Title
Dell Computer Purchase for 2026
History
A number of computers are becoming obsolete and need to be replaced. The 2026 budget included $125,000 to replace this equipment.
Due to market fluctuations and price uncertainty, many vendors are only providing quotes that are valid for two weeks. Due to the short time frame quotes are valid, we are requesting Board approval to purchase computer hardware from Dell as needed utilizing pricing from the Midwestern Higher Education Compact (MHEC) cooperative purchasing contract #C000000181093. The MHEC procurement rules require their technology contracts be awarded based upon a competitive RFP process that mechanism ensures that hardware prices will be competitive. Purchasing as needed will have two benefits to the Village; first we can be flexible with purchasing hardware within the restricted time frame that quotes are valid and second we can order hardware as it needs to be deployed to prevent the acquisition of unneeded products which begin aging before their deployment.
Financial Impact
The approved budgeted amount for computer replacements in 2026 is $125,000.
Recommended Action/Motion
I move to approve participation in the Midwestern Higher Education Compact contract #C000000181093 to purchase of Dell hardware at a cost not to exceed the 2026 budgeted amount of $125,000 on an as-needed basis;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;