2017 Bulk Computer Purchase Order Form
2017 Bulk Computer Purchase Order Form

2017 Bulk Computer Purchase

Late in 2016 the Aggregate Buy program between Dell and New York State was reinstated. The new Agg Buy program only offers two models of computers; OptiPlex 7440 All-in-One (AiO) desktops and Latitude E5470 laptops. The pricing for the AiO computers is similar to the negotiated price used in 2016 while the Latitude prices have come down and are more in line with pre-2016 prices.

The OptiPlex 7440 AiO computers for 2017 have the same basic configuration as 2016 with two exceptions; they do not include a DVD drive by default nor do they include wireless networking. DVD drives are offered as an option for an additional cost of $43.20.  The price of the AiO computers for 2017 is $884.75 without the DVD. In comparison, the 2016 price for the AiO computer was $896.47.

Although we didn’t realize it at the time of the 2016 order, the Latitude E5470 model laptops no longer include a DVD drive either. Unlike the AiO computer, there is no option to add an internal DVD drive to the laptops. Dell does offer an external DVD drive, which connects via USB cable, for about $45.  We didn’t include that as an option to add on because there are less expensive 3rd party options available from Amazon, Best Buy, and other retailers. If your library has a need for a DVD drive to go with one or more laptops, we will work with you to find a suitable option and purchase it on your behalf or provide links if you prefer to purchase it yourself from Amazon or another retailer you do business with.

The Latitude E5470 pricing for 2017 is significantly lower than 2016 due to the Agg Buy program. This year’s price is $856.81, down from $1,161.54 last year, a savings of over $300 and more in line with 2015 and earlier prices.

Although they are not offered in the Aggregate Buy program from Dell, OptiPlex desktop computers are available. A configuration similar to the 7440 AiO with a 22” monitor is $907.89. Please see the order form for a full description of what’s included.

For 2017 we’re offering an Asus Chromebox M004U for Public Internet and PowerPAC stations. The M004U comes in two versions, we’re recommending the version with 4GB of RAM and 16GB of internal storage. The price is $249.99 but may be found on sale. There’s an additional $30 license fee per Chromebox but the devices do not require Deep Freeze or Symantec Anti-Virus. The Asus M004U does not include a monitor, mouse or keyboard for that price. Compatible equipment that already exists you library can be used with the Asus. If acceptable equipment is not available, pricing can be provided on a case-by-case basis.

Again this year, all of the computers will come with Microsoft Windows 10 operating system and, for Public Internet stations, will require the Faronics Deep Freeze security software at an approximate price of $54 per computer.  Final pricing for Faronics Deep Freeze will be published once the total number of Public computers being ordered is finalized.

The full configurations for all of the computer systems can be found on the attached order form. If you have any questions on what is included with each computer, please let the CNS Department know before submitting your order.

If you will be ordering computers, please fill out the attached order form, sign it, and return it in the delivery to the attention of either Eric or Rex.

Notes about the Order Form

Microsoft Office:

Microsoft Office is not listed on the order form and will NOT come installed on the computers by default. There are a few reasons for this but the main one is cost. All of the member libraries have access to TechSoup.org and you have the ability to order your own copies of Microsoft Office for a cheaper price than FLLS can. Currently, Microsoft Office Standard Edition 2016 is available via TechSoup.org for $29 per license and you can order as many or as few as you need.

Microsoft Office 2007 will be supported until October 10, 2017 and is compatible with Windows 10, however, since there is less than a year left of Microsoft support, we highly recommend upgrading. Our suggestion, as it has been in previous years, is that if you currently have multiple versions of MS Office in your library (Office 2000, XP, 2003, 2007, 2010, 2013) you may want to take this opportunity to purchase enough licenses to upgrade all of your computers so they have the same version.  That is a suggestion, not a requirement.

However, if you already own licenses for a version of Microsoft Office that is compatible with Windows 10, and the computers you are purchasing are REPLACING computers with Office installed, you can move Office to the new computer without needing to buy new licenses.

Whether you are purchasing new Office licenses or moving them from existing computers, we will contact you individually to obtain your license keys so that we can install Office when staging the computers.

If you have additional questions about Office or are interested in the other details behind the decision to not include Office by default, please email or call the CNS Department.

Faronics Deep Freeze:

If you are purchasing Staff computers, please leave this line blank.  If the computers will be used for Public Internet access they need to have the Faronics security software package installed.  If you are replacing Public Internet computers that have Windows 7, the computer should have Deep Freeze installed. As with Office and Symantec, the Deep Freeze license can be moved to the new computer. PowerPAC computers with Windows 7 or newer no longer need Deep Freeze security. There is a $54 (estimated) charge for EACH Public Internet computer needing a new license of Faronics Deep Freeze.  The bill for Faronics will be separate from the bill for the computers.

