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Home My WebLink About060905 Item 2aBOCC Communications Infrastructure Recommended Communications Infrastructure for Commissioners One of the ideas that came out of the Commissioner retreat in January of 2005 was the recognized need for communications equipment for Commissioners. This would ensure each Commissioner had the opportunity to be outfitted with state of the art technology that would enable them to communicate effectively and conveniently with constituents, each other and County staff. This document provides information on a recommended technology package to ensure each Commissioner has technology appropriate for their needs. Requirements The Commissioners need technology that conforms to the following needs: Reliability — The technology must be rugged, easy to maintain and outfitted with high levels of security to protect the equipment from viruses, spyware and malicious intrusions Ease to use — The technology must be easy to operate and must not require high levels of user training Convenience — The technology must easily conform to the busy lifestyles of each Commissioner. Portability and operability in many different environments is critical. Flexibility — The technology must be multi - purpose and support myriad software packages. It must allow further upgrades as technology evolves. Recommendation The Information Technologies group recommends a communications package consisting of the following components: 1. A lightweight laptop computer — This device will be used as the primary computer for each Commissioner. It will contain all of the respective commissioner's files, for ready access from home �o-+ r• or on the go. It will have integrated wireless connectivity for access to email and the Internet from any location with wireless networking. The recommended model is the latest version of IBM's Thinkpad, such as has been provided to Commissioner Foushee. 2. A docking station — This allows the laptop computer to be used at home like a standard desktop computer. It provides all the connections to the printer, fax machine, backup devices and all other peripherals. The laptop can be popped in to and out of the docking station quickly and easily, without disconnecting any wires. 3. Desktop accessories - To allow Commissioners to operate the laptop at home as though it were a desktop, we recommend the following accessories: a. Keyboard and Mouse — a standard full size mouse and keyboard b. Monitor— a 17" flat panel monitor for crisp image display. These feature a small footprint for minimal disruption of desk space These would be connected to the docking station and left behind when Commissioners take laptops on the road. Orange County IT 1 4/1812005 BOCC Communications Infrastructure 4. Combination printer /fax/copy /scanner — currently used in Commissioner Carey's home office, this unit provides print, fax, copy and scan functionalities. We recommend an accessory for double sided printing, to save paper resources 5. Automatic backup system — This technology would provide automated data backup, to retain Commissioner's data in the even of catastrophic data loss on the laptop. This system works without user intervention, copy data to a local device on a scheduled interval (typically once a day). With scheduled visits and rotations of the backup media, the IT department could ensure this data is stored in a secure offsite facility to protect data in case of a catastrophic event to the home office. 6. Wireless communication device — This technology, examples of which include cellular phones or devices such as Blackberrys and Treo Palm which provide a combination of services including: digital cell phone service, wireless access to email and internet, PDA organizers (such as address books and calendars) and text messaging. Provided below is a summary rate plans and anticipated acquisition cost for solely cellular only as well as the Blackberry and Treo Palm devices. It is recommended that one solution is chosen for all Commissioners, in all the scenarios presented, minutes "pool" together and unlimited free minutes when any of the five are speaking to each other. In the event a device whose sole purpose is cellular communication is chosen, staff recommends Alltel. Alltel provides good coverage in both the northern and southern parts of the county as well as attractive monthly rate plans. In regards to the combination cellular /data devices, for predominant voice use, the Treo phones with Internet and email capabilities