HomeMy WebLinkAboutR-83-0795r
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RESOLl1Ti1)N N09 3-79 -
A RFSOLIITION WAIVING THE RFQ11IREMFNf FOR
FORMAL SFAI FO BIDS, RY A 2:/ 3RD5
AFFIRMATIVE VOTE OF 111F CITY COMMISSION,
AFTER A DULY ADVERTISF:I) PUBLIC HEARING,
FOR FURNISHING 2 BUIZROIJGH; 79(11) COMPUTERS
ANO ASSOCIATED PERIPHERALS FR011 THE
BURROUGHS CORPORATION, 5Y1)TEMS SOFTWARE
CONVERSION SUPPORT FROM 131IRROUGHS fATA
AND ARMAC AND A LASI-R PRINT ING SYSTEM
FROM X F R 0 X AT AN ANN11AL C05f NOT TO
EXCEED $1,700,000 OUR ING 1983-84 AND
THEREAFrcR PAYING ANNUAL LEASE PURCHASE
TO BURROUGH5 AT AN ANN1)AL RATE NOT
EXCFFDING $1, 400, 000 FOR FIVE YEARS;
AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACTS, SUBJECT TO THE CITY ATTORNEY'S
APPROVAL AS TO FORM AND CORRECTNCSS, WITH
SAID FIRMS FOR SUCH EQUIPMENT AND
SERVICES.
EAS, the City Commission approved a 5 year data
g plan prepared by the consulting firm of Booz-Allen
ton; and
WHEREAS, the plan identified major problems with the
City's computer operations; and
WHEREAS, the plan called for upgrade of the City's
computers to support critical ares of Police and Fire; and
WHEREAS, the existinq mini computers in the Police
Department are 10 to 15 years old and use antiquated
technology; and
WHEREAS, these computers can no longer support the
Police systems needs in the terms of new systems, adequate
uptime and response time; and
WHEREAS, these computers will not allow the expansion in
the number and functions of the Mobile Terminal Systems; and
WHEREAS, these computers are increasingly becoming
expensive to maintain and operate; and
WHEREAS, the other City computer, the dual Burrouqhs
B6805, is also of the older technology; and
CITY COMMISSION
MEETING OF
REP 7 11988
RESGLUNG., ,o. 83-795
REMARKS.
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WHEREAS, the III turrou(Ihs machines cannot support. the
Pnl ice and of hPr Ci t y agernr if,:, need For romputer support ; and
WHEREAS, the R6700 cannot run the new releases of the
soFt.wares provided by the vcndnr- and
WHEREAS, the cost of maintenanc_•o of the Burroughs
computer is Psralat in(I annually; �cnd
WHEREAS, the City has been ably. to negot_iat.e with
Rurrouqhs to ranrPl all ex i9t. inci lt?ase;'purrhase agree-inen1 s
with no penalty t.o the City; and
WHEREAS, the City has been able to negotiate a 40%'
discount off the Iist price on the Rurroughs state -of -the -art.
computers; and
WHERI"AS, these new computers, the B7900, can sustain the
City growth in data processing over the next 7 years; and
WHEREAS, the new computers will enable the
implementation of all new Police and Fire Systems; and
WHEREAS, the annual r_ost of these machines will he less
than the cost of retaining the exist inq equipment while
increasing the capacity 30 times; and
WHEREAS, the conversion From the Police 0 E C mini
computers to the Burroughs B7900's will provide the Police
with the required level of service and reduce long term cost;
and
WHEREAS, the new equipment will enable the installation
of a Xerox laser Printer which will reduce the long term cost
of computer paper and printed forms; and
WHEREAS, the one time cost of conversion will be
allocated through Fire Bond Funds. totalling $208,858; Police
Bond Funds tot:allinq $341,767; Solid Waste Bond Funds
total inq $28,487 and Public Works Bond Funds totalling
$37,974; and
WHEREAS, the conversion to any other make of computer
will involve a 2 to 3 years effort. which will be expensive;
and
83-7- 9a
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:dHERF�A51 Rooz-A 1 len and Ham i 1 t an rF�r.ummended t hat I he
City r,ont inue to rise Rurrorillh:; �,gijipment ; and
WHEREAS, t he C i t y Mana(I(, r `ias madP a wr i t t.en f i nding
that a valid emerrlency exists;
NNW, THEREFORE, FEE I f RFS1 VFD RY 1HE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The City Manager's written finding, that
there was an emergency need For waiving sealed hills for
furnishing 2 I17900 comprrt.nrs, disk drives, controllers, tape
drives, terminals, B-21 mir_ro computers, printers, software
conversion services and other associated peripherals, from the
Burroughs Corporation for a total prir_e of approximately $5.4
million with the 1983-84 annual cost not to exceed
approximately $1.7 million during 1983-84 and not exceeding
$1.4 million thereafter for five years is hereby ratified by
an affirmative vote of not. less than 2!3rds of the City
Commission after the holding of a properly advertised public
hearing.
Section 2. The City Manager is hereby authorized to
execute a contract, subject to the City Attorney's approval
as to form and correctness, with the Burroughs Corporation
for the aforesaid equipment and services.
