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Home My WebLink About10/23/2000_RecessedCITY OF ROCHESTER COUNCIL AGENDA ROOM 104 CITY HALL 201 4T" STREET SE MEETING NO. 24 RECESSED OCTOBER 23, 2000 ROOM 104, 4:15 P.M. A) OPEN COMMENT PERIOD _ ,, 6..� A• p.�...•p - -�- B) CALL TO ORDER C) LETTERS AND PETITIONS D) CONSENT AGENDAIORGANIZATIONAL BUSINESS E) HEARINGS F) REPORTS AND RECOMMENDATIONS 1) Finance - Authorize Execution of Contracts for Enterprise Systems Software, Hardware, Training and Implementation Service e?) P..�:.4aL _ G.,�.6/6.i�s- Awc,n�.'. 00. a• ..�•'-� G) RESOLUTIONS AND ORDINANCES U `ddo H) TABLED ITEMS I) OTHER BUSINESS J) ADJOURNMENT �,-�s..„.,,...Q � .y�T �/ .. � cf ' �S'�/�-� /2 n•• /a� �` fJC!-lG REQUEST FOR COUNCIL ACTION MEETING DATE: 10/23/00 AGENDA SECTION: ORIGINATING DEPT: ITEM NO. Reports and Recommendations Finance Department F ` l ITEM DESCRIPTION: Authorize Execution of Contracts for Enterprise Software and PREPARED BY: Implementation Services and associated Computer Hardware Dale Martinson As reported to Council in a separate report on October 2, 2000, City Human Resources, Finance & Information staff recommend replacement of the City's in-house developed financial and payroll software with a purchased system. We are quickly outgrowing our current system such that a major re -write would soon be necessary. With the growth in demand for our limited IT resources, we simply do not believe we can re -write and continue to maintain the current system. Implementation of a new enterprise system can take a year or more so we feel it is important to begin moving on this project now. A new system would also help us address significant accounting reporting changes required of the City by the Governmental Accounting Standards Board (GASB) beginning in the year 2002. Staff from the above -noted departments have spent over a year evaluating various systems. Council authorized use of a consultant from the Government Finance Officers Association Research Division to assist in contract negotiations with the final selected vendor. Final pricing on software, software maintenance, and the major hardware pieces has been completed as of the date of writing this RCA. Our City Attorney has completed contract language changes with the software vendor and we are pleased with that contract. At this point it appears we will be able to put this together at the budget I presented to council in an earlier report. What remains unresolved, however, is the final implementation contract. Negotiations on contract language will continue this afternoon and final details on scope and pricing are still being worked out. If they can be resolved by Monday afternoon, staff will bring forward final details at the continued council meeting. --4/PL` COUNCIL ACTION: motion by: Second by: to: REQUEST FOR COUNCIL ACTION MEETING DATE: 10/23/00 AGENDA SECTION: ORIGINATING DEPT: ITEM NO. REPORTS AND RECOMMENDATIONS Public Works P , ITEM DESCRIPTION: Project Title ammendment for: (J9610) PREPARED BY: Concrete Curb & Gutter and Overlay in 20th Street NW from 13th R. Kelm Avenue NW to Valkyrie Drive I� This is an amendment of the project title and Feasibility Report for the following local improvement project: Project Number 6220-4-00, (J9610) Project Name Concrete Curb & Gutter and Overlay in 20th Street NW from 13th Avenue NW to Telemark Lane NW Proiect Background An error in the Proiect title was made to exclude from the project limits that portion on 20t' Street NW from Telemark Lane NW to Valkyrie Drive The estimated project cost, distribution and notification remain as reported and distributed at the October 16, 2000 city council meeting, (pages 95 — 100 ). Recommendation Ammend Project Title and Feasibility Report from: "Concrete Curb & Gutter and Overlay in 20th Street NW from 13th Avenue NW to Telemark Lane NW To be as follows: "Concrete Curb & Gutter and Overlay in 20th Street NW from 13th Avenue NW to Valkyrie Drive" COUNCIL ACTION REQUESTED: Ammend Project title to (J9610) to read as follows: "Concrete Curb & Gutter and Overlay