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Home My WebLink About02-25-1997 CITY COUNCIL staff reportsSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. ,20'3 / AGENDA ITEM MEETING DATE: February 25, 1997 CITY MGR. ORIGINATING DEPT.: Finance Subject: Central computer hardware and application software (continued from 2/5/97). Recommended Motion: Approve contract with HTE, Inc. as recommended by Finance Advisory Committee at their January 27, 1997 meeting. Report Summary: Background- On June 19, 1996, City Council adopted the FY 96/97 and FY 97/98 Budget and funded the first two years of the Technology Master Plan, which included the central computer hardware and application software project. At your February 5, 1997 meeting, City Council reviewed the project contract with HTE, Inc. and continued the matter to this meeting to allow for further review and comment. Discussion -In response to inquiries made by City Council and the public on the overall technology plan, staff has assimilated additional materials for Council's consideration. Those materials include the following: • Revised Technology Master Plan Cost Estimate, • Diagrams of the Proposed System, • Potential Manpower Savings from the Application Software, • Planned New PC Allocation by Department, and • General Information Regarding HTE, Inc. Corporate Profile, Installation Testimonials and the AS /400 Computer Some important highlights are: • 5 year cost for Technology Master Plan has been revised downward by $331K; • 3 distinct projects are planned. They are reflected in the Diagrams attached. They include installation of a new central computer with application software (Part I), upgrade of the local area network (Part II) and replacement of certain PCs (Part III). Of particular interest, please note that IBM recently introduced a new, lower priced, entry level AS /400 computer. It will reduce costs by $34K; • With the assistance of HTE, Inc., staff estimates a potential savings of 2,726 manpower hours throughout the organization after installation of the Central Computer and Application Software project (Part I of the Diagram). Actual manpower savings maybe substantially different; and • 31 PCs are planned for replacement. 14 were replaced in FY 96/97. The balance, or 17 units, will be replaced next year, if needed (after the budget and staffing levels have been adjusted). Fiscal Impacts: The Central Computer and Application Software contract with HTE, Inc. was previous reported at $236,537.92. This amount could be reduced by $33,814.02, to $202,723.90, should the City opt to purchase an alternative AS /400 computer. Project budget was $290,000.00. Follow Up Actions: Execute agreement and coordinate implementation. Consequences of Not Acting on Recommended Motion: As previously reported, significant risk of total failure in the financial and community development applications remains. Productivity opportunities will be forfeited. Exhibits: 1. Revised Technology Master Plan Estimates 2. Diagram of Proposed Projects 3. Application Software Potential Manpower Savings 4. Pentium Allocation List 5. General Information cAexssun1\exsn1223.97 EXHIBIT V.3 City of Saratoga Technology Projects Revised 2/21/97 Acquisition Costs ($000) No. Project 1996 -97 1 1997 -98 1998 -99 1999 -00 2000 -01 Total 1. Technology Coordinator 2. Technology Coord. /Specialists Training 3. Staff Office Automation Training 4. City-Wide' Network (LAN) 50 7$15- 50 S-75-. 