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Home My WebLink About8/1/2001 - STAFF REPORTS (13) DATE: August 1, 2001 TO: City Council FROM: Director, Procurement and Contracting APPROVE PURCHASE OF NETWORKED RECORDS MANAGEMENT AND IMAGING SYSTEM EQUIPMENT, SOFTWARE AND MICROFILM CONVERSION SERVICES RECOMMENDATION: That City Council approve purchase of equipment, software, training and services from Canon Business Solutions in the amount of$137,587 and equipment and softwarefrom Dell Computer Corporation in the amount of $11,719, grand total, $149,306 to (1) provide backup capability for the city's records management system; (2) increase storage capacity for the system; (3) to add necessary scanning and work stations for Building Division of Planning and Building Department and (4) convert 750,000 microfilm images for Building Division to digital format. SUMMARY: Four areas have been identified as top priorities for the ongoing implementation of the city wide electronic records management system. They are: (1) providing for backup of the system; (2) addition of required storage space through purchase of a large jukebox; (3) adding capability to scan full sized plans for Building Division and Fire Department by purchasing a scanner and work station for Building Division; and, (4) conversion of 750,000 deteriorating microfiche images to digital images by Canon. These critical areas require expenditure of the entire 2001-2002 funding allocated for records management. Expansion of the system into additional departments will need to be deferred due to budget constraints. BACKGROUND: On March 1, 2000, City Council approved acquisition of a Records Management Backbone System in response to the Council's stated support for utilizing technology to increase productivity and efficiency, as well as to provide information quicker and easier over the internet and intranet. The system has been successful for the user departments who include the City Clerk's Office, Human Resources, Building Division of Planning and Building Department, Fire Department and Engineering. Requests have been received to expand the system to other departments, including Finance, Economic Development, Aviation and Procurement and Contracting during the current fiscal year. To accomplish the system build out to additional departments as well as to provide support to enable the existing user departments to carry forward their programs, $300,000 was requested in the Capital Improvement Budget CIP for FY2001-2002. Competing needs for the limited funding available resulted in only $150,000 being approved. The impact on the planned utilization will be significant. Additional users will not be able to be added during this fiscal year because the system is currently maxed out with the existing users. IAA PAGE 2 APPROVE NETWORKED RECORDS MANAGEMENT AND IMAGING SYSTEM The entire allocation will need to be utilized to support the existing users as follows: PROVIDE SYSTEM BACK UP CAPABILITY In order to assure that data stored on the system cannot be inadvertently lost, a reliable method of creating a"back up copy" of this data is essential. The current system does not have a reliable back up system. Hard copies of scanned records cannot be disposed of until a reliable back up system is in place. The City currently uses a Quantum 7000 DLT tape backup system. This tape backup system has the ability to backup data from the City's base set of 12 servers.. With the addition of the 3 imaging servers and a jukebox, plus the forecasted needs that the imaging system places upon the system backbone, the backup unit currently in use must be upgraded. Purchase of the proposed backup system will allow the flexibility to backup the main set of servers, as well as the imaging system servers and jukebox. This solution will increase performance of the system backbone so that the time to do a backup will be reduced. This will stop the backups from running into the morning hours when users start to login to use the system. It will add redundancy in case there is a problem with the main router that is serving the City's backbone, and it will increase throughput for imaging applications. INCREASE STORAGE CAPACITY Purchase of a large jukebox will provide the capability to safely store the data. The existing jukebox is "maxed out". The lack of an adequately sized jukebox is creating a system-wide problem. For example, the City Clerk wishes to make the city council agenda "searchable". This service will not be able to be implemented until a larger jukebox is added. BUILDING DIVISION SCANNER & WORKSTATION Building Division needs to begin scanning full sized plans for storage on the system. Previously these plans were sent to an outside firm for