HomeMy WebLinkAbout1996-06-17 City Council (42)BUDGET 1996-98
City of Palo Alto
C ty Manager’s Report
TO:
FROM:
HONORABLE CITY COUNCIL
CITY MANAGER
11
DEPARTMENT: UTILITIES~
AGENDA DATE: JUNE 17, 1996 CMR:261:96
SUBJECT:Approval of Geographic Information System (GIS) -
Hardware and Software Maintenance Contract
REQUEST
This report requests that Counci~ approve renewal of the attached Agreement and
Maintenance Schedule with Graphic Data Systems Corp (formerly McDonnell Douglas
Infrastructure Solutions Division, and Electronic Data Systems Corp.). for hardware and
software maintenance of the City’s Geographic Information System/Computer-Aided Design
System from July 1, 1996, to June 30, 1997. This is one of three separate contracts
required for the continuing implementation of the GIS.
RECOMMENDATIONS
Staff recommends that Council approve, and authorize the Mayor to execute, the attached
Agreement and Maintenance Schedule with Graphic Data Systems Corporation in the amount
of $80,485.73 for hardware and software maintenance of the GIS/CAD system.
POLICY IMPLICATIONS
This agreement does not represent any change to existing policies.
EXECUTIVE SUMMARY
The current contract with Graphic Data Systems expires June 30, 1996 and a new hardware
and software maintenance agreement is needed to provide for the repair and periodic
servicing of the GIS hardware (DEC equipment); for updates to the software (VMS, GDS,
Raster Manager II and Oracle) as they are developed and released; and the 800 Help Line
Support Center. Graphic Data Systems Corp. is the exclusive source for maintenance of the
City’s GIS, because they are the developer of GDS, the application software that runs the
City’s GIS System, and they are the only source with the technical expertise to maintain the
turnkey system. GDSC is able to provide support for the following items, GDS application
CMR:261:96 Page 1 of 2
maintenance, telephone support and upgrades, Digital Equipment Corporation hardware and~
operating system maintenance and support, and Oracle relational database management
system (RDBMS) maintenance, support and upgrades, on a single point of contact basis.
Single sourcing eliminates "f’mger pointing" and vendor conflicts that are not uncommon in
multi-vendor computing environments. Therefore, a competitive bidding procedure is not
required.
FISCAL IMPACT
The cost for this contract will be $80,485.73 and the funding is jointly provided in the FY
1996-97 operational budgets of the Planning, Public Works and Utilities Department’s.
ENVIRONMENTAL ASSESSMENT
Approval of this Contract Amendment does not constitute a project under California
Environmental Quality Act (CEQA); therefore, no Environmental Assessment is required.
ATTACHMENTS
Agreement
Maintenance Schedule
PREPARED BY: Glenn E. Loo, Supervisor Computer Services, Utilities Adm. Services
DEPARTMENT HEAD REVIEW:
Jo
of Utilities
CITY MANAGER APPROVAL:
City Manager
CMR:261:96 Page 2 of 2
CITY OF PALO ALTO
UTILITIES INFORMATION SERVICES
MEMORANDUM
DATE: May 6, 19
TO: Grant Ko ng
FROM: Glenn Loo
SUBJECT: Single Source Justification for the 1996-1997 GDSC Contract
This is an addendum to the 1995-1996 sole source filing. All conditions and stated
requirements in the 1995-1996 Sole Source filing are continued for 1996-1997. The
length of the requested contract is again one (1) year in duration. The most current
quote received from the vendor is dated April 15, 1996.
To:
From:
Request for Sole Source
MEIVIORAND
(Purchases in excess of $5,000)
Purchasing & Contract Administration
Ken Haskins, Manager
(Department/Divisi-on)
d5 LE~AI L..OO
(Requestor)
Sole Source Request For the Purchase of: ~V~-~,
Requested Supplier/Vendor: (SPJ~Rdt¢’. Y~.,--~_ .5",,~_1
Address: ~,2zDO 5.~¥2A-c~q~, ~JA’-/.~ 3otT~ 2..,50 ~.Z(5~_eudoob; Cc~ £Otll
Contact: 2~)~ f--,z~b~lLC_.~l-Phone ~%O.~-
PEID # O_%10_%~Cost Est.
Purchase Requisition #
JUSTIFICATION:
The following sole source justification has been written according to the Purchasing
Manual’s Procedure PA-158 issued 12/94. As a minimum justifications should include:
Detailed description of why this meets sole source criteria, see PA-158 (Purchasing Manual).
The actions taken by the department/division to search for the product or service and what will
be done to ensure competitive pricing.
Any reports (verbal or written) prepared by the department/division during the research for
available products/services.
Expected length of contract.
Last date a proposal or bid was received.
~D~C_ ~ % "TNt=. C.o,72~7- Cz~F’~’~Aq-L~ ~D~777-Y
Sole Source Decisions: Attachment to PA-158(Pu’rchasingManual-Rev.12/94)Page 1
Request For Sole Source
(Justification Continued)
City of Palo Alto
.............. ..R~ F-T’u.r~ .%) PP~>~’.
[] Continued (Page Attached)
Department Approval"
Requesting Division Head/Supervisor
Approval of Department Head
Purchasing..- ~.~ ~orovals:
Buyer .............
Manager Purchasing &
Contract Administration
Date’
Date:
Date"
Sole Source Decisions: Attachment to PA-158(Purchasing ManuaI-Rev.12/94)Page 2
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