ADMINISTRATIVE REPORT

Date: October 29, 2001 Author/Local: B. Campbell/ 331 4070

RTS No. 2378

CC File No. 4004
Council: November 6, 2001

TO:	Vancouver City Council
FROM:	Acting Director of Vancouver Public Library
SUBJECT:	Replacement of Obsolete Microcomputers

RECOMMENDATIONS

THAT Council approves the replacement of approximately 250 obsolete microcomputers and related components at an estimated cost of $475,000, to be funded from the Information Technology Long-Term Financing Plan.

ACTING DIRECTOR'S COMMENTS

The Acting Director Vancouver Public Library recommends approval of the above.

CITY MANAGER COMMENTS

The City Manager notes that Recommendation sets the budget for the replacement of the 250 microcomputers and components at the library and is part of the City's ongoing computer replacement program.

The City Manager RECOMMENDS approval of the above.

POLICY On July 23, 1996, Council approved a "Long Term Financing Strategy - Information Technology Replacement Program", that recommended, amongst other things:

THAT Council approve the financing strategy as outlined in this report to provide a sustaining source of funds for information technology implementation and renewal.

PURPOSE

The purpose of this report is to seek funding approval for the replacement in 2001 of 250 microcomputers, in use at the library, that are functionally obsolete. Funding is availablefrom the Information Technology Long-Term Financing Plan.

BACKGROUND

The Library has 1,200 of the City's approximately 4,100 microcomputers. On average, 300 of the computers at the library must be replaced annually, based on a 4-year useful life.

Vancouver Public Library participates in the City's computer replacement program which is funded by the Information Technology Long-Term Financing Plan. Normally the library accesses funds from the Information Technology Long-Term Financing Plan for its replacement of microcomputers through Information Technology's report on replacement microcomputers. Vancouver Public Library usually purchases and implements their microcomputer replacement program in the Summer of the current year. However, our replacements were delayed this year pending selection of the new Integrated Library System to ensure that the workstation requirements of the system would be met by the microcomputers purchased. The approval and funding for the replacement of the Integrated Library System was approved by Vancouver City Council on October 16, 2001.

The Council Report authorizing the replacement of the City's obsolete microcomputers has not yet been submitted to Vancouver City Council for the year 2001 although a component of the replacement program for SAP workstations was approved by Vancouver City Council on March 6, 2001. Information Technology is in the process of preparing a Report for Vancouver City Council, but it is not clear if this will be completed in 2001. The implementation schedule of components of the new Integrated Library System requires that the replacement microcomputers be in place for November and December of 2001. Therefore, Vancouver Public Library is not able to wait for Information Technology's Report to go before Council.

Vancouver Public Library is in the third year of a Contract with Logicorp Data Systems Limited, so a Request for Proposal is not necessary. The Contract with Logicorp Data Systems Limited has been approved by the Vancouver Public Library Board and City Council.

The Library requires access to the funding in the Information Technology Long-Term Financing Plan for the replacement of these microcomputers.

FINANCIAL CONSIDERATIONS

The Information Technology Long-Term Financing Plan provides for $4.15 million in 2001 for technology infrastructure replacement, including microcomputers. This includes all departments and Boards.

CONCLUSION

Replacement of obsolete equipment is necessary if the Library is to continue to take advantage of the opportunities and efficiencies offered by information technology.
Council's approval of the recommendations of this report will permit the Library to access funds from the Information Technology Long-Term Financing Plan.

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(c) 1998 City of Vancouver