2002-06-26 CC Packet - Laserfiche WebLink

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-- ----~ I / .. . . June 19, 2002 To: Council City Administrator Director of Finance City Attorney RE: Computer Specifications From: Tim Swedberg, Mayor At the special Council meeting on Monday June 17, Council requested a new procurement process requiring each vendor to provide quotes for the same equipment - "apples to apples". Council chose not to use a process authorized by motion at the June 12 Council Meeting that required vendors to make their independent recommendations based on their experience and perception of the City's needs. Under the original process it was impossible to compare the unique specifications of each vendor and therefore, both equipment and costs were unique to each quote. At the Special Council Meeting, I was asked by Council to provide specifications that all vendors could respond to - in essence a standard configuration. With this letter, I am fulfilling Council's request. I informed Ms. Moore-Sykes on Tuesday after lunch that the computer experts at my office were not available on Tuesday in response to her voice mail message. On Wednesday morning, I met with the computer experts for 3-hours and attached is the list of equipment that will meet the needs of the City and provide vendors and Council with comparable information. I want to make it clear from the beginning that this is a simple purchase of standardized ~. 1j'1!> computer hardware and software that can be procured from numerous vendors such as Iy L .J.- ,I IBM, Hewlett Packard, Dell, Gateway or any other computer manufacturer. In fact, this Vl,fc:/;/ equipment can be purchased online at any of these vendors. This equipment may also "., }v (- be purchased through vendors who assemble computers individually. The State of /t"'J>~~C' Minnesota contract may have all of this equipment and should be the first source rf'\ '\ . checked and if available purchased from the State source. It also appears that North "\"X ch Metro TV Channel 15 may provide both equipment and free support. \)'V' This specification requires installation and a warranty on hardware or parts for 3 years. It does not nor should it be intended as a contract for servicing the computers over the 3-year period. Emergency service to address computer software problems, viruses, or internet problems is completely outside the scope of this specification. The City is not hiring a vendor to provide service after installation, nor were we in the prior quotation. l__