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RESOLUTION No. 7,744
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ACCF -1m' pTDc r !D n<T''A °.r F CON "'FACT FOR
THE PURCHASE OF A 1JORD PROCESSING AUTONATIONJ
SYSTEM FOR THE CITY ATTORNEY'S OFFICE.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS
OF T1IE Cl: ` OF LITTLE ROCK, ARKANSAS:
SECTION 1. The City Manager is hereby authorized to
accept bids and award a contract in an amount not to exceed
$55,000.00 to the lowest responsible and responsive bidder,
Computer Controls, Inc., as proposed in the attached fact sheets
for the purchase of a word processing automation system for the
City Attorney's Office in compliance with Section 2 -44 of the
Little Rock Code of Ordinances.
SECTION 2. Funds have previously been appropriated for
this system in the Caoital Improvement Budaet, Account Number
499 -80 -12.
.DCP^_ED: 'larch 17, 1937
ATTEST:
of
CITY LERK JANE encli
APPROVE S TO F RPS:
NARK STODOLA, CITY ATTORNEY
APPROVED:
MAYOR . LOTTIF. S-VA t.F,LEOP.D
/,- z3
4-11
City of Little Rock • •
Mark Stodola City Hall
City Attorney Markham at Broadway
Little Rock, Arkansas 72201
501/371 -4527
99
M E M O R A N D U M
TO: MAYOR AND MEMBERS OF THE BOARD
CITY OF LITTLE ROCK
FROM: MARK STODOLA
CITY ATTORNEY
RE: AWARD OF CONTRACT FOR LAW OFFICE
AUTOMATION SYSTEM
DATE: MARCH 10, 1987
ANALYSIS OF BIDS AND RATING SYSTEM
Pursuant to the Board's finding of need, the City Attorney's
Office issued Request for Proposal (RFP) #7104 for the award of a
law office automation system in conformance with bidding
requirements as set forth in Section 2 -44 of the Little Rock Code
of Ordinances.
This RFP was responded to by 6 vendors: International Business
Machines (IBM) of Little Rock; Information Systems and Concepts
(ISC) of Jonesboro, Arkansas; Teleprocessing and Networks, Inc.
(TNI) of Des Plaines, Illinois; Compute,..Controls,'Inc. (CCI) of
Dallas, Texas; National Cash Register (NCR) of Little Rock; and
Harris /Lanier Business Systems (Lanier) of Little Rock.
After all bids were submitted and opened, the City Attorney's
Office began an evaluation procedure based on the selection
criteria outlined in the RFP (see Attachment A). Each section of
the bids (Hardware, Software, Vendor "Track Record ", System
Performance and Upgrades, and Price) was assigned a point value
and each section was, in turn, broken down into subcategories
which were all assigned point values which, when added together,
comprised the point value for the particular section evaluated
(see Attachment B). ,.
Once the point values were assigned, a rating panel comprised of
persons from the City Attorney's Office, the Office of Management
and Support,_,and the Department of Finance scored each item based
on the above materials and those provided by the vendors in their
respective bids.-
CUSTOMER SATISFACTION 100
Extensive discussions were then conducted with firms that had
already purchased similar equipment from the vendors (see
Attachment C).
After all Evaluation Committee members had completed scoring the
sheets, the scores by each evaluator were totalled and the bids
were ranked accordingly (see Attachment D).
ON -SITE INSPECTION
Based on those rankings, an on -site visit was arranged to observe
the two top ranked systems.
After seeing the systems in operation, considering customer
satisfaction along with the point totals tabulated, and the
projected cost of the systems bid, it was decided that the
contract should be awarded to Computer Controls, Inc. as the
lowest responsive and responsible bidder.
Thank you.
•
Exhibit A
-101
COMPARISON OF FEATURES FOR COMPUTER SYSTEM
I. HARDWARE
UNITS BID
CCI ISC IBM NCR TNI LANIER
19 12 12 12 18 12
(14)
Required Hardware
Y
Y
Y
N
Y
N
Cables
N
Y
N
Y
Y
Y
Surge Protectors
Y
?
