HomeMy WebLinkAbout8.1 DataProcssngImprov&InfoSysPln
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CITY OF DUBLIN
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 3, 1994
SUBJECT: Authorization to Solicit Proposals - Data Processing Improvement Project
and the Information Systems Master Plan
tt:J (Prepared by: Bo Barker, Management Assistant)
EXHIBITS ATTACHED: 1.~fOrmatiOn Systems Master Plan
2. /Bid Specifications for the Purchase of Computer Equipment
RECOMMENDATION: 1.
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Adopt the Information Systems Master Plan
Authorize Staff to be relieved of the competitive bidding process based
on Dublin Municipal Code Section 2.36.050(b)(6)
Authorize Staff to distribute the Bid to qualified vendors
FINANCIAL STATEMENT:
The proposed purchase represents approximately $130,000 or 85% of
the total budget for this Capital Improvement Program (CIP).
DESCRIPTION: The 1994-95 Capital Improvement Program (CIP) includes the installation of a local
area computer network (LAN) in the Civic Center. In determining what needs to be " done, Staff completed
an extensive review of the City's Information Systems. This Staff report presents the results of this review
in the "Information Systems Master Plan" (Exhibit 1). Additionally, Bid Specifications for the Equipment
to be purchased in Fiscal Year 1994-95 are included as Exhibit 2.
The Master Plan
The mission in creating the master plan was to first analyze the problems and qualities of the City's rorrent
computer system. Next, the functions of the staff were examined to determine how the introduction of
new technology could improve efficiency. Finally, the plan attempts to provide a guide for implementing
technology over the next five years. By providing a guide, the City will no longer need to evaluate
technology on a year-to-year basis, but can base information systems decisions in an organizational wide
context over the long term.
Reviewing the Master plan was included in the Scope of Work for the City's computer consultant. This
review was completed and a number of modifications have been made in the content of the plan. The
main focus of the consultant was to verify that the proposed equipment and software are able to work
together, technologically speaking. Furthermore, the consultant concurs that the proposed applications for
the next five years are appropriate system solutions. One word of caution made by the consultant is that
five years is a long period in terms of technology. Specifically, the City should expect the estimated costs
in the plan to be different (higher or lower depending on the application or hardware) from the final costs.
This comment should not be alarming however, as Staff would certainly evaluate the cost/benefit of these
applications prior to their purchase.
The initial phase (FY 1994-95) of the master plan solution is the installation of a personal computer local
area network (LAN). The LAN. will provide the City with the ability to share information and resources
such as printers, software and databases. Through sharing resources (printers, etc...) all employees are
provided with access to the same high quality tools while the costs of the tools are shared by every
department. This configuration is commonly referred to as a "client/server" network. Once the LAN is
installed, other appropriate applications can be implemented. The applications included in the rorrent five
year CIP are as follows:
1) Police Evidence and Fixed Assets Inventory (FY 94-95)
2) Records management/document imaging system (FY 95-96)
3) Permit Tracking System (FY 95-96)
4) AutoCAD (Computer Aided Design (FY 95-96)
5) Geographic Information Systems. (FY 96-97)
6) Transition from the IBM System/36 (FY 97-98)
Although these applications may require additional equipment, the goal is to assure that the information
they produce will have the ability to be shared by every employee on the LAN.
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COPIES TO:
CITY CLERK
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Historically, information technology has been purchased on a year-to-year basis. The Master Plan
provides a management tool through which decisions relative to the long term direction of technology can
be applied to City operations.
Bid for Computer Equipment
Included as Exhibit 2, are the Bid Specifications detailing the following main components for the Fiscal
Year 1994-95 LAN installation:
1. Replacement of 24 personal computer workstations and printers which have been fully
depreciated in the Internal Service Fund.
2. Purchase of one network file server. 7 new personal computers; (4 for the police department,
2 for the Public Works Department and 1 for the Building Department).
3. Purchase of Software including: the network operating system, Word Processing,
Spreadsheet, Database, and Desktop Publishing programs. These applications will be
available to everyone on the network.
The computer industry offers many different types of machines assembled in many different ways. In
order to determine the appropriate equipment for the City, Staff has undertaken a thorough review of
options using industry literature, technical specifications, and personal interviews. Using minimum
specifications designed by Staff and the City's computer consultant, vendors will have the opportunity to
bid on four specific manufactured machines. The proposed manufacturers are Hewlett Packard, Compaq,
mM and Dell. These four are recommended based on quality and performance reviews, price estimates,
warranty, and overall value of the equipment. Structuring the bid this way not only allows the City to look
at a four different manufacturers and the associated prices but also eliminates the possibility of receiving
quotes on sub-par equipment. The bid methodology is designed to assure the City receives quality
equipment for the best price. Staff has compiled a list of vendors that appear to be able to meet the
requirements of the bid. This list was composed from interested parties calling the City as well as vendors
used by the City in the past. The notice to bidders will also be advertised with the Chamber of Commerce
and posted in two other locations in the City. Qualified vendors must not only be able to supply the
hardware, but must also be able to support the installation process. The final award will be made at a
future City Council meeting.
The City Council must give authorization to release the bid since the cost of the total award will be over
$5,000 and because the bid limits vendor proposals. The City Council is able to do so under Dublin
Municipal Code Section 2.36.050 (B) (6) which states:
"The provisions of this chapter requiring competitive bidding shall not apply
when a purchase involves goods of a technical nature where it would be
difficult for a vendor to bid on a standard set of specifications, the purchasing
agent shall undertake a thorough review of known products which would
meet the City's needs at the lowest costs."
In addition, to the items listed above, Staff will be soliciting separate proposals for three other main
hardware items. The three items listed below are proposed to be bid separately because they are distinct in
their features as compared to the equipment listed above.
1) Portable Computer: This computer will used for
City Council, Planning Conunission and Parks
and Community Services Meetings for minutes. It
is recommended that it bid separate from the
main hardware purchase as there are portable
computer manufacturers that can provide a high
quality deal on the portable, but not necessarily on
file servers and workstations. The projected cost
for the portable is $2,700.
2) 5ystem/36 Gateway: A Gateway is composed of
adapter cards and software that provide access to
the System/36. This is a highly specialized
component of the network which is better handled
through direct negotiations with the companies
that make the equipment. The projected cost of
the Gateway is $4,000.
3) External Modem: This unit will provide access to
the network from remote locations. The projected
cost of the modem is $400.
Since the cost of these individual items will be lower than $5,000, no action is required by the City Council.
However, it is appropriate to list these items as they are part-of the equipment acquisition for Fiscal Year
1994-95.
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City of Dublin
Information Systems
Master Plan
EXHIBIT - J-
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Table of Contents
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Objective............................................................................................................. ................ ........ ....... 2
Introduction..................... .................................... ........................ ..................................................... 2
Informa tion abou t Informa tion ................................................ .................................. ......... ............ 3
The Information Future........................................... ........... ......... ............................ ..... ...... 4
Information abou t the Ci ty of Du bUn ............................................................................................. 4
The Curren t Information System.................................... ....................... ...... ....................... ............ 5
Compatibility ................... ............................................ ........... .............. .......... .......... .......... 8
Integra tion and Access ............................................ ................. ................ ........ .................. 10
Performance ................................ ................................... ........ .............................. ............... 10
IBM System/36 ....................... .................................... ......................................... ............... 11
Summary of Current Environment ................................................................................... 11
System Migra tion ........................................................................................................ ............... ...... 12
The Network .................................................... ................ ............. ........ ................ .............. 13
Justification for a PC Network........................................................................................... 14
Word and Excel for Windows.............................................................................. 15
Electronic Mail..................................................................................... .................. 16
Data Security, Integrity and Backup.................................................................... 16
Land Based Information/Permit Tracking System ............................................ 16
Au toCA D ............................................................................................................... 18
Geographic Information System (GIS) ................................................................ 19
Network Personnel.. ................................ ......... .......................... ................ ...................... ................ 20
Network Costs and System Implementation Schedule ................................................................. 21
Fiscal Year 1994-95 - Year 1................................................................................................ 21
Fiscal Year 1995-96 - Year 2................................................................................................ 22
Fiscal Year 1996-97 - Year 3................................................................................................ 22
Fiscal Year 1997-98 - Year 4................................................................................................ 22
Fiscal Year 1998-99 - Year 5............................... ................................................................. 22
Appendix.............. ......... ............. ....... .............. ....... ................. .... ......... ... ........... ............. .... .............. 23
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Objective
The need for an information systems master plan has become prevalent in light of a number of issues the City
is facing. Most notably, the City is involved in a Geographic Information System (GIS) planning process with
the Cities of Pleasanton Livermore and San Ramon, the Dublin San Ramon Services District (DSRSD), and the
Dougherty Regional Fire Authority (DRFA). These agencies are exploring the feasibility as well as the
desirability of a joint GIS. Additionally, the City's current information system is relatively old and is beginning
to experience various mechanical difficulties such as monitor and processor failure. The current hardware will
continue to fail and therefore a plan for the transition of the system is necessary to allow the organization to
efficiently utilize data processing technologies that make sense for the City at an affordable cost.
