HomeMy WebLinkAboutAgenda Report - December 4, 1991 (64){ OF
CITY OF LOCM
AGENDA TITLE: Purchase of Computer Workstations and Software
MEETING DATE: December 4, 1991
PREPARED BY: Finance Director and Personnel Director
RECOMMENDED ACTION: That the City Council authorize Staff to purchase computer
workstations, printers and software for the Finance
Department and Personnel Department at a cost not to
exceed $25,000 and to authorize the City Manager to
redirecte hire freeze savings of the Finance Department to purchase equipment and services that improve
the efficiency and reduce the operating cost of the Finance and Personnel Departments.
BACKGROUND INFORMATION: In August 1991 the City Council was informed that Staff
would not fill a vacant position in the Finance Department
for up to two years at a salmi savings of $42,700 per y=
-
with the intent of using this savings to purchase equipment
and services to improve the efficiency of the Finance Department and further reduce the operating costs
of the Department.
Based on the tentative approval of the City Manager, the Finance Director contracted with a consulU
in September 1991 ID assist Staff in evaluating computer workstations, printers, and software and
determining what equipment could be purchased at the lowest price and meet performance standards
by the Finance Director and Personnel Director. The consulting firm selected by the Finance Direct
to assist in this effort is the Morada Corporation, a computer consulting corporation located in Lodi.
I
On November 12, 1991, Erick Hodel from Morada Corporation met with Staff representatives from the
Finance Department, Personnel Department, Public Works and Administration and recommended the
equipment listed in Exhibit A. The equipment manufacturer recommended by Morada Corporation to
provide work stations is HIQ based on their price and ability to service their equipment locally. The cost
of a PC 386X-25 MHZ manufactured by HIQ is $1,333. A comparable work station available through
IBM costs approximately $6,800 and from Hewlett Packard, $7,300. Other manufactures of IBM clones
can provide similar equipment at less cost Iess, approximately $200, however, they do not have a local
maintenance service.
APPROVED: 1 __ %J
THOMAS A. PETERSON
City Manager 00
cc -1
Morada Corporation recommended the purchase of HP Lazer Jet Printers based cn their reliability, speed
and reputation in the industry. Other purchases recommended included the equipment needed to convert
existing equipment to current standards, to allow printer sharing, to allow staff to use the new work
stad= as tenninals to the AS400, and software necessary to operate this equipment. The software
recommended is standard software (Lotus and Word Perfect) universally used in Finance and Personnel
Office operations.
The consensus from the meeting of November 12, 1991 was that Staff should purchase the equipment and
software recommended by Nbi2xb Corporation.
FUNDING
The purchase of the equipment recommended in Exhibit A for the Finance Department and Personnel
Department w I I be funded with savings from the hiring freeze in the Finance Department.
f�. D, Flynn
Finance Director
RECOMMENDED EQUIPMENT LIST EXHIBIT A
NR
ITEM
COST
8
PC386SX-25 MHZ@ $1,333 each
6,665
9
Emulation cards
1,791
1
Emulationcard for a PS12
470
1
2MB cf additional memoryfor a PS/2
400
1
MS DOS
150
8
Word Perfect 5.1 @ $239 each
1,912
8
LOTUS 123@ $399 each
3,192
2
HP Lazer Jet III -
3,200
1
HP Lazer Jet IIID
2,500
1
Print Sharing Device
800
Cabling
1,200
TOTAL
'2
OCITY OF LODi COUNCIL COMMUNICATION
AGENDA TITLE: Purchase of Computer Workstations and Software
MEETING DATE: December 4, 1991
PREPARED BY. Finance Director and Personnel Director
RECOMAI ENDED ACTION: That the City Council authorize Staff to purchzse computer.
workstations, printers and software for the Finance
Department and Personnel Department at a cost not to
exceed $26.500 and to authorize the City Manager to
redirecte hire freeze savings of the Finance Department to purchase equipment and services that improve
the efficiency and reduce the operating cost of the Finance and Personnel Departments.
