1995-12-11 Regular Meeting - Laserfiche WebLink

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- REQUEST FOR CITY COUNCIL AGENDA ITEM AGENDA DATE December 11. 1995 .REQUESTED BY Jeff Litchfield. Finance Director REPORT; RESOLUTION; XX ORDINANCE; Attachments: Executive Summary; Benefits of Proposed System; Contract In 1988, the City had a study prepared on the state of its computer system. The study indicated the City needed to replace its current system in a planned manner. The first stage of the plan was to bring the Police and Court system up to date. This was accomplished in 1992-93 by the purchase of the Police computer system. The second stage of the replacement was for the retirement of the Data General system the City currently operates. In September, 1994, the City requested proposals for the replacement of its current Financial Computer System. Proposals were received from six vendors. During the early part of 1995, the City participated in demonstrations from three of the vendors and selected two finalists with which to conduct site visits. As a result of those site visits, the firm of HTE., Inc. was selected as the most responsive proposer. Negotiations were began for a contract with HTE to provide our Financial and Administrative Data Processing needs. Because of the sophistication of HTE's system, we expanded the scope of our plan to include other areas, including work order management and our Planning department. At this time, we are prepared to enter into an operations contract with HTE for the provision of a system. The proposed costs for the system are: Non-Recurring Recurring Total Software $ 221,217 29,900 251,117 Hardware 206,435 4.718 211.153 Totals 427,652 34,618 462,270 Non-recurring costs are those costs to procure the system install and train for the software and convert existing data into the new system. Recurring costs are the annual maintenance costs for the systems and are covered in divisional maintenance budgets. The proposed amounts for software are fairly rigid, the only area for variance is in the area of conversion and training. The proposed amounts for hardware are to be viewed as not to exceed amounts because of certain items that will be determined by technology standards that are changing daily. The conversion from our current system to the new system will realistically take place over an 18 to 24 month period. This is indicative of the big step we are taking from the current system to the new system's capabilities. Payments to HTE are triggered by certain deliverables and accordingly will be spread over the 18 to 24 month period. At this time, we are requesting the entering of an operations contract with HTE to provide the proposed system and to also establish a contingency amount of $25,000 which is about 58 of the total. The capital portion of this agreement, along with a contingency is $452,652 and exceeds our current budgeted funds of $425,000 by $27,652. This variance is caused by the addition of functions to the system, as mentioned earlier. Since the project will not be completed prior to the end of the current fiscal year, we are not requesting a budget adjustment at this time but will include the amount needed in the fiscal year 1996-97 budget process. ACTION REQUIRED BY COUNCIL: Approve Ordinance authorizing City Manager to execute contract with HTE., Inc. for the procurement of a Financial and Administrative Data Processing System, at a cost capital costs not to exceed $427,652, recurring maintenance costs of $34,618 to be funded from normal maintenance budgets, and a contingency of $25,000 for a total of $487,270. FUND Various ACCT NUM: Various FUNDS AVAILABLE: Yes APP2ROVED FOR CITY COUNCIL AGENDA ERT T HERRERA, CITY MANAGER DATE