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HomeMy WebLinkAbout1981-05-06 - City Commission Workshop Meeting Minutes..A 5811 NORTHWES_l.. 88TF•1 AVENUE.. m T"AMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 May 1, 1981 WORKSHOP MEETING CITY COUNCIL OF TAMARAC, FLORIDA There will be a Workshop Meeting of the City Council on Wednesday, May 6, 1981 at 10:00 A.M. in the West Conference Room at City Hall, 5811 N. W. 88th Avenue, Tamarac, Florida. The purpose of the Meeting is to discuss computer recommen- dations with a Representative of Alexander Grant and Company. The City Council may consider such other items as may come before it. The Public is encouraged to attend. Rursurnt to 0` -p;t Ll: -i u cli 'l i iuL 1.._ ,v, 7­;;nate Di!l No. 361: Ef a person da:ic4.sa to :;::.-:_a! ny d .i7111 rrtade by the City Council with rer-pc t to any n;;,tfer coikk i!:.rc:d at such meeting or nearing, he will need a record the proccedings and for such purpose, he may need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is to be lased. Carol A. Evans, City Clerk /lc 5/1/81 CITY OF TAMARAC, FLORIDA CITY COUNCIL WORKSHOP MEETING COMPUTER RECOMMENDATIONS MAY 6, 1981 CALL TO ORDER: Mayor Falck called the Workshop Meeting to order on Wednesday, May 6th, 1981, at 10:15 A.M., in the West Conference Room. ROLL CALL: PRESENT: Mayor Walter W. Falck Vice -Mayor Irving M. Disraelly Councilwoman Helen Massaro Councilman Irving Zemel Councilman Philip B. Kravitz ALSO PRESENT: Acting City Manager, Laura Z.Stuurmans City Clerk, Marilyn Bertholf Steve Wood, Finance Director Clerk/Steno., Mimi Reiter Bert Emmer and Gordon M. Kramer, of Alexander Grant & Co. Playor Falck read the Official Notice into the record, and advised that a report was submitted by Alexander Grant & Co., as to Computer evaluations' and recommendations; relating to software and hardware vendors. Mr. Wood indicated that Burroughs and Microdata were considered, but Sperry Univac was eliminated, due to an inconclusive report. The results have been indicated in a Matrix form table of ranking, as to performance. He noted that after numerous software demonstrations by the vendors, which were wit- nessed by members of Alexander Grant & Co. and he, it was determined that the Microdata System does meet the City's needs. He further stated that this system is less expensive, and does not require as much maintenance as the Burroughs System. In response to a question by the Mayor, it was stated by Per. wood that parallel cycling is presently occurring, which meant that two systems were running at the same time, for comparison,with the results of the Burroughs machine, and those received from the Service Bureau at nuantex. Mr. Wood advised that this Utility billing system was going to be run for the next year on the Burroughs machine, because the cost is offset against the PSC refund. The equipment will, therefore, be utilized to a greater purposerhe said. The Finance Director responded to a question by C/M Kravitz, by stating that the billing was 6 to 8 weeks behind, as of this date. The present recommenda- tion, he confirmed, would not have any effect on the billing. Mr. Wood advised that this system would permit other functions to be instituted, outside of Utility billing, namely, financial packages, payroll, etc. He also responded to a question by V/M Disraelly, by stating that seven (7) vendors originally replied, with one being eliminated, because a bid bond was not sup- plied; with evaluation of the six (6) vendors, and three (3) being eliminated. He additionally stated that the rear portion of the Alexander Grant proposal of the hardware explained that the NCR, IBM and the small Burroughs system was eliminated, because it did not meet the needs of the City. V/M Disraelly then confirmed the fact that two (2) vendors were being evaluated for software, with hardware netting two(2),,and one being recommended. Mr. Emmer indicated that software and hardware could not be separated, but should be dealt with as a package, to which V/M Disraelly inquired as to the WIS)Muni.cipal Management System being compatible to the Microdata. Mr.Emmer concurred. Mr. Kramer indicated that software has to be the guiding light for the purchase of hardware; with software being the method of solving a system problem. He said that vendor requirements were established; and the evaluation determined that AM4S closely met those requirements. Cost Summary sheets were distributed to Council, which indicates the Microdata cost for hardware and software, to (ATTACHMENT #1) meet the requirements for all the applications, which could be maintained for a minimum period of five years, to possibly ten years. He felt that additional memory or data can be added, with use being permitted for 1000 growth. C/W Kravitz inquired as to anticipated problems or "bugs" with