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6.7. SR 10-25-1993 A.( -""( ( if rill River ITEM 6.7. TO: FROM: MAYOR & CITY COUNCIL LORI JOHNSON, FINANCE DIRECTOR~~ OCTOBER 21, 1993 DATE: SUBJECT: AUTHORIZATION TO PURCHASE COMPUTER EQUIPMENT When the City purchased the IBM System 36 in the fall of 1988, it was anticipated that the useful life of that piece of equipment would be five years. The present computer equipment has served the City well over the last five years, however, there is definitely a need to update the equipment to improve efficiency as well as to take some of the work load off of the System 36. e As you may recall, during budget discussions it was noted that there is approximately $35,000 in Equipment Reserve set aside for data processing equipment. During the 1993 budget discussions the City Council again confirmed its wishes to modernize and improve efficiency of our equipment during 1993. It was my original intent to have that completed by the time we moved to the new City Hall, however, since that time frame was moved up several months and due to concerns with the knowledge and reliability of various vendors, the research and decision have taken longer than hoped. However, I believe a vendor has been located who will provide quality service and maintenance of the network and a reliable hardware vendor has also been identified. e There are two needs for additional equipment, one of them being in the City Hall itself with the administrative, financial, and building and zoning staff. An additional need exists in the public works department. First, let me address the need in the public works department. As you know, Terry Bye of the Street Department has been producing maps for various parks, parking lot layouts, and other items for the Street Department. He currently does that work on his home computer and the City often pays overtime for him to do that work. It is appropriate that the City have equipment available at the public works garage so that work can be completed on City equipment and on City time. The public works department will use its computer equipment for mapping mainly, but it will also use the equipment for vehicle maintenance tracking, sign inventory, vendor and supply data base and minor word processing and spreadsheet applications. It is estimated that the cost of the equipment which would include a personal computer and monitor, a plotter to draw medium sized (Size D) maps, and a laser printer would be approximately $5,500. It is anticipated that an additional lower grade personal computer will be needed in the public works department in the next year, however, at this time, it is felt that one personal computer will be adequate. P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 e e e The second need is for the City Hall staff. We currently have two clerical employees who do not have access to the current word processing system. By adding a network to our current system, these two individuals will be able to utilize the word processing system, thereby taking some of the work load off of the other clerical staff. In addition, the Building and Zoning Department can move forward with computerizing their records. The current System 36 will still be utilized for financial and payroll applications, and possibly special assessment, miscellaneous billing, and building and zoning software packages. Each employee who utilizes the computer will have a personal computer which will be connected to the network plus each individual will have access to the System 36. A few of the advantages of having a network are that it allows a sharing of files for word processing and indexing of all the City minutes plus it gives each employee access to programs such as desktop publishing, graphics and data base which are not available on the System 36. The new word processing package will be much more user friendly and will offer many additional options that our current outdated word processing system currently does not have. It is estimated that all of this software and equipment will cost around $40,000. The hardware cost will be under $25,000 as will the software cost, therefore formal bids are not required. I have received five quotes for the hardware and software for the installation of the City's network. Unfortunately, I am still waiting for a few final numbers from two of the vendors so I cannot present final figures to you at this time. I will have that information available for you on Monday. I would like to stress however, that the City will continue to utilize the System 36 which was purchased in 1988 and will continue to use it several years beyond its expected useful life therefore maximizing the value of the equipment. It is also important to remember that all of the expenditures authorized in 1993 for updating the system and adding a network will be transferable to any future system the City may purchase. It is anticipated that the useful life of the equipment being purchased will be approximately five years depending upon the level of use and changing needs of the City staff. Again, I will be present at Monday night's meeting with quotes on the hardware and software being recommended for both City Hall staff and for the public works staff.