HomeMy WebLinkAbout172-01 RESOLUTION• •
RESOLUTION NO. 172-01
A RESOLUTION APPROVING THE PURCHASE OF TWO
HUNDRED TWENTY-THREE (273) MICROSOFT OFFICE XP
SOFTWARE LICENSES FROM DELL, INC. IN THE AMOUNT OF
SIXTY-THREE THOUSAND NINE HUNDRED TWENTY-THREE
DOLLARS AND FIFTY-SIX CENTS ($63,923.56); THE
ASSOCIATED EMPLOYEE COMPUTER TRAINING TO BE
CONDUCTED BY THE UNIVERSITY OF ARKANSAS DIVISION
OF CONTINUING EDUCATION IN THE AMOUNT OF
TWENTY-SEVEN THOUSAND TWO HUNDRED THIRTY-FOUR
DOLLARS ($27,234.00); AND A BUDGET ADJUSTMENT IN THE
AMOUNT OF THIRTY-ONE THOUSAND ONE HUNDRED
FIFTY-EIGHT DOLLARS ($31,158.00) FOR SAME
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby approves the purchase of Two
Hundred Twenty -Three (223) Microsoft Office XP software licenses from Dell,
Inc. in the amount of Sixty -Three Thousand Nine Hundred Twenty -Three
Dollars and Fifty -Six Cents ($63,923.56).
Section 2. That the City Council hereby approves the purchase of the
associated employee computer training to be conducted by the University of
Arkansas Division of Continuing Education in the amount of Twenty -Seven
Thousand Two Hundred Thirty -Four Dollars ($27,234.00).
Section 3. That the City Council hereby approves a Budget Adjustment in
the amount of Thirty -One Thousand One Hundred Fifty -Eight Dollars
($31,158.00) for same.
PASSED and APPROVED this 18th day of December, 2001.
APPROVED:
By
ER WOODRUFF, Ci Clerk
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 172-01
12/18/01
Resolution No. 172-01
11/28/01
Memo to Mayor Coody & Fay. City Council thru Ted Webber, Admin.
Services Director, from Budget & Research, regarding Request for
Approval of Expenditures - Microsoft Office XP Licenses
Office XP Costs
Training Costs
12/18/01
Copy of the Budget & Research Form
12/18/01
Copy of the Purchase Requisition ($63,923.56)
12/18/01
Copy of the Purchase Requisition ($27,234.00)
12/18/01
Staff Review Form
12/20/01
Memo to Kevin Springer, Budget & Research, from Heather Woodruff,
City Clerk
02/18/02
Letter to Mayor Coody, from Rick Stroud, University of Arkansas of
Continuing Education, regarding a proposal/agreement based on the
City's computer needs.
02/20/02
Memo to Mayor Coody, thru Ted Webber, Admin. Services Director,
from Budget & Research, regarding a Letter of Agreement - University
of Arkansas' Division of Continuing Education (Computer Training
Services)
02/22/02
Staff Review Form
03/05/02
Memo to Kevin Springer, Budget & Research, from Heather Woodruff,
City Clerk
NOTES:
FAYETTE' LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO: Mayor Dan Coody and the Fayetteville City Council
THRU: Ted H. Webber, Administrative Services Director
FROM: Budget & Researc
DATE: November 28, 2001
SUBJECT: Request for Approval of Expenditures - Microsoft Office XP Licenses
Staff requests City Council's approval for the purchase of 223 Microsoft Office XP Licenses from
Dell Incorporated. The pricing of the software is made possible through the State of Arkansas
purchasing contract ST -98-0491 for computer software.
Background:
Back in 2000, a survey was sent out to City employees to find usage preferences for business (i.e.
word processing, spreadsheet, and database) software. The survey asked questions concerning
current and preferred software usage. The results of the survey showed that there were major
incompatibilities with the current software used. This caused problems with the sharing of
information between City areas and outside agencies. The main results of the survey showed that
over 56% of the employees surveyed wanted the City to switch to the Microsoft Office software
suite. The decision to standardized to Microsoft Office was made due to the training options
available and also the trend of increased usage of this software.