Introduction
The world of information technology (IT) is moving at a rapid pace. It is difficult for policy makers and
administrators to know exactly how to make decisions relating information processing systems. What is
current technology today may be outdated tomorrow. Therefore, this master plan is predicated upon the
theory that the successful organizations are not necessarily the ones which have the latest and most extensive
deployment of new data processing technologies. In fact, success comes from institutions that manage the
introduction of new information system products and services as part of a master planning process which
addresses the needs of the organization. The goal of this master plan is to provide the City of Dublin with a
customized planning document that serves as the framework for data processing technology decisions over the
next five years or through the year 1999.
In general, information systems should act as tools that enable employees to carry out the policies, goals and
objectives established by the City Council. Therefore, the master plan will focus on information resources
which promote the accomplishment of the City's goals. Using an organization wide context, as opposed to a
department by department approach, will accomplish the following positive attributes by:
1) Maximizing the uses of information resources
2) Maintaining a good return on the information technology investment
3) Standardizing information processing functions
4) Providing the city an overall view of its information system management functions
In the end, the analysis presented will provide the City with a master plan that, among other benefits, will
eliminate future guess work associated with information system decisions. The content of the Master Plan will
be presented in the following manner.
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1. Information about Inform 5. System migration tha ts City needs
2. Information on the City of Dublin 6. Implementation schedule and costs
3. Looking at the Current Information System 7. Strategies for the next five years
4. Problems and needs identification 8. Glossary of Terms
Information about Information
Information is a key aspect of any local government operation. Information is to local government what
manufactured goods are to private industry. Information about parcels, streets, sidewalks, financial status,
leisure opportunities as well as the production of information. Staff reports, letters and correspondence,
budget preparation and other various analytical functions are the information products of local government.
Information systems are quite different from what they were as recently as 10 to 15 years ago. Public
organizations have gone through three phases in their response to the rapidly emerging information
technology.1 The first phase in the late 1950's and early 1960's was characterized by experimentation with the
newly developed digital computing technology. This technology was beneficial to large batch processing
operations that were routine and repetitive. This phase included functions such as payroll, motor vehicle
registration and tax processing.
Later in the 1960's and early 1970's, the second phase consisted of the advent of the large mainframe computer.
Mainframes were generally only afforded to large organizations who could justify the cost benefit of the
expensive systems. Smaller agencies purchased services from the larger central systems or simply used
manual systems.
The third phase that emerged in the late 1970's and the 1980's with the introduction of micro electronic
circuitry. In essence, personal computers were born. The introduction of this technology was significant as the
price of mini and micro tomputers plummeted. Consequently, the acquisition of equipment has become more
affordable and accessible. In the early years of the first personal computers (PC's), software and hardware
manufacturing companies where scrambling to get their products to market. This created compatibility
problems as the computer industry was defining what would become the standard. Although there are some
exceptions such as the Macintosh, most PC's are built around the IBM compatibility standard with the MS-
OOS operating system. (See glossary for more specific definitions about compatibility and operating systems.)
The first PC was the IBM XT which was introduced in 1983. Today, Intel, AMD and IBM have all produced
faster micro-processors that have been generally classified by the catch phrases of "286", "386" and "486." More
lAndersen, D and Dawes, 5.1991. Government Info~ation Managemenl Prentice Halt New Jersey.
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recently Intet has released the t.tium" chip which claims to be 70% faster t. the "486." In contrast IBM
and Motorola have produced the "PowerPC" chip. The ''Power PC is a new product and currently is not
completely compatible with all business software. Overall, the personal computer is overcoming mainframe
and mini computing platforms as the most utilized piece of information technology.
The Information Future
As the revenues for California Cities continued to decline, and with the general theme that government must
"do more with less," PC's will play an increasingly important role in information processing. However,
technology will continue to change and that is why it is recommended that the City of Dublin disregard the
"latest and greatest" approach to information systems. In other words, the City should not simply purchase
the latest releases of technology without first analyzing how the product will help staff to do their jobs better.
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The small size of the City combined with the absence of a dedicated Management Information Systems (MIS)
deparbnent mandate that only proven technological resources should be introduced. This master plan utilizes
the basic assumption that PC technology will continue to be the tool of choice within the operational
framework of the City. Historically, Intel has held the majority of the micro processing market. As noted
previously, IBM, AMD and others have begun to make headway into this market. The significance is that
processors types (Intel vs. power pc), to an extent, begin to redefine the hardware architecture standard. For
this reason, it is recommended that the City focus on being consistent with the processor /hardware
architecture, not just with purchasing from one hardware manufacturer, i.e. IBM PS/2. This issue will be more
clearly defined later in the Master Plan.
Information about the City of Dublin
In the early years after incorporation, City staff utilized a word processing system called Syntrex. This was a
micro chip based word processor which, by today's computing standards, could be viewed as an elaborate
typewriter. Beginning in 1988, IBM personal computers (PCs) were introduced into city operations along with
the IBM System/36 Minicomputer (System/36). Today, a common city employee workstation includes a PC
running various word processing and spreadsheet programs with about 15% of the employees being able to
access information from the System/36.
The City also staffs three remote facilities including the Shannon Community Center, the Dublin Swim Center
and the Dublin Senior Center. The Shannon Center operates two personal computers, and utilizes a "dummy"
workstation to communicate via a modem with the IBM System 36 located at the Civic Center. The Senior
Center utilizes one stand alone Pc. The Swim Center does not house any data processing equipment.
Overall, the City has positioned itself well regarding the current information system. Capital expenditures
have been incurred only to acquire new equipment to replace failed equipment or to satisfy immediate short
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term needs, such as buying equipment for new staff. This ultimately maximizes the return on inveshnent of
the current computer equipment since the equipment is utilized through its entire depreciation schedule.
Additionally, there has not been an introduction of different hardware/software operating system platforms,
i.e. Macintosh, etc. This allows flexibility in planning a new system. Multiple operating systems limit the
flexibility of any system changes or additions.
However, this is not to say the system is perfect. As will be noted later in the Master Plan, there are numerous
problems associated with the aging data processing system. In addition to the problems with the current
system, greater efficiencies could be realized by updating certain aspects of the information system. The
justification for this assertion will be covered in greater detail as this plan develops.
The Current Information System
In the simplest terms, computers are tools that allow employees to perform tasks quickly and more efficiently
than they could without computers. The table below displays the primary system functions currently utilized
by City staff and is differentiated by the hardware platforms.
Primary Functions of System Hardware
Personal Com uters (PC's)
1. Word Processin
S stem/36
aration
1. General Led er
2. Accounts Receivable
3. Accounts Pa able
4. Pa roll
5. Ci Clerk Records Index
6. Recreation Schedulin
2. S readsheet
4. Databases
6. S stem/36 Workstations
7. Business License Records
The current system hardware consists of IBM-compatible pes and an IBM System/36 mini computer. The
specific hardware brands are:
IBM 8088 Model 30
IBM 286 Model 50
IBM 386 Value Point
IBM 286 Model 30
IBM 386 Model 70
IBM 5262 System 36
IBM 486 Value Point
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The primary software used bY' Staff is sorted by the hardware PlatfOrm'resented below.
S stem/36 Software
BRC* - General Led er
BRC - Business Licenses
Muni-Metrix
LeisureSoft
BRC Pa ate
It BRC - Business Records System
When combining the different features listed above, the overall system distribution is shown in the following
table.
