Service information for FY 20/21.
Desktop and Laptop Bundles
Effective July 1, 2017, Desktop and Laptop service bundles are available to State of Minnesota agency partners.
Bundles include standard laptop and desktop computers selected from the list of Enterprise Standard devices adopted by Minnesota IT Services, plus workstation management, protection and support, and inventory management of hardware and software. Upgrade options are available. See details below.
If you have questions about the service bundles, please contact your Client Services Management team.
Standard Desktop Bundles Include:
- Standard desktop computer
- Standard keyboard and mouse
- Replacement every five years
- Monthly rate: $57.54
Standard Laptop Bundles Include:
- Standard laptop
- Docking station (provided with new bundles; replaced during refresh cycles, if needed)
- Replacement every four years
- Monthly rate: $74.60
What is Included?
All Standard and Upgraded Desktop and Laptop Bundles also include the following:
- Workstation management and protection package: antivirus, firewalls, security patching and encryption
- Workstation support, including remote desktop and deskside support
- Inventory management of hardware and software
What is NOT Included?
- Monitors are not included in any bundles. If you need one or more monitors, you must use the partner agency’s normal purchasing process.
- Device and memory upgrades (see below)
Bundles are billed at monthly intervals. Billing is based on the number of individual bundles you purchase for your agency.
If you purchase a Desktop or Laptop Bundle, you must also purchase an Enterprise Software Bundle.
Other Items You May Need
Some equipment you may need is not available from MNIT and is not included in our rates. You must purchase the following items through the partner agency’s normal purchasing process:
- All Monitor(s)
- Web cam (required to use all of the functionality of Skype for Business)
- Local printer, if needed
- Non-standard keyboard and mouse (ergonomic or wireless)
- Programmable keyboard
Your agency can request memory upgrades for any number of bundles. You will be billed a one-time charge for the cost of the additional memory.
High-end (performance) Desktops and Laptops
Your agency may require an upgrade to one or more desktop/laptop standard bundles. This can be done during annual replacement, or when onboarding a new employee.
If a high-end device is needed for a particular user, the agency will incur a one-time upcharge for the amount exceeding the cost of the standard device. The monthly bundle rate would remain unchanged.
The upcharge amount is equal to the cost of the device plus any required add-ons (additional or special docks, external drives, etc.) less the cost of the standard device. (Note: The standard charge for the laptop includes the cost of a docking station). That amount is then multiplied by the number of devices the agency is purchasing with an upgrade.
The monthly desktop rate includes $542 (subject to change based on hardware standards adopted) for replacement, spread over 5 years which corresponds to the useful life that’s been defined for desktops. Similarly, the laptop rate includes $989 (subject to change based on hardware standards adopted) spread over 4 years. If you have any questions on how to calculate an upcharge, please contact your Client Services Management team. Here are some examples that help explain the process.
An agency wishes to purchase 5 performance desktops costing $800.00 each.
- The upcharge for one desktop is equal to $800 - $542 = $258
- The total upcharge to the agency is equal to $258 x 5 = $1290
An agency wishes to purchase 5 performance laptops costing $1150.00 with a $100.00 matching docking station.
- The total cost of the PC is $1150 + $100 = $1250
- The upcharge for one laptop is equal to $1250 - $989 = $261
- The total upcharge to the agency is equal to $261 x 5 = $1305
Replacements Included with Bundles
Effective July 1, 2017: Desktop and Laptop service bundles (standard and upgraded) include a provision to replace computers as they reach the end of their useful lives. Here’s how that works.
- We identify the devices eligible for replacement.
- Before the end of this fiscal year (6/30/19), the Enterprise Desktop Support team will review the desktops and laptops billed at each agency to identify the devices due for replacement this year.
- The age of the device is based on its purchase date. Desktop useful life is defined as five years; laptops are four years.
- The agency evaluates their business needs and can make changes.
- MNIT presents each agency business with a list of the devices that are due for replacement.
- The business may use this opportunity to change the mix of devices in their environment. By evaluating needs and determining appropriate devices for each user, they can help manage costs, since the monthly billing rates for laptops and desktops are significantly different.
- We will inform you if your costs change.
- There are no additional hardware costs to the business as long as they select from the standard desktop and laptop offerings, because equipment replacement is included in the monthly rates.
- If they choose to replace a standard laptop with a high-end laptop for a particular user, the one-time upgrade charge would apply (see details in Upgrade Options above) but the monthly laptop rate would remain unchanged.
- If the business replaces a laptop with a new desktop, their monthly rate would decrease. Conversely, if a desktop is replaced with a new laptop, the monthly rate would increase.
- Replacement schedules are coordinated with the agency.
- Some businesses may need to avoid equipment replacements at certain times during the year to limit disruption to their staff. For example, MNsure prefers discretionary work not occur during Open Enrollment.
- MNIT will work with the business to determine the optimal replacement window and try to accommodate those schedules whenever possible.
Replacement Ahead of Schedule
If an agency wants to replace a device ahead of the normal replacement schedule, they must “buy out” the remaining hardware cost that would have been recovered via the monthly rates had the agency been billed for the full term of that device.
How the Cost is Calculated
Monthly bundle rates were calculated assuming devices would not be replaced until the end of their useful life. The buy-out cost includes the remaining monthly cost, plus a professional services charge:
- The monthly desktop rate includes a hardware cost of $542 spread over 5 years, or $9.03 per month.
- The monthly laptop rate includes a hardware cost of $989 spread over 4 years, or $20.60 per month.
- For early buyout, the above costs are multiplied times the number of months until the device’s regularly scheduled replacement date.
- Professional services charge of $125.20 (2 hours - “926-Workstation –Prof Svcs – Basic” rate) is added to cover the administrative costs associated with replacing a device separately from the agency’s annual refresh.
Examples of buy-out cost calculations for a desktop and laptop computer are illustrated below.
An agency replaces a desktop computer after four years, one year ahead of its five-year useful life. The new computer is the enterprise standard desktop, so an upgrade charge is not applicable.
- Monthly cost of desktop hardware: $542 / 60 months = $9.03
- Number of months remaining: 60 – 48 = 12 months
- Buy out of remaining hardware: 12 months x $9.03 + $125.20 = $233.56
- The monthly desktop rate for the replacement device remains unchanged.
An agency replaces a laptop computer after 3 ½ years, six months ahead of its four-year useful life. The new computer is the Enterprise standard laptop, so an upgrade charge is not applicable.
- Monthly cost of laptop hardware: $989 / 48 months = $20.60
- Number of months remaining: 48 – 42 = 6 months
- Buy out of remaining hardware: 6 months x $20.60 + $125.20 = $248.80
- The monthly laptop rate for the replacement device remains unchanged.