N
?
Y
Y
High Speed LJ Printer
Y
Y
Y
Y
Y
Y
2 NLQ dot Matrix Printers
Y
Y
Y
N(n)
Y
N
Draft - 150 cps
Y
Y
Y
?
Y
N(j)
LQ - 50 cps
Y
N
N
N
Y
N(j)
MB storage
80
120
60
82
80
40
Expansion Capacity
451M
520
520
7
?
140
RAM
2 MB
1MB
1M
1M /WS
4.6M
256
Expandability
8M
2
2
?
?
640
CPU
Y
Y
Y
N
Y
(f)
Terminal
-Y
Y
Y
Y
Y.
Y
Monochrome,nonglare
Y
Y
Y
Y
Y
Y
Typewriter Keyboard
Y
Y
Y
Y
Y
Y
10 key
Y
Y
Y
Y
Y
Y
W/P function keys
Y°
Y
Y
Y
Y
Y
Backup System
(p)
(k)
(k)
(k)
(p)
(k)
Printer Font Cartridge
N
Y
Y
7
Y
Y(c)
LJ Printer Speed(ppm /cps)
8 ppm
12ppm
12ppm
8ppm
8ppm
15ppm
Bond Paper
Y
Y
Y
Y
Y
Y(c)
Legal
Y
Y
Y
Y
Y
Y
Transparencies
?
?
?
?
?
N
Text Rotation
(e)
N(j)
?
Y
?
(e)
Envelopes
N
N(j)
N
Y
Y
N
Utilize present equip.
N
N
N
N
N
Y
Maintenance: Warranty
Y
Y
Y
?
?
90day
After warranty cost
?
?
?
7
? $24,600
': -
--
(3
yrs. )
102
Installation
Inc.
?
?
2,709
2,500
1,108
II. SOFTWARE
c
Systems Software
Y
Y
Y
Y
Y
Y
Word Processing
Y
Y
Y
Y
Y
Y
Easy Edit
Y
Y
Y
Y
Y
Y
Form /Merge Cap.
Y
Y
Y
Y
Y
Y
Multi User access
to documents
Y
Y
Y
Y
Y
Y
Normal W/P functions
Y
Y
Y
Y
Y
Y
Perferred functions:
Delete /Insert
Y
Y
Y
Y
Y
Y
Un- delete /Un -Ins
Y
Y
Y
Y
Y
Y
Block Move & Copy
Y
Y
Y
Y
Y
Y
Search & Replace
Y
Y
Y
Y
Y
Y
Page Numbering
Y
Y
Y
Y
Y
Y
Centering
Y
Y
Y
Y
Y
Y
Underling /bolding
Y
Y
Y
Y
Y
Y
Italics
Y
Y
Y
Y
N
Y
Multiple rulers
Y
Y
Y
Y
Y
Y
Word Wraparound
Y
Y
Y
Y
Y
Y
Free Scrolling
Y
Y
Y
Y
Y
Y
List Processing
Y
Y
Y
Y
Y
Y
Spell Check
Y
Y
Y
Y
Y
Y
Menu
Y
Y
Y
Y
Y
Y
On -line Help
Y
Y
Y
Y
Y
Y
Column Move /delete
Y
Y
Y
N
N
Y
Super /Subscripts/
Footnotes
Y
Y
Y
Y
Y
Y
Thesaurus
Y
Y
Y
N
N
N
Automated Calendar
Y
Y
Y
Y
Y
Y(a)
Electronic Mail
Y
Y
Y
N(j)
Y
Y(a)
Tickler File
N(s)
Y
N
?(o)
Y
Y(a)
Pref. Year In Advance
(s)
Y
N
(o)
Y
Y
Meetings calendar
(s)
Y
N
(o)
Y
Y
Priority Messages
(s)
Y
N
(o)
Y
Y
Security
(s)
Y
N
(o)
Y
Y
- Log System
Y
Y
Y
Y
Y
Y(g)
Time /Expense Billing
Y
Y
N
Y
Y
Y
Reports
Y
Y ., ._
N
Y
?
