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Home My WebLink AboutTR-32-95 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT GENERAL PURPOSE & ADMINISTRATION COMMITTEE Meeting: May 1, 1995 File# Date: TR-32-95 Res. # By-Law# Report#: File#: Subject: EMPLOYEE PURCHASE PLAN - MICROCOMPUTER EQUIPMENT Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That the report TR-32-95 be received; 2. That the proposal to continue the employee purchase program for microcomputer equipment for an estimated amount of $60,000 - $80,000 for 1995 be approved, 3. That the funds required be drawn from the Working Funds Reserve Account (2900- 00001-0000) for the current year to be repaid by December 31, 1997 through an employee payroll deduction program during the current term of Council, 4. That the procedures set out in Purchasing By-Law #94-129, Section 5, Paragraph 6, be waived for this particular transaction; and 5. That Complete Computer Consulting Incorporated be awarded the contract to supply microcomputer equipment and service for the employee purchase program. BACKGROUND & COMMENTS: Since 1989 and primarily at the beginning of each Council term,the municipality has offered to the staff an opportunity to acquire microcomputers through an Employee Purchase Plan. This process has provided for volume discount pricing and a schedule of repayment through a payroll deduction for the term of Council. This plan not only offers the financial benefit of an interest free loan, but is also an opportunity for staff to more quickly and easily understand the computer technology that has become so predominent both within and outside the work environment. This process has proven to be very successful and has subsequently prompted requests from staff to offer another Employee Purchase Plan. 720 PAPElFC ECVCLE iHI51S PRlIIED Otl RECYCLED PAPER TR-32-95 Page 2 The attached Microcomputer Purchase Agreement (Schedule "A"), outlines the terms and conditions of the plan and the repayment schedule. This plan provides for an interest free loan with the interest cost absorbed by the Municipality appearing as a taxable benefit on the participant's T-4. The Equipment Specification (Schedule "B") outlines the cost of a base system and upgrade pricing associated. The anticipated average cost is approximately $3000.00 for a complete system with printer. This would equate to approximately $46.00 per pay over the term of the loan. The Payroll Deduction Authorization consents to the term and conditions and the payroll deduction. Although the purchasing by-law requires that the stated value of the contract be awarded by tender, through report TR-56-94 council has affirmed the need for standardization and continuity in the acquisition of computer equipment from existing suppliers. It is recommended that Complete Computer Consulting once again provide the microcomputer equipment for the Employee Purchase Plan. Over the past several years Complete Computer Consulting (3C) has provided the Municipality and staff with quality equipment, competitive pricing and a high level of service. 3C offers several alternative specifications for the hardware giving employees a chance to select equipment best suited to their requirements and makes provision for quality service and support in the months following the acquisition. Given the success of previous plans and the continued use of microcomputers for information processing in the environment today, the muncipality can only gain from the benefits associated with informed and trained staff on the technology offered in such a process. Respectfully submitted, Reviewed by: Marano, 'Sc.,H.BhfC T, W.H. Stockwell, Treasurer. Chief Administrative Officer Attachments , 21 SCHEDULE TERMS AND CONDITIONS Purpose The Employee Microcomputer Purchase Plan was proposed to allow employees to purchase microcomputers at a volume discount price and provide an interest free loan for the purchase of the equipment to be repayed through