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____

 

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_________

 


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