Y
Terminal Access
Y
Y
N
Y
?
:Y
Editing
Y
Y-
N
Y
? .'
Y
•
103
Docket Control
N(s)
Y
N
Y
Y
Y
online capabilities
(s)
Y
N
Y
Y
Y
Tracking
(s)
Y
N
Y
Y
Y
Management of Data
(s)
Y
N
Y
Y
Y
Storage of Data
(s)
Y
N
Y
Y
Y
Reports
(s)
Y
N
Y
Y
Y
Sort /Select
(s)
Y
N
Y
Y
Y
"Tickler" Capabilities
(s)
Y
N
?(o)
Y
Y
Calendar Integration
(s)
Y
N
Y
Y
Y
List Processing
Y
Y
Y
Y
Y
Y
File Inventory
Y
Y
Y
Y
Y
Y
Brief Bank
Y
Y
Y
Y
Y
Y
Data Base Manager
Y
Y
N
Y
Y
Y
Security Codes/
Restricted Access
Y
Y
Y
Y
Y
Y
Programming Language
Y
Y(r)
Y(r)
N
N
Y(i)
Networking /Downloading
Capabilities
Y
Y
Y
Y
Y(j)
Y(j)
Word Processing Fonts
?
Y
Y
Y
?
12b
Custom Programming
N
Y(c)
N
Y(j)
Y(q).
Y
Link to City °
N(j)
N(j)
N
N
N
(h)
Home Workstations
N(j)
N(j)
Y
(h)
Y
(h)
C. J
s
man
•
104
LEGEND
Y Yes
N No
? Don't Know (Can't Tell)
a Included in Systems Software
b Fonts to be selected in document (Ex: Helv, Old English, etc.)
c Included; not an option
d Unlimited
e Portrait and Landscape
f Multiple Processors Noded Together
g Included in calendar
h Software not included
i Basic and operating
j Not included
k Discs (Floppy and fixed)
1 With optional extended warranty
m 3 year period
n 1 only
o Might be included in docket control
p Discs and tape
q Estimated costs $26,400
r RPGII with option to take COBOL, FORTRAN, etc instead
s May be done using existing software without further expense
CCI - Computer Controls, Inc. - Dallas, Texas
ISC - Information Systems & Concepts - Jonesboro, Arkansas
IBM - International Business Machines - Little Rock, Arkansas
NCR - National Cash Register - Little Rock, Arkansas
TNI - Teleprocessing & Networks, Inc. - Des Plaines, Illinois
Lanier - Harris /Lanier - Little Rock, Arkansas
l
n
• Exhibit B
105
LITTLE ROCK CITY ATTORNEY'S COMPUTER BIDS
POI% TS CCI ISC IBM TUT NCR i.A
I. HARDWARE
(100)
CA. +J kid, )
A. 0 of Units Bid
(60)
B. Maintenance & Support
(iV
(Vendor) (Availability,
res onse,'involvement) '
C. Maintenance & Support
required of City
(20)
(Preventative Maintenance,
level of documentation,etc.)
D. Documentation
j
(Quality, clarity, etc.)
E. Warranty & Setup Costs
10
I
(Incl. implementation
1
schedule)
II. SOFTWARE
(100)
A. Minimum Requirements
(50)
(Functionality of bid &
required software)
B. Conversion & Tailoring
(10
" (OMS involvement &
Ease of change)
C. Wide Use of Software,
Installation Support
and Trainin
(20)
D. "User - friendliness"
20
(Ease of use & documentation)
III. VENDOR "TRACK RECORD"
(60)
A. Lenath of time in business
(10)
B. Solvency
(10)
`
r 1
C. Market history for equipment
(10)
D. Customer Satisfaction
(20)
E. * of installed systems 1
(10)
Ap
POINOCCI ISC IBM TNI NCR LA
IV. UPGRADES & SYSTEM PERFORMANCE
A. Ex ansion above min. re q.
(100)
(20)
B.
Upgrades 6 Staffing re q.
(10)l
I
C,.
Features, etc, of operating
system _ •AAIA -., I. ' -.A_l. r..k �.
