HomeMy WebLinkAboutcc3 18 08ITcoversheetREVISED* 1
City Council Date: 3.18.08 REGULAR Item: 6 Motions 1, 2, 3 ITEM: Authorization of Computer Hardware and Software License purchases and Approval of Joint Powers Agreement for the City of Roseville Extension of MIS Services and Support to the City of Lake Elmo SUBMITTED BY: Carol Kriegler, Project Assistant REVIEWED BY: Susan Hoyt, City Administrator Tom Bouthilet, Finance Director
Greg Malmquist, Fire Chief
SUMMARY AND ACTION REQUESTED: The city council is being asked to authorize 1) the purchase of 14 desktop and 3 laptop computers which will allow for the replacement of all city computers. In addition, the Council is being asked to authorize 2) the purchase of several software application licenses and 3) to approve a Joint Powers Agreement for the City of Roseville Extension of MIS Services and Support to the City of Lake Elmo, a collaboration of 16 north metro public agencies (cities, fire departments, watershed districts, etc.) sharing the costs associated with managing computer network resources and supporting the computing needs of staff. METRO-INET currently shares the cost of a staff of 6.5 I.T. people who are technically employees of the City of Roseville. This is an opportunity to share the cost of delivering technology services to include dozens of software applications, email, VoIP telephony, security, and secured access to the Internet. The agreement is a cost sharing tool to help distribute the costs associated with managing computer network resources and to support the computing needs of staff. The software application license purchase will ensure that staff has the software available to perform their jobs effectively and efficiently while being lawfully licensed.
SUMMARY OF COSTS AND REVENUE SOURCES The budgeted funding sources for the IT equipment is part of the 2004A capital bonds for the capital items, hardware and software, and the general fund for IT installation, maintenance and service.
The city council sold $4 million in bonds in 2004 to construct a public works facility and a city hall. There are currently no plans for moving ahead with a new city hall until the city’s financial planning is more completed and the city council has prioritized a number of capital projects for future funding. The city’s financial advisor said that the funds may be used for capital upgrades to
the existing city hall. The 2004A funds cannot be used for non city hall or public works related capital expenditures because of the purpose of the bond issue.
In addition, G. O. Bonds are intended to be used within a three year time frame from the sale of the issue. Although our financial advisor has not identified any problems with arbitrage regulations, it is good to demonstrate the funds are being put to good use.
In 2007 the city council authorized the purchase of the annex with these funds and identified this
as a funding source for future city facility expenditures since it is likely the city hall will remain on this location for some time. The city also budgeted for a significant software and hardware
update for the city computers to make the city more efficient and up to date with its technology.
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The proposed purchases are all identified in the city’s approved 2008 CIP. The 2008 CIP will need to be amended to reflect the additional cost of the software. The fund balance in the 2004A bond is estimated somewhere around 1.3 to 1.5 million dollars so it can easily cover these costs. Costs and funding source
Detail Cost in $ Funding Source 08 Budget Allocation
Hardware
One time expense computers 13,161
Misc 2,000
connection 4,000
Subtotal 19,161 w tax 20,406.46
08 CIP 2004 A bond revenue
(approximately $1.5 m balance)
$ 20,000 (amend 08 CIP to allow for 25,000 in IT hardware)
Software including Licenses
One time expenses One Cost 13,783.50 08 CIP 2004A bond revenue $ 8,000 (amend the 08 CIP from 8,000 to 18,000 to cover software needs) Subtotal 13,783.50 w tax 14,679.42
Installation, maintenance and service
Annual expense One Cost 16,570 08 General Fund $ 26,000
Subtotal 16,570
TOTAL COST $ 51,655.88 Incl tax
SUGGESTED MOTIONS FOR CONSIDERATION:
• All three motions are required.
• The motions include ‘not to exceed’ amounts that allow for the prices given in the proposals but allow for some adjustment should it be needed at the time of purchase.
Motion 1 Move to approve authorization of expenditures in the amount not to exceed $
22,000 for items related to computer hardware purchases out of the 2008 CIP and to amend the 2008 CIP to $25,000 for IT hardware needs in 2008.
Motion 2: Move to approve expenditures in the amount not to exceed $16,000 for software
application licenses and amend the 2008 CIP to $18,000 for IT software ne0eds in 2008.
Motion 3: Move to approve the Joint Powers Agreement for the City of Roseville Extension of MIS Services and Support to the City of Lake Elmo to allow for shared and approve the
expenditure of the associated cost in the amount of $16,570.00 for installation, maintenance and service from the general fund operating budget .
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ORDER OF BUSINESS Introduction Susan Hoyt, City Administrator Report Carol Kriegler, Project Assistant Questions to the presenter Mayor and Council members Questions from the public to the city council Mayor facilitates Call for a motion Mayor and Council members Discussion Mayor and Council members Action City Council ATTACHMENTS: A. Table of Proposals Considered for Purchase B. Summary of Software Applications / Licenses Purchases C. Summary of Proposals for Computer Hardware and Support Services D. METRO-INET- Sharing the Cost of Technology E. Joint Powers Agreement For the City of Roseville Extension of MIS Services and Support to the City of Lake Elmo