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HomeMy WebLinkAbout39-City Administrator --- CITY OF SAN BERN~INO - REQUEST Fee COUNCIL ACTION From: Fred Wilson Assistant City Administrator Subject: Authorization to negotiate with Digital Equipment Corporation for the purchase of a new computer system. Dee Date: February 26, 1991 Synopsis of Previous Council action: 2/22/91 -- Council Data Processing Ad Hoc Committee recommended Mayor and Council approval of the purchase of the Dual Host VAX 4000 and DEC 5500 computer system. Racommended motion: e That authorization be given to negotiate for the purchase of a Digital Equipment Corporation Dual Host VAX 4000, Model:300 computer system and a DEC system 5500 to replace the existing Police Records Management, Computer Aided Dispatch and the City's McDonnell Douglas business/financial applications computer systems. ~"'W" Contact person: Frp-n W;'~nn Phone: 5122 Supporting deta attached: yes Ward: FUNDING REQUIREMENTS: Amount: $1,707.000 lease/purchase over 5 years. Source: (Acct. No.) 679-103-55486 (Acct. Descriotion) Finance: ~ UJ- ece Notes: 75.0262 Agenda Item No 39 CITY OF SAN BER&DINO - REQUEST "R COUNCIL ACTION e STAFF REPORT The issue of upgrading the City's computer systems has been a high priority of the city Administrator since she assumed the position in July 1990. The Data Processing committee was charged with the responsibility of developing recommendations regarding upgrades to the city's computer systems. The recommendation of the committee is to initiate negotiations for the purchase of a Digital Equipment Corporation (DEC) VAX 4000 and DEC System 5500 to replace the existing police Records Management, Computer Aided Dispatch and the city's McDonnell Douglas business computer system. In order to better understand how this recommendation was made, it is necessary to review the city's current computer configuration as well as the needs assessment performed by Omnicom. CURRENT COMPUTER SYSTEMS - The police Records Management System (RMS) was first introduced to the police Department in 1984 as part of a grant obtained by the city. The DEC 11/750 computer, which was purchased from Command Data systems, was a computer well into its product life cycle. As a result of increased usage by the police Department, the RMS system is currently outdated. It is almost at 100% capacity in disc storage space. The police have indicated a need for at least 2 to 3 years of history on the system. Currently only 90 days of history are available due to lack of space. The system is extremely slow because of the overloaded resources and old technology. The CAD system was purchased in 1987 and is all 9-1-1 calls. Although this system is not terms of disk storage, it is expected to capacity when mobile data terminals (MDT's) line. used to record at capacity in be close or at are brought on e The city has a 5 year old McDonnell Douglas Sequel mini- computer which serves the Data Processing needs of most of the non-public safety departments. Finance is the single largest user accounting for approximately 50% of total capacity. Library and public Services each utilize 10% with the remaining 30% divided among Business Licenses, Purchasing and other users. At anyone point, there are currently 70 users logged on to the system. This system is also at maximum capacity. The system has 176 ports to which terminals and printers can be connected. There are currently 135 terminals and 40 printers connected. The city has been unable to accommodate additional requests from the departments for more terminals and printers due to inadequate "capacity." In addition, only 1.6% of capacity remains unused on the city's business system. The Data Processing Department currently is forced to move large amounts of data from disc to tape in order to gain the required space every 75.0264 ,- . . two weeks to run the payroll process. In addition, due to the age of the systems, maintenance contracts for the hardware and software systems approximate $20,000 per month or $240,000 per year. . NEEDS ASSESSMENT In July 1990, the Mayor and Council approved a proposal relating to the 800 MHz radio system which involved the purchase of mobile data terminals (MDT's) for the Police and Fire Departments. As part of this proposal, the City contracted with the communication/engineering firm of Omnicom to investigate the impact of MDT's on the CAD and RMS systems. After omnicom initiated this study, it became evident that in order to insure that the recommendations regarding CAD/RMS upgrades would interface properly with the City's overall data processing objectives, the scope of the Omnicom study was expanded to address the City's business system as well. The Omnicom study which was completed in December 1990 included an overview of the City's current computer configuration as well as an analysis and recommendations relative to alternatives for each of the 3 major computer systems -- CAD, RMS and City's system. omnicom's recommendations focused on the replacement of the 3 systems with state-of-the-art Digital Equipment corporation (DEC) computers. . The major reasons for selecting Digital Equipment corporation as the primary vendor for the computer systems include: 1. Omnicom recommended that the City retain the existing Police and Fire CAD software which will only run on DEC equipment. These computer programs were purchased only 3 years ago at a cost of approximately $500,000. They noted that the City has not yet realized a return on the investment. In addition, the users of the CAD and RMS software programs were generally satisfied with the abilities of the system. 2. DEC was able to address system needs in a infrastructure. the CAD, RMS and city's comprehensive networking 3. 100% compatibility was guaranteed between all new hardware and peripherals. 4. Ability to provide an office automation "all-in- one" package which includes word processing, electronic spreadsheets, electronic mail and PC network integration. 