Item 9A..
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January 3, 2006
MEMORANDUM
TO: The Honorable Mayor
and Members of the Commission
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FROM: Jim Hanso
Manager
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SUBJECT: City Manag 's Report
AGENDA ITEM #9A
JANUARY 9, 2006
Reaacement of AS-400 Comuuter; Included in the current budget is $92,000 for the
replacement of the city's mainframe IBM AS-400 computer and related software upgrades from
~"" HTE (the company that provides the major operating systems for Finance, Human Resources,
Utility Billing and other lazge systems). The existing mainframe system is at capacity and
cannot be updated with the newest softwaze versions from HTE. A purchase. order has been
""' issued to HTE VAR LLC to replace the AS-400 for $68,845. Although there will be additional
charges for upgrades from HTE, the total expenditures are expected to be under the budget when
complete.
This purchase is exempt from the city purchasing requirements under Code section 2-335(7)
which exempts "purchase and contracts for the use or purchase of data processing equipment or
data processing systems, softwaze and reproduction equipment." Even though it is exempt from
the city's requirements, staff attempted to obtain competitive pricing from other IBM-authorized
vendors. It was determined that the purchase from HTE VAR was the lowest price and best
"`~ choice because of that company's ability to incorporate a number of modifications to the IBM
equipment that is required to run HTE software. No other vendor could supply the computer
along with the HTE related modifications at a competitive price.
No Commission action is needed on this item. This is only reported to make the Commission
aware of this purchase.
Emalovee of the Year; LT Henry Bartle of the Police Department has been selected as the City
of Atlantic Beach Employee of the Year for 2006. He received numerous nominations from
Police Department personnel citing not only his single-handed capture last year of a bank robber,
but also for his willingness to tackle arty cask a.nd the help that lie provides to oti~ars in the
~„ department.
A luncheon will be scheduled to celebrate his selection and, according to City policy, he will
~., receive a check for $500 along with two days off, a reserved parking space for one year and an
engraved plaque.
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AGENDA ITEM #9A
JANUARY 9, 2006
Emer$ency Storm Water and Sewer Repair Proiects; The following projects are being done
on an emergency basis by the city's point repair contractor and are being reported to the City
Commission because each is expected cost over $10,000. .
~* • Piping collapse on Royal Palms Drive adjacent to Publix shopping center; A section of
storm water pipe has collapsed adjacent to the Publix shopping center on Royal Palms
Drive, Replacement of approximately 24 feet of 24-inch storm sewer pipe will soon be
'"" completed at an estimated cost of $19,000.
• Royal Palms at Cavalla Road Ditch; One additional problem in the Royal Palms area is a
"' pipe collapse adjacent to Cavalla Road. The pavement is being undermined during every
rain storm. This will also be repaired by Gruhn May and the price is estimated to exceed
$10,000.
• Sewer line adjacent to Colina Court; An emergency purchase order was approved on
January 3, 2006, in the amount of $13,000. This amount is for Ialior and materials to
repair a major sewer break on Colina Court that was caused when JEA's contractor,
Hinkles & McCoy, hit the sewer main while directional boring to replace underground
electric lines. Funds for the repair are available in the Sewer Fund under account number
410-5506-535-3400. The City will invoice Hinkles & McCoy for reimbursement of alI
costs associated with this sewer repair.