BACKGROUND INFORMATION: In August 1991 the City Council was informed that Staff
would not fill a vacant position in the Finance Department
for up to two years at a salary savings of $42,700 per year
with the intent of using this savings to purchase equipment
and services to improve the efficiency of the Finance Department and further reduce the operating costs
of the Department.
Based on the tentative approval of the City Manager, the Finance Director contracted with a consultant
in September 1991 to assist Staff in evaluating computer workstations, printers, and software and in
detenllining what equipment could he purchased at the lowest price and meet performance standards set
by the France Director and Personnel Director. The consulting firm selected by the Finance Director
to assist in this effort is the Morada Corporation, a computer consulting corporation Iocated in Lodi.
On November 12, 1991, Erick Hodel from Morada Corporation met with Staff representatives from thq
Finance Department, Personnel Department, Public Works and Administration and recommended thq
equipment listed in Exhibit A. The equipment manufacturer recommended by Morada Corporation to
provide work stations is HIQ based on their price and ability to service their equipment locally. The cost
of a PC 386X-25 MHZ manufactured by HIQ is $1,333. A comparable workstation available through
IBM costs approximately $6,800 and from H3wlett Packard, $7,300. Other manufactures of IBM clones
can provide similar equipment at less cost less, approximately $200, however, they do not have a local
maintenance service.
APPROVED. ;rt
THOMAS A. PETERSON
Morada Corporation recommended the purchase of HP Lazer Jet Printers based on their reliability, speed
and reputation in the industry. Other purchases recommended included the equipment needed to convert
existing equipment to current standards, to allow printer sharing, to allow staff to use the new woA
stations as terminals to the AS400, and software necessary to operate this equipment. The software
recommended is standard software (Lotus and Word Perfect) universally used in Finance and Personnel
Office operations.
The consensus from the meedrxg of November 12, 1991 was that Staff should purchase the equipment and
software recommended by Morada Corporation.
FUNDING
The purchase of the equipment recommended in Exhibit A for the Finance Department and Personnel
Department vM be funded v&h savings from the hiring freeze in the Firgnm Department.
RECOMMENDED EQUIPMENT LIST EXHIBIT A
NR
ITEM
COST
8
FC386SX 25 MHZ Cad each
10 664
9
Emulation cards
1,791
1
Emutation card for a PS/2
470
1
2MB of additional memoryfor a PS/2
400
1
MS DOS
150
8
Word Perfect 5.1 @ $239 each
1,912
8
LOTUS 123 @ $399 each
3,192
2
HP Lazer Jet III
3,200
1
HP Lazer Jet IIID
2,500
1
Print Sharing Device
800
Cabling
1,200
TOTAL
26,279
PC RECOMMENDATIONS
for the
Finance Department
City of Lodi
Presented by
The MORADA Corporation
November 8,1991
Table of Contents
Background.....................................................
Goals.......................................................
Current Situation ............................................
Methodology....................................................
Initial Requirements ...............................................
1
1
1
2
3
Recommendations................................................ 4
Finance Department .......................................... 4
Personnel Department ......................................... 9
Finance Department Option .................................. 12
Installation and Training .......................................... 13
Comments..................................................... 14
Cost Estimate Summary ........................................... 15
Background
Goals
The MORADA Corporation was contracted to conduct a study forthe City of Lodi to
determine the best approach for installing several PCs in the Finance Department.
Choethe needs are determined, recommendations and the configuration foreachPC are
to be provided to the City, and the City's purchasing department will proceed with the
actual purchase of the items.
This document is providing MORADA's recommendations and configurations.
The Goals of the study are as follows:
1. Provide the economical power of PCs to Department staff.
2 Configure the PCs to allow maximum performanceforthe least cost. This
will include the use of Word P e r f i i (PC word Processor) and Lotus 1-2-3
(PC spreadsheet program).
3. Allow multiple PCs to sharetwo laserprinters in the x rd economical and
practical narar.
Current situation
The City of Lodi currently has an IBM AS/400 and all Financial staff have "dumb"
terminals which are attached to the AS/400. These terminals allow access to several
Financial systems including Utility ff li" a capability that must be retained. In
addition, some word processing is done using IBM OfficeVision and an AS/400
spreadsheetpackage is used for limited spreadsheet work.
