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Home My WebLink AboutCOM 0388.000 2018-2020 oJNtYfOF H,� Harry Kim '' Deanna S. Sako air;,,;. Mayor Director Steven A. Hunt Depuo,Director ATE OF'MF''� County of Hawaii Finance Department - 25 Aupuni Street,Suite 2103 • Hilo,Hawaii 96720 (808)961-8234 • Fax(808)961-8569 July 19, 2019 Aaron Chung, Council Chair and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution for multi-year agreement Enclosed is a resolution authorizing the payment of funds for more than one fiscal year, for a multi-year agreement, for the purchase of personal computers (PCs) by the Department of Information Technology. A high volume of computers currently in use by County employees utilize an operating system, Windows 7, that will no longer be supported by Microsoft Corporation after January 14, 2020. The Department of Information Technology has instituted a program to replace these computers in order to keep up with industry standards. i' The Department of Information Technology requests that this resolution be waived from Finance Committee and be placed on the August 7, 2019 Council agenda and that the Council waive their five-day hold-for-reconsideration period in order to expedite this process. If there are any questions, please do not hesitate to call Jules Ung of the Department of Information Technology at 932-2975 4 Deanna S. Sako Director of Finance Enc. cc: IT <KeS. Comm. No. �t/"� Hawaii County is an Equal Opportunity Provider and Employer Ref. To:CMW( VY rnnj Ref. Date JUL 2 2 ?nlg Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: IT DATE: 7/11/19 STAFF CONTACT: Jules Ung PHONE: 808-932-2975 A. REQUEST: Seeking approval to enter into a'5-year lease for the purchase of 500 PC's with deployment services to keep the County of Hawaii current with hardware and software. Due to time constraints and the need to expedite procurement, I am requesting the following: > Finance Committee waiver, placement on the August 71h Council Agenda. > Waiver of the 5-day hold to provide the largest window possible to help us meet the end-of-support deadline for Windows 7. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The last computer refresh was done in 2015 to replace outdated hardware that was causing bottlenecks County-wide in employees' ability to perform work duties. This 5-year lease will support the following: > 500 new desktop PC's with upgraded processors, hard-drives, and operating systems will be purchased to keep up with industry standards and provide County employees with the proper equipment to do their jobs. > Professional Services will be utilized to image the PC's at the factory and setup machines at the users' desks, saving the County thousands of hours of software installation and hardware setup time. > The 500 replaced PC's from 2015 will be assessed, cleaned, and re-deployed to replace 500 additional PC's that cannot be upgraded. > Microsoft is ending support for the Windows 7 Operating System on January 14, 2020. This means that any PC running Windows 7 will be a security risk from that date onward. Rather than purchase extended support for a product that is a risk and a burden, The County would prefer to invest in PC's that can support an industry standard Operating System that is secure and hardware that can meet the processing demands of current applications and workflows. This 5-year,lease will support the County's initiative to meet the end of support deadline for Windows 7. Additionally, this lease will help us keep our inventory of computer hardware and software up to industry standards to support efficient workflows County-wide. SIGNED: DATE: July 11, 2019 D artment Head JNKY,Qt,H,q� AARON S.Y.CHUNG MAILE MEDEIROS DAVID KAREN EOFF Chairperson � ',�: MATT KANEALI`I-KLEINFELDER *� �* ASHLEY L.KIERKIEWICZ HERBERT M."TIM"RICHARDS,III ;: SUSAN L.K. LEE LOY Vice Chairs� „A,�a:•:� VALERIE T.POINDEXTER �rFoF'HA�� REBECCA VILLEGAS HAWAII COUNTY COUNCIL Count)of Hawai`i Hawai`i County Building 25 Aupuni Street Hilo,Hawai`i 96720 July 22, 2019 Aaron S.Y. Chung, Council Chair Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 RE: RESOLUTION NO. 237-19 RESOLUTION AUTHORIZING THE PAYMENT OF FUNDS OF A LATER FISCAL YEAR AND OF MORE THAN ONE FISCAL YEAR FOR A MULTI-YEAR AGREEMENT FOR PERSONAL COMPUTERS FOR THE DEPARTMENT OF INFORMATION TECHNOLOGY. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, E Maile David, 11person Committee on Finance A rove Date/Waive to Council: Disapproved/Date/Refer to FC: Aaron S.Y. Chung, Council Chair Aaron S.Y. Chung, Council Chair Hawaii County Council 71 221 Iq Hawai`i County Council Hawai`i County is an Equal Opportunity Provider and Employer