PC Software
Microsoft Word for DOS
Framework III
Microsoft Word for Windows
Microsoft Excel
Lotus 1-2-3
Aldus Pa emaker
Microsoft Access
Word erfect
Hard ware Word Spreadsheet Database Desktop System 36
Processing Publishing
Administrative Services
Assistant CM/ ASD IBM/30 - 286 DOS Word Lotus 1-2-3 Yes
Finance Technician II IBM/30 - 286 Framework Framework Yes
Finance Technician II IBM/30 - 286 Framework Framework Yes
.5 Office Assistant IBM/30 - 286 DOS Word Yes
Assistant to the CM IBM/30 - 286 Framework Framework Yes
Management Assistant IBM/VP - 486 Win Word Win Excel Access Pagemaker
Community Safety Assistant
Citll Mana~er's Office
City Manager IBM/30 - 286 Framework Yes
City Clerk IBM/30 - 286 DOS Word Yes
Economic Dev. Manager
Administrative Secretary IBM/30 - 286 DOS Word Yes
Recreation
Recreation Director IBM/30 - 286 Framework Framework Yes
Recreation Coordinator IBM/70 - 386 Win Word Pagemaker
Administrative Secretary IBM/30 - 286 DOS Word
Recreation Supervisor IBM/VP - 386 Win Word Pagemaker Yes
Senior Coordinator IBM/VP - 486sx Win Word Pagemaker
Office Assistant IBM/30 - 286 DOS Word
Recreation Coordinator IBM/30 -286 Yes
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Planning
Planning Director IBM/30 - 286 DOS Word Yes
Senior Planner IBM/VP - 386 Win Word
Senior Planner IBM/30 - 286 DOS Word
Associate Planner IBM/VP - 386 Win Word
Associate Planner
Administrative Secretary IBM/VP - 386 Win Word
Assistant Planner IBM/30 - 286 DOS Word
Office Assistant IBM/VP - 386 Win Word
Additional Computer IBM /8088 DOS Word
Public Works
Public Works Director
Senior Civil Engineer
Public Works Inspector
Public Works Inspector AT& T Bernuli
Engineering Technician IBM/40-sx DOS - Word R-Base
Administrative Aide IBM/50 286 DOS Word Lotus 1-2-3 Yes
Office Assistant IBM/30-286 DOS Word
Maintenance Superintendent
Building
Building Official
Building Inspector
Administrative Secretary IBM/30-286 DOS Word Yes
Police Administration
Chief IBM/30-286 WordPerfect Yes
Lieutenant IBM/VP - 386 WordPerfect
Detective Sergeant IBM/VP - 386 WordPerfect
Detective Sergeant IBM/VP - 386 WordPerfect
Detective Sergeant IBM/VP - 386 WordPerfect
Secretary IBM/30-286 WordPerfect
Police Clerk IBM/30-286 WordPerfect
Police Clerk IBM/30-286 WordPerfect
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The table above demonstrates:
1) A majority of the hardware consists of IBM\30 - 286 which are all between 4 to 6 years old;
2) City staff currently utilizes three different word processing programs, three different spreadsheet
programs, and two different database programs;
3) There are individuals who have no access to computers or access to information.
The problems these issues create are in the areas of:
1) Compatibility
2) Integration and Access
3) Performance
Specifically, each department has unique problems associated with the current systems. The City's Data
Processing Users Group, made up of employees from different city departments, has analyzed the current
system and identified problems with the current system. The following descriptions identify some of the more
significant areas of concern within the context of compatibility, integration and performance.
Compati bility
Compatibility means, "fitting together." A piece of software and hardware are incompatible if they can not be
used together. Incompatibility is the most significant problem with the City's information system.
Incompatibility is prevalent in every department. Two examples below demonstrate some problems created
by the compatibility issue within the City.
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Administrative Services Depa ent
The Administrative Services Director/Assistant
City Manager and the Office Assistant use Word
for DOS for word processing and Lotus 1-2~3 for
spreadsheets. The Assistant to the City Manager,
and the two Finance Technicians use Framework
III for word processing and spreadsheets. The
Management Assistant uses Windows based
software. Files can be transferred between the
Word for DOS program and Windows, but no
files are transferred between Framework III and
the other software. Windows based software can
read Word for DOS files, but Word for DOS can
not read Windows files. By not having the ability
to share files or programs, employees end up
duplicating work. For example, during budget
preparation duplication occurs when
spreadsheets programs/files are not available or
are different between departments. This means
that although a number of different employees
may be working on budget documents, most of
the employees can not edit, update or create
man of the com onents.
Recreation Department
The Director uses Framework III, the
Administrative Secretary uses Word for DOS,
and the Recreation Coordinator uses Windows
products. The department does not share files
between each other. This situation can cause
duplication, and prohibits an integrated
teamwork approach to data processing activities.
In other words, if the Director has a document
that needs to be revised by someone else in the
department, the entire document must be retyped
on the other software. Additionally, the software
functionality becomes proprietary. That is, only
the individual using the software knows how to
use it. If that person is gone, than the others have
no way of getting information that may be stored
on that persons computer.
The problems above relate to software incompatibility. Framework III is an extremely old software program
which, while it was a popular product when it was delivered, is an antiquated, difficult to learn and provides
little flexibility within scope of the entire organization. Software standardization will eliminate the problems
stated above and will provide staff with opportunities to create new ways of sharing information. So during
budget preparation, for example, all employees could share all the information thereby maximizing the ability
of the staff to generate the necessary documents in a team oriented approach.
The incompatibility problem also extends to hardware. The simple process of sharing "floppy disks" is a
problem in the current environment. Most computers have low density disk drives, while others have high
density disk drives. All floppy disks must be formatted on low density disk drives for any sharing to occur. If
they are formatted on high density drives, the low density drives will not read the disk. The hardware issue
coupled with the software problems segregates systems from any interaction resulting in only rare occasions
when files are shared. These relatively small issues tend to cause normal inefficiencies during the daily
operations of the staff. For example, an on-going task in the Administrative Services department is the
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tracking of statistics related to "at control, budgets, waste management,' Because files can not easily be
shared, staff is unable to use resources from fellow employees to support routine functions. The person who
created the tracking device has no alternative to updating and maintaining the system.
Incompatibility issues extend to all city departments. The issue does not cause system failure, but if remedied
could provide staff with greater flexibility to share resources resulting in time efficiencies due to an increased
teamwork approach to operating processes. For example, if a department employee wants the Director to
review a report, the Director has the ability to modify the document on-line as opposed to the employee
getting the document back with hand written notes and inputting the changes. Since the work of the
employees tends to be similar in nature, it makes common sense to provide the same operating software to
accomplish their tasks.
Inte~ration and Access
Integration is the process of sharing compatible resources. In essence, once hardware is compatible, it can be
integrated to share system resources like software and printers. Integration then produces greater access to
various information databases. The issue of integration or lack thereof, exists between personal computers and
in the area of limited access to the City's financial information stored on the System/36. Currently, the
System/36 allows access to only 15 employees. The lack of access to the financial reporting systems results in
increased demands on the small finance department to produce information to different departments.
Conversely, it is not productive to require individuals to rely on the Finance Department to produce records
which could be accessed on-line.
Technology has advanced to allow communication between computers. The integration of information system
components are providing the ability to share resources while improving access to information and improved
software applications.
Perfonnance
The relative slowness of the IBM - 286 (Model 30 and Model 50) processors are prevalent throughout the City
and cause many inefficiencies. Employees are, of course, still able to complete most assignments. However,
lost time waiting for the computer to "catch up" causes a lost opportunity situation. Additionally, in some
cases work may not be able to be completed. The table below presents specific example of problems caused by
the lack of speed in the processors.
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The City Clerk must sometime ait up to 12
minutes for the system to query muni-metrix files
related to the City's records. Also, the Word for
DOS "document retrieval" mechanism which
provides a full listing of files can take up to 3
minutes just to provide a list of files. This can
cause severe inefficiencies when searching for
files.
Every employee with a 286 processor (75% of the
stafO will incur delays while printing. That is,
when a print job is sent to the printer, the
computer can not continue processing until the a
majority of the print job has been completed.
(Current technology allows almost immediate
access to the computer after a print job is sent to
the rinter.)
The City Manager's Sec ry must wait from 10
to 15 seconds for the computer to "catch up"
when simply scrolling through some of the larger
documents such as budget documents.
Additionally, some documents consume so many
system resources that the system fails completely,
losing or damaging data.
When an employee loads a document file into the
286, the document is slow in moving into the
resident memory. The delay can sometimes take
up to 20 seconds, depending on the size of the
document. Furthermore, some documents are
too large for the 286 resident memory and simply
don't load at all.
Overall, every employee in the City utilizing the IBM - 286 processor encounters a processing delay and
performance problems depending on the function they are conducting. When factored over the entire
organization, these issues equate to inefficiencies which could be mitigated. Additionally, software
enhancements drive the need for faster machines. In other words, new software can not run on old machines.
IBM System136
In 1986, the City purchased an IBM System/36 mini computer. Utilizing software supported by Business
Records Systems, the System handles all financial functions, payroll and business licenses. The main areas of
concern with the System 36 are age and functionality due to the lack of software manipulation ability.
Additionally, there is a limited access to the System/36 from all necessary personnel. This issue will be
addressed in the System Migration discussion later in the Master Plan. The System/36 has adequate disk
space (memory) and is not showing any serious signs of failure. Of course, since the information on the
system/36 is so vital, it is important to plan for the replacement of the unit.
