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HomeMy WebLinkAbout29-Management Information Services .- -" C,;- I / CITY QF SAN BERNARDINO - REQUEST ~~OR COUNCIL ACTION Fl'om: Janis Ingels, Director of M.1.S. Subject: Computer Hardware Maintenance Contract Extension Dept: Administration, Management Information Services Division ""/~/A.'AI Date: September 13, 1996 &In/..UJJ.JIJI. Synopsis of Previous Council action: 1991 - Council approved a five year contract with Digital Equipment Corporation for Maintenance of all major systems and network infrastructure. Resolution No. 91-175 \ ';~t't_" '$.'...7ocG5 _,JTUO .tnw(!v Recommended motion: Adopt resolution. / Contact person: Janis Inoels, Director of M. 1. S. Phone: (909) 384-5010 Supporting data attached: Staff reoort and D.E.C. contract Ward: FUNDING REQUIREMENTS: Amount: S CJ6.000 00 Source: (Acct. No.) 679-251-5172 (Acct. DescriPtion) eouipm~nt A~" ~ Finance' ~ Council Notes: Res 96- tJ03 /O/7/9~ , ( -. Agenda Item NO.~ 9 75-0262 STAFF REPORT In 1991, Council authorized a five year hardware maintenance agreement with Digital Equipment Corporation to cover Police and Fire CAD and RMS, the city business system, Office Automation system, GIS hardware, and major components of the City network. The five year contract terminated as of 06/30/96. A two month extension to the Digital contract was authorized while a bid process was underway. A second two month extension at M.I.S. request was also authorized which will terminate on 10/31/96. The process of selecting a major hardware maintenance vendor for the city is an important one due to the critical nature of the Police and Fire dispatching system functionality. M.I.S. has concerns related to physical location of hardware engineers with respect to ability to travel on site for critical, Public Safety system failures. There are also concerns about the size of the maintenance organizations with respect to their ability to maintain a large, complex systems environment such as this city represents. The Police department recently applied for a grant that would replace Police CAD and RMS hardware and software, possibly within the fall/winter '96 timeframe. In addition, a plan is being prepared which details other major hardware upgrades needed within the city to be considered along with new Police CAD and RMS such as: Fire's CAD and RMS hardware and software, office automation, and expansion of the City network. Because of the significant changes to the hardware environment that are under consideration, and the concerns noted above, M.I.S. requests authorization to reject all bids, delay a new Request for proposal process temporarily, and contract on a month to month basis with Digital Equipment corporation for major hardware systems support in the interim. This temporary delay of the request for proposals process allows for new CAD, RMS, and any other hardware changes to be reflected in the Request for proposals. Maintenance is $ 12,000.00 per month, totaling $ 96,000.00 for the period 11/01/96 through 06/30/97. A new Request for Proposal process will be undertaken as soon as the City's new hardware environment is established. The Digital Equipment corporation month to month maintenance agreement will be subject to termination with 30 day notice. 09-13-1996 14:16 619 268 2721 OIGITAL EQUIP CORP P.02 d'l 9 I, t a I l)i,a.:irall(llllillllll:ll( (;urpumrioJl ')-1n KC"'dmy Villa Road Suite J20 San DiclCn, C.difomia 1)212,~ September 13,1996 CITY OF SAN BERNARDINO Data Processing 300 N. "0" Street San Bemardino, CA 92418-001 Attn: Ms. Janis Ingels Dear Janis: Digital is pleased to offer Hardware and Software maintenance for the period July I, 1996 through June 30, 1997. The only requirement for termination is that you provide a 30-day written cancellation notice. We appreciate this opportunity to service you and look forward to hearing from you soon. Sincerely yours, DIGITAL EQUIPMENT CORPORATION ~.tUw OEBIUNO Multivendor Customer Services Sales Specialist DIGITAL EQUIPMENT CORPORATION ~~ ~ iii:;; z ...'" ~ ... ~C li! ~~ ~ 0 I~; ~ ~ o ~ ~~. ~ - " ~ ~ ~ ~ ~..i ~ ~ ~t ;> ~; ~ n .. ~ ~ g ~~ ~ i~5~~ d i~=~ d~ ~ a-tl~d ~~ l~~" ~,i!,i! ~ $ a 8 z !;; '" z ~ !il .. ~ '" ~ ~!~ ... II: = ~ ~ ~ I ~ s ~ Sl fil ~ ~ J .. ~ ~d~ia !iif!'1 l~~ja~ ~ ~ ..5iM a ~ f:l . ~ ~ o ... ... :I! ... = . ~ _.. -m "z II liD a ~ I gj~ oOl is! 6- I:!ll;l ~ ~~t;~ ..s:'~ 0"=" =' .. ~tf<Z:'; "':I!~:i ~ ~ :: ~i 8! ~:s: ~J ~! ~ ~ 11 :l: il': ~~ i ~ ~ ~ ~ u I i l! ," ~ s g '1 I! Il .ll 'E~ ! .t I <ll... _ '!I Jl I ~~! ~ !lf~ ~ i ~l ~ ~ '" i g .... ~ A ! l! ... j Il .t I of! ~ ~ ~ I II ~ .... ! !E ~ " -< i ! 11 il': 's ::> 'il oS 11 & ~ ~ l! ." I ~ ... I ~ I , I j .~ :; ~ .~ -'8,. Q. 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