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Home My WebLink About03-310 r Resolution No. 03-310 RESOLUTION AUTHORIZING EXECUTION OF AN ADDENDUM TO AN AGREEMENT WITH REDWOOD SOFTWARE, INC. FOR A REPORT ARCHIVER SERVER LICENSE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5 . 02 . 020B (9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city; and BE IT FURTHER RESOLVED, that David M. Dorgan, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an Addendum to an Agreement on behalf of the City of Elgin with Redwood Software, Inc . for a Report Archiver Server License, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: November 19, 2003 Adopted: November 19, 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk FROM :E1g:nM;S FAX NO. :O479315109 Nov. 13 2003 10: 10AM P2 • Addendum to the Agreement Between The City of Elgin and Redwood Software, Inc Addendum date; 11/5/2003 Sales Representative;Chris Mill Telephone: 888.425-2235 x1107 Small:gbhs.hii(ciflrodtyood.com itiM '�`.`','�'Ss!tr��' FRIM,, ,,gli'OnaV a R5M.Otiti' l y a'�'..7k27rs'*,F 6�"' �t�p ry ' R wR� 1t�f!yA�M fln� �t�.�". ,.'r �` w�:V",..r Ci< 11�4 Y .t:'�3�f�"�l�f�• , ,;:�, ,`�.�Y lary�,' Company City of Elgin Contact parson: Jeff Massey Address: 150 Dextor Court Phone; 847-931-5642 Elgin,IL 80120-5555 • Email: frinssev I GitvofoioIn-org Fax: NOW,P1,V `/f�t�A i re P i.9 Y 1 NII R Oirea ` MTIVW:1. ;��i i '4'P.v 91•I*`� Item Description m Quantity Unit Price Extended Price Report Archiver Server License 1 $10,800 $10,800 'Limnpga Repal Archiver on ono carver -MIS Addendum la in acoordanco with all terms and conditions of City of Elgin RFP 00-107 and the agreement dated 22 September 2000,approved by Elgin City Council 15 November 2000. INCLUDES FIRST YEAR OF SOFTWARE SUPPORT AND MAINTENANCE Note:FOE subsequent years,this Strppori Agmoment Is r9newea rot'2014 of ftinn•current rets8 ucorreo foes. SUBTOTAL W $10,800 TOTAL ORDER R}E ,- `ga10 11:10: M rgatFd AM9 .VNIT 1 4p11: rrie i • 0 ;CITY OF ELGIN REDWOOD SOFTWARE, INC. By By $Y_ toms--•�� ity Manager i '�t l�r `eteY-- Attest: Its ee-1/(x-v P-11,4-1,4 lz City Clerk o3-3Ia , OF to �` A° City of Elgin Agenda Item No. Y\ rti'` °irnin\\° E ,, :.' �f,: l 16, �I III G a';E s ,il III October 31, 2003 too I pialIII N ��„� „00 ''r ill, TO: Mayor and Members of the City Cou . 1 ..��. FINANCIALLY STABLE CITYGOVERNMENT EFFICIENT SERVK ES. AND OUALIT Y INFRASTRUCTURE FROM: David M. Dorgan, City Manager / I4, Jeffery D. Massey, MIS Directd SUBJECT: Permanent Document Archival Storage System PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to approve the sole source purchase of a permanent document archival storage system from Redwood Software . BACKGROUND In November, 2000, the City Council approved the purchase of an on-line electronic document distribution and management system (Report2Web DMS) from Redwood Software. This purchase was made on a competitive RFP between four separate systems and vendors . During the three years that the Report2Web system has been in use, over 100 different recurring reports have been moved to the electronic system, saving 5, 000 pages of paper each month. To date, more than $9, 000 has been saved through reduced printing and distribution of paper reports . Currently we have 31, 000 active reports saved to on-line disk storage. The amount of on- line disk storage is limited and a system to permanently archive these documents is needed. This project is part of the MIS Strategic Action Plan to add permanent archival indexing and optical storage to the Report2Web DMS . With the Redwood Software Report2Web Archiver software and an Optical Storage library (to be purchased separately from government contract) , reports can be automatically moved to permanent optical storage for archival purposes . Documents published in the Report2Web system will be given an archive date. On that date, with no human intervention needed, the document will be written to optical disk, an archive index record created and the original on-line document deleted, Permanent Document Archival Storage System October 31, 2003 Page 2 freeing up space for new documents. This will be a sole source purchase from Redwood Software, the maker of the Report2Web DMS system. There is no other compatible software on the market that will interface with Report2Web DMS to archive documents to optical disk. This method of document management meets state guidelines for permanent storage of electronic records . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None r71 LA FINANCIAL IMPACT Sufficient funds are budgeted ($1, 161, 000) and available ($156, 000) in the River Boat Fund account number 275-0000-791 . 92- 47 project number 219511 MIS Strategic Plan Initiatives for the purchase of the Report2Web Archiver software for the amount of $10, 800 . miLEGAL IMPACT UV Elgin Municipal Code Chapter 5 . 14 authorizes sole source procurements when supplies are available from only a single source. ALTERNATIVES 1 . Approve the purchase of Report2Web Archiver as recommended. 