Summarv of Current Environment
The issues of software/hardware incompatibility, integration, and performance are causing small problems
that, when viewed organizationally wide, constitute inefficiencies in production and service delivery. The
positive aspect of the current configuration is that the city hasn't taken a piece meal approach to change. The
equipment is generally consistent and the/software incompatibility problem could be far worse. In the end, the
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city has received an excellent ra on investment on the current equiPmen.d software and has not wasted
funds in developing systems which never produce productive results.
However, the City's current data processing system was purchased between 1988 and 1991. The equipment is
aging and is beginning to fail. To date, two monitors and a central processing unit have required replacement.
Inefficiencies occur when equipment fails and staff must wait for equipment to be replaced. Moreover, many
of the 286 PC's have been showing signs of failure such as failure of internal clocks and lost data. Each
occurrence requires support staff to provide progressively more service to the failing units.
The state of information technology is such that a transition or migration of systems would address the
problems noted above and would make city staff considerably more productive and efficient. The master plan
will now address the problems noted above, will recommend a system migration plan that will expand the
processing abilities of City staff, while providing for standards and integration of system resources and
databases. In short, the following will detail a plan that gives employees a greater access to a variety of the
same, improved, software programs, databases and printers.
System Mi~ration
The existing information system structure needs to be addressed. The age of the current system equipment,
the efficiencies of more up-to~date technology, in addition to the changing environment, i.e. fewer resources,
expansion plans for Eastern Dublin, make it evident that the organization must establish a plan for the future
of its information technology resources.
System migration means changing or moving the information system to a new mode of operation. The system
migration plan will first present the end result of the new recommended system. Then working backwards,
the migration plan will describe why the various aspects are recommended, what the benefit of the
recommendations will yield in time and enhanced customer service. The main components of the master plan
include:
. Installation of a local PC network to connect all PC's in the Civic Center and allow access from
the Shannon Center and Senior Center.
. Selection and installation of a permit tracking/land information system, AutoCad and
Geographic Information System (GIS) software and providing access to the network.
. Migration of the City's System/36 and software to an IBM AS400, RISC\6000 or additional file
server.
-12-
:
.
Recommend a s.ule for system changes covering the nextlars.
The Network
The proposed network would operate under a Windows NT operating system running from a file server with
an Intel Pentium processor file server. All PC's on the network will have access to the System/36 through
adapter cards installed in a PC acting as a System/36 gateway. With the necessary number of adapter cards,
the gateway can allow up to 28 Concurrent sessions on the System/36.
The 1994-95 implementation schedule proposes to replace the 24 existing "286" PC's. The typical network PC
should be 486/DX2 - 66 megahertz or ~reater with 8 to 16mb of RAM depending on the user. For example, the
individual using AutoCad will require faster and larger system resources than the individual using the
network for mainly word processing, e-mail and spreadsheets. The network will store the primary software
induding the Microsoft Windows graphical user interface with Word (word processing), Excel (spreadsheet),
Access (database) and Pagemaker (desktop publishing), electronic mail, as well as other specific department
applications. Specific recommendations for resource allocations as well as specific system configurations are
presented in the appendix.
A portable computer is also recommend for use at City Council meetings and commission meetings. The City
Clerk has estimated that time savings of at least 75 hours per year will be achieved by not having to retype
meeting minutes from shorthand notes. Additional savings of approximately 50 hours per year will be
recognized by the Planning and Recreation Staff related to their individual commission meetings.
The network will require new wiring in order to support operations. The general wiring scheme, although
more elaborate, is shown in the graphical illustration below.
Network Hub
System 36
-13-
:
.
.
The Master plan proposes the remaining hardware, the System/36, be replaced in Fiscal Year 1997-98. There
are options available, although limited, in terms of how to make a successful transition. The main issue is
related to the financial system software stored on the System/36 and how to change hardware that supports
the software. The easiest transition would be to an IBM AS/400 mini computer installing the more up to date
General Ledger software. This is also the most expensive solution. Thus, staff will need to evaluate the
cost/benefits of an AS 400 solution vs. other hardware solutions, like a micro computer solution that may
integrate better with the PC network. For the purposes of this Master Plan, however, it is known that an AS
400 solution would provide a high quality solution and therefore the cost for this are identified in the
Implementation Schedule section of the Master Plan.
Justification for a PC Network
The new network proposed in Fiscal Year 1994-95 will provide staff with the software and hardware which
will:
1) share system resources (printers, software, e-mail)
2) provide greater access to standardized software applications and to the System/36
3) enhance processing capabilities (speed)
One of the main benefits of a PC network is sharing of system resources, standardizing software, reducing
system resource costs, and ensuring data integrity and security. Savings will be recognized because if one
compares the cost of setting up each employee with the resource capabilities proposed with the network, the
cost is lower because not as many resources are required to be purchased.
A PC network allows individuals to access any software on the system without requiring every user on the
network to be licensed to use the software. For example, if the City purchased two licenses for a desktop
publishing system, any two users on the network could use the software. The network operating system will
monitor access to software allowing for proper management of the resources. (The recommended software
allocation plan is presented later in this section). In addition, printer resources can be shared by anyone on the
network. This reduces the need to purchase a printer for every user, as is the current situation, and alleviates
down time as a result of one particular printer failing since users can select any other printer on the network.
In addition to sharing hardware, all employees will have access to the following software and their advanced
features.
-14-
Word and Excel for Windows.
.
All users on the network would have access to Word for Windows 6.0 and Excel for Windows 5.0 as their main
processing applications. Windows and associated applications have the well known advantage of a user
friendly graphical user interface (GUI). The GUI provides an on-screen environment which allows the use of a
mouse, standardized pull down menus and user defined macros and tool bars. Overall, the Windows GUI
provides an environment which is extremely user friendly thus allowing users to maximize the enhanced
features of the software. Improved tables, merging, document formatting and tabs, access to Microsoft Draw
and improved graphing capability are just a few of the improved aspects that will allow staff the opportunity
for increased productivity. For example, if a secretary has a list of names, addresses, etc. of people who need
to be contacted, that secretary can simply "click" on the file and, over the network, merge those names into the
necessary document. Eventually, databases containing information such as this will be organized on the
network for anyone who needs them.
These Microsoft products also come with the much publicized Object Linking and Embedding 2.0 (OLE 2.0).
This feature allows users to take information from one application like a spreadsheet and easily place the
information in another application like a word processor. For example, if a user has an Excel spreadsheet and
graph that needs depiction in a Word document, OLE requires the user select the objects in Excel and using the
mouse, drag the object to the Word Document. Anytime the Excel information is changed, the object in the
word document updates as well. This feature will be especially beneficial to staff in budget preparation, and
other reports which require calculations and text in the same document.
Technically, Windows products are superior to current MS-DOS software as they have broken the resident
memory (RAM) limitations faced by the MS-DOS products. Matched with the more advanced hardware, this
gives the software makers the ability to incorporate the numerous advanced features of the windows
applications and allows users to produce larger documents more efficiently.
Electronic Mail
A major resource accessed through a network is the use of electronic mail (E-Mail). E-Mail removes the need
for paper based interoffice communication. It will allow short or long messages, allows users to attach
application files (spreadsheets, etc.) and automatically routes the mail to correct individuals. E-mail messages
can be stored, deleted or copied to other users. The network will also allow for access of e-mail, and other
resources, from locations such as home computers, or the Shannon Center and Senior Center. E-Mail will free
clerical staff or managers from spending time making copies for routine interoffice memos and other routine
routing functions. Data storage functions such as "read files" could be centralized, so managers could simply
copy memos, letters, etc. to the appropriate "directory" for storage or printing. Additionally, a time savings
-15-
will be recognized by the recre.n staff which could receive all interoffice .munications through the E-
Mail system.
Data Security. Integrity and Backup
Data security, integrity and backup of the system will be improved and centralized. Centralization of system
resources eliminates the City's exposure to costly software infringement violations because the network will
only allow access to a specified number of licenses. The number of licenses will need a close evaluation
initially so the City is providing the optimal amount access to users. Additionally, every user will have data
backed up at the file server. This will reduce/eliminate costly mistakes related to lost data. Data integrity will
be improved, as the file server will include an independent power supply that initiates a shut down procedure
allowing user files to be saved. Thus, data is not necessarily lost in a power failure.
Land Based Information/Permit Tracking System
A permit tracking system consists of three main features:
1) Land based information
2) Planning, Building and Public Works automated and customized permitting
3) Interfacing with a Geographic Information System (GIS) over the network
Land based information consists of information from all parcels and addresses within the city which is
electronically available for use by staff or, if appropriate, the public. The land based information is considered
to be one of the greatest attributes of the permit system and will provide benefits in terms of time and
efficiency. Currently, staff must utilize numerous resources to get answers for the public. A typical question,
for example may be a flood zone question. Staff must look in the Assessors Parcel Map, identify the correct
area, go to the flood zone map, define the scale which may be on multiple pages and calculate the flood zone.
