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<br />. <br /> <br />. <br /> <br />REQUEST FOR CITY COUNCIL AGENDA ITEM <br /> <br />Agenda Date Requested: <br /> <br />December 8. 2003 <br /> <br />Aoorooriation <br /> <br />Requested By: <br /> <br />Susan Kellev <br /> <br />~~ <br />I <br /> <br />Source of Funds: <br /> <br />Technology Fund <br /> <br />Department: Purchasinll <br /> <br />Account Number: 023-6066-519-4050 <br />023-6066-519-4055 <br /> <br /> <br />Report: XX Resolution: <br /> <br />Ordinance: <br /> <br />, <br /> <br />Amount Budgeted: 540,000 this year <br />$31,008 this year <br />Amount Requested: 575,024 total <br /> <br />Budgeted Item@ NO <br /> <br />Exhibits: <br /> <br />Bid Tabulation <br /> <br />Exhibits: <br /> <br />Bidder's List <br /> <br />Exhibits: <br /> <br />SUMMARY & RECOMMENDATION <br /> <br />The City currently uses two (2) ffiM AS/400 computers on a wide-area network supporting HTE <br />applications, The Police Deparbnent computer/server was installed in 1996. In order to adequately <br />. support the recently acquired GIS software, this system must be significantly upgraded, The City Hall <br />system -is almost five (5) years old and also needs upgrading. While reviewing the process and costs <br />associated with upgrading, staff discovered it was more cost efficient to lease the hardware and software, <br />In expending the same dollar amount to upgrade, leasing will provide newer, more modem equipment and <br />technology, decrease the possibility of obsolescence, and distribute the funds over a three (3) year period, <br /> <br />Sealed RFP #0105 for ffiM Midrange Computers & Software Lease were received on October 27, 2003, <br />Requests for Proposals were mailed to eight (8) suppliers with two (2) returning proposals. Both offerors <br />submitted proposals for a 36-month lease, including a set fee for the HTE migration. Although the total <br />cost for the 36-month period is $75,024, the cost for the first year would be $31,008, including the set fee <br />for migration. The remainin.g years would be $22,008 per year, <br /> <br />MIS staff contacted and verified references for both offerors, Using the evaluation criteria provided in <br />the specifications, Sirius Computer Solutions' proposal was chosen as the best offer, <br /> <br />Staff Recommendation: <br />Staff recommends award ofRFP #0105 - ffiM Midrange Computers & Software Lease to Sirius <br />Computer Solutions for a thirty-six month period in the amount of $75,024. <br /> <br />Action Required bv Council: <br /> <br />Award RFP #0105 - ffiM Midrange Computers & Software Lease in the amount of $75,024, <br /> <br /> <br />/J..- 3- 63 <br />Date <br />