2002-06-26 CC Packet - Laserfiche WebLink

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- . " " It is mandatory that all vendors who previously provided price quotes be mailed this request for quotations as a courtesy, Before the City Administrator solicits quotations, there are several issues that need responses: 1, Council has approved 3 motions concerning computers for $1,700 for the Finance . Director's computer, $3,000 for virus and computer repairs, and up to $20,000 for the previous round of solicitations. I believe all 3 of these motions need to be rescinded and I request Mr. Hoeft's opinion Otherwise, the audit record will be inaccurate. 2, Staffs request for a server adds perhaps $5,000 to the total cost. A cheaper alternative is to provide 40GB hard drives on each computer and forgo the server completely or phase in at a later time, Internet access would still be through individual computers and there is no difference in software as the server is only a file cabinet and backup system. The specification provides 650MB rewritable CD's for each workstation that can back up data. 3. Staffs request does not provide for a new computer(s) at the Public Works Building. Before proceeding, I would like an assessment of the computer needs for employees at that location. 4. I understand that there is a clear need for new computers for the City Administrator, Director of Finance, and Accounting Clerk. I have heard of no problems associated with the Receptionist or Clerk's computers. We can save money by only ordering what is needed and I look forward to an analysis of the problems with each computer. 5. We can save money by reusing keyboards and monitors. There really is no need to purchase these unless a part is failing. 6. We can not move forward until it is clearly understood what the computer requirements are for the SENSUS water monitoring software. SENSUS has the potential to lower water system costs by automatic readouts of water use in homes and businesses (This issue was identified as a need by Council Member Capra.) 7. If there are additional requirements for engineering needs by Public Works Employees we need to understand those needs prior to asking for solicitations. Depending on the answers to the above questions, the configuration can change considerably. Please remember that this process is completely different from the initial process. In this request for quotations, the City is requesting cost information to make a decision. The previous quotations were based on vendor's experience and preference. The dollar amounts will not be the same if compared between the two processes as the configurations are completely different in many instances.