HomeMy WebLinkAbout9D - Computer Hardware
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
MAY 15, 2000
90
SUSAN WALSH, ASSISTANT CITY MANAGER
LARRY DUSHEK. MIS COORDINATOR
CONSIDER APPROVAL OF RESOLUTION OO-XX AUTHORIZING STAFF TO
PROCEED ON ACQUISITION OF COMPUTER HARDWARE AND SOFTWARE
History: Last December, Council members Ericson and Gundlach participated in a
new Councilmember orientation with staff members from each City department.
Both individuals possess considerable computer system knowledge and expertise in
the areas of hardware, software and networks. As they reviewed the City's existing
computer hardware, software and operating networks, they raised significant
concerns about the long-term viability of individual components and therefore, the
networks responsible for supporting the vast majority of the service delivered by the
City.
Current Circumstances: Attached as Exhibit 1 is an inventory of the City's
computers. Thirty-five of the City's 61 computers are five years or older and run
Windows 95. Below is a summary of the problems associated with having older
equipment and less than current software:
PROBLEM
IMPLICATION
1. Of the City's 61 computers, 35 . Because those computers are 5 to 9 yrs. old, they
(57%) are 5 yrs. or older. are less dependable and, in fact, we have
(See Exhibit #1) experienced an increasing frequency of hard
............................................................................ ........_..............?~!.~~.P~??~.~~~:......................... .......... ... .... ............. ....... .......'. ...
2, Of the City's 61 computers,
29 (47%) are not Pentium level
architecture.
(See Exhibit #2)
. 486 or older CPUs are limited in their ability to
mn current software.
. 486 or older CPUs cannot accommodate graphics
programs.
. 486 or older CPUs are disproportionately in the
Police department who wilI need graphics.
. The remaining Pentium hardware is not adequate
to support current versions of GIS and AutoCA D
softwares.
.........~..........................................-...............................-...........................-..........-......................,.......
3,
Of the City's 61 computers,
48 are Compaq
. Compaq has been the lowest bid on the
cooperative bidding contract, but has also
become notorious for hard disk breakdown,
...n...............................................................................-.......................................................................................................................
4. City software is out-of-date . The City continues to mn Windows 95 when
Windows 98 with its upgrades are the standard,
. The City's current versions of GIS make it
impossible for them to download as-built files
from contractors, engineers, etc.
...................................................................................._......~......!~.~.....\iy'.~....!~~.~.~~.~....~~.?... ~.x.~.~.r.~~.I.... .~~.~~~!.~....~ ~:~...
16200 Eagle Creek Ave. S.L Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-424S
1:\COUNCIL\AGNRPTS\2000\0515_9DDOC """ EQ1i\L OPPORH.\ITY E\\PLOYER
accessed through two different programs when
the standard is one.
. The City's version of Word is outdated creating
difficulties in receipt and translation of files from
others.
........-..........................................................................-........................................................................................................................
5, Network Servers nmning dated . 486/66 City Hall server nmning Novell 3.12 is
network software. slow and has ceased functioning several times
over the past year.
. 2 e-mail systems are cumbersome and inefficient.
A new exchange server and software would
........ ............................................................................_..............~~.I.~.~..~?~...~.~~..~X~.t~~.............................. .... ................... ..........
6,
. The above problems become more pronounced,
frequent and exacerbated.
There is insufficient City
investment in its hardware,
software and network
replacement to remain
........_................E~~.~.?~.~~.~!.'..~~~~.~~:.................-................................. ....................................... ...................... ....... ...................
Issues: To resolve each of these problems, the City must address the following
areas: (1) Reliable computers must be identified for purchase with hardware
sufficient to retain their utility for at least 4 years. (2) The City must stratify its
computer users so it can determine who needs the highest, mid- and lowest speed
and capacity machines. This is determined by the software used by various statf
members. (3) The equipment 5 yrs. or older and outdated software should be
replaced at once. A yearly replacement/upgrade schedule must be developed and
financial resources set aside to assure that the present circumstances do not repeat
themselves. (See Exhibit #4). A City Council subcommittee consisting of
Councilmembers Ericson and Gundlach should annually review the status of the
hardware, software and networks to assure they meet the City's minimum needs.
Proposed Process: MIS Coordinator Larry Dushek has reviewed each of the
computer system elements (hardware, software and network servers) requiring
immediate action. Exhibit #3 displays each piece of replacement equipment or
software by department, quantity, cost and intended objective.