Items & Funding Requested:
The items requested on the attached page will allow for the purchase of software licenses for all City
computers with the exception of the Police Department. They are already using the Microsoft Office
software suite. The vendor selected for the purchase is Dell Incorporated which is on the State of
Arkansas Purchasing Contract ST -98-0491. By purchasing from the State Contract, almost $15,000
in cost is saved.
Currently there is $60,000 budgeted for this conversion with the quoted price coming in at
$63,923.56. Since Microsoft has gone to the new Office XP version and has also eliminated all
competitive upgrades from other programs (i.e. Word Perfect, Lotus), the cost has increased over
what was projected. In addition, $27,234 in funding is needed to cover the cost of training over the
next 12 months. The training will be performed by the University of Arkansas at the Continuing
Education Center. Because of the increase in software costs and the training needs, a budget
adjustment in the amount of $31,158 is attached for your approval.
Office XP Costs:
Software Version
•
Software Expense
Office XP Professional
# of Copies
Total Cost
Office XP Standard
# of Copies
Total Cost
Office XP Developer
# of Copies
Total Cost
Documentation:
Office XP Standard
Office XP Professional
Office XP Developer
# of Copies
Copy Price
Disk Media:
Office XP Standard
Office XP Professional
Office XP Developer
# of Copies
Copy Price
Sub Total
Tax (8.125%)
Dell
$316.95
20
$6,339.00
$263.19
200
$52,638.00
$442.36
3
$1,327.08
3
3
3
9
$23.53
$211.77
5
3
3
11
$20.00
$220.00
$60,735.85
3,187.71
$63,923.56
•
CDWG
$389.00
20
$7,780.00
$325.00
200
$65,000.00
$540.00
3
$1,620.00
3
3
3
9
$22.00
$198.00
5
3
3
11
$22.00
$242.00
$74,840.00
3,910.55
$78,750.55
Beyond.com
$404.26
20
$8,085.20
$335.70
200
$67,140.00
$564.55
3
$1,693.65
3
3
3
9
$22.22
$199.98
5
3
3
11
$18.89
$207.79
$77,326.62
4,037.99
$81,364.61
Training Costs: 4111
Training Class
Office XP: Word I (4 Hours)
Office XP: Word 11 (4 Hours)
Office XP: Word III (4 Hours)
Office XP: Excel I (4 Hours)
Office XP: Excel II (6 Hours)
Office XP: Excel III (4 Hours)
Office XP: Powerpoint I (4 Hours)
Office XP: Powerpoint II (4 Hours)
Office XP: Access I (6 Hours)
Groupwise (6 Hours)
# Students
72
24
24
72
24
24
48
24
24
24
•
Cost/Student
55.25
55 25
55.25
72.25
106.25
72.25
72 25
72.25
140 25
106 25
Total Cost
3,978.00
1,326.00
1,326.00
5,202.00
2,550.00
1,734.00
3,468.00
1,734.00
3,366.00
2,550.00
360 $ 27,234.00
City of Fayetteville, Arkansas
Budget Adjustment Form
Res. 172-01
Budget Year
2001
Department: Administrative Services
Division: Budget & Research
Program: Sales Tax Capital Improvements Fund
Date Requested
12/18/2001
Adjustment #
Project or Item Requested:
$31,158 is requested in the Citywide Software Upgrades
capital project.
Project or Item Deleted:
None. $31,158 from the Printer Replacements capital project
COPY,
Justification of this Increase:
The funding is needed to cover the purchase and training
costs associated with the conversion to the Microsoft
Office XP software package.
