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Home My WebLink AboutItem 8.3 Purch Fin Mgt Sys CITY CLERK File # 3L5UZO , AGENDA STATEMENT CITY COUNCIL MEETING DATE: (November 17, 1998) SUBJECT: Award of Purchase For A Complete Financial Management System- Business Records Corporation (BRC) • (Prepared by: Paul S. Rankin, Assistant City Manager and Fred Marsh,Finance Manager) EXHIBITS ATTACHED: 1. Financial Comparison of Proposals Received 2. Resolution Approving Contract for Purchase of Financial Management System RECOMMENDATION: /AP‘ the resolution Awarding the Agreement and direct Staff to proceed with implementation. FINANCIAL STATEMENT: The total cost of the Agreement with BRC is $98,943. In addition the City will be acquiring new switches /hubs for the Computer Network, independent of this Agreement. It is estimated that the cost for two 24 port switches installed will not exceed $6,000. This results in total project costs which are$3,957 less than the total Budgeted funds of$108,900. DESCRIPTION: In April 1998 staff issued a Request for Proposals (RFP)to 14 Companies for a new Financial Management System, as authorized by the City Council at the April 21, 1998 Council meeting. The Request for Proposal was necessitated by the fact that the City's current accounting system will not be able to handle dates into the year 2000 and beyond. This is also the last program being migrated from the City's IBM System 36 Minicomputer onto a new system. The current IBM central mini computer(System 36) is now over 10 years old. Since that system was implemented there have been significant advances made in both the area of Hardware and Software systems. Six companies responded to the City's Request for Proposal, as noted in more detail in Exhibit 1. Staff has reviewed the proposals, as well as had the four vendors, with the lowest costs, conduct product demonstrations. Each of the proposed systems was evaluated in terms of: first year cost to implement the system; ongoing maintenance costs; ease of use/functional operation; and references. Project Financing As included in the adopted Fiscal Year 1998-99 Budget and Capital Improvement Program,this project is funded by General Fund monies as well as a contribution from the Internal Service Fund(ISF)— Equipment Replacement. The City has approximately $43,900 available in the ISF fund related to the replacement of this system. These funds were collected over the years based on the Hardware costs associated with the IBM system 36 computer installed over 10 years ago. The ISF fund never included in its annual charges the cost to replace the software. In addition to the ISF Funds the current Fiscal Year adopted Budget, included a General Fund contribution of$65,000 to address this project. oc.)' COPIES TO: Jan Meyer,BRC ITEM NO. g*, •n DD e ACCTiN(_CVCTF.M_rine Financial Comparison of Software Costs Detailed in Exhibit 1 is a comparison of the project costs, as provided in the six vendor proposals receiv~d by the City. The total costs presented ranged from the $98,943 proposed Agreement with Business Records Corporation (BRC) to over $240,000. The City of Dublin is currently a BRC client. Subsequent to the implementation of the City's current system, BRC acquired the firm that had produced the software used by the City. Although BRC has not actively marketed upgrades to the old system, they have continued to provide the City with technical assistance on an as needed basis. In 1992, the City upgraded the Payroll module to a BRC product (Paymate) and the firm integrated the package with the older financial reporting system. In the United States, BRC has approximately 300 cities with a population range of20,000 - 80,000. A total of 80 clients are located in the State of California. Currently they have a California Office located in Stockton. BRC has presented the City with favorable pricing for the Financial System software as an upgrade to the current system. This is reflected in the range of costs for Financial System software in Exhibit 1, which ranged from $10,950 - $85,175. The lowest cost was from BRC with the costs reflecting a discount as a current client. Financial Comparison of Hardware Costs The initial RFP was seeking the provider of a solution which would operate on a windows platform. However, the governmental market does not have a significant number of vendors who have existing software developed in a "Microsoft Windows" based format. Many companies have been focusing on solving Year 2000 issues with their products geared towards larger users. This has limited their development resources to undertake a "windows" application. The solution offered by several vendors is to use an interface software, which is capable of manipulating and displaying minicomputer data in a "windows" format. The proposed Agreement with BRC provides a solution utilizing an IBM AS 400 and BRC software written