Council flags IT support budget, urges RFP and a scheduled computer refresh

Council members reviewed the proposed IT support and computer replacement funding and concluded the draft likely underfunds the city's needs.

Several councilors and staff said the current contracted IT arrangement has produced service gaps and that the city should run a formal procurement (RFP/RFQ) emphasizing both immediate support and long-term architecture and replacement planning. One staff member said the current IT support amount of about $24,423 is likely too low to secure the full-service package the city needs; councilors asked staff to leave the line at the current amount for the draft but to expect it to increase after responses come back.

Members also noted no established schedule for systematic replacement (refresh) of municipal computers. Staff described a straightforward replacement plan based on number of employees and a 3'5 year refresh cycle, and they recommended capturing that cost in a multiyear plan rather than waiting for equipment to fail. Councilors asked staff to add a clear replacement schedule to the budget process and to ensure the forthcoming RFP asks respondents to propose lifecycle management and refresh costs.

Ending: Staff will proceed with procurement for IT services that includes architecture, managed support and a recommended computer-refresh schedule, and will return with updated cost estimates when proposals are evaluated.