in 20th Street NW from 13th Avenue NW to Valkyrie Drive" Attach: Map, Feasibility Report, original rca (10/16/00) COUNCIL ACTION: Motion by: Second by: to: REQUEST FOR COUNCIL ACTION MEETING DATE: AGEND ECT10N: ORIGINATIN PT: ITEM NO. / CON0 GENDA ublic Works D_ EM DES C ON: Fe3MI51lity Report Special Asse ments for: (J96 PRJRE ncrete Curb Gutter and Ov ay in 20th St ree W from 13th R. Avenue NW Telemark La NW This is a Feasibility Report for the following local improvement project: Project Number 6220-4-00,(J9610) Project Name Concrete Curb & Gutter and Overlay in 20th Street NW from 13th Avenue NW to Telemark Lane NW Proiect Background The existing street was constructed with bituminous curbing in 1964 and additions were made in 1977. 10/16/00 At the request of the property owners an informational meeting was held on October 12, 1999. Their support for a rehabilitation project resulted in this request for preparation of the Engineers Feasibility Report. The assessment rates are based on the year of project support in this case year 2000, Estimated Project Costs Project Cost onstruction [Grading & Pavh Curb & Gutter $127000.0idewalk Replacement $5 100.00 Slorm Sewer Re aim/U rades $29 o00.00 Watermaln Replacement $0,00 Watermeln Service Replacement Sanitary Sewer $0.00 Sub Total $161,100.00 En ineerin Interest. Contin encles 30% 148,330 4& 330.00 TOTAL $209,430 OO Project Cost Distribution Distribution: Special Assessments - Frontage $37,346.70 S eclal Assessments - Sidewalk 3448.08 Special Assessments - Service Re lace Water Utility Funds $0.00 Sewer Utility Funds $37700.00 city Street Share $130935.25 TOTAL $209.430.00 Recommendation We report the project is feasible and recommend its construction in the year 2001 based on the current condition of the street and participation by the abutting property owners.. COUNCIL ACTION REQUESTED: 1. Adopt a resolution receiving the Feasibility Report. 2. Adopt a resolution ordering a Public Hearing to be held for November 20, 2000. 3. Adopt the resolution ordering the preparation of the Assessment Roll. 4. Adopt the resolution ordering an Assessment Hearing for November 20, 2000. Attach: Map, Feasibility Report, COUNCIL ACTION: Motion by: Second by: to: REPORT ON THE FEASIBILITY OF A PROPOSED LOCAL IMPROVEMENT PROJECT FOR: PROJECT NO. 6220-4-00 J9610 CONCRETE CURB & GUTTER AND OVERLAY IN .20TH STREET NW FROM 13TH AVENUE NW TO TELEMARK LANE NW October 12, 2000 Honorable Mayor & Common Council City of Rochester, Minnesota A resolution proposing certain petition requesting the following project: Reconstruct existing street with a Concrete Curb & Gutter and Overlay in 20th Street NW from 13th Avenue NW to Telemark Lane NW, was referred to the Public Works Department on January 19, 2000 for preparation of the Engineers Feasibility Report. Feasibility Report We report the project is feasible and recommend its construction in the year 2001 based on the current condition of the street and participation by the abutting property owners. The existing street was constructed with bituminous curbing.in 1964 and additions were made in 1977. We recommend that the project be constructed and funded in accordance with the City's Comprehensive Pavement Management Strategy (CPMS). The CPMS is an objective, cost-effective program for the preservation, rehabilitation and reconstruction of the City's infrastructure. The most cost-effective strategy at this time for this street, which has a Pavement Condition Index (PCI) rating of 49, is rehabilitation. Work typically will include the following 1. Removal of existing edges of the roadway and gravel base, boulevard sod 2. Construction of concrete curb and gutter, and driveway aprons 3. Storm sewer design considerations 4. Resurfacing of the entire street with bituminous asphalt. 5. Sidewalk sections reviewed for replacement. 