HomeMy WebLinkAboutAgenda Statement 1987/11/03 Item 4
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COUNCIL AGENDA STATEMENT
• Item 4
Meeting Date 11/3/87
ITEM TITLE: Resolution ~~-~-`~'^~~ Authorizing expenditure of budgeted
funds for additional computer hardware and related service
agreements and waiving the bid process
SUBMITTED BY: Library Directo r
REVIEWED BY: City Manager ~~' (4/5ths Vote: Yes No X )
The FY 1987-88 budget allocated $48,866 for the purchase of one new 192MB disk
drive and its attendant service agreements. The Library is proceeding with
the purchase of this disk drive but for the reasons stated below desires to
purchase a second disk drive and additional memory.
During budget review, Council expressed concern over the amount budgeted for a
single disk drive and directed that if monies remained after purchase of the
one drive that remaining monies not be diverted to any other purposes.
RECOMMENDATION: Adopt the resolution authorizing the purchase and
maintenance of two 192MB disk drives and one MB memory for the present Eclipse
• S/140.
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
The FY 1987-88 budget included one new disk drive for improved library
operations and the implementation of the National City circulation contract.
It has been determined that our system vendor, OCLC, can now supply the
operating systems and maintenance for support of refurbished hardware. At
budget preparation time OCLC would only support new equipment. The
appropriateness of purchasing refurbished hardware has been reviewed by John
Pavlicek, the City's Data Processing Manager, and he believes it will meet the
City's needs at a substantial reduced cost. Two refurbished disks can be
acquired at about half the cost of one new one.
The second disk drive is needed to improve current operations and will be
essential by July 1, 1988, when the two County branches become part of the
Chula Vista Public Library's operations. A phase-out contract with the San
Diego County Library System, which currently operates these two branches, was
approved by Council October 13, 1987. It was not anticipated during the
current years budget preparation cycle that the City would have to assume
operational responsibility for these libraries in July 1988.
•
Page 2, Item 4
• Meeting Date-1~T73787
In addition to the need for the upgrades in our system at this time, two disk
drives can be installed in approximately the same amount of time as one disk
drive. The purchase and installation of both disk drives at the same time
will reduce installation costs and minimize down time and the possible
disruption of public services.
Acquisition of more memory (1M6-megabyte) will improve our computer response
time which on occasion degenerates to almost half a minute. Implementing the
computerized video checkout in December 1986, initiating computer circulation
in National City in June 1987, and the general increase in the use of
terminals throughout the Library has resulted in the computer operating more
slowly. There is a decrease in staff productivity and patrons wait longer in
checkout lines.
OCLC is the sole source of software and hardware support of this customized
automated library system. OCLC is contractually accountable for the operation
of this automated system and will supply service agreements only on OCLC
certified equipment. It would not be financially advantageous to the City to
purchase the two disk drives from another vendor which would subsequently have
to be certified by OCLC. This would lead to renegotiation of associated
service agreements which would offset any speculative savings. The hardware
and service agreements are a package quotation.
• The Library requests a waiver of the bid process and authorization to purchase
the requested hardware and services through OCLC. A breakdown of costs for
the requested hardware and services follows:
2 Data General 192MB Disk Drives, Refurbished $10,000,00
1 1MB Memory Board 10,070.00
1 OCLC Operating System Upgrade 1,000.00
8 192MB Dysan Disk Packs 5,172,80
Data General Installation 2,200.00
OCLC Hardware Maintenance 4,320.00
TOTAL $32,762.80
This equipment is vitally needed for continued operation and expansion of the
Library's automated circulation system.
FISCAL IMPACT: Sufficient funds are available in the FY 1987-88 budget in
Accounts 100-1680-5568 and 100-1680-5268.
WPC 0050E
:~y the City Co!ancil of
Chula Vista, California
Dated ~ - -
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