in an advanced prognimming language. The design of the system is to provide a mini-computer which can be accessed from a Personal Computer Network. The proposed software has options to allow users to view data in a "windows- format", which is typically easier for Department Staff who do not use the system on a daily basis. As shown in Exhibit 1 the hardware costs presented in the proposals ranged from approximately $28,121 to $89,114. The recommended agreement with BRC includes base hardware costs (excluding tax) of $50,796. The lower end costs were typically related to the use of a PC File Server under the systems proposed by Fund Balance and Springbrook. In addition to the Central Mini-Computer, the final proposed Agreement with BRC includes the provision of: 4 Receipt Printers and Cash Drawers; 4 Terminals to Be Used With the Cash Drawers; 1 Centralized High Speed Laser Printer; 1 Printer to be dedicated for Check Production. In some cases the vendors original proposals did not address all of the peripheral equipment, included as part of the proposed Agreement with BRC. The cost for hardware in the BRC proposed Agreement represents all costs to implement the system, with the exception of a minor modification to the current switches used in the City Computer room. In order to fully utilize the processing capabilities of the new system, Staff proposes to replace existing hubs accommodating a total of 48 ports. At this time, it is expected that the City would procure the upgraded switches. The total cost is not expected to exceed $6,000 and can be accommodated in the existing Budget. ,cA - . . . r , On-2:oin2: SUllport Issues Given the limited size of the City Staffthe on-going support for this system is a critical issue. As previously noted Staff had hoped to obtain a system operating on the same computer platform as our other MC based software. Although in some respects the AS 400 will be connected to the network in the same ~anner as the other file servers, this hardware and the financial system programming require specialized knowledge. For this reason, the Agreement with BRC provides for extended service contracts on both the IBM "operating system" software and the hardware. In the past the reliability of the existing IBM system has been superior. Also, BRC Staff as IBM Business Partners have been knowledgeable and responsive in assisting with support issues. The BRC references contacted by City Staff, also noted that the IBM reliability was excellent and problems were addressed without significant down time. This can be critical for Finance related applications. It is also necessary to consider the... vendor charges for annual Software Support Costs for their products. A software support Agreement allows the City to have the current version of the software. In addition it provides unlimited telephone support for any problems or questions. Currently the City only maintains the support on the Payroll module at an annual cost of $1,170. Under the proposed BRC Agreement, they have proposed that the Annual cost will increase to $6,702 beginning July 1, 1999. The annual support cost proposed by BRC is towards the lower end of the six proposals received, which ranged from $5,774 to $17,385. BRC has also agreed to freeze the cost of support for the first four years. Functional Operation As part of a thorough review process the Finance Division formed a committee to assess the functionality . of the four systems that were selected for product demonstrations. In reviewing the four systems the committee considered the functional needs of all of the City's departments, as well as how the software could be used to provide enhanced service to other Departments. The review also included an on-site visit to the City ofScotts Valley, which uses the BRC system. Overall, the BRC system was rated highly by Staff in addressing the current needs. Specifically the system will provide the following enhancements over the current system: a.) b.) c.) . e.) Report writing capabilities will allow users to create special reports in PC format, with the ability to download these reports into Excel in order to perform additional analysis. More comprehensive reports are available for Capital Improvement Projects and developer deposit accounts which can span over multiple fiscal years. An improved cash receipt process is provided, which will provide better integration between the cash registers and general ledger for the posting of cash receipt transactions. (Location of Cash Drawers and Terminals at some locations will require additional cabling anticipated as part of the Civic Center renovation.) d.) The new system provides more detailed information on specific payments made to vendors and transactions posted to a specific account number in the general ledger. More staff members will be able to be provided query only access to the financial management system due