HomeMy WebLinkAboutAgenda Report - February 20, 1985 (49)c
OOLM I L
! AUliMI ZED
PURMASE OF
TET MCFSS ING
BQUIRVRIF
Following the presentation of a report by the City of Lodi
Text Processing Team proposing that the City purchase the
following IEM Text Processing equipment, Council, on motion
of Council ;viember Reid, Olson second, authorized the purchase
of the proposed equipment at a net cost of $50,000, which
amount includes contingencies and the resale of existing
equipment.
Said purchases are to be charged to Revenue Sharing.
Further, Council declared the existing word processing \
equipment and P.C. converting equipment as surplus equipment
for resale.
9 3180 display stations to be located in the following
departments:
Administration - 4 - Shared Printer
rCam -unity Development - 2 ) Shared Printer
Public Works - 2 )
l:
Backup Maintenance Unit - 1
1 PC and Printer - Finance
1 PC and Printer - Library
CITY COUNCIL
JOHN R. (sandy) SNIDER, Mayor
DAVID M. HINCHMAN
t"' t Mayor Pro Tempore
EVELYN M. OLSON
JAMES W. PINKERTON, Jr.
FRED M. REID
CITY - L i� I
CITY HALL, 221 WEST PINE STREET
POST OFFICE BOX 320
LODI, CALIFORNIA 95241
(209) 334-5634
HENRY A. GLAVES, Jr.
Citv Maaager
ALICE M. REIMCHE
City Clerk
RONALD M. STEIN
City Attorney
To: Honorable mayor and Members of the Hadi City
Council
From: City of Lodi
Text Processing Team
Council will recall that approximately one year ago the City
retained the firm of Ernst & Whinney to assist in the development
of a long range data processing/word processing plan for the future
implementation of computerized information systems for the City of
Lodi.
Ernst & Whinney has recommended that the City should pursue
implementation of an integrated word processing system to serve the
entire City. Integration is meant to provide common application
software and common data formats to allow sharing of word
processing files between different physical workstations (e.g.
departments) and would allow the City to take advantage of
economics in training employees in use of the system.
The City of Lodi presently has two 113M displaywriters and printers.
One unit (displaywriter and printer) is located in the
Administrative offices and is shared by personnel doing work for
the City Manager, Assistant City Manager, City Attorney, City
Clerk and Personnel.
The second unit is located in the basement and is shared by
personnel of the Community Development Department, Finance
Department and the Public Works Department.
f
-2-
E
=RL
The displaywriter is a dedicated word processor and does not have
the capability of tying into the City's S/36 main frame computer,
>=!
nor networking with other terminals within the City complex.
-`°
Current pricing for the IBM displaywriter with government discount
is $12,000.00 (This compares to the price of approximately $1,400
i
for a 3180 terminal).
The capability for expansion with existing equipment is limited in
that each printer can only accommodate three displaywriters.
Approximately six months ago a sub -committee of the City's
Management Information Systems Steering Committee was formed for
the purpose of making an indepth study of the City's word
processing needs and to make recommendations based on the study for
the implementation of a word processing system for the City.
{
Serving on this committee are Barbara Baber, Sharon Blaufus,
Barbara Reed, Robert floIrm, Technical Advisor Bud Kruse, and
Co -Chairmen Jerry Glenn and Alice Reimehe.
Each department of the City was asked to participate in an
inventory and needs survey.
On site visits to major businesses in the area were made to observe
S
various types of systems in operation.
F
This study provided hard facts and served to strengthen the
f
committee's position that text processing and its vast applications
are essential in the modern office.
The use of text processing allows for the storage, edification and
preparation of written documentation in a most efficient and cost
effective manner.
-3-
It is estimated that presently city-wide, we have keyed into the
z system for future retrieval thousands of documents. This will
eliminate the repetitive typing of like documents and allows for
amendments, additions or deletions to be made with ease.
i
Mass mailings of letter quality documents can be accomplished in a
fraction of the time needed -prior to the installation of text
processing equipment.