Staff has identified replacement of 25 personal computers and software upgrades
for five departments. In addition, the City Hall server which is a 486/66 requires
upgrade and an exchange server for e-mail service must be added. From a software
perspective, an upgrade to Microsoft Office 2000 is appropriate together with new
GIS and AutoCAD software.
Thirteen of the 25 new computers would go to the police department who have the
majority of the computers with 486 processors. The remaining 12 new computers
would be for the other departments with the majority of the computers being
assigned to staff members in Engineering and Planning who have high level graphic
or computing needs. By the same token, their existing computers will be reassigned
to mid- and lower level users to extend their usable lifetimes and reduce the number
of new computers acquired.
Staff recommends that the City's network consulting firm, Computer Integration
Technologies (CIT), be hired to do the following: install the new servers, install the
new e-mail software and cut over the new e-mail system to existing employees,
install Office 2000 on all PC's, install new PC's and software and assist with moving
I:\COUNCIL \AGNRPTS\2000\0515_9D.DOC
FINANCIAL
IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
existing PC's to other users. The CIT estimate to complete this project would be
125 to 150 hours at an hourly rate of $89.00. The amount of $13,000 has been
identified in Exhibit 3 for their services. MIS Coordinator Dushek will oversee and
assist in this project. Staff believes that $13,000 is on the high side for their
services, but should be identified as a possible total cost in the event of unforeseen
problems in the installation and conversion from old to new software applications.
As a point of information, the City of Savage has notified the Cities of Prior Lake and
Shakopee that Savage will not be renewing its participation in the existing Joint
Powers Agreement for Management Information Systems services for January 1,
2001. The Joint Powers Agreement was entered by the three cities in January 1998
for the purpose of sharing the costs for employing a MIS Coordinator or other
technical staff as needed. According to the Joint Powers Agreement, the City of
Savage is committed through the year 2000. Staff from the Cities of Prior Lake and
Shakopee have discussed the possibility of continuing the Joint Powers Agreement
on a 50/50 basis or including other cities from the surrounding area. City staff will
keep the City Council well informed on this matter as we review viable alternatives
for providing continued MIS services for Prior Lake.
The total year 2000 costs are estimated at $111,700 as shown as Exhibit #3. Of this
amount, $27,500 would be provided from the Data Processing budget. The
remaining $84,200 is proposed to be drawn from two sources: (1) $42,100 from the
1999 nondesignated surplus fund amount of $249,505 and leaving a balance of
$207,405; and (2) $42,100 from the Equipment Replacement Fund.
To assure that equipment is replaced in a timely fashion, a replacement schedule
should be adopted. Staff recommends that the attached replacement scheduled
(Exhibit 4) be adopted for implementation in 2001. In 2001 and thereafter,
approximately $25,000 would be earmarked in the Data Processing operating
budget to replace annually 15 computers. Based upon 60 computers, this means a
four year replacement cycle.
1. Adopt Resolution OO-XX approving computer hardware and software acquisition
as detailed in Exhibit 3 through the state cooperative bidding process; approving
the four-year replacement program as detailed in Exhibit #4 and establishing a
City Council subcommittee to annually review the City's computer status and
needs.
2. Defer for further information or explanation by staff members.
3. Deny.
Alternative (1). Motion to Adopt Resolution OQ-XX Authorizing Staff to Proceed with
the Acquisition of Co puter Hardware and Software.
