6.2. SR 02-08-1999 - Laserfiche WebLink

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. . . This bid is higher than our estimated cost originally proposed to the Council on 12-18- 98. At that time, a rough guess on the hardware was $27,000.00. This was made prior to the vendors actually seeing the hardware specifications. This increase was impossible to predict as it took each vendor weeks to review the specification document which was 16 pages in length. A large portion of the hardware costs includes licensing. Because we have no current network, we have to purchase group and individual licenses for each workstation. This project actually requires total Microsoft licenses costing $12,351.34. The original look at hardware did not include the required 7 x 24 maintenance either. This cost of $4,140.00 along with the license costs accounts for the difference between the rough cost estimate proposed to council on 12- 18 versus what the final totals come out to be. The software costs have not changed - remaining at $125,500.00. This includes design, software, training, installation, configuration and the first year's maintenance cost. We have still not received a firm cost on record conversion. We are working with the same vendor who will be doing the conversions in Apple Valley, Ramsey, Anoka County, . Fridley, Blaine, Eagan and Burnsville. They are trying to determine what a fair fee is for sharing the program costs between departments. I believe at this point that the total conversion package will be less than $10,000.00 The cost for the project thus far is: Hardware: $47,126.29 (includes engineering, install and maintenance) Software: $125,500.00 Conversion: $10,000.00 Mobile CDPD: $30,000.00 Total cost: $212,626.29 Additional costs that are yet to occur will include the following: CAT 5 certified network cable: Network printers: Two additional workstations: $2,900 $2,000 $2,500 We have two areas that we hope will reduce the total amount being requested: Current money set-aside for mobile application: Federal COPS grant: $40,000.00 $70,000.00 If these were applied towards the overall cost the amount being requested would be $102,626.29. (Not including the $7,400.00 for the cable and printers) We are requesting final approval on the network installation, software purchase and associated costs. We feel the total amount requested less the mobile amount would be the wisest choice at this point. We are counting on the grant coming through but are concerned that if it does not, that the project would fall through. The total amount requested less the $40,000 is $180,026.29. (This includes printers and workstations)