HomeMy WebLinkAbout04- Development Department DEVELOPMENT DEPARTMENT
OF THE CITY OF SAN BERNARDINO
REQUEST FOR COMMISSION/COUNCIL ACTION
FROM: KENNETH J. HENDERSON SUBJECT: EMPLOYEE COMPUTER
Executive Director PURCHASE PROGRAM
DATE: February 1, 1994
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Synopsis of Previous Commission/Council/Committee Action(s):
On January 27, 1994, the Redevelopment Committee reviewed and recommended approval of this item to the
Community Development Commission.
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Recommended Motion(s):
(Community Development Commission)
MOTION: That the Community Development Commission approve and adopt a Employee Computer
Purchase Program for Economic Development Agency Employees and increase tite FY 93/94
EDA budget by $135,000.
1� �"(-A
Administrator KENNE H J. HtYDERSON
Executive Director
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Contact Person(s): Kenneth J. Henderson Phone: 5081
Project Area(s): N/A Ward(s): N/A
Supporting Data Attached: Staff Report: Program Outline: Agreement
FUNDING REQUIREMENTS: Amount: $135,000 Source: Bond Proceeds
Budget Authority: Requested
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Commission/Council Notes:
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KJH:lmp:lag:eccp.cdc COMMISSION MEETING AGENDA
MEETING: DATE: 02/07/1994
Agenda Item Number:
DEVELOPMENT DEPARTMENT
STAFF REPORT
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EMPLOYEE COMPUTER PURCHASE PROGRAM
The objective of the Economic Development Agency (EDA) Employee Computer Purchase
Program is to elevate the computer literacy of Agency employees by giving them a
opportunity to purchase and use home computers and software. Improving computer literacy
among Agency employees will support and increase productivity improvement efforts through
the use of new applications and increased use of computers in day-to-day Agency activities.
This type of program has been successful in cities such as Chino, Moreno Valley and
Anaheim.
The proposed Employee Computer Purchase Program will use Agency funds to purchase
computer hardware and software from local vendors. To allow employees the flexibility to
meet their individual needs and to obtain computer hardware/software comparable to existing
Agency equipment, staff has researched and determined that an amount not to exceed $3,000
per employee is appropriate and necessary to fully realize the objectives of the program.
Listed below are two (2) examples of computer hardware/software an employee may wish to
purchase, which is in compliance with the system currently used by Agency staff.
BASIC SYSTEM ADVANCED SYSTEM
Compudyne 486/33 $1,299 Compaq Pro Linea 486/33 $1,599
Compudyne .39 Monitor 250 Compaq .28 Monitor 350
Epson LQ 1070 Printer 380 HP Laserjet 4L 699
Wordperfect 5.2 283 Wordperfect 5.2 283
Lotus 1-2-3 325 Lotus 1-2-3 325
Total: $2,537 Total: $3,256
(Note: The above amounts do not include sales tax and warranty charges.)
Employees participating in this program will sign a purchase agreement (Attachment "A") for
the amount requested and, upon completion of the required paperwork and Agency approval,
the employee can purchase the desired equipment with an Agency voucher. Repayment of
the loan, plus 3% interest, will be made through semi-monthly payroll deductions over a
maximum 36 month period. In the event an employee terminates employment with the
Agency during the repayment period, the balance of the loan becomes due and payable. A
complete program outline of the Employee Computer Purchase Program is attached for your
review (Attachment "B").
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KJH:1mp:lag:eccp.cdc COMMISSION MEETING AGENDA
MEETING DATE: 02/07/1994
Agenda Item Number:
DEVELOPMENT DEPARTMENT STAFF REPORT
EMPLOYEE COMPUTER PURCHASE PROGRAM
JANUARY 31, 1994
PAGE -2-
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The purchase program would be administered by the Development Department Administrative
Services Division. Those funds allocated for this project would serve as an interest bearing
investment. Once the initial investment has been allocated, there would be no additional
fiscal impact due to the revolving nature of the program.
While the City of San Bernardino Computer Purchase Plan was unsuccessful due to high bids
received from vendors for a bulk computer purchase, the Agency's proposed plan would allow
employees the ability to spend a fixed dollar amount on an individual basis not-to-exceed the
$3,000 limit. If an employee chooses to purchase equipment which exceeds that amount, the
employee must pay the difference directly to the vendor.
The continuance of this program will be dependent upon the effectiveness and benefits
derived.
On January 27, 1994, the Redevelopment Committee considered this matter and recommended
to the Community Development Commission approval of this item. The Committee further
directed staff to meet with and visit the offices of Professional Computing Consultant's Inc.,
to determine whether the oral proposal outlined by Professional's representative at the
Committee meeting was worthy of consideration.
