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1a2) Purchase CIP Vehicle/EquipCITYOF CHANHAS EN 7700 Market Boulmrm'd PO Box147 Chards, MN 55317 Admlnlsbltlon Phone: 952.~7.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 ~ 9,52.227.1110 Park & Recreatlm~ Phone: 952.227.1120 Max: 952.227.1110 TO: FROM: Teresa Burgess, City Engineer/Public Works Director Harold Brose, Equipment Superintendent ~' ~ DATE: May 7, 2003 SUBJECT: Purchase of C1P Vehicles and Equipment REQUF_.STED ACTION Authorize purchase of vehicles and equipment. DISCUSSION The attached 2003 Capital Purchase Forms include quotes for the purchase of these vehicles and equipment. The vehicles and equipment to be sold or traded are also noted. FUNDING The City of Chanhassen anticipates selling equipment bonds to cover the cost of these vehicles and equipment. Planning & Natural Resources .' "*** Pi'wle: 952227.1130 ,,..;;",':,,,.:,~.~ ,.- .... Max: 952.22/.1110 Pabllc Worlm '"- · ' r ~Ov.-,G r"~'~ [qO ...... 1591 Park Road Pho.e: F~9~_22Z.13~O Oats '-I:~_ hDiog , [-aX: ~:1~.227.1110 Web Site www. ci.chanl~.~.us The ClIy of Chanhassen · A growing communily wilfl clean lakes, qualily schools, a channing downtown, lhrivino businesses, winding trails, and beautiful parks. A gmat place to live, work, and play. 2003 Capital Purchases Project Category: Major Equipment:/Public Works, Street Dept. Project Title: Dump/Plow Truck Replacement/Additions Total Estimated Cost: Does this include tax?: $120,000 X Yes I~ No O N/A Why not? Funding Priority: High Account/Project No: EQ-016 Equipment to be Purchased Description: This truck will be used to plow snow, sand streets, haul snow and road materials. Cost includes chassis, dump box with hydraulic system, snow wing, snow plow and sander. Justification: This vehicle will be used for winter emergency response for plowing snow and sanding. Winter emergency response necessitates that these vehicles be reliable and dependable. This new unit would replace a 1980 and 1988 dump/plow truck. Trade-In: Will equipment be traded-in? [21 Yes X No If so, what is the value of the trade-in? $ Sell: 1980 Ford F-800 Dump/plow Truck- estimated value $2,500.00 1988 Ford Dump/Plow Truck (#108) - estimated value $3,000.00 Bids Received: · Boyer Sterling Trucks: 2003 Sterling L-8500 Chassis $ 55,553.00 Sales Tax · J-Craft Truck Equipment: Dump Body, Hydraulics & Wing · Aspen Equipment: Henke Snowplow and Swenson Sander · 2-Way Radio: · State Contract? XYes ~ No Relationship to General Hah and Other Projects: N/A $ 3,610.95 $46,740.72 $12,086.69 $ 647.54 $118,638.90 Equipment to be Sold Effect on Annual Costs: The new vehicle will have a 2 year warranty and would reduce annual maintenance expense compared to the 23 year old vehicle being replaced. Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $120,000 $270,000 $135,000 $1 40,000 $145,000 2003 Capital Purchases Project Category: Major Equipment: Public Works-Street Dept. Project Title: Sweeper Total Estimated Cost: Does this include tax?: $148,000 Yes N/A [3 No Why not? Funding Priority: High Account/Project No: EQ-017 Equipment to be Purchased Description: The street sweeper is used to clean streets from spring through the fall season. The most severe sweeping is in spring to pick up all the sand from winter and prevent the sand from getting into lakes and storm pond/drainage areas. Justification: The existing 11 year old Athey sweeper is no longer built and parts are more difficult to purchase each year. To clean the streets in a timely manner, especially near lakes and ponds, a reliable sweeper with good parts availability is necessary. Trade-In: Will equipment be traded-in? X Yes [3 No If so, what is the value of the trade-in? $17,500 Bids Received: · MacQueen Equipment, Inc.: Elgin Eagle Sweeper · Vendor Name · Vendor Name · State Contract? X Yes [3 No $147,421.56 $ $ Relationship to General Plan and Other Projects: N/A Equipment to be Traded-In Effect on Annual Costs: A new street sweeper will cost less for repairs than the old sweeper that has had 11 years of use. The new sweeper will have a conveyor system that does not need to be replaced every 2 years like the current sweeper does with a parts cost of $3,000. Source of Funding Project: Capital Replacement Fund $160,000 2003 Capital Purchases Project Category: Major Equipment: Public Works-Street Dept. Project Title: Crack Sealer Total Estimated Cost: Does this include tax?: $38,000 X Yes Fl No Fl N/A Why not? Funding Priority: High Account/Project No: EQ-024 Equipment to be Purchased Description: Crack Sealer with air compressor is used to clean out cracks in blacktop and refill with crack sealer. Justification: Crack sealing is an essential street maintenance program to extend the useful life of the blacktop streets. This combined unit will allow the crews to clean and fill cracks with one machine. Trade-In: Will equipment be traded-in? X Yes Fl No If so, what is the value of the trade-in? $ 3,000.00 Sell: 1989 Ford 1-Ton Track: The transmission in this truck is not large enough (there is not a larger transmission available) to handle towing of trailers, etc. Three transmissions have already been replaced. This truck was used for hauling compressor and pulling the crack sealer. An existing pickup will be used to pull the new crack sealer. Estimated value $3,000. Bids Received: · Stepp Manufacturing: Crack Sealer w/air compressor (with trade) $37,402.80 · State Contract? X Yes FI No Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: The new crack sealer should give us several years use without pump replacement, etc. Crack sealers have hard use working with the crack sealer materials. The old crack sealer will have increased repair costs as it ages. 1996 Crack Sealer Equipment to be Traded-In Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $45,000 2003 Capital Purchases Project Category: Project Title: Major Equipment/Park Dept. Tractor Total Estimated Cost: Does thi.