2 . Do not purchase the Report2Web Archiver. RECOMMENDATION It is recommended that the City Council approve the purchase of the Report2Web Archiver Software from Redwood Software for the amount of $10, 800 . Respectfully submitted for Council consideration. JM Attachment r)WC)C)rD Redwood Software, Inc. Product/Support Proposal Form Proposal date: 9/18/2003 Sales Representative:Chris Hill Offer valid through: 11/31/2003 Telephone: 888-425-2235 x1107 Email: chris.hill a(�redwood.com Contact Information Company: City of Elgin Contact person: Jeff Massey Address: 150 Dexter Court Phone: 847-931-5642 Elgin, IL 60120-5555 Email: masses acityofelgin.org Fax: Price Quotation Item Description Quantity Unit Price Extended Price Report Archiver Server License 1 $10,800 $10,800 Licenses Report Archiver on one server This quote is in accordance with terms and conditions of City of Elgin RFP 00-170 ABOVE ITEMS INCLUDE FIRST YEAR OF SOFTWARE SUPPORT AND MAINTENANCE Note:For subsequent years.this Support Agreement is renewed for 20%of then-current retail license fees. SUBTOTAL $10,800 TOTAL ORDER $10,800 Payment Terms Payment Terms: Payment due upon reciept of invoice. ww:. Resolution No. 03-68 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH SENTINEL TECHNOLOGIES, INC. FOR ETHERNET NETWORKING EQUIPMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that David M. Dorgan, City Manager, be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Sentinel Technologies, Inc . for Ethernet networking equipment, a copy of which is attached hereto and made a part hereof by reference . /s Ed Schock Ed Schock, Mayor Presented: March 12, 2003 Adopted: March 12 , 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk 9) �� Za?-4() it 7r-A-14,4e,P-e Resolution No. 03-125 RESOLUTION AUTHORIZING THE DISPOSITION OF CERTAIN OBSOLETE COMPUTER EQUIPMENT WHEREAS, it is the opinion of the corporate authorities of the City of Elgin that certain computer equipment, described in Exhibit A, attached hereto and made a part hereof by reference, is no longer necessary or useful to the City of Elgin; and WHEREAS, said computer equipment is needed and useful to the Center for Neighborhood Technology. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the City Manager is authorized and directed to transfer all right, title, interest and possession of the computer equipment described in Exhibit A to the Center for Neighborhood Technology. s/Ed Schock Ed Schock, Mayor Presented: May 14, 2003 Adopted: May 14, 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/Dolonna Mecum Dolonna Mecum, City Clerk Exhibit A Listed below are the computers to be donated to the Center for Neighborhood Technology. Each system is a DTK CPU with a monitor,keyboard and mouse. Serial numbers are only recorded for the CPU's. Serial Numbers for Donations: 99119605 99119643 99119600 99119674 99109226 99119596 98103563 99109225 99109232 99119644 99119640 99119678 99110529 98101653 99109562 98103221 99109553 99119641 98101660 OFB4 °'`,,,° , o'1- Agenda Item No. ' r City of Elgin 'V E *1 L 4 �?9T'CDF E�� i t s L ivy ��. G =_ , :�I April 18, 2003 4 y. - i t TO: Mayor and Members of the City Council NEIGHBORHOOD VITALITY FROM: David M. Dorgan, City Manager Jeffery D. Massey, MIS Director SUBJECT: Donation of Obsolete Computer Equipment PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to approve the donation of obsolete computer equipment to the Center for Neighborhood Technology. BACKGROUND Rich Hirschberg, Director of the Elgin Community Energy Cooperative and member of the Center for Neighborhood Technology, has made a request to the city to donate twenty existing surplus computer systems to the Center for Neighborhood Technology in support of their Community-Based Wireless Internet Access Program. This program seeks to bridge the "digital divide" by providing qualifying families with low cost, high speed access to the public internet . The access will be through a community built and maintained wireless network. A variety of Elgin civic organizations and neighborhood groups are providing equipment, funding and manpower to help get this project off the ground. By providing these twenty surplus computers, the City will be helping make the pilot program possible . In the past the City has donated obsolete surplus equipment to the Elgin United Way and the Boys and Girls Club of Elgin. Currently there are 20 obsolete computer CPU' s and monitors that are no longer of use to the City that could be donated to the Center for Neighborhood Technology. The residual value of the equipment is less than $1, 000 total and, if not donated, the Donation of Obsolete Computer Equipment April 18, 2003 Page 2 equipment will held in storage until next year' s surplus equipment auction. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Center for Neighborhood Technology WI-FI working group. yk--FINANCIAL IMPACT Less than $1, 000 is anticipated from the sale of this equipment . LEGAL IMPACT V 'J" None. ALTERNATIVES 1 . Donate the equipment to the Center for Neighborhood Technology as recommended. 2 . Do not donate the equipment . RECOMMENDATION It is recommended that the City Council approve the donation of equipment to the Center for Neighborhood Technology. Respectfully submitted for Council consideration. JM/jm