Planning staff has indicated a flood zone question can take from 10- 20 minutes to answer. With the land
information database, these questions would take no longer than 5 minutes.
The permitting system will also streamline the pennitting process. The computer network will assist staff to
electronically process the numerous permits issued by the planning, building and public works departments.
When an permit application is accepted, the system automatically verifies the address the permit is assigned to
(if any). All existing permits and status's for that address can also be displayed. The Contractors, Architects,
Engineers and Developers can be verified for valid license, etc. The fees for elements within a permit type can
then be calculated. Payments can then be accepted for each fee item defined to the system (either partial or full
payments can be accepted). Automatic notification to the departments involved in the approval process can
then take place. The departments needed ~or approval can inspect the information collected for the permit
-16-
immediately on-line and poss' approve the simple permits without any .y to the applicants. Of course,
other permit types may require various plans, etc., to be approved or hearings to be held before approval can
take place. However, notification to the departments involved can take place immediately. Permit systems are
designed to monitor the complete development process from the initial site plan review through the final
inspection and all the processes in between. Inquiries into the land database and the GIS assist in the gathering
of information required to complete the permit. Other benefits of the permits system are as follows:
1. Growth Management functions providing:
* Up to date zoning and use information
* Up to date map district information
* Historic site, projected districts, seismic hazard areas
* Ability to place holds on a development, projects or permits
2. Complete permit and inspection tracking
3. Complete plan check tracking
4. More precise assessment of environmental health impacts is obtained by using
* Up to date hazardous waste material information
* Ability to create health inspection /violation activities and monitor results
* Ability to interface with GIS
* Ability of the user to define and maintain demographic information, code enforcement tracking
* Evaluate disaster inspection results
5. Centralized Database of developments providing for consistency and accuracy
6. Automated preparation of required reports including:
* Reports generated from a list of user-input parameters
* Complete development, single project, single permit, multiple permits and census reports.
* Reports by time, status, class type, and minimum valuation
* Print screens on-line
7. Up to date information replies to agency management and the public
* Current, proposed or completed work
* Current status of routed work
* Ability to create a violation or complaint activity type and track progress
* Allow agency management to check on progress of activity without utilizing staff time
* Automated routing of work through the departments required for each activity.
8. Increased Staff Effectiveness
* Decreased time spent in searching for a particular permit, application, inspection results, or event.
* Decreased time spent in searching for site specific data
* Up to date status information for all developments, projects, permits, or activities
* Automated approvals and clearances
Getting the system to a point were all of these benefits are recognized will not be as easy as simply plugging a
machine into the wall. The land information is available through Alameda County but needs work in order to
get the information in a more usable form. This may include a part-time data entry individual to complete the
necessary changes. The details of these impacts should be analyzed in greater detail prior to purchasing a
permitting system.
Specifically, however, once the system was complete, a time savings would be recognized. In January 1994,
the Planning Staff tracked time spent answering questions for the public at the counter and over the phone. In
total, the planning staff spent about 36 hours on 121 customer contacts in January, either on the phone or at the
counter. This represents an average of 18 minutes per contact which includes research and follow up on the
-17-
contacts. Conservatively, it is.mated that once the permit system is ins. it would cut the research time
in half. This represents a savings of at least 18 hours per month in research and analysis provided by the
Planning Department. Furthermore, this doesn't take into account the potential for increased customer
satisfaction from receiving consistently accurate and timely information. These benefits will enhance the City's
economic development abilities, and improve the perception that the City is a customer service based
organization.
The Building Department estimated that in a given two week period about 10.5 hours are spent on computer
related items such as; assigning new addresses, scaling grid map; issuance of commercial and residential and
permit and plans; pull and log current and new building permits; compile statistics for monthly reports;
various phone and counter questions relating to permits; soil report information; filing and purging workers
compensation statistics; and pulling copies of permits issued. Using the permitting system, it is estimated
these tasks would take about 25% of the time saving about 200 hours per year on these activities.
Additionally, staff has been working with the Dublin San Ramon Services District and the Dougherty Regional
Fire Authority to set up procedures to cooperatively issue development permits. The goal is for the City and
accompanying agencies to reduce costs of system installation and to establish "one stop shopping" for the
development community. Additionally, it is intended that the land information system and the permitting
system work interactively with the proposed GIS as will be discussed later in the Master Plan.
AutoCAD
CAD stands for "computer aided design." AutoCAD is a popular CAD system software that is made by a
company called AutoDesk. The main benefits of AutoCAD will be seen in the Public Works Department.
AutoCAD will allow the engineering division automated and more efficient design capabilities. Additionally,
since AutoCAD will be a resource connected to the City's network, drawings, maps and other AutoCAD
information will be available to all Public Works employees on the network. AutoCAD is also available in the
''Windows format." This is beneficial because the other network functions are running under windows, thus
standardizing the operational aspects of the system wide architecture.
The use of AutoCAD will create benefits in terms of time savings and customer satisfaction. Ease of editing
drawings, copying, manipulation and scaleability of plans are some of the benefits received through AutoCad.
The time savings will be recognized by the engineer required to produce drawings. For example, in 1993, the
Engineering Technician produced 17 sets of plans (size of 24 x 36) which resulted in 41 sheets of plans. The
Engineering Technician estimated these drawings required an average of about 6 hours per sheet for a total of
246 hours. Also the Engineering Technician has estimated an average of 2 hours per sheet was spent on 50
mylars produced for the Standard Plans Book totaling 100 hours. A total of 346 hours was spent on these two
-18-
functions alone in 1993. With .0CAD, it is estimated time spent on these_tions could be cut in half,
saving 173 hours in one year for these two functions alone.
AutoCAD will also result in greater customer service. Since most developers in the private sector utilize
AutoCAD, their designs could be submitted to the City "on disk." If the City has changes, these can be quickly
and easily completed. Additionally, the Dublin San Ramon Services District (DSRSD) has agreed in principle
to develop a standard by which the development community could submit the same design to both agencies.
As proposed, AutoCAD will be used with, and significantly enhanced by, the GIS package which is discussed
in the next section.
Geographic Information System (GIS)
A GIS is a software package which is a geographic mapping system. In general terms, a GIS gives the City the
ability to make, manipulate and analyze information using geographically oriented maps. Benefits of a GIS
system come from the ability to not only produce customized maps for the City, but by also displaying map
"attributes" while allowing a variety of analyses to be performed. As stated previously, the land information
system developed as part of the permit system would be used to generate the "attribute" information. GIS
mapping software can give the City benefits in the following general areas:
Address Matchin
Crime Anal sis
Disaster Mana ement!Plannin
Vehicle Routin
sis
Land Records Mana ement Interface
Street Ma Maintenance
Trans ortation Anal sis
Subdivision Desi /Review
A GIS system will give City Staff many tools to work with related to mapping activities. These activities are
most frequently carried out in the Development Services area of the City's operations. An example of a GIS
application would be if a real estate agent came to the public counter requesting information on a piece of
property. The property could be viewed on the computer and the information relative to the property owner,
zoning information, assessed value and other information would be displayed. Other examples include the
300 foot notification process completed by City Staff. Currently, Staff must use the micro fiche to manually
look up every owner within a project area. With the GIS this can be done in a matter of minutes by drawing a
circle around the area on the computerized map. General Plan and Zoning Maps can be easily updated and
printed using different colors and markings. Proposed development scenario's can be input in order to
identify potential impacts. Street maintenance records can be tracked and can provide maintenance schedules.
-19-
Although there are benefits taill be recognized by using a GIS, it ShOUI. considered a "higher service
level," because there will be a costs to implement and maintain the system. In short, it will be necessary to
have an individual working with the system to build and maintain the information which makes up the GIS.
Also, the equipment necessary to achieve accuracy on the maps, although currently unknown, will still not be
inexpensive. Further analysis will need to be completed before the system is fully recommended.
Some of these cost may be reduced by participating in the regional GIS project. The Cities of Pleasanton,
Uvennore, San Ramon, Danville, the Dublin San Ramon Services District, the Dougherty Regional Fire
Authority, Zone 7, Alameda County, East Bay Regional Parks, and a number of other private utility companies
have been discussing a joint GIS project. The current concept is that the group will establish a standard for
establishing monuments used to achieve accuracy on the map. Accuracy levels refer to how close the lines on
the map are to what they are in reality. A map with a 2' to 5' accuracy are considered to be good levels of
accuracy. However, the GIS group is discussing the potential use of GPS (global positioning system)
monitoring units that achieve accuracy levels within 2 centimeters.
