1. Electronic DevicesMEMORANDUM
To: Mayor Johnson and City Council
From: Doug Russell, City Manager TA
Re: Electronic Devices
Meeting Date: January 13, 2014
BACKGROUND: At the last City Council meeting, I raised the topic of electronic
communications in response to questions about how municipal activities impacted personal
devices of elected officials. As part of this discussion I requested the addition of electronic
devices as part of a work session so Council could consider the option of going with paperless
agendas, which would also address concerns of using personal devices for municipal
communications.
The discussion at the work session will be about the pros and cons of moving toward paperless
packets, the cost/benefit of going paperless, and options for electronic agendas.
In preparation for the work session a cost/benefit is presented below and a summary of options
for electronic devices and connectivity options is attached to the memo. Our IT Department also
provided a recommendation for device and connectivity based on cost, ease of setup and use,
serviceability, etc. The cost benefit analysis was provided using this recommendation and
provides for a three-year time frame for the immediately quantifiable benefits to outweigh the
initial upfront costs.
Costs Benefits
Electronic
Devices $7,276 Printing Savings $876
Annual Connectivity $2,114 Labor Allocation Benefit $3,969
Total $9,390 Total $4,845
Year 1 Cost $9,390 Year 1 Benefit $4,845
Year 2 Cost $2,114 Year 2 Benefit $4,845
Year 3 Cost $2,114 Year 3 Benefit $4,845
Total $13,618 Total $14,535
RECOMMENDATION: It is recommended that council consider the option of moving toward
paperless agendas with the use of electronic devices.
City of Kalispell
Information Technology
Post Office Box 1997 - Kalispell, Montana 59903
Telephone: (406) 758-7751 Fax: (406) 758-7758
TO: Doug Russell, City Manager`
FROM: Erika Billiet, IT Director
SUBJECT: Electronic Devices & Connectivity for Paperless Agendas
DATE: January 8, 2014
BACKGROUND: iPads with and without integrated cellular capabilities along with costs for
the data plans are presented. The complete comparison can be found in the accompanying sheets.
The iPads with Wi-Fi only will use a hotspot to connect to the Internet, but the iPad + Cellular
models don't. Regardless if a hotspot or the integrated cellular option is used, once connected to
a Wi-Fi network the data plan isn't used.
The integrated cellular iPads or those using Verizon hotspots can use Verizon's shared data plan
for 10 iPads. Due to device number limitations, the IIth iPad needs an individual plan. The
benefit of the shared plan allows the 10 iPads to share 10 GB. If some use less data and others
use more, it's less likely to have an overage charge. Verizon's plan can be changed without
penalty and use discounted pricing for local government.
Hotspots from Straight Talk Wireless do not allow the data sharing option. The hotspots from
either vendor must be carried with the iPad to use the data plan and can have more devices
connect to it; inadvertently increasing the amount of data used.
The iPad Air is a 4G device whereas the iPad2 is a 3G device. The iPad Air has a faster processor,
and higher screen resolution for the screen and cameras. The iPad Air is slightly smaller, lighter,
and faster whether used on a data plan or Wi-Fi.
The iPad2s are being sold until resellers sell out.
RECOMMENDATION: Purchase 11 iPad Air + Cellular devices and use Verizon for the data
plans.
FISCAL EFFECTS:
11 iPad Air Wi-Fi + Cellular, accessories, extended warranty, iAnnotate PDF = $7,275.84
Monthly fees from Verizon for 10 GB shared plan + 2 GB individual = $176.20
Erika Billiet
IT Director
Wad Costs with Integrated Cellular
Wad Air 16 GB Wi-Fi + 4G Cellular Price per Wad Price for 11 iPads
Verizon
$
529.99
$
5,829.89
Apple
$
629.00
$
6,919.00
SHI
$
625.00
$
6,875.00
iPad2 16 GB Wi-Fi + 3G Cellular Price per Wad Price for 11 iPads
Verizon
$
529.99
$
5,829.89
Apple
$
529.00
$
5,819.00
SHI
$
516.00
$
5,676.00
Wad Air 16 GB Wi-Fi
Wad Costs with Wi-Fi only
Price per Wad Price for 11 iPads
Apple
$
499.00
$
5,489.00
SHI
1 $
495.00
$
5,445.00
iPad2 16 GB Wi-Fi
Price per Wad Price for 11 iPads
Apple 1
$
399.00
Is
4,389.00
SHI
1 $
389.00
Is
4,279.00
Wad Accessories
Price per Wad Price for 11 iPads
extended service agreement - 2 years
$
71.20
$
783.20
from original purchase date - parts &
labor
extended service agreement - 2 years
$
129.00
$
1,419.00
from original purchase date - parts,
labor & accidental damage
Apple Smart Cover
$
32.00
$
352.00
Screen Protector
$
18.26
$
200.86
Promotion: $100 off per 4G device if purchased on
or before 3/14.