5. Central City Computer 7 2 72 6. Integrated Fin ancial/Payroll/Bus. Lic. Systems 20 -745-- 52 -25-- 72 100 7. Systems Procurement Consultant -}$- 40- 8. Requisition/Purchasing/Fixed Assets System 6 13 -$25- 19 -25-- 9. Planning/Permitting/Inspection /Code Enf. 7 31 -35- 38 -35- 10. Citizen Complaint Tracking -5- 11. Recreation Software 7 -40-- 7 -40- 12. City-Wide Office Automation Software _24- 13. Image Management System 3+. 3¢ 14. Work Orders/Maintenance Management/inventory 29 -3f�- 29 -30- 15. City-Wide G.I.S. Base Map -45- _4-6- 16. PC Hardware /Software 30 30 60 »:.;.. Mart' a ........ .... ...................::...::::::: '.6#S`"... ::: : �-:.: ;0..:,:. .:.:.:: X48 -;: $185 $162 $0 $347 * Additional savings possible " ** Project deferred indefinitely CITY OF SARATOGA PAGE V - 37 * ** i ** N x Cr H- rt B EXI -11BIT V.3 City of Saratoga Technology Projects Revised 2/21/97 Maintenance Costs ($000) No. Project 1996 -97 1997 -98 1998 -99 1999 -00 2000 -01 Total 1. Technology Coordinator $30 $30 E!2 0 $3U $302 2. Technology Coo rd. /Specialists Training 2 2 2 2 10 3. Staff Office Automation Training 5 5 5 5 5 25 4. City-Wide Network (LAN) -6- -5- --5_ 4 X-r- 5. Central City Computer 4 -S- 4 4 - 12 -gU- 6. Integrated Financial/Payroll/Bus. Lic. Systems 12 -4.1- 12 -4& 12 -4.65- 12 -4 xfr 48 -56- 7. Systems Procurement Consultant 8. Requisition/Purchasing/Fixed Assets System 2 2 2 -4 2 -+ 8 9. Planning/Permitting/Inspection /Code Enf. 4 4 4 -E► 4 - th- 16 -44. 10. Citizen Complaint Tracking 4 11. Recreation Software . —4 -4 -44 12. City-Wide Office Automation Software 4 4 4 12 13. Image Management System 14. Work Orders/Maintenance Management/inventory 4 4 4 -6- 4 -6- 16 4}- 15. City-Wide G.I.S. Base Map ---2- --�- 16. PC Hardware /Software $59 $67 $67 $67 $297 * Project deferred indefinitely CITY OF SARATOGA PAC, r. v - 38 * W1 '1i H ��. EXHIBIT V.3 City of Saratoga Technology Projects Revised 2/21/97 Replacement Fund Costs ($000) No. 1. Project Technology Coordinator 1996 -97 1997 -98 1998 -99 1999 -00 2000 -01 Total 2. Technology Coord. /Specialists Training 3. Staff Office Automation Training 4. City-Wide Network (LAN) 45-- -&S- - - -- 5. Central City Computer 40- 40-•-• —30_ 6. Integrated Financial/Payroll/Bus. Lie. Systems 7. Systems Procurement Consultant 8. Requisition/Purchasing/Fixed Assets System 9. Planning/Permitting/Inspection /Code Enf. 10. Citizen Complaint Tracking 11. Recreation Software 12. City-Wide Office Automation Software 13. Image Management System 14. Work Orders/Maintenance Management/Inventory 15. City-Wide G.I.S. Base Map 16. PC Hardware /Software 424. -40-. --24- -20- 4w- $0 $0 $0 $0 $0 * Adopt pay -as- you -go approach. TECHNOLOGY MASTER PLAN TOTAL $222 $221 $67 $67 $67 $644 CITY OF SARATOGA PAGE V - 39 * * * to x N• o• N• rt H I !� M 00A Suile of HTE Applications an AS/400 Ethernet Hub Administration 49 Administration Workstations Laser Printer City of Saratoga Diagram of Proposed Computer System Parts I, 11, III _ Ethemel Hub Ethernel Hub Planning/Engineering 4�9 PlanninglEngineering Workstations Laser Printer Ethemet Hub Recreation Recreation Workstations Laser Printer IBM AS1400 IIjjQ 1(�� jjQQll J'1JJ�111J server Ethemei Hub Corporation r' col acool(a -E7�ig ::wporation Yard Workstations w x N- N rt laser printer H F--1 . 0) City of Saratoga Diagram of Proposed Computer System Part I Project: Tech Plan Reference: Components: Cost: Tech Plan Budget: Key Funtions: Finance Other Suite of H E Applications on AS /400 IBM AS /400 Exhibit II -b Central City Computer and Application Software No. 5, 6, 8, 9, 10, 11 & 14 Application Software, Training & Installation IBM AS /400 Computer, Training & Installation $236,537.92 * ('96/97 $105K, '97/98 $132K) $290,000.00 Keeps the Books Monitors Budget Pays Bills Processes Purchase Orders Issues Invoices Records Deposits Tracks Assets Prepares Reports Pays Employees Licenses Businesses Inventories Parcels Processes Applications Issues Building & Other Permits Tracks Code Violations Processes Citizen Complaints Schedules Maintenance Work Records Time and Materials Usage Processes Citations Controls Fleet Usage Processes Recreation Activities Supplier: Software H T E, Inc. #e Competitive Bid Basis Hardware IBM ® H T E, Inc.