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Home My WebLink About1983-02-23 Special Called Meeting • MINUTES OF THE SPECIAL CALLED MEETING OF THE LA PORTE CITY COUNCIL FEBRUARY 23, 1983 1. Meeting called to order by Mayor Cline at 7:00 P.M. Members of the City Council Present: Mayor Virginia Cline, Councilpersons Norman Malone, John Longley, Edward Matuszak, Kevin Graves, Lindsay Pfeiffer, Deotis Gay, B. Don Skelton, Linda Westergren Members of the City Council Absent: None Members of City Staff Present: City Manager Owen, City At- torney Askins, City Secretary Waters, Director of Public Works Hodge, Director of Parks and Recreation Sherwood, Director of Administrative Services Herrera, Fire Chief Sease, Building Official Paulissen, Graduate Engineer Joerns • Others Present:. Frieda Beaty, Baytown Sun; Jeff Patters ton, Southeast Weekly; Barbara Neal, La Porte Broadcaster; Melissa Lestarjette, Bayshore Sun; Chip Collins, LWFW; 15 interested citizens 2. City Manager Owen asked that Mr. Collins review the proposed contract with HMS, Inc., for data processing equipment and installation. Collins answered several questions from the Council. Motion was made by Councilperson Matuszak authorizing the Mayor and City Secretary to sign and enter into a contract with HMS, Inc., on e alf of e City of La Porte. Second by Councilperson Pfeiffer. The motion carried, 8 ayes and 1 nay. Ayes: Councilpersons Longley, Matuszak, Graves, Pfeiffer, Gay, Skelton, Westergren and Mayor Cline Nays: Councilperson Malone 3. There being no further business to come before the Council, the meeting was duly adjourned at 7:22 P.M. Respectfully submitted: t T. Waters City Secretary n • Minutes, Special Called Meeting, La Porte City Council February 23, 1983, Page 2 Passed & approved this the 2n day of March, 1983 ~ ~ w Vi inia Cline, Mayor • • • i RESOLUTION NO. 83-~_ A RESOLUTION AUTHORIZING THE MAYOR TO SIGN, AND THE CITY SECRETARY TO ATTEST, AN "AGREEMENT FOR THE SALE OF LICENSES OF COMPUTER SOFTWARE AND COMPUTER HARDWARE BY AND BETWEEN CITY OF LA PORTE, TEXAS, AND HMS, INC.;" AND PROVIDING AN EFFECTIVE DATE HEREOF. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council of the City of La Porte hereby approves that certain "Agreement for the Sale of Licenses of Computer Software and Computer Hardware by and between City of La Porte, Texas, and HMS, Inc.," and hereby authorizes the Mayor to sign, and the City Secretary to attest, said Agreement. • Section 2. The original of said Agreement is on file in the office of the City Secretary of the City of La Porte. A summary of said Agreement is attached to this Resolution as Exhibit "A", incorporated by reference herein, and made a part hereof for all purposes. Section 3. This Resolution shall be effective from and after its passage and approval. PASSED AND APPROVED, this the 23rd day of February, 1983. CITY OF LA PORTE ,/ By ginia line, Mayor ATTEST: ty Secretary APPROVED: // / /_ l~ Cit Attorne Y Y T{ _ ,.. Z. 0 • CITY OF LA PORTS DATA PROCESSING CONTRACT SUMMARY Article I: Definitions and Miscellaneous Terms A. Data Processing Definitions B. Miscellaneous Terms 1. Confidential Information 2. Notices provided to Jack Owen -City and Ernest Ascherman -HMS 3. Governing law -Texas 4. Venue -Harris County, Texas Article II: General Terms A. Software License for Application and Word Processing Software B. Payment • 1. Hardware: 10% upon signing of contract 77.43% (wholesale cost) upon hardware delivery and certification by Data General that it operates according to standard Data General specifi- cations 12.57% payable upon installation of application software modules: Financial Accounting $ 7, 600 Utility Billing 5,700 Payroll/Personnel 1, 900 Fixed Assets 950 Inventory Control 950 Project Cost 950 Cash Management 950 Police Management 1, 900 Municipal Court 5, 070 Vehicle Maintenance 950 Geobase/Land Use 2,080 Tax Billing and Collection 2,825 Total $31,825 2. Application Software: 10% upon signing of contract 25% of an application module upon starting installation of said module 40% of an application module upon acceptance by the City 25% of all application software upon completion and acceptance of the entire installation by the City t .w • • • C. Installation 1. HMS will provide 109 8-hour mandays of assistance 2. Additional assistance for up to 211 mandays at a cost of $300.00/day Article III -Sale of License for Computer Software A. HMS warrants ownership of application software. B. HMS retains ownership rights to application software, except when City has HMS develop a special application not contracted, then City retains ownership rights. . . C. Software Installation/Acceptance 1. HMS notifies City an application module is installed 2. City has 45 working days to evaluate 3. If accepted then City executes a Software Acceptance Form 4. If not accepted HMS must correct identified defects within 30 days and the process starts again, or City may terminate agreement D. HMS will provide application software maintenance and support. 