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HomeMy WebLinkAbout7C - Office/Computer Allocation AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: DISCUSSION: STAFF AGENDA REPORT ~~ANK BOYLES, CITY MANAGE~~ \ CONSIDER APPROVAL OF ADD~~N ALLOCATIONS FOR OFFICE REMODELING AND MICRO CO R NETWORK PROJECTS FEBRUARY 21, 1995 The City Council at their November 7 meeting authorized total expenditure not to exceed $75,000 for the City Hall office remodelling project, and $80,000 for the establishment of a new micro computer network (see attacned agenda report). Costs for these projects have escalated beyond the original amounts and, therefore, an additional allocation should be considered by the City Council. Office Remodelling Project - The Architectural firm of Boarman, Kroos has been coordinating the proposed office remodelling project. The project has remained within budget until we recently learned that the supports inside the council chamber walls run horizontally rather than vertically. Cost estimates had been done assuming that the studs run vertically which is far more typical of modern construction. Consequently, the electrician based his bid on the assumption that electricity would be drawn from above the suspended ceiling and run down the wall vertically. Since the studs run horizontally, the electricity, telephone and computer wiring must be run outside of the wall through a rubber molding which integrates with the office dividers. As a result of this change, the total project cost has increased approximately $12,000. The Finance Director has asked that the wall between the sewer and water cashier and accountant be eliminated to allow for three offices in this area to accommodate a future position. The cost of this demolition is $3000. While this work is not immediately needed, it makes sense to include it as part of this project. These two items combined would increase this project from $75,000 to $90,000. Micro Computer Network - About a year ago Epic USA conducted a study of the city's micro computer needs. At that time we agreed that a 486 SX33 platform was appropriate for our system. The continued advancement of computers has led us to change our perspective. I asked Epic USA to once again examine our needs and coordinate the micro computer project. The cost of this work is $5000 which I had not included in our origir.al project estimates. As the first step in the process, they re-reviewed the city's equipment needs. They recommended that the city buy at minimum, 486DX2/66 machines which are faster and more powerful with math co-processors than the original equipment specified. Dropping computer prices mitigated against the increase in price created -1- .:',~ 16200 Eagle Creek Ave., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER , . ,. by this change. This equipment will serve more complex software which will inevitably become available in the future. The proposal also provides even higher powered computers to run the computer aided drafting system which will be needed by the engineering department. ISSUES: All in all, the project assumes 21 computers, 18 of which are regular size machines and three of which are expanded for computer aided drafting. The final project also provides for one additional printer and the costs associated with toggling between the new DOS system and Alpha Micro system. All things considered, these costs bring the project to $110,000 or $30,000 more than the $80,000 originally allocated. For safety's sake, I have included a $5000 contingency in this project. In either project, it would be possible to keep the costs at or below the original estimate set forth earlier. I believe that this is a penny wise and pound foolish move. The office remodelling project would have to be scaled back so that our needs could not be met in one phase. They would simply have to be deferred to a subsequent phase when they would probably cost more and create more disruption of day to day business. FISCAL IMPACT: Similarly, the computer project could be revised so that the phase 2 installation is delayed until sufficient money is available. I believe that this will simply serve to disrupt day to day work operations by placing half of our departments on one computer system and the other half on another. Computer pricing may also be less favorable in the future than it is now. I am not pleased by the escalation in prices, but I believe that they represent necessary expenditures in order for us to accomplish both projects as they need to be accomplished. This is the good news. As shown in Finance Director Teschner's quarterly financial report on the consent agenda, we expect to fund QQth of these projects including the increase in budget through the 1994 budget without relying upon the 1995 contingency. As the council will recall, I had expected to utilize $30,000 of the 1995 contingency for these projects. This will not be necessary. Instead, we will have the opportunity to redirect these funds to revise the old fire station so it can be used to store city files and as a locker, training and lunchroom facility for the police department. We are obtaining estimates which I will share with the Council once they are available. ALTERNATIVES: The Council has at least two alternatives: 1. Approve by adoption of the attached resolution additional allocations to provide for the completion of the two projects as recommended herein. 