to more advanced technology on the proposed hardware. -;J,---- j f.) Predesigned reports are included on the new system which would have previously required custom programming. BRC will also be implementing reports containing similar formats to reports currently used by the City of Dublin. g.) The processors on the new system are much faster than the current system, which will result in more efficient data entry, and a reduction in the time needed for posting transactions and doing daily backups. . An important issue addressed by the BRC Agreement is the provision of year 2000 compliant system. BRC has a large established public sector client base and they have been working on updates to their programs since 1995. The General Ledger module to be installed is already Year 2000 Compliant. The last program module to be updated is the Payroll product. As part of the proposed Agreement, BRC will have the Year 2000 Compliant version of Pay mate available by July 1, 1999. Specific language has been included in the proposed Agreement relating to the ability of the system to process dates after the Year 2000. A second area addressed by the proposed BRC Agreement is the ability to access historical data and reports from the current City Financial system. Initially it will be possible to operate the old software on the new AS 400. No other vendor responding to the proposal could provide this capability. Included in the proposed BRC Agreement is a specialized consulting task, which will allow the City to continue to access the historical information after December 31, 1999. Due to the fact that there are several possible ways to address this issue, BRC has proposed to implement a solution for a not to exceed amount of $6,000. After additional technical review of our current system, BRC will provide Staff with alternatives including the costs. The maximum $6,000 was included in the total BRC Agreement. If the solution selected has a lower cost the City will pay a lower amount. Proposed A2:reement . Attached to the Resolution isa proposed Agreement for BRC's financial management system and related implementation and training services. Staff have worked with BRC to develop a contract, which will provide a turnkey system in which BRC would provide both the hardware and software. This was done to eliminate potential conflicts that might occur between the hardware and software during the implementation process. Staff is proposing to begin the installation of the AS/400 in January 1999, and complete the implementation of the general ledger, accounts payable, payroll and cash receipts modules by June 1999. The Agreement details the costs associated with the project as well as a time line for implementation. Recommendation Based upon the review and evaluation of the products available, Staff recommends that the City Council adopt the Resolution awarding the purchase of the Financial Management System to BRC and authorizing the City Manager to execute the Agreement substantially in the form presented. . -- Lj- . . "0 u .. ':is c.I u IX '" ";i '" o .5 ~ :is J. = ~ ~'O '0 c o E 'C u ~ e o u 'i 'y c ~ II:: ti: . :::: ~ .... rJ'J. ;0-, ..c "0 t ~ ~ c u = ~ .~ '"' ~ IX '" U eJl ~ .::.:: c.I ~ ~ eJl .5 .... c = o c.I c.I -< c o ':l ~ e ~ .... c u ~ W;;l ~ .::.:: o o J. ..c eJl = 'i: c. rJ'J. 0\00\00 0<"100'1-:1" NonN<"10 M 0\..0 0\ 0\ on \0 '<1' on'<1'Ot--O'I t---OM- __ONO'I onO'lonO\O ooooon- 0'\-0000 O'INOO\O 0-00'1\0 t-- ~ 0 0'1 00 \O~<"1 0-0'<1'- \Oooot--t-- on\Ooot--M r-:'Mr-:'v-i..o <"1 <"1- rJ'J. U U o-on ~t-- ~$dt-a$ ~ ~ ~..l:: ~ -N<"1UN on<"1\Oce b l< Il) o c i< U IX 1:= O\OOOt-- on 0'1'<1'-'<1' 0'1 t--t--OO \0 0~6"":o\vi _onN .... 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AWARDING PURCHASE OF FINANCIAL MANAGEMENT SYSTEM TO BUSINESS RECORDS CORPORATION (BRC) WHEREAS, the City issued a Request for Proposal for a financial management system to 14 companies providing computer systems to municipalities; and WHEREAS, on April 21, 1998 the City Council authorized a waiver of the competitive bid procedures due to the technical nature of the systems; and WHEREAS, six companies submitted a response to the City's Request for Proposals; and WHEREAS, the proposals were reviewed by Staff and evaluated in terms of cost as well as the ability to meet the needs of the City of Dublin; and WHEREAS, based upon the review it was determined that the proposal received from Business Records Corporation (BRC) best meets the requirements of the City for a financial management system in a cost effective manner; and WHEREAS, the solution proposed by BRC is a turnkey system including: software, hardware, installation services, training, on-going maintenance, and specialized consulting services. . WHEREAS, a proposed agreement with BRC is. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager to execute the Agreement with BRC, attached as Exhibit A and by reference made a part hereof, substantially in the form presented. PASSED, APPROVED AND ADOPTED this 17th day of November, 1998. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk K2/G/cc-mtgs/ 11 ~ 17 -98/resoacctg EXHIBIT 2 ;i. oD !J:8 . RESOLUTION EXHIBIT A RESOLUTION EXHIBIT A ti7s AGREEMENT dated for convenience as November 17, 1998 is made between BUSINESS RECORDS RPORATION, a Texas corporation, referred to hereafter as "BRC", and the City of Dublin, a California unicipal Corporation hereafter, referred to as "CLIENT", in order to clearly state the mutual responsibilities, consideration and commitments they have agreed to. . . I. BRC SOFTWARE AND PROFESSIONAL SERVICES A. SPECIFIC PRODUCTS AND FEES. BRC will provide CLIENT with the Licensed Software Products and Hardware listed on Exhibit A attached hereto and by reference made a part hereof, at the stated license fees/price. Each Licensed Software product consists of object programs, control language procedures and a user reference manual. BRC warrants that the system can operate as proposed on the CLIENT "NT" Network and that Client Personal Computer Workstations may access BRC system. CLIENT acknowledges that changes to the user reference manuals, which describe the operation of CLIENTS specific systems are to be prepared by the CLIENT. B. TRAINING, ASSISTANCE AND CONSULTATION, BRC will provide CLIENT with training, assistance or 'consultation as described in Exhibit B and at the prices and rates stated therein. Services will be conducted on the premises of BRC located in Stockton California, unless stated otherwise in Exhibit B. C. LIMITED SERVICES. Except to the extent specified elsewhere in this Agreement, this agreement specifically excludes: 1. Additional consulting, training and installation assistance; 2. Modification or development of Licensed Software Products; 3. Updating of Licensed Software Products after the first 90 days from date of installation and operation, or 6 months from date of contract, whichever happens last; 4. Conversion from predecessor systems. These services are separate and apart from this agreement and are properly a part of a PROFESSIONAL SERVICES AGREEMENT. D. SPECIALIZED FEATURES. BRC agrees and warrants that the description of features identified in Exhibit C, as submitted to CLIENT, accurately reflect the system purchased by CLIENT and at a minimum the system as finally installed shall perform accordingly. In addition BRC agrees that the system shall be capable of accommodating items (D) 1 through (D) 5 discussed below. In all cases the contents of this section including Exhibit C, shall take precedence over any limitations stated otherwise in this Agreement. (1) BRC will accommodate in the hardware set-up or established reports; a mechanism to allow Query Users to view and print information at the same time as Finance Staff are posting transactions to the General Ledger. (2) BRC will transfer existing Financial Software (MAPS) and Data to new AS 400 from the existing IBM System 36. BRC warrants that the system will be operational to record necessary entries and reports through the closing of Fiscal Year 1998-99, which should occur on or before November 1, 1999. (3) Not later than December 31, 1999, BRC shall develop a program / query for CLIENT to obtain reports of accounts using the old MAPS II data. The intent is to allow printing and look-up capabilities on this data after 1999. BRC shall provide CLIENT with optional means to provide these capabilities, including a price estimate. Selection of alternative shall be at the option of CLIENT. The maximum price to provide this capability shall not exceed $6,000. ,?J 3~ RESOLUTION EXHIBIT A (4) BRC is currently familiar with CLIENT'S accounting system and reports as it was a product previously supported by BRC. As part of the initial Financial package installation BRC shall establish report(s) to the CLIENT's satisfaction that provide the following information: (a) Ability for non-frequent users (Inquiry Only) to select from a menu the option to print a Trial Balance by Fund for a date range specified by the user. . (b) BRC shall establish reports containing information shown on the following reports currently in use by the CLIENT: Balance Sheet (Current Report GL 102); Income Statements By Type (GL104C); Summary Revenues: Sorted By Sub-Object (Current Report GL 367); Appropriations Summary - Expenditures (Current Report GL 363). (c) This section shall not preclude the CLIENT from selecting a pre-established report on the BRC system, if as determined solely by the CLIENT, that the standard report meets CLIENT's needs and provides the same information. However, if modifications are required to pre-established reports to meet the CLIENT criteria, BRC shall be responsible _ for making changes within the basic scope of this AGREEMENT. (5) Year 2000 Capability: BRC warrants that each software and hardware