HomeMy WebLinkAboutCOW 2008-02-25 Item 4I - Council - Technology Options for City Council COUNCIL AGENDA SYNOPSIS
Initials ITEM IVO.
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Q ti 3 Meeting Date 1 Prepared by Mayor's review Cp_uncil review 1
s. i= I 01/28/08 1 KAM 1�
1 02/25/08 1 KAM 1 1V
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ITEM=INFORMATION==
CAS NUMBER: 08-005 I ORIGINAL AGENDA DATE. JANUARY 28, 2008
AGENDA ITEM TITLE Technology options for use by the City Council.
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
tlltg Date 02/25/08 Mtg Date Mtg Date iVltg Date Mtg Date Altg Dat, Altg Date
SPONSOR Council Mayor Adm Svcs DCD Finance U Fire Legal (l P Police PiV
SPONSOR'S Council will be discussing technology options available for their use for City- related
SUMMARY business. This topic was discussed at the January 23 Finance and Safety Committee
meeting. The Committee was in favor of forwarding it to full Council for discussion
because of its impact on each individual. Council President Duffie agreed to add it to the
January 28 COW for discussion.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 1/23/08
RECOMMENDATIONS:
SPONSOR /ADMIN. Council President
COMMITTEE Forward to Committee of the Whole for discussion
:G_osiT CM PACT /-FUND= SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments Funding information unavailable at this time, For discussion only
MTG:: DATE RECO:RD OF- CO.U_NCIL= ACTION-
01/28/08 Continue discussion at a future Council meeting
2/25/08
1 MTG. _DATE ATTACHMENTS
I 01/28/08 Attachment from IT outlining options for purchasing
02/25/08 Informational Memo from D. Robertson dated February 19, 2008.
IT Department survey for Council Technology
Comparison of technical devices
Council technology pricing
ILA, 11;
01 ti City o Tukwila
air:// O I City Council
°8. MEMORANDUM
TO: Tukwila City Council
FROM: Dennis Robertson, Councilmember
CC: Rhonda Berry, City Administrator and Mary Miotke, IT Manager
DATE: February 19, 2008
SUBJECT: Council Technology Follow -Up Discussion
Issue
The following issues were raised at the January 28 COW while discussing the Council Technology needs:
1. Potential legal liabilities with the use of Councilmember's personal computers for City business.
2. Desire to understand what other cities are doing with regards to Council technology needs.
3. The need for all Council members to access City email.
4. Only some Councilmembers have the need to create and store documents.
5. Questions regarding a replacement policy if equipment is lost, stolen or damaged.
6. Concern regarding the cost versus benefits basis for Council technology.
Council Technology Needs Alternatives
There appears to be three main alternatives for Council Technology needs. They are:
1. Continue to depend on 'loaner' laptops for Council needs.
2. Purchase a standard device /software for each Councilmember.
3. Fund a "Technology Allowance" that Councilmembers can use to meet their needs.
Analysis of Alternatives
1. The problem with 'loaner laptops' is that they are not always available or convenient to use unless the
Councilmember permanently checks one out. And if that is what is done, from a practical standpoint,
this alternative is no different then Alternative 2.
2. Buying all Councilmembers the same device is the most efficient from a cost and support standpoint.
However, the problem with Alternative 2 is that Councilmembers do not necessarily have the same
technology needs, skills or experience. Only a couple Councilmembers have professed a need to be
able to create, store and present text and spreadsheet type documents. All Councilmembers have a
need to read and /or write emaiis.
3. This alternative provides the most flexibility to meet individual Council member needs.
Recommendation
Basically, each Councilmember could be given an allowance for their City technology needs when they are
elected or appointed, and that allowance would be renewed every four years or when the City Technology
changes. All devices purchased with the 'Technology Allowance' would be City property, supported by City
IT staff, utilized only for City business, and would be returned to the City at the end of the
Councilmember's term.
The City IT staff and Council Legislative Analyst would meet with each Councilmember and discuss their
individual needs, City technology standards, and the choices available. The City IT Department would
purchase and support the devices and associated software. All devices /software purchased should have
maintenance agreements and replacement insurance purchased if applicable.
Finally, for ongoing costs such as 'Sprint Cards' and 'Blackberry Connections' the Annual Council Budget
should be increased by an amount sufficient to pay such monthly charges for all seven Council members
plus the Council Legislative Analyst.
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Council Technology Pricing
Prepared by:
City of Tukwila IT Department
February 25, 2008
Option 1
Device e I _Totals_
Laptop $1,000.00 1 $1,000.00
Cell Card $40.00 1 $40.00
Cell subscription $720.00 4 $2.880.O8
MSOffice Pro $420.00 1 $420.00
External mouse $25.O0 1 $25.00
External keyboard $25.00 1 $25.00
Printer $300.00 1 $300.00
Ink cartridge $85.00 12 $420.00
Case $50.00 1 $50.00
$5 Option 1 Total 4 years
$459.24 WSST
$5,619.24 Grand Total
Option 2
Device ��`~'~'^�������.�-1-: --4y/
Tablet PC $1.500.80 1 $1.300.80
Cell Card $40.00 1 $40.00
Cell subscription $720.00 4 $2.880D0
MSOffice Pro $420.00 1 $420.80
External mouse $25.00 1 $25.00
External keyboard $25.00 1 $25.00
Printer $300.00 1 $300.00
Ink cartridge $35.00 12 $420.00
Case $50.00 1 $50.00
$5.SGO.00 Option 2 Total 4years
$503.74 WSST
$6,163.74 Grand Total
Option 3
Dev�m �e�^ '4`yrC�y
Qty
Blackberry Phone $150 00 2 $300.00
CeII subscription per year $720.00 4 $2.880.00
Case $35 00 1 $35.00
Bluetooth Headset $50.00 1 $50.00
Q3.265.00 Option 3 Total 4 years
$290.59 WSST
$3,555.59 Grand Total
Option 4
ty:
Email-Only Device $150.00 1 $150.00
Annual Membership $100.00 4 $400.00
Ink cartridge $35.00 8 $280.00
$830.00 Option 4 Total 4years
$73.87 WSST
$Q03.87 Grand Total