Item D39
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
12/20/06
Division:
Technical Services
Bulk Item: Yes X
No
Department:
Staff Contact PersonlPhone #: Mickey Baker
295-5130
AGENDA ITEM WORDING:
Approval of and Authorization for the County to purchase 70 desktop workstation computers and 20
portable notebook workstation computers from Dell Computers to replace obsolete equipment, in
accordance with the Monroe County Five Year Technology Plan.
ITEM BACKGROUND:
At the time of this submission there are at least 50 desktop workstations that are in need of
replacement. Older computer's performance is inadequate to run required applications, replacement
parts cannot be procured for select models, noise heat and size requirements are excessive. Many of
these computers are 6 years old. Given historical statistics, approximately 40 more workstations will
need replacement before the end of FY 2007. This requests a purchase of a total of 90 workstations -
70 desktops and 20 portable notebook computers.
Mobile users are a growing segment of the County workforce. In the past, the County has purchased
portable computers on an ad-hoc basis, which has resulted in many different types of computers and
less than optimum pricing for these computers. 20 notebook computers are requested so that the
County can establish a supported standard for these computers for support reasons and procure these at
a price below normal Florida State Contract price. Users of portable notebook computers will not
require a desktop computer.
PREVIOUS RELEVANT BOCC ACTION:
Approval of 2007 Technical Services Budget that includes this purchase.
2005 purchase of 100 replacement workstations.
CONTRACT/AGREEMENT CHANGES:
Purchasing via the Florida State Contract with Dell Computer, Contract #: 250-000-03-1
STAFF RECOMMENDATIONS:
Approval and purchase of these computers.
TOTAL COST:
$86J42.10
BUDGETED: Yes X No
COST TO COUNTY: $86J42.10
SOURCE OF FUNDS:
001-05003
REVENUE PRODUCING: Yes
No X AMOUNTPERMONTH Year
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management _
DOCUMENTA TION:
Included
X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 1l/06
OK~~,rY ~o~~~E
(305) 294-4641
BOARD OF COUNTY COMMISSIONERS
Mayor Mario Di Gennaro, District 4
Mayor Pro Tem Dixie M. Spehar, District 1
George Neugent, District 2
Charles "Sonny" McCoy, District 3
Sylvia J. Murphy, District 5
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Technical Services Division
1200 Truman Avenue, Suite 211
Key West, FL 33040
(305) 295-5110
Date:
December 5,2006
Subject:
Agenda Item - Desktops and Notebooks
This item requests approval of and Authorization for the County to purchase 70 desktop workstation
computers and 20 portable notebook workstation computers from Dell Computers to replace obsolete
equipment, in accordance with the Monroe County Five Year Technology Plan.
History and Reasoning
At least 50 desktop workstations that are in need of immediate replacement. Older computer's performance
is inadequate to run required applications, replacement parts cannot be procured for select models, noise heat
and size requirements are excessive in the office environment. Many of these computers are 6 years old.
Some of these computers are running the Windows NT operating system and are not adequately powered to
be upgraded.
Approximately 30 more workstations will need replacement before the end of FY 2007 - we have a run rate
of about 3 failures per month of these older machines and there will be requests for computers for new
employees. This requests a purchase of a total of 90 workstations - 70 desktops and 20 portable notebook
computers. This should be adequate for the remainder of the year ifthere isn't a catastrophic event.
Mobile users are a growing segment of the County workforce. In the past, the County has purchased portable
computers on an ad-hoc basis, which has resulted in many different types of computers and less than
optimum pricing for these computers. 20 notebook computers are requested so that the County can establish
a supported standard for these computers for support reasons and procure these at a price below normal
Florida State Contract price. Users of portable notebook computers will not require a desktop computer.
Dell Inspirons and TPS machines have been purchased by the County - when viewed individually, these
offer good value. The advantage of the Dell Latitude line is that it offers software compatibility - all these
machines can have exactly the same software loaded on them without the technician having to collect a
number of drivers for each machine each time a disk is replaced. As notebooks propagate, it is important to
maintain this compatibility.
Pricing and Procurement
Workstation pricing is based on purchase of at least 60 units. Notebook pricing is based on at least 20 units.
The pricing on the quotes attached to the Agenda Item Summary is consistent with Florida State Contract
pricing and will be ordered under the Dell state contract.
Technical Services has obtained quotes for similar computers from Hewlett-Packard and Lenovo (formally
IBM) which were higher than these prices.
