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HomeMy WebLinkAbout9E - Computer Hardware MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT JUNE 5, 2000 9E 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, Councilmembers 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 \. 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 run current software. . 486 or older CPUs cannot accommodate graphics programs. . 486 or older CPUs are disproportionately in the Police department who will need graphics. . The remaining Pentium hardware is not adequate to support current versions of GIS and AutoCAD softwares. 3. . Compaq has been the lowest bid on the cooperative bidding contract. but has also become notorious for hard disk breakdown. Of the City's 61 computers, 48 are Compaq 16200 Eagle Creek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 TO.."..' i: AN EQI..'/lL OPPORTl:NITY E\IPLOYEE City Council Agenda R~port 9E June 5, 2000 4. City software is out-of-date · The City continues to run Windows 95 when Windows 98 with its upgrades are the standard.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. . The City's internal and external e-mail are 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 run dated . 486/66 City Hall server running 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 ........_.....................................h..................................._.......h.....~~.I.?:~f?~..?~~..~.Y..~.~~~.......................................... ..................... 6. There is no network replacement . The above problems become more pronounced, plan or investment to keep frequent and exacerbated. hardware and software . City services to the public slow down or are ........_.................~~~.~.?~.~~.~Y...~~~~.~~:................._..............~.~~.~~!.~~~:hh........................................... ............ ....... ................. .... 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 staff 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. If this agenda item is approved, we would also propose to involve the subcommittee in the specifications, acquisition and installation process proposed herein. 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 I:\COUNCI L\AGNRPTS\2000\0605_ 9F .DOC City COllncil Agenda Report 9E June S, 2000 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 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 between the cities or including other cities from the surrounding area. Another option is to withdraw from the Joint Powers Agreement and use a consultant to support the City's technological needs. The acquisition of the new hardware and software proposed in this report could facilitate our use of CIT as our MIS support in lieu of the joint powers agreement. We believe that benefits could accrue to the City using this approach. 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. FINANCIAL IMPACT: 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 (After this acquisition the December 31, 1999 year end reserve balance would be $2,407,888.); and (2) $42,100 from the Equipment Replacement Fund. To assure that equipment is re-assessed in a more predictable and regular fashion, a replacement schedule should be adopted for future years. Staff recommends that the attached replacement scheduled (Exhibit 4) be adopted for implementation in 2001 and each year thereafter. In 2001 and thereafter, approximately $25,000 would be annually earmarked in the Data Processing operating budget to replace 15 computers to avoid the circumstances we face today. Based upon 60 computers, this means a four year replacement cycle. I :\COUNCI L \AGNRPTS\2000\0605 _ 9F. DOC TIT'7j ALTERNATIVES: RECOMMENDED MOTION: City COllncil Agenda Report 9E June 5, 2000 1. Adopt Resolution QQ..XX approving computer hardware and software acquisition as detailed in Exhibit 3 through the state cooperative bidding process or other purchasing process as required by statute; approving the four-year replacement program as detailed in Exhibit #4 and establishing a City Council subcommittee to effectuate the recommendations in this report and annually review the City's computer status and needs. 2. Defer for further information or explanation by staff members. 