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INFORMATION TECHNOLOGY

ORDERING COMPUTER EQUIPMENT

Due to global supply chain demands and fluctuations, computer pricing and availability remain somewhat unpredictable. To help ensure your ability to order computer items that are available and at current pricing, please contact us at isops@gcccd.edu for obtaining quotes from the vendor.

Please be advised that technology equipment purchases may encounter longer than normal shipping times.

At this time, do not use the purchasing templates below to enter a PR. However, you may still reference the templates to help determine what configuration options will best fit your needs. When you are ready, please contact isops@gcccd.edu for assistance in getting a quote.

 

As of July 2, 2018, the following templates have been created for ordering computers, accessories, and ImageNow scanning systems:

Download the pdf template you need below. Copy and paste line items from these templates to your Purchase Request. DO NOT ATTACH the template to your Purchase Request.

MONITORS: The number of monitors you can order with each PC are limited. See the notes on each template for the limit. To order more than the limit, please use the line items from the DELLAD1 template in a separate PR. Be sure to add the recycling fee for each monitor purchased.

QUOTES: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See the EXAMPLE of Purchase Requisition Lines and Reference Quote below.

PURCHASE REQUISITION ENTRY USER GUIDE: For additional instructions, see Workday Resources Purchasing information.

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EXAMPLE of Purchase Requisition Lines and Reference Quote

This is only an example to show the placement of the Reference Quote and the probable Spend Categories. Please follow the individual instructions for each type of purchase.

Example Purchase Requisition Lines - 5 items
Line Description Spend Category Extended Amount
Optiplex 7050 Small FF, i5 7th Gen, 8GB, 500GB HD, Win 10, DVDRW, 5 Year Computer Equipment - Non Instructional 710.00
Dell 24 inch Monitor UltraSharp - U2415 Widescreen Monitor Computer Equipment - Non Instructional 270.00
Dell AC511 Speaker Bar 4310 General Supplies 30.00
Dell KM636 Wireless Keyboard and Mouse Combo 4310 General Supplies 25.00
CA State Recycling Fee

REFERENCE QUOTE # 3000016142548.1
NOTE: PO is subject to WSCA-NASPO Contract #WN03AGW, 7-15-70-34-003
NOTE: As per Terms and Conditions of WN03AGW, 7-15-70-34-003. Resolution 16.009 Ratified by GCCCD Governing Board on 12/08/15.
4310 General Supplies 8.00
DELLSF1 – Small Form Factor case - most popular choice

Most users will just need the Item 1 base computer, 1 or 2 monitors, soundbar, and recycling fee.

UP TO 2 MONITORS can be purchased with each computer - you must add the recycling fee for each monitor purchased.
Any monitors over this limit must be purchased separately using the DELLAD1 template.

QUOTE INFORMATION: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See an example above.

DELLDT1 – Standard Desktop Tower case

Most users will just need the Item 1 base computer, 1 or 2 monitors, soundbar, and recycling fee.

UP TO 2 MONITORS can be purchased with each computer - you must add the recycling fee for each monitor purchased.
Any monitors over this limit must be purchased separately using the DELLAD1 template.

QUOTE INFORMATION: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See an example above.

DELLMF1 – Micro Form Factor case

Most users will just need the Item 1 base computer, 1 or 2 monitors, soundbar, and recycling fee.

UP TO 2 MONITORS can be purchased with each computer - you must add the recycling fee for each monitor purchased.
Any monitors over this limit must be purchased separately using the DELLAD1 template.

QUOTE INFORMATION: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See an example above.

DELLAI1-24 – All-in-one integrated system with PC and monitor together in one unit

Most users will just need the Item 1 base computer (24" monitor included), 1 extra monitor if desired, and recycling fee.

An All-in-One system integrates the computer case INTO THE MONITOR. Please contact Information Systems if you are not sure what an All-in-One system is.

UP TO 1 EXTRA MONITOR can be purchased with each computer - you must add the recycling fee for both the base unit and extra monitor purchased.
Any monitors over this limit must be purchased separately using the DELLAD1 template.

