HomeMy WebLinkAbout5.1 DUSD Add$Computers CITY CLERK
File # 515-60 & 600-40
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: June 24, 2002
SUBJECT: WRITTEN COMMUNICATIONS: Request from Dublin Unified
School District for Additional Funding for "Computers for Our
Schools Project"
Report Prepared By: Richard C. Ambrose, City Manager
ATTACHMENTS: 1) Letter from School District
2) Original Agreement dated September 30, 1999
3) Resolution
RECOMMENDATION: 1) Determine whether to grant the School District's request of
$50,000 from the "Computers for Our Schools Project"
matching grant program to offset the cost of replacing
servers.
2) If the Council decides to grant the request, adopt the
Resolution.
FINANCIAL STATEMENT: If approved, $50,000 would be appropriated from the Fiscal Year
2001-2002 Budget. There are adequate funds remaining in the
"Computer for Our Schools Project" matching grant program budget
to fund this request.
DESCRIPTION:
As part of the Fiscal Year 2001-2002 Budget, the City Council approved a proposal to allocate $100,000
in "matching" funds for the "Computers for Our Schools Project", in accordance with the original
Agreement dated September 30, 1999. To date none of the matching funds have been expended. However,
it is estimated that approximately $5,000 in matching funds will be requested prior to the end of the
current Fiscal Year.
The Dublin Unified School District has requested that the City allocate $50,000 from the Fiscal Year
2001-2002 "Computers for Our Schools Project" matching grant program budget. These funds will be
used to offset the cost of replacing servers and other related equipment. The existing equipment is
inadequate to accommodate the additional computers purchased through the matching grant program in
previous years. The new equipment is necessary to improve performance and better protect student data
on the expanding network.
COPIES TO:
ITEM NO. _~
While there are adequate funds remaining in the matching grant program for Fiscal Year 2001-2002,
granting the request would not be consistent with the original Agreement and the program approved by the
City Council. The current program specifically requires matching funds from the community for any City
appropriation. If the Council desires to grant the School District's request, Staff recommends that the
Council authorize a one-time grant payment of $50,000 from the Fiscal Year 2001-2002 "Computer for
Our Schools Project" budget. This grant payment would be independent of the original Agreement.
RECOMMENDATION:
Staff recommends that the Council determine whether to grant the School District's request of $50,000 for
the replacement of servers. If the Council decides to fund the request, Staff recommends that the Council
adopt the Resolution authorizing the appropriation.
DUBLIN SC.HOOLS
DUBLIN UNIFIED SCHOOL DISTRICT
BOard of Trustees .
Tanya Clark May 7, 2002
(925) 828-2;3:38
Kevin Hart Richard Ambrose
(925) 8~$-o~o6 City Manager
Norbert Hudak City of Dublin
(925) 829-:377t 100 Civic Plaza
Dublin, CA 94568
Denis King
(925) 828-2551, ext. 8502
Dear Rich:
Eric Swatwetl
(925) 520-255% e~ sao5 The purpose of this letter is to follow up on the discussion at our last Joint Liaison
'Superintendent Committee meeting regarding the technology needs in our district for the coming year.
John Y. Suglyama, Ed. D.. First, we are requesting a one-time allocation of $50,000 from the "Computers for Our
(925) 828-2551, exL 800t Schools" project for this year to offset the cost to replace servers due to the expansion of
District Office our district network to accommodate the additional computers purchased through the
matching grant program. The list of servers purchased and cost is attached.
747~ Larkdale Avenue
Dublin, CA 94568-'1599
Phone: (925)828-2551 Secondly, we certainly appreciate the City's assistance with supporting the maintenance
FAX (925)829-e532 of the computers added by the grant program by allocating the $I00,000 the past two
High Schools years for technical support. The technicians hired through the additional funding have
helped immensely in keeping the computers running. I would, respectfully request that
DUBLIN. HIGH the City continue to support the provision of PC technicians for the coming school year.