a payroll deduction for the term of Council. E ' ibilit The plan will be available to full-time and permanent part-time Muncipality of Clarington Employees and Council. Temporary part-time Employees will be able to take advantage of the Municipalities discounts but not the financing. Limits Per Employee Participants are limited to a single system. The offer also applies to employees who purchased previously and wish to upgrade or purchase one additional system. The Municipality will provide interest free financing on a maximum principal amount of $3500. Delivery and Title Vendor will attend a one day demo of equipment to assist staff in the acquistion. Hardware purchase by employee will be based on requirements specified in Schedule "B" (Equipment List). All equipment will be picked up at the Municipal Administrative Office. Title to the equipment will be given to the participant upon delivery. Participants must complete Schedule"C" ,Employee Purchase Agreement and appropriate payroll forms for the payment through payroll deduction prior to taking title of the equipment. Taxable Benefit The interest costs absorbed by the Municipality will be appear as a taxable benefit on each participant's pay stub and T4 slips. Software Participants may purchase software packages with the group purchase to take advantage of volume discounts. These products when purchased with new equipment will be installed by the vendor at no additional charge. A library of standard software packages used by the Municipality is maintained by Computer Services staff, with software available on an overnight and weekend basis to participants. Each participant will acknowledge that the software available under this plan, purchased or on loan, is protected by Copyright laws and may not be copied. 722 Accessories This plan does not extend to items outside of Schedule "B". Technical Support As a courtesy,the Municipality's Computer Services staff will be available to provide technical assistance and/or to discuss any questions or problems that may occur during the first few months. This service will be provided at scheduled times only. Staff members are encouraged to attend further training sessions offered through the muneipal computer training plan. Changes after equipment delivered Once the equipment has been delivered, employees wishing to change or add to their system must do so independently from the Municipality at their own expense. Payment Options Participants may choose one of the following payment options: 1. Full payment at time of delivery. 2. Total cost to be paid through payroll deductions over the next 30 months commencing July 13, 1995. 3. Partial payment at time of purchase, balance paid through payroll deduction over the next 30 months/65 pay periods. Upon resignation or termination of employment, the outstanding principal amount will be due and fully payable on demand and will be deducted from the earnings owed with any remainder payable by cheque (certified cheque/money order) before the last day of employment. Equipment and Warrantj The only hardware eligible for financing is the equipment specified in Schedule "B" which provides typical configurations, options and pricing for the equipment being offered. The printers have a 1 year warranty and other equipment 2 year warranty. In the event of malfunctions or equipment failure,the participants can bring their equipment to the Municipality Office at which time the vendor will provide on site service twice per month. The municipality does not in any way warrant the equipment or services provided by the vendor. 723 Upgrades Employees wishing to upgrade hardware purchased from previous plans must do so independently with the vendor but will have the benefits of financing for the ugprades through this agreement and completion of appropriate forms. 