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HomeMy WebLinkAboutR-83-0717T-83-671 0% $ �^► ram: RESOLUTION NO. i A RESOLUTION AUTHORI%ING TKE CITY MANAGER TO EXECUTE A LEASH AGRFE- 14f;14'! , SUI3JLCi' TO eNPl"";nVnL OI' "f1F CITY lA`I'TORNLY WITH THE COCONUT GROVE HANK FOR THREE, (3) YEARS WITH A LE-Vir RENEWAL OPTiUN FOR TWO (2) YEARS FOR OFF ICE SPACE LI)GVFI ,D AT 2850 Tlt,ERT.AIi, AVENUE, FOR THI: DF,- PARTMENT OF COMPUTERS; ALLOCATING FUNDS THERF,FOR FROM DEI'ARTKENTALLY BUDGErKD FUNDS. WHFRN,AS, the De par t;nk�n t (if C-)PIputers Is in -leed of of- fice space_ and space for its c.omputvr equipment; and WHEREAS, the Police. De par tine.n t need s the add i tinnal space now usod by the 0(�par. tinea t o f Comp ter s because of the hiring which has brought the it man powur level to the antk-L- patel level during the y,_ar 199U; and WHEREAS, tale Police Sys tens acre being converted to Ina - chilies that -.anaot be housed ill the> existing facility; and WHEREAS, the coaversioa of hardware cannot b� done in the existing facility for lack of space to run parallel; and WHEREAS, acquiring new equipment will r.equira en ton sive physical modification to the existing but ldtrig since the cur- r::n t fac i 1 i ty was no t planned for larger computer s; and WHEREAS, key v acane Les cannot be fitted for lack of of- fice space; and WHEREAS, an extensive survey of existing City owned fa- cilities was made including the building of a center in the new garage; none of theso appear,!d cost justified; and WHEREAS, the cost of building a data center is betwk:en $1,200,000 to $1,600,000; and WHEREAS, the long term cost of moving to a new facility will prove to be less exp.:nsive: than staying in the Police Building with older machines; and WHEREAS, the move will be cost effective since the planned upgrading to the r_ompter equipment will not involve the cost of moving existing equipment to the new facility; and CITY CON'IRZISSION MEETING Or JUL 28 1983 RESOLUMN Nu. 83-'71 !, REMARKS. E WHEREAS, the bui Ict in loc_a to- l at 2850 Tiber to i_ L Avenue, was originalI.y dusi.gried as a romputer _,cant,•ri and WHEREAS, the fac.LLity is equipped with a Halon Chemical system, ba(2k-up standby geriurat.)r., sprL�ikler systc!;n, Uri inter- ruptenl Power Source (UPS), rai.sed floor in the computer room ii au ade'qua t�� a Ir. coad i ti.on ing sy5 Lem rc>qui.r l tc, opera to C1ie c:oinputer equiprue n t; and WHEREAS, the Ci. tv Mail;i r and the Do par tmei► t o f Comp tit - ors recommend leasirig, the office space at 2850 TLgerta!-I Avenue fr')in the Coconut Grove Bank as bc!Lag most advantageous to the Ci ty; NOW, THEREFORE, BE I.T RESOLVED BY THE COMMISSION OF THE CLTY OF MIAM1, FLORIDA: Sec tinci 1 . The Ci ty Manager is her�iby author Lzed to exec ute a lease :igr(,emun t, subject to approval of the City Attorney,with the Coconut Grove Bank in the proposed amount of $240,000 annual Ly for titre,! years, and a two year leasa renewal optioci at the saine rate, for offLce and computer t.quipmerit space for the Department of Computers with monLes the r!for lier,.by al loca ted from budge ted funds o f sa id department. Section 2. Funds to cover the cost of the herein lease agreemen t arc_ lier,aby al loca ted from the de par tineii taI ly budge ted I and s o f the said de par tmea t. PASSED AND ADOPTED this 28 ofJuly____, 1983. ST: City Clerk PREPARED AND APPROVED BY: ROBERT F. CLARK DEPUTY CITY ATTORNEY Maurice A. Ferre M A Y 0 R APPROVED AS TO FORM AND CORRECTNESS: OSE R. GARCIA-PEDROSA CITY ATTORNEY -2- 83-'71,1 E 1P t 79 Howard V. Gary City Manager Sami t Roy, Director Department of Compu -*.I,. July 2 1 , 1983 Relocation of the Department of Computers (2) IT IS RECOMMENDED THAT THE CITY COMMISSION AUTHORIZE THE CITY MAN- AGER TO ENTER INTO A LEASE AGREE- MENT WITH THE COCONUT GROVE BANK FOR OFFICE AND COMPUTER EQUIPMENT SPACE IN THE PROPOSED AMOUNT OF $240,000 ANNUALLY FOR THREE (3) YEARS WITH A LEASE RENEWAL OPTION FOR TWO (2) YEARS FOR THE DEPART- MENT OF COMPUTERS. The Department of Computers has a critical need for relocating its entire operation to another location immediately. The prob- lem of inadequate space in the Miami Police headquarters building has reached a critical point as a result of expansion in police personnel over the past few years. The problem is aggravated by the fact that during the planning process for construction of the new facility, the current complement of personnel was not ex- pec ted to be reached until the year 2000. The inability of the Police to expand in physical areas of the building, to house specialized units, could potentially result in ineffective and/or inefficient operations. While the problem is acute within the Police Department, the lack of proper and adequate space has assumed a more serious dimension within the Department of Computers. Major problems within the Department of Computers in the area of space are: I. The current computer room was designed to house a few mini computers. Instead, currently there are seven mini computers and two large computers and associated peripherals. The ca- pacity of the air conditioning units, uninterrupted power sup,ply, humidity, etc., are far below the required level. Frequent system failures are encountered as a result of this inadequacy. 