6. Boulevard areas re -sodded. This report and the estimated costs for the project are prepared without the benefit of field surveys, soils boring or completed plans and specifications: Project Cost Construction: Grading &Pavin Curb&Gutter $127000.00 Sidewalk Replacement $5,100.00 Storm Sewer Re irsN rades $29 000.00 Watermin Replacement $0.00 Watemrain Service Re lacement sanitary Sewer $0.00 Sub Tatal $161,100.00 Encineenna. Interest. Contin encies 30% E48,330.00 TOTAL $209,430.00 -2- OC'OBER 12, 2000 Assessment Distribution: Since this project was initiated and supported in the year 1999, the cost of street rehabilitation, as established by City Council Policy, for the year 2000 will be used for this project as follows: Residential Zones ......... $15.00 per assessable foot Commercial Zones ....... $22.50 per assessable foot Residential comer lot assessments are based on the length of the short side of the lot plus any length greater than 120 feet on the long side if the long side is reconstructed. Curb Gutter Overlay Rates Year 2000 feet Total Cost Residential Zones $15.00 2,489.78 $37,346.70 Commercial Zones $22.50 Subtotal $37,346.70 Replacement sidewalk is assessed by the square foot of sidewalk replaced and is assessed directly to the abutting property owner at the following rates: 4" Sidewalk (residential)..........................................$5.00 per square foot 5" Sidewalk (commercial)........................................$5.75 per square foot 6" Sidewalk (at residential drive approaches) .......... $6.50 per square foot 7" Sidewalk (at commercial drive approaches) ........ $7.00 per square foot 6" Conc. Drive Approach (residential).....................$30.00 per square yard Sidewalks Year sq. ft sq. ft Total Cost 4" Sidewalk (residential) $5.00 562.64 $2,813.20 5" Sidewalk (commercial) $5.75 6" Sidewalk (at residential drive approaches) $6.50 97.67 $634.86 7" Sidewalk (at commercial drive approaches) $7.00 Subtotal $3,448.06 Project Distribution: Distribution: Special Assessments - Frontage $37 346.70 Special Assessments - Sidewalk $3 448.06 Special Assessments - Service Replace Water Utility Funds $0.00 Sewer Utility Funds $37 700.00 City Street Share $130,935.25 TOTAL $209,430.00 Submitted for your consideration: " Lut— Russell Kelm, PE Design Engineer Douglas Nelson, PE Engineering Manager li'•,PR1718(� PRf J\19610';Dcaiyn\ll us', tcaiuiLn' Itcpom Dl7C — 4— OCfOBER 12, 2000 BUDGET AND ASSESSMENT SCHEDULE FOR CONSTRUCTION CONTRACT Project No: 6220-04-00 Date: October 12, 2000 J No: 9610 Description: 20TH STREET NW FROM 13TH AVENUE NW TO TELEMARK LANE NW Project cost Contract Cost Final Cost Construction: Grading & Paving,Curb & Gutter $127 000,00 Sidewalk Replacement $5 100.00 Storm Sewer Repairs/Upgrades $29,000.00 Watermain Replacement $0.00 Watermain Service Re lacement Sanitary Sewer $0.00 Sub Total i $161,100.00 En ineerin , Interest, Contln encies 30% $48,330.00 TOTAL - $209,430.00 Distribution: Special Assessments - Frontage $37,346.70 Special Assessments - Sidewalk $3 448.06 Special Assessments - Service Replace Water Utility Funds $0.00 Sewer Utility Funds $37 700.00 Ci Street Share - $130,935.25 TOTAL $209,430.00 Note: Make Initial Disbursement from P. 1. R. Fund P''PR( ICI`c'.J-PRUJ",,19GIW.,lli(wibilip'A_por,.U!7(; CITY OF ROCHESTER COUNCIL AGENDA ROOM 104 CITY HALL 201 4T" STREET SE MEETING NO. 25 RECESSED A) OPEN COMMENT PERIOD B) CALL TO ORDER C) LETTERS AND PETITIONS D) CONSENT AGENDAIORGANIZATIONAL BUSINESS E) HEARINGS OCTOBER 30, 2000 ROOM 104, 4:15 P.M. F) REPORTS AND RECOMMENDATIONS 1) Finance - Authorize Execution of Contracts for Enterprise Software and Implementation Services and Associated Computer Hardware G) RESOLUTIONS AND ORDINANCES H) TABLED ITEMS 1) OTHER BUSINESS J) ADJOURNMENT I REQUEST FOR COUNCIL ACTION MEETING DATE: 10/30/00 AGENDA SECTION: ORIGINATING DEPT: ITEM NO. Reports and Recommendations Finance Department l ITEM DESCRIPTION: Authorize Execution of Contracts for Enterprise Software and PREPARED BY. Implementation Services and associated Computer Hardware Dale Martinson As reported to Council in a separate report on October 2, 2000, City Human Resources, Finance & Information staff recommend replacement of the City's in-house developed financial and payroll software with a purchased system. We are now