2. Retain existing project cost maximums requiring partial project implementation and delay. RECOMMENDATION: Alternative #1. In the case of office remodelling project, the city council chamber wall supports are a surprise which would have been difficult to anticipate. The project needs to be completed along existing timelines to minimize disruption so that we may prepare for the important work ahead this spring and summer. -2- , ,. ACTION REQUIRED: REMOOLWRT The micro computer project escalated in cost because of the revised platform we are using and the identification of additional equipment which was needed to provide a fully operational system. I believe both expenditures are necessary and would recommend the Council's approval of additional allocations. Motion and second to adopt the attached resolution allocating additional funds to the city hall remodelling project and micro computer network project as set forth above. -3- T r MOTION BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, {Seal} RSX.WRT RESOLUTION 95-X SECONDED BY: in a staff report to the City Council on November 7, 1994, the Council allocated $75,000 from various sources to fund the city hall office remodelling project; and through Resolution 94-59, the City Council allocated $80,000 for the DOS Computer Network; and the cost for each project has increased; and the Council is desirous of completing the projects in a fashion that will serve the city's needs for the maximum time period. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA,that it should and hereby does: 1. Authorizes funding for the office remodelling project not to exceed $90,000. 2. Authorizes funding for the DOS Computer Network not to exceed $110,000. 3. Such funding shall be drawn from the 1994 contingency fund budget. Passed and adopted this 21 st day of February, 1995. YES NO Andren Greenfield Kedrowski Scott Schenck Andren Greenfield Kedrowski Scott Schenck Frank Boyles City Manager City of Prior Lake 16200 Eagle Creek Ave., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER "-'1"--" .. .._.._.__.._~_.-y- . . , AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: DISCUSSION: STAFF AGENDA REPORT (l 8B ~'~J FRANK BOYLES, CITY MANAGER \. "\ y CONSIDER AUTHORIZATION Q _/UPGRADE OF CITY WIDE COMPUTER NETWORK THROUGH STATE OF MINNESOTA COOPERATIVE PURCHASING PROGRAM NOT TO EXCEED $80,000 NOVEMBER 7, 1994 The City's existing computer system is an Alpha Micro, non DOS based system that is approximately ten years old. The system has been upgraded both in hardware and software over its ten year life span. General consensus is that the ten year life span in computer technology is rather remarkable. In order to make the most effective use of city employees, both clerical, professional and technical a computer upgrade is essential. Since I arrived at Prior Lake I have been concerned about the age and productivity of our computer system. While it has been well maintained and upgraded, at ten years old the level of reliability is not what it once was. A more important consideration is the fact that since the Alpha Micro system is not a DOS based computer, we are restricted both in the type of software we acquire, the user friendliness of that software and the fact that the software system is not the norm. I have asked computer users to share their perspective on the existing Alpha Micro computer equipment. Their comments are summarized in attachment #1 entitled .User Concerns About Alpha Micro Computer, October, 1994". In brief, our existing system has the following undesirable qualities: 1 Non DOS based - There are simply a wider range of programs available to meet our computer needs on DOS based systems rather than our existing system. For example, in Parks and Recreation alone, field scheduling, and recreation program registration software are available in the DOS world but not for Alpha Micro. Similarly, in Building Inspection a building permit issuance, scheduling and tracking program is available, but not in the Alpha Micro world. Moreover, equipment maintenance, record systems and computer aided design are ayailable in the DOS world, but not in the Alpha Micro. In short, because we are unable to use this software we are not receiving the full range of services which we should expect from our computer hardware. -1- 4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER 2. User Friendliness - The existing system tends to be more oriented to the technician, consequently, commands require multiple keystrokes which may be difficult to remember and execute. Some functions do not exist in this system where they would be readily available in DOS software, for example, a word processing program has no thesaurus, no out of paper indicator and its ability to alphabetize is limited. Moreover, automatic column ability used in tables like the City Council directives is limited. Reduced user friendliness and limited functions make the system more difficult to use and production more time consuming. Frustration and time consumption lead to lost productivity. Finally, what is shown on the screen is not the way it looks in printed format. Most DOS programs offer WYSIWYG (what you see is what you get). This feature alone will increase efficiency and lower users frustrations. 3. Employee Training - Whether we are talking about new full time employees or temporary replacements, training on the Alpha Micro system is considerable. The essential reason for this is that the Alpha Micro system is a non standard computer system. That is, most employers do not use it. Consequently, individuals who are hired by the city for the short or long term are totally unfamiliar with this system. Training is longer and therefore the City must wait for a longer span of time for the employee to become fully productive in his or her role. Once this occurs they are still frustrated with a system that is not as "user friendly" as it could be which slows down ongoing production, nor will they ever have the full range of software available to meet their needs under the existing system. In addition, most employees have DOS based computer experience and may own them for personal use. To resolve this situation, I recommend that we purchase a new computer system consisting of a file server and twenty-one computer work stations. Without becoming technical the job of the file server is to store data created as a result of program use, to facilitate print and file saver sharing and to ease data base sharing. For example, this memorandum would be part of the data stored in the file server. The file server will also be the home for computer programs used by everyone on the system. The network will allow work stations to share data so that documents may be shared between departments. For example, if Parks wishes to use a notice of bids document previously created by Engineering as a template they can easily do so by simply calling up the notice of bids on their work station, copying it and modifying it rather than completely typing the document. Similarly, developer's agreements or staff reports involving more than one department can be prepared in part by each department and then finalized by one department. The initial network would consist of fifteen basic work stations and six computer aided design work stations for a total of twenty-one work stations. These stations would serve Administration, Finance, Planning, Parks and Recreation, Building Inspection and Engineering. Over time there may be the necessity to add work stations as new employees are -2- '-'''T-'-'''--''- ..............