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Request for Council Action continued <br />Page 3 <br />October 7, 1999 <br />Purchase of Land Management Software (Govern) <br />The estimated costs related to the new system are as follows: <br />Land Management Application Software and <br />Installation (S seats) <br />EStTI ArcView 3.2 Software and Installation <br />(2 licenses) <br />Land Management Application Implementation <br />(includes work flow analysis, installation, <br />quality assurance, training, data conversion for <br />the permit tracking system, and for building the <br />property database) (approximate cost) <br />Total Approximate One-Time Costs <br />Annual Govern Maintenance Fee <br />(18% of software cost) <br />$15,600.00 <br />S 1,970.00 <br />$25,000.00 <br />$42,570.00 <br />$ 2,808.00 <br />As a comparison, the City currently pays an annual fee for the PIMS system through LOGIS of <br />$12,000 per year. Based on this cost, the City would recover the softv^ are purchase costs in less than <br />two years. The software and implementation costs would be recovered in just over 4 years. <br />Hardware Costs <br />The cost information does not include hardware costs because the City is upgradirig its network <br />server and its P.C.'s independent of the Govern software purchase, as part of its on-going equipment <br />replacement plan. <br />Funding <br />It is staffs recommendation that the software purchase and implementation costs be funded from the <br />Improvement and Equipment Outlay Fund, to be repaid from the General Fund, and that the software <br />costs be repaid over a 3 year period and the implementation costs be repaid over a 4 year period. <br />The year 2000 budget includes $12,000 for the first year repayment costs. <br />COUNCIL ACTION REQUESTED; <br />Motion to grant preliminary authorization for the purchase of the Govern and ArcView software, <br />subject to receiving the formal proposal from GeoAnalytics.