component purchased pursuant to this Agreement, shall be capable not later than July 1, 1999 of accurately processing date/time data (including but not limited to, calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries, and the years 1999 and 2000 and leap year calculations. With respect to BRC software it is understood that the GFS (General Ledger and Cash Receipts Components) shall be Year 2000 compliant at the time of installation. The Payroll Software Module (Paymate) shall be Year 2000 compliant by July 1,1999. The remedies available to CLIENT for failure to meet this standard shall include repair and or replacement of any item. Nothing in this section shall be construed to limit any rights or remedies CLIENT may . otherwise have under this Agreement with respect to defects other than Year 2000 performance. E. MAINTENANCE and SUPPORT Included as part of this Agreement is a Software Support Agreement provided to CLIENT by BRC and identified in Exhibit A. BRC agrees that the annual cost of this service agreement shall not be increased at any time for four consecutive years. This annual fee provides unlimited support via telephone and modem to address any issues, user questions, or problems encountered with the operation of any of die BRC installed software including but not limited to: corrections of a software bug, including the correction of any data corruption caused by a software bug. Further this service shall provide all program enhancements and changes at no additional cost. BRC warrants that program enhancements pursuant to this section shall include any modifications required to address changes in state or federal laws, and / or reporting requirements of state or federal agencies. Such changes shall include, without limitation, additional data fields, changes to screens, reports, or calculation formulas, and modifications to magnetic media or electonically transmitted file layouts. Such changes shall only be required where CLIENT is using BRC software to satisfy the state or federal requirement at the time of the change, and shall only apply to mandatory reporting, record- keeping, or processing requirements. F. IMPLEMENTATION Attached as Exhibit D is a description of the implementation services and a tentative schedule for the project as proposed by BRC. The narrative description of implementation services contained in Exhibit D shall be provided at the rates, location, and duration set forth in Exhibit B. Revisions to the actual schedule shall be as agreed to in writing by the two parties to assure implementation in accordance with . needs for a fully Year 2000 Compliant system. It is recognized that time is of the essence in the completion of this project. 'i ~ :s J RESOLUTION EXHIBIT A G. LIMITED LICENSE. CLIENT is granted a license to use the Licensed Software Products indicated for a period of ninety-nine (99) years. Unless otherwise stated as multi-user licenses this license is granted .r use by the CLIENT on a single central computer processing unit (AS 400) and is not to be duplicated ther than for internal backup copies or used by others without the express written permission of BRC. It is understood that the design of the system is to operate within a distributed network framework and this limitation shall not restrict use of BRC software from unlimited workstations cormected via the network to a central computer processing unit (AS 400). The license may not be transferred to any processing unit other than the original processor on which the software is installed without the express written consent of BRC. Said written consent shall not be unreasonably withheld by BRC. H. ACCESS TO UPDATED VERSIONS. For a period of90 days following the installation of the software or 6 months from date of contract, whichever comes last, CLIENT will be entitled to all corrections or enhancements to the standard unmodified Licensed Software Products. After this period, CLIENT may elect to obtain updated versions of the Licensed Software Products through a software support agreement. I. LIMITED WARRANTY. BRC represents that its sales literature and illustrative brochures are accurate in all material respects. Licensed software products are, however, subject to continued revision and may, at times, be at variance with the sales literature. BRC agrees to correct, at its expense, in a timely manner, all substantive errors reported in writing by the client, provided that the problem was reported within 90 days following the date of installation. The correction of the licensed software product may take the form of (1) corrected documentation. (2) corrected source or object code, or notice of availability of corrected code, (3) or a change in functional .definition of the licensed software product. BRC will remain diligent in its efforts to correct errors. BRC will not be liable for any lost profits, or for any claim or demand against customer by any other party, and in no event will BRC be liable for consequential damages even if BRC has been advised of the possibility of such damages. BRC AND CLIENT ACKNOWLEDGES THAT TO THE EXTENT THAT THIS AGREEMENT PERTAINS TO BRC SOFTWARE, THAT IT DOES NOT CONSTITUTE A SALE OF GOODS AND THAT THE WARRANTIES MADE OR INTENDED, EXPRESS OR IMPLIED ARE AS STATED IN THIS AGREEMENT. 