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Home My WebLink AboutVI (F) Disscussion re Computers and Networking for Planning Department "CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" AGENDA 11-21-95 ()COGf- Item VI F 6`( 4. ` ` 1° CITY OF OCOEERUSTY JOHNSON ... r O. 150 N.LAKESHORE DRIVE PAUL W.FOSTER v D OCOEE FLORIDA 34761-2258 SCOTT A.GLASS V. �V (407)656-2322 JIM GLEASON yr�p >4 QTY MANAGER OF G ELLIS SHAPIRO STAFF REPORT SRP-530 Date: November 15, 1995 To: The Honorable Mayor and City Commissioners From: Russell B. Wagner, AICP, Director of Planning Subject: Computer Purchase and Networking ISSUE: Should the City Commission approve funding for the purchase of a new computer and networking for the Planning Department? BACKGROUND: As part of the FY 1996 Planning Department Budget,the City Commission approved a new Clerk-Stenographer position and the purchase of two (2) standard personal computers (PCs). Before the adoption of the new budget, the Planning Department utilized one City-owned 286-PC and leased two additional 486-PCs from Sun Atlantic Computers. Part-time clerical staff used the 286-PC and the Planner and Administrative Secretary used the leased PCs. The FY 1996 Planning Department Budget Request was submitted with the intention of having the new Clerk-Stenographer use the existing 286-PC and the Planner and Administrative Secretary would use the two new PCs thereby replacing the two leased PCs. After the adoption of the new budget, Planning Staff found that recent technology breakthroughs and sales competition had lowered the price of Pentium PCs. The new Pentium PCs were consistent with and exceeded the Ocoee Computer Committee's definition of a standard PC. Accordingly, the Planning Department purchased two 90 megahertz Pentium PCs to replace the leased 486 PCs. The two PCs cost $5,724.00 or $1,026.00 less than the amount allocated ($6,750.00)to capital account#001-515-6405. Additionally, the Printer purchased by the Planning Department cost $1,338.79 or $161.21 less than the budgeted amount. This, then, leaves$1,187.21 remaining in the capital account. During the time staff researched the purchase of the most appropriate computers for the Department, a significant compatibility problem between the existing 286 and the new Pentium PCs was discovered. We felt that we had avoided this potential compatibility issue by staying with the same brand name software (WordPerfect by Novell);however,the 286 PC does not have adequate memory or computing speed to handle the newer Windows 95 software. In essence,this situation has severely restricted our ability to maximize the use of the new computers and staff. ox �41y City Commission Staff Report - SRP-530 Subject: Computer Purchase and Networking November 15, 1995 Page Two DISCUSSION: There are two options for resolving the compatibility problem between the PCS: (1) upgrade the existing 286-PC; or (2) purchase another Pentium PC to be used by the Clerk-Stenographer. Both solutions propose to network the two PCS used by the Administrative Secretary and Clerk- Stenographer. The first option,upgrading the 286-PC,would include the following: (a)replace the existing 286 Coprocessor with a 486-DX2-66 Coprocessor; (b) add 4 megabytes of random access memory; (c) replace the existing keyboard; and (d) install Cnet Business System Netware, cables, and network cards. The estimated cost of this upgrade is$1,172.20. The Planning Department could pay for this upgrade within the current budget with the$1,187.21 remaining in the capital account;however,staff felt that other options should be evaluated prior to spending over$1,000 on the upgrade of an outmoded PC which would still need to share software with the new Pentium PC and be without battery back-up. The second option is to purchase another,more basic,Pentium PC from the same supplier. The estimated cost of a 75 megahertz Pentium PC with 8 megabytes of random access memory, 1 gigabyte of hard drive memory, Windows 95,and compatible software is approximately $2,000.00. The Computer Committee specification provides that battery back-ups be purchased with all new computers, and staff estimates the back-up would cost $200.00. Networking two of the new PCS would cost about $450.00, although an additional $200.00 would permit networking all three computers. Therefore, the total cost of a new PC with 3-way networking would be $2,850.00 or$1,662.79 more than the Planning Department has left over in the capital account. The advantage of purchasing a new PC versus upgrading the old one is that the new PC's specifications exceed the specifications of the proposed upgrade and include the new, compatible software. A new Pentium PC for the Clerk-Stenographer would also significantly improve the long-term efficiency of the Planning Department and avoid future compatibility problems;as opposed to upgrading the existing 286-PC to provide a limited short-term solution to our needs. This will also preclude the need to purchase any other computer in the future for the Clerk-Stenographer since it meets the City standard for new computers. RECOMMENDATION: Staff respectfully recommends that the City Commission approve the purchase of a new base model Pentium PC from Quantex by utilizing the $1,187.21 remaining in the Planning Department capital account, and approving a $1,662.79 budget transfer from the City Commission contingency fund to the Planning Department capital account to fund the PC purchase and networking. This transfer would result in a contingency fund balance of$113,667.21.