Based on the compilation and evaluation of the information
received, we have enclosed herewith a proposal from IBM which will
provide the following:
9 3180 display stations to be located in the
the following departments:
Administration - 4 - Shared printer
Community Development - 2 )
) Shared printer
Public Works - 2 )
Backup Maintenance Unit - 1
1 PC and Printer - Finance
1 PC and Printer - Library :
Hardware:
Upgrade B23 -B24 (400 mb)
Additional 2561 - Qty 2
Subtotal
3180 Display Stations Model 2 -
Qty 9
5219 Printwheel Printer Model B02,
60 CPS, Sheetfeed/Envelope
feed - Qty 2
Personal Computer 176, 2561{, 2 21)
Drives - Qty 2
Quietprint PC Printer - Oty 2
Hardware Total
Software:
5727-IVPI Displaywrite/36
5727-WP2 DW 36 Language Dictionaries
5727-WP3 Personal Services/36
5727 -QUI Query/36
6024177 Displaywrite 3
Software Total
Subtotal
Sales Tax (6%)
Plus Contingency Fund
Less resale on existing equipment
Estimated upgrade total
N
$17,500.00 to up-
grade 36
5,000.00� to up-
grade 36
$22,500.00
11,853.00
12,045.0G
5,604.00
2,778.00
$54,780.00
$1,400.00
84.00
2,100.00
665.00
244.30
$4,493.30
$59,273.30
3,556.40
$50,000.00
-5 -
It has been recommended that the City sell the existing
word
processing equipment, consisting of 2 IBM displaywriters
and 2
printers. It has been ascertained that there is a very good
resale
market on this equipment and the City should be able to
recoup
approximately 750 of its original purchase price.
The following capabilities weighed strongly in the committees
recommendation for the purchase of this equipment:
1. It is multiple user equipment
2. Its networking capability
3. Location convenience (desk top terminals)
4. Ability to tie into other terminals & PC's
5. Ability to operate through the City's main frame
computer (alleviating the need for diskettes)
6. Other office automation functions:
• Computer capability in every department
° Ability to call up information
• Manipulate information, with required security
7. Interchange of information
8. Flexibility for expansion
9. Economics in expanding the proposed system
These capabilities for the most part are not available
in the
existing equipment.
IBM projects that the proposed equipment including software
will be
available for delivery by July 1, 1985. If software
becomes
avail -able earlier, this date could be moved up to as early
as ala,,-
1985.
-6-
Council should note that approximately $221500 of the quotation is
an upgrade for the City's S/36 main frame computer and provides
additional memory which is a one-time cost.
It is anticipated that the City should realize a resale price of
approximately 750 of the purchase price of the original existing
equipment. Therefore, the net cost of the proposed installation
should be approximately $50,000.
Ilia has consented to transfer information presently on disks for
implementation into the new system at no cost to the City. This
will mean the savings of virtually thousands of hours of rekeying
this information.
It is recommended that the Committee continue to serve during the
implementation and training phase of this project. This group has
gained insight into the City's text processing needs and would be a
valuable asset in the coordination and implementation of this
project.
The City's experience to date with word processing vividly shows
the need city-wide for this equipment in keeping abreast with the
documentation requirements of City Government at the most efficient
and cost effective method.
This type of equipment allowed the City to produce the volumes of
required documentation required in the Dart Container Corporation
IDB application in a time frame that would not have been possible
without it.
-7 -
Word processing is a vital tool in the election process, where once
again, time is of the essence.
Certainly it greatly enhances the budget preparation process and
allows for the expeditious processing of mass mailings, public
notices, investment reporting, specifications, assessment district
documentation, annexation documentation, Council, Boards and
Commissions Agendas, Minutes, etc., and a multitude of other
functions city-wide. In working with this type of equipment, it is
clear that additional applications will continue to be developed
providing documentation in a most cost effective way to the City.
RECOMMENDED ACTION: That the Lodi City Council authorize the
------------------
purchase of the proposed IBM Text processing equipment at a cost of
$50,000.00 for installation at the earliest possible date and
declare the existing sword processing equipment/pc converting
equipment as surplus equipment for resale.
-- - - ---------
Alice M. Rermche
Co -Chairman
Barbara Bober
---- --- --------------------
Sharon Blau_'us
�_�LC. ------ -----
Reed
o�e r t Fiorm
----------------------
Buci I{ruse--e------------------------
9rr L. Glenn
&-Chairman