2000-01-10 Regular Meeting and Public Hearing

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REOUE&OR CITY COUNCIL AGENDA ITEAO lqw Agenda Date Requested: January 10, 2000 Requested By: L. Rip -by Department: Administrative Services Report Resolution Ordinance Exhibits: Ordinance SUMMARY & RECOMMENDATION The City purchased a new main frame mini -computer in 1995, to replace the Data General that had been in use since 1983. This new computer, an IBM AS/400, was bought to run the new software applications that the City purchased from the HTE Corporation. Both IBM and HTE advised the City that once the AS/400 approaches or surpasses 80% capacity, we should consider upgrading the model with more memory. Recognizing that with the applications and databases installed, the AS/400 would surpass the recommended capacity, $120,000 was budgeted in this year's operating budget to upgrade the AS/400 located at City Hall. In 1998, Council approved replacing the hardware and software used by the Police Department and Municipal Court because the vendor was no longer supporting portions of the software that the City deemed important and they also could not guarantee Y2K compliance with the Municipal Court applications. Due to the interface that Municipal Court has with the Finance applications, including posting payments, a decision was made to install the Municipal Court applications on the AS/400 at City Hall, rather than on the one at PD. This installation, along with the current data, pushed the capacity in use to just over 91%. While still operative, this reduces the reaction time of all applications thus reducing productivity. The cost of the upgrade is $119,389, and, as stated above, sufficient funds were budgeted for this item. Staff researched further and found that although an upgrade to the next level would be sufficient, we could upgrade one more level for the funds budgeted, and reduce the capacity in use to approximately 30%. With no more new applications forecasted, this upgrade should last at least five (5) years. Upgrading the hardware is exempt from competitive bidding for two reasons. One, it is a captive replacement part (IBM parts for an IBM computer) and two, we are purchasing the upgrade from the state contract, through IBM. In other words, the State of Texas has already bid this item. In order to expedite this upgrade, a purchase order has been issued and the replacement should be delivered and installed by mid -February. Action Required by Council: Approve ordinance authorizing purchase of AS/400 upgrade for $119,389 from IBM. Availability of Funds: General Fund_ Water/Wastewater Capital Improvement X Other Account Number: 02399025808011 Funds Available: X YES NO Approved for City Council Agenda Robert T. Herrera Date City Manager