~ include tax?: $23,000 X Yes ~ N/A Funding Priority: High Account/Project No: EQ-035 ~l No Why not? Equipment to be Purchased Description: A small tractor used for seeding parks, raking beaches, grading and ball field maintenance.' Justification: The current tractor is 51 years old, in poor condition and does not have a ROPS on it. It would cost more to equip the tractor with a roll-over protection than the value of the tractor. Trade-In: Will equipment be traded-in? D YesX No If so, what is the value of the trade-in? $. Sell: 1952 Massey Fergusson Tractor- Estimated Value $500 Bids Received: · Scharber & Sons, Inc.: John Deere 4710 Tractor · Vendor Name $ · Vendor Name $ · State Contract? X Yes ~l No Relationship to General Plan and Other Projects: N/A Equipment to be Sold Effect on Annual Costs: The repair costs for the first three to five years should be very low on the new tractor. The old tractor's parts are not readily available because of its age. Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $30,000 $43,000 $50,000 Project Category: Project Title: 2003 Capital Purchases Major Equipment/Park Dept. Trailer Total Estimated Cost: Does this include tax?: $3,400 X Yes ~1 No ~1 N/A Why not? Funding Priority: High Account/Project No: EQ-037 Equipment to be Purchased Description: Trailer for hauling two Groundsmaster mowers at one time to parks for mowing. Justification: Existing two-place trailer is 30 years old and not highway safe. Old trailer would be used only at Lake Ann Park to move park equipment and materials on site. Trade-In: Will equipment be traded-in? ~ Yes X No If so, what is the value of the trade-in? $ Bids Received: · Brinkman's Inc.: Lawnmower Trailer Sales tax · Ace Trailer Sales: Lawnmower Trailer · State Contract? ~ Yes X No $3,165.00 205.73 $3,370.73 $3,825 + tax Relationship to General Plan and Other Projects: N/A Eauinment to be Traded-In Effect on Annual Costs: Minimal maintenance - the brakes and tires on the new trailer will normally last 5 years before any repair or replacement would be needed. Source of Funding Project: Capital Replacement Fund $7,000 Project Category: Project Title: Total Estimated Cost: Does this include tax?: 2003 Capital Purchases Major Equipment/Park Dept. Grounds Mower Replacement $45,400 X Yes ~l No [~ N/A Why not? Funding Priority: High Account/Project No: EQ-038 Equipment to be Purchased Description: This new 10 foot mower will be used in outlying larger parks where two mowers and two operators now mow. Justification: One operator will be able to mow where two mowers and. operators were used before. This will be beneficial with one less seasonal worker being hired this year. Trade-In: Will equipment be traded-in? [ZI YesX No If so, what is the value of the trade-in? $ Sell: One 1986 and one 1989 Groundsmaster mower - each mower has over 3,000 hours. Estimated value: $2,500 each Bids Received: · MTI Distributing: Toro Groundsmaster 4000-D Rotary Mower $45,379.35 · Vendor Name $ · Vendor Name $ · State Contract? X Yes ~l No Equipment to be Sold (2) Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: Maintenance costs will be less for several years on the new mower compaired to maintaining the two 14 and 17 year old mowers that will be sold. Source of Funding Project: Capital Replacement Fund $45,000 Project Category: Project Title: 2003 Capital Purchases Major Equipment/Park Dept. Cushman Trail Vehicle Total Estimated Cost: Does this include tax?: $16,000 X Yes ~ No [~ N/A Why not? Funding Priority: High Account/Project No: EQ-053 Description: The Workman is used for trail cleanup, maintenance and garbage pickup. This will be an additional trail vehicle. Equipment to be Purchased Justification: The old Cushman would be kept to allow the slip-in sprayer used for spraying boulevards, downtown, parks, etc. to be left in the Cushman making the sprayer always available. The new Workman would then always be available for daily garbage pickup. Trade-In: Will equipment be traded-in? ~ YesX No If so, what is the value of the trade-in? $. Bids Received: · MTI Distributing: Toro Workman 3300D Utility Vehicle $16,028.25 · Tri State Companies: Toro Workman 3300D Utility Vehicle $16,250.00 · Vendor Name $ · State Contract? ~l Yes X No Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: There would be minimal increased cost of routine service maintenance of the new trail vehicle. Engine oil, air and oil filter annually. Source of Funding Project: Capital Replacement Fund $16,000 cFrYOF CHIh E O0 City Center Drive, PO Box' I47 Clm~dstaen, Minnesota 55317 Phone ~12.937.1900 General Fax' 612. 