HomeMy WebLinkAboutG. A/S400 UPGRADE PURCHASE CITY OF PORT ARTHUR, TEXAS
MATe AND CITY COUNCIL COMMUNICATIONS
Date: Ref. No. Subject Page
10/28/04 Authorization to Purchase A/S 400 upgrade, imaging 1 of 2
software and replacement server in the total amount of
$236,938 from Cherbonnier, Mayer and Associates
(CMA), Sulphur, LA
RECOMMENDATION:
Presented for City Council authorization is a proposal to purchase an upgrade to the City's
mainframe A/S 400 (including 5 years maimenance), imaging software (including installation
and training) and a replacement of our central file server. The total cost of this proposal is
$236,938.
BACKGROUND:
During the 2004-2005 budget process, we presented this project to Council and received
funding to upgrade the central computer system for City Hall. We contacted three State of
Texas QISV (Qualified Information Service Vendors) and received quotations on the
equipment that we specified to meet our needs for at least the next five years. This state
program allows the City to purchase technology without the normal purchasing procedures,
due to the specialized nature of these purchases.
This project is made up of three components.
· The A/S 400 platform hosts all of the City's central accounting functions, including
Accounting, Purchasing, Payroll, Municipal Court, and Utility Billing systems. The
current model 620 was purchased and installed in 1996. The expected useful life of this
machine is 5 years. We are asking that Council authorize the replacement of this
hardware, with an IBM A/S 400 i5 Model. Operating system maintenance for three years
and hardware maintenance for five years is included in this upgrade proposal. This will
provide us with the storage, processing speed, and maintenance support that we will need.
The cost of the upgrade is $126,856.
· In order to reduce storage space requirements, and insure the integrity and availability of
records, we are recommending the purchase of an imaging system for the A/S 400. This
software will interface with our other mainframe systems, and allow us to maintain
document storage on the system. We will initially install the system in finance and use it
tostore accounting and purchasing records. The system will be available for other A/S 400
applications as well. The proposal includes optical storage drives, software, installation
and training at a cost of $84,242.
Prepared by: Disposition by Council: Processed:
Approved by:
( ) Approve ( ) Other (Describe) City Secretary
Date:
CITY OF PORT ARTHUR, TEXAS
MAYOR AND CITY COUNCIL COMMUNICATIONS
Date: Ref. No. Subject Page
10/28/04 Authorization to Purchase A/S 400 upgrade, imaging 2 of 2
software and replacement server in the total mount of
$236,938 from Cherbonnier, Mayer and Associates
(CMA), Sulphur, LA
· In 1999, the City installed the first central file server. This server houses common
documents for all City departments. The proposal is to replace the server at a cost of
$25,840. This cost also includes installation, operating system and anti virus software, and
three years maintenance. We plan to keep our current server and use it as a mail server for
City Hall. This will allow us to bring our e-mail in house, and filter spam and other
inappropriate mail activity.
BUDGET/FISCAL EFFECT:
Funds for this project were provided in the 2004-2005 budget o£ the Equipment Replacement
Fund in the amount of $236,938.
Rebecca Underhill, CPA
Director of Finance
Z:~Finance~MIS\cam_upgrade.doc
Prepared by: Disposition by Council: Processed:
Approved by:
( ) Approve ( ) Other (Describe) City Secretary
Date:
Mainframe System Upgrade
CMA H.T.E. Var IBM
A/S400 $ 126,856 $ 89,342 * $ 156,621
RVI Imaging System 84,242 no bid no bid
Central File Server 25,840 no bid 27,467
Software
$ 236,938
* Did not meet specifications - less memory, disk capacity, maintenance
Did not include tape drive