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HomeMy WebLinkAboutItem 5.1 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