the equipment, at the onset of use, and the length of time it would take for clearance. OC 5/6/81 mr/ Mr. Kramer indicated that it would take 1 to 4 months per system, in order to get all the data tested, and get the "bugs" out, with normal implementation possibly taking one year to 1 1/2 years, based on their experience. Mr. Wood responded to a question by C/W Massaro, by stating that Alexander Grant's evaluation is complete, and the allowable funding has been utilized, once the computer is installed. He requested that they assist in negotiating with the vendors, as to setting parameters with performance bonds, and dealings with the software vendors. Mr. Emmer advised that two contracts will be entered into, namely, MMS for the software, and Microdata for the hardware; with various conditions that should be included in the agreements. It would also be necessary to coordinate this with Mr. Wood and the City Attorney, for negotiating into the contract; and their fee would be from $800 to $1,000. Mr. Kramer indicated that Microdata is a wholly owned subsidiary of McDonnell Douglas Automation Corporation, and another subsidiary of McDonnell Douglas Aircraft. He further stated there were roughly 5,000 Microdata computers installed in the United States, with two models, namely.#8000 and #6000. In respc..se to a question by C/M Zemel, it was noted by Mr. Kramer that thereis a.. mean -.time between failures on the computer, but not on the terminals. He also stated that the field service technicans have two offices in Dade and Broward, with seven field representatives, handling one monthly preventative maintenance run on the computer. This, he said, comes with a 90 day warranty; and felt there were approximately 21 Microdata systems in Dade and Broward County at this time. C/M Zemel inquired as to the turn -around time guarantee, to which Mr. Kramer responded they would guarantee repairs within four hours, or a new terminal loaner, and operate on a replacement philosophy, even on a temporary basis. Mr. Kramer indicated that the Broward office is near the Executive Airport. Mr. Emmer said the maintenance cost would be $956 per month, for the first 15 months, which would probably go up thereafter. Mr. Kramer indicated that a three-year maintenance contract would be available, which would be a service contract for a fixed price; also, being payable on a monthly basis. Mr. Kramer responded to a question of C/M Zemel, by stating this is an out- right purchase and not a lease, because the manufacturer does not offer an installment contract; but it could be done with a third -party finance lease, an installment loan at the bank, or pay for it out -right. Mr. Kramer advised Council that it was his recommendation and preference to go with Microdata for 15 months of service. Mr. Wood indicated that the City of Coral Springs has a Microdata 8000 machine, and Larry Lustig is the Data Processing person, who would be willing to demon- strate the use of the equipment. Also, he noted that the City of Coconut Creek has a 6000 machine, and the City Manager could be visited for a display of this equipment. It was noted that Coral Springs is getting the same software. V/M Disraelly inquired whether additional personnel would be required for the installation of the new equipment, to which Mr. Emmer stated there should be a data processing manager programer type individual, for up -dating and also de -bugging; also, noting that Mr. Kramer supplied a job description for such an individual. Mr. Emmer recommended adding one more person, but to leave the same employees that are presently employed, and did not anticipate any labor savings at this time. He further stated that from a cost standpoint and fringe benefits, it would be approximately $22,000 to $24,000 per year, and there will be stabiliza- tion, but not personnel savings involved. He advised that the Microdata approach is one of the best systems in software for information retrieval and format, which is easily obtained and comprehensible. Mr. Kramer said the data base technology for storing is interesting, and, also, the language used by Microdata and all the programs supplied by MMS, is in "English", and could permit ad hoc reports rapidly. One individual, who is presently on the L9000, on a full-time basis, will remain in that capacity; but on moving to the new system, most of the data input will be moved to the -2- 5/6/81 mr/ TAPE # 2 area where'it occurs, by sitting at a terminal and entering the data. He felt it should take one or two days to learn the functions, with the screens being pre -formatted. In turn, he said, the computer will edit the entries, and also advise as to mistakes. Mr. Emmer said that Microdata and MMS are interested in developing the municipal market place, and would be favorable to Tamarac, as to obtaining coverage and