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Item C32BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 08/15/12 Bulk Item: Yes X No Division: TECHNICAL SERVICES Department: TECHNICAL SERVICES Staff Contact /Phone #: Bob Ward, 453-8792 AGENDA ITEM WORDING: Approval to purchase 50 Lenovo personal desktop computers, 20 flat screen monitors, 10 Laptops, and 5 All -in -one workstations per quotation # 23207692.02-W from GovConnection, Inc. ITEM BACKGROUND Technical Services is in 2 nd year of refreshing our aging desktops, many of which are 4 or 5 years old. This is the third of three large purchases in this fiscal year of what ultimately will be 150 computers representing 1/3 of the total number of computers installed in the County for use by BOCC employees. For nearly a year, Technical Services reviewed three major computer vendors' products, Dell, Hewlett-Packard and Lenovo. Lenovo was selected as the preferred solution over the other two product lines. PREVIOUS RELEVANT BOCC ACTION: January 19, 2011 - Approval to purchase 40 Lenovo personal computers and 60 flat -screen monitors April 20, 2011 - Approval to purchase 50 Lenovo personal computers and 85 flat -screen monitors July 20, 2011 — Approval to purchase 50 Lenovo personal computers and 70 Flat -screen monitors January 18, 2012 - Approval to purchase 50 Lenovo personal computers and 70 flat -screen monitors March 21, 2012 - Approval to purchase 50 Lenovo personal computers and 60 flat -screen monitors CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST:$ 41,370.00 INDIRECT COST:$ 0.00 BUDGETED: Yes X No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY:$ 41,370.00 SOURCE OF FUNDS: Primarily Ad Valorem REVENUE PRODUCING: Yes No X AMO�NT PER MONTH Year C'� PJ �Pf APPROVED BY: County Atty _ OMB/Purc asing Risk Management 4�_ DOCUMENTATION: Included X Not Required DISPOSITION: Revised 7/09 AGENDA ITEM # QUOTATION uovComectiorr Quote # 23207692.02-W ,,00000ft IT Sallutions for Government and Education PLEASE REFER TO THE ABOVE QUOTE NUMBER WHEN ORDERING 7503 Standish Place Rockville, MD 20855 Date: July 5, 2012 Valid through: July 15, 2012 Account#: 12334911 Account Executive: Scott Little Phone: (800) 986-2259 Fax: (603) 683-0427 Email: fl@govconnection.com QUOTE PROVIDED TO: SHIP TO: AB#: 12334910 AB#: 12334911 MONROE COUNTY TECHNICAL SERVICES MONROE COUNTY TECHNICAL SERVICES MARIA GUERRA MARIA GUERRA ACCOUNTS PAYABLE 1200 TRUMAN AVENUE, SUITE 211 1200 TRUMAN AVENUE, SUITE 211 KEY WEST, FL 33040 KEY WEST, FL 33040 DELIVERY FOB TERMS CONTRACT ID # 1-30 Days A/R/O Destination NET 30 * Line Qty Item # Manuf. Part # Description Price Ext 1 50 13737802 3134C6U TopSeller ThinkCentre M71e SFF Pentium DC G850 2.9GHz $434.00 $21,700.00 / 3MB / 4GB / 50OGB SATA / Super Multi DL / GigNIC / W7P64 Lenovo Commercial Systems 2 50 8588849 43R2161 5-Year ServicePac IOR 9x5xNext Business Day Onsite $66.50 $3,325.00 Repair for ThinkCentre Desktops Lenovo Think Plus/service 3 20 13219571 2572MB6 22" LT2252P ThinkVision Widescreen LCD Monitor, Black $122.00 $2,440.00 Lenovo Features and Options 4 5 T520 6 10 12570377 423946U TopSeller ThinkPad T520 Core i5-2520M 2.5GHz / 4GB / $797.00 $7,970.00 320GB / DVD+RW / abgn / GNIC / BT / WC / 6C / 15.6" HD / W7P64 Lenovo Commercial Systems 7 10 13024984 04W8693 TopSeller Services Upg from 1-year Depot to 3-year Onsite $119.50 $1,195.00 for ThinkPads Lenovo Think Plus/service 8 Page 1 of 