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REGULAR MEETING NOVEMBER 5, 1985;
<br />AWARD BID COMPUTER.•SOFTWARE FOR•;CITY;OF-:SOUTH BEND:FINANCIAL
<br />NEEDS
<br />Mr. Michael L., Vance, Director, Administration & Finance,
<br />submitted - to the ,B,oard; :a copy of Crowe Chi,zek',s final ,rep;ort
<br />regarding the bids :taken --on May 28,,,,1.9,8.5,,. for ,accounting ;.softwar.e
<br />systems for the City of South Bend.
<br />Mr. Vance and ;Crowe Chizek recommended that the City award the
<br />bid to Mayoras and Hittle, Inc., P.O. Box 4849, Lafayette,
<br />Indiana, based on their achieving more, evaluation points and
<br />having the second lowest five (5)1.year;-present valued cost. The
<br />combination -.of _these two ( 2 ) factors places ,them ;,as number; -one as
<br />to the cost.effectveness ratio.
<br />Mr. Dan-.P. Skodras, Crowe Chizek.and, Company,.P.O. Box-7, ;South,
<br />Bend, Indiana, was present and advised the Board that Crowe
<br />Chizek has reviewed the bids submitted to the Board on May 28,
<br />1985 for computer software. He stated that their objective was
<br />to identify -,and select -a financial accounting ;software, -;system
<br />that could be utilized on an in-house computer system to replace
<br />the South,Be•nd Community School Corporation as the financial data
<br />processing, -,service -bureau as well as. -to select., -a, system that-,,,
<br />would be:compa.tible with. -the City's-existing computer network.,.
<br />He further :advised that -:in that regard, --Crowe •Chi:zek defined,
<br />specific requirements. of -the City's financial -accounting s.ys;tems..
<br />The first step taken was to identify.�and select cost effective
<br />software, with the second step being -:the selection of equipment
<br />to operate the -software., The results ,of these two (2,) steps -will -
<br />then be combined in order to make a final selection of the<,
<br />software and hardware -combination which providesthemost
<br />cost-effective data processing solution to the City.
<br />Mr. Skodras informed the Board that in reviewing the bids
<br />received, Crowe Chizek evaluated the compatibility, security and
<br />cost of the systems. The bids reviewed were submitted by_,
<br />Computer Concepts and Services, Inc., (CCSI), St. Cloud,
<br />Minnesota, Donald R. Frey and Company, Inc.,, St. Thomas,
<br />Kentucky, Information Development Consultants,, Inc., Chicago,
<br />Illinois, Mayoras and Hittle, Inc., West Lafayette, Indiana,
<br />Moore Data Systems, Inc., Baton Rouge, Louisiana and Software
<br />Solutions, Inc., Lebanon, Ohio.
<br />He further advised that,the next step includes the selection:of
<br />hardware to operate the software. In their bid, Mayoras and;
<br />Hittl recommend the IBM System 36 Minicomputer. It is the
<br />opinion of Crowe Chizek that it would be appropriate at this time
<br />for the City to proceed with the acquisition of the hardware
<br />either through the bidding process or to evaluate and utilize the
<br />State's No -bid law contract for this IBM equipment and consider
<br />placing direct purchase orders with the appropriate hardware
<br />vendors. Mr. Skodras stated that. .the no -bid process would,be the,,
<br />most cost effective.
<br />In response to,a question from South Bend,,Tribune Reporter James,
<br />Wensits, Mr. Skodras;stated that the.:hardware would consist of.a
<br />four (4) MB disk drive, nine (9) terminals and one (1) pr,inter.
<br />Further, the CPU would have one (1) MB memory. The cost of the
<br />software is $3;5, 000. 00 The anticipated cost of the hardware is
<br />approximately $92,000.00-$100,000.00-,,.However., should.the City ,,,.
<br />utilize the State no -bid law, a discount would apply and the
<br />cost would be approximately $75,000,00-$80,000.00.
<br />In response to a question, Mr. Vance stated that it is
<br />anticipated that the system will be in use by April or May of
<br />1986.
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