(20)
D.
Ease of use & System
Performance
(50)
V. PRICE
A. Hardware
(140)
(60)
B.
Software
(40)1
1
C.
Installation
(2J)
D.
Training
(20)
TOTAL
POINTS
I
I
1
� i i i i s iii i i i i i i ii li
SYSTEM HARDWARE
107
PRICE SHEET
ITEM CCI ISC IBM NCR TNI LANIER
CPU 25,_
_11 219
H/S Printer -75 5 77 91-15
M/S Printer '/-j
Laser Bin Feeder - ------
LQ Bin Feeder(?�
Terminals
Surge Protectory/
Maint/Warranty So
f iBT��
Installation
Training
Software
Adaptation
Printer Cables
-4 Qr 2a4
Net
U
50
------
lit V
4 C,,
fie.
-1
7114;�j
--- ---- ------
-71�5 Li-c
r
0 :
- n,,yx
- ----
------
4 C,,
fie.
-71�5 Li-c
r
0 :
- n,,yx
- ----
------
4 C,,
N.
Goo
o V-0 :r;,W,
SYSTEM SOFTWARE 108
PRICE SHEET
ITEM CCI ISC IBM NCR TNI _LANIER
Operating System 2.,5 '~ --- - --�s -=
Database Mgnt l,l = ~ - -7 0 12/x0 150 ------
Laser Printer,
I did
Software ___•.�_1��: _i _c
�D�-� Car�ric�ge5 3- 4cra -----------
I.�
C.
ITEM CCI
5 Word Processor
Auto Calendar
Electronic Mail
5 Tickler Files f,
Atty Log System
Time/Expense -_ --
Report & Billing 5 -
i
Docket Control
PRICE TOTALS:
Original Bid
Revised 3 -yr
Outlay
Hardware
Software
Installation
Grand Total
•
APPLICATION SOFTWARE
PRICE SHEET
ISC IBM NCR
� �g�s_ � c��a6s ��►40
160_
2�1�40
57,017
93,953
54,422
4,490
22,724
22,973
_%500
wo
-_a
109
TNI LANIER
G
-eq-4 y.7 s
Ap(L
2Lq 7
$63,232 $71,066 $65,141 $64,208 $49,714 $54,316
52,343
60,572
57,017
93,953
54,422
4,490
22,724
22,973
13,100
26,400
1,000
1,000
1,000
- 2,964
2,500
$571833
$84,296
$80,990
$110,017
$83,322
CUSTOMER COMMENTS
ON COMPUTER BID VENDORS
CCI:
M Exhibi t M
Emory Johnson and Beth Rich at Bosseau Development (Real Estate)
They are using an ALTOS 2086 with 30 users and three PC's. They
are very pleased with the R Office software package, said it has
been very effective for messaging and is so user - friendly that
the brokers used that used that feature of the system, and became
familiar with the way the system worked that they became
interested in the other features of the system. System has been
in use for two years. With regard to training - they chose to
train only a few key people and have the rest done in -house by
those employees. The partners and secretaries are using ALTOS -3
terminals. These are an older version of the Wyse terminals
which they bid us. The brokers are using TeleVideo 950's (the
same one Linda and Jo use to communicate with the City's
mainframe.) They have been very pleased with the service or
replacement provided when service was needed (but, they are in
Dallas and use CCI for service). They are very pleased with the
Hewlett- Packard Laserjet printers. The entire system was up and
running in a few days after installation; staff was comfortable
with the system within a 2 -3 week period. Mr. Johnson said the
ALTOS has not been down at all.
Murray Page at Page & Addison - they are very pleased with the
system in general, but have experienced some trouble with their
Q Office office automation system, which they expect will be
fixed in the next upgrade., They were unsure about the
relationship between Q Office and R Office; which is the package
they bid us. It took them approximately three weeks to learn the
system and become familiar enough with it to use it effectively.
They are also very pleased with service, etc., but they also are
in Dallas and get their service directly from CCI.