Symantec AntiVirus:

If you are REPLACING existing computers that have Symantec AntiVirus already installed, leave this line blank because your current license will move to the new computer.  If any of the computers you are purchasing are going to add to the overall count of computers in your library then you must fill in a number on the Symantec AntiVirus line so that we can bill you for the additional licenses in January.


We did not include printers on the order form but do have recommendations for both Black and White only and Color printers.  If you would like to purchase a new printer, please contact the CNS Department.


We will take orders until Friday, June 9th at 5:00PM. If you do not submit an order form by then, we will assume that your library is not interested in participating in the 2017 Bulk Buy. It also means that, unless there is an emergency where a circulation computer needs to be replaced, all other orders for computers will be on hold until further notice.

We also want to remind you that when we order computers we provide you with a total amount for your purchase and you are required to submit a check in ADVANCE of your order being placed.

Beginning in 2017, payment will be submitted as payable to FLLS.  When the invoices arrive, FLLS will create a check and submit it with the invoices. This change will help streamline the payment process with Dell and allow for better accounting procedures in tracking the invoices.

That brings us to the second deadline, Friday June 23rd. That’s the date by which we will need to receive your payment as we plan to submit our order to Dell on Tuesday, June 27th.

We will provide each library with a total cost for their computer(s) as soon as the order form is received. Please, DO NOT send a check prior to receiving a final order total and payment instructions.

Final Thoughts:

If you have any questions on the computers or the software, please email or call.

One of the main goals behind doing a bulk purchase is to streamline the ordering, staging, and delivery process and means that we picked computer configurations that we feel meet the needs for both Staff and Public use. If you have specific requirements for a computer, and don’t feel that these options fit, we would need to handle that on an individual basis. If you need something specific, it would also mean we would order your computer separately from the Bulk Purchase computers and, in fairness to the participating libraries, wait until after that purchase is complete.

Again, please contact the CNS Department if you have any questions. It’s easier to answer them now than after you submit your form. Also, please, DO NOT submit payment until you are contacted with a final price and billing information.

Dell OptiPlex 7440 AiO

Computer Configurations:

OptiPlex 7440

OptiPlex 7440 All-In-One DesktopIntel Core i5-6500 (3.2GHz)
Operating System:Windows® 10 Professional (64-bit)
Memory:8GB DDR4 2133MHz
Video Cards:Intel Integrated Graphics
Keyboard:Dell KB216 Wired Multi-Media
Mouse:Dell MS116
Hard Drive:500GB 2.5" SATA Drive
Removable Media Options:None
Audio Solutions:Integrated
Speakers:Integrated internal
Monitor:23.8" Non-touch widescreen w/ Camera
Network Solution:Integrated Intel 10/100/1000MB NIC
Hardware Support Services:5 Year Warranty plus 5 Year NBD On-Site Service

Latitude E5478

Latitude E5470Intel Core i5-6300U 2.4GHz
Operating System:Windows® 10 Professional 64-bit
Memory:8GB, DDR4 2133MHZ 1 DIMM
Video Cards:Intel Integrated HD Graphics
Hard Drive:128GB Class 20 Solid State Drive
Removable Media Options:None
Audio Solutions:Integrated
Monitor:14" HD (1920x1080) Anti Glare
Network Solution:Dell Wireless 8260 802.11ac Dual Band + BT
Hardware Support Services:5 Year Basic Hardware Warranty w/ NBD On-Site
Battery4-cell (62Wh) Lithium Ion Battery
Cary CaseNone
WebcamWebcam & Noise Cancelling Digital Array Mic

OptiPlex 5040 Small Form Factor

OptiPlex 5040 Small Form FactorIntel Core i5-6500 (3.2GHz)
Operating System:Windows® 10Professional (64-bit)
Memory:8GB DDR4 1600MHz
Video Cards:Intel Integrated Graphics
Keyboard:Dell KB216 Multi-Media Keyboard
Mouse:Dell MS116 USB Optical Mouse
Hard Drive:500GB 3.5" 7200RPM SATA Drive
Removable Media Options:8X DVD+/-RW
Audio Solutions:Integrated
Speakers:Dell Stereo USB SoundBar AC511
Monitor:Dell 22" P2217H
Network Solution:Integrated Intel 10/100/1000MB NIC
Hardware Support Services:5 Year Warranty plus 5 Year NBD On-Site Service
Parallel Port AdapterNone