5. DEC's networking infrastructure systems standards meaning computers other than DEC could interface with provided open made by vendors the system. . 6. DEC is one of the top 3 computer vendors in the world. -3- (ifJ.......'.' ...' ". "'. . ,. '\: -,',' . . two weeks to run the payroll process. In addition, due to the age of the systems, maintenance contracts for the hardware and software systems approximate $20,000 per month or $240,000 per year. . NEEDS ASSESSMENT In July 1990, the Mayor and Council approved a proposal relating to the 800 MHz radio system which involved the purchase of mobile data terminals (MDT's) for the Police and Fire Departments. As part of this proposal, the city contracted with the communication/engineering firm of Omnicom to investigate the impact of MDT's on the CAD and RMS systems. After Omnicom initiated this study, it became evident that in order to insure that the recommendations regarding CAD/RMS upgrades would interface properly with the City's overall data processing objectives, the scope of the Omnicom study was expanded to address the City's business system as well. The Omnicom study which was completed in December 1990 included an overview of the City's current computer configuration as well as an analysis and recommendations relative to alternatives for each of the 3 major computer systems -- CAD, RMS and City's system. omnicom's recommendations focused on the replacement of the 3 systems with state-of-the-art Digital Equipment corporation (DEC) computers. . The major reasons for selecting Digital Equipment Corporation as the primary vendor for the computer systems include: 1. Omnicom recommended that the City retain the existing Police and Fire CAD software which will only run on DEC equipment. These computer programs were purchased only 3 years ago at a cost of approximately $500,000. They noted that the City has not yet realized a return on the investment. In addition, the users of the CAD and RMS software programs were generally satisfied with the abilities of the system. 2. DEC was able to address system needs in a infrastructure. the CAD, RMS and City's comprehensive networking 3. 100% compatibility was guaranteed between all new hardware and peripherals. 4. Ability to provide an office automation "all-in- one" package which includes word processing, electronic spreadsheets, electronic mail and PC network integration. 5. DEC's networking infrastructure systems standards meaning computers other than DEC could interface with provided open made by vendors the system. . 6. DEC is one of the top 3 computer vendors in the world. -3- 7. . DEC's service and excellent. . maintenance organization is e 8. The industry trend is towards UNIX as the operating system of choice. This proposed City system is a UNIX platform. RMS/CAD systems will be able to become UNIX in the future. 9. The proposed City system by DEC is RISC (reduce instruction set computing) based. RISC architecture is the latest and most advanced hardware efficiency technology in the industry. tt Omnicom's hardware recommendation for the CAD/RMS upgrade was a Dual Host VAX 4000 configuration. It was noted that this recommendation would also provide sufficient processing power to support up to 200 MDT's and ensure adequate capacity to accommodate system growth into the next decade. The upgrade to the VAX 4000 RMS system would permit increased storage for several more years in terms or more criminal history records and improved response times for operators at the terminals. The recommended upgrade to the City system was a VAX 5500 which, in their opinion, appeared to be the best computer system in terms of memory and storage capacity to meet the City's computer needs for the next 5 years. The estimated increase in performance through this upgrade was approximately at 400%. In addition, up to 300 users could be accommodated along with significant enhancements in the areas of disk storage. This system will also permit the existing PICK operating system to operate under the UNIX operating system. Negotiations were initiated with Digital Equipment Corporation in terms of exploring the feasibility of purchasing this type of computer configuration. DEC was approached on the premise that, as the manufacturer, they could potentially offer a total package at a reduced price. DEC has offered a 30% reduction in the listed prices. The approximate cost to purchase this system including network and systems management, office automation, personal computer connectivity, system implementation services along with a 5 year maintenance agreement is estimated at approximately $1.5 million dollars. Omnicom has reviewed DEC's proposal and recommends that strong consideration be given to pursuing this purchase based on the price and the nature of the package. The Council Data Processing Ad Hoc Committee reviewed this proposal on 2/22/91 and supported proceeding with the purchase of the system. e with respect to financing of the purchase, an analysis has been prepared by Finance. This analysis assumes a five year lease/purchase for the hardware at a total cost of $1,207,000. The annual maintenance costs are approximately $lOO,OOO/year. Assuming implementation of the RMS and CAD systems in May 1991 and the business system in July 1991, the net additional cost in FY 1990/91 is $96,000. This cost would be funded through available Police Department funding sources including existing funds and asset seizure funds in -4- e - e . . the amount of $41,000 and $55,000 respectlvely. The net additional cost for FY 1991/2 is approximately $193,000 which would be funded through increased departmental user charges. The net costs for the succeeding four years are estimated at $123,000 for FY 1992/93, $104,000 for FY 1993/94, $83,000 for FY 1994/95 and $45,000 for FY 1995/96. It is recommended that the to finalize negotiations Equipment Corporation VAX systems. Mayor and Council authorize staff for the purchase of the Digital 4000 and DEC System 5500 computer -5-