QUOTE INFORMATION: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See an example above.

DELLAI1-27 – All-in-one integrated system with PC and 27 inch monitor together in one unit

Most users will just need the Item 1 base computer (27" monitor included), 1 extra monitor if desired, and recycling fee.

An All-in-One system integrates the computer case INTO THE MONITOR. Please contact Information Systems if you are not sure what an All-in-One system is.

UP TO 1 EXTRA MONITOR can be purchased with each computer - you must add the recycling fee for both the base unit and extra monitor purchased.
Any monitors over this limit must be purchased separately using the DELLAD1 template.

QUOTE INFORMATION: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See an example above.

DELLAD1 – (Additional) extra monitors, sound bars, and wireless keyboard/mouse combos

Cut and paste line items to your PR but NEVER add any of these items to a DELLSF1, , DELLDT1, DELLMF1 or DELLAI1 purchase requisition.

QUOTE INFORMATION: You MUST add the reference quote information listed at the end of the template pdf to the bottom of the last item description entered for each PR. See an example above.

ImageNow Scanning Systems

The image scanning systems include three components: the scanner, Kofax Software, and CaptureNow Adrenaline software.

No template is available, but quotes can be obtained by emailing the Information Systems Department at ispurchasinghelp@gcccd.edu
The purchase price for each system is approximately $6000.

Printers

GCCCD supports HP Printers, including DeskJets, LaserJets, and All-in-Ones.
If you require an extra-large printing capacity for a department, you may want to consider a copier instead.

Before purchasing your printer, ask yourself the following questions:

  1. Color or black and white?
  2. Network or personal printer?
  3. Single side or duplex printing?
  4. Largest paper size to print.
  5. Paper tray capacity.
  6. Budget amount.
  7. Do you require any extra features? Scanner/fax/copier capability?
  8. Will this need to print from Datatel (Colleague)?

When you are ready, call your appropriate college or district help desk and ask for a quote.

Copiers

Xerox Corporation was selected as the vendor that will provide the District’s copiers for the next few years. There are five available selections to choose from, which cover the range of copiers we currently have throughout the District.  Four of these are black and white and one is color.  All copiers are capable of attaching to the network (PC or MAC) and it is recommended that each device is networked, making it easy to print from a desktop workstation or use as a walk-up copier.  As well, all copiers (including the black and white) have scanning capabilities and all scanned files will be viewable in color.

We have organized a matrix of the five devices with the pricing for the base unit, available options, and maintenance contract costs and also includes the option of outright purchase or lease with terms of 36, 48 or 60 month terms.  The last column of the matrix is the recommended category for replacement of each copier currently being used and is based on speed, functionality and monthly volume of the current devices.

To order a new copier, you will select your choice from the matrix, enter a PR (purchase requisition) in IFAS, and upload the selected pricing matrix sheet (with your option selections) as an attachment to the PR.  If you are unsure of which device or options you need or any other questions, please contact Melody Wells at extension 7584 and she can assist with your selection.  If the request requires assistance from Xerox, Melody will coordinate the communication process.

You will also need to complete a second PR and an RFC for the maintenance contract associated with the copier you have selected.  All maintenance contracts are “cost per copy”, so you will only pay for the actual prints you have made during each billing cycle and will not be held to any minimum prints, nor will there be higher charges for “overage” costs.  You will simply pay the set amount on the matrix for the copier you have chosen and will be billed monthly in arrears for the actual copies made on the device.

The page link to the copier standards matrix is:
http://intra.gcccd.edu/purchasing-contracts/contacts.html

Once on this page, look for the “Copier Standards Matrix” and click on that link to open the file.

Because this pricing is the result of a formal bid process and is guaranteed for a five year term, there are no requirements for multiple quotes or discussing your needs at length with various copier vendors.  We feel this will significantly streamline the ordering process as well as departments realizing cost savings as they replace their current devices.  In addition, you will be receiving devices that will provide you with technology that you may not have today, including network printing, scanning and faxing.

Contact the Purchasing Department if you need more information.

Last Updated: 06/04/2021

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