93Z 5739 F~tgineering Fax' 612.93Z9152 Public Safity Fax 612.934.2524 Web wwmci, dmd~usen, mn. us TO: Todd Gerhardt, City Manager FROM: Richard Rice, Information Systems Coordinator DATE: May5, 2003 Purchase of Software Upgrades Authorization is requested for the purchase software to be used for managing rental property inspections. The software is an add-on module to the city's existing PermitWorks application. Additional software for a new city complaint system and finance software replacement was included in the CIP, but is not included within this request. An thorough review of software options could not be completed within the timeframe allowed for this budget process. Budget CIP Capital Purchase Variance $165,000 $2,254.68 $162,745.20 i k~ta~gept FoMers~B UDO~_We. bSoftware~Q_49_yMemux doc I~B De~ PP£ (1'~ EC~)~O 0 '16,000 16,(XX) W~O tr~oo 'Tt~ac~lnU/:l~m Pm:hBial,tJPl~d~ EO-O'I4 0 14,ax). ~ Dev.: Light Oa'y Trudm EQ-C)16 0 ~ ~,O00 2G,(XX) DunpP~T~~~ EQ-018 0 120,000 270,000 135,000 140,iXX) 8altar Sweeper EQ-017 0 160,000 Vbmiory Fb)B Pad~ EQ-mO 0 68oo0 EqulpmmTt Tl'alh~ EC~Q21 0 ~,O(X) Ta~ Kaule EQ-C~ 0 Fold~ ~ EQ,43F.,~ o 8Q, ooc) IJrm br ~ 0 O,O(X) Am31k)Nbuai _r.?_ T_'~ EQ'0~ O 10~)00 10,000 IO,IXX) 1C)~30 Oop~ Rep~c.m~l~ EO-0~ 0 1~6~X). dafarN~nmmr 6a~ laowa' ~ EQ-C~8 0 78,OOO Pubflc W.'~ LJoht Du~y'rmd~ ~ 0 ~a,CXX) Bobcm:~B~ EO.030 0 6,00Q efomcla ~r ~ EO. Oa4 0 lo,GOo Tmaor Blcx~ EQ-O~ 0 8,00O Tm~r ~ 0 7,e(X) C~xllclo ~ ~ (1C)') ~ O. 46,O00 Upgrade s)17 Orua RiO ~ TB~k EQ.O~. 0 ' 40,000' Di~ T. mEClu~mt ~ 0 ~ Cenk~r Cefpet E(:]-ode 3 20,0o0 W.b. Ermb~ ~ar. EO-C)48 0 ~er~3oo 1cx3~o 910,~:X) l~,Oix) 60,O0O 26,0OO e,O00 1-16,000 tT',O00 16,000 I I '1 I i I I I I I 2003 Capital Purchases Project Category: Web-Enabled Software Project Title: Rental Property Inspections Software Total Estimated Cost: Does this include tax?: $2,332.35 [ Yes UI No I~l N/A Why not? Equipment to be Purchased Funding Priority: High Account/Project No: EQ-048 Description: This software is an add-on module to the existing Permit-Works applications currently in use. It is designed to track the inspection process for rental properties from start to finish. It is a networked product and will be available to all city staff. Justification: A formal rental property inspections program has was adopted in 2002 and implemented in 2003. This software is required to document and mange the inspection process. Trade-In: Will equipment be traded-in? 121 Yes[ No If so, what is the value of the trade-in? $ Bids Received: · TR Systems, LLC · Vendor Name · Vendor Name · State Contract? [~ Yes $ 2,254.68 $ $ A second bid was not received as this software is custom written for the Permit Works software and is not available from any other source. Relationship to General Plan and Other Projects: Integrates with existing permit software. Effect on Annual Costs: The annual software maintenance for this product is $395. Source of Funding Project: 2003 2004 2005 2006 2007 i Capital Replacement Fund 150,000 $100,000 C TYOF 690 07 Center Drive, PO B~v 147 Chanhauen, Minnesota 55317 Phone 612.93Z 1900 General Fac 612.93Z5739 Engineering Fax' 612.93Z9152 Public Saf~ Fax' 612.934.2524 Web wwm cl. d~ankusen, mn. us TO: Todd Gerhardt, City Manager FROM: DATE: Richard Rice, Information Systems Coordinator May 5m, 2003 Purchase of Computers and Network Hardware Authorization is requested for the purchase of replacement computers, network servers and related network peripher~als. An itemized list has been included. All items to be purchased are as per the established replacement schedule. Budget CIP Capital Purchase Variance $78,800.00 $74,716.67 $ 4,083.33 ~ ~J6tDept Foiders ~MlS~B ~~ l ~ ~ ~ ~ M~ ~ I)epartm~nt Capital Improvement Program City of Chanlu~en, MN PRO~ BY DEPARTMtflqT 2003 thn~ 2007 ~ o E(I..OO8 0 EQ-(X)4 0 g,O(X) EO-(X:E 0 EQ.O07 0 1,000 EQ..O00 0 EQ-010 0 15.000 £0~o1~ o EO-016 0 120,000 EQ-017 0 .160,000 EQ..019 0 EQ-(121 0 E(1..082 0 ~ 0 eo,ooo EO.(~4 0 46,ooo EQ-OP.6 0 E(2.0ae 0 10,000 EQ-O~ 0 EQ-028 0 EQ-029 0 EQ-O30 0 ~ 0 EQ-036 0 3O, OOO E0.036 0 E0.037 0 7,Om) B:~o3e 0 ~,000 EQ-039 0 E0.042 0 e,,ooQ 13::1-046 3 ~,0~__ EO,..o, la 0 166,000 EO..040 0 i3:t..(E1 3 16,000 se,soo 1QO,(XX) 10)300 I~IIX) 140~0 9,a~O lO~OO 1,000 t6~xx) 146,ooo 10,0oo 7,000 123,0o0 17,0oo 7000 4o,o0o 20,ooo 20,00o I I I I I i I I I '1 I I I I.l.I I Project Calory: 2003 Capital PurchaSes Computer Purchases / Upgrades Project Title: Desktop Computers Total Estimated Cost: Does this include tax?: 4,923.16 Yes IZI No N/A · Why not7 Funding Priority: Account/Project No: High EQ-013-1 Description: Replacement desktop computers. Justification: All desktop and workstation computers are on a 3 to 4 year replacement schedule. The computers being replaced with this order were originally purchased in 1998 and 1999. Computers that are replaced by new systems are recycled for use by other users if possible. The City has standardized on Dell Computers. Only one bid is listed. Dell computers can only be purchased through.Dell. Fifteen Compaq computers, purchased in Q1 of 1998 will be replaced. Some units will be saved for training