HomeMy WebLinkAboutAgenda Report - March 20, 1991 (81)01
, OF
CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Acquisition of Drafting Computer and Software for the Public Works
Department - Engineerina Division
?MEETING DATE: March 20, 1991
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council approve the purchase of a microcomputer
from Hall -Mark Electronics and software for drafting and
appropriate 514,100 for the system.
BACKGROUND INFORMATION: The Engineering Division has been using a dedicated
computer drafting system (Accugraph) since 1987 for mapping
and construction plans. This system runs on a minicomputer
with three terminals. Hardware maintenance and software
support/upgrade costs are approximately $8,700 per year. The system is due for an
upgrade due to reduced response times, mainly in working with large City maps.
Upgrade options include upgrading the minicomputer microprocessor and disc storage
system; and upgrading the software to Accugraph's next product, which would require
purchase of Unix -based workstations (new computers). The preferred alternative,
however, is to replace the system with a microcomputer (PC) based product "AutoCAD".
One PC with a copy of AutoCAD was approved in the current budget and has been
purchased. As described in the attached "Special Allocation Request", the system
has performed far better than anticipated and most of the maps on the old system
have been transferred to the new system. To fully replace the old system, we will
need to: 1) add two more PCs with AutoCAD, and 2) link the PCs on a local area
network (LAN). We are still investigating appropriate network hardware and software
and will make this request in the normal budget cycle. However, we have an
immediate need for one of the two additional PCs. Our technicians find themselves
"in-between" on which system to use for some tasks and we must manage both instead
of one system. We cannot function on only one drafting PC. In addition, the City
can save approximately $2,700 this fiscal year by cancelling hardware maintenance
and software support on the old system.
We also request to purchase this PC from the same vendor we used earlier this fiscal
year. That purchase, which included four other microcomputer systems for use
elsewhere in the Department, was done under a formal bid. Hall -Mark Company was the
low bidder and has performed satisfactorily and has offered this system at the same
price (or lower on some components). Their price is still lower than the
manufacturer's (Hewlett-Packard) latest quoted price including a government
discount. Thus, we feel it is in the City's best interests to waive the formal
bidding process for this purchase.
APPRIDVED'-_!tea
THOMAS A. PETERSON
City Mnnager '•
CC. 7
CCCNPUT:_/TXTW.^J-.M (CO.CCM) March 13, 19=1
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Drafting Computer
March 20, 1991
Page 2
FUNDING: $4,700 each: Water, Wastewater and Gas Tax Funds
641�eV2. ).
ti Jack L. Ronsko l
Public Works Director
Prepared by Richard C. Prima Jr., Assistant City Engineer
JLR/RCP/mt
Attachment
CCOMPUTE/TXTW.02M (CO.COM) March 13, 1991
( CITY OF LODI f r.
SPECIAL ALLOCATION REQUEST
TO: FINANCE DIRECTOR
CITY MANAGER DATE: March 4, 1991
FROM: PUBLIC WORKS DIRECTOR ACCOUNT NUMBER: See Distribution
Request is made for funds to accomplish the following project which was not included in the
current budget.
Description of Project Estimated Cost
Drafting Computer and Software
(See Attached Supplemental Information) S 14,100.00
ck 'L. Ronsko
blit Works Director
• S
Account Number
i
Robert N. Holm, Finance Director Thomas A. Peterson, City Manager
t
Submit this form in duplicate to the Finance Director. Distribution after approval will
be as follows: 1) Originating DepartTent 2) Finance Department
SAF!N91.05i 7XT;J. �iL
of you need more
space, use additional sneet and attach to
tors torm.)
Date of
Approval
Amount Approved
Council
City Manager
FUND OR ACCOUNT TO BE CHARGED
Current
Budget
$
Prior Year Reserve
$
Contingent Fund
S
General Fund Surplus
S
Capital
Outlay Reserve
S
Reimbursable Account
S
Utility
Outlay Reserve
S
Other: (Specify)
• S
Account Number
i
Robert N. Holm, Finance Director Thomas A. Peterson, City Manager
t
Submit this form in duplicate to the Finance Director. Distribution after approval will
be as follows: 1) Originating DepartTent 2) Finance Department
SAF!N91.05i 7XT;J. �iL
Supplemental Information
Special Allocation Request
Drafting Computer and Software
The 1990/91 Budget included funds for the purchase of a microcomputer and software
(AutoCAD) as a supplement to the existing, dedicated drafting system (Accugraph). This
purchase has been made and the system is being used. Ir, fact, we have found that it is
much more capable of handling our drafting needs than we anticipated at the time the
budget request was prepared one year ago. Thus we wish to purchase another system now and
begin to phase out the existing system. Future budget requests will be made for a third
drafting PC and a network to link the systems. The reasons include:
1) More Powerful Hardware - New model PC's and video systems at lower relative cost
allowed us to purchase a much more powerful system than anticipated. Thus AutoCAD
runs as fast (and in some cases, faster) than our present system on the work that we
do.