Section 3. The City Manager is hereby authorized to
execute a contract, subject to the City Attorney's approval
as to form and correctness, with Burroughs Tata and ARMAC for
conversion and upgrade of software systems primarly in Police
Systems at an annual cost not to exceed $180,000 and $194,000
respectively.
Section 4. The City Manager is hereby authorized to
execute a contract, subject to the City Attorney's approval
as to form and correctness, with Xerox for lease of a 8700
printing system at an annual cost not to exceed $62,000.
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83-795
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Sert. iarn 5. Funds 1 o cover the cost' of the ahove
equipment and service, are herr-hv al lor.at.eri as f o I lows:
$208, 858 from F i re 13ond Fund,; $341, 767 from Po ir_e Bond
Funds; $28,487 from Sot id Waste Rood Funds; and $37, 474 from
Public Works bond Funds.
PASSED AND ADDPTLD this 7til day of September i 1983.
A fE'iT:
ALPH . ONGIE
fY CLERK
PREPARED AND APPROVED BY:
}
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ROBERT F. CLAR
DEPUTY CITY ATTORNEY
rt
MAURID. A. FERR .
M A Y 0 R
APPROVED AS TO FORM AND CORRECTNESS:
t
L -
ITY ATTORNEY
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83-79,
AUTHORIZATION 'Tq_AnV
Date' /»Y7at 22. 1983
Please publish the atLached ad"crtl;cmcnt. one times.
T66-Mber-6f-times)
Please send notarized proof of publication and invoice to.,
Ralph G. ongle, City Clerk, City of Miami,
` For further information contact SAMlI ^R0Y
j79-626O
CITY OF MIAM1, FLORIDA
INTER-OFFICt MEMORANDUM
TO Ralph G. Ongie DATE August 22, 1983 FILE
City Clerk
SUBJECT Authorization to Advertise,
P.O. #1294, Payment for
Public Hearing Advertising
FROM Samit Roy, Director ' r r / REFI RE NCF.S
Department of Computers,
if / I NCECSURES ( 3
Attached please find a copy of the letter to the MAIM REVIEW,
along with an "Authorization to Advertise", Purchase Order #1294,
and a copy of the ad to be published on Tuesday, August 23, 1.983.
SR:pl.
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83--'79
43--I 4
,
HOWARD V. G.ARY
O (())U U U I (11 C'it� !.tanager
HAND DELIVER
August 22, 1983
THE MiI.AMI REVIEW
100 N.E. 7 th Street
Miami, Florida
Attn: Octelma
Gentlemen:
Please publish the attached Notice in your paper on Tuesday, ,
August 23, 1983.
Also enclosed is our Authorization to Advertise, Purchase
Order 1294
Thank you.
Very truly yours, '
SAMIT7 ROY, DIRECTOR
Department of Computers
SR:pl
CC: Ralph G. Ongie, City Clerk
Manny Alvarez, Ass't. to the City Mgr.
- 83-'795
DLPAK T'N.[NT W C ONAPU If PS / Suite 309 / 4rio N,%'. 2nd Atie. / P.O. Pox 01(A29 / M1i;iM0L 33101 / (305) 579-6260
SAMIT POY, Mer-tor
83- f 94
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CITY OF MIAM1, FLORIDA
NOTICE OF PUBLIC IIEAR114G
A public hearing will be held by the Commission of the City
of Xiaml, Florida on Wednesday, September 7, 1983, at 2t30 P.M.
In the City Conmi scion Chambers at City 11all , .3500 Pan American
'Drive, Miami, Florida, for the purpose of considering a waiver of
the requirement of obtaining pealed competitive bids for the ac-
qulsi tion by annual lease purchase frorn Burroughs Corporn Lion two
(2) B7900 Computers and as ocIated peripherals, Systems Software
Conversion Support from Burroughs TATA and ARMAC and a Laser
Printing System from Xerox Corporation.
Inquiries from other potential sources of supply who feel
that they might be able to satisfy the City's requirements in the
acquisition may contact Samit Roy, Director, Department of Com-
puters at the following number (305) 579-6260.
AI 1 in to re s ted per son s are itiv i ted to appear and may be
heard concerning such proposed waiver and lease purchase. The
hearing will be held at the tune and place specified above.
Should any person desire to :appeal any decision of the City
Cocnmi scion with respect to any matter considered at this hearing,
tha t pe r son , steal l en sure tha t a ve rba ti in record o f the proceed-
ings is made, including all testimony and evidence upon which any "
appeal may be based.
RALPH G. ONGIE
CITY CLERK
83-795,
83- 794
12 '1
CITY OF MIAMI• FLORIDA '
INTER -OFFICE MEMORANDUM
-� Howard V. Garv_
Cite :tanager
Samit Rov /
Director
Department of Computers
DATE August 18, 1983 FILE
suelE Resolution for Procurement of
State-of-the-art Computers,
Associated Peripherals and
Systems Support Services
REFERENCES
ENCLOSURES
The Department of Computers recommends the
adoption of the attached resolution, waiving
the requirement for formal sealed bids, for
migration to state-of-the-art computer systems
to support the Police, Fire and other City
agencies need for computer services for the
next seven vears.