microfilming. Last year this firm went out of business, necessitating the storage of bulk plans for Building Division and Fire Department until a full plan-sized scanner could be purchased. An entire storage room has been filled with these plans. Business Division will scan plans into digital format for themselves and for the Fire Department CONVERSION AND INDEXING OF 750,000 MICROFICHE IMAGES The Building Division currently has over 750,000 microfilmed documents stored on microfiche. These fiche have been used for over twenty years and are in a state of serious deterioration. Conversion of these microfilmed images to digital format will preserve the permit histories for all existing building in the City. The microfilmed images have degraded to the point that conversion to digital format may not be possible if action is not taken within the near future. Canon Business Solutions has proposed to Iahz PAGE 3 APPROVE NETWORKED RECORD MANAGEMENT AND IMAGING SYSTEM convert all of the microfilmed documents at onetime. In-house conversion of the images is not possible with the staff available. Provide System Backup Capability 1. 1-Dell 1400GX-400 Desktop - Backup station 1,510 2. 1- Dell HOT tape backup with controller $3,033 3. 1-Adaptec 2916ON SCSI controller 284 4. 2-Intel Pro/1000 T Server Adapter NIC ($176.00 ea.) 352 5. 1-Veritas Server backup Software 916 6. 1 O-Veritas power suite remote client 3,320 7. 1-Veritas Exchange remote Client 397 8. 1-Veritas SQL remote Client 397 Total: $10,209 Products required for the increased storage capacity and Scanner and work station for Building Division to be provided by Canon Business Solutions are as follows: Increase System Storage Capacity: • OTG Disk Xtender $ 5,691 • Plasmon 156 Slot, 6 Drive Jukebox, w/9.1GB Drives 42,570 • 156 Plasmon, 9.1GB Media, @ $113 17,628 • Adaptc 2940U Card 306 • Belkin Omni View Pro 8-Port 470 Total: $66,665 Building Division: • ANAtech Evolution Pro Scanner, Productivity Suite Software 16,580 LTD Stand, Preditor Software, Installation & Setup, One Day Onsite Training & One Year ANAtech Onsite Warranty • Adaptic 2940 U Card 306 • OTG Scan Xtender 536 • DELL Workstation 1,510 • Installation and Training 4,000 Total: $22,932 Conversion & Indexing of 750,000 Microfilm Images $49,500 SUMMARY: • Provide System Backup Capability $ 10,209 • Increase System Data Storage Capacity 66,665 • Building Division Scanner &Workstation 22,932 • Convert 750,000 microfilm images 49,500 GRAND TOTAL: $149,306 A43 PAGE 4 APPROVE NETWORKED RECORD MANAGEMENT AND IMAGING SYSTEM Pricing is per participation in the State of California Multiple Award Schedule (CMAS). The Director of Procurement and Contracting, pursuant to the requirements of Section 3.12.270.6 of the Municipal Code finds that the competitive process conducted by the State of California for the proposed equipment, software and services is adequate to protect the public interest, and the total costs are likely to be less than could be obtained through an independent competitive process. Funds are available in the amount of$150,000 in the Capital Improvement Budget Account#261-1395-54022. r� 'lam HAROLD E. GOOD, CPPO /iMrectorRUNGE Director of Procurement & Contracting of Information Technology APPROVE��/ City Manager ` Attachment: (1) Minute Order for Dell (2) Minute Order for Canon REVIEWED BY DEPT.OF FINANCE i �AY H- f - MINUTE ORDER NO. 6901 APPROVING PURCHASE OF PRODUCTS AND SERVICES FROM CANON BUSINESS SOLUTIONS FOR NETWORKED RECORDS MANAGEMENT AND IMAGING SYSTEM THROUGH THE STATE OF CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) IN THE AMOUNT OF $137,587, INCLUDING SALES TAX, DELIVERY AND TRAINING. ------------------ I HEREBY CERTIFY that this Minute Order, approving purchase of products and services from Canon Business Solutions for networked records management and imaging system through the State of California Multiple Award Schedule (CMAS) in the amount of$137,587, including sales tax, delivery and training, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 1st day of August, 2001. PATRICIA A. SANDERS City Clerk MINUTE ORDER NO. 6902 APPROVING PURCHASE OF PRODUCTS FOR UPGRADE OF NETWORKED RECORDS MANAGEMENT AND IMAGING SYSTEM FROM DELL COMPUTER CORPORATION THROUGH THE STATE OF CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) IN THE AMOUNT OF $11,719, INCLUDING TAX. ------------------ I HEREBY CERTIFY that this Minute Order, approving purchase of products for upgrade of networked records management and imaging system from Dell Computer Corporation through the State of California Multiple Award Schedule (CMAS) in the amount of$11,719, including tax, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the I" day of August, 2001. PATRICIA A. SANDERS City Clerk