2 Account Executive: Scott Little Phone: (800) 986-2259 Fax: (603) 683-0427 Email: fl @ govconnection.com QUOTE PROVIDED TO: AB#: 12334910 MONROE COUNTY TECHNICAL SERVICES MARIA GUERRA ACCOUNTS. PAYABLE 1200 TRUMAN AVENUE, SUITE 211 KEY WEST, FL 33040 QUOTATION Quote # 23207692.02-W PLEASE REFER TO THE ABOVE QUOTE NUMBER WHEN ORDERING Date: July 5, 2012 Valid through: July 15, 2012 Account #: 12334911 SHIP TO: AB#: 12334911 MONROE COUNTY TECHNICAL SERVICES MARIA GUERRA 1200 TRUMAN AVENUE, SUITE 211 KEY WEST, FL 33040 DELIVERY FOB TERMS CONTRACT ID # 1-30 Days A/R/O Destination NET 30 * Line Qty Item # Manuf. Part # Description Price Ext 9 5 12331595 0870A6U TopSeller ThinkCentre M90z AIO Core i5-650 3.2GHz / 4GB / $948.00 $4,740.00 50OGB / DVD+RW / bgn / GNIC / 23" FHD MT / W7P64 Lenovo Commercial Svstems Lines: 6 Total $41,370.00 Merchandise ..........Fee ................. Ship Via 1,560. pounds Small Pkg Ground Shipping and $0.00 Handling Tax .., 1..__ ._ .. TOTAL $41,370.00 * Lease for as .......................... low as: Page 2 of 2 Technical Services August 15, 2012 Item Background During the last several budget cycles, in order to reduce costs, Monroe County has not purchased a significant quantity of personal computers. It was normal practice for 1/3 of the County's computers to be replaced each fiscal year as each PC came with a three-year warranty. From 2007 to 2010 we did not purchase any more computers than what we would need to fix existing machines on an emergency basis. Now we are nearing the end of the 2nd year of a 3 year plan to replace all of our desktop and laptop PC's. Technical Services spent nearly a year reviewing the personal computers offerings of several vendors, Dell (the incumbent vendor), Hewlett Packard, and Lenovo. We ran each through our current software setups and evaluated each vendor for performance, ease of use, cost, service and support. At the end of this process our review team selected Lenovo as the best fit for our needs. In November of 2010, we purchased 10 Lenovo machines and identified 10 users that were to receive them. The results of the initial rollout have been successful so we are moving forward with additional purchases. At several BOCC meetings in the 2011 fiscal year, you approved the purchase of 40 or 50 computers with a number of additional flat screen monitors. We have completed the rollout of these computers and are ready for the next purchase. We have limited storage space at our facilities and as a result we have and will purchase these machines in 3 separate purchases, these 50 machines in February, another 50 in April and the final 50 in August. This schedule gives us time to receive the machines, image them with our software and install them with the end users before the next round of machines arrive. Each time we will bring an agenda item forward to you with the request to approve each purchase. One of these agenda items will also include the replacement laptops that we have budgeted for purchase this year. This agenda item includes laptops for the replacement of systems for mobile users this year. The number of displays is lower than usual because we have a number of screens remaining in inventory. Furthermore, we have included a 5-year warranty instead of a more typical 3-year warranty. We will be able to keep these machines in service much longer and reduce future expenses as a result. Staff Recommendation Technical Services recommends that the Monroe County Board of County Commissioners approve this purchase from quote # 23207692.02-W from GovConnection, Inc. for the 50 Lenovo PCs, 10 laptops, 5 All -in -one systems and 20 flat screen monitors. n � § k 14 Q § a Q k /� �z §k § w t� -jU) w \AMU)>\ /0 z ca ]U52o�� © m U) Q m G o § Q ■ w _■■«�■ ;Z�..