(925) 833-3313
VALLEY HIGH In addition, we are requesting continuation of the matching grant program for next year
(925) 829-4322 only. During the course of the coming year, we are planning to move to wireless
Middle School technology. As the City grant program adds computers, they wilt be purchased
configured for wireless capabilities. Upon the completion of next school year, we will,
WELLS MIDDLE SCHOOL thanks to the City's generosity, be at a ratio of students to computers of less than 3 to 1,
(925) 282-6227 the loWest in the State of California.
Elementary Schools
Again, we deeply appreciate the City's continued support of public education in Dublin
DOUGHERTY ELEMENTARY in so many ways and we look forward to continuing what we consider to be a model
(925) 80:3-4444 partnership between a school district and a city.
DUBLIN ELEMENTARY
(925) 833-1204 t~~rs,
FREDERIKSEN ELEMENTARY
(925) 828-1037
MURRAY ELEMENTARY J[h~ Sugiyama, Ed. D.
(925) 828-2568 Superintendent of Schools
NIELSEN ELEMENTARY
(925) 828-2030
ATTACHMENT 1
DUBLIN SCHOOLS
DUBLIN UNIFIED SCHOOL DISTRICT
TO: Dr. John Sugiyama, Superintendent
Lorrie Owens, Director of Technology and Information Services
FROM:
DATE: May 7, 2002
RE: Technology Hardware Purchases to Accommodate Network Expansion
John, per your request, the follow hardware items were purchased this school / fiscal year to
improve performance and protect student data on our expanding network:
ITEM: QTY: EXTENDED PRICE: PO#: REASON FOR PURCHASE:
PW9125 UPSs 8 $10,218.96 17200382 Power conditioning and battery
back-up for each site's FS1
server
HPProcurve Switches 5 $20,854.80 17200259 Switches to replace antiquated
switches at five school sites
Compaq Proliant 8 $20,304.00 17200187 To replace old, undersized FS1
Servers file servers at school sites
TOTAL: $51,377.76
WE ARE COMMITTED TO THE SUCCESS OF ALL OUR STUDENTS
AGREEMENT BETWEEN CITY OF DUBLIN,
DUBLIN UNIFIED SCHOOL DISTRICT AND
DUBLIN PARTNERSHIPS IN EDUCATION REGARDING "COMPUTERS FOR
OUR SCHOOLS PROJECT"
THIS AGREEMENT is entered into this 3°r~ay of September, 1999, by and between
the City of Dublin, a municipal corporation (" City" ), the Dublin Unified School District
(" District") and Dublin Partnerships in Education, a nonprofit public benefit corporation
(" DPIE" ).
RECITALS
A. The educatiOn of the City's children benefits all residents of the City.
B. The City is authorized to take actions which promote the general health,
welfare and safety of the community at large.
C. Knowledge of, and ability to use, computers and related technology are fast
becoming necessary to function effectively in the workforce and in society in general.
D.. It is in the best interest of the community that children residing within the City
receive education and training in the many'uses of computers and related technology, in that
well-trained and educated young people will become productive members of the community.
· E. In order to provide the best possible education in the many uses of computers
and related technology, District needs to acquire computers and related technological devices
,. and equipment.
F. In order to encourage the participation of the community at large to help the
District provide the best possible computer/technology education to its students, City has
authorized the expenditure of up to One Hundred and Fif[3' Thousand Dollars ($150, 000) in
FY 1999-2000 to match any donations from individuals, community groups/organizations,
and businesses to the District of computers or monetary contributions to be used for the
purchase of computers.
G. DPIE's purpose is to foster and coordinate community based partnerships to
assist Dublin Schools to provide a progressive, coordinated and structured program for all
students which enables them to prePare for furore careers and life skills.
Agreement Between Dublin, Dublin Unified School District and Page 1 of 6
Dublin Partnerships in Education - ComPuters for Our Schools Project September 8, 1999
Al-I-ACH M ENT 2
H. The purpose of this agreement is to facilitate the donation of computers and/or
monetary contributions~, for the purchase of computers to DPIE, which in turn will donate
such computers and/or monetary contributions to the District for District's use in
implementing its technology plans.
