Agenda Packets - 1997/10/06 - Laserfiche WebLink

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(Administrator, Directors and Council)with better and more timely information. The system also provides the best opportunity to automate procedures presently performed manually, and to eliminate the need for duplicate systems maintained by other departments. As such, it appears that this system is the best value for the City of Mounds View. Funding. The City has the $14,800 refund that it received from Tauges Redpath for its accounting system, the finance department as $15,000 in its capital outlays -equipment remaining for the system, $1,750 remains in both the water and wastewater billing services capital equipment account, and Central Services has $6,000 designated in the capital outlays equipment account. Several funds have funds available for training. Support on the new system would be free for the first six months and at a lower cost than we presently pay for support with CSI for an additional $3,000 that would be available in 1998. Part of the system also would not be installed until 1998 and can be budgeted in the 1998 budgets for the General Fund, Water and Wastewater Funds. Overall, it the 1997 budget and the 1998 preliminary budgets should have adequate funds for the proposed purchase. Timing. Once we are authorized to proceed with the purchase of software, we will need to finalize hardware and software selections with additional input from Multi Tech(performs such services at no charge to the City) and order the necessary systems. It will take at least four to six weeks to receive the required systems. We will also have to receive training on the new system, convert part of the old system to the new system, manually set up the new system, and run parallel systems for at least one month. Ideally, it would be the most efficient to be ready to use the new system's financial and payroll systems on January 1st. If we are unable to do this, we will need to input information into both systems to insure that end of year payroll reporting, IRS 1099 reporting, and financial reports are accurate. In addition, we will need to schedule training and set up with the selected vendor and the sooner we make a selection, the more options we will have available. As such, the sooner we can proceed, the better able we will be able to get the new system up and running in the most efficient manner. Recommendation. Authorize the purchase of PACE accounting software from CMS, and authorize the Mayor and Clerk-Administrator to enter into a contract for the purchase of such software at a cost not to exceed $21,920, set up and conversion not to exceed$4,500, a server not to exceed $5,660, hardware not to exceed$5,325, optional hardware not to exceed $4,750, and training not to exceed$7,040. Staff will work with CMS and Multi Tech to insure that we maximize the use of equipment that we presently own or that Multi Tech will provide at no cost to the City and to minimize the out-of-pocket costs for hardware, the server and training.