�� e o o R w 2 0 2 § e co 0 , ©§ E LO CO o 000 c « > nS a, ƒ/fp ] ± m ■ \ ] 0 �k \§ z� \LU � K� &\a w$on %%dam §. § eR- �w§Lu /Z>0 }((= a. 0m 0 @)z §Cgw \�k] 0 w 222 a2&\ ILLU ab-M2 0mZ 2�k k ±� w w\k/ a]]§ a a k Q 0 0 ) ■ a Custouwr m,mroe County FL (MD2697) i 200 Tmeman Ave Ste 211 Key West, Florida 3't 10 None Special %::structiom; ine Southern Computer Warehouse 1395 S Marietta Parkway Bldg 300 Suite 106 Marietta, Georgia 30067 United States http://www.scw.com Bill To Monroe County FL Santana, Jose 5100 College Rd Key West, Florida 33040 Terms: Undefined Ship To Monroe County FL Melton, Jim 5100 College Rd Key West, Florida 33040 (P)305-295-5110 Ship Via: GROUND Carrier Account #: None e Lenovo Thin- 1 SFF - 1 x P Gc_:k _%M 4 GB x 500 GB - DVD-Writer - HD Graphics - Gigabit Ethernet - Windows 7 3134C6U 50 No $452.32 $22,616.00 Professional 64-bit - biomu,r : none Note: NON RETURNABLE ...... ... _..._............ ............._......._.._. _......... . ........ . ......... ... ......._... kPlus Onsue Repair 2 Extended , .greement parts and labor - 5 years - on sue 9x5 NBD -for ThinkCentre M55; M57; M58; M70; M71; 43R2161 50 No $111.52 $5,576.00 M75; M77; NIS .'090: M91 Note: NON REl'UkN"03LE .......... .. .......... ................ ....... ......... ........... Lenovo ThmkV ision L t'. _: -- ' p 3 LED monitor - 22" - 1680 i 050 - TN - 250 cd/m2 - 1000:1 - 5 ms - DVI-D, VGA, DisplayPort - business black - for 2572MB6 20 No $132.96 $2,659.20 ThinkCentre M71e; M80; M81; M90z; M91; ThinkStation C20; C20x; D20; E30; S20 Note: NON RETURNABLE ........... ........... ................................................ .................. .......... . Lenovo ThinkCentre M90z 0870 4 All -in -one - 1 x Core i5 650 / 3.2 GHz - RAM 4 GB - HDD 1 x 500 GB - DVD-Writer - HD Graphics - Gigabit Ethernet - 0870A6U 5 No $928.49 $4,642.45 WLAN : 802.11b/g/n - Windows 7 Professional 64-bit - Intel vPro Technology - Monitor: 23" wide CCFL TFT Multi -Touch - TopSeller Note: NON RETURNABLE Lenov_o ThmkPad T520 4239 5 Core i5 2520M / 25 GHz Windows 7 Professional 64-bit - 4 GB RAM 320 GB HDD - DVD-Writer - 15.6" wide 1366 x 423946U 10 No $825.75 $8257.50 768 / HD - Intel HD Graphics 3000 - 3G upgradable - TopSeller _ Note: NON RETURNABLE 6 Lenovo ThmkPlus Onsite Repair 45K5970 10 No $138.78 $1387.80 Extended service agreement - parts and labor 3 years - on -site - NBD Note: NON RETURNABLE ........... Subtotal: $45,138.95 Tax (0.000%): $0.00 Shipping: $0.00 Total: $45,13895 ............................._........__ ...... ...........__. ...... .......... _. Quote valid for 30 days unless formal bid provides different term. Promotional pricing is valid only during term of promotion and while supplies last. All returns must be authorized and clearly marked with a valid RMA number. ............ ..,_,..,.._ _ ........... ............. These prices may not include applicable taxes, insurance, shipping, delivery, setup fees, or any cables or cabling services or material unless specifically listed above. All prices are subject to change without notice. Supply subject to availability.