2) Better Software - One year ago, AutoCAD Release 10 was the latest version. The new
version (Release 11) became available in the fall and included two important
features - network support and drawing cross reference capability (the ability to use
one drawing inside another without making it permanent, i.e. changes in one are
reflected in the other). These are two key features that were a deciding factor in
selecting the Accugraph software four years ago. We have tested the new system with
large City Maps and are comfortable with its ability to do the job. In addition, the
link to our surveying software is significantly better than with the Accugraph system.
3) Trained Personnel - As noted in last year's budget request, AutoCAD has become a
standard in the industry and is commonly taught at Community Colleges and other
institutions. Our newest Engineering Technician, Robert Anderson, is proficient in
AutoCAD as well as our intern, Scott Barnes. In addition, Jeannie Matsumoto has been
taking AutoCAD classes at San Joaquin Delta College on her own time. It is obvious
to us that future technicians, even at the entry level are likely to know AutoCAD,
plus saving the City considerable time and expense in training.
4) Cost Savings - The Accugraph system has been on hardware and software support at a
cost of 58,100 in Fiscal Year 1990/91. We have found no need for PC hardware support
ano have had relatively little need for software help other than at initial purchase
and at upgrades (especially in dealing with "bugs" in the upgrade). The price of
AutoCAD ($2,300) includes some dealer support and upgrades are charged on a
one-time basis (for example, the Release 10 to 11 upgrade cost $500). Thus, over a
few years, we will recover the cost of the PC and software in reduced annual costs.
Timing
We are making this request rather than waiting for the next budget for three reasons:
1) We can save $2,700 this fiscal year by canceling the remainder of our hardware and
software support.
2) Knowing that we wish to make this change has put our personnel in an awkward aosition
as to which system to use for which task. They feel it is a waste of effort to do
more work on the old system knowing we are moving to a new one. In addition, we have
one new technician and are recruiting to fill a vacancy. It would be pointless to do
any training on the old system.
SAFIN91.05/TYTW.01L
3) Using only the single AutoCAD PC creates a "bottleneck" in getting surveying and
drafting work processed.
The cost of the additional PC system is:
Hewlett Packard PC with 20" monitor $10,600.00
and Graphics Tablet
AutoCAD license S 2,300.00
Misc. Accessories $ 400.00
Subtotal $13,300.00
Sales Tax $ 800.00
Total S14,100.00
The reco=ended cost distribution is the same as
that approved for the system purchased 1990/91:
1/3 Water Fund ($4,700.00)
1/3 Wastewater Fund ($4,700.00)
1/3 Street Fund (TDA or Gas Tax) ($4,700.00)
SAFIN91.OS/TXTW.0:L
I -
CITY OF LODI
SPECIAL ALLOCATION REQUEST
TO: Finance Director DATE: March 21, 1991
FROM: City Clerk
PROJECT NUMBER: r,1-7'
CAS 1 - c.a. J7 -515-
-!I!7 C'1 - 5/S ./
Request is made for funds to accomplish the following project which was not included in
the current budget:
Description of Project Estimated Cost
Purchase of microcomputer for the Public Works Department - Engineering Division from
Hall -Mark Electronics and software for drafting
Amount - $14,100
� t�A
$4,700 each: Water, Wastewater and Gas -rax Funds
fo Viet
(If you need more space, use additional sheet and attach to this form)
Date of Approval - 3/20/91_ Amount Approved - $14,100
Council XXXXX City Manager
FUND OR ACCOUNT TO BE CHARGED
Current Budget $ Prior Year Reserve $
Contingent Fund $ General Fund Surplus $ _
Capital Outlay Reserve $ Reimbursable Account $
Utility Outlay Reserve $ Other (Election) $ 470,0
Hotel/Motel Tax Reserve - w*rArfz._ e4P1rAL- -/70,0
S t4 7,0 v
General Fund Operating Reserve
Account Number
n
Obert H. Haim, Finance Director Alice M. Reimche,i
City Clerk
Submit this form in duplicate to the Finance Director. Distribution after approval will
be as follows: 1) Originating Department 2) Finance Department