1. First year free 2. After first year, 1% of the application software per month -"~ Article IV -Sale of Hardware A. City shall prepare a site meeting Data General's specifications for the computer. Data General will provide specifications. Article V -Execution Summary of Costs: Application Software $38,000 Word Processing/Office Automation (C.E.O.) 17,850 Total $55,850 Computer Hardware exclusive of C.E.O. $235,350 • _._ ~ ~.~ ~• • EXHIBIT A -DESCRIPTION OF SOFTWARE Application Software Units License Cost 1. Group I Software Units a. Financial Accounting $ 3,000 With Enhanced Budgeting, Accounts Payable and Receivable b. Utility Billing 5, 000 c. Payroll/Personnel 2, 500 d. Fixed Assets 2, 000 e. Inventory Control 2,000 f. Project Cost 1,500 g. Cash Management 1, 500 2. Group II Software Units a. Police Management Information 6, 000 b. Vehicle Maintenance 1, 500 c. Municipal Court 2, 000 d. Geobase/Land Use Data Base Management 5,000 e. Tax Billing and Collection 5, 000 f. Supercomp (for Performance Measurement) 1,000 SUBTOTAL $38,000 3. C.E .O. included within the cost for computer hardware 17,850 TOTAL 55 850 • • EXHIBIT B -CONTRACT PRICES FOR MV-8000 Monthly Model ~~ Unit Price Maintenance Data General MV-8000 9838E $157,450 $1,251 Includes: 2 MB Main Memory 602 MB Fixed Disk 800/1600 9 Track M.T.U. Dasher TP 2 Op. Console IAC-16 Two-Bay Cabinet DOS/VS Sublicense 1 MB Add-On Memory 8707 9, 000 150 Terminal Connect Board 4371-A 850 -- 1 -IAC-8 4359 4, 000 35 12 - D400 CRT Displays ~ Keyboards 6130/6131 27,600 240 • 2 - 6300 CRT Displays do Keyboards 6150/6151 7,800 56 3 - 150 cps Printers 4433 7, 500 135 1 - 600 !pm Printer 4364-A 12,900 176 2 - 35 cps Letter Quality Printers 4518 5, 600 39 1 - H/P Plotter DMP4-443 2,000 TM 1 - 1200 baud Modem 650 TM 1 -CEO Word Processing/Office Automation 17,850 Product TOTAL 253 200 2 082 . r. i e ' • EXHIBIT C -PAYMENT SCHED~ Initial Computer Hardware with C.E.O. Si nin of Com uter Contract between g g P CITY and HMS Delivery of Computer (MV-8000) with 12 CRT's Installation Acceptance Estimated Date March 2, 1983 Estimated Amount Remaining Computer Hardware Cost (See Article II, Section 4, Subsection C) TOTAL (Note: Battery backup for $4,800 will be ordered and paid for from site preparation money.) Computer Svstem Software AOS/VS ($3,900) Infos ($1,625) COBOL ($8,950) Sort/Merge ($1,040) Dataman - C (N/C) $ 25,320 $ 98,027 $ 98,028 31 825 $253,200 Included within the above hardware estimated amount Computer Application Software . Application Amount To Be Paid Amount Paid Financial Accounting with Budget, A/P ~ A/R Based upon formula Utility Billing in Article II, Payroll/Personnel Section 4, "Payment" Tax Billing do Collection Vehicle Maintenance Police Management Information Municipal Court Fixed Assets Inventory Control Project Cost Cash Management Geobase/Land Use Data Base Management Supercomp (Performance Measurement) TOTAL 38 000 Monthly Maintenance Amount after one year of operation from Software Installation: 19b software license fee for the applicable application installed. Future Computer Hardware to be Ordered from HMS: Estimated Order Manufacturer: Data General Estimated Price and Payment Date 2 - 150 cps Printers 147 MB Fixed Disk with Cabinet 7-CRT's . 1 MB Main Memory Forms Tractors Single Sheet Feeders TOTAL 61 880 October 1, 1983 ~; , EXHIBIT D -IMPLEMENTATION SCHEDULE Task Sign Computer Contract with HMS and Order Computer Hardware Prepare Computer Site at La Porte Review and Plan Conversion of Current City Data on Sperry Univac/Ad Valorem Systems to New HMS Software Files Convert Current City Data Files from Ad Valorem System - Installation and Training on MV-8000 Estimated Start Date March 2, 1983 March 15, 1983 April, 1983 May, 1983 Estimated Completion Date March 3, 1983 May 15, 1983 June 1, 1983 June 1, 1983 Last week in May or week after system ships Users 1st, System 2nd . To Be Completed By HMS and CITY Priorit Estimated Install ti D t y a on a e Word Processing (C.E.O.) June, 1983 Financial Accounting with Budgeting, June, 1983 Accounts Payable and Receivable Utility Billing and Collection June, 1983 Payroll/Personnel June, 1983 Municipal Court Anytime after July, 1983 Cash Management June, 1983 Police Management Information Anytime after July, 1983 Vehicle Maintenance July, 1983 Tax Billing and Collection July, 1983 Fixed Assets June, 1983 Performance Measurement (Supercomp) July, 1983 . Project Cost July, 1983 Geobase/Land Use Data Base Management July, 1983 Inventory Control (Supplies) July, 1983 _ _ ~ . • • • • EXHIBIT E -TRAINING AND DOCUMENTATION Included Mandays of System/Application Training and Installation Assistance Financial Accounting 20 Utility Billing 15 Payroll/Personnel 7 Tax Billing do Collection 9 Cash Management 3 Vehicle Maintenance 3 Police Management Information 9 Municipal Court 17 Word Processing (C.E.O.) 10 Fixed Assets 3 Performance Measurement (Supercomp) 1 Project Cost 2 Geobase/Land Use Data Base Management 7 Inventory Control 3 TOTAL 109