EQUIPMENT REFRESH

Everyone's laptop is four years old. Time to do something about it.

The hardware you bought in the pre-remote era is aging out. Half the laptops are on their second battery, the conference room camera hasn't been touched since 2020, and the monitors are still 24-inch 1080p when your engineers want 27-inch 4K. A coordinated refresh is cheaper than doing it one panicked employee at a time.

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THE SITUATION

You've been buying laptops as-needed: when someone joined, when someone's died, when a warranty ran out. The fleet is inconsistent — three MacBook generations, two Dell tiers, a mix of docks that don't all work with the same monitors. Nobody has a spare, so when someone's laptop dies IT scrambles.

Meanwhile, the conference rooms are on Logitech Meetups from 2019, the monitors on the sales floor are aged 1080p, and the printer contract auto-renewed for another 36 months even though nobody prints. Every one of these small decisions is fine in isolation. Together, they add up to a fleet that looks like a garage sale.

A refresh done right — procured together, deployed in a wave, disposed of responsibly — costs less per unit and takes less of your team's time than the current dribble.

HOW WE FIX IT
01
Inventory + assessment
Full asset inventory. Age, spec, warranty status, assigned user. We flag what's due for refresh (usually 3-4 year cycle for laptops, 5-7 for monitors, 4-6 for conference-room AV). You get a written refresh plan you can budget against.
02
Procurement — one PO, one delivery
We source through CDW, Insight, or Apple Business — whoever gives you the best pricing for your volume — and manage the PO. Ships to our staging space, not to your office reception. Nobody at your company has to sign for 40 laptop boxes.
03
Pre-provisioning
Every device is imaged, joined to your directory, MDM-enrolled (Intune, Jamf, JumpCloud), and pre-configured with your baseline apps before it leaves our staging. On deployment day the user logs in and everything is there.
04
Coordinated deployment
For office-based teams: on-site day, swap old for new, help users migrate their data. For remote: pre-shipped to home addresses with a scheduled setup call. Old hardware collected, wiped to NIST 800-88 standard, and either reused, donated, or recycled through an R2-certified partner.
05
30-day tail support
The first month post-refresh is when the weird issues surface (missing bookmarks, driver oddities, a specific SaaS app that won't SSO). We handle those directly with users; you're not the tier-1 tail queue.
WHAT YOU GET
  • ●Written asset inventory with refresh recommendations
  • ●Procurement management (PO, negotiation, delivery)
  • ●Pre-imaged laptops with MDM enrollment + baseline apps
  • ●Monitors, docks, keyboards, mice — matched sets
  • ●Conference-room AV planning (if in scope)
  • ●On-site or shipped deployment logistics
  • ●Data migration + user handoff
  • ●Certified data-wipe and disposal of retired equipment
  • ●30-day post-deployment support
  • ●Updated asset inventory delivered at close
HOW THE ENGAGEMENT WORKS
Project-priced, not managed

Fixed-price project scoped after the inventory. If you're on a managed plan with us, ongoing lifecycle tracking (warranty expiry, refresh timing) is included in the base fee.

Timeline

Small fleet (under 25 users): 3-4 weeks end to end. Medium (25-100): 6-8 weeks. Larger or multi-site: 8-12 weeks. Longest lead is usually hardware itself — MacBook Pro M-series and 4K displays can be 2-4 weeks even from CDW.

Rough cost

Our fee for coordination, imaging, deployment, and disposal typically runs 8-15% of the hardware spend for smaller refreshes; less at scale. Hardware is passed through at cost from the reseller — no hidden markup.

QUESTIONS WE GET
Do you take our old equipment or do we have to figure that out?
We take it. Certified data wipe (NIST 800-88 Purge), then either resell (proceeds credited back), donate to a partner nonprofit, or e-cycle through an R2-certified vendor. Chain-of-custody documentation for your records.
Can we buy hardware ourselves and just hire you for provisioning?
Yes. Some clients have preferred reseller relationships (usually Apple Business or a specific CDW rep). We're happy to work with your PO — imaging + deployment + disposal is the same.
What about conference rooms — cameras, mics, displays?
Yes. Logitech Rally / Rally Bar, Poly Studio, Neat Bar are the platforms we deploy most. Zoom Rooms and Teams Rooms integrations. We handle displays, wall mounts, and cable-management as part of the project.
What if we're a mixed Mac/Windows shop?
Standard for us. Jamf for the Mac fleet, Intune for Windows, one identity plane (Entra ID or Okta) tying it together. We document who gets what and why.
Minimum project size?
Refreshes under 10 devices are usually more efficient for you to just call CDW and DIY. We add real value starting around 20+ devices where coordination overhead pays off.
RELATED
Desktop provisioning→Asset management→Endpoint management→

Want this handled?

Tell us what's happening. We'll reply the same business day with an honest scope and a realistic price.

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