3. Deny. dopt Resolution OQ-XX Authorizing Staff to Proceed with r Hardware and Software. I :\COU NCI L \AGNRPTS\2000\0605 _ 9F. DOC RESOLUTION OO-XX A RESOLUTION AUTHORIZING CITY STAFF TO PROCEED TH 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 June 5, 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 Councilmember Jim Ericson and Councilmember Mike Gundlach to serve as its representatives. PASSED AND ADOPTED THIS 5TH DAY OF JUNE, 2000. YES NO {Seal} Mader Mader Ericson Ericson Gundlach Gundlach Petersen Petersen Schenck Schenck City Manager, City of Prior Lake 16200 Eagle Creek Ave. S.L Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 ."'.N EQUAL OPPORTl'NITY E"IPLOYER 11 II Exhibit 1 PC Purchases/Distribution by Department Qty 1988 1990 1993 1994 1995 1997 1998 1999 Administration 6 1 2 2 1 Building 6 2 1 2 1 Engineering 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 Dept. Item Asset 10 Year User Administration Dell Laptop 505 1905 All Staff Administration Compaq PC DP2000 P133 298 1997 Kelly Meyer Administration Compaq PC DP2000 P133 238 1997 Sue Walsh Administration Compaq Laptop 5 1995 Frank Boyles Administration Zeos Pantera P60 109 1995 Receptionists Administration Compaq PC 4/50 S 486/50 142 1994 Council Chambers Building Compaq PC DP2000 P133 239 1997 Yaisha Neiderhiser Building Compaq PC 466 486/66 9 1995 Bob Hutchins Building Compaq PC 466 486/66 11 1995 Bernard Feidt Building Compaq PC 466 486/66 2 1994 Paul Baumgartner Building Compaq PC PL 5100 P100 28 1993 Linda Allen Building Compaq PC PL 5100 P100 29 1993 Jay Scherer Engineering Dell Dimension P111-450 442 1999 Engr. Intern Engineering Dell Dimension P111-450 444 1999 Jeff Evens Engineering Compaq PC DP2000 P133 268 1997 Walt Ehresman Engineering Compaq PC DP2000 P133 241 1997 Kevin Kleist Engineering Compaq Laptop 486/50 59 1995 Engineering Engineering Compaq PC PL 466 486/66 84 1995 Grant Carlson Engineering Micron P90 87 1995 Lani Leichty Engineering Zeos Pantera P60 108 1995 Sue McDermott Engineering Zeos Pantera Pentium 90 105 1995 Bud Osmundson Engineering Zeos Pantera Pentium 90 110 1995 Judy Pint Finance Hewlett Packard P11-266 381 1998 Jane Gilb Finance Compaq PC DP2000 P133 272 1997 Janet Ringberg 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 Mary Olson Finance Compaq PC DP2000 P133 269 1997 PT Util Clk-Vacant 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 Doug Hartman Maintenance Compaq PL 466 486/66 72 1995 AI Friedges MIS Gateway Laptop P11-233 387 1998 Larry Dushek 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 Backup Spare Parks & Rec Compaq PC DP2000 P133 242 1997 Chris Esser Parks & Rec Compaq PC 466 486/66 22 1995 Paul Hokeness Planning 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 Nancy McGill Planning 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 PCINV2.XLS 05/31/2000 Page 1 11 II Exhibit 2 PC Inventory by Department & User Dept. Item Asset I D Year User Police Compaq PC 466 486/66 23 1995 Patrol #4 Police Compaq PC 466 486/66 45 1995 Patrol #3 Police Compaq PC 466 486/66 65 1995 Cindy Kline 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 Lyn Reinhardt Police Compaq PC PL 46fj 486/66 90 1995 Patrol #1 Police Compaq PL 4/505 486/50 31 1994 Duane Goldammer Police Compaq Laptop2860 486/40 215 1993 Investigators 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 Sergeants PCINV2.XLS 05/31/2000 Page 2 c;J!l c: c: o Q) ;E :s E "00 <0 1;;...: o c. o GJ _0 C'CI ~ - GJ On. ~ en en 0 0 a... a... <0 <0 <X) <X) -.;;t -.;;t 0) 0) U U cu cu 0. 0. 0) 0) 0::: 0::: ...... ............. 0 0 0 0 -.;;t. -.;;t. N N ~ ~ ...... ......,...... .... II) E 0 Q) 0 0 0 ::: 0 0 -.;;t -.;;t CIS "" "I "I M .... 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'. . : : '- : '- : o :..I....Q) :Ol :0) ._: : 8 i2: :~ \~ :a3:~: ~ N i:CI)_Q) jCl) 1(1) :~:.Q i E 2 ~ ~Ol ;Q)LO! \~!o CU ::E CU : 0) : en t.D : 0..: Q) : 0 U o i~ : ii5 i ii5 :~! E:!O::: ~ ~~~!~i~m!=i~lm~ Ol;e :Ol :Q) :.~:.~;.. I....:CU :ro :.'~ :;;:;:~:Q)- CU:~ i3 'V .'V._. ~:"O :"0 :~ :~: ~::5 .:g!rn irn :'0 :O:C:o .~...............l~............................l.~..........................................l.~........;.~.:.~.:................ ...i C/) ~ 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 ................................~...............~........................................................................................................................................................................... ............................. II II \ \ i \~ 1 -~ // /.-/// / /' " ~\~, f\ \\ \ \ \ \. \ \ \, \ " .... '.. \ " \ '- \ \ \ ~ ( ) _.....~'" /\ ~ // ~_..- ( "._.~_e'). --~~.......;.-~: -----..-'.. , ..-,.......~'.~ \ \ -------.