Agenda Packets - 2001/12/10 - Laserfiche WebLink

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Item No. 6A Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Charles Hansen, Finance Director Item Title/Subject: Resolution Approving a Contract with Incode/CMS for the Purchase of Fixed Asset Accounting Software Date of Report: December 6, 2001 The Finance Department has been using fixed asset accounting software that was purchased about ten years ago. The 2001 budget provided for its replacement. There are several problems with this software as follows: 1. It could only operate on a single PC, which interferes with work distribution and backup. 2. Maintenance agreement had been dropped a couple of years ago, so there is no vendor support. 3. Due to turnover, none of the current Finance personnel are trained on the system. We are faced with either paying the vendor on the old system to re-establish maintenance support and train Finance personnel to operate the old system, or buy a new system. The new system from Incode/CMS has advantages in the form of more system capability and the benefit of operations similar to the financial, payroll, and utility billing systems already purchased from this vendor. Incode/CMS has proposed to sell its fixed asset accounting software to the city for the price of $3,600 for the software, $800 for file conversion, and $1,300 for initial training. In addition there is an annual support fee of $900. Having files converted from the old system is more efficient and cost effective than re-entering all the data. The 2001 budget has provision to cover these costs with 40% charged to the Finance Department, 30% to the Water Fund, and 30% to the Sewer Fund. Respectfully Submitted, Charles Hansen RESOLUTION NO. 5670