HomeMy WebLinkAbout4E - Replacement Computers
CITY COUNCIL AGENDA REPORT
MEETING DATE: February 20, 2001
AGENDA #: 4E
PREPARED BY: Susan Walsh, Assistant City Manager
AGENDA ITEM: CONSIDER APPROVAL OF RESOLUTION AUTHORIZING THE PURCHASE
OF REPLACEMENT COMPUTER EQUIPMENT
DISCUSSION: History: In May 2000, the City Council authorized the acquisition of 25 personal
computers, software upgrades, and two new network servers. At that time the
City Council recognized the problems associated with outdated software and
equipment and approved a four-year replacement program for computer
hardware needs. The replacement program calls for the purchase of 15
computers each year beginning with the year 2001. Accordingly, city staff
budgeted $25,000 for the purchase of the 15 new computers. The City Council
also appointed Councilmembers Gundlach and Ericson to serve on the City
Council Computer Committee. The Computer Committee concurs with the
recommendation set forth in this report. Attached for your reference are the
resolution and computer replacement program approved by the City Council at
the May 15, 2000 Council meeting.
Current Circumstances: This is a request for Council to authorize the purchase
of 15 personal computers from Computer Integration Technologies (CIT) of
Woodbury. Since the total purchase is less than $25,000, staff did not send out
formal specifications but received quotes from three vendors. Staff recommends
the low bid of CIT for all computers. Fourteen would be purchased at $1,130
each and one at $1,575 for a total price of $17,395 not including sales tax. The
quotes are as follows:
Pentium III, 866 MHz Pentium III, 1 GHz
Dell $1,139 $2,334
Compaq $1,500 $1,652
CIT $1,130 $1,575
Quantity x 14 ~
$15,820 $1,575
The 14 Pentium III, 866's will be designated for the various departments for
employees who have personal computers that are 4 years old or older. The
Pentium III, 1 GHz will be assigned to the utility billing clerk who needs higher
speed and memory to exchange sewer and water account information between
city hall and the maintenance center where she is located.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
I:\COUNCIL\AGNRPTS\COMPUTER PURCHASIfc2.00.~UNITY EMPLOYER
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crT is recommended for service as well as price. Currently we use CrT for our
day-to-day maintenance operations, and it would be beneficial (effective and
efficient) to also have them be able to immediately service the hardware we
purchase. Another efficiency of purchasing CrT computers is that they can be
delivered to us with the software pre-configured to our environment which will
save numerous hours of setup time.
Conclusion: City staff recommends that the City Council authorize the purchase
of 15 computers from CIT for the total amount of $18,525.68 (including tax).
ISSUES: There are no issues since staff proposes to go with the low bidder and the quotes
from Dell and Compaq were through the state purchasing contract.
Councilmembers Gundlach and Ericson reviewed the quotes and are satisfied
with staff's recommendation to purchase from CIT.
FISCAL IMPACT: Adequate funds ($25,000) were budgeted in the data processing budget to pay
for the purchase of the 15 computers. Staff estimates approximately $1500 will
be spent for installing the new computers and reinstalling some of the replaced
computers to lower level users.
ALTERNATIVES: 1. Adopt a Resolution approving the purchase of 15 computers from CIT.
2. Defer for further information or explanation by staff members.
3. Deny the Resolution.
RECOMMENDED
MOTION:
I:\COUNCIL\AGNRPTS\COMPUTER PURCHASE 2001.DOC
Motion By:
RESOLUTION 01-~ IY
A RESOLUTION AUTHORIZING THE PURCHASE OF
REPLACEMENT COMPUTER EQUIPMENT
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Second By:
JP
WHEREAS, the City of Prior Lake is dependent upon computer hardware and software equipment for
daily operations and communications; and
WHEREAS, the City Council adopted a four-year replacement program for computer hardware needs
and directed staff to budgeted accordingly for the purchase of fifteen computers a year
beginning with 2001; and
WHEREAS, the City Council has reviewed the three quotes received for the purchase of computer
equipment and city staff's recommendation that the computers be purchased from
Computer Integration Technologies (CIT) who provided the lowest quotes.
WHEREAS, the quotes are as set forth below:
Dell
Compaq
CIT
Pentium III, 866 MHz
Pentium III, 1 GHz
$1,139
$1,500
$1 ,130
$2,334
$1,652
$1,575
Now THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that
staff is authorized to purchase fifteen personal computers from computer Integration Technologies
(CIT) in an amount not to exceed $18,525.68.
PASSED AND ADOPTED THIS 20TH DAY OF FEBRUARY, 2001.
Mader
Ericson
Gundlach
Petersen
Zieska
NO
Mader
Ericson
Gundlach
Petersen
Zieska
City Manager, City of Prior Lake
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
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RESOLUTION DO-XX
A RESOLUTION AUTHORIZING CITY STAFF TO PROCEED
rTH THE ACQUISITION OF COMPUTER HARDWARE AND SOFTWARE
Motion By:
Second By:
WHEREAS,
the City of Prior Lake is dependent upon computer hardware and software equipment
for daily operations and communications; and
WHEREAS,
management information systems are crucial to the efficient and effective operations of
City government; and
WHEREAS,
these systems must be reliable and capable of meeting the needs for productive and
efficient communication and work product; and
WHEREAS,
the City Council recognizes that the City's existing computer hardware, software and
operating networks need to be improved upon by purchasing new equipment, adopting
an annual replacement program and forming a committee to annually review the City's
overall computer status.
Now THEREFORE, be it resolved by the City Council of the City of Prior Lake that the following are
hereby adopted:
1. Staff is directed to proceed with obtaining bids in accordance with City policy for the acquisition of
computer hardware and software as itemized and presented to the City Council at its May 15, 2000
regular meeting.
2. The City Council approves the four-year replacement program for computer hardware needs and
directs staff to budget accordingly for the purchase of fifteen computers a year beginning with the
year 2001.
3. The City Council approves the formation of a City Council Computer Committee and appoints
Council member Jim Ericson and Councilmember Mike Gundlach to serve as its representatives.
PASSED AND ADOPTED THIS 15TH DAY OF MAY, 2000.
YES
NO
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
Schenck Schenck
{Seal}
City Manager, City of Prior Lake
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
EXHIBIT 4
COMPUTER REPLACEMENT PROGRAM
. This program shall be implemented beginning with the Year 2001.
. This program provides for the replacement of 15 computers each year.
. This program provides for a computer to be replaced every four years.
. Effective with the year 2001, approximately $25,000 will be budgeted in the Data
Processing Budget to finance this program.
Purchase 04 03 02 01 00 99 98 97 96 95 94 93 TOTAL
12/31/99 0 0 0 0 0 3 3 19 0 25 3 7 60
2000 0 0 0 0 25 3 3 19 0 10 0 0 60
2001 0 0 0 15 25 3 3 14 0 0 0 0 60
2002 0 0 15 15 25 3 2 0 0 0 0 0 60
2003 0 15 15 15 15 0 0 0 0 0 0 0 60
2004 15 15 15 15 0 0 0 0 0 0 0 0 60
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