HomeMy WebLinkAboutAgenda - 02-06-2007-5dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 6, 2007
Action Agenda
Item No.
SUBJECT: Authorization to Purchase PCs
DEPARTMENT: Information Technologies and PUBLIC HEARING: (Y/N) No
Purchasing
ATTACHMENT(S):
INFORMATION CONTACT:
Todd Jones, 245-2285
Pam Jones, 245-2652
PURPOSE: To consider authorizing the Purchasing Director to order personal computers from
Lenovo Computers 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.
Research Triangle-based Lenovo Computers is recommended as the supplier for this year's
cycle of PC replacements. Lenovo is a recognized State Contract vendor, so the units will not
require a separate bid by the County. Dell computers, which are also available through State
Contract, have some final assembly steps performed in Forsyth County. The headquarters of
Lenovo computers is in Research Triangle Park, and this positions them as local providers of
computing equipment. In addition, the reliability figures on existing Lenovo equipment in use in
Orange County far exceed any other vendor with whom the County has had experience. The
County's IT staff is also certified in servicing the hardware, which reduces the amount of outside
assistance needed when problems do occur.
The planned replacements should allow the retirement of no fewer than 160 aging and obsolete
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 local School Systems.
Pursuant to the Board's suggestion, Todd Jones, Orange County's Chief Information Officer,
has worked with his counterparts at the Chapel Hill/Carrboro and Orange County School
systems to identify potential bulk purchase opportunities with annual computer replacements
and upgrades. The result of that investigation was that there was no single computer platform
that could meet the divergent needs of both education and County operations. Education
needs are typically web-based, allowing a more modest platform, while County operations are
predominantly client server-based, which necessitates more processing power at the desktop
level. However, the staffs will continue to verify that the volume-based State contract award
provides advantageous pricing to the County and will pursue future joint purchases with the
school systems when it collectively benefits the entities.
FINANCIAL IMPACT: Based on cost estimates from Lenovo, the cost to replace 160
computers and standard software totals $208,552. 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 PC's.
RECOMMENDATION(S): The Manager recommends that the Board approve the purchase of
Lenovo computers as indicated; and.authorize the Purchasing Director to execute the
necessary paperwork.