TO: Mayor and Commissioners
FROM: Chief Darrell Hunter, Police Department
THROUGH: Terrence R. Moore, ICMA-CM
DATE: March 9, 2026
Title
APPROVAL OF RESOLUTION NO. 50-26 TO AWARD AN AGREEMENT TO CDW GOVERNMENT LLC FOR PURCHASE OF INFORMATION TECHNOLOGY SOLUTIONS, PRODUCTS, AND SERVICES; UTILIZING CITY OF MESA, ARIZONA SOLICITATION NO. 2024056 EIGHT (8) YEAR CONTRACT TERM IN THE ESTIMATED AMOUNT OF $4,400,000
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 50-26 to award an Agreement to CDW Government LLC for the purchase of information technology solutions, products, and services in the estimated amount of $2,000,000 through July 1, 2028, utilizing the City of Mesa, Arizona Solicitation No. 2024056, and authorize the City Manager to approve renewal options, in the amounts below, contingent on appropriations of funds.
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Background:
On July 2, 2024, the City of Mesa, Arizona awarded a four (4) year Agreement for information technology solutions, products, and services to CDW Government LLC, with the option to renew the Agreement for six (6) additional one-year periods. The initial term is through July 1, 2028. If all renewals are exercised, the contract expires July 1, 2034.
Piggybacking on the City of Mesa, Arizona contract allows us to leverage a competitively solicited and publicly awarded agreement. This ensures compliant procurement, pre-negotiated terms, and strong volume-based pricing.
Using this cooperative contract does not eliminate oversight. For significant purchases, we have, and continue to benchmark pricing with other vendors to confirm competitiveness. Historically, this contract has produced pricing equal to or better than alternative quotes.
The requested not-to-exceed amount establishes a spending ceiling only, for the term of the contract. The anticipated spending is currently significantly lower, but all projected potential purchases have been included in the authorization amount. The higher limit provides flexibility should we need to move forward with larger planned initiatives, such as potential laptop replacements for Police Department or other critical technology needs, without returning for incremental approvals.
All budgetary/CIP workflows, any additional applicable procurement requirements, and budget approvals and appropriations remain in place. This authorization does not bypass established controls; it simply provides an efficient, compliant purchasing vehicle when needs arise. This approach balances fiscal responsibility, operational readiness, and procurement efficiency.
The Police Department purchases vehicle docks and brackets, vehicle printers, misc. cables, voice recorders, various adapters, computer monitors, servers, thermal papers for printers in patrol vehicles, power modules, routers, antennas, charging lockers for digital devices obtained from investigations, laptops, rugged Toughbooks for sworn personnel, printer ribbons and supplies, headsets, cameras, and licensing/software such as NetMotion (Connectivity for Police vehicles), Digital Persona (Multi-factor authentication), and Smarsh (Email and digital archiving; IT department). Historically, the vendor has also provided the best pricing/terms for major department-wide public safety Toughbook replacements, which is why the potential replacement cost was factored into the authorization amount.
The Police Department has an ongoing need to efficiently purchase information technology solutions, products, and services. CDW Government, LLC often provides the lowest quote and is therefore utilized for variety of purchases, requiring a formal agreement and City Commission approval due to established procurement rules and thresholds.
Should the City exercise the renewal options provided in the Agreement, the cumulative Agreement value is provided below.
|
Estimated Contract Value |
|
Initial Contract Term |
February 2026 - July 1, 2028 |
$2,000,000 |
|
Renewal Term 1 |
July 2, 2028 - July 1, 2029 |
$400,000 |
|
Renewal Term 2 |
July 2, 2029 - July 1, 2030 |
$400,000 |
|
Renewal Term 3 |
July 2, 2030 - July 1, 2031 |
$400,000 |
|
Renewal Term 4 |
July 2, 2031 - July 1, 2032 |
$400,000 |
|
Renewal Term 5 |
July 2, 2032 - July 1, 2033 |
$400,000 |
|
Renewal Term 6 |
July 2, 2033 - July 1, 2034 |
$400,000 |
|
Total Estimated Contract Value: $4,400,000 |
ATTACHMENT:
1. LRC
2. P2026-013 Agreement
3.Res No. 50-26
4. Exhibit A
5. Exhibit B
6. Original Solicitation
7. Vendor Signed P2026-013 Agreement
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Various Police Department Support and Operations division accounts.
Information Technology Department (IT)
Timing of Request:
N/A