On January 31, 1994, Agency staff toured the offices of Professional Computing Consultants
and met with the firm's staff. Based upon this visit, staff recommends approval of the
program as submitted, which, if adopted, will allow Agency staff the greatest degree of
flexibility in meeting their individual needs.
Based upon the foregoing, staff recommends adoption of the form motion.
KENNETH J. ENDERSON, Executive Director
Development Department
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KJH:lmp:lag:eccp.cdc COMMISSION MEETING AGENDA
MEETING DATE: 02/07/1994
Agenda Item Number:
ECONOMIC DEVELOPMENT AGENCY
EMPLOYEE PERSONAL COMPUTER PURCHASE PROGRAM
PARTICIPATION AND LOAN AGREEMENT
Name: Department:
Address:
City/State/Zip:
The above named employee ("Participant") of the Economic Development Agency hereby elects to purchase a
personal computer, certain related equipment and software ("Equipment") according to the Agency Personal
Computer Purchase Plan. Participant agrees to the financing arrangement offered under the Plan, and further,
accepts the following terms and conditions:
1. The total price of the Equipment to be purchased under this plan is $ (not to exceed
$3,000) as identified on the attached Specification Sheet.
2. The Agency agrees to make a 3% interest rate loan to the Participant in the amount of$
for a period not to exceed 36 months in order to purchase specified Equipment.
3. Participant authorizes the Agency to deduct $ from each paycheck of the Participant
beginning until the amount identified in Paragraph 2 above has been paid. Participant
may elect to pay the remaining unpaid balance at any time prior to the last payroll deduction without
penalty.
4. Participant agrees that the usage of the Equipment will be limited to the Participant's own use and that
of his/her immediate family.
5. Participant agrees not to sell, trade or otherwise dispose of the Equipment until the loan has been paid
in full.
6. Participant agrees that any reassignment, transfer or sale of the Equipment shall require the Participant
to immediately pay to the Agency the remaining balance on the loan in full.
7. Upon termination of Participant from the employment of the Agency for any reason, the remaining
amount to be paid to the Agency under this Agreement shall immediately become due and payable.
Employee hereby authorizes Agency to withhold from his/her final pay, including sick leave and
vacation payoff, any amount remaining under this Agreement. If the remaining amount due to the
Agency exceeds the total final pay check amount, this additional amount due shall be paid to the
Agency in a lump sum no later than the employee's last working day. It is understood that failure to
pay this amount will result in a late penalty equalling 10% of the outstanding amount being applied and
instigation of collection procedures including legal garnishment of future earnings.
8. Participant agrees to purchase all equipment from a local City of San Bernardino vendor.
9. Participant is required to provide a service warranty on equipment throughout the repayment period.
All warranties and service or maintenance contracts shall be between the vendor and the Participant.
Participant shall deal directly with the vendor and in no event shall Participant look to the Agency for
any claims relating to warranty, service or maintenance.
10. This Agreement may be changed only by a written document signed by the Agency and the Participant
and supersedes any and all written or oral agreements, proposals and communications concerning the
Plan.
Attachment "A"
L)
11. In the event either party hereto brings any suit against the other party to enforce any rights under this
Agreement, then the prevailing party in any such suit shall recover from the other party its reasonable
attorneys' fees and costs incurred in connection therewith.
12. ALL PURCHASES IN CONNECTION WITH THIS PLAN MUST BE APPROVED PRIOR TO
PURCHASE.
Accepted by: Date:
Participant
Date:
Administrator, Economic Development Agency
Approved as to form
and legal content:
By: Agency Counsel
y
ECONOMIC DEVELOPMENT AGENCY
OF THE
CITY OF SAN BERNARDINO
EMPLOYEE COMPUTER PURCHASE PROGRAM
OBJECTIVE: To elevate computer literacy of full-time permanent Agency employees.
PLAN
DESCRIPTION: The Agency will finance the employee's purchase of the equipment, software
and furniture up to $3,000. Loans to affected employees will be for a tern
not to exceed 36 months with a 3% interest rate charged. Payments on loans
will be made through semi-monthly payroll deduction.
Loans to participants will be made only for equipment and software purchased
in connection with this Plan. All orders for the above must be approved in
advance by the Agency.
Upon selection by the participant of a "package", including approved options,
the order must be approved by the Agency and placed with the vendor by the
participant.