Justification of this Decrease:
There is sufficient funding available in the project to meet
current objectives
Increase Expen e (Decrease Revenue)
Account Name Amount Account Number Project Number
Software Expense
31,158 4470 9470 5209 00 00022 1
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Minor Equipment
31,158 4470 9470
5890 00 96017 1
Approval Signatures
Requested By
Budget Manager
ent Director
As in. 3r"'ces Direct or
Mayor
Date
Date
Da e
D
a
Budget Office Use Only
Type: A B CD E
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Blue Copy: Budget & Research / Yellow Copy: Requester
Date:
12/18/2001
Expected Delivery Date:
12/28/2001
l: \ _
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it
Inventory
II #
$60,735.85
$3,187.71
Requisition No.: II
P.O. Number:
of
Y
Taxable:
Yes X No
ProJect/SubProJect
Number:
00022-1
00022-1
00022-1
00022-1
00022-1
00022-1
00022-1
00022-1
N
O
O
O
Vendor Name:
Dell Marketing LP
FOB Point:
Fayetteville, AR
Ship To Code:
180
'Requester's Employee#:
304
Account Number:
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
4470-9470-5209-00
Spocial Instructions; , / r, Res. 172-01
`/t _ Rudnat Manannr
Address:•
8505 Arboretum Blvd.
Zip:
78759
Requester:
Kevin S ringer
Extended
Cost
$52,638.001
$6,339.00
$1,327.081
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$316.95
$442.36
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Purchase Requisition
(not • purchase order)
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State:
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Vendor #:
2978
Office XP Enterprise MVL (414-9268)
Office XP Pro Enterprise MVL (414-9266)
Office XP Dev MVL (414-9137)
Office XP DocKit (03-11568)
(Office XP Pro DocKit (03-11565)
Office XP Dev DocKit (03-11561)
Office XP Disk CD WWF (03-11567)
Office XP Pro Disk CD WWF (03-11564)
Office XP Dev NA Disk Kit CD (03-11563)
SHIPPING/HANDLING
City:
Austin
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Division Head Approval:
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Subtotal: $27,234.00
Tax:
TOTAL: $27,234.00
Budget Manager: _ Info. Technology Mgr:
Date:
12/18/2001
Expected Delivery Date:
12/28/2001
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Requisition No.:,
P.O. Number.
ProJect/SubProject
Number:
00022-1
Ship To Code:
180
'Requesters Employee#:
304
Account Number:
4470-9470-5315-00 �I
Res. 172-01
FOB Point:
Fayettevi
Vendor Name:
University of Arkansas Division
Address:
Room #205 - #2 University Center
Zip:
72701
Requester:
Kevin Springer
Extended
cosi
$27,234.00
27,234
Purchase Requisition
(nor a purchase order)
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Vendor #:
86010
City.
Fayetteville
2002 Computer Software Training
SHIPPING/HANDLING
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• STAFF REVIEW FORM •
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of December 18, 2001
FROM:
Kevin Springer
Name
Budget & Research Administrative Svcs.
Division Department
ACTION REQUIRED:
City Council is requested to approve the purchase of 223 Microsoft Office XP
software licenses from Dell Incorporated. The purchases are authorized through the
State of Arkansas Contract Award ST -98-0491. In addition, a budget adjustment is
also requested. C.IP nUNp.
COST TO CITY:
$ 63,923.56 $ 60,000.00 Software Upgrades
Cost of this Request
4470-9470-5209-00
Account Number
00022-1
Project Number
Category/Project Budget Category/Project Name
$ 0.00 Other Capital
Funds Used To Date Program Name
$ 60,000.00
Sales Tax Capital
Remaining Balance Fund
BUDGET REVIEW: X Budgeted Item X Budget Adjustment Attached
Budget Ahanager
s
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
GRANTING AGENCY:
Accounting Manager Date Internal/fiuditor Date
�� 9 a/
City ttorney ate ADA Coordinator Date
Purchasing Officer Date Grant Coordinator Date
STAFF RECOMMENDATION: Purchase of Office XP software licenses from Dell Incorporated
and the attached Budget Adjustment.
