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Madison Board approves Entiva quote to replace aging city computers
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Summary
The Board of Public Works and Safety approved a roughly $20,000 vendor quote to replace outdated desktop hardware and docking stations across city offices after staff warned existing machines will soon be unsupported; funds are budgeted for 2025 and staff may encumber the purchase to pay in January.
The Board of Public Works and Safety voted Dec. 15 to approve a vendor quote from Entiva to replace city desktop hardware that staff said has reached the end of its supported operating system.
Mindy, a city staff member who presented the request, told the board the replacements will bring units "up to current status," add docking stations and provide 13 new monitors so remote laptops can be used efficiently at desks. "So if something failed, we were gonna have to replace it anyway," she said, arguing replacement now would avoid disruptions when older machines become unsupported.
Board members discussed recent incidents in which fake invoices that used the city seal were circulated to residents. Staff noted previous cybersecurity work with MetroNet and Entiva and said the new equipment and upgraded firewalls should reduce—but not eliminate—the risk of phishing and spoofed bills. The board also emphasized the city will never request ACH payments for an unexpected invoice.
The presiding official moved to approve the Entiva quote for Windows 10 replacement equipment; the motion was seconded and approved by voice vote. Staff confirmed the purchase is budgeted for 2025 but said the city may encumber the funds and complete payment in January if timing requires it.
The board did not identify a specific payment schedule in the meeting; the exact purchase order number and expected delivery timeline were not specified in the presentation.