Now, therefore, the parties agree as follows:
AGREEMENT
Section 1 District's Computer Standards and Technology Plan
District has established a Technology Plan and standards for computers to be used for
educational pUrPoses (" Computer Standards" ) (attached as Exhibit A). District will provide
City and DPIE with a copy of any revisions or updates to its Technology Plan and/or its
Computer Standards, as such revisions are approved.
Section 2. Donations
DPIE will encourage its members and the community to contribute new computers
that meet the District's current Computer Standards t9 DPIE or to make a monetary
contribution to DPIEt0' be donated to the District for purchase of computers that meet such
Computer Standards or for other uses consistent with the District's Technology Plan~
DPIE will keep a record of all such donations which it will provide to City on or
about the first day of each month.
Section 3. City's Matching Contributions
City will "match" any contributions to DPIE of new.computers that meet the
District's current Computer Standards or of money which is restricted to use by District to
implement its Technology Plan.
Notwithstanding the foregoing, City will not "match" contributions to DPIE from
governmental entities, including District, nor will City "match" monies obtained by District
from sources other than DPIE, including the State of California.
City's total obligation.to "match" contributions of new computers or monetary
contributions is limited to, and shall not exceed, a maximum total "match" amount of One
Hundred and Fifty Thousand Dollars ($150,000) for donations made during FY 1999-2000.
Notwithstanding the foregoing, City, through resolutiOn .of its City CoUncil, may Unilaterally
· Agreement Between Dublin, Dublin Unified School District and Page 2 of 6
Dublin Partnerships in Education - Computers for Our Schools Project September 8, 1999
increase the amount the City will "match" during FY 1999-2000 to an amount in excess of
$150,000. In the event that City, through resolution of its City Council, approves any
"matching" money for any fiscal years following FY 1999-2000, this agreement shall be
extended beyond the end of FY 1999-2000 for so long as City authorizes additional
"matching" money.
Section 4. "Match" Application Process
In order to qualify for receipt of a City "match," the procedures described in the
"Program Guidelines," attached hereto as Exhibit B, shall be followed.
Notwithstanding the preceding paragraph, City agrees to "match" the following
contributions to the District: (1) the donation of 100 computers by the Jennifer Lin Family
(Dublin Ranch); (2) the computer equipment for Frederiks°n School, and (3) the computer
furniture fOr Murray School.
.Section 5. Review Committee
A 3-person committee, consisting of a designee of City's City Manager, a designee of
District's Superintendent and the Executive Director of DP1E, will meet periodically to
review proposed contributions. The purpose of the review will be to determine whether the
propOsed contribution qualifies for a City "match."
Section 6. Payment of City "Match" and Payment by DPIE to District.
Once the Committee determines that a proposed contribution qualifies for a City
"match," the DPIE Executive Director will notify the proposed contributor that the
contribution will be accepted by DPIE and, upon receipt of the contribution by DPIE, the
Executive Director will notify the City of such receipt.
Within 10 days of receipt of such notification, including documentation satisfactory
to City of the donor's cost (for computers) or the amount of a cash contribution for such
purpose, City will send DPIE a check or warrant in the total amount of such contributions.
Within 30 working days of receipt by DPIE of City's check or warrant, DPIE will
deliver to District the new computer and/or cash contribution, together with the City's
"matching" contribution. DPIE may deliver one check to the District in the total amount of
any cash contributions and the City's "matching" contributions.
Agreement Between Dublin, Dublin Unified School District and Page 3 of 6
Dublin Partnerships in Education - Computers for Our SchoOls Project September 8, 1999
Section 7. Miscellaneous
A._~. Kecitals.
The foregoing recitals are tree and correct and are made a part'hereof.
B_.~. Additional Documents and Agreements
The parties agree to coOperate in the executiOn of any additional documents
which may be required to carry out the terms of this agreement.
C__ Effective Date of Agreement.
This Agreement shall become effective on September 3o, 1999o
D__~. Term.