4. 5. . 6. K. PROPRIET ARY RIGHTS. CLIENT recognizes that the Software Products licensed under this agreement are proprietary; and that BRC or the Licensed Software product's owner, referred to as "Proprietor", RETAINS OWNERSHIP OF ALL RIGHTS, TITLE AND INTEREST TO ITS LICENSED SOFTWARE PRODUCTS, which includes source programs, object programs, control language procedures, systems design, modular program structure, system logic flow, teclmical 5' at' :j ~ J. RESPONSIBILITY FOR USE AND CONTROL. Following complete installation CLIENT agrees that it will be exclusively responsible for the supervision, management, and control of its use of the Licensed Software products; such responsibilities include, but are not limited to: 1. Insuring proper machine configuration, program installation, audit controls, and operating methods; 2. Establishing adequate software, hardware and data back up and recovery plans, based on alternate procedures; 3. Implementing sufficient procedures and check points to satisfy CLIENTS requirements for security and the accuracy of input and output; Providing qualified and properly trained computer operators, Providing all forms and supplies necessary for the system. Providing all necessary data preparation and entry. RESOLUTION EXHIBIT A , documentation, report and video formats, subroutines, processing techniques and procedures, and report generation. All enhancements made on behalf of CLIENT by BRC will be proprietary to BRC. Any improvements, creations, etc., whether patented, copyrighted or not, made by employees or agents of the CLIENT which relate to the Systems' data processing techniques by their work in connection with the . System, are to be reported to BRC. The CLIENT hereby grants and agrees to grant to BRC the unrestricted right to practice such improvements, and to license others to practice such improvements without charge. BRC agrees that the data placed on the system remains the property of the CLIENT and BRC shall fully cooperate in providing information regarding the technical record layout of the data. Further, this section shall not preclude BRC from releasing the source code to CLIENT in the event ofBRC's bankruptcy, discontinuance of support for the software, or other event which would impair CLIENT from operating L. CONFIDENTIAL AND VALUABLE SUBSTANCE. CLIENT recognizes that the Licensed Software Products have substantial monetary value and are considered TRADE SECRET, PROPRIETARY, AND CONFIDENTIAL. Proprietor is desirous of maintaining rigorous control over these Licensed Software Products. CLIENT, therefore, agrees that it will exercise due care to prevent unauthorized disclosure of the Licensed Software products including: 1. CLIENT shall insure that any identification labels or legal notices contained in any aspect of the Licensed Software Products are not modified, suppressed or in any other way made . . InCOnSpICUOUS; 2. CLIENT shall restrict access to the Licensed Software products to only those employees or contractors of the CLIENT who must have access in order to perform their specific obligations in the CLIENT'S business. 3. CLIENT agrees that it will take all reasonable precautions to insure that non-CLIENT personnel, including non-employee agents of CLIENT, do not obtain access to or knowledge of the Confidential Information without first obtaining the express written consent of BRC. BRC agrees that it will not unreasonably withhold such consent. BRC consents to all CLIENT contractors performing municipal operations on a regular basis for CLIENT, without further request by CLIENT. 4. CLIENT WILL USE ALL REASONABLE PRECAUTIONS TO PREVENT THE Licensed Software Products from being acquired by unauthorized persons; 5. CLIENT shall treat the ideas and expressions contained in the Software Products as TRADE SECRET, PROPRIETARY and CONFIDENTIAL, and belonging solely to Proprietor and shall not, without the written permission of Proprietor, copy or duplicate any physical embodiments of the Licensed Software Products, other than for internal backup purposes; 6. CLIENT agrees to notify BRC immediately of any unauthorized possession, use or knowledge of any Licensed Software Products. CLIENT shall promptly furnish BRC with full details of such possession, use or knowledge, assist in preventing any recurrence thereof and cooperate with BRC in any litigation or other proceedings deemed necessary by BRC to protect Proprietor's rights. M. RIGHT TO MODIFY. CLIENT will have the right to modify the Licensed Software