HomeMy WebLinkAbout1996 09 23 Regular Item M
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COMMISSION AGENDA
ITEM
M
REGULAR X
CONSENT
INFORMATIONAL
9/23/96
Meeting
MGR./fW /11 IDEPTDv
Authorization
REQUEST: The Parks and Recreation Department requests the City Commission review
and consider for approval Phase I of a two phase computer/software
purchase program which will provide specified hardware and software for
vastly improving the financial management of the concession operations,
inventories and revenue control.
PURPOSE: The purpose of this commission item is to gain commission authority to expedite
the purchase of Phase I of a data processing enhancement program from the
Fiscal Year 1996 computer reserve fund to improve the financial management of
Parks and Recreation concession operations, inventories and revenues as
mandated by the Finance Department.
CONSIDERATIONS:
. The Parks and Recreation Department presently has no operative
computerized concession inventory and revenue control tracking program.
· The existing special written inventory program for Concession operation
does not work nor can we repair it. The writer of the program is no longer
with the company and we have no software to restore the program as a
backup.
· Our portable concession stand has no register and all sales are manually
written and recorded. The Mini Golf operation is also recorded manually
from time to time due to utilization of an old 286 computer system and
obsolete program.
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Agenda Item-CAI22
September 23, 1996
. Presently citizens that participate in our athletic leagues, reserve pavilions,
reserve use of the civic center pay by check. These checks are then hand
carried to the Finance Department which validates the checks. This
laborious task would be eliminated under the proposed hardware/software
system due to on site staff having the capability to validate the checks and
submitting them in the night deposit, therefore eliminating handling of the
checks two times.
. The Parks and Recreation Department was requested by the Finance
Director to look into a data processing alternative that would improve the
accountability of the financial operations in the Parks and Recreation
Department including daily auditing, daily inventory and check validation.
. The "General Store Software Program" was brought to our attention by the
Information Management Technician and is capable of completing all the
specified tasks plus additional functions.
. The Parks and Recreation Department has met with the Information
Management Technician and Finance Director for the purpose of
reviewing the "General Store Software Program" and it's capability of
meeting all of our needs. The program meets all designed needs and can
also be utilized to track other tasks and add to the efficiency of the
operation.
. Software & Hardware Detailed Listing:
PHASE I - Software
Description ~ Cost
~ The General Store Professional 1 1995.00
Multi-User Version 7.0
~ Host Program 1 n/c
~ The General Store Professional 2 1295.00
Singlet-User Version 7.0
~ The General Store ELS I 395.00
Singlet-User entry level
~ Delivery/Installation & Setup 1 695.00
~ On Site Training $50.00 per hr 16 800.00
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Agenda Item-CAI22
September 23, 1996
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On Site Support Agreement
1 yr 595.00
Less 5% discount
Total Software
(353.50)
6,716.50
PHASE I - Hardware
Description Q!x. Cost
~ Star Receipt Printer* 2 299.00
~ Cash Drawer EP* 3 179.00
~ 28.8 fax data view modem 1 262.00
~ Modem* I 89.00
~ Laptop computer 1 2200.00
~ Star Receipt Printer ribbons* 12 7.46
~ Star Receipt Printer 3" paper tape* 50r 1.98
~ 6 foot printer cables* 2 9.95
* Less 5% discount (71.63)
Total Hardware 3,822.80
Software
Hardware
Phase I - Grand Total
$6,716.50
$3.822.80
$10.539.30
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PHASE II - Software
Description ~
The General Store Professional 2
Singlet-User Version 7.0
Delivery/Installation & Setup 1
On Site Support Agreement 1 yr
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Less 5% discount
Total Software
Cost
1295.00
695.00
595.00
(194.00)
3,686.00
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Agenda Item-CAI22
September 23, 1996
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PHASE II - Hardware
Description ~
Star Receipt Printer 2
Cash Drawer EP 2
Modem 2
6 foot printer cables 2
Cost
299.00
179.00
89.00
9.95
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Less 5% discount
(57.70)
Total Hardware
1,096.20
Software
Hardware
Phase II - Grand Total
$3,686.00
$1.096.20
$4,782.20
ISSUE ANALYSIS:
. On June 12, 1996 a 1996-1997 FY Budget Workshop was conducted by
the City Commission, City Manager and Finance Director for the purpose
of previewing budget requests, existing financial posture and issues of
concern. One concern discussed was the Central Winds Park concession
deficit. A directive was made to "close the deficit within the next fiscal
year or prepare to bid the operation out." It is the belief of the Parks and
Recreation Department at this time that the operation will be a 'positive
revenue' producer at the end of the fiscal year due to proposed price
adjustments, operation of a portable stand in the soccer area and
aggressive marketing.
. One issue which is apparent is 'what would we do with the
equipment/software should the present concession operation prove to be
unsuccessful? '
Response -
A. Phase II of the hardware/software purchase program would be
deleted and Phase I apparatus would supplement the future
needs outlined for Phase II as follows:
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Agenda Item-CAI22
September 23, 1996
Concession Stand - Hardware and software would be
relocated to the Athletic section operation for use.
Portable Concession - Hardware would be relocated to
Parks and Recreation Administrative office and software
would be utilized by the Senior Center Manager.
B. Should the concession operation prove to be unsuccessful and
the operation was to be solicited for bid the city could
retain the system as a requirement for use for the successful
vendor. This would assure vendor accountability to the
city.
. The General Store Program can be utilized by other city departments such
as: Code Enforcement, Public Works and Police.
FUNDING:
. Funding is presently available in the 1995-96 FY Budget 'Computer
Reserve Fund" line code: 1900-56920 - Hardware $3,822.80
Software $6.716.50
Total $10,539.30
RECOMMENDATION:
. The Parks and Recreation Department requests that the Commission
review the information as presented and consider approving the purchase
of Phase I items which total $10,539.30.
ATTACHMENTS:
N/A
COMMISSION ACTION:
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