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system, the maintenance has become more problematic, and the organization has become very reliant on a small group of people for mission critical applications like payroll, accounts payable, the accounting records, budgets and utility billing. systems." He said like other infrastructures, such as roads and bridges, financial software becomes more maintenance intensive as it ages, and becomes more prone to failure. Director Ponty cited a recent failure in the payroll system, which was readily remedied, but did cause short- term distress, and could have caused a major problem. Director Ponty said if the Council approved hiring The Warner Group, they would begin the first of a three-stage project, a needs assessment involving City staff from all departments. The second stage would be to prepare an RFP based on the results of the needs assessment, circulate the RFP and analyze the results. He said the third phase would be to assist the City in negotiating a contract with a vendor. Director Ponty said the best estimate of cost is between $800,000 and $900,000 and would be based on the needs assessment and the competition in the market. He said Human Resources Director Rivera- Pena and The Warner Group's Ed Fraga were in the audience ready to answer Council questions. Council Member Leipzig said he voted no on the initial evaluation and would vote no on this resolution. He said the City didn't need a consultant and "should just go out and buy it." Council Member Leipzig said, "I realize it would take staff time, take time away from other projects, but there are companies out there wanting this business, nearly a million dollars. We can work something out. Bring them in and ask them what they think we need, and save the money." In response to Council Member Claire's questions, Council Member Ira, who audits cities and school districts, said, "Certainly I am 100% behind getting the new software, as I was speaking with Brian (Ponty) before the meeting. It is getting now to where the software is getting to be more "canned" as some of the software is for smaller cities. Certainly a city the size of Half Moon Bay, Atherton can simply go off and buy a product off the shelf if they don't need as much integration. This is going to be a real complex software. There's going to be significant integration with all the other departments. I wish we could cut down on some of these areas. Brian (Ponty) told me 400 hours is projected on this proposal to have this done. Of course, needs assessments are always frightening, because as I told Brian, if I just said we are going to buy cars for everyone, let's find out what everyone wants in that car - we are going to buy a fleet of Mercedes as opposed to a fleet of something else. Certainly I think the amount of staff time (would) be astronomical. .. I wish there were ways we could cut back a little bit, but overall it is certainly something that is going to be way beyond the capabilities of Director Ponty... to budget 400 hours of (staff) time. So from that standpoint I think we really need... some assistance, outside contracting on this." Council Member Hartnett said he agreed with Council Member Ira's comments, "This isn't just a contract to assist us in selecting the appropriate vendor.... Needs assessment is a very important role provided that it is controlled by staff so that once the assessment is done, the vendors solicited are going to be responding to the practical needs of the City, REGULAR COUNCIL MEETING MINUTE BOOK NO. 56 MARCH 16, 1998 MINUTES Page No. 336 PAGE 18