HomeMy WebLinkAboutItem 7.1 Word Processing Equipment 350-uo
017-tj LIB(JJQ
AGENDA STATEMENT
Meeting Date: December 13, 1982
SUBJECT : Word Processing Equipment
•
EXHIBITS ATTACHED : Word Processing Equipment Comparison Chart
(70/
RECOMMENDATION . 1) Authorize City Manager to purchase Snytrex Aquarius II
word processing system pending satisfactory completion
of trial period.
2) Approve budget transfers indicated below.
FINANCIAL STATEMENT: Total installed cost - $15,839 . Total maintenance cost
$1,464 . Budget transfers from the equipment accounts,
from building management and finance, and the contingent
reserve are required.
DESCRIPTION : Several months ago, Staff began looking at electronic
word processing equipment geared toward enabling the
City to maintain a minimal Staff, yet maximize output.
Very early on, it was discovered that there are literally
hundreds of systems on the market, many of which could
probably meet the City' s needs .. Staff therefore proceeded
to compare features.
Initial basic requirements were ascertained to determine
that system which would best facilitate rapid processing
of various routine projects as well as some possible
future applications (i.e. animal licenses, business
• licenses, land use inventory, etc. )
It was determined that the City' s needs would best be
served by two independent work stations (CRT screen,
keyboard, disk drives) sharing a high speed printer.
The printer is activated by the processor unit, thus the
printer can be located in another room from one of the
work stations . Internal memory of the system was a major
consideration, as was ease of operation, and training
support offered by the supplier. Future growth and
ability to add additional systems to the network was also
investigated, as well as assurance that the company
selected was well enough established and aggressive enough
to remain state-of-the-art, in a very rapidly changing
industry.
COPIES TO:
ITEM NO. 7
AGENDA STATEMENT: Word Processing Equipment
Page 2
A total of 15 price proposals were received. Lengthy, in-depth
demonstrations were conducted on 8 of the systems.
Raytheon (Lexitron)
I B M Display Writer
Wang
* NBI
* A. B. Dick
* Exxon
* Syntrex
Xerox Personal Computer
Xerox 860
Micom Phillips
* Royal
Burroughs
* Lanier
* Digital Equipment Corporation
* Vector
*Indicates those systems demonstrated.
Staff did not receive in-depth demonstrations on the following machines
due to excessive cost, inadequacy of the equipment or poor support
reputation. Annual Cost
Installed (5 Year Amortized
Equipment Cost Cost Incl. Maintenance)
Xerox Personal Computer $13,698 $ 3,990
Micom Phillips 15, 069 4 ,416
Wang 13, 840 5,000
Raytheon (Lexitron) 16 , 497 5,207
IBM Displaywriter 21,374 6,134
Xerox 820II 24 , 994 6 ,144
As shown in the Word Processing Equipment Comparison chart (see attached) ,
those systems which Staff had in-depth demonstrations vary in price and
features . Although each system performs many of the same functions,
Staff has determined that the Syntrex Aquarius II Word Processing
System appears to provide the best combination of features, training
and support and potential for future expansion if necessary. The
system, which includes 2 work stations and one shared high-speed
printer, would be used by the City Manager' s Secretary and the Planning
Secretary. The equipment would not only increase productivity in
terms of typing letters, mailings, reports, documents, but will also
assist in data retrieval. This feature can be utilized in a number of
areas such as indexing of minutes, resolutions and ordinances; recording
fixed assets; land use inventory; tickler files; financial reports; etc.
In additions, the equipment is more than capable of handling such
applications as animal and business licenses, if the need should arise
in the future.
The total installed cost of the system is $15,839. The annual main-
tenance is $1, 464 . The annual cost amortized over 5 years and including
maintenance is $4 ,632 per year. In order to have adequate funds to
purchase the Syntrex system, several budget transfers will be necessary.
AGENDA STATEMENT: Word Processing Equipment
Page 3
Staff budgeted only enough funds in the 1982-83 budget to purchase
one work station. However, before the City acquires such word
processing equipment, it is Staff' s recommendation that a 2 week
trial of the equipment be undertaken. This trial would be provided
by Syntrex free of charge. If the City was satisfied with the
performance of the equipment after the trial period, a purchase of
the equipment could take place.
RECOMMENDATION
Staff recommends that the City Council authorize the purchase
of the Syntrex Word Processing Equipment at a total installed price
of $15,839 and a maintenance contract price of l;464, subsequent to the
satisfactory completion of the trial period ,
It is further recommended that the City Council authorize budget
transfers from the following accounts to the City Manager' s Equipment
Account and Contract Services account to provide sufficient funds for
purchase of the equipment and the maintenance contract. These transfers
are as follows:
Building Management Equipment Account - $3 ,000
Finance Equipment Account - $2 ,000
Contingent Reserve Account - $1,500
•
0 0
H
rEi
0
H H P N r-I
O N r-I
ELI 00 .7+ 7i tom!) N N e-I •:I' W PI UO N co co t/}
H
in
0
0
d'
N o
N i fA O O
H En
vp
p� as oo M en
PQ H PI _ U H A •
w a [� Ln
O r-I 4 Ill M H lO ) 5 N 00 00 M t/} in-
(/) A N to N
M H CCI
H X N as U) U) = o oo Ln U) H ;JI Cl) ",�� to cl
Z W 00 �i i tAlla N M ri M ?{ rYi f=a r i r-I ri N in- t/}
O
I - -
U) ,+
rll H U H c!) m co 0o m O fl) cc co
U) 't3 H A .
�' A
Eil N U)�] �f' 000 �W Fill �Q N O O H
a A r-•I Z p-1 co N rl l0 M J I (Y� CJ .�C' S N 00 H M t/} 01-
Z
O H 00
O
Ix ' �' to $4 to co In
H to -F u) A N M r i
el El G4 r"{ N N in
it H
00 ' I Ill N N ri to .i rZ7 U) Q1 (11 al
8 lO lO CO • r t/? in
-
ELI N
Ai H to >1
H En e' x -P
A I"I 0111 O flh Pi uu)i t� r-I r-I t/l-
0
z a
H RiN H O lHO
U) H A .
l0 [�� ,�a d' N N C�/]) ��I O O t11 r•-I 4
U) r I 7i L!1 N rl rl d' I i� I� r H rl t/} in
-
4)
U 0
N
O WW
A up]� a �+ CO N
Pi H _ r�i U (El a> M a co En Ci) a 9 H
QI .� 00 .7+ 'Z-, tiff N r-1 N N N 5 2 lO H 00 0M tn. t?
0
A H
Pi O
O O
O H M 4-I CO H
p, O N O d'
CA E
z cn = o co U rd w H 1 rn
[� u) a A 3 M M
U] 00 7� .�+ t'�fl N r-I rl M 7+ H V H O 00 r-I r I N t/1- t/}
N pi C7 • O -Pr.. I [il
H u) z to
x A `" A U.N h O
w L 1
Q W H u) W V1 — (-t O Z W 0
a N w v n n 14 En ° A o H � HF
A 1• o H w ,� ij
r-1 ❑ 4, a U1 [ti m n n �i