HomeMy WebLinkAbout10/20/2015 Desktop PCVillage of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL
FROM: IT DIRECTOR
DATE: OCTOBER 12, 2015
1 ?AA
SUBJECT: REQUEST TO WAIVE BID PROCESS TO PURCHASE DESKTOP PCS
Staff is requesting approval to purchase fifty-six (56) Dell desktop computers. Fifty-two (52) will
replace six-year-old computers that are slow and out of warranty. Staff is running out of
replacement parts to keep these old PCs running. Additionally Police has requested approval to
purchase four (4) new desktop PCs as part two of a three-year initiative to increase their
inventory of viable user workstations. The new Police PCs are slated for Booking and
Investigations, replacing older PCs that have been repurposed from other functions. See the
attached Computer CIP item G-10 from the Capital Improvement Plan.
The Village has standardized on Dell computers and Dell provides discounted pricing to Illinois
municipalities per the MHEC (Midwestern Higher Education Compact) Contract code 45ABZ.
Microsoft Office Professional is also needed for the new PCs, which will be purchased from
CDW who holds the state contract for Microsoft products.
Count
Specifications
Extended Cost
56
OptiPlex 7020: Intel Core i7-4790, 3.6 GHz, 8 GB RAM, 500 GB Hard Drive,
$57,418.48
DVD+/ -RW, 23" monitor, MS Windows 7 Professional, Mouse, 4 -yr. Warranty.
$1,025.33 each
4
Microsoft Office Professional $344.87 each
$1,379.48
Total
$58,797.96
I recommend that the Village accept the state bids to purchase fifty-six (56) PCs from Dell and
four (4) copies of Microsoft Office Professional from CDW for an amount not to exceed
$58,797.96. Funds are available for these purchases.
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Attachment
lAVB Request Memos12015 Desktop Requests.docx
Joan Middleton
IT Director
Page i o1'2
G-10
VILLAGE OF MOUNT PROSPECT
2015-2019
Project Name:
Computer Workstations (E) Project Type Code:
707
2015 Dept: Priority:
9
Department:
Police
Description:
This 3 -year project commenced in 2014. This project includes a total of thirteen
additional
new computer workstations to the replacement schedule. There are currently eighty-three
computer locations; however there are only fifty-seven computers on the current
replacement schedule. The remaining thirteen positions are designated as repurposed.
These computers are utilized to complete reports, complete training, review TtS video and
data entry/retrieval from the RMS system, and CFMH systems.
Hardware/Software Costs: 2015 2016 2017 2018 2019
Totals
Computer Workstations
4,200 4,200 0 0 0
8,400
Microsoft Office
1,400 1,400 0 0 0
2,800
5,600 5,600 0 0 0
11,200
Sources of Funds:
2015 2016 2017 2018 2019
Totals
Police
5,600 5,600 0 0 0
11,200
5,600 5,600 0 0 0
11,200
Impact to Annual
2015 2016 2017 2018 2019
Totals
Lease Payment.
Existing Payment
Dept (name)
0 0 0 0 0
0
IT
0 0 0 0 0
0
Proposed Payment
Dept (name)
0 0 0 0 0
0
IT
2,331 3,367 4,403 4,403 4,403
18,907
Change
Dept (name)
0 0 0 0 0
0
IT
2,331 3,367 4,403 4,403 4,403
18,907
Page i o1'2
G-10
Page 2 of 2
File Name: Computer C1P 2015-2010 Workslaltow-.VeW.xISX (F) = Existing Project
VILLAGE OF MOUNT PROSPECT
CUMPiJTER GiP (Hardware / Sctftvrsre t►vr�r SSO(ij `.
2015-2019
Project Name:
(Computer Workstations (l:) Project Type Code: 707
2015 Dept. Priority: 9
Department:
Police
Justification/Comments:
The department needs to provide computer workstations capable to meet the need for
police department personnel to query informational databases to obtain information for
current and ongoing investigations, crime scene technician work related to digital
photography, training, computerized accident reconstruction software, and report writing.
Due to this increased operational need to perform routine tasks, the police department is
requesting these computer workstations to be added to the replacement schedule.
Locations for replacement:
2014: Patrol Report Writing (4), Range Report Writing (1)
2015: Booking (2), Investigations (2)
2016: Front Desk (3), Range (1)
/s this part of the dept.'s
5 -yr technology plan as
Yes, the department will continue to enhance its computer workstation inventory to
provided to the Village
meet operational needs. The department will continue to repurpose workstations
Technology Advisory
wherever possible and extend the life of those computers through memory upgrades
Group? /f so, how?
whenever possible. Acquisition of these additional workstations are in alignment
with the Village's Strategic Plan of enhancing our infrastructure systems to meet our
emerging needs.
Implementation
schedule:
2015, 2016
Personnel utilizing:
Administration, Investigations, Patrol Supervisors, Patrol, Records, Technical Services.
Page 2 of 2
File Name: Computer C1P 2015-2010 Workslaltow-.VeW.xISX (F) = Existing Project