HomeMy WebLinkAboutAGENDA REPORT 1996 1218 CC REG ITEM 07B�a.
CITY OF MOORPARK
CITY COUNCIL AGENDA REPORT
TO: The Honorable City Council
FROM: Donald P. Reynolds Jr., Administrative Services Manager
DATE: December 4, 1996
SUBJECT: Consider Replacement of City Computers
Summary
This report summarizes a plan of action to complete the upgrade of City computers in
preparation for networking City Hall and the Annex in early 1997. An appropriation of $13,000
is available to replace the Apple computers in the Recreation division, however, a review of
the Equipment Replacement fund has identified that sufficient revenues have been reserved
and can be used in place of the General Fund appropriation, to replace the Apple computers
in Recreation and the City's 1990 386 PC models. By replacing the Apple PC's and
upgrading the older 386 PC's, the City will then have completed the necessary hardware
changes to accommodate the proposed LANMAN Network system.
In December, 1995, the City purchased 19 new pentium computers, and upgraded the
remaining 15 computers in order to standardize all applications in the City to a multi -task
working environment. Five of the upgraded PC's use 386 motherboards, and the remaining
six are the 486 models.
The upgrades to the City's 386 computers were only partly successful. An attempt was made
to utilize an external hard drive to expand the memory on each of the five PC's, and conflicts
in the software applications has caused several "crashes" of each system, and have made
these machines less responsive in a multi -task software environment compared to the
previous DOS environment. Essentially, these machines are slow and unreliable. In
anticipation of the adding the LANMAN network system in the next two months, a second
upgrade or preferably replacement of these machines will be required.
The Recreation Division did not change computers from their Apple environment to the IBM
standard during the December 1995 changes. However, these computers were approved for
upgrade to DOS models with the current budget in an amount of $13,000. Of this amount,
$1,000 was set -aside to buy a color printer, and the balance was to be used for six PC's. The
department currently utilizes seven PC's with Apple monitors, (one PC and monitor was
purchased with federal grant monies), three printers and a scanner.
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The background describes a need to replace the five 386 PC's bought in 1990 and three IBM
monitors, and describes in more detail the need to upgrade not only the six Apple PC's, but
six monitors, the scanner, and two laser printers as well. Potential resources include the'
existing appropriation of $13,000, plus the use of the Equipment Replacement fund, which
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has reserved $34,201, for these specific machines (for a total of $47,201).
The Equipment Replacement fund can be used in place of the $13,000, where hardware is
being considered, as follows:
Replacement of the Apple hardware described above, at an estimated cost of
approximately $17,500.
Replacement of the IBM 386 PC's and three monitors at an estimated cost of $10,800.
This is a total proposed use of $28,300 from the Equipment Replacement fund, leaving a
balance in this fund reserved for this use of $5,901 ($34,201 - $28,300).
The software is not capitalized in the Equipment Replacement fund, and staff is proposing to
use a portion of the $13,000 originally appropriated for this purpose. The software needed for
the Apple PC replacement computers will cost approximately $600 per machine, plus one
copy of Adobe PageMaker at $625, plus tax, for a total cost estimated of $4,325. This
reduces the need for $13,000 to $4,325, leaving $8,675 to be returned to the unreserved
General Fund balance.
The surplus Apple computer hardware was identified during the budgeted deliberations as
being a good addition to the computer lab at AVCP which is currently equipped with IBM
machines. The 386 models could be used to upgrade the current 286 models being used
there, to complete an upgrade of the Recreation program's computer lab. Both the Apples or
the IBM machines, or the older IBM 286 machines can be made available to City sponsored
recreation programs and others. Any remaining older machines and related hardware is
proposed to become surplus and disposed of by public auction.
Conclusion
Staff supports the use of the equipment replacement fund, rather than the use of the current
appropriation for the Apple computers, and use of the same fund to replace the 386 PC's,
making the City ready for the new network system. Because the software is not capitalized, a
portion of the existing $13,000 will have to be used, but the balance of $8,675 can be returned
to the unreserved balance in the General Fund.
That the City Council adopt Resolution Number 96- , and allocate $28,300 from the
Equipment Replacement Fund to complete the upgrade of City computers, and declare the
Apple and 386 PC equipment as surplus to be used for City sponsored recreation programs,
and the balance of unused equipment to be declared surplus and offered for sale at public
auction.
Attachment: Resolution Number 96-
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