- Lowest Quote Notes ": City must contract for minimum of $100,000 in software and services to retain 15% discount. Staff is reviewing a proposal from H T E, Inc. for a lower costs AS /400 which could result in an additional $33,814.02 savings. City of Saratoga Diagram of Proposed Computer System Part it Project: Tech Plan Reference: Components: Estimated Cost: Tech Plan Budget: Key Funtions: Supplier: File Server NT Software Server Software Hubs Conduit Cabling Exhibit II -c Ethernet Hub Planning/Engineering City -Wide Network (LAN) No. 4 Pentium Pro File Server Microsoft NT Server Software Shared Server Software Multiple Ethernet Hubs Fiber Optic Backbone Cabling Underground Conduit Category 5 Workstation Cabling $50,000.00 ('96197 $50K) $75,000.00 Links Computers Directs Printing Inter- and Intra- Communications (E -Mail, Public Acces) Program and File Sharing Workflow Integration Multiple Available ® Quality, Lowest Price Multiple Available / Lowest Price Multiple Available / Quality, Lowest Price Multiple Available *0' Quality, Lowest Price GTE Sprint ® Donated to City Multiple Available / Lowest Price & Donated to City City of Saratoga Diagram of Proposed Computer System Part I I I Project: Tech Plan Reference: Components: Estimated Cost: Tech Plan Budget: Key Funtions: Supplier: PCs Printers NT Workstation Office + Exhibit II —d 0 Planning/Engineering Workstations Laser Printer Workstations & Office Automation No. 12&16 Pentium PCs Laser Printers Microsoft NT Workstation Software Microsoft Office Plus Software $60,000.00 * ('96/97 $30K, '97/98 $30K) $60,000.00 Word Processing Spread Sheet Preparation Desk Top Publishing Data Base Creation E -Mail, FAX & Modem Multiple Available ® Quality, Lowest Price Multiple Available / Quality, Lowest Price Multiple Available / Quality, Lowest Price Multiple Available *-p Quality, Lowest Price Note ": Plan calls for replacement of 31 PCs. 14 placed in service in FY 96/97. 17 PCs planned for replacement in FY 97/98 dependent upon staffing levels. Accordingly, expenditures in FY 97/98, estimated at $30,000, could be less. City of Saratoga Application Software Potential Manpower Savings Summary of Potential Manpower Savings Exhibit III —g Actual Results Maybe Substantially Different 2/24/97 Page 7 manpowersavings Hours Saved Days Saved Function Packa a Automate Requisition and Purchasin PI 375 47 Automated Cashiering CR 521 65 On Line Reporting GMBA 54 7 Time Sheet Entry PR 117 15 Electronic Invoicing MR 200 25 Integrated Land/Parcel Update LX 250 31 Integrated/Automated Permitting BP 100 13 On Line Business Licensing OL 250 31 Work Order Reporting WIT 255 32 Budget Preparation GMBA 117 15 Payroll Budget Preparation PR 29 4 Facilitate Annual Reporting ER 31 4 Automated Fixed Asset Reporting FA 24 3 Process Applications AT 63 8 Complain t/Service Requests WF 153 19 Schedule Facilities /Recreation PK 83 10 Citation Processing PT 105 13 Totals 2,726 341 Exhibit III —g Actual Results Maybe Substantially Different 2/24/97 Page 7 manpowersavings Planned Pentium Allocation in the City of Saratoga Totals oAsamlechplaMpentiumsAs 14 17 31 Exhibit IV Exisitinq To buy Total City Manager's Office 4 4 8 Public Works 2 5 7 Comm. Dev. 2 5 7 Finance 4 0 4 Recreation 2 3 5 Totals oAsamlechplaMpentiumsAs 14 17 31 Exhibit IV