2. Them is no available space in the computer room to house any add i tional equipment. Assuming no expansion in computing capacity or Chan-e over to the state-of-the-art technology, 83-'71 f . i Howard V. Gary -2- July 21, 1983 normal expansion in terias of new systems would require addi- tional disk storage. At this time no space is available to install any disks. Therefore, the development of new systems would not serve the users as effectively as envisioned since the data bases would contain only a limited amount of infor- ma tion . 3. The streamlining of the City's computer operations through consolidation of programmers located in various departments within the organizational structure of the Computer Depart- ment has created the need for more office space. 4. The City is now operating on hardware which is over fifteen years old. Apart from having inadequate capacity to meet current and future computing requirements, these machines are expensive in terms of maintenance costs. The trend of the industry to force users out of older technology , machines through acceleration in maintenance costs, has resulted in a budget that does not reflect the industry trend. Conversion to state-of-the-art machines that are more powerful, command better price performance ratio, have lower maintenance cost and can sustain the accelerated systems development efforts, especially in the Police and Fire Departments, are being planned. However, this transition cannot be made at the current facility. Since the City is operating on older technology and varied computers, a major conversion effort has to be undertaken. This involves running both the old and the new machines in parallel for a period of time. This cannot be achieved for lack of space in the existing computer room and the lack of facilities required to operate the new large computers. The computer center in the Police building was designed to house mini computers and cannot handle large mainframe computers. 5. The cost of hardware will continue to accelerate at an expo- nen tial rate on current machines. Annual maintenance costs will increase between 25 to 30 percent annually. Conse- q uen tly, wi thin two (2) years the City will spend more on maintenance of the existing equipment than for renting an outside facility and installing new computers which are: 30 to 50 times more powerful than existing machines and can sustain growth for the next five (5) years. 6. The critical Police network will be substantially upgraded with the computers in a new facility. At this time, a major line problem will cause the entire Police network to go down (in fact, lack of adequate and stable communication sofware brings the Police system down on an average of four to five times a day - ideally the Police system should never be down) . The network planned for the Police with new hardware will enable the system to stay up continuously through a four way back-up capability. B3!/1I 0 Howard V. Gary -3- July 21, 1983 7. This is the ideal time to move since the cost associated with physical moving of computers (400k to 500k) will be avoided. New computers will be installed at the new site and old ma- chines removed from the Police building at Burroughs cost. An extensive survey of existing City facilities was made to as- certain the feasibility of constructing a new computer center. Typical costs for this would be between $1.2 to $1.6 million. In some instances a new facility, (e.g., new parking area) would involve additional costs in terms of revenue loss to the City. The proposed facility is ideally suited for the Department of Computers. The cost is well below the going market rate for a facility of this size and capacity. In addition, the building is equipped with the following items: - Halon Chemical System already in place - Uninterrupted Power Supply (UPS) - raised flooring in the computer room - adequate air conditioning for the computer equipment - sprinkler system installed - existing back-up generator - existing battery system Enclosed herewith are two memos, one from Kenneth Harms, Chief of Police, dated February 24, 1982, explaining the space problem in the building, and the other from Carlos Garcia, Finance Depart- ment, recommending the facility and affirming the below market cost of the facility. I will appreciate if you would kindly consider this favorably. Thanking you in anticipation. SR:pl 83--71 s' TO Tiova rd V . Ca ry Citv "tanager Kenneth I. Harms FROM Chief of Police CITY OF 1,11ANI.I. FLORSUA , INTER -OFFICE MEMORANDUM DATE 24 February 1982 FILE. BLD 7 SL:9JECT Police Building Space Utilization By DCC REFEPENCES ENCLOSURES The Police Department is opposed to the occupation of and continued attempts to further encroach upon.the Police building space by the Department of Computers and Communications. It is recommended that