CR 99-05 Approve Purchase of Hardware for Utility Billing System
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December 29, 1998 HOPKINS Council Report 99-005
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APPROVE PURCHASE OF HARDWARE FOR UTILITY BILLING SYSTEM
Proposed Action
Staff recommends approval of the following: Move to approve the purchase of the
hardware for the Utility Billing System and to adiust the budget accordingly.
Overview
The Utility Billing System software needs new hardware to run on. This cost was
considered when purchasing the software system and was budgeted to be $5,000. The
recommended hardware platform for the utility billing software will cost $8,100. This
hardware will not only run the utility billing software but will be capable of running the
land management system software and the permit system software. Both of these systems
are being considered for purchase in 1999. The permit software must be replaced in 1999
because it is not be Y2K compliant.
The Water and Sewer Utility Divisions are proposed to be sources for the remaining
unbudgeted costs which include the additional $3, I 00 for hardware and additional $3,000
. for data conversion costs.
Finance received quotes from two vendors for the hardware. Dell came in with a quote of
$8,100 while Scantron quoted $9,300 for hardware. We recommend purchasing our
hardware from Dell at $8,100. In addition to data conversion costs which were included in
the software bid there are additional data conversion costs associated with our current
vendor. These costs total $3,000 and are for the conversion of our current data to a format
that our new software vendor can read.
In addition to these costs finance recommends allowing for some contingency budget when
going through this process. We've included $3,900 as a contingency amount to be included
in the adjusted budgets for the software and hardware systems implementation. This
amount is approximately 7% of the total project costs.
Staff Recommendation
Finance recommends approval of budget adjustments of $5,000 each in the Water and
Sanitary Sewer Utility funds for purchase of the hardware, additional conversion costs and
d;-costs } the utility billing software and hardware systems implementatinn.
Lo .. ager ~
. Finance Director