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City of Hopkins recently approved an upgrade to this software package. The cities of North St. Paul, Oakdale, and Cottage Grove are planning on upgrading also to In Vision software. Staff also looked at the information from a software company called Civic Systems LLC. This software company had a display at the annual League of Minnesota Cities. They also appear to have a robust software package. But their software package is considerably higher in price than the software package quoted by In Vision. Staff received quotes for all three software packages listed above. The recurring maintenance software per year is similarly priced. They base their price on the cost of the licensed software. Software In Vision $22,123 Spring brook 36,450 Civic Systems 32,760 Yearly Maintenance $4,144 5,963 4,000 (estimated) Maintenance costs for the first year can vary dramatically. We currently spend approximately $1,800 on maintenance software support yearly. If we would purchase the In Vision software, we would only be charged our current maintenance fee for 2006, even though we installed the new software package during 2006. We would get the benefit of the remainder of the entire year at the current rate. We would not be charged the new maintenance rate on the new package until 2007. This is not true of the other companies. Their fees would be pro-rated for the portion of the year after the installation. We would also need to pay the maintenance fees on the old system. Staff recommends purchasing the In Vision software package with an installation during May of 2006. The training would be on site and the annual audit and CAFR would be completed at this time. Strategy 6: Effectively manage the city's financial resources. ACTION REQUESTED: Approval of purchase of the In Vision software package and authorization of staff to enter into contract with the supplier at a cost of $22,123. ~CHG02:40069922.v1 ~9/28/OS 11:33 AM 36