HomeMy WebLinkAboutAGENDA REPORT 1996 0221 CC REG ITEM 10HTO:
FROM:
DATE:
CITY OF MOORPARK
CITY COUNCIL AGENDA REPORT
The Honorable City Council
ACTION:
B
Donald P. Reynolds Jr., Administrative Services
February 14, 1996
Manager'✓
SUBJECT: Consider the Additional Needs and Appropriation to
Complete the City's Computer Upgrade
Overview
The computer upgrade project is approximately 90 percent complete,
and additional equipment is needed to finish the job. Staff
proposes that the additional equipment presented in Attachment "A"
be funded in part by the balance available in the City Clerk's
capital expenditure line item and by using the Equipment
Replacement Fund, for a combined total of $14,986.
On November 15, 1995, staff presented its proposed use of the
$60,000 computer upgrade appropriation. These funds were used to
standardize the non -Apple computer capabilities and software for
full -time and part -time staff at City Hall. The estimated cost was
based on firm bid prices, which left no contingency.
The City bought 18 new PC's, and upgraded 15 older computers (the
older computers are a combination of IBM Model 70 386's and 486
machines). Seven of the 33 computers interface with the financial
package through "emulation cards," and three of the computers are
networked for the optical disk system. No back -up systems were
considered during the first phase of the upgrade. Five color
monitors were bought to replace the black and white models,
providing various versions of color models for all staff.
The clarity of old monitors remained the same despite the increased
capacity of the computer. Thus, due to the expanded memory, those
using older monitors can operate the newer versions of software,
but currently work below new City specifications.
Discussion
Attachment "A" provides the detail of equipment needed to complete
the upgrade project.
Staff is requesting 10 new 14 inch monitors and one keyboard. This
1
f f
equipment will upgrade the monitors for the full -time staff that
are in need. One of the old key- boards no longer works, and needs
to be replaced at a cost of $75. The surplus monitors will be
combined with surplus PC's for deployment.
Staff is recommending the use of "ZIP- DRIVES" as the replacement
back -up system. The old back -up tape drives, (bought in 1991),
frequently do not work at all, those that do work are cumbersome to
use, and all of them are no longer being supported by the vendor.
The proposed system has been used by the Deputy City Manager for
the past three months without failure. They have a 100 MB
capacity, and back -up the systems three to four times faster than
the older systems.
The proposed CD ROM and emulation cards are being requested to
facilitate the use of the AS400 and the proposed revisions to the
chart of accounts. Both items are needed to make the transition
effective July 1, 1996.
The City Clerk's department has a budget of $6,000 for the purchase
of a juke -box to be used by the optical disk system. The vendor
overestimated the time required to install the equipment, leaving
a $3,154 balance available. The new sub- station requires a 17 inch
monitor so that entire pages can be viewed while using it. Staff
has proposed the purchase of this monitor, ($792), and then
applying the balance available ($2,362) to the other costs
described above.
If the Council elects to postpone or modify those items presented
in Attachment "A," it will cause delay in implementing the new
chart of accounts, (need for emulation cards), prolong the use of
computer data without adequate back -up systems( "ZIP- DRIVES "), delay
completion of the upgrade project, and postpone deployment of ten
surplus computers in need of monitors for class -room and training
needs (10 monitors being proposed).
Staff is requesting the following changes to the City's budget:
1) A transfer from the City Clerk's Department to Administrative
Services;
Fund
Dept.
Line Item
Balance
Increase
Decrease
Adjust/
Impact
O1
113
906
$3,154
0
($2,362)
$ 792
Ol J117
7906
1$0
$2,362
0
$2,362
2
004145
2) A transfer from the available balance in the equipment
replacement fund to administrative services;
Fund
Dept
Line
Item
Balance
Increase
Decrease
Adjust/
Impact
31
$176,364
($11,832)
$164,532
Ol
1117
906
$0
$11,832
$ 11,832
That the City Council authorize the transfer of the remaining
balance available in 01.4.113.906 estimated to be $2,362 to
01.4.117.906; and, transfer $11,832 from the unreserved balance
available in the equipment replacement fund (31), to 01.4.117.906
for the completion of the City's computer upgrade project.
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UPGRADE COMPLETION
Item
Cost per Number of Extension
Unit Units
14 Inch Color Monitor
256
10
2560
Zip-Drive Back-Up Systems
185
40
7400
Zip Drive Tapes (3 to 5 per user)
13
150
1950
Emulation Cards
161
4
644
Emulation Software
325
1
325
CD ROM
250
1
250
Keyboard
75
1
75
Sub-Total
13204
Tax
990
Proposed Upgrade Total
---------------
--
14194
OPTICAL DISK SUB-STATION NEEDS
Current Balance from Optical Disk Upgrade 3154
17 Inch Color Monitor (including sales tax) 792 1 792
----------------
Proposed Balance o be applied to upgrade 2362
To Be Paid from Eq. Replacement Fund 11832
TOTAL PROPOSED COST = $792 + $14,194 = $14, 986
-W