purposes and the remainder will be retired.. Trade-In: Will equipment be traded-in? ~ Yes r~ No If so, what is the value of the trade-in? $ Bids Received: · Dell Computer · Vendor Name · Vendor Name · State Contract? yes r'l No $14,923.16 $ $ Relationship to General Plan and Other Projects: N/A - Eff~ on Annual Costs: Units are covered under a three year warranty. Failed parts will be replaced at no cost during this warranty period. Source of Funding Project: 2003 '2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 ' $60,600 2003 Capital Purchases Proje~ Category: Computer Purchases / Upgrades Project Title: Workstation Computers Total Estimated Cost: Does this include tax?: $ 6,290.78 ~] Yes ~ No ~1 N/A Why not? Account/Project No: EQ-013-2 Description: Replacement workstation computers. (Dell Precision 450) Justification: All desktop and workstation computers are on a 3 to 4 year replacement schedule. Desktop computers within the Engineering department have been gradually replaced with workstation computers, to accommodate the staffs increase in the use of GIS and CAD applications. The City has standardized on Dell Computers. The desktop computers being replaced are being recycled for use by other staff. Trade-In: Will equipment be traded-in? ~ Yes[g] No If so, what is the value of the trade-in? $ Bids Received: · Dell Computer · Vendor Name · Vendor Name · State Contract? Yes ~ No $ 6,290.78 $ $ Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. Failed parts will be replaced at no cost during this warranty period. Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800. $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Computer Purchases / Upgrades .. Project Title: Replacement E-Mail Server Total Estimated Cost: Does this include tax?: Funding Priority: High $ 4,144.64 I~l Yes I~i No I~ N/A Why not? Account/Project No: EQ-013-3 Description: Replacement E-Mail Server, Rack Mounted. (Dell Power Edge 1650) Justification: The existing email server is being replaced to accommodate a newer version of Microsoft Exchange. The current E-Mail server is a Dell Power Edge 1500, purchased in September of 1999. The server is being replaced as per the established schedule, and will continue in service as the replacement for the Fire Department Server. Trade-In: Will equipment be traded-in? ~ Yes I~q No ff so, what is the value of the trade-in? $ Bids Received: · Dell Computer · Vendor Name · Vendor Name · State Contract? r~ yes ~1 No $ 4,144.64 $ $ Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. Failed parts will be replaced, at no cost during this period. ~ Source of Funding Project: 2003 2004 2005 2006 · 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $,79,900 $60,600 Project Category: 2003 Capital Purchases Computer Purchases / Upgrades Project Tide: Replacement Finance Server Total Estimated Cost: Does this include tax?: Funding Priority: High $ 4,144.64 I~ Yes ~ No [3 N/A Why not? Account/Project No: EQ-013-4 Description: Replacement Finance Server, Rack Mounted. (Dell Power Edge 1650) Justification: The existing finance server is being replaced to accommodate a new finance software system. The current server is a Dell Power Edge 1500, purchased in Suly of 2000. The server is being replaced as per the established schedule, and will continue in service as both a disaster recovery system and as a test finance platform. It will be located in the server room in the lower level of the fire station. Trade-In: Will equipment be traded-in? ~1 Yes[H] No If so, what is the value of the trade-in? $ Bids Received: · Dell Computer · Vendor Name · Vendor Name · State Contract? yes ~ No 4,144.64 Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. no cost during this period. Failed parts will be replaced at Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Computer Purchases / Upgrades Project Title: Replacement Applications Server Total Estimated Cost: Does this include tax?: Funding Priority: High $ 4,144.64 ~ Yes ~ No ~l N/A Why not? Eqaip~ to be Purchased Account/Project No: EQ-013-5 Description: Replacement Applications Server, Rack Mounted. (Dell Power Edge 1650) Justification: The existing applications server is being replaced as per the established schedule. This server hosts the RecWare, Shopkey, and Vehicle maintenance databases. A newer version of the Permitworks database will also be installed on this machine. The current server is a Dell Power Edge 1500, purchased in September of 1999, and will continue in service as a disaster recovery system hosting backup copies of the city file and print services. Trade-In: Will equipment be waded-in? ~1 Yes~] No If so, what is the value of the trade-in? $ Bids Received: · Dell Computer · Vendor Name · Vendor Name · State Contract? Yes ~ No 4,144.64 Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. no cost during this period. Failed'parts will be replaced at Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Computer Purchases / Upgrades Project Title: Backup Tape Library Total Estimated Cost: $ 9,975.23 Does this include tax?.: Yes [~ No N/A Why not? Funding Priority: High Account/Project No: EQ-013-6 Equipment to be ~ Description: Dell Power Vault 132T. This is a backup tape device with one drive and 21 cartridge slots. The drive stores 160 Gb in native mode and 320 Gb in compressed mode. Justification: The city now hosts over 90 gigabytes of data on its servers. Currently there are three backup tape devices performing daily backups. Two of the devices are 4MM DAT drives-purchased in 1998 and 2000. These units no longer have the capacity to perform full daily backups. The seven tape, 80 GB DLT auto- changer purchased in 2001, will stay in service to backup the imaging and. storage servers. The new device will perform full daily backups of all remaining servers in city hall. One full daily backup is expected to fit on one new data cartridge for the next two years. Trade-In: Will equipment be traded-in? Q Yes [] No If so, what is.the value of the trade-in? '$ Bids Received: · Dell Computer · CDW · Vendor Name · State Contract? yes Q No $ 9,975.23 $ 9,426.35 $ Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. no cost during this period. Failed parts will be repl .ac~l at Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Ftmd $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Computer Purchases / Upgrades Project Title: Backup Tape Drive Total Estimated Cost: $ 4,396.55 Does this include tax?: ~] Yes 5] No ri N/A Why not? Funding Priority: High Account/Project No: EQ-013-7 Equipment to be Purebred Description: SDLT Backup Tape Drive, 160f320 Gb. (Includes controller and cabling) (Dell Power Vault 110T) Justification: This unit is being purchased as a primary backup drive for the Fire Department server and as a restore drive for disaster recovery. In the event of a catastrophic failure at city hall, this drive would be used to restore backup data to the emergency servers. The Dell pwduct was chosen even though the unit cost was higher to ensure compatibility with the auto-changer. Trade-In: Will equipment be traded-in? ri.yes [] No If so, what is the value of the trade-in? -$ Bids Receivod: · Dell Computer · CDW · Vendor Name · State Contract? Yes ri No $ 4,396.55 $ 3,924.68 $ Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. Failed para will be replaced at no cost during this period. Source of Funding Project: 2003 2004 2005 2006 2007. Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Proje~ Category: Computer Purchases / Upgrades Proj~ Title: Backup Tape Cartridges, SDLT Total Estimated Cost: $ 2032.02 Does _thi~ include tax?: Yes 121 No N/A Why not? Funding Priority: High Account/Project No: EQ-013-8 Description: SDLT Backup Tape Cartridges, 160/320 Gb. Justification: These cartridges are needed for use in the new SDLT backup tape devices. Cartridges hold 160 Gb in native mode and 320 Gb when compressed. Two cleaning cartridges are included with this order. Trade-In: Will equipment be traded-in? ~ YesiX] No If so, what is the value of the trade-in? $ Bids Received: · CDW . $ 2,032.02 · Dell $ 2,215.20 · Vendor Name $ · State Contract? ~ Yes IZI No Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: NA Source of Funding Project: 2003 2004 2005 2006 '2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Project Title: Computer Purchases / Upgrades Laptop Computers Total Estimated Cost: $ 8,152.15 Does thi~ include tax?: ~ Yes [3 No [3 N/A Why not? Funding Priority: High Account/Project No: EQ-013-9 Description: Dell Inspiron 8500 laptop computers, with docking stations. Justification: Two laptop computers are being replaced in the IS department. Old units will be rebuiR for use by the Utilities department. The utilities staff will be using these laptops in the field for 0nsite review of engineering and building drawings. Trade-In: Will equipment be traded-in? [3 Yes [] No If so, what is the value of the trade-in? $ Bids Received: · Dell · Vendor Name · Vendor Name · State Contract? Yes [3 No $ 8,152.15 $ $ Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: New units are covered under a three year warranty. no cost during this period. NA Failed parts will be replaced at Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Computer Purchases / Upgrades Proje~ Title: UPS Battery Backup Units Total Fff/mated Co~t: $1,791.33 Does _this include taX?.: IX] Yes 12 No 12 N/A Why not?, Funding Priority: Medium Account/Project No: EQ-013-10 Description: Rack Mount 2200KVM Battery Backup Units (APC Smart-UPS 2200) Equipment to be l%reha~d Justification: Two new rack mount units will replace older I~I00'KVM stand alone units in the server room. Old units are too small to power'the server farm for longer than 4 minutes in black out situations. The older units will be moved to the two network closets in city hall and will protect the remote switches. Trade-In: Will equipment be traded-in? 12 Yes [HI No If so, what is the value of the trade-in? $ Bids Received: · CDW · GovConnect · Microwarehouse · State Contract? Yes 12 No $1,791.33 $1,914.87 $1,889.31 Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: NA Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Category: Computer Purchases /Upgrades Project Title: Replacement KVM Switch Total Estimated Cost: $ 5,707.34 Does thin include tax?: yes 51 No N/A Why not? Funding Priority: Medium Account/Project No: EQ-013-11 Description: Avocent A2000 KVM Switch, (keyboard, video, mouse). This device allows