Machesney Park committee waives bidding, approves $27,921 server purchase

At its May 19 Administration and Finance Committee meeting, the Machesney Park committee approved Resolution 31R25 to purchase a tower server from Entree for $27,921.45 and voted to waive the formal bidding process.

Shannon, village staff, told the committee the replacement was budgeted for fiscal year 2026 and is needed because the current server is “approximately 9 years old, which is two-three years beyond its useful life.”

The server manages network traffic for 13 PCs, stores digital files and provides email services, the staff report said, and the village budgeted $30,000 for the replacement in FY26. Shannon said Entree has worked with Hewlett Packard to reduce equipment prices and offered to lower its professional services rate from $160 an hour to $110 an hour to secure “the best possible value for the village.”

“Based on experience, a strong working relationship with Entree, and the concessions offered for the tower server, we request the board waive the bidding process and allow the village to enter into a contract with Entree in the amount of $27,921.45 for the purchase and installation of a tower server,” Shannon said.

Committee members moved and seconded the resolution. The chair called for a voice vote; members responded “aye,” and the chair said the motion carried.

The staff report noted most servers are generally operational for five to six years and described the existing unit as two to three years past that range. Because the requested contract exceeds the stated state purchasing allowance of $25,000, Shannon told the committee that a majority approval was required to waive the formal bidding process.

After the vote the meeting proceeded to reports and public comment.