support. But, he said, The Burroughs Corp. is interested in doing a volume business, and was their basic approach. Mr. Kramer stated that the Utility bills will be out by July, with the Bur- roughs equipment, and the new computer should be readied by this time, which will be a conversion set-up, by building files in preparation for this. C/M Zemel inquired as to the printer manufacturer, to which Mr. Kramer stated it was either theirs or Printronix, for maintenance. In response to a question by C/M Kravitz, it was noted by Mr. Emmer that the earnings data and records would be part of the basic payroll application, and the software would not be acceptable without it. Mr. Kramer advised that Microdata has put some modems in their proposal, for the remotes only, with the ones in City Hall being hard -wired. The other vendors, he said, indicated they did not want to propose this, and that Southern Bell be contacted. He felt that five modems were necessary, because of two off -site locations going on the computer, and for each one, two modems would be required; with the fifth being attached to the computer, and MMS will be able to dial and do maintenance for the first year, for changes or latent bugs. He further stated that the cost would be $800 for each of the five modems, which would be a one-time purchase,plus the cables. It was also noted that the bid cost for the terminals included the cable to the port. C/M Zemel felt that the 8000 machine would have the capability of accepting additional micro -processes, wi.th..spares and additions for enhancing the equip- ment in the future, to which Mr.Kramer advised that both the memory,di.Sc and ports can be expanded. Mayor Falck indicated that this item would be placed on the City Council agenda, for May 13th, 1981 meeting, for discussion and possible action. Mr. Wood inquired whether authorization of funds could be considered, for Alexander Grant & Co. to assist in the negotiation of the contract, to which Mayor Falck concurred. V/M Disraelly requested that a recommendation be submitted from the Finance Director, as to total costs, generation of funds, maintenance, installation date, and program establishment, also, including the cost for service by Alexander Grant & Co. C/M Zemel said that he would like to see the Coral Springs demonstration by Mr. Lustig, prior to approval of the system, to which Mr. Wood responded that he would arrange this. Mr. Kramer recommended that Tom Jerome of MMS be con- tacted to accompany Mr. Zemel. The item on Computer Recommendations was completed. Handling of Agendas - Mayor Falck felt that copies of the agendas should be sent to the Presidents of the various sections, with an accompanying letter, advising that future copies could be obtained for a subscription of $20.00. This, he said, would assist the City Clerk in the handling of the agendas. V/M Disraelly said that instruction was given for letters to be sent to the sections. C/M Zemel said that he additionally suggested a sentence be inserted in the letter, as to availability of the agendas at the City Hall on Mondays prior to the meetings. He also felt that the people should be notified, due to confusion, and non -publishing in the news media. C/W Kravitz informed Council that an Attorney, Mr. Stein, was hired by the Presidents Council, who has been submitting input on the electric. He also noted that water bills could be paid in advance, when residents are leaving for a period of time. He further noted that banks are no longer accepting monies for payment of water utilities. -3- 5/6/81 mr MEETING WAS ADJOURNED AT 11:15 A.M. ITY`CLERK This public document was promulgated at a cost of $ Y �, or $ _ per copy, to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. QM 5/6/81 mr/ COST SUMMARY a, Mi r•rodata Hardware Software Total Cost Hardware 1 Reality 8000 - 256KB main memory 1 128.7 MB disk drive 1 600 LPM printer 9 terminals 1 1600 BPI 9-track tape drive Operating system Software Utility Billing, G/L, Purchasing, A/P, Payroll/Personnel, Police, Inventory, Vehicle Maintenance, Fixed Assets, Occupational Licenses, plus implementation assistance Burroughs Hardware*1 Software2 Total Cost Hardware 1 B1905 - 131 KB main memory 1 131 MB dual disk drive 1 650 LPM printer 9 terminals Operating system *1 Includes the operating system for $9,818 ATTACHMENT #1 5/6/81 COMPUTER RECOMMENDA- TIONS WORKSHOP $142,964 47,000 $189,964 $158,723 46,443 $205,166 2 Does not include the Fire Department support because it is a public domain software about which nothing is known. Additionally, this module is not included in the MMS bid and for the purpose of comparability was left out. Software Utility Billing, G/L, purchasing, A/P, Payroll, Police, Inventory, Vehicle Maintenance, Fixed Assets, occupational License ATTACHMENT #1 5/6/81 - COMPUTER RECOMMENDATION WORKSHOP