At this time the group is in a preliminary assessment stage of the project. The cost/benefits of the a GIS will
require further analysis once the information is available.
Network Personnel
There will be a need for greater system support with the centralization of the computer processes and the
migration of software applications into a computer network. The network installation and maintenance will
require increased staff support or consultant support. It is anticipated that the network administration
support would take approximately .25 more of the current Management Assistant's time (.25 of the
Management Assistant is already dedicated to computer support)
Overall, the centralization of information processing that is achieved with a network results in increased
administrative requirements to support the network. In order to adequately service the network a total of .5 of
the current Management Assistants time will be utilized. Contracting for these services has been examined to
determine its cost and ability to meet City needs. It was determined that cost of such services are about 3
times the amount of the current data processing personnel. Additionally, these services tend to be provided
on an on-call basis and most support problems are relatively small problems that can be solved very quickly.
Network Costs and System Implementation Schedule
The network costs and implementation schedule are presented based on the fiscal year for which the particular
aspect of the system is proposed. The computer market does change of course, so the costs presented below
will not be 100% accurate. It should also b,e noted that the system activities and proposed applications are the
-20-
primary system components. .e will likely be other incidental costs rela.to the City's information
technology that are not listed.
Fiscal Y ear 1994-95 - Year I
Fiscal Year 1994-95 represents a majority of the City's liability over the five years of the Master Plan. This is, of
course, due to the costs associated with the start up of the network. In the first year it is proposed the City
purchase the following hardware, software and services:
Hardware Software
,.. 1 File Server ,.. Windows NT Advance Server (Network System)
,.. 24 Replacement Personal Computers ,.. Microsoft Professional 4.0 (Includes Word, Excel,
,.. 7 New Personal Computers and Access)
,.. 4 Laser Jet Network Printers ,.. Pagemaker (Desktop Publishing)
II- 4 Deskjet Printers II- Sitelock (Network Security)
,.. 1 Portable Computer ,.. PC Tools for Windows (Anti-virus, System Maint.)
II- Assorted Networking Devices (Gateway Adapter
Cards, Network Cards for existing PC's)
II- Independent Power Supply
II- Cabling and Hubs (Network Infrastructure)
II- RAM upgrades (current PC's)
II- Police Department 16 Channel MUX
Services
II- Procurement Consultant
,.. PC Training
II- Network Administration Training
II- Cabling Upgrade
II- Telephone Line installation
Estimated Year 1 Costs: $149,055
Year 1 Master Plan Activities:
Begin assessment of Document Imaging System
Begin AutoCad Software Evaluation
Review cost/benefit of adding automated faxing
Determine incidental needs of network components (i.e. RAM upgrades, etc.)
-21-
Fiscal Year 1995-96 - Year 2
Hardware:
AutoCad Personal Computer
Software:
AutoCad Application
Document Imaging System/Indexing Software
Automated Permit System
Install Windows 4.0 (New Workstation Operation
System)
Training and Consulting
PC Training
Permit System Support
AutoCad Training
Year 2 Estimated Costs: $65,000
Year 2 Master Plan Activities:
Study process automation feasibility
Re-evaluate PC training program
Review network printer allocation scheme
Review PC system component adequacy (386
performance, RAM adequacy, etc.)
Fiscal Year 1997-98 - Year 4
Hardware:
Migration from System/ 36
Software:
Address GIS/Permit System Needs
Install update to Network Operating system, if
necessary
Training and Consulting:
Permit System Support
PC Training
Estimate Year 4 Costs: $30,000
Year 4 Master Plan Activities:
Review needs of PC processor upgrade
Review File Server adequacy
Review PC s stem software u ade needs
Fi
Hardware:
GIS Computer
Add Printers, if necessary
Replace existing "386" Machines
Software:
GIS Software
Purchase Forms Software, automation apps.
Training and Consulting:
PC Training
GIS Training
Hire automation firm, if necessary
Year 3 Estimated Costs: $35,000
Year 3 Master Plan Activities:
Compile information on System 36 migration
Review Network Operating System Software
Review AutoCAD software updates
Fiscal Year 1998-99 - Year 5
Hardware:
Upgrade Network PC system processors (as
necessary)
Address File Server Needs
Software:
Install necessary PC system software upgrades
Training and Consulting:
PC Training
Installation of PC system processors
Year 5 Estimated Costs: $33,000
Year 5 Master Plan Activities:
Review if the system configuration meeting needs
Update Master plan for future
-22-
R",,,,,, Ne - Non Pollce Costs
Pentium/90, 32mb, 2g HD, 14" Mon., tape bak.
Network pes ~ Non-Police
g~"~'~<::,,~~:.ri~;:~llll~;'~fiHP~!t';,MRi;,"'/"""'."':"'i..',.'...2;~Q:}\ ................2, i.',AAI~(j: '.:..:....'.'....'....'.'../....."... ."",.,..,n.,..x,."".,.."., ',." :".,.",.4;94,9
~~;~~~~~~:;2iiiHJ;i~~~q~d;,14~So0.);:,~~:1;1:1::t:~~r.)..~9~20r'2M9
3) REPLACEMENT PC, 50 mz, 16mb, 200+ HD,14" mono 2,649 4 ~
SubTotal 67,400
Tax 8.25% 5,561
Shipping 400
Total 73,361
--\~..
''ii : :,-:....~~'(f1;;l'f..z'J1~~'"": ;:~.. .:~.~; '.';' '
'.'-,;:..~":.',"'.'.
Unit Price
9,695
~j'RmYp~#~~~ri~g.~;J1s~~;i;Wflr,'.,.....i.....'/}...??.....'H:'>'.:2,4i~\:
2) REPLACEMENT PC, 66 mz, 8mb, 200+ HD, 14" man. 2,470
16 Channel MUX - Police RMS Connection 3,600
RAM Upgrades (Blocks of 4 MB) 350
HP4 si with 6mb memory 3,033
HP Oeskjet 350
Ethernet Network Adaptor Card 100
Police RMS Adaptor Cards 300
SubTotal
Tax 8.25%
Shipping
Total
BASlCNElWo&95 COST DETAIL
Proposed
!SF
Proposed
Other
Fmanced
Iml
9,695
Fmanced
9,695
10.596
50,116 17,284
4,135 1,426
400 0
54,651 18,710
.'..............:::::...'1.
4
1
4
1
4
4
3
,:..,.::i9;~iW:....,..).:>.:'.',."'" ,','
9,880
3,600
1,400
................ ." ........
. ............. ... . . . . .. . .
. ................. . , .......
. ':,,):?,880
. ..... ...................
9,880
3,600
1,400
3,033 3,033
1,400 1,400
400 400
2QQ 900
30,493 12,913 17,580
2,516 1,065 1,450
400 400 0
33,409 14,378 19,030
Other Hardware Unit Price Ouantilv Total
HP4 si with 6mb memory 3,033 3 9,099 9,099
HP Oeskjet Printers 350 3 1,050 1,050
Ethernet Network Adaptor Card 100 8 800 800
Active Hub (50 port hub) 2,500 2 5,000 5,000
Pac Bell Telephone Une Installation 400 1 400 400
SubTotal 16,349 9,099 7,250
Tax 8.25% 1,349 751 598
Shipping 400 400 0
Total 18,098 10,2S0 7,848
Unit
Software Price
MS Word for Windows 6.0 Upgrade (MS-UP) 110
MS Word for Windows 6.0 Ucense (MS) 275
Windows NT Advanced Server 2,664
MS Office Ucense; Word, Excel and Powerpoint (MS-OFF) 415
E-Mail User Ucences (25 - Pack) 565
Gte Lock - Network Security 366
SubTotal
Tax 8.25%
Shipping
Total
Training and Consultin~
Procurement Consultant
Wiring lnstalla tion
3,000
2,500
Total
Access to Network
Gateway (7 port access card)
2,200
Total
Citv CounciIlPlolnn;n<> Commission Portable
Portable Computer, 33mz, 8mb, 250+ HD, Ether
2,700
Total
1fOT AlL B AS\C NETWORK COSTS
1--
C-_
L.
