4. Info Tech requests - Laserfiche WebLink

MEMO RECEIVED JUl 27 2005 TO: Cass County Commission FROM: Terry Schmaltz, IT Manager CASS COUNTY COMMISSION DATE: July 22,2005 SUBJECT: AS/400 replacement proposal ------------------------------------------------------------------------ Dear Commissioners, The current AS/400 system was replaced in November 2002. It runs several county programs including the tax and financial packages, State's Attorney and Jail systems. The current system has met the county's needs over the last two years, however recent monthly performance reports have indicated that the County regularly reaches or exceeds the interactive session limitations of the existing hardware. County employees have noticed a significant degradation of performance during peak usage times. The 3-year hardware and software maintenance support contracts were budgeted for renewal in 2005 at a cost of $43,000 and $76,000 respectfully. An opportunity exists until October 1, 2005 to trade-in the AS/400 for a replacement system of greater capacity with a significant savings over renewing the maintenance costs and keeping the existing system for another 3 years. We have sent out request for quotes to several vendors and had received two quotes for replacement equipment as of today and have selected the quote from High Plains Technology. Cass County has an outstanding liability with Wells Fargo Financial Services of$157,706.43 for the purchase of the existing system in 2002. Payments on the lease of $84,000 each in 2005 and 2006 are due in November. An additional savings of about $2,600 could be realized and the IT Department's budget request for 2006 would decrease by $84,000 if the Commission approves a budget amendment in the amount of$81,399 for early payoff ofthe existing lease from Wells Fargo. Below is a comparison outline of total yearly costs for equipment, hardware and software maintenance over the next three years depending on the action taken.