HomeMy WebLinkAboutAgenda Report - October 15, 1986 (69)CITY COUNCIL MEETING -- — - - - -
OCTOBER 15, 1986
PURCHASE OF COM?III'ER
AIDED- DRAFTING SYSTEM
APPR)VED Council approved the purchase of a cariputer aided drafting
system - hardware and software from Hewlett Packard/Holguin
CC-12(d) and appropriated an additional $7,400 for the su-ject
purchase..
CITY OF LCOUNCIL IL CoMMu vIcaTIoN
PUBLIC %IORKS DEPARTMENT
TO: City Council Project Data
FROM: City Manager Originally Budgeted: 1986/87 Op.Budget
Budgeted Fund: TDA --LOQ'; Water/Wastewater
MEETING DATE: October 15, 1986 COR -25% each
Amount Budgeted: $63,600
SUBJECT: Computer Aided Final Project Cost: $71,000
Drafting System Bid Opening Date: September 19, 1986
Over -run Funds Same as budgeted
RECOMMENDED ACTION: That the City Council approve the purchase of a computer
aided rafting system - hardware and software from Hewlett Packard/Holguin and
appropriate an additional $7,400 from the funds shown.
BACKGROUND INFORMATION: This purchase includes computer hardware, software,
maintenance and training for a computer aided drafting (CAD) system. The CAD
System is to be used by the City of Lodi Public Works Department, Engineering
Division to draft maps of City streets, utilities, and miscellaneous features and
for general civil and mechanical drafting. The system is planned to be used
initially with one terminal and with three terminals in two years. Additional
terminals or stand alone workstations may be added by other Departments in
subsequent years.
Request for proposals this purchase was approved on August 20, 1986.
The City has received the following 4 proposals for this project:
BIDDER LOCATION BID
Engineer's Estimate $63,600
Hewlett Packard/Holguin Sacramento/E1 Paso, Texas See Exhibit A
U.S. Geographics Newport Beach
VL Systems Irvine
Advanced Geographics/Inacomp Huntington Beach/Sacramento
Staff evaluated the proposals by:
1) reviewing the information furnished in the proposals and in subsequent
conversations with the vendors;
2) preparing a summary of costs for a three-year period including the addition
of two workstations to the system - See Exhibit A;
3) reviewing actual operation manuals furnished by three of the four vendors;
4) contacting references cited by the vendors (over 20 references were
contacted)
APPROVED: FILE NO.
THOMAS A. PETERSON, City Manager
City. Council
October 15, 1986
Page 2
Discussion of each proposed system follows. For Council's information, a copy of
the City's Request for Proposals (without appendices) is attached.
Advanced Geographics/Inacomp
Advanced Geographics, based in Huntington Beach, was set up in 1985 to provide a
product called "Accu -Map." It is a combination of a general purpose drafting
software package called "Versa -CAD" and an user interface/data base management
program. The package runs on IBM PC AT compatible personal computers. Inacomp
is a computer retailer located in Sacramento, and proposed the hardware and
maintenance in conjunction with Advanced Geographics. The hardware consisted of
an IBM PC AT with third party disc drives and controller, graphics cards,
monitors, additional memory, and network hardware. In all, over 13 different
manufacturers' products were included.
The three present users of the Accu -Map system listed in the proposal were
contacted. Of the three, one has not had the system installed yet. Their
selection was partially based on the fact that they have some personnel already
familiar with "Versa -CAD" and they wanted a stand alone system that would handle
7Building Permit data. Their previous experience with Versa CAD led them to
believe it was not the best system to handle mapping the entire City to the
degree Lodi intends to accomplish. The other users are doing utility mapping and
general drafting with stand alone workstations. Problems with network speed and
data management were noted with networked systems.
Staff feels this system will not provide the ease of use, drafting power and
overall performance offered by the other systems. The slightly higher cost of
the recommended system will be justified in time saved and service provided over
the life of the system.
