Bids on Data Processing SystemTO William P. Craig
FROM John E. Schedler
INTER OFFICE MEMO
),Pi)
SUBJECT Bids on Data Processing System
CITY OF HOPKINS
1010 FIRST STREET SOUTH PHONE 93S -8474
HOPKINS, MINNESOTA 55343
DATE September 15, 19 83
Bids on the Request for Proposal concerning a data process system were
opened August 1, 1983.
We mailed 17 RFP's to various software and hardware vendors. We received
seven bids and immediately began a review with our EDP consultants McGladrey,
Hendrickson Co. (Mr. Lionel Brown). From the seven, it was felt that
three bids warranted an on site visit. City staff and Mr. Brown visited
Alexander Grant and Tele Terminals. In addition City Staff visited Computo-
service, Inc. without Mr. Brown who has been involved with their systems in
other municipalities.
These visits were most revealing as we learned the positive and negative
of the various systems that would be impossible to glean from written responses.
The other four systems were eliminated for the reasons outlined in our
consultants letter (copy attached).
We did visit Alexander Grant the second highest bidder, because their bid
was on a very good, high powered DEC (ultimate) equipment which also employed
the PICK operating software which is highly regarded. The results of the
system did not justify the additional cost and present local support proposed
was not sufficient in our estimation nor have any such systems been operating
in the midwest.
As NCR did not meet specs and Tele- Terminals does not have a complete, work-
able system, we were thus left with one viable bid. I made a revisit to
Computoservice and visited with present users of the Computoservice system
and feel positive that the Computoservice system will serve the city well.
Hopkins would be the ninth Minnesota city to use the Computoservice systems.
In talking with the programer who developed the software, I know he is very
knowledgeable about all programs and has a good grasp of municipal accounting.
This firm has displayed to me, and other cities I talked with, the willingness
to insure a good installation, respond to any problems that arise and are
continuing to work with cities as new programs are developed in areas that
someday Hopkins will have a need for.
or
Page two
In the attached chart of Cost Comparisons, I believe the significant set
of figures to evaluate are the "5 year cost with maintenance In trying
to make absolute true comparisons it must be pointed out that the NCR 5
year figure of $101,785 may not truly be the low figure. NCR really does
not meet specs as their system is not fully parameter driven and will require
additional programer costs to change some tables, whereas in the Computo-
service system city staff can make the changes right on the city computer.
I recommend that the city contract with Computoservice, Inc. located in
Mankato, MN to provide Data Processing Software and Equipment that will
best serve the needs of the City of Hopkins. I further recommend that the
Council authorize McGladrey, Hendrickson Co. to continue as the City's
EDP Consultants in the contract negotiations and implementation of the
new system.
As contract negotiations seem
to the City's best interests,
fee range of $3,000 to $5,000
installation of the equipment
acceptance testing.
to always be unpredictable, yet very crucial
McGladrey, Hendrickson Co. stipulates a
for contract negotiations, overseeing the
and the initial software and to perform