Methodology
The methodolgy used to amve at the recommendations is as follows:
1. City staffwas interviewed to determinethe Department's needs, as well as
any problem areas which may develop as a result of the change to using
PCs. Problem areas discussed included what products were needed,
interfacing issues to the AS/400, possible training issaas, possible cabling
problems, etc.
2. The information gathered was compiled and summarized.
3. MORADA then performed tests to determine the seventy of AS/400
interfacing issues, the best approach to be taken in sharing the two laser
printers, and the best configuration approaches to reduce problems of
performance and functionality.
4. This "PC Recommendations"reportwas created and presented to the City.
2
/^,
Initial Requirements
The following were the requirements as initially defined by the City:
Finance Department:
1 PC for Dixon Flynn
1 PC for Diana White/M ssing
1 PC for Sandy Smith
1 PC for Myrna Cooper
1 PC for Maxine Cadwallader
Upgrade Vicki McAthie's PS/2 Model 55SX to work with the AS/400
During the research process, the following were added to the list of persons that are to
gain access to PCs:
Finance Department:
1 PC for Ruby Paiste
1 PC for Cory Wadlow
Personnel Department:
1 PC for Joanne Narloch
1 PC for Marlin Robbins
1 PC for Lisa Achen
Two laser printers are to be shared by the Finance Department staff. A third printer
is necessary for the Personnel department.
Each PC must have word processing (WordPerfect) and spreadsheet capability (Lotus
1-2-3). A major objective was the ability to use IBM Query to access data files and
download information to the PC spreadsheet program for analysis and reporting.
3
Recommendations
Finance Department
The following is the recommendation by MORADA Corporation to the City of Lodi
for the purchase of PCs, printers, and emulation cards forthe Finance Department. A
total of 7 PCs and 2 printers are recommended, and an upgrade for one existing!BM
PS/2.
Printer sharing will be accomplished through the AS/400 PC/Support product.
A - All PCs purchased must have the following minimum configuration
(additional specifics for individuals will be listed in Section 1B):
4 MB RAM
100 MB hard disk
VGA monitor and card
Key Tronic 101 key keyboard
ISA bus
3 U2" HD diskette drive
5 1/4" HD diskette drive
1 parallel, 2 serial ports
220 Watt power supply
MS-DOS 5.0
5250 emulation card
4
Additional Requirements:
In addition, the following items represent critical issues that can affect
futureservicingorupgrading ofthesystems. MORADA recommends that
these items be taken into consideration when purchasing the PCs.
The serial and parallel ports should not be part of the motherboard.
- Thememory shouldbe 1MB modules, and be upgradeable to at least
8MB.
- The system should have a minimum of 8 expansion slots, with at
least 5 of those being 16 bit, and at least 5 unused.
- Service should be available within a reasonable distance from the
City of Lodi.
- Obtain a guarantee of IBM compatibility from the vendor.
- Obtain references and contact them before purchasing.
MORADACorporationhas performed extensive testing ofcompatibility
to the AS/400 with HiQuality computers. In addition, we have several of
them in our office and they have performed well. Asa result of our testing,
the fact that we have used them for severalyears, and San Joaquin County
is using them extensively, MQRADA Corporation recommends that the
City purchase Hi Quality computers.
We recognize that many other PCs are on the market that can do thejob
as well as the HiQuality products, but, for the above reasons, we must
recommend the HiQuality products. This is especially true with service in
Stockton.
In addition, we have performed tests using Micro Integration's IBM
CompatibleTwinax Card which lists for only $395 (currently available for
$199) and have determined that they perform very well. Although there
are many manufacturers of 5250 emulation cards, as a result of our
personal besting (combined with the reasonable price) we recommend the
MI card. No soEtwaneis required when used -Ih AS/400 PC/Support
emulation software. Mike Davis is the California representative. He can
be reached at 1-800-832-4526.