products without the prior consent ofBRC; however, if modifications are made by entities other than BRC, all warranties are immediately voided. N. DELIVERY AND PAYMENT. CLIENT agrees to make payments in accordance with the schedule stated in Exhibits A and B. O. ASSIGNMENT. This agreement and the rights granted by it shall not be assigned or otherwise transferred by the CLIENT without the prior written consent of BRC and BRC agrees that it shall not wrreasonably witliliold such consent. BRC may assign its rights only with the written consent of CLIENT. /J.. " "tI).;,; 6 Co :/ . . RESOLUTION EXHIBIT A P. TERMINATION. Either party may terminate this agreement for the failure of the other party to .0mplY with a major provision or condition set forth herein by giving thirty (30) days written notice of a aesire to terminate, and the specific grounds, to the other party. Upon termination by either party, CLIENT will furnish to BRC a completed form entitled "CLIENT Licensed Program Certification of Return or Destruction" certifying that through the CLIENT'S best effort, and to the best of the CLIENT'S knowledge, the original and all copies of the Licensed Software products received from BRC or made in connection with such license have been returned or destroyed. This requirement will apply to all copies in any form including translations, whether partial or complete, and whether or not modified or merged into other program materials as authorized herein. In the event that CLIENT exercises right to terminate under this section, CLIENT shall compensate BRC for outstanding costs incurred as of the date of written notice to terminate. Costs shall be calculated in accordance with this Agreement including Exhibits A and B. BRC shall maintain adequate logs and time sheets in order to verify any Training or Consultation costs owed. II HARDWARE TERMS AND CONDITIONS A. HARDWARE PRICING Hardware Pricing Total Purchase Price is due and payable as applicable in Exhibit A and Exhibit B. Any personal property taxes assessable on the Machine(s) on or after the actual delivery to Purchaser shall be paid by Purchaser when levied. Purchaser agrees that if payment as specified above is not received by . Seller on the due date, Purchaser shall, and to the extent permitted by applicable law, pay to Seller an amount equal to one and one-half percent (1 ~) of the amount then due as an interest charge for every thirty (30) days or portions thereof that said overdue payments are not made. B. OPTIONS TO TERMINATE HARDWARE ORDER BRC reserves the right to terminate this Agreement if (1) CLIENT refuses or is unable to accept delivery or allow installation of the Machine(s); or (2) CLIENT fails to perform any other major provision of this Agreement. BRC's right to terminate shall be exercised by written notice to CLIENT whereupon BRC shall be entitled to immediate possession ofthe Machine(s) and to retain all money paid hereunder to date of said notice as liquidated damages; or, if it shall so elect, may recover its actual loss sustained by supplier from equipment vendor. The right of BRC to terminate this Agreement and recover the Machine(s) shall not be the exclusive remedies available to BRC and are in addition to any other rights and remedies provided under law or under this Agreement. c. HARDWARE DELIVERY, FREIGHT COSTS, AND RISK OF LOSS CLIENT shall bear the risk of damage from fire, the elements or otherwise from the time of and after the delivery of the Machine(s) to CLIENT's delivery address. The BRC shall promptly pay for all transportation to the delivery address. CLIENT shall pay for any and all other charges such as rigging, structural alterations and rental of heavy equipment necessary to move the Machine(s) to the installation location. BRC shall not be liable for any failure or delay in furnishing the Machine(s) resulting from fire, explosion, flood, storm, act of God, governmental acts, orders or regulations, hostilities, civil disturbance, strike, labor difficulties, machinery breakdown, transportation contingencies, difficulty in obtaining parts, supplies or shipping facilities or delay of carriers. . D. HARDWARE MAINTENANCE WARRANTY BRC warrants that the Machine(s) / Equipment are new and will be under the manufacturer's maintenance agreement and BRC further warrants that, when delivered, the Machine(s) will be eligible for the manufacturer's maintenance agreement. ~~ r; ~i RESOLUTION EXHIBIT A BRC further warrants that in the event a machine is found ineligible for the standard manufacturer's maintenance agreement, then BRC shall repair, replace or take other actions in pursuit of maintenance acceptance at its own expense. All decisions with regard to repair, replacement or other actions are at the sole discretion of the BRC. . III. GENERAL UNDERSTANDINGS A. GENERAL UNDERSTANDINGS. The commitments in this agreement are based on the following understandings: 1. Governing Law, Waiver, Notices. This agreement will be governed by the laws of the State of California, and is the entire agreement between the parties. A waiver of any part of this agreement shall be limited to that specific event and shall not be a waiver of the entire agreement. Any notices required in this agreement will be effective when in writing, and when deposited in the mail properly addressed with prepaid postage. 