HomeMy WebLinkAboutSole-Source Purchase Order- Dell - General Computer Equipment FY26 $75,000 Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Dmitry Shub, Acting Chief Information Officer
CC: Mike Rivera, Interim Adminstrative Services Director
Subject: Approval of a Blanket Sole-Source Purchase Order for General
Computer Equipment FY 2026
Date: January 26, 2026
Recommended Action:
Staff requests the City Council authorize the City Manager to execute a purchase order not to
exceed $75,000 with Dell Computer Corp. (P.O. Box 802816, ℅ Dell USA L.P., Chicago, IL
60680-2816) to purchase general computer equipment. This is a sole-source purchase under
the Dell Midwestern Higher Education Compact (MHEC) Master Agreement, agreement
#MHEC-04152022. A sole-source contract requires a ⅔ vote of the City Council.
Funding Source:
Funding for this purchase will be from the General Fund, IT Computer Hardware (Account
100.19.1932.65555). This line item has an approved FY 2026 budget of $333,315.00.
Council Action:
For Action
Summary:
The IT Department is responsible for the procurement, maintenance, and general service for
all computer equipment utilized by City staff for various operations. The IT Department is
responsible for maintaining both computer hardware and software. This includes replacing
computer equipment as needed. The general lifespan of desktops, laptops, and monitors can
vary between three (3) and seven (7) years. Historically, the City purchases, on average,
$350,574.00 worth of computer equipment (desktops, laptops, monitors, power bricks, web
cameras, and other accessories). Of this annual expenditure, the IT department is directly
responsible for approximately $75,000. The remaining balance is allocated to other City
departments as needed.
Doc ID: 747442696ebdb264acb4cdbf758f507737e7bc8a
SOLE/ SINGLE SOURCE JUSTIFICATION
(Requester completes Section A and B)
SECTION A – SOLE/SINGLE SOURCE PURCHASE:
Complete if sole/single source purchase is $2,500 or over, AND competition is not available.
Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere.
PO No. (if applicable): Amount: | Date:
Supplies/Services Required (be specific):
Proposed Vendor Name and No:
_______________________________________
Requested by: (Name and Signature)
_________________________________________
Prepared by: (Name and Signature)
I certify that justification/ information is accurate and
complete to the best of my knowledge and that I have no
personal interests relative to this request .
Dept. Name/ Ext:
Check One: The requested supply/service is a sole/single source procurement due to:
AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor.
COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor.
REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and
is available from only original equipment manufacturer or designated servic e dealer.
OTHER
Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to
support the justification:
SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above
justification/information is accurate and complete to the best of my knowledge and that I have no
personal interests relative to this request.
___________________________________________________ ______________________________
(Name and Signature of Requester) (Date)
_________________________________________________ ______________________________
(Name and Signature of Department Director) (Date)
SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER:
Based on the information provided in Section A and attached supporting documents,
I concur / do not concur (see below) with purchase to be a Sole Source.
Do not concur for the following reason(s):
(Name and Signature of Purchasing Manager or
Authorized Designee)
(Date)
X
Perez, Leslie
DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org
2026.01.29 14:17:42-06'00'
Foxit PDF Editor : 2024.4.1
Perez, Leslie
Perez, Leslie
DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org
2026.01.29 14:20:13-06'00'
Foxit PDF Editor : 2024.4.1
Perez, Leslie 1-29-2026
Perez, Leslie
DC=org, DC=cityofevanston, DC=local, OU=COE Users, OU=Administrative Services, OU=CMode, CN="Perez, Leslie", E=lperez@cityofevanston.org
2026.01.29 14:17:52-06'00'
Foxit PDF Editor : 2024.4.1
Perez, Leslie
1/29/26
General Computer Equipment
Admin. Services (IT) X8001
Sole-source purchase under the Dell Midwestern Higher Education Compact (MHEC) Master Agreement, agreement #MHEC-04152022.
Dell (101401)
$75,000.00
02 / 04 / 2026
Doc ID: 747442696ebdb264acb4cdbf758f507737e7bc8a
Sole-Source Purchase Order for General Computer Equipment FY...
Approval_of...FY_2026.pdf and 1 other
747442696ebdb264acb4cdbf758f507737e7bc8a
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Signed
02 / 02 / 2026
10:09:31 UTC-6
Sent for signature to Luke Stowe (lstowe@cityofevanston.org)
from lthomas@cityofevanston.org
IP: 66.158.65.76
02 / 04 / 2026
13:10:55 UTC-6
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 107.200.76.71
02 / 04 / 2026
13:11:07 UTC-6
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 107.200.76.71
The document has been completed.02 / 04 / 2026
13:11:07 UTC-6