03/09/1998 Council Packet - Laserfiche WebLink

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AGENDA ITEM 4A STAFF ORIGINATOR Mary M. Vaske DATE March 3, 1998 TOPIC: Approval to purchase accounting software and hardware in 1998. In 1994, the City purchased FundWorks software from Tautges, Redpath for accounting programs. In 1997, Tautges had not sold more than 5 installations. It became apparent to them that a change needed to happen. Their software is not year 2000 compliant, and support costs were too high with only five clients. When the cities discussed the options, it was determined that FundWorks was cost prohibitive to all parties involved. Four of the cities are purchasing PACE software from CMS, which includes my recommendation. Because software is considered a service, formal Requests for Proposals (RFP) are not required by State Statute., The City of Cottage Grove did formal RFPs in 1997 and the results are attached. The only software within our price range is Baryon Data Systems, but this is the software we left in 1994. The quote from CMS, which includes all software and setup is $35,810. The future looks brighter in terms cost to the City. Support costs for 1998 are $21,000. The estimated support costs for 1999 are $5,500. The user base of CMS is in excess of 300 clients. They are a proven company, and will be around for many years. Also needed is the hardware to support the new software. The current server is 4 years old and in need of replacement. The current Novell software is not supported by the company, as it is very old With purchasing the new hardware, (server and 4 work stations), the City will switch to Windows NT and replace Novella We will also upgrade to Windows 95 and Office 97. This server will be purchased with the intent of using it for all at the new building. The current Finance hardware will be passed down to replace old hardware that is still in use Funding for this purchase will come from the General Fund and the Utility °funds. In 1997, investment earnings were $48,000 more than budgeted in the General Fund and $30,000 in the utility funds. The purchase can be designated from fund balance in 1997. 50% will come from General Fund with 25% from Water and Sewer.