Total Number of Replacement units
Total Number of New Units (includes Portable)
Total
~
6 660 660
11 3,025 3,025
1 2,664 2,664
6 2,490 2,490
2 1,130 1,130
1 366 W
10,335 10,335
853 853
400 400
11,588 11,588
1 3,000 3,000
1 2,500 2,500
S,500 S,soO
2
4,400
4,400
4,400
4,400
1
2,700
2,700
2,700
149,OSS
2,700
69,776
79,279
24
8
'!1
:j~::i':::::'{:i:::':~l~:i::::l:,HHj:::::::":,'. ~~j!l&j;~
Fisca Year 1994-95
Evidencp Trackln<7 - J::lxed Asset" ~v"tem
Evidence Tracking System. Fixed Assests (inc. bar reader) 4,159 1 4,159
2) NEW PC, 66 mz, 8mb, 200+ HD, 14" mono 2,470 1 2,470
Dot Matrix Printer - Inventory System 300 1 300
SubTotal 6,929
Tax 8.25% 572
Total 7,501
Fiscal Year 1994-95 Total 7,501
Fiscal Year 1995-96
AutoCAD
AutoCad/ ArcCad Plotter 9,000 1.00 9,000
AutoCAD - Software 2,100 1 2,100
4) Network PC, 66mz, 16mb,250+ HD, 17", Mon 3,103 1 3,103
AutoCAD Training 1,500 1 UQQ
SubTotal 15,703
Tax 8.25% 1,295
Total 16,998
Permit SYstem
Permit System - Software 12,500 1 12,500
Permit System and Land Database Install and Training 10,000 1 10,000
SubTotal 22,500
Tax 8.25% 1,856
Total 24,356
Document lmalrin",f Archivin", SVstem
Imaging Software and CD Recorder 6,000 1 6,000
Indexing Software 5,500 1 5,500
Scanner 5,000 1 5,000
CD Media 500 1 500
Total 17,000
Fiscal Year 1995-96 Total 58,355
Fiscal Year 1996-97
GIS
ArcCad - GIS 4,000 1 4,000
4) Network PC, 66mz, 16mb,250+ HD, 14", Mon 3,103 1 3,103
ArcCad Training 1,500 1 1,500
SubTotal 8,603
Tax 8.25% 710
Total 9,313
Fiscal Year 1996-97 Total 9,313
Fiscal Year 1997-98
Reolacement of '"vstem /'>,6
Uplrrade of System/36 25,000 1 25,000
Fiscal Year 1997-98 Total 25,000
Fiscal Year 1995.99
Network - Hardware and Software Upgrades 33,000 1 33,000
Total for Fiscal Year 1995.99 33,000
Total for All Application Options 133,169
.
.
CITY OF DUBLIN, CALIFORNIA
ADMINISTRATIVE SERVICES DEPARTMENT
REQUEST FOR BIDS FOR THE
"LOCAL AREA NETWORK
HARDWARE/SOFTWARE PROJECT"
DATED SEPTEMBER, 1994
EXHIBIT c2
=-
.
.
CITY OF DUBLIN
LOCAL AREA NETWORK HARDW ARE/SOFTW ARE ACQUISITION
NOTICE TO BIDDERS
Notice is hereby given that sealed bids, subject to the conditions named herein and in the Specifications
therefor for the City of Dublin Local Area Network Hardware/Software Contract addressed to the City
of Dublin will be received at the City Clerk's Office, 100 Civic Plaza, 2nd Floor, Dublin CA 94568, up to
October 21, 1994 at 10:00 p.m., at which time they will be publicly opened and read.
A complete set of bid documents is available at City Offices, 100 Civic Plaza, City Manager's Office,
Dublin, CA 94568.
For further information on this bid contact Bo Barker, Management Assistant, at 510-833-6650.
Paul S. Rankin, Assistant City Manager/Administrative Services Director
2
:-
.
.
INSTRUCTIONS TO BIDDERS
1.0. General Information
1.1. City Objective
The City of Dublin has recently completed a master planning project that details changes to the
current information systems. As part of the master plan, in fiscal year 1994-95, the City will
embark on an installation of a personal computer local area network (ethernet -10BaseT). The
City of Dublin is seeking proposals for computer hardware and software which will meet City
needs for a new local area network as outlined in these bid specifications.
1.2. Proposals Instructions
In order to receive consideration, all bid proposals shall be made in accordance with the
following instructions:
1.2.1. Proposals shall be made upon the forms provided therefor, properly executed and
with all items filled out; the signature of all persons signing shall be in long hand.
1.2.3. No FAXED proposals will be considered. No proposal received after the time
fixed for receiving them will be considered. Late proposals will be returned to the
vendor unopened.
1.3 Proposal Format
1.3.1. Signature: Proposal shall be signed by an authorized corporate officer.
1.3.2. Bid Forms. Each vendor shall fill out completely and accurately the proposal
forms supplied with this invitation to respond to the Bid. Do not use your own forms.
Failure to use the forms provided will invalidate the proposal. The inability to meet a
specific feature or item of equipment requested or any specific general condition will not
invalidate your proposal, but will be weighed in the final selection of the successful
vendor(s).
1.3.3. Valid Period: Include a statement that the terms of the proposal will remain valid
for 60 days.
1.3.4. Qualifications: Firm's relevant experience; responsiveness; ability to perform;
Provide 3 references of agencies where similar work has been performed in the past. In
each case briefly describe the project scope and indicate a contact person and phone
number.
1.3.5. Identify the personnel to be involved in the project and their background. Include
information relative to any subcontractor.
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1.4 Deadlines
1.4.2 Due Date for Response:
October 21, 1994, 10:00 p.m.
1.4.3. One Copy of the bid proposals should be submitted to:
City of Dublin
City Clerk's Office
100 Civic Plaza, 2nd Floor
P.O. Box 2340
Dublin, CA 94568
1.5 Bid Clarification: Upon receipt of your proposal, you may be called for additional
information and/ or detailed discussion of the proposal.
1.6 Addenda or bulletins: Any addenda or bulletins issued by the City during the time of
bidding or forming a part of the documents provided to the bidder for the preparation of his bid
shall be covered in the bid and shall be made a part of the contract.
1.7 Withdrawal of bids: Any bidder may withdraw a bid, either personally or by a written
request, at any time prior to the scheduled deadline for receipt of written bids.
1.8 Economy of preparation: The proposal should be prepared simply, economically and
provide a straight forward, concise description of the bidder's capabilities to satisfy the
requirements of these specifications. The bidder shall be responsible for costs incurred in the
proposal preparation and delivery.
1.9 City Right to Accept or Reject Proposals: The City of Dublin reserves the right to accept
or reject any proposals, and all subsequent material, either verbal or written, exclusive of an
executed written contract. This invitation to respond to the bid in no way obligates the City of
Dublin to any company, supplier, manufacturer, or respondent to the bid.
All companies are to respond on the identical configurations.
1.10 Award and Execution of Contract
1.10.1 These bid specifications are separated into two different bid alternatives. (Bid
Alternative #1 and Bid Alternative #2). Bidders may bid on one or both bid alternatives.
The City will select a vendor(s) whose bid proposal meets the City's needs most
appropriately including price, experience and service. One vendor will be selected for
one or both of the bid alternatives.
1.10.2 BONDS. Contractor shall provide, at the time of the execution of the agreement or
contract for the work, and at his own expense, a bid bond in an amount equal to at least
ten percent (10%) of the contract price.
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1.11 Errors and Omissions
The City of Dublin shall not be held responsible for errors, omissions, oversights, etc., in the
vendors response to the bid proposal. Said errors, omissions, or oversights brought to the
attention of the City of Dublin subsequent to the due date of this proposal which alter or modify
the information which form the basis for evaluation of the submitted bid response, shall remain
the responsibility of the vendor. Additionally, any errors, omissions, or oversights of a material
nature may constitute grounds for rejection of the submitted proposal.
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BID SPECIFICATIONS AND FORMS
Bid Parameters:
The bid specifications represent the minimum requirements for the equipment required for the network.
For example, the specification for a personal computer may be a minimum 200MB Hard Drive (HD).
Any hard disk should therefore have a minimum HD capacity of 200MB. If, for example, the hard drive
is 250MB, that information should be included in the table as appropriate. Any additional information
from the manufacturer that describes the proposed equipment is welcome, but cannot be used as a
substitute for completing the bid form tables. The following sample is provided to give vendors
information on how the forms should be completed.
Manufacturer #1 Hewlett Packard #2 Dell #3 Compaq
Model Name Model 486x Modelxyz Model 445z
Pentium 90 MHz - 256kb L2 same same same
Cache
32MB RAM wi the capability 32MB expandable to 32MB expandable to same
to expand to 192 MB 291 MB 350 MB
(1) 2GB Fast SCSI 2 HD wi 2.2GB same 2.1GB
access time of 10-15ms
Unit Price Est. Quantitv Total Price
Manufacturer #1 $5,000 2 $10,000
Manufacturer #2 $5,500 2 $11,000
Manufacturer #3 $6,000 2 $12,000
In order to provide the mechanism for vendors to bid on equal components, the City will only accept
bids for equipment made by the three following manufacturers: Hewlett Packard, Compaq, IBM and
Dell. The proposed printers are limited to Hewlett Packard printers as described below. The City
intends to purchase 1 file server, 31 personal computers, 4 laser printers.
