HomeMy WebLinkAbout08/20/1996, C-16 - INVITATION FOR BIDS FOR OFFICE APPLICATION SOFTWARE AND NETWORK CARDS councit
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C I TY OF SAN LU IS 0 B 1 S P 0
FROM: Bill Statler, Director of Finance W19PL
SUBJECT: INVITATION FOR BIDS FOR OFFICE
APPLICATION SOFTWARE AND NETWORK CARDS
CAO RECONEME4DATION
Approve an invitation for bids (IFB) for the purchase of office application software and network
interface cards, and authorize the CAO to award the bid if within the purchase cost estimate.
DISCUSSION
Background
New office application software for all City users is an integral part of the "desktop" technology
upgrade project approved by the Council as part of the 1995-97 Financial Plan and 1995-96 mid-
year budget review. Other improvements include: migrating to Windows 95 for all 225 City
networked workstations (which support 350 users) as the City's desktop operating system;
replacing 120 workstations; and making hardware upgrades to about 25 workstations.
The MIS Steering Committee has performed an in-depth review of office "suite" alternatives, and
has selected Microsoft's Office 95 as the City's standard. This "suite" of applications will provide
each City user with the following features:
■ Word processing MS Word
■ Spreadsheet Excel
■ Presentation graphics Powerpoint
Additionally, while we will be retaining our current software for electronic mail, calendaring and
scheduling (GroupWise), we need to upgrade to a more current version that will be compatible
with Windows 95. Lastly, in order to stay current with technology standards, we will be
changing our network interface card standard from Ethernet 10 megabits per second(Mbs)to 100
Mbs. Networks running at this increased speed result in a ten-fold improvement in data
transmission, which will be required for future GIS and imaging applications. While
implementation of this standard will be phased-in over time, it makes sense to install upgraded
network cards in the new workstations: it will move us closer to the new standard, and it will
significantly reduce deployment efforts in what will be a very logistically complex project.
Project Scope
For our new workstations,we have ordered the Office 95 Suite pre-installed on each workstation.
Accordingly, we only need to purchase 95 software licenses at this time for the workstations that
Council Agenda Report- 1FB for Office Application Software and Networlt Canis
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we will not be replacing (105 workstations less the 10 copies of the upgraded software we have
already purchased for evaluation purposes). As discussed above, we will be purchasing new
network cards for the new replacement workstations, and we will be purchasing upgraded
GroupWise software for all City users, including those who share a workstation.
The following summarizes the proposed software and network card purchases:
Proposed Purchase Summary
Estimated Fctimatxt
Application Site Licenses Unit Price Quantity Total
Windows 95 $85.00 95 $8,075
Office 95 (Word, Excel, Powerpoint) 180.00 95 17,100
GroupWise (electronic mail, calendar and scheduling) 45.00 350 15,750
Network cards (3Com Ethernet 10/100) 115.00 120 13,800
Subtotal $54,725
Sales tax @ 7.25% 3,975
TOTAL $58,700
As reflected above, the estimated cost of this purchase is about $58,000. Because even small
variances in unit prices can affect the overall cost, it is recommended that the CAO be authorized
to award the contract if pricing is within 10% of these amounts.
Proposed Purchase Process
Since the items purchased are largely commodity, "name-brand" items, this will be an "invitation
for bid" process where contract award will be based primarily on price. In addition to placing
the notice inviting bids in the Telegram Tribune, we will mail the IFB package to all computer
dealers located in the City as well as our State cooperative bidding sources (CompUSA and
CompuComSystems) and the vendor selected to assist us in implementing our netware and
workstation upgrade project (InteliSys).
FISCAL DIPACT
This software and network upgrade is a planned part of the "desktop" technology improvement
project, and adequate funds are available in the 1995-97 Financial Plan for this purpose.
ATTACENWNTS
■ Invitation for bid office application software and network cards
(Available for review in the Courrcil Office) C:OFFCSOFr.CAR
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