HomeMy WebLinkAboutCity Council Committees - Operations - 10/02/2012 KENT
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OPERATIONS COMMITTEE MINUTES
FEBRUARY 2, 2010
Committee Members Present: Debbie Raplee, Jamie Perry, and Les Thomas
The meeting was called to order by Les Thomas at 4:10 p.m.
1. APPROVAL OF MINUTES DATED JANUARY 19, 2010
Raplee moved to approve the minutes of the January 19, 2010 Operations Committee
meeting. Perry seconded the motion, which passed 3-0.
2. APPROVAL OF VOUCHERS DATED JANUARY 15, 2009
Finance Director, Bob Nachlinger presented the vouchers for January 15, 2010 for approval.
Perry moved to approve the vouchers dated January 15, 2010. Raplee seconded the
motion, which passed 3-0.
3. MOVE TO AUTHORIZE THE MAYOR TO SIGN A GOODS AND SERVICES
AGREEMENT WITH TIBURON, INC. NOT TO EXCEED $63128 TO ASSIST
THE CITY WITH UPGRADING THE POLICE AND JAIL RECORDS SYSTEM
(TIBURON).
IT Manager Kim Clements presented an agreement to perform the mandatory upgrade of our current Tiburon
system from version 7.33 to the latest version (currently 7 6) pending agreement on terms and conditions.
BUDGET IMPACT: Not to exceed $63,128 goods and services agreement. Funding for this pro]ect was
budgeted in the Information Technology Plan as adopted by City Council and will not impact the general fund.
BACKGROUND: The Tiburon system was implemented in September of 2004. This upgrade is mandatory to
maintain compliance with our annual maintenance and support contract. This goods and services agreement is
for the costs associated with upgrading custom interfaces, converting the Oracle database to SQL Server, user
training and upgrading the Tiburon training system. ATTACHMENTS Scope of Work for upgrade of the
Tiburon System. The Committee raised questions which Clements responded to.
Raplee moved to recommend Council authorize the Mayor to sign A Goods and
Services Agreement with Tiburon, Inc. not to exceed $63,128 to assist the City with
upgrading the Police and Jail Records system (Tiburon). Perry seconded the motion,
which passed 3-0.
City Attorney Tom Brubaker noted that the City is still negotiating some of the final
details with Tiburon on this contract and would like to ask that the motion be
amended to add "subject to the approval of final terms and conditions by the City
Attorney."
4. MOVE TO AUTHORIZE THE MAYOR TO ENTER INTO GOODS AND SERVICES
AGREEMENTS WITH RIGHT! SYSTEMS TO PURCHASE TAND INSTALL A
STORAGE AREA NETWORK WYWTEM IN AN AMOUNT TNOT TO EXCEED
$480,000 INCLUDING APPLICABLE STATE TAXES, AND TO AUTHORIZE
THE MAYOR TO AUTHORIZE PURCHASE ORDERS TO HEWLETT-PACKARD
CORPORATION FOR SERVERS AND SFTWARE NOT TO EXCEED
Operations Committee Minutes
January 19 2010
Page: 2
$172,045UNDER THE WSCA CONTRACT, FOR A PROIECT TOTAL NOT TO
EXCEED $717,249.
IT Manager Paul Dunn provided Committee members with an amendment to the Goods
& Services Agreement between the City of Kent and Right' Systems, Inc. Dunn
explained that as part of the Information Technology Planning process the need for
integrated and expandable disc storage architecture was identified. Today, the IT
Department manages disc storage on its servers in a collection of small Storage Area
Networks (SANS), and server-attached disc arrays During the first half of 2009, the
City's Information Technology Department conducted an in-depth study, to better
understand business drivers and requirements behind the growing need for disc storage.
The results of this study were used to inform the planning for an Enterprise Level
Storage Capacity and Disaster Recovery Readiness Project. The Enterprise Storage
Capacity project addresses the identified needs for disc storage and defines the
architecture to support the City's storage and Disaster Recovery and Restoration
requirements. Dunn further explained that this project is an element of the Tech Plan
that has already been approved. Have added disaster recovery that was also a part of
the Tech plan. The City Information Technology Department issued an RFP for the
Storage Area Network System in September, 2009. The chosen responsive vendor was
Right' Systems of Lacey, WA. Other elements of the project will be purchased under
State or Interlocal Contracts. BUDGET IMPACT. The budget for this project is included in
the Information Technology Tech Plan Budget. BACKGROUND- During the first half of
2009, the City Information Technology Department conducted a comprehensive survey
of data storage usage and virtualization opportunities as part of the foundation for this
initiative. The Committee raised questions which Dunn responded to.
Perry moved to authorize the Mayor to enter into Goods and Services Agreements with
Right! Systems to purchase and install a Storage Area Network System in an amount
not to exceed $480,000 including applicable State Taxes, and to authorize the Mayor to
authorize purchase orders to Hewlett-Packard Corporation for Servers and Software
not to exceed $172,045 under the WSCA contract, for a project total net to exceed
$717,249. Raplee seconded the motion, which passed 3-0.
5. RECOMMEND THE KENT CITY COUNCIL ADOPT TOE PROPOSED
ORDINANCE THAT PLEDGES THE CITY OF KENT'S FULL FAITH AND
CREDIT TOWARD THE PAYMENT OF ITS 20% SHARE OF THE TOTAL DEBT
SERVICE ON FREFUNDING VALLEY COMMUNICATIONS'S BONDS,
ESTIMATED AT 5.85 MILLION, AND AUTHORIZING THE MAYOR AND
VALLEY COMMUNICATIONS TO TAKE ALL OTHER ACTIONS NECESSARY
TO ISSUE THE REFUNDING BONDS.
SUMMARY:
City Attorney Tom Brubaker noted that in April 2000, the City of Kent, along with the cities of
Auburn, Federal Way, Renton, and Tukwila, entered into an interlocal agreement to reorganize
Valley Communications Center, whose purpose is to provide improved police, fire, and medical
aid service communications within the boundaries of the member cities.
At the same time, the member cities, through the City of Kent, formed the Valley
Operations Committee Minutes
January 19 2010
Page: 3
Communications Center Development Authority (PDA). The PDA issued bonds in order to
finance the construction, equipping, and improvement of a new Valley Communications
facility. Pursuant to the April 2000 Interlocal Agreement, each member city agreed to
contribute to paying 20% toward the financing of the costs of the new facility, less
contributions from grants, other agencies, or other sources
The market currently allows these bonds to be refunded at a lower interest rate through the
issuance of refunding bonds, which would result in a savings to both Valley Communications
and its member cities. The total amount of the refunding bonds is currently estimated at
$5 85 million, but the actual amount will not be known until the time the refunding bonds
issue.
In order to authorize issuance of the refunding bonds, each member city has been asked to
reaffirms its pledge on the original loan by adopting an ordinance that pledges the city's full
faith and credit toward the payment of its 20% share of the total debt service on the
refunding bonds to be issued by the Valley Communications Center Development Authority.
The Committee raised questions which Brubaker and Finance Director Bob Nachlinger.
Raplee moved to recommend the Kent City Council adopt the proposed ordinance that
pledges the City of Kent's full faith and credit toward the payment of its 20% share of
the total debt service on refunding Valley Communications' bonds, estimated at $5.85
million, and authorizing the Mayor and Valley Communications to take all other actions
necessary to issue the refunding bonds. Perry seconded the motion,which passed 3-0.
The meeting adjourned at 4:33 p.m. by Les Thomas.
Pamela Clark
Operations Committee Secretary