This Agreement shall be effective on the effective date and shall continue in
effect until the City's "match," including any amounts authorized for fiscal years beyond FY
1999-2000, has been paid in full to the District.
E_ Eaw Governing.
This Agreement is made under the Constitution and laws of the State of
California.
Amendments.
All amendments to this Agreement must be in writing, and must be approved
by the Parties prior to becoming effective.
G__~. Severabili _ty.
In the event any provision of this Agreement is determined to be illegal or
invalid for any reason, all other provisions and articles of this Agreement shall remain in full
force and effect unless and until otherwise determined. The illegality of any provision of this
Agreement shall in no way affect the legality and enforceability of any other provisions of
this Agreement.
Agreement Between Dublin, Dublin Unified School District and Page 4 of 6
Dublin Partnerships in Education - Computers for Our Schools Project September 8, 1999
H_.~. Successors.
This Agreement shall be binding upon and all inure to the benefit of the
successors of the City and District. Neither City nor District may assign any right or
obligation hereunder without written consent of the other.
L Notice.
Notice to Agencies Members shall be given as follows:
To City: City Manager
I00 Civic Plaza
Post Office Box 2340
Dublin,-Califomia 94568
To District: Superintendent
7471 Larkdale Avenue
Dublin, CA 94568
To: DPIE: Executive Director
7471 Larkdale Avenue
Dublin, CA 94568
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed on the dates shown here.
crrv ov
Richard Ambro'seX~
City Manager
ATTEST:
Cit~k~rk "--' -
Agreement Between Dublin, Dublin Unified School District and Page 5 of 6
Dublin Partnerships in Education - Computers for Our Schools Project September 8, 1999
DUBLIN UNIFIED SCHOOL DISTRICT
Superint~hd~nt of Schools
DUBLIN PARTNERSHIPS IN EDUCATION
ExecUtive Director
O:L~CA\ag-DPI£.doc
Agreement Between Dublin, Dublin Unified School District and Page 6 of 6
Dublin Partnerships in Education - Computers for Our Schools Project September $, 1999
RESOLUTION NO. - 02
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN
AUTHORIZING A ONE TIME GRANT PAYMENT TO THE DUBLIN UNIFIED SCHOOL
DISTRICT FOR THE PURCHASE OF NETWORK SERVERS AND RELATED EQUIPMENT
WHEREAS, the City of Dublin ("City"), the Dublin Unified School District ("District") and
Dublin Partnerships in Education ("DPIE") have entered into an Agreement dated September 30, 1999 for
the "Computer for Our Schools Project" matching grant program ("Program"); and
WHEREAS, the City has allocated $100,000 in Fiscal Year 2001-2002 to fund this Program; and
WHEREAS, it is anticipated that a total of approximately $5,000 in matching grants will be
requested from the City in Fiscal Year 2001-2002; and
WHEREAS, the Program has added many new computers to the District's network; and
WHEREAS, the District's existing servers and other network equipment is inadequate to
accommodate the network expansion; and
WHEREAS, the District has requested that the City appropriate $50,000 of the unused funds from
the FisCal Year 2001-2002 Program budget to offset the cost of purchasing servers and other related
equipment; and
WHEREAS, the original Agreement does not provide for a Program expenditure without matching
funds from the community, and the District's request is therefore outside of the scope of the Agreement;
and
WHEREAS, the City has determined that it is in the best interest of the City to authorize a one-
time grant payment to the District to offset the cost of purchasing replacement servers and other related
equipment for the District.
NOW, THEREFORE, BE IT RESOLVED that the City CounCil of the City of Dublin hereby
authorizes a one-time grant payment to the Dublin Unified School District in the amount of $50,000 to
offset the cost of purchasing servers and other related equipment°
BE IT FURTHER RESOLVED, that the $50,000 grant payment to the District will be
appropriated from the Fiscal Year 2001-2002 "Computer for Our Schools Project" matching grant
program budget.
PASSED, APPROVED AND ADOPTED this 24th day of June, 2002.
AYES:
NOES:
ATTACHMENT 3
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk