HomeMy WebLinkAboutOctober 19, 1998 Work SessionCYvY oF COLUMBia HEIGHTS
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Mayor
Joseph Sturdevant
Councilmernbers
590 40Th AVENUE N.E., COlUmbia HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806Donald G. Jolly
Marlaine Szurck
Gary L. Peterson
Robert W. Ruettimann
City Manager
Watt Fehst
A DMINIS TRA TION
NOTICE OF COUNCIL WORK SESSION
Notice is hereby given that a Council Work Session
is to be held in the
CITY OF COLUMBIA HEIGHTS
as follows:
Meeting of:
Date of Meeting:
Time of Meeting:
Location of Meeting:
CITY COUNCIL~[POLICE AND FIRE DEPARTMENTS STAFF
MONDAY, OCTOBER 19, 1998
6:30 P.M.
CITY HALL CONFERENCE ROOM I
AGENDA
BUDGET WORK SESSION FOR POLICE AND FIRE DEPARTMENTS
If there is time the following matters will be addressed:
1) Replacement of Kodak Copier
2) Replacement of AS400
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to,
or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be
provided to allow individuals with disabilities to participate in all City of Columbia Heights'services,
programs, and activities. Auxiliary aids for handicapped persons are available upon request when the
request is made at least 96 hours in advance. Please call the City Council Secretary at 782-2800, Extension
209, To make arrangements. (TDD/782-2806 for deaf or hearing impaired only)
THE CI~Y OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES
EQUAL OPPORTUNITY EMPLOYER
CITY COUNCIL LETTER
Meeting of: October 26th, 1998
AGENDA SECTION: ORIGINATING DEPT.: CITY MANAGER
NO: FINANCE i . ,~,~"~ APPROVAL
ITEM: AS400 Computer System BY: WILLIAM ELRITE BY:
NO: DATE: October 15th, 1998 DATE:
The Finance Department of the City of Columbia Heights maintains all of its financial data on an
AS400 computer system. The current system is past its performance parameters, approaching
90% usage (tolerance levels are 70%) and being very slow in response to user's requests for data
inquiry or processing. The current system is a CISC-based system, which is an older technology
that IBM has stated it will no longer provide upgrades for. Also, due to the system's limitations,
it is only available to a few departments on the City's LAN. The current AS400 computer system
was purchased in 1993 and has had several upgrades since then. It is now at the point where it
can no longer fulfill our needs. Due to these factors, staff is recommending that the system be
replaced as soon as possible, before data is lost due to storage restrictions.
Staff has had an onsite analysis done which supports that the current AS400 computer system is
in need of upgrading, and provides specifications that a new AS400 computer system should
have to meet the City's requirements for performance and interoperability. Based on this analysis
and staff's own research, the following system is recommended: AS400 el70 model with 2291
processor, 256MB main storage, 12.57GB DASD storage, 10/100 Ethernet controller, PCI RAID
controller with disk, 13GB tape drive, twinaxial controller, modem, complete operating
system/client access software package, installation/data transfer services provided by the vendor
of the system, along with a 5yr software maintenance plan and a 3yr hardware maintenance plan.
Staff has had four vendors provide price quotes on the system requested, and, based on these
quotes and past experience with the vendors, staff is recommending that the City acquire an
AS400 et 70 computer system, installation/data transfer services, 5yr software maintenance plan
and 3yr hardware maintenance plan fi:om IBM, for a total cost of $45,181, to be funded from
Capital Equipment Replacement Fund 431. The proposed upgrade is included in the 1998
budget.
RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into a
contract with IBM for the acquisition of an AS400 el 70 computer system, installation/data
transfer services, 5yr software maintenance plan and 3yr hardware maintenance plan.
COUNCIL ACTION:
- AS400 el70 MODEL QUOTE COMPARISON
~ '~, Vendors - BCS BRC CPS IBM
BASIC SYSTEM
AS400 e170 System Server Unit
2291 Processor
256MB Main Storage
4- 4.19GB DASD HDDs
PCI RAID Controller
PCI Twinaxial Controller
PCI 10/100 Ethernet Card
13GB Tape Drive
1000-1400 VA UPS
Modem
3yr Hardware Maintenance
$5,125 $19,465
$10,000 $4,150
$3,648 $1,392
$5,400 $1,746
$4,000 $3,600
incl incl
incl incl
$1,800 $2,340
$1,056 $899
$525 incl
$7,500 $4,797
$27,402
incl
incl
incl
incl
incl
incl
incl
incl
$525
$3,316
HARDWARE TOTALS
$27,374
incl
incl
incl
incl
incl
incl
incl
$1,520
$525
$3,316
BASIC SYSTEM SOFTWARE
V4 R2
OS400
Client Access Windows
Client Access
Appl Dev Toolset
Query
5yr Software Subscription
$39,054 $38,389 $31,243 $32,735
SOFTWARE TOTALS
$3,523 incl $5,216 $1,333
incl incl incl incl
incl incl incl incl
incl incl incl incl
$3,250 incl incl incl
incl incl incl incl
$1,788 $2,400 incl $1,788
BASIC SYSTEM SERVICES
AS400 System Transition
AS400 Upgrade Assistant
AS400 Smoothstart
TIAP (estimate - would not provide a ceiling)
$8,561 $2,400 $5,216 $3,121
uselBM uselBM $1,900
uselBM use IBM $6,800
uselBM uselBM $625
$4,640
SERVICES TOTALS $9,325 $4,640 $9,325 $9,325
BASIC SYSTEM COMPLETE TOTALS $56,940 $45,429 $45,784 $45,181
Note that some vendors would not provide pricing for some options. In these cases, we
used State Contract pricing to maintain an applicable comparison.
CITY COUNCIL LETTER
Meeting of: October 26,1998
AGENDA SECTION: CONSENT ORIGINATING DEPT.: CITY MANAGER
NO: FINANCE APPROVAL
ITEM: REPLACEMENT OF COPIER FOR BY: WILLIAM ELRIT,,E BY:
CITY HALL DATE: 10/13/98 / ~ ff ...-~ DATE:
NO:
The city has 1 primary copier located in City Hall that does the bulk of all the city coping. This copier is
over t0 years old, it was purchased on July 11, 1988 for $44,5 t2. Due to the age o£the copier and increased
maintenance costs, $15,000 was budgeted in 1998 for the purchase ora new City Hall copier.
On July 28, 1998, Division Heads were surveyed for their input as to features they would like on a new
copier. The one additional feature requested by the majority who responded was the capability to enlarge
documents. During September and October staff met with representatives from Danka (formerly Kodak),
Xerox Corporation, Stringer Business Systems, IKON Office Solutions, and TBS Office Automations, and
requested informal bids for a new copier and monthly maintenance.
Quotations were received from all o£the above vendors except Stringer Business Systems. After comparing
features, price, and potential reliability of service of the copier, staff recommended purchasing the Kodak
285S from Danka at a price of $12,445, which was the lowest bid. The Kodak 285 is essentially the same
machine as the current copier (225F), but with a faster speed (85 copies per minute vs. 70 copies per minute),
and a few other minor improvements. Since the 285 does not have enlarging capabilities, Danka also
proposed the purchase of the Toshiba 2060, a small desktop copier that has enlarging capabilities at a price
of $1,998. This is a low-volume copier that could also be used to run a few copies when the main copier is
tied up in a large run.
RECOMMENDED MOTION: Move to authorize the Mayor and City Manager to enter into a purchase
agreement with Danka Office Imaging Company to purchase the Kodak 285S at a price of $12,445 and the
Toshiba 2060 at a price of $1,998. Move to authorize the Mayor and City Manager to enter into a 36-month
maintenance agreement with Danka Office Imaging Company at a cost of $0.01 per copy for the Kodak
285S, and $27.00 per month for the Toshiba 2060.
WE:dn
9810132
COUNCIL ACTION: