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Committee recommends up to $150,000 purchase order with Capital Data for Windows 11 upgrades
Summary
The General Government & Finance Committee recommended that the Village Board approve a blanket purchase order not to exceed $150,000 with Capital Data to buy and install computers needed to meet Windows 11 requirements; the recommendation will go to the village board for final approval.
The Village of Germantown General Government & Finance Committee voted to recommend that the Village Board approve a blanket purchase order (PO) not to exceed $150,000 with Capital Data for the purchase and installation of computers needed for an organization-wide Windows 11 upgrade.
Committee members and staff said the upgrade is required because Windows 11 reaches end-of-support and certain older devices cannot be upgraded in-place. Staff said the purchase will cover roughly 49 devices across four locations — the senior center, fire department, police department and Village Hall — plus necessary components and installation by Capital Data.
Erin, an IT staff member, told the committee the vendor will stage devices at its location, configure them and perform staged onsite installations before the Windows 11 end-of-life deadline in October. "We're doing an assessment of all the computers at all the different locations, and we came up with about 49 computers ish," Erin said. Erin also said some older devices are not eligible for an in-place upgrade and that accessories or components for legacy equipment can add to cost.
Trustees asked about the $150,000 ceiling and whether the full amount is expected to be used; staff replied the final cost is likely to be under the PO cap and that a typical configured workstation setup averaged about $2,500 in their estimates. The committee moved and seconded a recommendation to forward the PO to the Village Board; the committee vote carried unanimously.
The committee's recommendation does not itself obligate funds; final authorization and any contract award will be decided by the Village Board when the item is considered there.