U.S. Geographics
U.S. Geographics and its local subsidiary, San Joaquin Valley Geographics
Corporation, have proposed a new geographic information system incorporating
"TekniCAD" drafting software by Tektronix and Tektronix computers. None of the
three references listed in their proposal are using the systema They have
discussed possible applications with U.S. Geographics. The RFP describes a
drafting system - not a geographic information system and specifically states the
system is not intended to replace other City computer systems.
It is felt this proposal does not adequately address the drafting application
requested. The lack of users with a similar application to Lodi is also a major
factor in not selecting this proposal.
VL Systems
VL Systems from Irvine produces a Civil Engineering/Drafting program called
VANGO. They write, market and support the software and provide computer drafting
service to clients. There are approximately 65 users of their system. The
CCCAD/TXTW.OIC October 8, 1986
City Council
October 15, 1986
Page 3
majority are civil engineering firms, although a few are doing municipal facility
mapping. Software support is by telephone to Irvine and a users group meets in
Southern California once a year. The system runs on Digital Equipment Company
(DEC) computers with Tektronix graphics terminals. The hardware proposed
includes third party disc drives and memory, but is maintainable by DEC.
While the system is an excellent one and offers some engineering capabilities not
mentioned in the RFP, staff is not recommending it for our particular purpose.
Hewlett Packard/Holguin
Hewlett Packard has proposed a drafting software package written by Holguin &
Associates of El Paso, Texas. Holguin is an HP+ vendor which means that HP
markets and supports the system as part of its product line. This
hardware/software relationship is the closest to a single vendor solution of the
four proposal's. HP has the lowest maintenance costs and the systems proposed.
Software support is provided by Holguin via telephone (800#).
The system is being used by a number of firms and public agencies in Northern
California including the City of Modesto and Turlock Irrigation district. There
is a local users group,with over 20 members that meets in the Sacramento area.
Although it does not have some of the engineering features included in the VANGO
system, it has strong drafting features and is relatively easy to use.
The recommended system includes the optional A900 computer which provides much
faster :.-operation and will allow -,the addition of more terminals well beyond the
first three included in the analysis. A version of the software that would share
map files is available for stand alone workstations (such as an IBM PC AT) which
could be used by other departments without the need for telephone lines.
P&j. oq2w-,, �
Jack L. Ronsko
Public Works Director
cc: Assistant Finance Director
Vendors
Attachments
JLR/RCP/cag
CCCAD/TXTW.OIC
October 8, 1986
08 -Oct -86
EXHIBIT R.-- Compu%.r Rided Drafting System
Proposal Cost
Rnal sis
HP/Holguin
US 6eographics
VL Systems
Adv. 6eographics
First Year - One
Station
Software
511 ,400
6,000
$7,000
s15,500
Trainin4
$1,400
$2,400
$2,400
$1,500
Train. expenses
$1,120
$0
31,270
$920
Soft. Support
$2,$80
incl.
$1,980
$1,500
Main computer
$15 , 19
$60,000
s --,-,68S
$S ,701
HP A700
lel'trcn.x 6130
DEC PDP 11/'73
IBM AT w/adds
Disc w/backup
$13,186
incl.
incl.
$4,700
HP 132Mb
Tek. 190Mb
Fujitsu 161Mb
Maxtor 120Mb
Terminal
$2,529
zn_I.
$3,995
$5,536
HP 2397
Tek.. CX4107A
Tek. 4207x1
Mitsubishi
Digitizer-s,nall
$S59
-
$89S
$974
HP 9>.11
Tek. IIx11
CalComp 12xl2
Printer
$376
incl.
incl.
$692
HP Thinki et
Tek.
DEC LA100BA
Eoson FX286
Plotter
$9,804
incl.
$8,316
$7,721
HP 7S8SB
Cal,'-omp 1043*
CalComp 1043*
CalComp 1043*
Add'! +
$0
$1 498
$1,488
$2,083
Installation
incl.
:ncl,
incl.
$750
Hardware Serv.
$2 ,349
incl.
sl- ,627
$2 ,050
Unint. power
not needed
r.ot incl.
not needed
$1,014
Subtotal:
$60,781,
$69,888
$S3,6S6
$50,640
Sales Tax:
$3,182
assumed incl.
