtained through the Department of Information Resources (DIR) Cooperative Purchasing Network
has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
Description Year 1
(Nov. 19 -
Jan. 20)
Year 2
(Jan. 20 -
Dec. 20)
Year 3
(Jan. 21 -
Dec. 21)
Year 4
(Jan. 22 -
Dec. 22)
Upgrade of conference rooms (Police, Fire
EOC & Airport)
$100,000
Projected AV Upgrades for conference rooms $100,000
PC Refresh Phase IV $250,000
PC Refresh Additional Devices $200,000
Projected Computers purchases and
Accessories (Hard Drives, monitors, mounts,
desktop uninterrupted power supplies & On-
hand Stock) Based on 3-year expenditure
$458,333 $458,333 $458,333
Contingency 10% $55,000 $55,833 $45,833 $45,833
Total $605,000 $614,166 $504,166 $504,166
Contract Total: $2,227,498
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On April 7, 1992, Council approved the interlocal agreement with the Department of Information Resources
Purchasing Network (Resolution 92-019).
RECOMMENDATION
Award a contract with Dell Marketing, L.P., for the purchase of desktop Personal Computers (PCs),
notebook PCs, peripherals, audiovisual equipment, maintenance, and services, in a not-to-exceed amount
of $2,227,498.
PRINCIPAL PLACE OF BUSINESS
Dell Marketing, L.P.
Round Rock, TX
ESTIMATED SCHEDULE OF PROJECT
This is a four (4) year contract.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Index
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.