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TOOK l � Fflk ��� <br />one years additional life before acquisition of a new system is required. For <br />that time frame I do not believe it would be cost effective. The Clerk has <br />proposed purchasing a System 400 Model 60 which he projects will meet the <br />needs for 7 to 10 years. The cost, including system operating software, is <br />$440,000 if purchased outright or $522,000 by lease purchase agreement. The <br />Clerk is mandated to be responsible for certain functions and as will be <br />elaborated on later I do not anticipate the need for a separate BCC data <br />processing section in the near future. As a result, I recommend that the <br />$343,000 allocated earlier this year for future computer needs be applied to <br />outright purchase of the system. The balance would be funded by the Clerk <br />from current sources. Long range the expense would be less than lease <br />purchase and the $104,000 proposed by the Clerk for that purpose in next <br />years budget would be eliminated. If approved the Clerk indicated the <br />system would be operational by the end of the fiscal year. <br />A total of $150,000 is budgeted in Utilities this year for a new billing system, <br />including hardware and software. Also budgeted is funding for a hand held <br />meter reading system and computer aided drafting system (CAD) in Utilities <br />and landfill scale computer in the Solid Waste District. The meter reading <br />system and landfill scale computer are I believe warranted and although <br />related to the overall system are not in my opinion the major issue. The CAD <br />proposal will be addressed later in conjunction with GIS. The most <br />significant question I believe is utility billing and primarily hardware. There <br />is no question concerning the problems with the current billing program and <br />the need for new software. A low bid of $45,800 has been received and it is <br />recommended that we proceed with :award. for the new software. In <br />conjunction with the new billing program and to integrate other departmental <br />programs the Utilities Director has recommended acquisition of a system 400 <br />Model 30 at a cost of $109,000. If approved he has indicated no additional <br />personnel will be required for the system. Annual maintenance would range <br />from $2,200 to $5,100. The Clerk is still responsible for certain functions, <br />such as accounting, and, if approved, the Clerk's new computer can <br />accommodate the proposed billing program. However, approximately $45,000 <br />additional would be needed to handle the program. Therefore, the net <br />expense differential is $64,000 if Utilities acquires a 400. However, in <br />considering such factors as interdepartmental priorities, intradepartmental <br />needs, demand on the clerk computer capacity, potential future system <br />expansion, and departmental control I believe it is justified. <br />Considering the projected BCC departmental needs, the Clerk's responsibility <br />for certain functions and computer capability, I do not anticipate the need for <br />a BCC data processing section in the near future. Additionally, in the <br />future should that need arise, I do not believe Utilities would be the proper <br />organizational unit to provide the service. The Utility Director concurs. <br />A total of $125,000 is budgeted this year for a CIS and CAD system for <br />Community Development, Public Works and Utilities. The funding is for <br />program development and implementation including software and hardware. <br />Implementation is anticipated to be in phases over a period of time. Such a <br />program can be a valuable resource to the County. However, these systems <br />can vary considerably depending on, among other things, priorities, scope, <br />and configuration. As a result, cost can, likewise, vary considerably, <br />ranging from several hundred thousand dollars to in excess of a million. The <br />hardware is generally a mini computer or mini computers with work stations. <br />Considering the variables and magnitude of such a system I believe technical <br />assistance in the form of a consultant is required. Such assistance was <br />anticipated and included in budgeted funding. <br />Utilization of personal computers and programs is becoming more common in <br />most of the departments. The value has been demonstrated in meeting <br />individual departmental needs. Acquisition is currently considered on a <br />individual basis. Factors considered are priority, duplication, cost, need to <br />be satisfied and actual utilization. I b(alieve this is the proper approach and <br />should continue. <br />96 <br />