HomeMy WebLinkAbout11 COMPUTER BLDOUT 09-02-97DATE:
August 27, 1997
Inter-Com
NO. 11
9-2-97
TO:
FROM:
SUBJECT:
William A. Huston, City Manager
Ronald A. Nault, Finance Director
AWARD OF CONTRACT FOR COMPUTER NETWORK BUILD-OUT AND
WORKSTATION UPGRADE (PHASE I OF A TWO PHASE PROJECT)
RECOMMENDATION:
le
· Authorize the Finance Director to enter into a lease and
purchase agreement with Data General Corporation, to acquire
equipment and services not to exceed a total value of $710,000
to complete Phase I of the computer system upgrade project,
subject to review and approval by the City Attorney of all
contractual documents.
·
Authorize the following appropriations from various funds to pay
for one time installation and configuration costs to complete
Phase I:
Redevelopment Agency Capital Improvement
Water Enterprise
Equipment Replacement Fund
$ 9,000
12,000
129,000
$ 150,000
·
Authorize the following appropriations from various funds for
the first year's lease expense for Phase I equipment (estimated
at 8 months for first year):
Redevelopment Agency Capital Improvement
Water Enterprise
General Fund
$ 10;575
14,100
151,575
$ 176,250
·
Authorize the Finance Department to enter into an agreement with
Brea MIS to provide Project Administration and Ongoing Support
upon the completion of Phase I, subject to review and approval
of the agreement by the City Attorney, and make the following
appropriations-
·
Redevelopment Agency
Water Enterprise
General Fund
$ 2,430
3,240
34,830
$ 40,500
FISCAL IMPACT:
The first year's expense-for this project is estimated to bo $367,000
for eight months of equipment lease expense, one time services
expense, and eight months of ongoing support. The annual expense for
years two and three is estimated.to be $270,000.
DISCUSSION:
The City Council authorized Staff to work with AEF Systems
Consulting, Inc. to design a City-wide computer network 'system and
develop a computer workstation configuration that would become the
standard for all future computer purchases. Representatives from
each department were organized into the Computer Standards Committee
to complete this task.
The Committee developed the standard workstation configuration and a
network designed to provide connectivity of all staffed City
facilities. Included in the design was extensive use of client
servers to more efficiently utilize printers, modems, FAX and
Internet access. A Request for Proposal was prepared and sent to an
extensive list of (fifty-two) potential Vendors. Six responses were
received, only two of Which properly responded to the RFP. The
remaining four Vendors would put together PC Clones per our
configuration but they could not provide the network services we
needed.
After careful considerat%on, the Committee felt we were not in a
position to adequately evaluate custom built PC's and we wanted to
stay with a single Vendor for both workstation' acquisition and
network build-out. The Committee continued discussions with Data
General Corporation and Professional Computing, Inc. The Committee
selected Data General Corporation to finalize negotiations for the
completion of Phase I.
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Attached is a schedule of the workstations and miscellaneous
department hardware which are the primary focus of Phase I. This
list is comprehensive and it is important to understand that since
the City began purchasing computers in the early 1980's, this is the
first time that all departments will be using the same technology and
a standard suite of applications that are compatible throughout the
City. One of the goals of the Committee is to continue to evaluate
technology changes and wherever possible and practical to recommend
city-wide upgrades to keep our systems current.
The following summarizes the elements of Phase I:
84 Workstations
37 Printers
Miscellaneous Equipment
Subtotal.
$ 200,000
61,500
24,000
$ 285,500
Network Equipment
Network Installation
Services to Install,
and to Train Staff
Subtotal
222,000
33,500
130,000
$ 385,500
Annual Maintenance for
Network Software and Hardware
39,000
TOTAL $ 710,000
The network design includes full internal and external E-Mail
capability, Internet accesS, incoming and outgoing FAX capabilities
for every department, intra-net capabilities, remote access to
network to tie off-site facilities in to the system, and connectivity
to the new financial applications. In addition, members of the
Committee are working on developing City-wide policies for use of the
new systems, training standards and a City web site.
The Committee is recommending that the City sign a three year lease
for the Phase I equipment. For a relatively modest cost a lease will
reduce the cost impact on a single year and it will~ encourage the
Committee and City to remain up to date on technology changes, both
software and hardware, because every 36 months decisions need to be
made affecting the City-wide computer systems. Another compelling
reason for recommending a lease is a relatively new concept available
in the programs of larger companies known as "refreshing". This is
the ability to receive a stated credit from prior period lease
payments that can be used to replace or "refresh" your current
equipment. Refreshing does extend the term of the lease but only for
the new equipment. The option gives the City a cost effective means
of addressing timely changes in dsoftware and hardware technology as
well as changes in functionality of our total system.
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We have been taking advantage of the City of Brea MIS Staff to help
the Committee work through some of our more technical issues. Brea
has taken a very entrepreneurial attitude regarding their MIS
Department and they are marketing their Services to other agencies.
They have been very helpful and patient with us, and have ~presented
us with a proposal for administration during the implementation ~hase
of this project and ongoing support once the systems are up and
running. Their pricing is very competitive, about two-thirds the
rates stated by the other Vendors, and they have a very clear
understanding and appreciation of what our needs are. The Committee
is very comfortable in recommending Brea MIS to provide these
services.
The first workstations will arrive approximately three weeks after
the contract is signed. It is' anticipated that the network
installation will be completed within 120 days.
We have also started Phase II of this project, which is the
acquisition of new financial software and host hardware. Requests
for Proposal have gone out .(forty-two) and we have received eight
proposals, with prices ranging from $225,000 - $550,000. We have
determined the top three Vendors based on price and references. We
are conducting demonstrations and will be short listing to make site
visits and conduct additional interviews within the next 60-90 days.
One or more of the Committee members will be available at the Council
meeting to proVide additional information as needed.
Ron~~al~ A. Nault ~
Finance Director
RAN:ts
Attachment
RAN6: Cmtract. Aug
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