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Home My WebLink About2009 10 26 Consent 206 Request Approval To Purchase Laptop and Desktop Dell ComputersCOMMISSION AGENDA ITEM 206 October 26, 2009 Meeting CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR MGR /DEP~'~ Authorization REQUEST: The Chief of Police and Information Services Department are requesting the City Commissions approve the purchase of 781aptops and 5 desktops from Dell Computers at a total cost of $151,959.74. PURPOSE: The purpose of this agenda item is to obtain City Commissions approval to replace existing laptop computers and reduce the need for desktop computers and related software in the police department. CONSIDERATIONS: Police Department currently has 75 laptop computers that are no longer supported by warranty and are not the latest in technology. The 75 laptop computers, along with 16 desktop computers, are scheduled to be replaced as per the current recommended rotation schedule. During the FY 2010 budget workshops, the police department requested funding for this replacement project and included such as part of their FY 2010 budget. The Commission approved this request (during the workshops and ultimately) with adoption of the FY 2010 budget. The project will replace all the current laptops and decrease the department's need for desktop computers for those employees that currently have a separate desktop computer and laptop by furnishing those employees with a laptop and docking station setup. This will allow the computer to be used in the office as a desktop computer or to be taken anywhere as needed. Additionally, Information Services feels that this project will significantly assist the City by reducing the total number of computers by 40 and will enable the rotation of 14 current computers to other users. This then leaves us with only having to purchase 5 additional replacement desktop computers for the Communications and Operations Center. With the current rotation schedule, we would have to purchase the 78 laptops and replace 40 computers over the next three years. This also allows us to save money by not purchasing the 35 additional copies of Microsoft Office that was needed to complete the City's transition to Office 2007. This will also allow up to 26 out-dated desktop computers to be placed out of service right away. With the Dell plan we purchase only the 78 laptops and 5 desktop computers. So we have a savings to the City of 35 computers along with software cost. This also doesn't count the savings of the cost of the Dell Laptops vs. Toughbooks. Note that the Dell Specifications and Warranty is better and less money than the Toughbooks. Inheritably, with a project of this size there were many questions that may be of concern and must be answered. The Police Department and Information Services found during our research that many of these questions required some additional coordination with other agencies. Those issues and answers are listed below; • Our purchasing policy allows us to purchase from the State Contract. State of Florida Contract Pricing results from a State competitive bid. In addition to the State Contract, we also solicited two additional quotes and were able to obtain a price which was $9,9861ower than State Contract pricing. • The Police Department previously obtained quotes for Panasonic Toughbooks. The Dell option will provides us with more/better technology and superior support/warranty for significantly less money. • The Dell option gives us the ability to consolidate Police Department desktop computers to reduce the purchase of over 40 desktops and related software. This will result in a huge cost savings to the City. • April 26, 2003 the Police Department purchased 64 toughbooks for $284,749 with a 3 year warranty. An additional 2 year warranty was purchased in 2006 which expired in 2008 and is no longer supported by Panasonic and have been at end of expected life since 2008. • According to Information Services, Windows XP is currently the only Operating System that Seminole County Sheriff s Office supports with their applications such Mobile CAD, CAFE, and XCAD. • Our past experience with the superior level of service and support that we have received from Dell was another factor in this decision vs. other vendors. • Dell is providing on-site next business day repair, along with their complete care plan. • After discussing with other police agencies in the area, we found out the next most reliable hardware for public safety was the Dell Laptops. Lake Mary, Oviedo, Altamonte Springs, and the Sherriff s Office are using some Dell laptops. While having Dell as the vendor is an added bonus, we did support the Toughbooks by Panasonic. Having a proven track record and asking what other agencies are using and their experiences with the equipment (both Pros and Cons) was a contributing factor in choosing Dell. • All of the Panasonic Toughbooks are out of warranty. The largest single issue we have with them currently is hard drive failure and air card slots. These 2 key components are not cost effective to replace considering the age of the units. Based on our experience with hard drives in Police laptop computers, we opted to utilize the solid state drive technology in these new laptops. This should reduce/eliminate the hard drive failures we are seeing as there are no moving parts involved. Furthermore, with fewer hard drives failing we can keep these laptops operational and avoid unnecessary downtime during rebuilds. Deadline for Windows 7 on new orders is October 22nd. However, we have worked with our vendor and they will extend the deadline for us. We must remain on Windows XP because of application compatibility. Our understanding from Seminole County Sheriff's Office is that their applications, upon which we heavily rely, have not yet been tested and proven operational on Windows 7. Based on state contract pricing when we do upgrade to Windows 7 it will be roughly $100 per license. This should be considered as an FY 2011 budget item. SUMMARY/CONCLUSION: By purchasing Dell Computers rather than the Panasonic Tough Books and implementing the re- distribution mentioned above the City will realize a savings of $300,579. This strategy is consistent with that discussed during the FY 2010 budget workshops. By utilizing pricing direct from Dell Computers rather than State of Florida contract pricing the City will realize a savings of $9,986 (this savings is included in the $300,578.74 mentioned above). Additionally, Dell Computers offer warranties not available through other companies. Based on this information the Police Department and Information Services staff recommends this course of action. RECOMMENDATION: Staff recommends that the City Commission approve the purchase of 5 desktop computers and 78 laptop computers from Dell Computers at a total cost of $151,959.74 (per option 1 in Attachment A). ATTACHMENTS: A- Replacement Proposal, B- Quotes associated to project. COMMISSION ACTION: ATTACMENT A Winter Springs Police Department -MCT !Desktop Replacement Proposal f=Y2010 OPTION 2 -Current replacement cycle cost -with new MCT Panasonic TB30 J with new Dell Desktops No Desktop reduction and MCT replacment will be over 3 years Item t7esctiption Unrt S ett~et' Cluotcit Flr1o-nTrr cxlo I:rli~rr Flr11 FY1z-an Fr11 roTnL .. ,~ _ _ ~ ~ z S 1,545.3D a7s2s22a2 a $ 6.161]0 $ 0 5 Dtral De~drsteadaaaak- S s,161zo ~ DcttAapltrpiersM-slrt~le S 1,2is.se a75251771f 23 $ z7.9sb.at u s la,5r15.7fi 1 S 1~15.4a 5 a~,rn1a FY10 $187,137.24 ltlti $139,385.76 FY32 $126,015.48 $ 452,536.18 Option 1 Informatron Services Department /Dell Eti500 Laptops/Docking Station proposal with desktop reduction and replacement IS - Proposal $ 151,459.74 Option 2 (Maintain current hardware status but repl«e with new like equipment aver next 3 budget years Cvrmt replacment cycle $ 4sz,s36.4a Savings to Cify with selection of Option i -> Propnsel by: CMistaplter WMI • Ple[work Adrtwnistratar Date: October 14, 2009 ATTACMENT B Winter Springs Police Department - MCT /Desktop Replacement Proposal FY2010 Proposal br: QvaAoplser We0 -Network Administrator Date c Octotrer 14, 2009 Quotes for WSPD - MCTJDesktop -with Qty 78 Laptops Drll E6500 laptops with 5 Year NBD onsite warranty 33 Docking Stations with keyboard, manse, monitor, and stand. 7 Docking stations with keyboard, mouse, monitor, and dual monitor. Quote Vendor Total Pricin` Amount below state contract priein~ t DELL PricirEC thty REP -Quote $ 126,082.34 $ 9,986.46 2 Tatd,cwloay ints$ratfon 6-ouP • Quoto $ 135,002.20 $ 1.066.60 3 mate of Florida C,entnd Prig $ 136,Ob8.80 $ -