AGENDA MEMORANDUM
Meeting Date: November 13, 2006
From: Stan Carter, Information Technology Director
Subject: Resolution authorizing IBM AS400 computer system upgrade and replacement lease
Staff Recommendation:
Staff recommends approval of the resolution executing an agreement with Clover Systems of Orlando, Inc. upgrade the City’s AS400 computer and to replace the City’s leased AS400.
Analysis:
The City of Leesburg owns one AS400 computer system. At the time that we added a second AS400, we analyzed the cost of purchasing and compared it to the cost of leasing. For a number of reasons including the ability to regularly replace the computer when new models were available, we decided to lease. We are proposing to upgrade the computer we own and, at the same time, replace the leased computer with a newer model. This upgrade is part of the Capital Improvement Plan for fiscal 2007 and is included in the Information Technology fiscal 2007 budget.
The current computer lease expires on December 31, 2006 and the new computer will be delivered prior to that date.
The attached proposal details a purchase to upgrade the existing AS400 computer system owned by the City and a new Term Lease for the leased AS400 computer system.
These upgrades will double the capacity of the existing systems and are necessary to accommodate anticipated computer system usage over the next three years.
The total price for the upgrade of the City’s AS400 computer system is $127,463.00, consisting of $97,659.00 for hardware purchase and three-year maintenance cost of $29,804.00. The total cost of the new-leased AS400 computer system is $199,512.00 in thirty-six monthly payments of $5,542.00. This amount includes system maintenance for the full term of the lease.
Options:
1. Approve the resolution to replace the City’s two AS400 computer systems
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
The computer system purchase and lease are budgeted items in the fiscal 2007 budget. Funds for the purchase are available in Information Technology account number 001-1633-513-6410. Funds for the lease are available in Information Technology account number 001-1633-513-4410.
Submission Date and Time: 11/9/2006 12:22 PM____
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Department: Information Technology Prepared by: _Stan Carter___________ Attachments: Yes__X_ No ______ Advertised: ____Not Required __X___ Dates: __________________________ Attorney Review : Yes_X_ No ____
_________________________________ Revised 6/10/04 |
Reviewed by: Dept. Head __SAC___
Finance Dept. __________________
Deputy C.M. ___________________ Submitted by: City Manager __________RS_________ |
Account No. _001-1633-513-6410 - P_ 001-1633-513-4410 - L Project No. ___________________
WF No. ______________________ $ 49,878 - L Budget _____$127,463 - P_______ $ 62,706 - L Available ____$247,500_- P_________
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RESOLUTION NO._______________
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT TO PURCHASE ONE IBM AS400 COMPUTER SYSTEM AND LEASE ONE AS400 COMPUTER SYSTEM FROM CLOVER SYSTEMS OF ORLANDO, INC.; AND PROVIDING AN EFFECTIVE DATE.
BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:
THAT the Mayor and City Clerk are hereby authorized to execute an agreement with Clover Systems of Orlando, Inc, whose address is __P.O. Box 780062, Orlando, FL 32878, for _AS400 computer system purchase, lease, and maintenance, on State of Florida contract number 250-000-03-1.
THAT this resolution shall become effective immediately.
PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _13th____ day of __November 13,_______ 2006
__________________________
Mayor
ATTEST:
__________________________
City Clerk