immediate steps be initiated that will provide suitable facilities for the City-wide computer hardware associated peripheral devices, DCC management, and programming staff. Police Building Planning In determining the projected space needs and costs for the Police headquarters building, which was made a part of the bond issue of 1969 for Police Department modernization, a comprehensive study was conducted to ascertain the Police space requirements to the year 2000. The study involved a unit by unit examination of the organization to determine the then space requirements and the projected personnel and space needs to the end of the century. Based— on the results of the study, the standard architectural space allocation was made for all ongoing required functions, such as the Communications Center and for each employee that would be working in the station. The space that was provided depended upon the nature of the work to be accomplished, i.e., secretary, clerk, investigator, administrator, etc. The needed area in square feet was multiplied by the projected construction cost per square foot. The results of this computation dictated the amount of money, specifically $11 million, that was needed to construct the new building. This amount of money plus $7.6 million for Police computerized information handling was requested from the citizens, and they overwhelmingly passed the Police portion of the bond issue. Consultant Recommendations The Stanford Research Institute recommended the number and type of computer hardware that would provide the operational and administrative needs of the Department. As a consequence of this recommendation, the appropriate floor space plus room for expansion and equipment upgrading was provided for in building the fifth floor Computer Roof. 0 83-'717, 4 V L i 4gwa:d V. Cary —�— ITS Committee Establishment At the beginning of City Manager Joseph Crassie's administration, he established the Information and Telecommunications System (ITS) as a service activity of the whole City government. This system was to support the separate departments as well as the overall City needs in the computer -based informational systems and telecommunications. The establishment of ITS and the ultimate decision by the Manager to use the Police and fire bond funds to provide monies to pay for two (2) general City use Burroughs 6800 computers and needed air conditioning, UPS (uninterrupted power source) and computer installation, and building modifications effectively curtailed the rapid progress, both in plans for computer hardware upgrading and software development that was being achieved by the Police Department. ITS Committee Recommendations Through the vehicle of the ITS Committee and in the name of expected cost economies of site consolidation, a course of action was implemented that far exceeded the committee's original recommendations. The original concept paper for the City of Miami's Information and Telecommunications System envisioned the City using computers similar to the Police Department's Digital Equipment Company (DEC) hardware for both the Fire and the Management Services Departments so that there would be compatible computer equipment City-wide, which would save money by having all programming efforts accomplished for and usable by all the City departments. The concept paper, which advocated the placing of the City of Miami's computers and the Computer Systems Group (now the Department of Computers and Communications) 'in the Police building, stated that by placing all of the computer equipment to be used by the other City departments along with the then proposed automatic fingerprint identification computer system in the fifth floor inner core of the Police building, it would make it "very compact" in the Computer Room. This recommendation never envisioned that the City would purchase not one but two Burroughs 6800 large conputersand related massive hardware. The report further stated that the other City department computers tiere to only use 600 square feet of the Computer Room and another 600 square feet of the third floor, which was to house .ITS personnel. Police Building mace Occupied AX the Department of Computers and Communications `-` The total Police building space that was to be used for the combined City-wide computer applications and ITS management personnel, which was reorganized into the Department of Computers and Communications, was to only consists of 1,200 square feet. This total operation is presently utilizing 8,626 square feet of 83-'7171 1 4 :lot; a rd V. r:► ry —3- space that was supposed to be used for a building built with funds dedicated for Police operations. It must be pointed out that the fifth floor Computer Room, with ' its tape and disc libraries and maintenance offices, encompasses 3,250 square feet. The Police computers are utilizing approximately 795 square feet with an additionnal 228 square feet being presently prepared for the Rockwell Automatic Fingerprint Computer System. After this installation, the Police computers will then be