Memorandum

City of Lawrence

Information Systems Department

 

To:                   David Corliss, Assistant City Manager

                        Mike Wildgen, City Manager

 

From:              James Wisdom, Network Manager

 

CC:                 Frank Reeb, Director of Administrative Services

                        Ron Hall, Director of Information Systems

                        Lori Carnahan, Personnel Manager

                        Karen Reed, Recruiting Specialist

 

Date:               December 14, 2004

Re:                  December 21, 2004 Agenda Item, PC Recruiter online job application system.

 

Please include the following item on the City Commission consent agenda for consideration at the December 21, 2004 meeting:

               I.      Project Description.  Online job application eGov project.

 

             II.      Project Description/History.  The online job application project is the last eGov project that had been defined as a priority by the City Commission for implementation for 2004.  For many years, the Personnel Division has manually entered information from ‘paper’ applications into a very antiquated DOS-based database.  This project will improve the ease of applicants applying for City of Lawrence jobs, improve the process of collecting and retaining applicant information, and improve the reporting capabilities for Affirmative Action, EEOC and other desired reports.

 

            III.      Project Status.  A RFP was sent to eleven vendors, and the City received responses from seven of these vendors.  Of those responding, four vendors were Application Service Providers (ASP) vendors and three were “database” vendors.  ASP vendors provide the servers to host the equipment and the data resides at their location.  The drawback to an ASP vendor is that the license fees are required every year, making long-term ownership much more costly in the coming years.  

 

Database vendors, such as PCRecruiter sell their software to a company that installs it on servers located on-site and the customer (such as the City) is responsible for managing the servers.  Database vendors typically cost much less and will offer the City of Lawrence more control and flexibility in the future. Database vendors depend on the customer to provide their own hardware and database license. 

 

Approximately thirty potential vendors were contacted prior to developing the RFP and staff entertained seven lengthy presentations from different companies during this fact finding period.  The RFP included a detailed questionnaire to clarify each company’s services and product features, aiding the City of Lawrence in finding the ‘best-fit’ product offering.  An evaluation committee consisted of Administrative Services personnel Frank Reeb, Lori Carnahan, Karen Reed and Information Systems personnel Ron Hall and James Wisdom.  The committee evaluated the offerings along with other personnel from both departments to form the recommendation being made.

 

         IV.      Project Details. 

 

o     Main Sequence Technologies would provide the database software to be implemented for this project.  They would work with our staff to have it seamlessly integrated with our website and the City’s network.  The purchase order to Main Sequence Technologies for their database would be $21,500.

o     It is estimated that the two servers, three workstations, and remaining software licenses would cost $21,545 (as listed below) and would be funded via the eGov project funds.  All remaining hardware and software are available to the City via State of Kansas purchasing contracts.

o     Information Systems would install the web server and required Internet Information Server software and establish the connection to the internal database server that will store all of the application records.

o     Included are funds to purchase a CPU-based SQL server license for the database server, a backup agent license to allow the database to be properly backed up, and a license for Crystal Reports to allow staff the ability to create custom reports as necessary.

o     Includes the purchase of three workstations to be installed for walk-in applicants, or applicants without home Internet access.  These workstations would allow applicants the ability to access the online job application forms and complete them while in City Hall, saving staff time from entering every application.  Staff is still available to assist applicants with questions and technical assistance, or complete the process for applicants without computer skills.

 

Main Sequence Technologies PCRecruiter Database

$21,500

Web / Internet Information Server

$3,624

Microsoft Windows 2003 Server License for web server

$816

SQL Database Server

$5,919

Microsoft Windows 2003 Server License for database server

$816

SQL Database License

$5,431

Three workstation for walk-in applicants (With Office Prof. Licenses)

$2,910

(3) Microsoft Office Professional Licenses

$931

Server Backup Agent Software License

$130

SQL Backup Agent (allows database to be backed up while in use)

$555

Crystal Reports Pro Reporting Software License

$413

Total eGov Funds Required: 

$43,045

 

 

           V.      Project Funding.  The initial purchase for the database software, servers, SQL database, backup agents and reporting tool licenses would be paid using the remaining $44,800 eGov funds.  The Personnel Division will pay for any additional training and customizations to the software via funds from their budget.

 

         VI.      Action Request.  Administrative Services and Information Systems are recommending that the City Commission approve the recommendation of awarding the online job application project to Main Sequence Technologies, to purchase and implement their PCRecruiter software system, which offered the lowest priced solution for the City of Lawrence, but still offering desired features for both the applicant and the City of Lawrence staff.