Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 7, 2023
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 L.P., through the Texas Department
of Information Resources (DIR) Cooperative Purchasing Network Contract No. DIR-TSO-3763 for the
purchase of desktop computers, laptop computers, mobile devices, computer peripherals, maintenance &
support, and services for the Technology Services Department; providing for the expenditure of funds
therefor; and providing an effective date (File 8372 – awarded to Dell Marketing L.P., in the five (5) year
not-to-exceed amount of $5,000,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
The City of Denton has a continuous need for desktop computers, laptop computers, and related peripherals,
including maintenance and services. Technology Services recommends an industry-standard best practice
of replacing computer equipment every four (4) to five (5) 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.
The City could choose not to replace these computers. If this alternative is chosen, staff would expect to
see interruptions to staff productivity, increased repair costs, and potential inability to run the latest versions
of software applications. Also, continuing to utilize computers deemed old or obsolete could result in
diminished security and increased risk of virus infection, data loss, and potential exposure of confidential
information.
Technology Services buys tools and equipment such as monitors, mounts, mice, keyboards, uninterrupted
power supplies (UPS) cables, and other peripherals to service all the City of Denton computers. Having an
on-hand stock of 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.
The table below outlines the estimated five (5) year expenditures:
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Estimated 5-Year Expenditure
Computer Replacements $3,500,000
New Computers & Peripherals $1,000,000
Contingency $500,000
Total $5,000,000
Pricing obtained through the Texas Department of Information Resources (DIR) Cooperative Purchasing
Network has been competitively bid and meets the statutory requirements of Texas Local Government Code
271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, City Council approved the interlocal agreement with the Texas Department of
Information Resources Purchasing Network (Ordinance 20-196).
RECOMMENDATION
Award a contract with Dell Marketing, L.P., for the purchase of desktop computers, laptop computers,
mobile devices, computer peripherals, maintenance & support, and services for the Technology Services
Department, in a five (5) year not-to-exceed amount of $5,000,000.
PRINCIPAL PLACE OF BUSINESS
Dell Marketing, L.P.
Round Rock, TX
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract. This DIR contract expires on January 10, 2024.
FISCAL INFORMATION
These services will be funded through the using capital improvement plan project accounts and various
departmental operating accounts. The City will only pay for services rendered and is not obligated to pay
the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Index
Exhibit 3: Presentation
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823
Legal point of contact: Marcella Lunn at 940-349-8333.