-........-".....,,--......-...................-.-T"' r . . ISSUES: hired and as the Alpha Micro is completely phased out of operation. With the initial network we would purchase the Microsoft Office integrated software package. This package which is designed to work with Windows includes Word which is a word processing program, Excel, a spreadsheet program, Power Point, a presentation software and Mail, an electronic mail software package. Included with the price is cabling and training for each work station. Attachment 2 is a personal computer network quote provided by Ameridata. Ameridata has obtained the State contract for computer systems. As a member of the State Cooperative Purchasing System, Prior Lake is eligible to purchase from Ameridata without going through the Request for Bid Process since that has already been accomplished by the State. By way of comparison, we asked Index Computer for a quotation. The prices are very similar with Index slightly better on the file server, but slightly higher on the work stations. My concern with Index is two fold. First the computers they propose are .clones" consisting of parts supplied by various vendors and assembled without a name brand. Clones are only as strong as the the components they contain. Secondly, as a relatively small firm, Index does not have the number of persons and level of support I believe is essential for supporting a computer network of this size. Index Computer is now working with the Police Department to support its system, but I believe that as the system expands it is more appropriate to receive support from a larger more established company. In addition to providing for the best prices, using reputable equipment with a proven track record, Ameridata has had significant experience in working with municipalities to meet their computer network needs. Within the last few years Ameridata has established and supported computer networks for cities which include, Plymouth, Apple Valley and Chaska. I have had personal experience with Ameridata and have confidence in their ability to provide hardware, support the network and provide training and trouble shooting which are essential to the ongoing well being of the computer network. . There is no question in my mind that a new computer system is needed if the City of Prior Lake is to continue to address the work load which promises to do nothing but escalate as our development future unfolds. The key is how do we pay for such a system? I propose that the network we contemplate estimated at a total cost of about $80,000 would be financed as follows: 1994 Data Processing Account 1994 Contingency Budget 1995 Data Processing Budget 1995 Contingency Account $15,000 $30,000 $20,000 $15.000 $80.000 As the Council is aware, our 1994 Budget projections suggest a very tight budgeting year. We expect that we will have a surplus of $16,000 once the year is over. That is a very slim margin of error. Accordingly, I would like to structure this acquisition so that payment will be made in 1995 giving us maximum flexibility to draw a greater amount of the 1995 contingency if a lesser amount of money is available in the 1994 contingency. By the same token, if our projections for 1994 are overly -3- conservative, we would be able to draw a greater amount of money out of the 1994 contingency and rely less upon the 1995 budget. An additional financial challenge involves the office reconfiguration at the end of this year. It seems appropriate to accomplish both projects, that is the office relocation and computerization at the same time, since wiring for the computers will be part of that project and we may be able to achieve some cost savings. From a financial perspective, unfortunately, this will also require reliance upon the 1994 contingency. We expect the office relocation project to cost $75,000. Those costs would be drawn from: 1994 Buildings & Plant Budget - 1994 Contingency Budget 1995 Contingency Budget $30,000 $30,000 $15.000 $75.000 ALTERNATIVES: A number of alternatives are available: 1. Approve acquisition of the computer system as recommended in this memorandum with the proviso that staff is to time the acquisition in such a fashion that it does not exceed our financial abilities to pay. 2. Direct staff to provide additional information to address Council concerns. 3. Do nothing and stay with the existing Alpha Micro system. RECOMMENDATION: I recommend Alternative #1. While an acquisition such as this can always be deferred, the impact of such deferral is to reduce employee productivity. Considered cumulatively, this erosion of productivity and the associated frustration it creates can ultimately cause greater city expenditures through higher turn over of employees and hiring of additional personnel which might not otherwise be required with fully versatile computerization. In short, a modem, effective and user friendly computer system can squeeze the most of our personnel complement. Such action is consistent with the Council's lean staff philosophy. ACTION REQUIRED: Adopt the attached Resolution authorizing the acquisition of a computer network from Ameridata Corporation under the State of Minnesota Cooperative Purchasing program at a cost not to exceed $80,000. AGNDSS.WRT -4- . .-----......oy--. . I