occupying approximately 1,058 square feet of the Computer Room. The City—wide use Burroughs 6800's and associated hardware will be taking up approximately 2,192 square feet of Computer Room space. In addition, at the direction of the previous City Manager, the Department of Computers and Communications has been provided with another 4,00n square feet of third floor building core space. Space Use Agreement Between Police and DCC In January, 1979, the Department of Computers and Communications successfully obtained the third floor core consisting of 4,000 square feet. At that time, an agreement was made between the Police and DCC department heads that the DCC programming staff would remain in the Matson Building and that with the phase out of their keypunch operators, approximately 1,550 square feet of the third floor, specifically the north side of the core, would be returned to the Police for the needed expansion of the Personnel and Management Section functions. Instead of abiding by this agreement, Mr. William Smith, then Director for the Department of Computers and Communications, partitioned off the total area into a gerbil maze configuration and brought in all of his personnel from the Watson Building. What in effect has happened within the last two (2) years is that the. administrative staff of the Communications Department, formerly headed by the now deceased director, Mr. Ben Demby, have abandoned their offices in the Watson Building and have taken up residence in a building designed and built only to house the Police Department. Impact on Present Police Operations To provide the third floor 4.000 square feet of space presently used by DCC, it was necessary for the Police Department's Computer Systems Development Unit staff to move to the offices, which was occupied and designed for the Criminal Information Center and Polygraph Room. The Criminal Information Center was evicted and compressed into space on the north side of the, fifth floor. This area had been dedicated for use by the Criminal Investigations of the Special 'tactical Teams, which concentrate their efforts on the crime specifics of robbery and burglary in addition to fencing and pawnshop activities. In order to cake this space functional, it was necessary to block off an internal passageway with portable 83-'71 11 %JOwJard V. Gary -4- acoustical sound barriers and to utilize prisoner holding rooms for criminal mug files. Intra-Department Personnel Conflict Some police personnel are concerned and resentful of the fact that another City department is being housed in the Police building with the real and fancied knowledge that they have or could possibly be displaced from their work space. There is realization by many of our personnel that the Department of Computers and Communications is already cramped in the 4.0no square feet of the third floor core by their own policy of transferring their programming and administrative staff to the Police building. It is also recognized that the fifth floor Computer Room has exceeded the capacity for which it was designed. The cramming into the room of two additional large computers and related hardware and air conditioning units has reached the point that there is no further room for the installation of additional hardware, which we know to be an absolute future necessity. There has already been a request from the Criminal Information Center personnel to be returned to their previous quarters that had been taken from them because of the DCC acquisition of the third floor core. There is no doubt that the Department of Computers and Communications must expand, and we feel that any further expansion into additional Police building space will result in continued strained relations and bickering -between the two departments. Future Police Space Needs While the Police Department personnel complement has been reduced over the past five (5) years, the 1980-81 budget has authorized a return to the over 900 level. If we are to be able to satisfactorily provide protection to the general public of our City, we must increase our sworn and non -sworn positions to well over the 1,000 level during the next three (3) years. We must be in a position to house the necessary line and support personnel -dedicated to Police operations. We cannot in good conscience abandon the modernistic concepts and propises that we made to the City of Miami to persuade them to pay additional taxes to modernize the Police so that they could receive a higher level of service. Recommended Solution To assist the Police Department, the Department of Computers and Communications as well as the City as a whole, it is recommended that the following immediate steps be taken: 83-71 7 uoward V. Cary 1. Relocate as rapidly as possible the DCC administrative, programming, and keypunch staff to another location, possibly to the Watson Building from which they cane. 2. Lease or build a proper City—wide use conputer facility with enough room for eventual expansion, and relocate to the new facility the Burroughs computers and associated hardware. 