124 SCHEDULE "B" EQUIPMENT SPECIFICATION PRICE PST/GST INCL. Model 1: 486DX2/66 MHz (Intel) ISA Local Bus M/B 8 MB Ram 256 Cache 540 MB Hard Disk Drive 1.44 Floppy Drive 3.5" 1.2 Floppy Drive 5.25" S3 Local Bus Video Card 1MB upgradeable 2MB Super VGA Color Monitor.28 CTX 14" AIC Mouse Dos 6.22, Windows for workgroups 3.11 2 Serial/1 Parallel/1 Game Port Mitsumi 101 Enhanced Keyboard $2,045.00 $2,351.75 Above system with choic of casing: Dimensions approx.and in mm Desktop KCS-203 155(H) x 4350 x 420(D) Mini Tower KCS-206 385(H) x 216(W) x 411(D) Upgrade options: NB -- PCI M/B requires PCI VIDEO CARD in all cases MOTHERBOARD above w/PCI M/B ATI PCI 1MB MACH32 Video Card $ 135.00 $ 155.25 M/B CPU DX4/100 Intel $ 195.00 $ 224.25 P5/75 MHZ Intel 256K Cache PCI M/B PCI ATI 1MB $ 500.00 $ 575.00 P5/100 MHZ Intel 256K Cache PCI M/B PCI ATI 1MB $1,000.00 $1,150.00 HD 730 MB Hard Disk Drive Quantum IDE $ 105.00 $ 120.75 MEMORY 4 MB Sims $ 270.00 $ 310.50 8 MB Sims $ 400.00 $ 460.00 MONITOR 15" CTX Flat Non-Interlaced Monitor $ 135.00 $ 155.25 17" CTX Non-Interlaced Monitor $ 575.00 $ 661.25 VIDEO CARD ATI PCI 64 BIT 2MB Mach64 $ 315.00 $ 362.25 PRINTERS Panasonic 2032 24 PIN 80 COLUMN $ 255.00 $ 293.25 Panasonic 2624 24 PIN 132 COLUMN $ 515.00 $ 592.25 HP41,Laser Printer/300 dpi $ 810.00 $ 931.50 HP 560C Color Inkjet/300 dpi $ 760.00 $ 874.00 125 MODEMS US Robotics Sportster 14.4 bps Internal V.42 $ 140.00 $ 161.00 14.4 bps External V.42 $ 165.00 $ 189.75 28.8 bps Internal V.34 with V.FC $ 300.00 $ 345.00 28.8 bps External V.43 with v.FC $ 330.00 $ 379.50 MULTIMEDIA Panasonic Dual Speed CD/Soundblaster 16 External speakers/3CD's $ 495.00 $ 569.25 280 cps access/3 CD's 14 Titles (Encyclopedia,Atlas etc.) NOTEBOOKS Acer 789 Color Notebook $5,275.00 $6,066.25 Model 1: 486DX4 75 MHZ 8 MB Ram (upgrade to 16 MB) 16K Cache 500 MB HD 1.44 Floppy Drive VGA Compatible/9.5" active-matrix Display Trackball,Dos,Windows Two Type II PCMCIA Slots 6.5 lbs Model 2: Acer 788 Color Notebook $3,885.00 $4,467.75 486DX4 75 MHZ 4 MB Ram (upgrade to 16 MB) 16K Cache 500 MB HD 1.44 Floppy Drive Dual Scan Color Trackball,Dos, Windows Two Type II PCMCIA Slots 6.5 lbs Optional carrying case for above notebooks: Leather $ 115.00 $ 132.25 Nylon $ 97.00 $ 111.55 Optional US Robotic fax/modem PCMCIA Type II 14,400 for above notebooks: $ 285.00 $ 327.75 Optional Memory for above notebooks: 4MB upgrade $ 360.00 $ 414.00 8MB upgrade $ 750.00 $ 862.50 16MB upgrade $1,405.00 $1,615.75 SOYMARE: Word Perfect for windows 6.1 $ 360.00* $ 414.00 Lotus 2.4 $ 495.00 $ 569.25 Windows 3.11 for Workgroups $ 150.00 $ 172.50 Winfax Pro $ 130.00 $ 149.50 CorelDraw 5.0 (CD) $ 750.00 $ 862.50 Other Pricing: Upgrades to existing equipment completed independently of this price list All pricing are subject to P.S.T and G.S.T.where applicable. *Price subject to change without notice �- 726 SCHEDULE "C" PAYROLL DEDUCTION AUTHORIZATION EMPLOYEE NAME: DATE: DEPARTMENT: Cost Summary: TOTAL COST OF EQUIPMENT (PST/GST INC.) EMPLOYEE'S CONTRIBUTION AMOUNT TO BE FINANCED TOTAL PAYROLL DEDUCTION DEDUCTION PER PAY (TOTAL PAYROLL DEDUCTION/ ) Authorization: I have received a copy of the Terms and Conditions of the Employee Microcomputer Purchase Plan and agree to adhere to the conditions contained within. I understand that the Municipality does not in any way warrant the products and services provided by the vendor and will not be held liable for any problems experienced by the participant of the plan. In the event of resignation or termination of employment with the municipality, I agree that the outstanding principal amount will be due and fully payable on demand and will be deducted from any earnings owed to me by the muncipality with any further amounts due to be payable by cheque (certified cheque/money order) prior to my last day of employment with the municipality. Furthermore I hereby agree to the payroll deduction shown above and understand that there will be an additional deduction for this program as a taxable benefit as outlined by government legislation. Dated Signed FOR PAYROLL USE ONLY: Date Received Signed . 727