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Home My WebLink AboutAgenda - 02-05-2008-4fORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 5, 2008 Action Agenda Item No. _ SUBJECT: Purchase of Personal Computers through NC State Contract DEPARTMENT: Information Technologies, PUBLIC HEARING: (Y/N) No Purchasing ATTACHMENT(S): 1) Lenovo Quote 2) SHI Quote INFORMATION CONTACT: Todd Jones, 245-2285 Pam Jones, 245-2652 PURPOSE: To purchase 150 Personal Desktop Computers, 50 Laptop computers and accompanying Office software to replace obsolete computers used by staff throughout Orange County government. BACKGROUND: Since the late 1990s, Orange County's Information Technology department has performed annual replacements of aging computers within the County departments. The original plan to replace the oldest 25% of County desktop computers every 4 years has been followed, with the exception of two years, which were missed in the replacement cycle. Currently, the oldest 25% of Orange County computers are finishing their sixth year of service. As might be expected given the rapid evolution of technology, these machines are increasingly unable to support contemporary software, as their reasonable lifespan has been extended as far as possible. Orange County Information Technology included sufficient funding in the approved 2007/2008 CIP to replace 150 desktop computers and 50 laptop computers. Orange County Information Technologies is recommending Lenovo Computers, as the supplier for this year's cycle of computer replacements at State Contract pricing or better. IT staff is certified in servicing Lenovo hardware, Lenovo's pricing is competitive in the industry, the North American headquarters are nearby in Research Triangle Park and reliability figures on existing Lenovo equipment already in use with Orange County exceed any other vendor with whom the County has had experience. The proposed replacement computers are Lenovo's most energy efficient models which use technology compatible to Orange County needs. These models consume approximately one third less energy than previous models, which should help Orange County meet its energy consumption goals. 2 The planned replacements should allow the retirement of 200 aging and obsolete desktop and laptop computers with new equipment. The computers to be replaced are proportionally distributed throughout the various County departments. In accordance with current County policies, the resulting retired computers will be offered as donations to local non-profit organizations such as the Orange County Rescue Squads and the school systems. Each of the new computers will be loaded with the latest version of Microsoft Office software to ensure compatibility with existing County systems, State and Federal agencies, and the public. FINANCIAL IMPACT: Based on quotes from Lenovo and Software House International (SHI), the cost to replace 200 desktop and laptop computers and standard software totals $274,296.50. The Board approved funding for the Information Technologies Capital Project for the current fiscal year totals $800,000. Included in that total were funds to replace older computers. RECOMMENDATION(S): The Manager recommends that the Board approve the purchase of 150 Lenovo desktops, 50 Lenovo laptops and accompanying Office software through the North Carolina State Contract, and authorize the Purchasing Director to execute the necessary paperwork. il? ?l ' ? ? - rA, ;:i? M??-,?? !?„? ice, j ? - ? . co DATE: 1/16/2008 Lenovo US Direct Sales Sales Rep Name: Jeremy Petty Area: Public Sector Phone Number: 919.294-2891 Email Address: imetty(Mus.lenovo.com Information Customer Name: Orange Co Gov Street Address: City, State & Zip: Contact Name: Jim Northrup Phone Number: Email Address: REFERENCE: Lenovo Abstract for BOCC You can order from your Lenovo a-site at: Parts Information PART NUMBER DESCRIPTION QTY UNIT PRICE TOTAL 9181A1U ThinkCentre M57 Desktop 150 $ 680.00 $ 102 000.00 41C9194 4 r depot warranty upgrade for M57 150 $ 60.00 $ 9,000.00 64634YU Thinkpad T61 50 $ 1,100.00 $ 55 000.00 41C9178 4yr depot warranty upgrade for T61 50 $ 100.00 $ .5 ,000.00 9227AD1 17" Flat Panel LCD Monitor 150 $ 203.99 $ 30 598.50 378514Z Image Ultra Build License 200 $ 2.00 $ 400.00 25041OU Advanced mini-dock 40 $ 175.20 $ 7,008.00 73P2620 USB keyboard 40 $ 31.20 $ 1248.00 06P4069 USB optical mouse 40 $ 12.00 $ 480.00 unit pricing regardless of qty. while supplies last note Total $ 210 734.50 Have you considered these other compatible options? PART NUMBER . DESCRIPTION QTY UNIT PRICE TOTAL PLEASE READ CAREFULLY: This quotation supersedes any previous written or verbal quotations from Lenovo and this quote is valid for (30) days from the date of this letter. All sales are subject to the terms of either an assigned IBM Customer Agreement (ICA), Lenovo Customer Agreement or an equivalent agreement in place between us. IBM Quote Page I SHI Quote # 2465577 SHI Orange County Govt Jim Northrup Phone:.919.245.2276 Fax: Email: jnorthrup@co.orange.nc.us All Prices are in US Dollar(USD) Product 1 Office Professional Plus 2007 Single Microsoft Volume License Microsoft Select License Only Apps, D - Part#: 79P-01207 Additional Comments For any additional pricing, order status, customer service issues, or if you need to place an order, please feel free to contact the dedicated account team and someone will be happy to assist you: 800-211-0831 phone 800-211-7954 fax carolinateam@shi.com Page 1 of 1 \..:./ Pricing Proposal Quotation #: 2465577 Created On: Jan-17-2008 Valid Until: Feb-16-2008 Account Representative Christine Weiner 33 Knightsbridge Road Piscataway, NJ 08854 Phone: 888-698-2342 Fax: 919-573-0828 Email: christine-weiner@shi.com. Qty Your Price Total 200 $317.81 $63,562.00 Total $63,562.00 mhtml:f1le://C:\Documents and Settings\mallisonTocal Settings\Temporary Internet Files\... 1/17/2008