6.2. SR 02-08-1999
Memorandum
ITEM #6.2.
-c/
To: Mayor and City Council
From: Assistant Chief Bea~
Date: February 3,1999
Subject: Bids for network installation
.EIU
Police Department
The police department solicited bids for the hardware and software required for the new
computer network to be installed at the police department. The bids were solicited by
advertising in the Elk River Star News. Bids closed on 1-28-99 at 2:30 p.m. Only three
companies bid on the project although network specifications were sent out to eight
vendors.
The bids received were as follows:
En Pointe Technologies
505 N. Highway 169
Mpls, MN 55441
Total Hardware:
Total install and engineering:
7 x 24 Maintenance @ 3 yrs
Total price:
$37101.29
$5,885.00
$4,140.00
$47,126.29
.
CPS Technology Solutions
Mpls. MN
Total Hardware: $46,479.00
Engineering included: N/C
Install: (estimate) 40 hrs @ $100.00 per hour
$4,000.00
Maintenance 5 x 8 included: N/C
7 x 24 would be additional cost Unk
Total price:
$50,479.00
Data Resource Group
Boca Raton, Florida 33431
Total Hardware:
Engineering/Install :
7 x 24 maintenance:
Total price:
$37,737.00
$7,900.00
$8,947.00
$54,584.00
.
The obvious low bid is En Pointe. They have done work with the city before and are a
reputable company.
13065 Orono Parkway. P.O. Box 723 . Elk River, MN 55330. (612) 441-2324 . Fax (612) 441-8937
.
.
.
This bid is higher than our estimated cost originally proposed to the Council on 12-18-
98. At that time, a rough guess on the hardware was $27,000.00. This was made prior
to the vendors actually seeing the hardware specifications.
This increase was impossible to predict as it took each vendor weeks to review the
specification document which was 16 pages in length. A large portion of the hardware
costs includes licensing. Because we have no current network, we have to purchase
group and individual licenses for each workstation. This project actually requires total
Microsoft licenses costing $12,351.34. The original look at hardware did not include the
required 7 x 24 maintenance either. This cost of $4,140.00 along with the license costs
accounts for the difference between the rough cost estimate proposed to council on 12-
18 versus what the final totals come out to be. The software costs have not changed -
remaining at $125,500.00. This includes design, software, training, installation,
configuration and the first year's maintenance cost.
We have still not received a firm cost on record conversion. We are working with the
same vendor who will be doing the conversions in Apple Valley, Ramsey, Anoka County, .
Fridley, Blaine, Eagan and Burnsville. They are trying to determine what a fair fee is for
sharing the program costs between departments. I believe at this point that the total
conversion package will be less than $10,000.00
The cost for the project thus far is:
Hardware: $47,126.29 (includes engineering, install and maintenance)
Software: $125,500.00
Conversion: $10,000.00
Mobile CDPD: $30,000.00
Total cost:
$212,626.29
Additional costs that are yet to occur will include the following:
CAT 5 certified network cable:
Network printers:
Two additional workstations:
$2,900
$2,000
$2,500
We have two areas that we hope will reduce the total amount being requested:
Current money set-aside for mobile application:
Federal COPS grant:
$40,000.00
$70,000.00
If these were applied towards the overall cost the amount being requested would be
$102,626.29. (Not including the $7,400.00 for the cable and printers)
We are requesting final approval on the network installation, software purchase and
associated costs. We feel the total amount requested less the mobile amount would be
the wisest choice at this point. We are counting on the grant coming through but are
concerned that if it does not, that the project would fall through. The total amount
requested less the $40,000 is $180,026.29. (This includes printers and workstations)