$2,663
$2,680
Total:
$63,963
$69,888
$56,319
$S3,3ZO
Second Year - one
additional
station
Terminal
$2,529
$4,500
$?,995
$4,644
HP.2397
Tek. CX4107A
Tek:: 4207A
IBM AT w/adds
Hardware Serv.
$3,240
$7,500
$4,836
$3,435
Software Lic.
$3,800
$6,000
$5,000
s5,500
Software Sup.
$4,440
incl.
$4,704
$1,500
Miscellaneous
$0
$0
$0
$3,100
Network
Subtotal:
$14,009
$18,000
$18,535
$18,179
Sales Tax:
$380
assumed incl.
$S40
$79S
Total:
$14,389
$18,000
$19,075
$18,974
Third Year - One
additional station
Terminal
$2,529
$4,500
$3,995
$4,644
HP 2397
Tek. CX4107A
Tek. 4207A
IBM AT w/adds
Hardware Serv.
$3,384
$7,500
$4,836
$3,890
Software Lic.
$3,800
$6,000
$5,000
$0
Sof'ware Sup.
$5,040
incl,
$5,448
$1,500
Miscellaneous
$0
$0
$0
$0
Subtotal:
$14,753
$18,000
$19,279
$10,034
Sales Tax:
$380
assumed incl.
$5413
$279
Total:
$15,133
$18,000
$19,819
$10,31?
08 -Oct -86
EXHIBIT A
-- Lompu.-r Aided Drafting Systam --
Proposal Cost Analysis — - -- —
HP/Holguin US Geographics
-VL Systems
Adv.,Geographics
.Cumulative
Totals:
)st yr (1
Sts)
63,963 $69,888
$56,319
$53,320
Znd yr (Z
Sta)
$78,352 $87,888
$75,393
$7Z,294
3rd yr (3
Sta)
$93,485 $105,888
$95312
$82,607
Additional
Costs (Optional)
for computer:
A900
MicroVAX II
Initial:
$4,962
$12,614
Annual:
$36
$60
Cumulative
Totals:
With options)
1st yr (t
Sta)
$68,95Z
$68,978
Znd yr (Z
Sta)
$83,773
$88,772
3rd yr (3
Sta)
$99,338
$109,311
Amount Budgeted (first
year): $63,600
Note:
* CalComp
plotter
does not strictly meet specifications.
Additional cost
for HP plotter
added to provide equivalent comparison.
08 -Oct -86
CITY COUNCIL
FRED N OL ON CITY O Fi T O D I
EVELYN M ULSON j,/ 1
Mavor Pro Tempore CITY HALL, 221 WEST PINE STREET
DAVID M. HINCHMAN CALL BOX 3006
JAMES W. PINKERTON,. IF LODI, CALIFORNIA 95241-1910
JOHN R (Randv) SNIDER (209) 334-5634
August 21, 1986
To Prospective Suppliers:
THOMAS A PETI.RSOIN
C,ty .`"anager
ALICE M REIMCHE
Citv Clerk
RONALD M STEIN
CRY Attornev
The City of Lodi is requesting proposals for a computer aided
drafting (CAD) system. The system is to be used for mapping the
City's streets, utilities and miscellaneous features and for
general civil and mechanical drafting. The system is to support
three to five users, sharing a common database. Proposals must be
for a complete, compatible and fully supported software and
hardware package. Detailed requirements are contained in the
document 'Request for Proposals - Computer Aided Drafting System
for the City of Lodi" available at the office of the Public Works
Director, City of Lodi, 221 W. Pine Street, Call Box 3006, Lodi,
CA 95241-1910 (telephone 209-333-6706).
Sealed proposals will be received by the Purchasing Agent at the
above address until 11:00 a.m. Friday, September 19, 1986, at
which time they will be publicly opened and read in the Council
Chambers.
Jack L. Ronsko
Public Works Director
Enclosure
JLR/RCP/cag
Note: If you have questions or comments concerning the RFP,
please contact:
Richard C. Prima, Jr.
Chief Civil Engineer
(209) 333-6706
CITY OF LODI
PUBLIC :IORKS DEPARTMENT
ENGINEERING DIVISION
COMPUTER AIDED DRAFTING SYSTEM REQUEST FOR PROPOSALS
TABLE OF CONTENTS
I INTRODUCTION
I1 APPLICATION INFORMATION
A. General Background
B. Application Details
1. Facility Mapping
2. Construction Details
3. Special Exhibits and Location Maps
4. Construction Plans
III SOFTWARE
A.
General Requirements
B.
Software Features
C.
Software Support
IV
HARDWARE
A.
General Requirements
B.
Specific Requirements
1. Computer (CPU)
2. Data Storage
3. Graphics Terminal
4. printer
5. Plotter
6. Miscellaneous
C.
Hardware Support
V
INSTALLATION & TRAINING
A.
Installation
B.
Training
VI
PAYMENT
VII
PROPOSAL REQUIREMENTS
REQUEST FOR PROPOSALS
COMPUTER AIDED DRAFTING SYSTEM
for the
CITY OF LODI
I INTRODUCTION
The Computer Aided Drafting (CAD) System is to be used by the City of
Lodi Public Works Department, Engineering Division to draft maps of City
streets, utilities, and miscellaneous features and for general civil and
mechanical drafting. The system is planned to be used initially with one
terminal and with three terminals in two years. Additional terminals or
stand alone workstations may be added by other Departments in subsequent
years.
II APPLICATION INFORMATION
A. General Background
The City of Lodi has a population of 41,000 within 9.1 square miles
(5,800 acres) of mostly developed land (approximately 18,000 parcels).
There are 132 miles of street and roughly 140 miles each of water,
wastewater, and storm drain lines. The City has been growing at an
average rate of 2% per year over the last 30 years.
The City's present data processing systems consist of the following:
o IBM S/36 @ City Hall - used for accounting billing, word
processing, building permit processing and general dat*ibase
applications
o IBM S/36 @ Police Department - used for dispatch and incident
records and analysis
o IBM and HP PC's @ Public Works and Engineering - used for
various engineering, maintenance and record keeping programs
It is not the City's intent to use the CAD system to replace any of
these systems.
B. Application Details
1. Facility Mapping
The pr;mary application of the CAD system is to draft maps of
City facilities. Secondary applications include construction
details (Standard Plans), special exhibits, location maps and
construction plans. Facility maps will include single maps of
the entire City with relatively little detail and maps of
sections of the City with substantial detail.
It is desired that the system handle all this information in one
"drawing" with multiple "layers." It is understood that this may
seriously degrade system performance and that sectioning of the
City may be more appropriate. The system must use a common data
base with true ground coordinate capability. The proposal should
discuss this aspect in detail including descriptions of how
sectioned drawings/symbols are created, updated, rescaled,
combined, and manipulated by the system.
The following table shows most City features and facilities and
the way it is intended they be plotted:
Entire City Sections
Street - Centerlines Street width dimensions
Rights-of-way Lane line and other striping
Curblines Signs
Names Lot dimensions
Property lines Easements
Utilities - Water, wastewater Addresses
& storm drain mains Utility services
with sizes Valves, manholes, etc.
Misc. facilities - Approximately
30 types such as:
Fire hydrants
Street lights
Traffic signals
Parks
Major buildings
Samples of portions of present maps are included in Appendix.
(B-la,b,&- c).
The City intends to draft this database using information from
record maps, construction plans and special surveys.
2. Construction Details
The City prepares "Standard Plans" for use as reference drawings
on construction projects. There are presently 65 of these
drawings. It is intended to draw these with the CAD system and
use them as is or modify them as needed for specific projects. A
sample is included in Appendix B2.
3. Special Exhibits and Location Maps
The City frequently prepares drawings showing proposed work and
its relation to existing facilities. It is intended to extract
the appropriate portion of the database, add the proposed work,
and create a new drawing.
It is a;timated there would be 40 such drawings stored at any
given time. See Appendix B3 for an example.
-2-
4. Construction Plans
The City prepares roughly 60-24 X 36" construction drawings for
civil engineering projects each year. It is intended that the
basic street and utility information be extracted from the
database and project details be added to create a new
drawing.
Although civil design software and surveying/data collection
hardware is not part of this purchase, the supplier is encouraged
to describe other software/hardware packages compatible with the
proposed CAD system.
III SOFTWARE
A. General Requirements
The drafting software shall be fully integrated including drawing
creation, editiig, and plotting; and system management. The software
shall not rely on operator knowledge of the computer's operating
system. However, access to the operating. system must be easily
available in the event the City wishes to use the computer for other
programs.
Disc space required for storage of the operating system and CAD
program shall be indicated in the proposal. The supplier shall
estimate the storage requirements of the drawings indicated in
Section II of this RFP.
Systems having optional modules or auxiliary programs shall be
clearly identified as to what is included in the proposal. Options
and interfaces to other programs/languages shall be described.
The proposal shall include discussion (including applicable costs) of
the system's compatibility with other CAD systems and the Initial
Graphics Exchange Specification.
B. Software Features
The complexity of drafting software precludes listing detailed
requirements' in this RFP. The proposal shall include sufficient
descriptions' of the software capabilities and command structure to
allow the City to evaluate the system. Suppliers are encouraged to
emphasize features applicable to the City's application. It is
suggested that a set of actual user manuals be included in the
proposal. (The City wi'l1 return any proposal materials requested by
the supplier at the end of the evaluation.)
-3-
C. Software Support
The proposal shall describe software support including the following:
1) Help with software questions and problems
2) Help with software/hardware interface questions and problems
3) User group program
4) Software updates and enhancements
5) Operating system updates and enhancements
IV HARDWARE
A. General Requirements
All system components shall be completely compatible with each other
and the CAD software, and preferably made by the same well
established manufacturer. All components shall have the following
features:
1) 115 YAC (nominal) line voltage operation
2) Low noise operation
3) Attractive enclosures suitable for open placement, in an
office
4) All hardware shall be movable and fit through 36" X 80" doors
5) Meet all Federal and State regulations regarding interference
and radiation.
The supplier shall refer to the Application information provided in
Section II of this RFP and Appendix C "System Configuration and
Staging" for determining hardware requirements. The proposal shall
include manufacturer's descriptive- brochures for all hardware
components.'
B. Specific Requirements
1. Computer (CPU)
For the purposes of this RFP the CPU includes the central
processor,- power supply, system memory, peripheral controllers,
and buses. The CPU design shall incorporate state-of-the-art
electronics, and modular, plug-in circuit cards. All input and
output shall be properly buffered and interfaced to reduce CPU
performance degradation during data transfer or plotting.
The CPU shall utilize a 16 bit word (minimum) and be suitable for
multi-user, multi -task operation so that each CRT operator can be
viewing different displays or performing different operations
while the CAD system is functioning. A hardware floating point
processor shall be included. The CPU shall be furnished with
sufficient ROM/RAM to quickly and efficiently operate the CAD
system (See Appendix C).
`- J
10
r
.2. Data Storage
Data i storage shall be provided with a Winchester Disc drive and
magnetic tape. Formatted capacities shall be a minimum of 120 mb
and 60 mb respectively.
Disc controllers shall incorporate an erro7 checking scheme
during read/write operations with suitable correction or warning
routines.
3. Graphics Terminal
All graphics terminals shall be flicker free and provide a sharp
display of characters on a screen measuring 12" (minimum,
diagonal)-.
The CRT shall be enclosed in a free standing enclosure for
placement on the operator's desk.
The graphics terminal shall include both a separate keyboard with
a numeric key pad and a separate command entry and cursor control
pad compatible with the CAD software.
The following features are desired:
o display 8 colors minimum
o high resolution, minimum 512H X 390V
o external power switch and brightness & contrast controls
o tilt & swivel adjustment
o anti -glare screen
o silent operation -convection cooled preferred
o screen saver feature (shut off display after user selected
inactive period)
o automatic degauss
o 60Hz refresh rate, non -interlaced
4. Printer
The CAD system shall include a system printer for hard copy
listings of drawings and other system outputs. Graphics printing
(screen dumps of drawings) is not required.
The printer shall have a minimum printing speed of 150 cps and
utilize perforated tractor feed paper 8-1/2" or 15" wide. The
system shall provide output formatting which skips the
perforation.
5. Plotter
The CAD system shall be furnished with an "E -size" plotter
(nominal 36" width X 48' length sheet size). Plotter performance r
specifications shall equal or exceed those of the HP7585B.
The plotter shall include the manufacturer's normal accessories
-5-
plus three pen holders and an assortment of roller ball or ball
point, fiber tip and technical drafting pens, and paper and
vellum drafting media.
Plotting shall be done in "backgound mode," i.e. data entry and
other mapping work shall be capable of being accomplished while
plotting other drawings.
6. Miscellaneous
The system shall be furnished with all data cables and power
cords necessary to connect and operate the complete system. All
cables shall be shielded. The initial system will be installed
in one location; however the cables shall allow the graphics
terminal to be located at least 10 feet from the CPU and the
_ plotter 20 feet from the CPU.
All hardware documentation shall be included.
Static and power surge protection as recommended by the hardware
manufacturer shall be included.
Power failure protection is not required, however the proposal
shall discuss data loss and system integrity in the event of a
power failure.
C. Hardware Support
The proposal shall include hardware service support for one year.
The support level shall be on-site, next day service, all parts and
labor included. The support shall be from the hardware
manufacturer. The supplier may provide an option for third party
support. In each case, the location of the support center shall be
indicated. The proposal shall be clear as to the end of
manufacturer's warranty period and the beginning of extended support
service.
V INSTALLATION b TRAINING
A. Installation
The proposal shall include delivery, installation and testing of all
hardware and software. The City can provide non-technical
assistance, including the use of hand trucks. (The system is to be
installed on the second floor of City Hall.) No cutting or wiring
through ceiling or walls will be required.
B. Training
The proposal shall include software and hardware training. The
training shall include two phases:
an
r
1) System overview and capabilities primarily for the system
manager. (an Engineer) who will :supervise overall system. use and.
implementation
2) System operation - primarily for system operators (engineering
technicians) who will actually use the system
On-line training courses and "help" screens shall be described. The
proposal shall indicate the location and duration of all proposed
training. All supplier expenses involved in training shall be
included.
VI PRICE AND PAYMENT
The proposal shall clearly indicate the price of the hardware, software,
support and miscellaneous items requested in this RFP. Training shall be
j itemized. The Initial, Year 2, Year 3 and Ultimate prices shall be
indicated separately. All prices shall be current. Year 2 and
subsequent prices will not be considered binding.
All quotations shall be protected from price increase for a minimum of 30
days. Sales tax on applicable items shall be included.
Upon completion of installation and testing of software and hardware, the
City will pay 90% of the purchase price of the items included.
Upon completion of training, the City will pay 100% of the price for
training.
During the 30 days following the completion of installation/testing or
training, whichever is last, the City will use and test the system.
Following satisfactory completion of this test period, final payment will
be made.
Payment for maintenance and support will be in accordance with terms
agreed to between the City and the supplier.
VII PROPOSAL REQUIREMENTS
In addition to the items specifically requested in this RFP, the proposal
shall include the following information:
1) Background description of the software including introduction
date, revision history and company background
2) List of users of the proposed system, preferably public agencies
using the system for purposes similar to Lodi's application
3) A copy of the software license agreement
4) Availability of demonstrations
5) Complete Hardware li-st for the initial system and the three
additional stages (See Appendix C).
-7-
6) Background description of the hardware (major components - CPU,
disc, terminal and plotter) including introduction date,
production history, company history, and anticipated support life.
7) Delivery time from date of order
8) Cost breakdown and total cost with options and "not -included"
items clearly identified.
9) Name and telephone number of supplier contact person who can
answer technical questions about the proposed. system.