//-290/
Date
DivisioYi Head
Adm;t{istrative Services Director
Cross Reference
New Item: Yes No
r Prev Ord/Res #:
Orig Contract Date:
Orig Contract Number:
• •
STAFF REVIEW FORM - Page 2
Description Microsoft Office XP Purchase Meeting Date December 18, 2001
Comments: Reference Comments:
Budget Manager
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
Grants Coordinator
FAYETTEA.LE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Kevin Springer, Budget & Research
From: Heather Woodruff, City Clerk
Date: December 20, 2001
Please find attached a copy of Resolution No. 172-01 approving the purchase of 223 Microsoft
Office XP software licenses from Dell Incorporated. The original will be microfilmed and filed
with the City Clerk
Your Budget Adjustment for has been forwarded to the Budget and Research Division.
The original Purchase Requisitions were picked up by Mr. Springer, Wednesday, December 19,
2001.
cc:
Nancy Smith, Internal Audit
Stephen Davis, Budget & Research
Scott Huddleston, Information Technology
010 03
Update
Document
Reference
RES
Date
12042001
Citof Fayetteville
Index Maintenance
It n Action
Ref. Taken Brief Description
172
•
12/26/2001
16:39:24
MICROSOFT OFC XP SOFTWARE LICENSES
Enter Keywords
File Reference #
Security Class
Expiration Date
Date for Cont/Referred:
Name Referred to
•
RES. 172
223
MICROSOFT
OFFICE XP
SOFTWARE LICENSES
bELL,INC.
$63,923 56
ASSOCIATED EMLOYEE COMPUTER
TRAINING
DI'V'ISION OF CONTINUING EDUCTIII
MICROFILM
Cmdl-Return CmdB-Retention
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(c) 1986-1992 Munimetrix Systems Corp.
DEPARTMENT OF NOOEDIT EDDIES
2 East Center Street
Fayetteville, Arkansas 72701
Telephone: 501-575-3604
Facsimile: 501-575-7232
www.uacted.uark.edu
February 18, 2002
Mayor Dan Coody
City of Fayetteville
113 West Mountain
Fayetteville, AR 72701
Dear Dan:
The University of Arkansas Division of Continuing Education is pleased to offer the following proposal based
on your computer training needs. This letter is to assure that we both understand the terms of our agreement
and enable us to do the best possible job.
Based on the information you have provided, the estimated customized training package is listed as follows:
Course
Classes
Per Class
Total
Students
Estimated
Hours Per
Class
Regular
Fee
Discount
Fee
Word
I
6
12
72
4
$65
$55.25
Word
II
2
12
24
4
$65
$55.25
Word
III
2
12
24
4
$65
$55.25
Excel
I
6
12
72
4
$85
$72.25
Excel
II
2
12
24
6
$125
$106.25
Excel
III
2
12
24
4
$85
$72.25
PowerPoint
I
4
12
48
4
$85
$72.25
PowerPoint II
2
12
24
4
$85
$72
25
Access
I
2
12
24
6
5165
$140.25
Estimated
Totals
28
336
40
Prices quoted above will remain effective until September 1, 2002 at which time a new Letter of Agreement
will be drafted to reflect any additional training and/or price fluctuations.
• The City of Fayetteville will assist the Division of Continuing Education in establishing training criteria to
ensure successful completion of the project. The City of Fayetteville will also assist the Division with
scheduling of classes as soon as pre assessments are completed. c
• Training will be for Microsoft Windows 2000 and Office XP Desktop applications.
• Classes must have a minimum of six participants.
• Training content and/or materials may be adjusted upon request. Note: Price adjustments may be
necessary for these changes.
"Leaders of Quality, Innovative, and Unique Learning Opportunities."
•
February 18, 2002
Page 2
• •
The University of Arkansas Division of Continuing Education will provide a training specialist, pre -
assessments, textbooks, computer lab, evaluations, and certificates. Requests for additional services, textbooks,
and/or equipment will be charged in accordance with Division policy. Customized textbooks are charged
based on level of customization. The University of Arkansas reserves the right to substitute trainers
during the project.
Dan, we look forward to our work with the City of Fayetteville. If this letter indicates the terms of our
agreement are as you understand them to be, please sign both copies of this letter and return one to me.