3. After the move to their new facility, the Department o.' Computers and Communications would return the operation and control of the DEC computers to the Police Department. KIE: as p 83-71'7 r ,» CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO P-indolph Rosencrantz DATE July 1, 1983 FILE Assistant City',Linager SUBJECT: Inspection of Building for Possible Relocation Department of Carrputers Sarni t Roy ^A f HGM Director of CaT%)ut erg REFERENCES Carlos E. Garcia( /r / FNCIOsuHF.s. Director of Financ' , V Per your instructions, Donal R. Stewart, Property Manager, and Computer Department Personnel made an inspection of the building located on Tigertail Avenue in Coconut Grove belonging to the Coconut Grove Bank as a possible site for the relocation of the Department of Cimputers. The building is three stories of which the first floor is mainly for parking beneath the building and a mall lobby, UPS roan, battery room, FPL vault and storage. The second floor is general office space with some movable roam partitions and the third floor is half office and half computer roan space. The total building is conprised of approximately 20,540 square feet of which the'canputer roan represents about 5024 square feet. The inspection of the interior of the premises revealed that the carpeting in the office spaces viiich is 15,000 square feet, is in a deplorable state of disrepair and badly soiled. It is doubtful that this carpet could be cleaned well enough to be usable. Also the \%allpaper and the free standing partitions show a greal deal of soil but feel that these could possibly be cleaned and replaced if necessary vzthout a great deal of expense. HMever, if carpeting needed replacing it is conceivable it could cost approximately $10,000 to $12,000 at $6.00 to $7.00 a square yard. It uas the opinion of the computer personnel \%ho were involved in this inspection that very little work v&ould be needed in the canputer room. The 4 individual C.onputeTp airconditioning units seen to be adequate to cool the space and the raised floor is in place. The Haylon Chemical System is in place, fully charged. The building is sprinkled and is also equipped with a back-up standby generator and battery system in case of power failure. As to adequate electrical power, Ryder Systens and Jartran, Inc., the former tenants of the building, had far more equilimnt and carg3uters than the City would install. 83--'71` 4 �.. i,zndolph Rosencrantz Assistant City ?."onager Page 2 of 2 July 1, 1983 In speaking vA th Mr. Arthur S. Peacock, Jr., Senior Vice President of the Coconut Grove Bank, he stated that Captain Larry %cmnler of the Miami Police Departmcnt had made an offer of $210,000 annual rent for the total facility. lie further stated that, the bank had not had an opportunity to evaluate this offer as their initial asking price xva s $350,000 a year. The term of the lease was discussed with hir. Peacock and a three year lease with a tvo year option at the constant rate vas agreeable. It \%as discussed that the maintenance of the exterior, roof and windoa.,s of the building would be that of the bank and the interior mmintenance and landscaping would be that of the City. RECCM-lENTDATIOy: The concensus of opinion of the Finance and Computers Departments in that the City enter into active negotiations with the bank to lease this facility, that the City offer $240,000.00 annually, for the 3 year lease and a 2 year option, and in return, the bank --could replace the carpet, paint the interior and furnish the City's identification on the exterior of the building change wall paper and clean fabrics, rmve few partition valls, erect ceiling to floor partitions as required, and provide 70 parking spaces. Comparison of square foot rates for comparable type buildings was not possible, as this building is a canputer facility. However, it was noted that the building diagonally across the street from this building is asking $23 to $25 a square foot, and similar computer facilities have been known to lease at $30 to $33 a square foot, annually. In addition if the City leased a building chat was not set up for eamputers, it is estimated that to provide the necessary equipment and construction would conservatively cost approximately $1,200,000.00. Based on the above, if a decision is rode to relocate the Department of Computers it is recan:?nded that the City lease, at the terns and conditions outlined for the building located at 2850 Tiger Tail Avenue, Coconut Grove. Attached is same data concerning the building as gathered by Captain Larry Bounler of the Police Department. Please note that it has been estimated at $30,000.00 annually for electricity by the Department of CaTputers. SR: CM : DRS:mac Enc.; as stated 83-.71.'7, G-.d FI (.)or Lobby t ;'S ?oom E-ittery Room F.P.L. Vault Storage 2n'd = loor Offices Classrooms s _ Conference room Proaram room Lounge 3rd loor Computer area Raised floor Repair room Vault Storage Of f ices Haylon Room Reception area 4,224 140 440 220 Total 2,018 9,261 511024 4,237 201540 Sq. Ft. 83-717,