5
B - Additional configuration requirements and location of equipment by
individual are as follows:
Dixon Flynn:
486-33 MHZ with 64k cache
Desk top case
Lomtim: Northeast corner of office
Diana White/Messing
386SX 25 MHZ
Desk top case
Lomt im: Northwest comer of cffvoe
Sandy Smith
386SX 25 MHZ
Mini tower case
Location: Replace current AS/400 terminal
Myrna Cooper
386SX 25 MHZ
Mini tower case
Location: Replace current AS/400 terminal
Maxine Cadwallader
386SX 25 MHZ
Desk, top case
Location: Replace current AS/400 terminal
Vicki McAthie
386SX 25 MHZ
Desk top case
Location: Replace current AS/400 terminal
Cory Wadlow
386SX 25 MHZ
Desk top case
Location: Replace current AS/400 terminal
rII
- C - Ruby Paiste
In addition to the 7 PCs t be purchased, Ruby will se the PS/2
Model 55SX which Vicki McAthie currently tom. It must be
upgraded with a 5250 Emulator card, 2 additional MB of memory,
and IBM DOS 5.0.
1 IBM 5250 emulator card for PS/2 Model 55SX
1 2 MB additionai memory
I Upgrade the current IBM DOS 3.3 to 5.0
Since this is for an IBM PS/2 with micro channel, we recommend
purchasing the emulator card from IBM. The additional memory
may be purchased from any reputable dealer (must specify PS/2
Model 55SX).
D - Printers
The printers recommended are Hewlett Packard Laser Jets. Other
manufacturers have laser printers which perform very well, but in almost
every case, the other printer emulates the HP Laser Jet series. After
market products such as font cartridges arenot alwaysavailable for dme
other printers. Such upgrades are easily found for HP's Laser Jets.
I Hewlett Packard Laser Jet III
8PPM, single 250 sheet paper tray
Location: In Vicki McAthie's office where Ruby is currently located.
1 Hewlett Packard Laser Jet IIID
8PPM, 2 paper trays of 250 sheets each
Location: In Dixon Flynn's office immediately next to door.
The IBM ProPrinter currently used by Vicki will be relocated to the
basement for use by Ruby or Cory.
7
E - The IBM 5219 in the basement should be relocated. This will allow Ruby
Paiste to relocate downstairs, leaving sufficient room for one Laser Jet
printer in Vicki's office.
8
Personnel Department
The following represents the recommendation by MCRADA Corporationto the City
cafLodi forthepurchaseofPCs, aprinter, andemulation cardsforusebythePersonnel
Department. A total of3 PCs and 1 HewlettPackard LaserJet printer is recommended.
The PCs will provide the Personnel staffwith economical applicationsto perform many
of their daily routines. However, although these recommendations do oot address
software needs beyond word processing and slits, caution must be exercised
when purchasing Personnel specific PC software.
All such purchases should be reviewed by the committee recently formed for the
purpose of evaluating Payroll / Personnel applications for the AS/400 to prevent
duplication of function, needless cost, and to maintain the total functionality of the
ASAN system selected and the City's data processing function as a whole.
Printer sharingwill be accomplishedthrough the recommendedPrinter Sharingdevice.
A- All PCs purchased must have the following minimum configuration;
4 M$ RAM
VGA monitor and card
Key Tronic 101 key keyboard
ISA bus
31/2" H D diskette drive
51/4" H D diskette drive
1 parallel, 2 serial ports
220 Watt power supply
MS-DOS 5.0
5250 emulation card
"Additional Requirements" aspresented for the Finance Department apply
here al m.
6
B - The recommended location of the PCs for the Personnel Department are
as follows:
Joanne Narloch
386SX - 25 MHZ
100 MB hard disk
Desk top case
Location: South wall of cffi�oe
NOTE: Before ioaane's system can communicate with the
AS/400 asaterminal, additional twinax cablingmustbe done.
Marlin Robbins
386SX - 25 MHZ
100 MB hard disk
Man tower case
Location: Replace current AS/400 terminal
Lisa Achen
386SX - 16 MHZ
80 MB hard disk
Desk top case
Location: Replace current AS/400 terminal
C - Printer
1 Hewlett Packard Laser Jet IIID
8PPM, 2 paper trays of 250 sheets each
Location: Against the north %91 ofthe PersonnelDepartment next
to the entry.
