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
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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.
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5/6/81
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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
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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.
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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
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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