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Home My WebLink AboutTR-63-89 TOWN OF NEWCASTLE REPORT File # /o .� .� Res. # �. By-Law # g- MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: July 3, 1989 REPORT #: TR-63-89 FILE #: SUB.JECT: PERSONAL COMPUTER NETWORK - EQUIPMENT ACQUISITION (Computerland Canada Inc. Proposal) RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That report TR-63-89 be received; 2. That the proposal from Computerland Canada Ltd., (Attachment "A") for the provision of Computer Hardware and Software in the amount of $ 191,716.25 (Provincial Sales Tax extra) be accepted; 3. That the attached By-Law, (Attachment "B") authorizing the Mayor and Clerk to execute the Agreement, be forwarded to Council for approval; 4. The procedures set out in the Purchasing By-Law #82-92, Section 5, Paragraph 04, be waived for this particular transaction; and 5. That the funds required be drawn from the Computer Services Equipment Purchase account (#7009-X-0505) , as outlined in the 1989 Budget. BACKGROUND AND COMMENT The recent rapid growth of the Town and it's Administration has brought about the need for the expansion of the Town's computer information systems. After evaluation of the various options, it was concluded that the merits of a personal computer network would best serve the needs of the Municipality. 715 Page - 2 - T8-6]-89 PERSONAL COMPUTER NETWORK - EQUIPMENT ACQUISITION This conclusion was based upon the following criteria that was utilized pact of the user needs study. • Compatibility with other computer systems. • Software availability. • Hardware and maintenance costs. • Expaodibility. • Ease of implementation. • Availability of training. In all of these ozeoa the benefits of a personal computer network surpass any other option. This industry standard technology is a solid investment for the Town. It will provide enormous benefits in the area of office automation and will interface and function efficiently with our existing systems. During the course of this evaluation it was noted that the equipment provided by most leading manufacturers would function in a similar manner. Therefore, the following criteria were used to evaluate the available anIotiuoa. • Proven reliability and quality of l)zodoota. • Vendor ability, experience and references. • Vendors design and configuration of equipment. • Hardware and maintenance costs. Dnomd upon these benchmarks, a number of ayoteena were examined from the Town's onzzeut vendors and other leading suppliers. Due to the technical nature of the project it was necessary to utilize the vendors expertise in the design, therefore staff chose the informal Request for Quotation process, as opposed to tendering the project. Viable proposals were received from the following companies: I. Cmzpoterlmnd Canada Ltd. (Oshawa) 2. D0ISYS/T}L Inc. (Mississauga) 3. M&I/L&NWORK8 Ltd. (Unionville) -7i / U / | Page - 3 - TR-63-89 PERSONAL COMPUTER NETWORK - EQUIPMENT ACQUISITION To assist in the evaluation of the systems, each company was provided a Quotation Request and General Guidelines for the operation and functionalism of the system. They were asked specific questions regarding their ability and experience with this type of technology. In addition, they were asked to provide references from clients already utilizing their equipment and services. The vendors also provided a detailed cost break down of the equipment to assist in an equal and unbiased comparison. The following bids were received based on the Request for Quotation that was sent out to each company: (Provincial Sales Tax and Installation extra) . QUOTATION ANNUAL MAINTENANCE 1. COMPUTERLAND $182,647.25 $16,466.00 2. M.A.I./LANWORKS $197,801.00 $33,654.00 3. UNISYS/T.D.L. $361,864.00 $25,582.00 AVAILIABLE BUDGET: $205,000.00 A detailed examination of the proposals led to the following conclusions: (a) MAI Canada Ltd. were unable to provide single source expertise in the area of computer networks. Their proposal would require service and support from several vendors at a cost that exceeded the budgeted amount. (b) TDL Corporation is a relatively new company and were unable to provide appropriate references. They also required assistance from other vendors and were unable to meet the budget. (c) Computerland's proposal provided single source expertise combined with an enormous client base. They were able to supply top quality equipment within the budgeted amount. 117 Page - 4 - TD-63-89 PERSONAL COMPUTER NETWORK - EQUIPMENT ACQUISITION Following reviews and discussions with all suppliers, tbe staff are convinced that the Cooputerlamd quotation is the one that most closely matches the Town's current and future needs. Cnoputezlood is the largest supplier of micro-computer products in Canada and their experience and expertise in this area are second to none. Among their client base of several tbnoaaod are large contracts with all of the major banking and financial institutions. Their clients indicated that CcmputerIaud provided very high quality products and services. These individual contracts often exceeded $1,000'000.00. The expenditure of $191,716.25 (Provincial Sales Tax extra) for the acquisition of this equipment will result in an extensive enhancement of the Town's ability to serve the oobIic. The staff have been objective in their review and are convinced that the systems and services provided by CmzputerIaud are of the highest quality and will address the Municipality's long range needs at a monb lower cost than the competitors. Respectfully submitted, Recommended for presentation to the Committee, Treasurer. Chief Adoiofotratine Officer. � Attachments ' / 1O ATTACHMENT "A" Page 2 of 10 SPECIFICATIONS DESCRIPTION YES/NO PLEASE SPECIFY- *13 PERSONAL COMPUTER WORKSTATIONS EACH UNIT CONSISTING OF: 1. IBM PC AT COMPATIBLE 80286 � ✓/� PROCESSING UNIT. /�I 2. 80287 CO-PROCESSOR � �/U � LY 3. EGA VIDEO GRAPHICS CARD • /frl � 4. COLOR EGA MONITOR 5. MONOCRHOME MONITOR AND CARD. ��Oz. � 6. . 1.2 MB FLOPPY DISK 70 1MB RAM 8. DOS SOFTinTARE *27 PERSONAL COMPUTER WORKSTATIONS EACH UNIT CONSISTING OF: (/ 1. IBM PC AT COMPATIBLE 80286 %/��/` Ova-/0 PROCESSING UNIT. Q 2. EGA VIDEO GRAPHICS CARD t� ✓l�� Am WNW �'/ n "�`� 3. MONOCRHOME MONITOR ILL 4. 1.2 MB FLOPPY DISK 5.-: ]MB 6. DOS SOFTWARE //1 /� ~OoS *11 LASER PRINTERS- EACH UNIT CONSISTING OF: 1. SPEED (8 PPM MINIMUM) ��i� 2. NUMBER OF PAPER BINS ��l✓ MINIMUM (2) BINS 3. LETTER SIZE -PAPER BIN Sid 4. LEGAL SIZE- PAPER BIN - 719 *Please provide all relevant technical specifications. Page 3 of 10 SPECIFICATIONS DESCRIPTION YES/NO PLEASE SPECIFY 7� //S'' *3 IBM PC AT COMPATIBLE FILE ('�A/=�IlQ SLR%/bC5 ;�e, SERVE 80286 PROCESSING UNITS. EACH UNIT CONSISTING OF: 1. PROCESSOR SPEED �u? (MINIMUM 12MHZ) 2. MEMORY �g (MINIMUM 3MB) 3. HARD DISK STORAGE CAPACITY (MINIMUM 300MB) MULTI-USER LICENCED SOFTWARE. 1. NETWORK OPERATING SOFTWARE (NOVELL NETWARE) Y 2. WORDPROCESSING / / I (WORDPERFECT 5.0) 3. (PL(TUSSS1H2E3E')t'S � !LJ ` veery *ALL ADDITIONAL HARDWARE AND SOFTWARE . REQUIRED TO INSTALL AND RENDER THE NETWORK OPERATIONAL AND PROVIDE A GATEWAY CONNECTION TO THE EXISTING HOST COMPUTER SYSTEM, 1. NETWORK INTERFACE CARDS (40) x 2. NETWORK HUBS (8) 3. FIRE PROOF COAXIAL CABLING IL �rti ��/��/" b/bI h/C (RG62) (approx. 2000ft.) CF(flrvt� n To '�1r\ 4. CABLING CONNDCTORS ' i SIZE (AZT'/) *Please provide all relevant technical specifications. 720 Page 4 of 10 GENERAL INFORMATION ADDTIONAL COSTS 1. The file servers are. located in the computer room on the first floor and the workstations are distributed evenly throughout the three floors of the building. ( see attached floor plan layout) . What are the estimated costs to install the network at the Town's municipal offices ted at 40 Temperance Street, Bowmanville ? 2a-0 2. Total purchase price of equipment as per the specifications excluding the estimated installation costs ? 3. Cost of all operating supplies other than paper? -(ie: toner, diskettes, cleaning, i t, etc.) . P�� c��er NEI'W M .INSTALLATION 1. What is the delivery time frame for the equipment? 2. What is the installation time frame for the. equipment? ONE �l� K AFAV( AL 29ma r' 1116 A2f1ZW/r yw L6C/;//0/d 3. Has all of the equipment quoted been tested in conjunction with this type of network and will it be certified operational? What is the warranty period for the installation and equipment? 711"fi 4t111d1;WWV 4. Will the network function with the L.O.I.S. Geographic Information System? Y M Me Old 6ynw5eTO/�'S 1(,My mCA, 4C/) St1F��%�te- 5. Will the network interface with the Town's current MAI/Basic Four host computer system? Page 5 of 10 GENERAL INFORMATION LONG TERM NETWORK SERVICE AND SUPPORT 1. Is ongoing hardware and software support availiable directly from the vendor/? 2. What specific support arrangements and options are availiable? (ie. on site, carry in, etc) . At what costs? 3. Response time required for repairs and support? OWLTA ON -Xk tgVWW Df 5W- 111C 00014W, 4. Is- a priority response time for repairs and support offered ? At what additional cost? Sr- I -Ye fl,I. BIDDERS EXPERIENCE 1. How many networks. utiliziing these products have you installed? f o&MMIfiff-Y' /10M4y.S 2. How many networks utilizing these products do you currently support? 3. Please provide 3 client references where you have installed and support these types of products. Include size of network and products currently operational.- -5 F-E WILAMMUL 722