Title VI, Section 413 - Personal Computer Replacement Program

A.    PURPOSE OF PROCEDURE

             This procedure describes the process by which County departments may participate in the Personal Computer (PC) Replacement Program.  This program provides a method for County departments to replace their PCs every 4 years. This program is optional for customer departments; those that prefer to budget for and purchase their own equipment directly could do so with Board approval, although they will still be required to conform to County standards, including minimum capacity and network attachments. Please see Section 416 for specific details relating to the network attachment.

       B.    PROGRAM DESCRIPTION

           This program provides a specific standard quality PC with substantial expansion capability, including the operating system and County network access, but it does not include expansions, special features, printers, or other software. Departments are required to keep the equipment under hardware maintenance for 4 years, which is included in the purchase price for equipment ordered through ISD.

The Information Services Internal Services Fund will handle the fixed purchases on a group basis and place the equipment in the departments.  Preference will be given to departments that have scheduled their PC replacements with Information Services prior to the beginning of the fiscal year.  ISD will provide departments with PC pricing in the Budget Instructions for each fiscal year.  ISD will also provide customer departments with the list of all machines that are coming off of warranty prior to the next fiscal year.

           Departments are charged the purchase price as a one-time charge. There is a separate charge for attachment to the data network.

              ISD will continue to honor all existing 48-month leases for existing PCs. When a department terminates the lease program during the 48-month lease period a lease buyout charge equal to the outstanding principle amount will be charged to the department or agency. The Information Services Department will provide lease buyout requirements upon request. At the end of the lease customer departments/agencies will have the option to purchase a replacement PC through Information Services.  Please see E. End of 4 Year Options below.

      C.    SPECIAL FEATURES, SOFTWARE AND EXPANSION

   Each department will have to consider their particular needs regarding the final configuration of their PC hardware and software. Each department will have to fund separately the added cost for additional hardware features, expansion, printers and software and notify Information Services prior to the beginning of the fiscal year. Support will be provided for all PCs under warranty.

      D.    PROCEDURE

               The basic method for requesting participation in the PC Replacement Program is to complete form ISD413.  Once you have completed ISD413, please send it to the Information Services Help Desk.

      E.    END OF LEASE OPTIONS

           At the end of 4 years, the customer department/agency will have the following options:

             1.   Replace the PC with a new PC.

             2.  For existing leases put into place prior to July 2007, have the "first right of refusal" to assume ownership of equipment coming off of lease. Upon election, the asset will be transferred to the department/agency's inventory. The exact timing and billing sequence for the transition of ownership can be agreed upon between the customer department, Information Services and the Auditor's Office to address unique funding needs. The department/agency will then assume responsibility for maintaining the equipment.

           3. If the customer department/agency declines ownership of the equipment coming off of lease then the equipment will be removed from the department and surplused through General Services.