Bidders shall not re-engineer hardware or substitute any 3rd party parts other than what is included by
the original manufacturer. Third party monitors can be proposed in the space provided, however, the
manufacturers model should be included on the summary form quotation. All equipment proposed
should be described sufficiently to allow the City to contact manufacturers and verify the proposed
information.
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Bid Alternative #1
The bid forms provided show tables to fill in as appropriate. Three columns are provided to allow
vendors to provide bids on up to three different hardware solutions. Vendors may choose to provide
bids on only one or two solutions as well.
A space should only be left blank when the specification is met exactly. For example, if the File Server
that is being proposed is a Pentium 90mHz with 265kb L2 cache, as specified, than the space provided
need not be filled in or can be labeled "same." Otherwise all spaces should be completed.
Included at the end of Bid Alternative #1 is a "Summary and Total Bid for Alternative #1." This form is
designed to take the cost detail listed in each section and put it into a format that allows the City to
evaluate the total proposal. Vendors proposing solutions based on more than one manufacturer should
complete one Summary Form for each. (Bid bonds should be based on hi~hest Grand Total that is listed
on the Summary Form).
Section A . 1: File Server - Minimum Specifications
Please complete the following table as directed in the preceding sections.
Manufacturer #1 #2 #3
Model Name
Pentium 90 MHz - 256kb L2
Cache
32MB RAM w / the capability
to expand to 192 MB
(1) 2GB Fast SCSI 2 HD w /
access time of 10-15ms
Fast IDE Controller
EISA/PCI Bus
at least 4 EISA slots
512kb Video RAM
CD-ROM w / controller
(double speed)
Internal 2GB DA T Tape
Backup Drive
Section A . 1: File Server Cost Totals
Unit Price Estimated Total Price
Manufacturer #1 $ 1 $
Manufacturer #2 $ 1 $
Manufacturer #3 $ 1 $
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Bid Alternative #1
Page 2
Section B-1: Network Personal Computers - Minimum Specifications
Please complete the following table as directed.
Manufacturer #1 #2 #3
Model Name
Intel 80486DX2 66 MHz - 128Kb L2
Cache (256k expandable)
ZIP Socket - Intel Overdrive
Expandable
8MB RAM
(1) 3.5" FDD
(1) 200MB IDE HD
Enhanced IDE Controller
Local Bus (32 bit expandable)
512KB VRAM
NE 3200 Ethernet network adapter-
10base T with RJ45 connectors
(include a cable at least 4' in length
RJ45 connectors)
Mouse
DOS 6.2 and Windows for
Workgroups 3.11
101-Enhanced Keyboard
Manufacturers 14" 1024 x 768 - 256
colors - non interlace SVGA Monitor
Section B-1: Total Costs
Unit Price Estimated Total Price
Manufacturer #1 $ 26 $
Manufacturer #2 $ 26 $
Manufacturer #3 $ 26 $
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Bid Alternative #1
Page 3
Section B w 2: Network Personal Computers - Minimum Specifications
Please complete the following table as directed. Section B -2 only differs from B-1 in the amount of
RAM.
Manufacturer #1 #2 #3
Model Name
Inte180486DX2 66 MHz - 128Kb L2
Cache (256k expandable)
ZIF Socket - Intel Overdrive
Expandable
16MB RAM
(1) 3.5" FDD
(1) 200MB IDE HD
Enhanced IDE Controller
Local Bus (32 bit expandable)
512KB VRAM
NE 3200 Ethernet network adapter -
lObase T with RJ45 connectors
(include a cable at least 4' in length
RJ45 connectors)
Mouse
DOS 6.2 and Windows for
Workgroups 3.11
lOI-Enhanced Keyboard
Manufacturers 14" 1024 x 768 - 256
colors - non interlace SVGA Monitor
Section B w 2: Total Costs
Unit Price Estimated Total Price
Manufacturer #1 $ 5 $
Manufacturer #2 $ 5 $
Manufacturer #3 $ 5 $
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Bid Alternative #1
Page 4
Section C - 1 - Printers
Please complete the following table as appropriate.
P'
U 'tP'
Q n
G dTtl
TInter m nce uan lty ran oa
HP 4si Laser Printer (include $
HP JetDirect card 2
Ethernet/RJ45 supporting
Windows NT)
Additional 4mb memory for $
the HP4si Printers 2
HP4siMX $
2
$
Total Cost of Printers:
Section C - 1
Section D -1: Network Devices
NE3200 or equivalent, lOBase T Ethernet
Adapter Card w /RJ45 connector (for existing
PCs) - EISA bus. Include, at minimum, a 4'
cable with RJ4S connectors
APC 600 or equivalent Uninterruptable Power
Supply (UPS)
Unit Price Est. Quantity Total Price
$
10
$
1
Total for Section D -1
$
Section D - 2: Memory Upgrades
4MB Blocks of Additional RAM compatible
with existing IBM PS - Value Point Model
32ST's.
Unit Price Quantity Total Price
Section D - 2
$
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Bid Alternative #1
Page 5
Section E - 1: Installation
In addition to supplying the equipment, the vendor who is awarded Bid Alternative #1 will be required
to complete the following items:
1) Work with City Staff and City Consultant to install and configure Windows NT
Advanced Server on the File Server and configure the UPS. (The Operating System may
be provided by the City depending on the results of Bid Alternative #2)
2) Work with City Staff to schedule, install and configure workstations at the appropriate
locations in the Civic Center.
3) Configure and install the four network printers.
4) Provide up to 10 hours of additonal telephone support for hardware related problems.
Hourly Rate
Estimated Hours
Total Installation
Costs - Section E-1
$
Labor Costs
Section F - 1: Miscellaneous Options
These items will not be included in the Summary and Total Bid Form. The items should be provided as
additional information for the City's consideration.
Item Description Cost
Equipment should come with a
minimum 3 Year Warranty - at least 1
year on site.
Other Software that is included (Please
list or attach additional pages)
Track mouse (please indicate $
manufacturer and unit cost. Base price on
a Cluantitll of 15)
1 (5.25) High Density FD (please list $
manufacturer and additional cost)
3rd party monitor - 14" 1024 x 768 - $
256 colors - non interlace SVGA f
Monitor- Please provide brand
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Summary and Total Bid for Alternative #1
Using the detail forms above summarize the proposal using the parameters listed below.
Equipment Unite Price Est. Quantitv Total Price
Section A-I: $ 1 $
File Server
Section B-1: $ $
Workstations (with 26
manufacturer's
monitor)
Section B-2: $ $
Workstations (with 5
manufacturer's monitor
and 16mb Total RAM)
Section C. 1: $ 4 $
Printers
Section D - 1: $ 10 $
Network Adapter
Cards for existing PCs
Section D - 2: $ 1 $
Uninterruptable Power
Supply
Section E - 1: N/A N/A $
Installation
Sub Total $
Tax $
Shipping $
Bid Alternative #1 $
Grand Total
The above summary represents possible elements of the local area network. It does not necessarily
constitute the actual quantities to be purchased.
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Bid Alternative #2
SOFTWARE
Listed below are software descriptions as well as the estimated quantities the City currently projects.
The unit price specified by the vendor should apply to any quantity deviations the City deems
necessary to properly license users.
Software Description Unit Price Quantity Total Price
Microsoft Windows for Workgroups v. 3.11 with $ 1 $
Docs.
Microsoft Windows for Workgroups v. 3.11 $ 8 $
License Only
Microsoft Word for Windows 6.0 Upgrade $ 6 $
License
Microsoft Word for Windows 6.0 License w /Docs $ 4 $
Microsoft Word for Windows 6.0 License Only $ 4 $
Microsoft Office for Windows 4.2 License $ 4 $
W /Docs
Microsoft Office for Windows 4.2 License Only $ 4 $
Microsoft Office Professional for Windows - $ 2 $
w / Access 4.2 on CD ROM
Microsoft Office Professional for Windows - $ 1 $
Professional 4.0 License Only
Microsoft Project 4.0 - License w /Docs $ 1 $
Windows NT Advance server ver 3.5 w /Does on $ 1 $
CD ROM
Sitelock 3.3 $ 1 $
WordPerfect for Windows 6.0 Upgrade $ 4 $
WordPerfect for Windows 6.0 License w /Docs $ 8 $
WordPerfect 5.1 for DOS License Only $ 1 $
PC Tools for Windows 2.0 $ 1 $
Grand Total
Bid Alternative #2 $
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