Title
Requisition No. REQ-0005467
Michigan Master Computing Program Contract (Hardware)
O&M
Body
Agenda of: August 27, 2025
Item No.: 2025-251
Amount: $1,800,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: August 1, 2025
RE: Requisition No. REQ-0005467
Michigan Master Computing Program Contract (Hardware)
Vendor: Dell Marketing LP (Coop - State of Michigan)
Status: New Contract/PO
MOTION
Upon recommendation of Jeffrey Small, Chief Information Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Requisition No. REQ-0005467, “Michigan Master Computing Program Contract (Hardware)” with Dell Marketing LP, at a cost not to exceed $1,800,000.00 for a duration of three (3) years; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
The Great Lakes Water Authority (GLWA) uses Dell personal computers (PCs) as its hardware standard for team member computing including Windows desktops, laptops, tablets, and related peripherals (e.g., monitors, docks, laptop bags, adaptors). We use a three-year refresh cycle to maximize cyber security protection and ensure that the equipment is operating at a performance level capable of running newer operating systems and software suites. GLWA is leveraging the State of Michigan negotiated Mi-DEAL cooperative agreement to procure these products and leverage the state’s volume discount pricing.
JUSTIFICATION
PCs and their related peripherals are an essential workplace tool used at GLWA to conduct day-to-day business. Desktops, laptops and tablets are used by team members daily to facilitate timely communication, improve efficiency and reduce manual and paper-based processes. IT best practice standards suggest a three (3) year replacement cycle for desktops and laptops in business environments as it has been documented that maintenance costs, equipment downtime, and IT support expenses increase significantly beyond that timeframe. Dell provides a three (3) year warranty on our computer equipment which aligns with our established technology refresh cycle. This cadence of replacing our current desktop and mobile computer equipment, meets the growing demands of our organization, facilitates team member productivity, strengthens our cybersecurity posture, and ensures compatibility with our modern business applications.
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this contract.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center(s): Information Technology Service Delivery
(Centralized Services Cost Center 883321)
Expense Type(s): Capital Outlay less than $5,000
Estimated Cost by Year and Related Forecast Variance: See table below.
Fiscal Year Amount
FY 2026 Budget $ 600,000.00
FY 2027 Financial Plan 600,000.00
FY 2028 Financial Plan 600,000.00
Financial Plan Forecast $ 1,800,000.00
Proposed Contract Amount $ 1,800,000.00
Variance (positive/ (negative)) -
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on August 13, 2025.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.