Strou
RS:jm
D:te
FAYETTEVSLLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
TO: Dan Coody, Mayor
THRU: Ted H. Webber, Administrative Services Director
FROM: Budget & Research
DATE: February 20, 2002
SUBJECT: Letter of Agreement - University of Arkansas' Division of Continuing
Education (Computer Training Services)
Please find attached, a Letter of Agreement with the University of Arkansas' Division of Continuing
Education that provides the City with computer training services for this year. The services are
needed to provide training to City employees as part of the Microsoft Office XP conversion.
As you may remember, the City of Fayetteville has been in the process of switching over from Lotus
and Word Perfect to the Microsoft Office software package. On December 18, 2001, the City
Council approved the purchase of 223 Microsoft Office XP licenses along with the training services
(Resolution 172-01). The licenses and materials have now been received and procedures have been
started to install the software and to provide user training.
In order to assist employees in the usage of the Office XP software, the City of Fayetteville has
contracted with the University of Arkansas' Continuing Education Division to provide training. We
are currently surveying employees to see which training classes will be scheduled and will be
enrolling personnel sometime in March.
For 2002, the estimated not -to -exceed cost of the computer training services will be $27,234. Since
we are paying for training based on demand and not lump -sum, the amount could possibly be lower
due to employee demand In the event that there is budget remaining, the excess funds will be
utilized for any other computer training that the City requires.
If you have any questions concerning the information outlined in this memo, please feel free to
contact Kevin Springer at ext. 226. Thank you for your attention to this matter.
c
A
•
•
AGENDA REQUEST
X CONTRACT REVIEW
GRANT REVIEW
•
STAFF REVIEW FORM
For the Fayetteville City Council
meeting of
• eta (wee= / Z
MiCaciumED
N/A - Mayor's Approval
FROM:
Kevin Springer Budget & Research
Name
Administrative Svcs.
Division Department
ACTION REQUIRED:
Letter of Agreement with the University of Arkansas Division of Continuing Education
for computer training services. Services were approved by Fayetteville City Council
through Resolution 172-01 on December 18, 2001.
COST TO CITY:
$27,234.00
91,158.00 Software Upgrades
Cost of this Request Category/Project Budget Category/Project Name
4470-9470-5315-00 60,736.00 Other Capital
Account Number
00022-1
Project Number
Funds Used To Date Program Name
30,422.00
Remaining Balance
Sales Tax
Fund
BUDGET REVIEW:
X
udJdt Manager
Budgeted Item Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
S%ci az C
Acc untin M Hagerger J Date
'Att ornneyn
Purchasing Officer
GRANTING AGENCY:
Oki r 4a1l40a�
Internal Aaitor Date
Date ADA Coordinator Date
oZ I�1(DP--
Date Grant Coordinator Date
STAFF RECOMMENDATION:
Division Head
Staff recommends approval of this letter of agreement
with the University of Arkansas Continuing Education
Center.
Date
Cross Reference
New Item: Yes No
Prev Ord/Res #:
Orig Contract
Orig Contract
Date:
Number:
F
• •
STAFF REVIEW FORM - Page 2
Description Computer Services Training Meeting Date
Comments: Reference Comments:
Budget Manager
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
Grants Coordinator
FAYETTEVA.LE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Kevin Springer, Budget and Research
From: Heather Woodruff, City Clerk
Date: March 5, 2002
Attached is a copy of the completed staff review form and signed agreement with the CEC for
computer training. I am also returning one original to you. The original will be microfilmed and
filed with the City Clerk.
cc: Nancy Smith, Internal Audit
L
0
015 09
Update
Document
Reference
B&R
Date
2222002
City of Fayetteville
diMaintenance/Inquiry
flew Action
Ref. Taken Brief Description
AGREE U of A/ Continuing Education
•
3/19/2002
8:24:18
Enter Keywords • UNIVERSITY OF ARKANSAS
U OF A
CONTINUING EDUCATION
COMPUTER TRAINING SERVICES
TRAINING
BUDGET AND RESEARCH
RES. 172-01
File Reference # • CCOFC/02M
Security Class
Expiration Date
Date for Cont/Referred:
Name Referred to
•
•
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