CR 99-34 Approve E-Mail/Internet Equipment & Services
February 9, 1999 Council Report 99-034
.
Approve E-maillInternet Equipment and Services
Proposed Action
Staff recommends that the Council approve the following motion: Move that the Hopkins City Council
authorize the City Manager to enter into a contract with NetLink International to provide E-Mail and Internet
equipment and services.
Overview
Modern business requires electronic communications. Increasingly, communication with businesses, other
units of govenunent, and even residents is done through e-maiL Internet access is required for access to
vendors, technical support of equipment, and gathering of information. The City's computer network
currently does not have e-mail nor does it provide employees with access to the Internet.
The City has been setting up individual PCs with e-mail and Internet access one PC at a time. Staff is
proposing that a networked solution be purchased that would give every employee, whose PC is connected to
the City's network, access to e-mail and the Internet.
.
Primary Issues to Consider
. What are the options for providing e-mail and internet access?
. What is the source of funding for the networked solution?
Supporting Information
. Analysis of Issues
. Alternatives
? 0---:/ /'::?',,',-'
/ " '.r
, //J..-M.. / ~d;Lce'
Jim (lenellie
p\ssistant City Manager
.
..----
Council Report 99-034
. Page 2
Analvsis of Issues
. What are the options for providing e-mail and Internet access?
There are two options for e-mail/Internet access. The first involves a network wide solution as is
proposed. The second is to provide employees with their own access via a modem.
Individual Accounts - The advantages to individual accounts include a smaller setup cost per employee
and no large initial equipment purchase is required.
. The estimated cost for setting up individual e-mail and Internet access for 50 employees is $12,050.
. The cost of setting up a networked e-mail and Internet service is $17,000.
Unfortunately money spent on setting up individual PCs will not reduce the cost of a networked solution
should the City decide to pursue that option in the future.
Networked Solution - The advantages to the proposed network solution include:
Faster Internet access - the proposed system would use u.s. West's DSL service that is five to ten times
faster than the dial up services currently being used.
Improved security - there would be one access point into the network as opposed to 50 modems attached
. to 50 telephone lines. The networked solution also ensures that all e-mail is routed to a central PC where
messages are checked for viruses. A central device would also prevent access to inappropriate Internet
sites.
More efficient administration - Anti-virus and other software needs to be updated regularly. The
networked solution enables this to be done on a single PC, the communications server, instead of on 50
separate PCs.
Provides for "groupware" functions - the proposed systems would enable group scheduling of resources.
Lower monthly costs - Monthly payments need to be made to the Internet Service Provider (ISP) and
U.S. West.
. The cost for providing individual e-mail and Internet access to 50 employees is $390.00/month.
- The cost of providing a networked e-mail and Internet service is $265.00/month
. What is the source of funding for the networked solution?
Staff is proposing to use the Cable TV fund. When this fund was established, its purpose was to flmd
communication efforts. The fund is currently being used to pay the salary and fund many of the projects
of the Communications Coordinator. The fund also pays for televising City meetings and upgrades to the
television equipment. The fund has sufficient balance to pay for this expenditure. The future monthly
. costs would be charged back to the individual departments.
Council Report 99-034
. Page 3
Alternatives
1. Authorize the City Manager to sign the contract with NetLink International.
2. Do not authorize the City Manager to sign the contract. Individual accounts would have to be set up for
each employee requiring e-mail and Internet access.
Staffrecommends Alternative #1.
e
.
~ ~ --""""-----
C l1>
.Q ro
U .e ~
l1> - ~ 0
c ~ 8. (/) ....:I
c
0 ~l:l~ <r:
u o ~.= Z
...J ~~> 0
(/) H
0 f-m:.::> E-<
~ f Z:E~ p..,
<D -~~ 0
...., """:Nt..J
N
Iii I
~ - - --~
~4i UI
(::l
~ E ~ 0
III <11 0 .~
(/)cU -I-J I-<
-Q) <Il (!,)
L.. 4J d) C
ill O>O>C CJ ?
~ c c 0 .~ I-<
IIln:lmO i=1 (lj
U){j{j= ;::lU)
1-)()(n:I ~
zww:E
"E ~~- 0
m= ""':NM U
:::J m
C'.l~
.c. Q)
U.!::::
mIL
~
Ii)
III
~
e 2
CD
~
III
(/)
f-
Z
U)
s:::
.-
~
0
:I:
'I- iiI
0 0
I
)(
.c
::I
.- 0
0 0
(/)
(1)
J::
I-
L. (ij
0 c
0
'I- 0' 0' ~
"C 0 u E~
c.. c..
(1) ~ <l.l_
(I) cOl
L. 2: -C'\I
III ..><:-
C'G (1) c.....
..!!! 2
Q) u:: ~
. CD
L. >
a.. 0
z
- -
. E-Mail and Internet Costs
INDIVIDUAL E-MAIL SETUP COSTS Per PC T otal*
Modem Cost 80 2,960
Line installation 165 6,105
Anti-Virus software 40 1 ,480
Filtering software 30 1,500
* Does not include cost of pes that already have a-mail & Internet access
NETWORK E-MAIL SETUP COSTS
Netlink costs 14,409
PC 1,700
US West & AccessNet 560
Total 12,045 16,669
Access Cost (monthly)
Internet Service Provider (lSP) 200 225
Phone line(s) 190 40
Monthly Total 390 265
Total first year cost: 16,725 19,849
- Subsequent annual costs 4,680 3,180
.
------ -- .-- - - -----