This will allow the use of graphics and varying fonts, which is a
requirementofPersonnel staff, and the efficient use ofmultiplepaper sizes.
The current IBM 5219 cannot do graphics or varying fonts.
10
D - Printer Sharing
The Personnel Department has stipulated independence fromthe AS/400
as a requirement. A printer sharing device is therefore recommended
The equipment recommended to implement independent printer sharing
is the Digital Products, Inc. PrintDirector Silver Model PDS6SP
configured as follows:
6 Ports (4 Serial, 2 Parallel)
1 MB of RAM
The recommended printer sharing device was comparison tested by PC
Magazine in the April 30,1991, issue and was the unit of choice. It was
selected by PC Magazine and subsequently recommended by MORADA
Corporation because of it's superior performance and easy installation.
Additional cabling ofeachPC to the deviceandalso fromthe device to the
printer is regained. Although the figure presented is very close to the
actual cost expected, the cabling lengths must be accurately determined
before precise costs can be presented. City staff is best prepared to make
this determination.
11
Finance Department Option
The recommendations for the Finance Department are based upon the
assumption that the AS/400 and it's PC Support product will be available
whenever someone wishes to use the PC and a LaserJet printer. Should it be
determined that this is impractical or inconveniect, or PC use of the LaserJet
printers by all PCs is wanted independently of the AS/400, an alternative
recommendation is the use ofa printer sharingdevicewhich will handle allprinter
sharing duties.
The printer sharing device is in addition to the basic recommendation and does
not impact the PC hardware configurations as presented. Due to the nature of
printer sharing devices, it is recommended that only Finance Department staff
located upstairs are hooked into the printer sharing device.
The printer sharing device would be located near the printer in Vicki's office.
Finance Department staff located in the basement will use the AS/400 V=bml
Printer capability and the relocated IBM 5219 printer, or the IBM ProPrinter
currently used by Vicki. The 5219 reflects old technology and is limited to text
only. They will not be part of the upstairs printer sharing loop.
The equipment recommended to implement independent printer sharing is the
Digital Products, Inc. PrintDirector SilverModel PDS I OSP configured as follows:
10 Ports (6 Serial, 4 Parallel)
2 MB of RAM
The recommended printer sharing device was comparison tested by PC Magazine
in the April 30, 1991, issue and was the unit of choice. It was selected by PC
Magazine and subsequently recommended by MORADA Corporation because
of it's superior performance and easy installation.
Before selectingthis alternative, the Citymustbe awarethat it requirescablingof
each PC to the device and also from the device to the printers. If this alternative
is selected, the cabling lengths must be determined before actual costs can be
presented. City staff is best prepared to make this determination.
12
Installation and Training
In MORADA Corporation's original proposal a specific cost was presented for
configuration and installation of the PCs, printers, software, and the printer sharing
device if that option was selected. Due to the increased number of PCs being
recommended, the installation and configuration proposal is changed to $350 per PC,
with a ni n'hxm of $1,750.
In addition, the initial training proposed is also broken down to a per PC cost of $95,
with a minkTum of $475.
Initial training is defined as working with each new user individua;ly to demonstrate
using thePCwordprocessing and spreadsheet applications, how to control theprinters,
how to route prin" output to the appropriate printer, and how to move between
normal AS1400 operaf ons and PC operations.
Additional in depth training or long term support is available.
13
Comments
MORADA Corporation has diligently pursued and presented whatvC consider is the
best alternative for the City based upon the requirements presented. The following
comments are intended to put the recommendationsin perspective within the reality of
today's computing environment.
1 Use of a PC and emulation to the AS/400 occasionally presents some limitations
relative to function. 7his can present a problem with some applications on the
AS/400, specifically OfficeVision word processing.
It has been determined that the use of these functions is infrequent and therefore
does not constitute a serious problem. It is recommended that in those instances
when AS/400 OficeVision functions aro not available through the emulation
software, the operator move to a normal AS/400 CRT for that particular job.