Verizon Data Plans
For iPads with
Integrated Cellular Price per Wad Price for 11 iPads Price Breakdown Overage Fees
Shared 10 GB for 10 iPads &
$ 16.02
$ 176.20
$46.20 + $10 X 10
$15 each additional GB of usage
2 GB individual plan for 1
tablets = $146.20 per
for share plan, $10 each
iPad
month for 10 tablets + 1
additional GB for individual plan
@ $30/2GB = $176.20
per month for 11
Shared 20 GB for 10 iPads &
$ 19.52
$ 214.70
$84.70 + $10 x 10
$15 each additional GB of usage
2 GB individual plan
tablets = $184.70 per
for share plan, $10 each
month for 10 tablets + 1
additional GB for individual plan
@ $30/2 GB = $214.70
Unlimited
$ 39.99
1 439.89
N/A - unlimited plan
For iPads with Wi-Fi Only Price per Wad Price for 11 iPads Price Breakdown Overage Fees
Verizon Hotspots (Jet
$ -
No cost for the JetPacks
N/A
Packs)
Shared 10 GB for 10
$ 25.11
$ 276.20
$46.20 + $20 x 10
$15 each additional GB of usage
JetPacks & 2 GB individual
jetpacks = 246.20 + 1
for share plan, $10 each
plan for 1 JetPack
jetpack @ $30/2 GB =
additional GB for individual plan
$276.20
Shared 20 GB for 10
$ 28.61
$ 314.70
$84.70 + $20 x 10 =
$15 each additional GB of usage
JetPacks & 2 GB individual
$284.70 + 1 jetpack @
for share plan, $10 each
plan for 11etPack
$30/2 GB = $314.70
additional GB for individual plan
Unlimited data plan for 11
$ 39.99
$ 439.89
$39.99 X 11 = $439.98
$15 each additional GB of usage
Jetpacks
for share plan, $10 each
additional GB for individual plan
Staight Talk Wireless Data Plans
For iPads with Wi-Fi
Only Price per iPad Price for 11 iPads Price Breakdown Overage Fees
Straight Talk Wireless
$ 79.99
$ 879.89
Onetime Fee
N/A
Hotspot
1 GB Hotspot Data Plan (30
$ 15.00
$ 165.00
$15 x 11 hotspots =
Auto -Refill program will refill for
days)
$165
30 days as needed.
2 GB Hotspot Data Plan (30
$ 25.00
$ 275.00
$25 x 11 hotspots =
Auto -Refill program will refill for
days)
$275
30 days as needed.
4 GB Hotspot Data Plan (30
$ 40.00
$ 440.00
$40 x 11 hotspots =
Auto -Refill program will refill for
days)
$440
30 days as needed.
5 GB Hotspot Data Plan (30
$ 50.00
$ 550.00
$50 x 11 hotspots =
Auto -Refill program will refill for
days)
1
1
1$550
130 days as needed.
Complete Costs
Model
Price
iPad Air 16 GB Wi-Fi + 4G Cellular
$ 5,829.89
Extended Warranty
$ 783.20
iPad Cover
$ 352.00
iPad Screen Protector
$ 200.86
Total
$ 7,165.95
iPad2 Wi-Fi + 3G Cellular
$ 5,676.00
Extended Warranty
$ 783.20
iPad Cover
$ 352.00
iPad Screen Protector
$ 200.86
Total
$ 7,012.06
iPad Air Wi-Fi
$ 5,445.00
Extended Warranty
$ 783.20
iPad Cover
$ 352.00
iPad Screen Protector
$ 200.86
Total
$ 6,781.06
iPad2 Wi-Fi
$ 4,279.00
iPad Cover
$ 352.00
iPad Screen Protector
$ 200.86
Total
$ 4,831.86
Onetime Fee
iAnnotate PDF
$ 109.89
Straight Talk Wireless Hotspots
$ 879.89
Monthly Fees
Verizon 10 GB Shared for 10 iPad + Cellular
& 2 GB for 1 iPad + Cellular
$ 176.20
Verizon 10 GB Shared for 10 hotspots + 2
GB for 1 hotspot
$ 276.20
Straight Talk Wireless 1 GB data plan
$ 165.00
Required for Wi-Fi only iPads using Straight
Talk Hotspot