Fort Walton Beach Council agenda — 10-08-02 regular Council agenda — reading text

Please take the necessary the City Manager and action so that we may prepare the Memorandum for Approval by Council. The bid file is available for review at the Purchasing Department. c The following information is furnished for those items applicable to Purchasing on the Request To Award Bid Memorandum: ITEM NO.lDESCRIPTON RESPONSE 16. Number of Bids Solicited 16 17. Number of Bids Received 3 18. Number of Responsive Bids 3 24. Tabulation Attached Yes 30. State Contract No C MT/ me  o o CITY COUNCIL MEETING October 8, 2002 Purchase ofDASD Equipment for the AS/ 400 Computer c Agenda Item No.- C3 c  I""". V o CITY OF FORT WALTON BEACH, FLORIDA c MEMORANDUM DATE: October 1, 2002 TO: Reid Silverboard, City Manager j25 FROM: Dominick Fiorentino, M.I.S. Director SUBJECT: AS/ 400 DASD REQUEST BACKGROUND: In August, 1994 the City of Fort Walton Beach installed the ffiM AS/ 400 computer s main computer operations for system. The AS/ 400 has been the backbone of the city' with incremental upgrades in 1995 and 1998 respectively. In the prior overeight years 2001- 2002 we budgeted to add Disk Access Storage Devices (DASD) to budget year threshold. supplement the existing storage capacity when it exceeded the sixty percent The MIS Department has been closely monitoring the DASD usage on a minimum of a ofDASD. monthly basis to help us develop the best possible plan for the timely addition As expected the threshold of sixty percent capacity did occur during fiscal year 2001- c 2002. We also were for new DASD architecture to come to the market place so waiting we could position ourselves with newer technology at a more reasonable price. DISCUSSION: As of September 30, 2002 the AS/ 400 DASD usage reached sixty- nine percent and we are now faced with the task of proceeding with a DASD upgrade. I have been in which is an ffiM value added negotiations with HTE VAR,LLC of Chamblee, Georgia reseller. By dealingwith a VAR we have the opportunity to negotiate lower pricing than if we buy directly ftom ffiM. the VAR The ffiM price for the upgrade is listed at $ 24,940. Through negotiations with we were able to negotiate a 25. 43% discount or a savings of $6, 342. This is ffiM for the AS/ 400. equipment specially designed 10f2 J:\DPT027A\ MEMOS\ MEM02002\ M0210011. DOC  o c RECOMMENDATION: 18, 598 for the equipment necessary I recommend that we accept the negotiated price of $ to HTE VAR,LLC of Chamblee, to add the DASD to the AS/ 400 and make the award Georgia as sole source provider ( ffiM Brand equipment). Council Agenda for I request you place this item on the October 8, 2002 City in account 001- consideration. Funds are budgeted and if approved funds are available 8500- 519- 6420 ( Computer Equipment greater than $ 500). Installation is included in the purchase price and will be arranged with ffiM when the equipment is received. Recommended motion: Code of Ordinances, Pursuant to Chapter 2, Section 2- 266, Fort Walton Beach 400 DASD equipment upgrade from HTE request authorization to purchase AS/ for the mM AS/ 400 VAR,LLC of Chamblee, Georgia as sole source vendor 18, 598 as outlined in the proposal for Computer System at the negotiated price of $ the of Fort Walton Beach dated September 30, 2002. City C?~ c Dominick A Fiorentino S. Director M.I. Attachment/I Idaf 20f2 DPT027A\ J:\ MEMOS\ MEM02002\ M0210011. DOC  o o c' HTE VAR fe"~ lfI f: iR rUl pl "Y HTE VAR Proposal For City of Ft.Walton Beach - 917GB Disk Drives c September 30, 2002 Bill Boyle HTE VAR, LLC 770- 216-4425 bil bovle(6)htevar .com www.htevar.com  c c 9/ 30/ 2002 Price Quote c HTE VAR al''tI'lk.I':.! e"''''~ RCflIIIfHU'.' Configuration Summary: Additional disk for AS/400 Model 620 Serial aty Unit Purchase Maint Product Description Price Price Action list for 9406-620000006B4D 9406-620 AS/ 400E SYSTEM UNIT 000006B4D 1 Additions: NOTIFY CSO AFTER 3 1 N/ C INSTALL 1$ 6, 000 $ 4, 560 2748 PCI RAID DISK UNIT CTLR 2924 ENGLISH 1 N/ C 5027 SOFTWARE VERSION V4R5 1 N/ C 6818 17 .54GB 10K RPM DISK UNIT 9$ 2, 010 $ 13, 752 1$ 850 $ 646 $ 69 / month 7128 DASD EXPANSION UNIT 7128 DASD Expansion Unit required for drives 6 thru 10 Second 7128 required for drives 11 thru 15 2748 RAID Controller will be installed in System Unit and existing 2741 RAID Controller moved to c System Unit Expansion Tower Hardware List Price: 24, 940 1~. 598 City of Ft. Walton Beach Purchase Price: Why HTE VAR is the right choice: Our only customer is an HTE Inc. customer! We specialize in hardware solutions and services for HTE applications. Our exclusive partnership with HTE, Inc. and our Premier Partner status with IBM ensures that no one has a deeper knowledge of HTE applications, IBM iSeries, and how they work together We invest in your success by staying current on the progress of the HTE applications and how they run on IBM iSeries hardware. Because we assist in the specification of the HTE iSeries platform, we are its very best. experts on how to make your HTE environment perform at Voice: 770- 216-4425. Fax: 407-650- 2963 HTE VAR, LLC.. 3168 Mercer University Dr. . Suite 100. Chamblee, GA 30341. c 2  c' o 9/ 30/ 2002 Price Quote c' HTE VAR r"tnlc.' r:.tR CU*PfJ' IJ ffI\ IIBZ AS/400 Model 620 with additional drives si....., Io........... c T_""'" 30341. 2164425. Fax: Voice: 770- 407-650- 2963 HTE VAR, LLC.. 3168 Mercer University Dr. . Suite 100. Chamblee, GA c 3  o 9/ 30/ 2002 Price Quote HTE VAR J' trtk. I r:.JR cHtJlCR! PAYMENT SCHEDULE in two steps. HTE VAR' s standard payment terms listed below are defined 50% At time of execution of contracts 50% At completion of on- site installation Product Agreements and upon receipt The initial payment invoiced at the signing of HTE VAR hardware and fund on-site of purchase order enables HTE VAR to purchase necessary expenses. The second payment invoiced at the completion of the on-site