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to S Mayor Gonzales asked about a telephone system to transmit the information, in case
<br />something should develop.
<br />Mr. Fairbanks responded he would like to recommend the City consider purchasing a
<br />telephone system, or acoustic coupler, an interfacing of telephone lines so that
<br />our service organization can dial up your system, and possibly correcting problems
<br />over the phone. This is mainly recommended from a service standpoint.
<br />Mr. David Roupe, 25044 Grandview Drive, Crestline, spoke to the Council Members,
<br />outlining his proposal for a new computer system and also to consider his proposal
<br />for a Computer Facilities Management Contract as a complete answer to the City's
<br />data processing needs.
<br />City Manager Trevino asked if the programs the City now has can be picked up and
<br />carry them on the new system.
<br />Mr. Roupe stated a whole number of details will not have to be changed, however,
<br />the new system will have all of the advantages of a much more powerful, flexible
<br />and timely machined information, the keypunching step would be eliminated, and the
<br />information would instead be billed to the terminal and enter that data immediately.
<br />Mr. Roupe said what is eliminated is many of the middle steps, however, the same
<br />documentation that is now being used can still be used.
<br />City Manager Trevino asked what is being proposed as to the number of terminals.
<br />Mr. Roupe stated he is proposing 12 terminals, which is based on information he has
<br />received from Mr. Young and Mrs. Andengaard in the Finance Department, concerning
<br />what their requirements will be.
<br />City Manager Trevino asked the cost per terminal.
<br />Mr. Fairbanks replied the cost per terminal would be $2,075, and $79 for the cable,
<br />and based on an order quantity of 12 terminals, there would be a 7% discount on
<br />both of those items.
<br />Mr. Roupe continued he is proposing an additional terminal which comes under the
<br />classification of terminal and is called a daisy wheel printer, and this is essen-
<br />tially a daisy wheel typewriter type or style printer that can be used in word
<br />processing, which would cost approximately $3,950.
<br />Mayor Gonzales asked Mr. Roupe if he would be having two full time employees, in-
<br />cluding himself.
<br />Mr. Roupe answered yes, that was correct, the $8,300 per month cost of the contract
<br />would include that, plus $14,100 for start-up costs, with the term of the contract
<br />for a 5 year period.
<br />Mr. Roupe stated that he was, previously, the Data Processing Supervisor for the City
<br />of Colton for 5 years, he knows the City's functions and problems, and he has a good
<br />rapport with the City people. Mr. Roupe said he has additional municipal experience,
<br />he was the Data Processing Supervisor for the City of San Bernardino, and has worked
<br />with the Cities of Lakewood and Pasadena.
<br />Mr. Fairbanks stated the total cost for the software and hardware, Hewlett Packard
<br />system, would be approximately $135,000.
<br />Mr. George Thomas, President of Thomas & Associates, Inc., 7 Bridgewood, Irvine, said
<br />his proposal has not changed from that previously presented to the City Council, the
<br />same hardware system would be used as presented by the other vendor, as they would
<br />both be using Hewlett Packard equipment.
<br />Mr. Thomas stated the main difference is in the software and services that they
<br />propose to provide. Mr. Thomas advised that his company presently services 17
<br />cities in California, mainly Southern California.
<br />Mr. Thomas continued that the applications they are proposing will include Payroll,
<br />Utility Billing, Financial Systems, Accounts Payable, Accounts Receiveable, General
<br />Ledger, a complete Budgeting system, Business Licenses, Stores Inventory, and Fixed
<br />Assets, with a proposed conversion cost for those applications of $30,000.
<br />Mr. Thomas stated there would be an initial payment of 25% to provide for the neces-
<br />sary expenses for the starting, designing, reprogramming, etc., then with each of
<br />the systems there would be 50% that would be held out until such time as a particular
<br />system is judged to be operational by the appropriate party, and a final 25% would
<br />be in a retention factor to be given to their company at whatever period of time,
<br />that is a reasonable period of time, after the 50% payment, wherein you can say that
<br />it is not only operational, but complete. Mr. Thomas said that in effect the City
<br />SEP 3 0 1981
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