Micke V. Baker
Divisi n Director, Technical Services
DELL
QUOTA TION
QUOTE #:
Customer #:
Contract #:
326730108
5446617
90231
CustomerAgreement #:
250-000-03-1
Date: 10/30/06 2:32:51 PM
Quote Date:
Customer Name:
1 0/30/06
MONROE COUNTY SOCC - IS
TOTAL QUOTE AMOUNT: $57,732.50
Product Subtotal: $57,732.50
Tax: $0.00
Shipping & Handling: $0.00
ShippinQ Method: Ground Total Number of System Groups: 1
GROUP: 1 QUANTITY: 70 SYSTEM PRICE: $824.75 GROUP TOTAL: $57,732.50
Base Unit: OptiPlex 210L Desktop,Pentium 4 521/2.80GHz,1M,800FSB HyperThreading (222-1064)
Processor: NTFS File System, Factory Install (420-3699)
Memorv: 1.0GB,Non-ECC,533MHz DDR2 2x512,OptiPlex 745 and 210L (311-5649)
Keyboard: Dell USB Keyboard,No Hot Keys English,Black,Optiplex (310-8010)
Monitor: Dell E197FP,19 Inch Flat Pane119.0 Inch Viewable Image Size OptiPlex,Precision and Latitude
(3204963)
Hard Drive: 80GB SATA, 7200 RPM Hard Drivewith Data Burst Cache, Dell OptiPlex 745 and 210L (341-2961)
Floppv Disk Drive: No Floppv Drive with Optical Filler,Panel DT (341-2963)
Operating System: Windows XP Professional Service Pack 2,with Media,DeIlOptiPlex,English,Factory Install (420-
4850)
Mouse: Dell USB 2-Button Optical Mouse with Scroll,Black, OptiPlex (310-8009)
TBU: RoHS Compliant Lead Free Chassis and Motherboard,Dell OptiPlex (464-1131)
CD-ROM or DVD-ROM Drive: 48X32 CDRW/DVD Combo,Dell OptiPlex 210L Desktop or Minitower (313-3909)
Speakers: Internal Chassis Speaker Option,Dell OptiPlex Desktop (313-3351)
Documentation Diskette: Resource CD contains Diaanostics and Drivers for Dell OptiPlex Svstems (313-7168)
Service: Tvpe 3 Contract -Next BusinessDav Parts and Labor On-Site Response, Initial Year (950-5970)
Service: Type 3 Contract -Next BusinessDay Parts and Labor On-Site Response, 2YR Extended (902-
9312)
Service: Dell Hardware Warranty Plus Onsite Service, Initial Year (983-6767)
Service: Dell Hardware Warranty Plus Onsite Service, Extended Year (983-6768)
Service: PUB, OptiPlex 3YR Info (983-6647)
Installation: Standard On-Site Installation Declined (900-9987)
CFI, Image with Maintenance (366-1227)
CFI Routing SKU (365-0257)
Online Featured Promotion (460-7656)
SALES REP:
Email Address:
PHONE:
Phone Ext:
1800-274-7799
7244534
For your convenience, your sales representative, quote number and customer number have been
included to provide you with faster service when you are ready to place your order. Orders may be
faxed to the attention of your sales representative to 1-866-844-0532. You may also
place your order online at www.dell.com/Quote
Unless you have a separate agreement with Dell, the terms and conditions found at
http://ftpbox.us.dell.com/slg/resellers/resellertcs.htm shall govern the sale and resale of the Products
and Services referenced in this quotation.
Prices and tax rates are valid in the U.S. only and are subject to change.
**Sales/use tax is a destination charge, i.e. based on the "ship to" address on your purchase order.
Please indicate your taxability status on your PO. If exempt, please fax exemption certificate to
Dell Tax Department at 888-863-8778, referencing your customer number.
If you have any questions regarding tax please call 800-433-9019 or email Tax_Department@dell.com. **
All product and pricing information is based on latest information available. Subject to change without
notice or obligation.
LCD panels in Dell products contain mercury, please dispose properly.
Please contact Dell Financial Services' Asset Recovery Services group for EPA compliant disposal
options at US_Dell_ARS_Requests@dell.com. Minimum quantities may apply.
