Loading...
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