requesting authorization to execute contracts for enterprise software, implementation services, and associated computer hardware. The total requested budget estimated to complete this project is estimated at approximately $1.415 million as reflected in the attached "Budget Tracking" spreadsheet. We are recommending against the "not -to -exceed" proposal provided by the implementation consultant in favor of a time and materials contract with the additional contingency noted in the attached spreadsheet. The quote provided on a not -to -exceed contract jumped by over $400,000 and would require a 50/50 share of any savings to that maximum amount. We cannot recommend that as prudent use of the taxpayers' money. However, based on the range of the quotes, we do feel we need a 15% contingency over the lower cost "time -and -materials" quote in order to deal with those unforeseen issues that are bound to arise through a such a complicated project. The City Attorney has reviewed and obtained significant amendments to the contract documents related to the software purchase and the implementation services contract. The hardware purchases will be obtained through State bid contracts. A summary of the major contracts requested for approval is as follows: J.D. Edwards World Solutions - Software - $256,030 plus tax Sirius Computer Solutions - Implementation & Training $752,259 time and materials estimate IBM Corporation - Hardware & System Software $165,741 State bid contract Annual maintenance costs include $24,000 for software, $9,000 for federal and state payroll tax tables, and $8,544 for hardware maintenance. A waiver of $17,552 of these charges has been obtained for the first year. We anticipate project planning and technical training could begin within the next month while we are waiting for hardware to arrive. Application training would begin early next year with implementation and testing hopefully complete for an October 151, 2001 "go -live" date. Funding for 1999 expenditures (hardware and software downpayment plus initial training) is recommended to come from J1971 and J2089, initially set up for this project. There is currently funds available in these two accounts of $417,247. The remaining $998,000 is recommended to be funded in the 2001 CIP program through use of the sales tax monies remaining from the prior 'h% authorization. Recommendation: Authorize execution of software, hardware and implementation services contracts for the City's enterprise software solution. COUNCIL ACTION: Motion by: Second by: to: Enterprise Software System 10/27/00 r Budget to Proposal Comparison Amended Budget Request 9/26/00 Time & Materials Proposal Amount Change to NTE Not -To -Exceed Proposal _- System Software J.D. Edwards Deployment Server Software Other - Sales Tax 275,000 (Recommended) 256,030 16,642 256,030 16,642 Subtotal--- 276,006 . 272,672 2T2,672 Implementation & Training Services 750,000 Sirius Software Implementation 363,020 90,750 453,770 -Sirius Training Services 137,750 (4,030) i 133,720 Sirius CNC Implementation 112,205 58,415 170,620 JDE Client Manager 63,000 27,945 i 90,945 Data Conversion / Interfaces f ravel & Expense Budget 10,000 66,284 _ _ 117,440 117,823 127,440 184,107 S1-1 ubtotal - - - 75Q000 _ Plus: Additional Contingency If Time and Materials - - ----- 752,269 115,000 - ----- --- 408,343 --- --- 1,160,602_ Final Subtotal -Implementation 750,000 867,259 293,343 1,160,602 Hardware / Operating Software 200,000 AS1400 Mdl 720 135,772 - 135,772 System Software 29,969 29,969 Cobol Compiler included above UPS Backup Power 4,984 4,984 Electrical wiring 2.000 2,000 Deployment Server 8,000 8,000 Training Room Setup 6,892 1,800 Other -Sales, Tax 12,383 _ 12,047 I'I Subtotal - 200,000 200,000 194,572 i - i Staffing 50,000 I, Overtime l Special Duty Pay 35,000 35,000 .Temporary Employee Services GFOA Contract Services 15,000 _ 15,000 Other T Subtotal 50,000 50,000 50,000 - Contingency 25,000 Review Team Expenses 8,000 _ 8,000 Other - Misc. 17,000 17,000 Subtotal 26,000 26,000 25,000 III Total Project 1,300,000 : 1,414,931 1,702,848