Shipments to California: For certain products, a State Environmental Fee Of Up to $10 per item may be
applied to your invoice as early as Jan 1, 2005. Prices in your cart do not reflect this fee. More Info: or
refer to URL www.dell.com/environmentalfee
DELL
QUOTA TION
QUOTE #:
Customer #:
Contract #:
326872470
5446617
90231
CustomerAgreement #:
250-000-03-1
Date: 10/31/069:42:14 AM
Quote Date:
Customer Name:
10/31/06
MONROE COUNTY SOCC - IS
TOTAL QUOTE AMOUNT: $28,609.60
Product Subtotal: $28,609.60
Tax: $0.00
Shipping & Handling: $0.00
ShippinQ Method: Ground Total Number of System Groups: 1
GROUP: 1 QUANTITY: 20 SYSTEM PRICE: $1,430.48 GROUP TOTAL: $28,609.60
Base Unit: Latitude D620, Intel Core Duo T2300E, 1.66GHz, 667Mhz 2M L2 Cache, Dual Core (222-2818)
Processor: 14.1 inch Wide Screen WXGA LCDfor Latitude D620 (3204572)
Memorv: 1.0GB, DDR2-533 SDRAM, 2 DIMM for Dell Latitude Notebooks (311-5677)
Keyboard: Internal English Keyboard for Latitude Notebooks (310-7270)
Video Card: Intellnteqrated Graphics Media Accelerator 950 Latitude D620 (3204575)
Hard Drive: 40GB Hard Drive 9.5MM, 5400RPMfor Dell Latitude DX20 (341-2976)
Hard Drive Controller: Standard Touchpad for LatitudeD620 (310-7268)
Floppy Disk Drive: No Floppy Drive for Latitude D-Family Notebooks (340-8854)
Operating System: Windows XP Professional, SP2 with media, for Latitude English, Factory Installed (420-4790)
Mouse: Dell Black USB 2 Button Optical Mouse with Scroll for Latitude (310-8061)
TBU: 90W AC Adapter for Latitude D-Familv (310-7284)
CD-ROM or DVD-ROM Drive: 24X CDRW/DVD with Cvberlink Power DVD, for Latitude D-Familv (313-3881)
Processor Cable: Dell Wireless 1390 WLAN (802.11g,54Mbps) Mini Card for Latitude (430-1963)
Software Disk Two: Resource CD wi Diagnostics andDrivers for Latitude D620 Notebook (313-3885)
Feature 6-Ce1l/56 WHr Primary Battery Latitude D620 (312-0378)
Service: Type 3 Contract - Next Business Day Parts and Labor On-Site Response, 2YR Extended (900-
6232)
Service: Type 3 Contract - Next Business Day Parts and Labor On-Site Response, Initial Year (900-6600)
Service: Thank You for buvinq Dell (983-2207)
Service: Please visit WWW.DeII.COM (983-2217)
Service: PUB, Lat Stand 3YR (983-6668)
Service: CompleteCare Accidental DamageSvc, Lat, 3Yr (960-0407)
Service: Gold Technical Support Service Training, Latitude, 3 Years (902-4862)
Dirline: Type 14 - Keep Your Hard Drive, 3 Years (960-2597)
Misc: Express Upgrade to Windows Vista Business,Free Plus Sand H Payable at Redemption
Enqlish,Dell Latitude (420-6441)
Misc: Upon receipt of PC, Go to www.dellvistaupgrade.com to redeemVista upgrade by 03/31/2007
(310-8590)
Intel Core Duo Processor (310-8315)
SALES REP:
Email Address:
Tommy *Fax PO's to 512-283-2250
Tommy Keeling dell.com
PHONE:
Phone Ext:
1800-274-7799
7244534
For your convenience, your sales representative, quote number and customer number have been
included to provide you with faster service when you are ready to place your order. Orders may be
faxed to the attention of your sales representative to 1-866-844-0532. You may also
place your order online at www.dell.com/Quote
Unless you have a separate agreement with Dell, the terms and conditions found at
http://ftpbox.us.dell.com/slg/resellers/resellertcs.htm shall govern the sale and resale of the Products
and Services referenced in this quotation.
Prices and tax rates are valid in the U.S. only and are subject to change.
**Sales/use tax is a destination charge, i.e. based on the "ship to" address on your purchase order.
Please indicate your taxability status on your PO. If exempt, please fax exemption certificate to
Dell Tax Department at 888-863-8778, referencing your customer number.
If you have any questions regarding tax please call 800-433-9019 or email Tax_Department@dell.com. **
All product and pricing information is based on latest information available. Subject to change without
notice or obligation.
LCD panels in Dell products contain mercury, please dispose properly.
Please contact Dell Financial Services' Asset Recovery Services group for EPA compliant disposal
options at US_Dell_ARS_Requests@dell.com. Minimum quantities may apply.
Shipments to California: For certain products, a State Environmental Fee Of Up to $10 per item may be
applied to your invoice as early as Jan 1, 2005. Prices in your cart do not reflect this fee. More Info: or
refer to URL www.dell.com/environmentalfee