05-07-2013 CCMMINUTES
SPECIAL MEETING - HUTCHINSON CITY COUNCIL
TUESDAY, MAY 7, 2013 — 5:30 P.M.
1. CALL TO ORDER — 5:30 P.M.
Mayor Steve Cook called the meeting to order. Members present were Chad Czmowski and
Mary Christensen. Members absent were Bill Arndt and Gary Forcier. Other present was
Jeremy Carter, City Administrator.
2. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF ENTERING INTO A CONTRACT WITH
CIVIC SYSTEMS TO PROVIDE CORE SOFTWARE PRODUCTS
Tom Kloss, Information Technology Director, presented before the Council. Mr. Kloss
explained that the item being presented tonight is to move forward with a software
conversion program. Mr. Kloss explained the process used for the Request for Proposals.
The results of the RFP process singled out Civic Systems. Civic Systems will provide
software for various departments throughout the City. This is a completely integrated
system, less complicated for the end user, more control over configuration and better
reporting. E- billing in utility billing will be available. Staff time will be saved with
software efficiencies and IT demands should be similar to what is had now.
Andy Reid, Controller, presented before the Council. Mr. Reid explained the cost
savings of converting to a different provider. The purchase price is $139,500. One time
cost of $81,950 for conversion costs. Training costs of $32,100 will be seen one time.
Along with hardware, licensing, travel costs and a contingency, the total cost will be
$285,550. Annual fees consist of $31,850, whereas the current provider is at a rate of
$156,761. The pay back is estimated at 2.3 years. An annual savings of $124,911 will be
seen.
Mr. Kloss explained the LOGIS consortium, which the City is a part of now. The
consortium as a whole must agree on any changes that Hutchinson may wish to see.
Another benefit of the new software is that the entire City will be license, versus per
module or user. Mr. Kloss noted that he had contacted eight cities in Minnesota that use
Civic Systems and all feedback was outstanding. Mr. Kloss further explained the virtual
environment.
Motion by Czmowski, second by Christensen, to approve entering into contract with
Civic Systems to provide core software products. Motion carried unanimously.
3. ADJOURN
Motion by Czmowski, second by Christensen, to adjourn at 6:00 p.m. Motion carried
unanimously.