CCP 11-19-2001 - Laserfiche WebLink

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Proposed Joint Powers Agreement Memo November 15, 2001 Page 2 of2 The $20,000 per year for information technology is much less than would be required to hire someone to . perform the necessary services in house, but more than the City has traditionally spent. It is anticipated that quarterly reporting requirements would be a component of the jPA as well, Aside from pursuing a jPA with the City of Roseville, another option would be to evaluate the use of a private vendor. However, there are several considerations that need to evaluated if we elected to contract with a private vendor, First, the pricing would have to be evaluated. While not specifically articulated in the jPA, the services to provided by Roseville roughly translates into 500 hours of service at $40 per hour, However, it should be noted that we are purchasing a bundle of services as opposed to a specific number of hours. On a quarterly or yeariy basis the actual number of hours may be more or less depending on needs, In looking at a few private vendors, the price ranged from $35 to $125 per hour, The $35 dollar per hour company was essentially a home based business, while the $125 per hour firm had multi-faceted capabilities, Second, Roseville has the ability to address all of our information technology needs, and to a certain extent we are already integrated with their system, More specifically, the two organizations are already integrated in the following areas: . Arden Hills currenly utilizes Roseville's web and e-mail servers to provide e-mail capability to the City and to host the City's website, For reference, the 1-35W Corridor Coalition was recently quoted $600 per month ($7,200 per year) to host a secure website, The aforementioned figure does not include the hosting of an e-mail server, . With the anticipated switch from our current financial software package to the Springbrook Financial software, there will be additional integration issues with Roseville, This is due to the fact that a large portion of data will reside in Roseville and be accessed by Arden Hills via the I-Net (Institutional Network). . . Roseville allows Arden Hills to take advantage of their Win Server (fax server) giving Arden Hills employees the ability to fax from there computer in a similar fashion to sending an e-mail. Roseville also currently supports employees ability to access e-mail from home through 'Webmail." In essence, Roseville provides "One Stop Shopping" for most of Arden Hills information systems/technology needs. Finally, as is the case with any jPA or contractual agreement, it is necessary to also take into consideration the timeliness and quality of service provided, Given the services provided to date, staff is confident that Roseville can deliver in both areas. Please feel free to contact me if you should have any questions, Thank you for your time and consideration. Reauested Action Provide comments regarding the proposed joint powers agreement. Authorize staff to finalize agreement with Roseville staff to be brought forth for final consideration by the Council at a later date. .