ELIGIBILITY: To be eligible, you must:
- Be a full-time permanent Agency employee
- Have completed one six (6) month probationary period
- Request New Equipment
- Agree to comply with the provisions of the Program
LOAN LIMIT: The maximum 3% interest rate loan amount for each employee is $3,000.
Purchases beyond the loan limit must be paid directly to the vendor.
AGREEMENT: A written Agreement is required. The Agreement outlines the conditions of
the Plan, payroll deduction arrangements and the responsibilities of the
participant. Please read the Agreement carefully and completely. Please sign
and date the Agreement before returning your application.
REPAYMENT: Repayment is handled through payroll deduction on a semi-monthly basis.
Payments are divided equally over a maximum 36 month period, i.e. 72
payments or less, respectively. Repayment in full of the outstanding balance
is accepted without penalty at any time.
FUNDING: Loans are made on a first come, first served basis. The Administrator of the
Economic Development Agency shall approve and execute all loans.
Attachment "B"
1. PROCEDURE
Employees who wish to participate in this plan will:
a. Obtain and complete an application from the Human Resources Manager. Please read
and sign the Loan Agreement Sheet.
b. Obtain an invoice(s) from vendor(s) for the hardware and software to be covered by
the program. Participants may choose a maximum of two (2) local City of San
Bemardino vendors to obtain their equipment.
C. Submit the application and invoice(s) to required Department Heads for signatures.
d. Forward signed application and loan agreement to Human Resources Manager.
e. Once application is approved, the Human Resources Manager will order the requested
equipment.
f. The Agency is not responsible for the pick-up and/or set-up of equipment.
2. UPGRADES, ENHANCEMENTS AND ADDITIONAL. SOFTWARE
Qualifying upgrades and software will be financed in accordance with the Plan. If an
employee is adding to an existing system not financed under this Plan, the approved amount
will be spread out over 36 months. If the employee is upgrading or purchasing software for a
system which is financed under this Plan (not to exceed $3,000), the total upgrade and
software costs will be divided by the number of payments remaining from the time of an
employee's initial entry into the Plan. The resulting amount will be added to the existing
payment being deducted each payroll period. ALL EQUIPMENT AND SOFTWARE MUST
BE PAID IN FULL 36 MONTHS AFTER INITIAL ENTRY INTO THE PLAN.
RISKS/INSURANCE
Protection against household hazards (i.e., excessive dust, liquids spilling on equipment, etc.)
is recommended. Participants should ensure that their home insurance policy provides
adequate protection of their equipment from theft, fire and lightning.
4. IRS/TAXES
Questions regarding tax consequences of your participation in this Plan should be directed to
your tax advisor.
5. LIABILITY
The participating employee is responsible for full and complete payment under this loan
agreement. Employees terninating employment with the Agency prior to loan pay off will
have the balance due deducted from their final paycheck. If the remaining amount due to the
Agency exceeds the total final pay amount, the balance due shall be paid to the Agency in a
lump sum no later than the employee's last working day. It is understood that failure to pay
this amount will result in a late penalty equalling 10% of the outstanding amount being
applied and instigation of collection procedures including legal garnishment of future earnings.
6. ADMINISTRATION
The plan will be administered and coordinated by the Development Department Administrative
Services Division. The Agency intends to offer this plan to all of its permanent full-time
status employees. Each permanent employee will be permitted to participate in the Plan with
the purchase and financing of equipment up to a total limit of$3,000. The Plan's continued
availability will be dependent upon its effectiveness and benefits derived.
ECONOMIC DEVELOPMENT AGENCY
Employee's Personal Computer Specification Sheet
Nautc: Deparintettl:
Address: Zil) Code:
\'cndor:
Trausactiou T he: ! ) New Systeiit ) Add to Existing S}stettt (See Note below
ITEM (Specific Items to be acquired) ERNE
SUBTOTAL I:
DISCOUNT:
SUBTOTAL 2:
TAX:
GRAND TOTAL:
Now: 11-116s application is liar addiliotts to aii exishii systeut. detail sys(ent conliguratiou oil the
revrrse of,this application wholter Inurcltased ttncler the plan or riot. 11'the s�stern li,r which
the aelclitiuns are being sough( etas acquired urtcicl- the Ageiiq ErttploNee Contpmci- l' wdiase
I'rograut, indicate the date ol•initial aryuisition:
01, ( existing wstent was not acclitired uttcler the Age.ttcy's Erttployee's 1'. C. flan.
Employee: Date:
Vendor Signature: Dale:
Executive Director: Dale:
Agency Administrator: Date:
Human Resources: bale:
Onb•r Placed: Confirmation Nuu bei: Pick-ty Date:
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