I:\COUNCI L\AGNRPTS\2000\0515_9D.DOC
RESOLUTION OO-XX
A RESOLUTION AUTHORIZING CITY STAFF TO PROCEED
ITH 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 Council member 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
A'i EQlf\L OPPORTL":\IT'; E\IPLOYER
Exhibit 1
PC Purchases/Distribution by Department
Qtv 1988 1990 1993 1994 1995 1997 1998 1999
Administration 6 1 2 2 1
Buildinq 6 2 1 2 1
Engineerinq 10 6 2 2
Finance 6 5 1
Fire 3 2 1
Maintenance 3 3
MIS 4 2 2
Parks & Rec 2 1 1
Planning 6 1 4 1
Police 15 1 2 1 9 2
TOTALS 61 2 1 4 3 25 19 3 4
PCINV2.xLS 5/9/2000
Exhibit 2
PC Inventory by Department & User
Oept. Item Asset 10 Year User
Administration Dell Laptop 505 1999 Staff
Administration Compaq PC DP2000 P133 298 1997 Kellv Mever
Administration Compaq PC DP2000 P133 238 1997 Sue Walsh
Administration Compaq Laptop 5 1995 Frank Bovles
Administration Zeos Pantera P60 109 1995 Reception
Administration Compaq PC 4/50 S 486/50 142 1994 Council Chambers
Building Compaq PC DP2000 P133 239 1997 Building Secretary
Building Compaq PC 466 486/66 9 1995 Bob Hutchins
Buildinq Compaq PC 466 486/66 11 1995 Jav Scherer (left)
Buildinq Compaq PC 466 486/66 2 1994 Paul Baumqartner
Building Compaq PC PL 5100 P100 28 1993 Linda
Building Compaq PC PL 5100 P100 29 1993 NA (Jay Scherer)
Engineerinq Dell Dimension P111-450 442 1999 Intern (riqht)
Engineerinq Dell Dimension P111-450 444 1999 Jeff Evens
Enqineering Compaq PC DP2000 P133 268 1997 Walt Ehresman
Engineering Compaq PC DP2000 P133 241 1997 Kevin Kleist
Engineering Compaq Laptop 486/50 59 1995 Engineerinq
Engineering Compaq PC PL 466 486/66 84 1995 NA (was Verlvn)
Engineering Micron P90 87 1995 Lani Leichtv
Engineering Zeos Pantera P60 108 1995 Sue McDermott
Engineering Zeos Pantera Pentium 90 105 1995 Bud Osmundson
Engineering Zeos Pantera Pentium 90 110 1995 Enq Sec
Finance Hewlett Packard P11-266 381 1998 Jane Gilb
Finance Compaq PC DP2000 P133 272 1997 Janet Ringberq
Finance Compaq PC DP2000 P133 235 1997 Ralph Teschner
Finance Compaq PC DP2000 P133 236 1997 Kelly Jesh
Finance Compaq PC DP2000 P133 237 1997 Marv Olson
Finance Compaq PC DP2000 P133 269 1997 NA Utilitv Asst
Fire Compaq PC 466 486/66 141 1995 Fire Chief
Fire Compaq PC PL 486/66 148 1988 Fire - Dispatch
Fire Compute-uniq 286 144 1988 Asst. Chief
Maintenance Compaq PC 466 486/66 25 1995 Jon Donovan
Maintenance Compaq PC PL 466 486/66 37 1995 Douq Hartman
Maintenance Compaq PL 466 486/66 72 1995 AI Friedqes
MIS Gateway Laptop P 11-233 387 1998 MIS Coordinator
MIS Compaq PC DP 266C 382 1998 Voice Mail
MIS Compaq PC DP2000 P133 273 1997 Computer Room
MIS Compaq PC DP2000 P133 240 1997 NA Spare
Parks & Rec Compaq PC DP2000 P133 242 1997 Chris Esser
Parks & Rec Compaq PC 466 486/66 22 1995 Paul Hokeness
Planninq Dell Dimension P111-450 443 1999 Jenni Tovar
Planning Compaq PC DP2000 P133 271 1997 Don Rye
Planning Compaq PC DP2000 P133 274 1997 Connie Carlson
Planning Compaq PC DP2000 P133 243 1997 Park & Rec Sec
Planninq Compaq PC DP2000 P133 244 1997 Jane Kansier
Planning Compaq PC PL 466 486/66 33 1995 Steve Horsman
Police Panasonic Laptop 333 1997 Patrol Car
Police Compaq PC DP2000 P133 270 1997 Steve Schmidt
Police Compaq PC 466 486/66 23 1995 Police Rec. (vacant)
Police Compaq PC 466 486/66 45 1995 Patrol #3
Police Compaq PC 466 486/66 65 1995 Cindy Kline
PCINV2.XLS 5/9/2000
Page 1
Exhibit 2
PC Inventory by Department & User
Oept. Item Asset 10 Year User
Police Compaq PC 466 486/66 67 1995 Patrol #2
Police Compaq PC PL 466 486/66 39 1995 Bill O'Rourke
Police Compaq PC PL 466 486/66 74 1995 Chris Olson
Police Compaq PC PL 466 486/66 80 1995 Lvn Reinhardt
Police Compaq PC PL 466 486/66 90 1995 Patrol #1
Police Compaq PL 4/505 486/50 31 1994 Duane Goldammer
Police Compaq Laptop2860 486/40 215 1993 Chris Olson
Police Compaq PC 466 486/66 76 1993 Carol Goracke
Police Compaq PL 466 486/66 70 1995 Mark Tabone
Police Clone-comp 33 486/33 52 1990 Serqeants
PCINV2.xLS 5/9/2000
Page 2
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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
................................-...............-..............................................................................................-....................................................................................................................