up to 16 computers to be controlled from one keyboard, monitor and mouse. In addition, this unit supports two users on the switch at one time. This allows the IS staff to monitor and control all city servers remotely and with full security enabled. Justification: There are 12 servers currently controlled from one KVM switch. The existing KVM switch was purchased in 2001 and has developed problems, which occasionally freezes up the controller and requires a reboot of the attached computers to resolve. Rebooting servers must be done after hours. Trade-In: Will equipment be traded-in? ~ Yes IXq No If so, what is the value of the trade-in? $ Bids Received: · CDW · Microwarehouse · GovConnect · State Contract? yes ~ No $ 5,707.34 $ 5,708.18 $ 5,962.09 Relationship to General Plan and Other Projects: N/A Effect on Annual Cosill: NA Source of Funding Project: 2003 2004 2005 2006 2007 ! Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 CapitalPurchases Project Category: Computer Purchases / Upgrades Project Title: Tablet PC and PDA's Total Estimated Cost: $ 4,110.06 Does this include tax?: ~ Yes [3 No _ [3 N/A Why not? Funding Priority: Medium Account/Project No: EQ-013-12 Description: Toshiba 3500 Tablet PC (1). A tablet PC is similar to a notebook computer but is lighter and allows for writing directly on the screen. The units mn Microsoft tablet PC .operating system. HP IPAQ I-I3950 PDA's, (3). These are handheld computers running Microsoft Pocket P~ operation system.. Justification: This Toshiba computer will be used for piloting the use of tablet computers for use by building, Utilities and Fire inspectors. Inspection data will be recorded in the field and uploaded to,the city database without the need for reentry. The IPAQ handheld computers serve the same functions for smaller records. They are supported by the fire inspections and pavement management software applications. Trade-In: Will equipment be traded-in? [3 Yes [gl No If so, what is the value of the trade-in? $ Bids Received: · CDW · GovConnect · Mien)warehouse · State Contract? Yes [3 No $ 4,110.06 $ 4,149.24 $ 4,034.11 Relationship to General Plan and Other Projects: N/A Effect on Annual Corn: NA Source of Funding Project: _ 1 2003 2004 2005 '2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 2003 Capital Purchases Project Catego~: Computer Purchases / Upgrades Project Title: 19" Network Rack and Shelving Total Estimated Cost: $516.53 Does this include tax?: Yes 51 No N/A Why not?. Funding Priority: Account/Project No: lash EQ-001-13 Description: Open frame 19" network Rack, 72" H. Justification: Current rack ia at capacity. A second rack ia needed to accommodate new rack mounted servers and to add additional open space between rack mounted devices for better cooling and ventilation. Trade-In: Will equipment be traded-in? {2 Yes [] No If so, what is the value of the trade-in? $ Bids Received: · CDW · Microwarehouse · Vendor Name · State Contract? · GSA Schedule? I-lyes [] No Ii/lYes I-I No $ 516.53 $ 524.38 $ Relationship to General Plan and Other Projects: N/A F_,ffe~ on Annual Costa: NA Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $15,000 $15,000 $15,000 $15,000 $15,000 2003 Capital.Purchases Project Category: Computer Purchases / Upgrades Project Title: .Total Estimated Cost: Does this include tax?: Firewall Appliance Upgrade $2930.68 [] Yes ~ No c-I N/A Why not? Funding Priority: High Account/Project No: EQ-001-14 Description: Watchguard Firebox 1000. This is a hardware based firewall appl!ance. Justification: The existing firewall device was purchased in May of 2001. The vendor is ending support of this product at the end of 2003 and is providing an upgrade path to a newer product. The rapid rise of new security threats has pushed this box to its capacity. The new upgrade also includes 50 client VPN licenses for secure remote access to the city network. Trade-In: Will equipment be traded-in? IH] Yes [3 No If so, what is the value of the trade-in? $_400 Bids Received: · C1T · CDW · GovConnect · State Contract? Yes ~1 No $ 2,395.00 + $380 Install $ 2,589.94 + $380 Install $ 2,399.00 + $380 Install Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: NA Source of Funding Project: 2003 2004 2005 2006 2007 Capital Repl~____~nent Fund $15,000 $15,000 $15,000 $15,000 $15,000 2003 Capital Purchases Project Category: Project Title: Computer Purchases / Upgrades Color Inkjet Printer Total Estimated Cost: $1,336.58 Does this include tax?: IX] Yes 5] No r-I N/A Why not? Funding Priority: Low Account/Project No: EQ-001-15 Description: HP Model 2600 Inkjet Printer. It has two trays, and accommodates paper sizes up to 11" x 19". The printer comes standard with a network interface and a duplexer allowing printing on both sides of a sheet. Justification: This printer will replace the inkier printer in the Engineering department. Engineering has standardized its map formats for reports on 11" x 17" sheets. The new printer will allow for printing double sided map pages used in the existing map books, and in reports. The old printer will be relocated to the Public Works building for printing map pages. Trade-In: Will equipment be traded-in? I-lyes [El No If so, what is the value of the trade-in? $ Bids Received: · CDW · Microwarehouse · GovConnect · State Contract? · GSA Schedule? [2Yes r~l No yes I~ No $1,336.58 $1,341.95 $1,468.64 Relationship to General Plan and Other Project: N/A Effect on .Annual Costs: NA Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $78,800 $68,800 $87,700 $79,900 $60,600 690 City ~ter Drive, tU &x147 ~hassen, Minnesota 55317 Phone 612.93Z 1900 General Fax' 612.93Z5739 Engineering Far 612.93Z 9152 Public Safety Fax 612934.2524 Web wwu~d, dm~dumtn, mn. us TO: Todd Gerhardt, City Manager FROM: Richard Rice, Information Systems Coordinator DATE: May 5, 2003 Purchase of Records Retention Systems Upgrades Authorization is requested for the purchase of hardware and software upgrades to the existing Laserfiche system. The software upgrade adds the ability to create backup copies of the records database onto DVD media, with full search capabilities. In addition, two view only clients would be upgraded to full version clients. Two smaller departmental scanners are included and will be used to implement migration of building and engineering files to digital images. The Quick Fields upgrade adds the ability to capture document identification numbers and automatically populate metadata template fields. Budget CIP Capital Purchase Variance $20,000.00 $ 16,251.62 $ 3,748.38 Bcfs61D~t Foider~~Q-O49_Doca~t~Q_O49_~lem~doc · Ta~KeI~ TIMer O~T~rau~ ! Capital Improv~t Program ~ty Of c~s~ MN " PRO3EC'I'S BY DEP~ 11~,000 100,000 a~o0' .10~00 1~00 I0~0o 16J)00 -. -. lo,ooo ~/,0o0 14~300 ';10,1:~0 .I '1 =1 . 0 limb 2003 Capital Purchases. Proje~ Category: Computerized Records Retention System Project Title: Laserfiehe Software Upgrade- Plus & Clients Total Estimated Cost: Does this include tax?: $6,479.95 [] Yes I=l No [~ N/A Why not?, Funding Priority: High ~'"L A S E R F I c H E* Account/Project No: EQ-049-A Description: Laserfiche Plus is an upgrade to the software purchased in 2002. This software upgrade allows the entire image database to be stored on one DVD along with the system software to perform retrieval operations. The other component in this quote includes the upgrade of two, view-only clients to full version clients. Justification: Laserfiche Plus provides a complete backup media source for the imaging system. In addition, specific image discs will be created for use in the Engineering and Utilities Departments. This will allow staff access to all engineering drawings in the field. Upgrades from view only to full-version are required for scanner operations. Trade-In: Will equipment be traded-in? r~l yes I-I No If so, what is the value of the trade-in? $ 440 Bids Received: · Crabtree Companies · Cities Digital Solutions * Vendor Name · State Contract? ~ Yes [] No $ 6,479.95 $ See note below. $ A request was made for a second quote from the other Laserfiche vendor in the metro area. That vendor is Cities Digital Solutions. Laserfiche holds its VAR's to a uniform pricing schedule. The sales rep from this' vendor stated his price would be the same as Crabtree Companies. Furthermore, they didn't want to interfere with the other vendor's customer licensing. Relationship to General Plan and Other Projects: Provide utilities staff access to engineering and building drawings in the field. Effect on Annual Costs: The annual software maintenance cost for these upgrades is $1,790. This would be added to the MIS operational budget under account 4300 starting in 2004. Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fuml $20,000 $ $ $ $ Project Category: Project Title: 2003 Capital Purchases Computerized Records Retention System Departmental Scanners Total Esthnated Cost: Does this include tax?: $4899.00 IX] Yes m No 51 N/A Why not? Funding Priority: High Kodak I60 Scanner Account/Project No: EQ-049-B Description: Kodak I60 Departmental Scanner. Justification: Scanners are being purchased for' Engineering and Building department's staff. Existing paper document files will be scanned by department staff as it is generated. The new scanners will be located in the file areas, to accommodate Trade-In: Will equipment be traded-in? El YesrgINo If so, what is the value of the trade-in? $ Bids Received: · Crabtree Companies · CDWG · Vendor Name · State Contract? 51 Yes [gl No $ 4,899.00 $ 4,087.90 $ Relationship to General Plan and Other Projects: Effect on Annual Costs: (Includes Installation / Integration) (Would require additional Integration) Will be included in replacement schedule. Expected replacement cycle is four years. Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $20,000 $ $ $ $ 2003 Capital Purchases Project Category: Computerized Records Retention System Project Title: Laserfiche Software Upgrade - Quick-fields Total F_zltmated Cost: $4,981.86 Does thin include tax?.: PR] Yes vi No vi N/A Why not? Funding Priority: High ~'/L A s E R FICHE· Accoun~ject No: EQ-049-C Description: Laserfiche Quick Fields is an upgrade to the software purchased in 2002. This software upgrade allows the capture of data during the scanning of a form in order to create the documents metadata and filename. Metadata, (data about data), must be recorded with each document that is scanned into the imaging system in order for it to be easily retrieved. Justification: The Quick Fields product, will be used primarily by Finance for scanning financial forms with invoice, purchase order, or PID numbers. The product will integrate the electronic filing functions with the scanning process, eliminating the need for additional review and data entry. Trade-In: Will equipment be traded-in? E3 Yesr~qNo If so, what is the value of the trade-in? $ Bids Received: · Crabtree Companies · Vendor Name · Vendor Name · State Contract? vi Yes [] No $ 4,981.86 $ See note below $ A request was made for a second quote from the other Laserfiche vendor in the metro area. That vendor is Cities Digital Solutions. Laserfiche holds its VAR's to a uniform pricing schedule. The sales rep from this vendor stated his price would be the same as Crabtree Companies. Furthermore, they didn't want to interfere with the other vendor's customer licensing. Relationship to General Plan and Other Projects: NA Effect on Annual Costs: The annual software maintenance cost for these upgrades is $600. This would be added to the MIS operational budget under account 4300 starting in 2004. Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $20,000 $ $ $ $ 690 Ci~ Ce, ter D ive, PO ~ 147 Cha~dJ~sen, Minnesota 55317 Phone 612.93Z 1900 General Fax 612.93Z5739 En~ineaing Fax' 612.93Z9152 Public Safi~ Faa' 612.934.2524 Web wwmci, chanhassen, mn. us TO: Todd Gerhardt, City Manager FROM: Richard Rice, Information Systems Coordinator DATE:' May 5, 2003 Purchase of Telephone System Upgrades Authorization is requested to purchase upgrades for the city's telephone system, and interconnect cabling, for servicing phones at the new library. The interconnect project was scheduled to be completed in 2002, but was delayed due to construction issues. Items include two inner-ducts carrying both fiber and copper data cabling. A separate 100 pair copper cable will be buried to connect telephone equipment. The fiber will be installed, but not lit until funds for termination equipment are available Budget CIP Capital Purchase Variance $14,000.00 $ 9,988.24 $ 4011.76 I lqfs61Dept Folder~IMISIBUDGEI1EQ-O14_TelecomlEQ_O14_Men~doc ])apart Major Equipment T~ I~lle ~ ~5~ Bathos Tmclor Tm~ ~ 217 ~ ~ Pu~T~ ~~r~ Capital Improvement Program City of Chanlmsen, MN PROJF_.crs BY DEPARTMENT EQ.ml 0 20,000 EQ-~2 0 L~X~O EQ.O04 0 9~X)O r~)O EQ.O07 0 1~ 1~ ~ 0 ~0 0 1~ 1~ ~4 0 1~. E~5 0 ~ ~16 0 1~ ~ ~7 0 1~ ~9 o ~1 o ~ o ~ ~ o ~ ~ o ~ o lO~ 1~ ~ o 11~ ~ 0 78~ ~ 0 ~ 0 ~ o E~ o ~ ~ E~ 0 ~ ~ 0 7,~ ~ O. ~ EQ~ 0 ~ ~ 0 ~,~ ~ 0 1~ 1~ ~ 0 ~ 135,000 10~0 16~00 140~00 10~00 145~00 10~00 =1 910,000 160,OO0 ~,000 115,(]00 I .64~30 la,~O0 . 2005 Capital Purchases Proje~ Category: Telecommunications Purchases / Upgrades Proje~ Title: Library - City Hall DataNoice Interconnect Total Estimated Cost: $ 8,018.85 Does this include tax?: [g] Yes [:1 No ~ N/A Why not? Funding Priority: AccountfProject No: High EQ-014-B Equipment to be ~ Description: Parts and labor required to install data and voice cabling between City Hall and the new Library. Justifi~on: This cabling is required to services telephones in the new library. One, one hundred pair copper cable, and two 1 ~, inner-ducts will be buried between the two buildings.. Fiber and data cable will be run in the inner-ducts. The fiber is being installed for future use. This bid was awarded to Access Communications in 2002. The work was not completed due to delays with the building construction. Trade-In: Will equipment be traded-in? ~ Yes rglNo If so, what is the value of the trade-in? $ Bids Received: · Access Communications · McCloud USA · Vendor Name · State Contract? ~ Yes ~ No $ 8,018.85 $ 8,363.00 $ Relationship to General Plan and Other Projects: N/A Effect on Annual Costs: NA Source of Funding Project: 2003 2004 2005 2006 2007 Capital Replacement Fund $1A,O00 2003 Capital Purchases Project Category: Telecommunications Purchases '/Upgrades Project Title: Library- City Hall Data/Voice Interconnect Total Es~ Cost: $1,969.39 Does this include tax?.: I~l yes {2 No r'! N/A Why not? Funding Priority: ~gh Account/Project No: EQ-O1 Justification: Additional I/O ports are required to service the phones in the new library. Some ports maybe allocated to city hall locations. The city has a five year maintenance agreement with Inter-tel on the existing equipment. This vendor was chosen to avoid issues with the agreement. Trade-In: Will equipment be traded-in? ~1 Yes IX] No If so, what is the value of the trade-in? $ Bids Received: * Inter-Tel $1,969.39 · Vendor Name $ · Vendor Name $ · State Contract? ~ yes r~q No (inter-tel is on the federal GSA'schedule) A second bid was not received. The city has an existing maintenance agreement with Inter-Tel and having another vender product or installation would create issues with this agreement. Relationship to General Plan and Other Proj~: N/A Effect on Annual Costs: The digital I/O cards are covered under a one year warranty. Annual maintenance after the warranty expires is $80 per card. Source of Funding Project: '2003 2004 2005 2006 2007 Capital Replacement Fmgl $14,000 Description: 16 port, digital I/O cards for attaching telephone handsets to the city phone system. These cards will be inserted into an existing phone system chassis.