are recommended over the Blackberry. For predominant Internet email capabilities over voice, the Blackberry is recommended Due to the fact these telephone numbers will be made available to the public, minutes will be monitored closely and rate plans adjusted to avoid overage charges. Once a solution is selected, staff will finalize cost figures with selected vendor. Caveats: 1. Commissioners are advised not to rely on any cellular device for communication during emergencies. During emergencies, cell phone service is either unavailable or overwhelmed by use, rendering its reliability highly questionable. IT recommends the Commissioners consider the use of EMS radios to provide the reliability needed during emergencies 2. While these devices do support many functionalities found on laptop computers and cell phones, the inherent limitations of their small size and multi - functionalities may cause some frustration. It is advised each Commissioner try one of these devices before committing to them. Wireless Networking Orange County IT has implemented a public wireless network for the main meeting room in Southern Human Services Center. We are currently pricing similar networks for the Battle Courtroom and the GSC meeting room. These networks will allow Orange County IT 2 4/1812005 BOCC Communications infrastructure 0 Commissioners, County staff, the media and any members of the public to access the Internet and email during Commissioner meetings. Implementation The IT organization will order these devices upon Commissioner request. Standard delivery from these vendors is two weeks. We will work with each Commissioner to configure the technology for their preferences and providing on -going support at their convenience. Pricing Below are current prices for the computer component of the communications infrastructure package. Pricing is subject to change, particularly on hardware, which is typically manufactured offshore and subject to fluctuations in international currency. COMPUTING TECHNOLOGY PRICING Vendor Part Number Description Price IBM 183OBVU PM 1.6GHz, 256MB Memory, 40GB Hard Drive, 15" XGA, CDRW /DVD Optical Drive, 802.11 bg $1,460.00 IBM 69P9198 4Yr Onsite Warranty Upgrade $ 275.00 IBM 28710U IBM Dock II $440.00 IBM 02K6699 TP 72 Watt AC Adapter $ 40.00 IBM 22P7036 IBM Internal Multiburner $ 200.00 IBM 31P7405 Optical Scroll Point Mouse $ 20.00 IBM 73P2620 USB Keyboard $ 33.15 IBM 6734ACO 17" Flat Panel $ 390.15 Computer Total $2858.30 CMS 220024 CMS Automatic Backup System $179 Hewlett Packard Q1638A #ABA HP Officejet 6110 $299.99 Hewlett Packard C8955A #A2L Double sided printing accessory $70 Grand Total $3407.29 Orange County IT 3 4/1812005 BOCC Communications Infrastructure j3 r.FI I_ULAR PRICING Orange County IT 4 4/18/2005 Cost.per Monthly Plan Features Device Charges ALLTEL Total freedom 600 - $54.99 Plan Includes: $99.99 each $42.49 - 600 Anytime minutes - unlimited Alltel to Alltel (Commissioner to Commissioner) - Unlimited Night & Weekend minutes (9pm to 6 am) - Nationwide Long Distance - 5 share a pool of 3000 minutes per month - Voicemail & Caller ID ALLTEL2 Total freedom 900 - $54.99 Plan Includes: $99.99 each $50.98 - 900 Anytime minutes - unlimited Alltel to Alltel (Commissioner to Commissioner) - Unlimited Night & Weekend minutes (9pm to 6 am) - Nationwide Long Distance - 5 share a pool of 4500 minutes per month - Voicemail & Caller ID NEXTEL 1 Free Incoming 300 Plan $49.99 $40.99 per - Unlimited Incoming Calls $79.99 mo - 300 Outgoing Calls $105.99 - Unlimited Direct Connect - Unlimited Night & Weekend minutes (9pm to 7 am) - Nationwide Long Distance - Voicemail & Caller ID NEXTEL 2 Free Incoming 500 Plan $49.99 $49.19 per Plan Includes: $79.99 mo - Unlimited Incoming Cellular Calls $105.99 - 500 Outgoing Cellular Calls - Unlimited Direct Connect - Unlimited Night & Weekend minutes (9pm to 7 am) - Nationwide Long Distance - Voicemail & Caller ID Orange County IT 4 4/18/2005 BOCC Communications Infrastructure VERIZON TREO 450 Anytime nationwide minutes no extra charges for long distance unlimited nights and weekends unlimited Verizon to Verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 2250 minutes per month unlimited email and internet access $119.99 each (w/ voice & data plan $219.99 voice only) $81.44 PER MO (voice & data) $36.44 PER MO (voice only) VERIZON 900 Anytime nationwide minutes $119.99 each $97.64 PER TREO no extra charges for long distance (w/ voice & MO unlimited nights and weekends data plan (voice & unlimited Verizon to Verizon $219.99 voice data) (Commissioner to Commissioner) only) caller ID voice mail $52.64 PER 5 share a pool of 4500 minutes per month MO unlimited email and internet access (voice only) VERIZON 450 Anytime nationwide minutes $79.99 each $81.44 PER (BLACKBERRY) no extra charges for long distance MO unlimited nights and weekends (voice & unlimited verizon to verizon data) (Commissioner to Commissioner) caller ID voice mail $36.44 PER 5 share a pool of 2250 minutes per month MO unlimited email and internet access (voice only) Orange County ET 5 4/1812005 BOCC Communications Infrastructure R_ Cell Plan Detail Alitel Total freedom 600 - $49.99 less 15% discount = $42.49 Plan Includes: - 600 Anytime minutes - unlimited Alitel to Alltel (Commissioner to Commissioner - Unlimited Night & Weekend minutes - Nationwide Long Distance - 5 share a pool of 3000 minutes per month - Voicemail & Caller ID Total freedom 900 - $59.99 less 15% discount = $50.98 Plan Includes: - 900 Anytime minutes - Unlimited Alltel to Alltel (Commissioner to Commissioner - Unlimited Night & Weekend minutes (9pm to 6 am) - Nationwide Long Distance - 5 share a pool of 4500 minutes per month - Voicemail & Caller ID Handsets Kyocera SE44 ** $54.99* • Touch2Talk- capable T • Axcess Mobile Web - capable • Axcess Apps - capable r 'p&' i r it er^ LG AX4750 $99.99* • Touch2Talk- capable • Speaker phone • Axcess Apps - capable _3 y 1_ Orange County IT 6 4/1812005 BOCC Communications Infrastructure Nextel Free Incoming 300 Plan - $49.99 less 18% discount = $40.99 Plan Includes: - Unlimited Incoming Calls - 300 Outgoing Calls - Unlimited Direct Connect - Unlimited Night & Weekend minutes - Nationwide Long Distance - Voicemail & Caller ID Free Incoming 500 Plan - $59.99 less 18% discount = $49.19 Plan Includes: - Unlimited Incoming Cellular Calls - 500 Outgoing Cellular Calls - Unlimited Direct Connect - Unlimited Night & Weekend minutes - Nationwide Long Distance - Voicemail & Caller ID Handsets i530 - $49.99 _ Includes: Battery and Wall Charger Carry Case: $11.99 • Rugged flip phone • Call Preview • Speakerphone - - • non color display i710 - $79.99u: Includes: Battery and Wall Charger ` Carr y Case: $11.99 _ • Call Preview ......- • Applications & Games • Speakerphone = *color display i730 - $105.99`r Includes: Battery, Wall Charger and Carry Case • External Display Games = • Applications & • Speakerphone *color display Orange County IT 7 4/18/2005 BOCC Communications Infrastructure No Verizon (Treo) 450 Minutes Monthly cell plan $36.44 each per month 450 Anytime nationwide minutes (free Id) unlimited nights and weekends unlimited verizon to verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 2250 minutes per month PLUS $45 for unlimited email and internet access total - $81.44 900 Minutes Monthly cell plan $52.44 each per month 900 Anytime nationwide minutes (free Id) unlimited nights and weekends unlimited verizon to verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 4500 minutes per month unlimited email and internet access PLUS $45 for unlimited email and internet access total - $97.44 Purchase price of TREO #f $119.99 Enhanced camera with video capture ' • Vibrant high - resolution Screen 320 x 320 color screen for viewing emails, calendar, web etc. • MP3 player • Connectivity via Bluetooth® (for certain profiles). • Palm OS 5.4 • Speaker Phone • Secure Digital Card (SD 1 /0) Expansion Slot —Add memory and accessories Orange County IT 8 4118/2005 BQCC Communications Infrastructure Verizon (Blackberry) Monthly cell plan $36.44 each per month 450 Anytime nationwide minutes (free Id) unlimited nights and weekends unlimited verizon to verizon (Commissioner to Commissioner) caller ID voice mail 5 share a pool of 2250 minutes per month PLUS $45 for unlimited email and internet access total - $81.44 Purchase price of Blackberry 7250: $79.99 The data and voice- enabled BlackBerry 7250TM features: pL:g • Email phone browser, SMS and organizer applications in a single, integrated handheld • Bluetooth® support for hands -free voice x s , !, `'� communications • Ample memory for application and data storage`! • PC -style 33 -key QWERTY keyboard • Easy -to -use navigation trackwheel and intuitive menu interface • Bright, backlit 240x160 display Supporting over 65,000. 1 r colors Java TM development platform based on open standards • Integrated attachment viewing. • Small form factor with a light and comfortable feel • Dual -band network support: 800/1900 MHz CDMA2000TM 1X and cdmaOneTm networks Orange County IT 9 4/18/2005 0