HomeMy WebLinkAbout09/17/2013 Purchase Replacement Desktop ComputersVillage of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL
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FROM: IT DIRECTOR V
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DATE. SEPTEMBER 9, 2013 ,
SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PURCHASE
REPLACEMENT DESKTOP COMPUTERS
Staff is requesting approval to purchase 49 Dell desktop computers to replace six -year-
old computers that are slow and out of warranty. Also staff is preparing for the end of
support for Windows XP which is scheduled for April 8, 2014. End of support means
that Microsoft will no longer provide security patches making the older systems more
vulnerable.
Four of the new desktop PCs will replace fully ruggedized CF -19 Tablet PCs for Fire
Prevention. To save money, their existing Tablet PCs will be replaced by desktop PCs
for use in the office plus iPads for use in the field. Users will sync up their field data on
the iPads with the Firehouse database when they return to the office as they currently
do with their Tablets.
The largest portion of the new desktop PCs will go to the Fire Department with a goal of
switching all the Operations personnel from Windows XP to Windows 7 at
approximately the same time in order to minimize issues caused by roaming profiles
being split between the two platforms. The rest of the PCs will be divided between the
other departments.
The Village has approximately 230 Windows XP computers. Some are currently in the
process of being upgraded, 49 will be replaced with this purchase, 52 are available for
replacement in 2014, and some special purpose PCs cannot be upgraded until the
particular system is supported by Windows 7. The rest will be upgraded to Windows 7
with priority given to user desktops. The upgrades will necessitate memory upgrades
as well.
The Village has standardized on Dell computers and they provide discounted pricing to Illinois
municipalities per MHEC (Midwestern Higher Education Compact) Contract code 45ABZ. See
the chart on the next page for pricing.
Request to Waive Bid Process and to Purchase Replacement Desktop Computers
September 9, 2013
Page 2
ris I Extended Cost
49 OptiPlex 7010: Intel Core i5-3770, 3.4 GHz, 6 GB RAM, 500 G13 Hard Drive, $53,963.21
DVD+/-RW, 23" monitor, MS Windows 7 Professional, Mouse, 4-yr. Warranty.
$1,101.29 each
I recommend that the Village accept the state bid and purchase 49 desktop computers
from Dell for an amount not to exceed $53,963.21. Funds are available for this
purchase.
Joan Middleton
IT Director
IAVB Request Memos\2013 Desktop Requests.docx