The five-year data processing plan prepared by the consulting firm of
Booz-Allen and Hamilton identified major problems within the Depart-
ment of Computers. The most significant problem was the lack of
proper and adequate hardware to support the City's needs, especially
in the area of Police operations.
Currently, the Police computer operations is supported by four(4) DEC
mini computers. The technology used in these machines is ten to fif-
teen years old and cannot adequately meet the current needs of the
Police Department. The antiquated technology of the computers and the
software presents several operational problems for the Police Depart-
ment, such as:
- Frequent downtime of the computers.
- Unavailability of vendor -supported software.
- Poor response time to the mobile terminals.
- Excessive resources required to maintain the software.
- Inability to develop new programs for the Police operations
- Excessive hardware maintenance cost.
Additionally, the mini computers were not designed to store and process
the large amounts of information which are necessary to meet the current
and future needs of the Police Department. The hardware limitations are
also contributing to the lack of effectiveness of the mobile terminal
system. This, coupled with inefficient systems design, results in slow
response time to inquiries initiated from the car, loss of messages and
unavailability of essential functions. Further, lack of capacity on
83-79a
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Howard V. Gary
August 18, 1983
the mini computers prevents the development and implementation of two
critical Police systems, the Police Personnel Early Warning System
and the Criminal Investigation System.
The recommendation of the Booz-Allen study calls for conversion of the
Police system from the DEC mini computers to the Burroughs mainframe.
The hardware configuration of the Booz-Allen study recommends the
following:
- That the Citv continue to use Burroughs computers since
conversion to other vendor hardware is a risky, time con-
suming and expensive undertaking.
- That the City acquire a third B6805 Burroughs computer to
complement the existing dual B6805 computers.
Following the guidelines of the study, the Department of Computers un-
dertook an extensive analysis to ascertain the current and future
technical and financial ramifications of the plan.
In conclusion, the Department of Computers is following the overall
guidelines of the plan while deviating in the exact recommendation
of the machines due to the following reasons:
- Subsequent to the development of the plan, Burroughs has
announced the availability of a larger, more powerful
and relatively more cost-effective computer.
- Together with the announcement, Burroughs has indicated
that the newer releases of the operating system software
will not run on our existing machines and that the support
for the older software will be dropped shortly.
- The maintenance cost of the existing machines is escalating
annually. The current maintenance cost of the Burroughs
computers is almost 200 percent of the lease cost; the in-
dustry standard dictates that maintenance cost is to be 25
to 35 percent of lease cost.
- The existing hardware is under a seven year lease purchase
agreement. The Department of Computers has been able to
successfully negotiate the cancellation of all existing
contracts. Burroughs has agreed to absorb all outstanding
obligations.
83-7955
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Howard V. Gary
August 18, 1983
- The Department of Computers has been able to obtain
a 40 percent discount oft the list price on all
equipment and to finance this equipment at an annual
interest rate of 7 percent guaranteed for five vears.
The overall cost for five years under the current negotiated contract
will save the City during the fiscal years 1984-1989 $2.2 million
over current hardware cost, $5 million over the Booz-Allen recommended
hardware cost, and $3.4 million over normal Burroughs cost; while in-
creasing the computer capacity of the City of Miami 30 times over cur-
rent capacity.
The new machines will enable the City to sustain computer systems ex-
pansion over the next seven years while:
- Reducing the annual cost of lease payments by approximately
$100,000 over current cost.
- Reducing significantly the electrical and air conditioning
cost (over 60 percent), since the new state-of-the-art
machines require less power for operations.
- Allowing all new releases of software to be run on the
machine and be supported by the vendor.
- Allowing the Police and Fire systems to expand and obtain
more stable services on critical applications like dis-
patching and;
- Allowing the expansion of the Mobile Terminal Network,
thereby assuring the Police of expanded capability and
fast response time.
The conversion from the DEC mini computers to the Burroughs and the
migration from the old to the new machines requires assistance from
outside sources. The two application areas that require this service
are:
- Police CAD/CARE/Mobile Terminal Systems
- Vehicle Maintenance Inventory and Charge Back System
To accomplish these tasks, approval is requested to amend the contract
with ARMAC to include programming services during the next fiscal year
for a cost not to exceed $194,000 and with Burroughs Tata at a cost
not to exceed $180,000.
The change over to newer technology provides the City with an opportun-
ity to reduce the cost of printer paper and forms through the installa-
tion of a Xerox Laser Printing System. Approval is also requested to
lease the system at an annual cost not to exceed $62,000.
83-795
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Howard V. Gary
August 18, 1983
The total cost of all Burroughs hardware is $5,u27,727 before dis-
count to be payable on annual installment not to exceed $1.7 million
in 1983-84 and $1.4 million during the next five years plus mainten-
ance and software.
Commission approval is, therefore, requested to approve the acquisi-
tion of two B7900 computers, associated peripherals including B21
micro work stations, a Xerox laser printing system and conversion
services from ARMAC and Burroughs Tata. The total cost approved by
you in the budget will not exceed $1.7 million.
Thank you.
83-795