NCR:
Tom Gonterman at the Federal Reserve Bank of Kansas City - they
have been running approximately 90 terminals in cluster groups of
4 or 5. Word processing is probably the best on the market, but
they have had some trouble with 4 or 5 typists typing at the same
time -- it apparently slows the system down tremendously. They
are getting pretty good support from their local NCR office, but
added that they are only two blocks down the street. They have
experienced problems with upgrades; each new release or upgrade
takes up more memory, in fact, some of their older terminals can
no longer operate some of their software based on memory . -.
:..requirements. - =They would not recommend the system for anything
110"
•
ill
but word processing, not data or anything else. They have an IBM
system for everything else.
Helen Roberts at the City of St. Peters (suburb of St. Louis) -
very pleased with system and software. They're using 10 WS300's
for primarily word processing, with some use of the Multiplan
spreadsheet program. No mail or calendar use. "Short" uptime,
couldn't remember exactly. Good docoumentation on system and
software. Running 2 dot - matrix printers, 2 NLQ printers, and a
Xerox 2700 Laserjet printer they purchased through NCR.
Generally pleased with training, but said its not really
necessary for word processing.
Jim Lowery at St. Clair !Co. (I1) Sheriff's Department - word
processing thorough and easy -to -use. They had trouble because
the NCR system is not IBM - compatible. Running 6 workstations for
about three years. They have cancelled their service agreement
since it was so expensive. Have spent less money on repairing
the equipment that has broken down in the last two years than a
one year service contract with NCR. They are using the Multiplan
Spreadsheet package; no calendar or mail. They are using only
one printer, an NEC Laserjet. They had a 2 -3 months of uptime to
get the system operational.
TNI:
Lawrence Silver at Goldschmidt, Silver and Spindel (L.A.) the day
they were contacted, they were pulling the TNI equipment out and
replacing it.
Karen Hullender at Curtis A. Cole, Inc. (P.I. Attorneys) They
are still installing the system, so she couldn't really evaluate
it at that time. She added that what had been made operational
was of great benefit. They are running (apparently) six
terminals for three attorneys and six administrative assistants.
Ron Lubey at Lubey & Lerner (San Bernadino PI /WC firm) They were
installing the system the day they were contacted, put the Vice
President of the installing company on the phone and he gave the
system good reviews (one would hope so since he was installing
it).
IBM /ISC`
Dan Fornero of Metropolitan High School in Little Rock. He
indicated that their equipment has been in use for three years
without going down. Service and support "great. In general,
- very pleased with the system they chose (System 36, same as they
_-..bid to us)
7
112
Skip Cullum at Pulaski County Chancery Court - he is very pleased
with the system and support. Tremendously pleased with the job
Gary Houston's programmers did on their docketing system.
LANIER:
Debbie Parker at Eubanks and Associates indicated that the word
processing package was wonderful. They are running 18 terminals
with no P.C. Secretaries are using 1200s and the attorneys
1100s. They are having a problem getting the attorneys to use
the system. She described the 1100s are being much slower than
the 1200s. Further, they are having a problem with the retrieval
queue, which we suspected from the type of system they bid
(multi - processors noded together). They are also having a
problem with their data manager, apparently, it's not integrated
so that one can go from one file to another. She said it took
two to three months to get the system up. With regard to backing
{ up the system, the 6000 backs up very quickly, however, the two
4000s take 8 hours each to back them up -- she is having to come
into the office every Saturday while no one is there to back up
the week's work. They are also running five printers, no laserjet
but one "fast" printer with a paper feeder which is fine, the
other two printers are slower and the paper feeders act up all
the time. They have just gotten two new printers that do not
have feeders yet. They do nothing but word processing on their
system -- they still keep up with "out -of- pocket" expenses by
hand. They are a PI firm and therefore do not do time /billing.
Exhibit D
TABULATIONS OF COMPUTER EVALUATIONS
IBM
ISC
NCR
CCI
TNI
LANIER
330
293
265
461
230
361
307
307
292
419
262
392
412
412
341
469
273
385
308
332
298
397
258
356
230
225
289
286
195
338
1587
1569
1476
2032
1218
1832
113