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Council Meeting Minutes February 14, 1995 Page 8 Council Business. continued Approximately $11,000 has been spent for equipment for the FSC registration program, $7,000 has or will be spent for consulting, and $21,000 for cabling City Hall, FSC, and the Fire Station. The needed resources to complete the project are $237,261. Jeanetta reviewed the resources which will be used to fund the project. Fulton explained that when the 1994 budget was evaluated in terms of revenues and expenditures it was found there was $440,000 of available proceeds. It has been the historical practice that any surplus available of undesignated resources is built into the five year plan. In this particular case, the carry forward included about $123,000 of 1995 declarations. The noted $92,300 is part of the declaration and the balance which will be considered a year-end residual. Jeanetta noted that the project exceeded the budget due to the desire to connect remote City facilities to the network, and the number of new and upgraded pc's necessary for standardized software and the network. Benke asked if higher printing capabilities will help to reduce outside printing costs. Jeanetta feels there will be opportunities to produce in-house projects. Benke asked the necessity of connecting the seasonal remote sites to the network. Jeanetta explained that the seasonal sites are not considered ongoing costs due to their seasonal status; during the off-season those PC's could be moved to other sites. It is our intent to contract with the Moundsview School District for some aspect of network administration. The annual network administration costs would be $20,000 and the annual equipment maintenance should be $10,000. Gunderman acknowledged that technology changes rapidly. Dr. Bouchard said the proposal includes software and hardware technology which would bring the City up to a level which can be maintained by ongoing annual expenditures. The analysis determined the basic configuration which will be adequate so that the City will not need to perform a large scale project such as this for much time. The chosen vendor has a strong capability in remote communications. Gunderman asked the installation timeline. Bouchard believes the installation could be completed in a short timeframe and possibility within six weeks. The proposal includes an aggressive approach which would not involve full-time staff to support the computer function. Compaq technology makes the network easier to maintain; and he suggested that a part-time position could support the function. Gunderman asked if the proposal includes contingency clauses. Bouchard said the performance clause relates to payment being satisfied when the system is functional. Samuelson asked if the proposal includes contract fees. Bouchard said Alt-kie is considered a "one stop shopping vendor" which provides support on an ongoing basis. Bouchard feels that once the network is up and running it should be relatively able to withstand day-to-day activities and need periodic maintenance. If there are problems, the vendor would come in quickly to solve those issues. Jeanetta explained the chosen software packages. Bouchard added that the use of standard software allows for flexibility and servicing by other vendors. Benke asked if this system will allow for telecommuting. Bouchard said this system will allow for remote locations and some aspects of telecommuting. Fulton added that the well monitoring system will be coordinated into the network system. Council Business Purchase of PC Network Report 95-027 I I I