2.1 Review option for computer hardware related to move of Tax Office.
Tommy Tomlinson handed the Commissioners' a study which he had done on the
Computer Systems. The Cost was not discussed because of the Options given
and he doesn't knave which of the options the Tax Assessor will need to have
to function in her office. A workshop will be scheduled for March 2, 1993,
to have this discussion.
COMMISSIONERS' COURT AGENDA REQUEST
_.
PLEASE FURNISH ONE ORIGINAL AND FIVE COPIES OF THIS REQUEST AND
DOCUMENTS TO BE REVIEWED BY THE COURT
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OFFICE: ~iJ~i~7~/~/-
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IiERR COUNTY
COMPtJTER SYSTEt4 STUDY
Thi;> analys:LS is to explore alternative solutions to the pr-ohlem
rel<:itive to moving the Tax Collector to the Administr~itive
bui:Lding. The options :included are not all inclusive; they do not
.include a cash pur.rhrl:iF' or :-.alternate fln~incing.
Thct opt:i_ons pi°e~entc~d assumr. ~i 5 year lease. Since we need to go
through the bidding izrocess to obtain a system, I did not list the
sourr,c.~ of my i.nform~ztion.
Option A ,a:;sume:> that we will keep our cur rent Tax, Motor and Voter
software, le~.+sc~ IBM ecJuipment thr.it will serve 7.5 users and continuo
to tzse the curr°ent hardware and soft.warr for the remainder of the
courthouse. This option wotzlci free up ~.2 l~orts ~an<i disk apace that.
wou:lei extend ~:he lif.c~ of tlzc current system by apZ~roxirn~atcly 3
yF~ars . I e:>tim~it~ the-+t. we would need to ~tdd disk sp~lce in the
third yc>ar-.
Option B :zssunu°s t.liat we would not keep our present software.
r.,ontr~tct: for .z .; f:rSric;r: th<:tt includes software and h.~zrdware for a
fix<~cl f.cc anci continue rise o£ thc~ current hardware rand software for
thf~ rernaind~~r of t:ho courthou::~e as in Option A.
Option C ~z:;sumc~~~ thrt-t we would continue. -to u: e the current software
for ~tll users anc:i lc~a:7e ecXuipment for the Tax Office and new
c~clti.ipment for the courthouse. Total users would be 80.
Each option shows the dish requirement for each year for 5 years
and tYtc tota]_. For each option I have also calrulatc:d the
incremental ra;h r.c:~quir~ment,
In ..ununrar~y, I will rclatc:~ some additional farts dnd ob:,ervations.
Opt-icins A ~znd B ~tre very c Lose in terms of ca h requirements; the
m<:tjor dif.fer~ence bE:inq the ~zoftware far the: Tax Collector. This
tc~.l.]_s mf: that t.hc~ ~>oftware mark~:t f.or County C,overnment is very
r;ompetitive; thus the deter°mining factor for selecting software: i.s
c3u:ality.
Thc~rc~ i.~ concern a}.~otit the time required to produce tax st~itementa.
P~+rt. of th~~ pr~b Lem i:~ the convex rsion of Appraisal Distrir_t data to
rnec.~ia read~iJa.l-e by otir- system. We will continue to have this
problr~m its lonq a; our .;oftware i:~ different from the ApprGiisal
Di::,tr.i_ct; however thE~ t:imr, required for this process will bc~
gre~it-iy rr'ciuc;eci with new equ_i.pment.
Our current c~cluij>rnent contains only ~ MB of random arces.> memory
(RAM); thi:~ is c~qu~tl to or less RAM than personal r_omputers :told
today. RAM dc~tc~rm-inev the spec>ci of pror.essing. Producing tax
:t~.tterncnts rc°c~tlirf';> rn.iny }io+trs of pror_essing t:i.me. Options A and B
-^ inc lucle ~a m:iri.i.murn cif 16 MB of RAM. It is easy to see what these
;,ptions could dc~ t.o spc~frd ut, the tax statement procca;s.> .
As stated earlier, the at~sence of the Tax Collector on the current
.~ :;y::;tem would create free disk space and 7.2 port expan:,ion on the
current system rout would not increa.ac the speed a noticablc amount.
Option C br Cngs 64 MB RAM with word processing and spre~~dsheet.
ec3ual -to LOTUS and WORDPFRFFCT al_5o available for the Tax Collector
in opt-ion A. Option C also offers flexiability to change or add
additional software as desired anti to add disk space if. neec{ed for
25~ of the cost to ~tc.ad c.ii:~k :;puce in our current h._ir<~ware . It.
would ~ilso increase daily operating efficie~nr.y for all users.
with Options A and B in price, it is not an _ibsolur_e necessity to
replace hardware in the c..otarthousc~ at this time; however we know
that-. it wil)_ be in the futut:~e. I inc]_uded Option r to show what.
could bc~ ~.-dded with re lat.:ively l~-ttlc incrc:mrntal co t, $4, 800 pr r
y~~ir over a 5-year. per~ioci.
KERR COUNTY						
COMPUTER SYSTEM STUDY						
FEBRUARY 23, 1993						
	YR i	YR 2	YR 3	YR 4	YR 5	
OPTION A:	------	------	------	------	------	
Annual NCR Maint	15,061	15,814	16,604	18,935	19,807	
Annual maint. on Tax						
Collector Software	8,544	8,967	9,415	9,886	10,380	
Annual lease on [BM 6000	9,588	9,588	9,588	9,588	9,588	
IBM System maint	525	2,673	2,673	2,673	2,673	
Purchase of disk space	-					
on current hardware			15,000			
Total	33,714
------	37,042
------	53,28C
------	41,082
------	42,448
------	207,566
------

OPTION B:	------	------	------	------	------	------
Annual NCR Maint	15,061	15,814	16,604	18,935	19,807	
Lease Complete Tax Service	21,600	21,600	21,600	21,600	22,600	
Purchase of disk space						
on current hardware			15,000			
-- Total	36,661	37,414	53,204	40,535	41,407	209,221


OPTION C:	------
------	------
------	------
------	------
------	------
------	------
------
Lease on IBM 6000 T/C	9,588	9,588	9,588	9,588	9,588	
System Maint T/C	525	2,673	2,673	2,673	2,673	
Software Maint T/C	8,540	8,967	9,415	9,886	10,380	
ease on IBM 6000 C/H	19,632	19,632	19,632	19,632	19,632	
System Maint C/H	2,520	6,168	6,168	6,168	6,168	
Tota[	40,805
------	47,028
------	47,476
------	47,947
------	48,441
------	23!,697
------

INCREyENTAL CASH REQUIREMENTS:	------	------	------	------	------	------
Current System	23,602	24,354	40,144	27,475	28,347	
Option A	33,714
------	37,042
------	53,280
------	41,082
------	42,448
------	
[ncrementai	10,112	12,688	13,136	1.3,607	14,101	63,644
Option B	36,661
------	37,414
------	53,204
------	40,535
------	41,407
------	
incremental	13,059	13,060	13,060	13,060	13,060	65,299
Option C	40,805
------	47,028
------	47,476
------	47,947
------	48,441
------	
Incremental	17,203	22,674	7,332	20,472	20,094	87,775
der Hake
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