2- PCs offer tremendous power and flexibility at exceptionally low cost. However,
the very factors that make this power possible can also present occasional
incompatibilities between systems and application software. Although
MORADA Corporation has testedmeriy of the potential variables and is basing
it's recommendations upon those tests and past experience, releases of new
versions of software can present neva issues,
The City must be aware that such incompatibilities do from time to time occur,
and that future changes ofhardwareorsoftware configurationmay bewarranted.
Security of PC information will be the responsibilityofeachPCuser. Securityof
the AS/400 databasewill continue to be the responsibility of the Data Processing
Department as it is currently. Whenever s staff membervddw to download data
from the AS/400 for use in the PC, special care must be used
PC users must keep the Data Processing Department informed oftheir intentions
to work v&h the AS/400 database. Uploading of data from the PCs except as is
normally done th rough the AS/400 applicad on softwaremstbeavoided totally.
All users of the system MUST be made cognizant of the potential for problems
should this occur. This is critical to maintaining the integrity of the data base.
14
Cost Estimate Summary
The cost estimates presented here are not meant for budgeting purposes since the City
will be purchasing through their own Purchasing Department. Instead, they are meant
to provide the City with a means of determining relative value of the item being chosen,
and a rough idea of expected cost. For example, some vendors may be willing to
negotiate volume discounts for the software being purchased, discounts which the
MORADA Corporation cannot determine.
The estimates presented do not include sales taoc or installation.
Eirwm Department - PCs and Printers
1
PC 486-33 MHZ 64 K cache
2,500
6
PC 386SX-25 MHZ (@ $1,463)
8,778
7
Emulation cards (1 @ $199, 6 @ $299)
1,993
1
Emulation card for PS/2 Model 55SX (IBM)
470
1
2 MB of additional mamry for PS/2 Model 55SX
400
1
304 DOS 5.0 upgrade for PS/2 Model 55SX
150
8
WordPerfect 5.1 (@ $239)
1,912
7
Lotus 1-2-3Version 2.3 (@$ 325)
2,275
1
Lotus 1-2-3, Upgrade from 2.0 to 2.3 (Vicki's PS/2)
119
1
HP Laser Jet III
1,600
1
HP LaserJet !IID
2,500
Total
$22,697
Personnel Department - PCs and Printers
2
PC 386SX-25 MHZ (@ $1,463)
$ 2,926
1
PC 386SX-16 MHZ
1,289
3
Emulation cards (@ $299)
897
3
WordPerfect 5.1 (@ $239)
717
2
Lotus 1-2-3 Version 2.3 (@ $325)
650
1
HP Laser Jet I=
2,500
1
Printer Sharing Device
800
Cabling
200
Total
$ 9,979
15
Finance Department Option
1 Printer Sharing Device
Cabling
Total
16
$ 1,295
1,QOQ
$ Z295
RESOLUTION NO. 91-219
A RESOLUTION OF THE LODI CITY COUNCIL
APPROVING SOLE SOURCE PURCHASE OF COMPUTER
WORiKSTATIONS AND SOFTWARE POR THE LODI FINANCE AND PERSONNEL DEPARTMENTS
WHEREAS, Lodi Municipal Code, Section 3.20.070, authorizes
dispensing with bidding procedures for purchases of supplies or
property when the City Council determines that the purchase or method
of purchase would be in the best interests of the City;
NOW, THEREFORE, BE IT RESOLVED, that the todi City Council hereby
approves the sole source purchase of personal computers and software
for the Finance and Personnel Departments from the firm of HIQ of
Sunnyvale, California, with a service outlet in Stockton, California.
This firm is reconunended by the City's contracted consultant, Morada
Corporation of Lodi, based on HIQ's price and ability to service their
equipment locally. Said purchase cost shall not exceed $26,500, and
shall be funded with savings from the hiring freeze in the Finance
Department
Dated: December 4, 1991
I hereby certify that Resolution No. 91-219 was passed and adopted by
the Lodi City Council in a regular meeting held December 4, 1991 by the
following vote:
Ayes: Council Members - Hinchman, Pennino, Sieglock, Snider and
Pinkerton (Mayor)
Noes: Council Members - None
Absent: Council Members - None
W" fi4wc�
Alice M. Reimche
City Clerk
91-219
RES91219/?XTA.01V