2. Litigation. If either party defaults in any part of this agreement, the prevailing party shall be entitled to the recovery of all costs and expenses, including actual attorney's fees, which it incurs from enforcing this agreement. No action, regardless of form, arising out of this agreement may be brought by either party more than one year after the cause of action has arisen. 3. NOTICE. All notices required by this Agreement shall be given in writing to CLIENT and to BRC, by personal delivery or first class mail postage prepaid, addressed as follows: CLIENT: CITY OF DUBLIN 100 CIVIC PLAZA POST OFFICE BOX 2340 DUBLIN, CA 94568 BRC: Business Records Corporation 2025 West March Lane #5 Stockton, CA 95207 . ACKNOWLEDGEMENT, BY SIGNING THIS CONTRACT, THE CLIENT ACKNOWLEDGES THAT THE CLIENT HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ALL OF ITS TERMS AND CONDITIONS; AND FURTHER AGREES THAT IT IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN THE PARTIES, WHICH SUPERSEDES ALL PRIOR AND CONCURRENT PROPOSALS AND UNDERSTANDINGS, WHETHER ORAL OR WRITTEN, AND ALL OTHER COMMUNICATIONS BETWEEN THE PARTIES RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT. FOR BRC: For: CITY OF DUBLIN "CLIENT" Richard C. Ambrose, City Manager DATE: APPROVED AS TO FORM: Attest: Elizabeth Silver, City Attorney G:OA T APIBRC AREEMENT Kay Keck, City Clerk . <Z i 39 . EXHIBIT A- SPECIFIC PRODUCTS & FEES (Agreement Dated November 17,1998) (page 1 of 2) Sales Rep: Jan Meyer CLIENT: City of Dublin 100 Civic Plaza / Second Floor Dublin, CA 94568 (A) ANNUAL SOFTWARE SUPPORT AGREEMENT (SSA) Fiscal Year 1999/00 SSA To be billed 7/1/99 Annual Rate is fixed for four years. Financial System, Paymate, Cash Receipts Sales Tax SUB-TOTAL BRC APPLICATIONS SUPPORT . (B) BRC APPLICATION SOFTWARE GFS Upgrade from old DLH (MAPS) Cash Receipts Paymate (AS /400 License) Sub-Total Sales Tax SUB-TOTAL BRC APPLICATIONS (C) CENTRAL PROCESSOR- PRIMARY AS 400 Mini Computer Hardware / Configuration Includes: 10/100 Ethernet Connection; 256 MB Memory; 20.95 GB Hard Disk 14GB 1/4" Tape Cartridge; CD ROM 1 33.6Kbps Modem IBM Operating Software BasePak-Unlimited licenses for OS/400, Client Access, and Query, SQL Query 1 Application Development Toolset (5769-PW1) IBM AS 400 Software Subscription 3-year Pre-pay Sub-Total Sales Tax SUB-TOTAL CENTRAL PROCESSOR ( IBM HARDWARE / SOFTWARE) . (D) ANNUAL HARDWARE MAINTENANCE (AS 400) I yr. is covered under warranty. Charge is for 3 yr. Pre-paid extended Maintenance Option, which begins after initial warranty. Total 4 yrs. (Incl. 33.6kbps Modem) $6,702.00 $552.92 $7,254.92 per yr $5,500.00 $3,500.00 $1,950.00 $10,950.00 $903.38 $11,853.38 Pricing Inclusive " " " " " " " $32,203.00 $2,656.75 $34,859.75 $3,108.00 ,,; ,/'1 c; 0 };/ EXHIBIT A PAGE 2 of 2 (E) PERIPHERAL EQUIPMENT / SOFTWARE 10 User PC Graphical User Interface Software License 10 Concurrent Users Seagull 000400 $3,500.00 . 1 Decision Data LM488C with 14" VGA Color Monitor - (Serve As AS400 Console) $795.00 4 Indiana Brand Cash Drawers $1,180.00 4 Cash Receipt Printers (Ithaca Model 53-Turbo) $3,800.00 4 Dell 6333 (333mhz) PC Base withoutMonitor (To connect to cash drawer / receipt printers) $4,120.00 1 HP Laserjet 8000N (24 ppm) Including Network Card $3,399.00 1 HP Laserjet 4000N (17 ppm) Including Network Card SUB-TOT AL Peripheral Hardware / Software SALES TAX TOTAL Peripheral Hardware / Software $1,799.00 $18,593.00 $1,533.92 $20,126.92 GRAND TOTAL ALL COMPONENTS EXHIBIT A $77,202.96 * . * Note: Total Cost Includes Year 1 of Service Support Agreement Special Instructions: Except as noted Price does not include freight, or cabling labor/materials if any. (F) TIMING OF BILLING / PAYMENT: 1. CLIENT shall pay within 30 days of July 1, 1999 the Annual BRC Service Agreement Fee noted in subsection (A). 2. Payment ofBRC software license fees described in subsection (B) of this EXHIBIT shall be as follows: i. CLIENT shall pay 50 percent upon demonstration by BRC to CLIENT's satisfaction, that the software operates on CLIENT's installation. ii. CLIENT shall pay 40 percent of stated costs upon completion of adequate training and implementation services, as detennined by CLIENT, to allow CLIENT to begin input of data into the system. Hi. CLIENT shall pay the fmall 0 percent within 30 days of going live with software module. 3. CLIENT shall pay 90 percent of Central Processor costs identified in subsection (C) within 30 days of delivery. The final 10 percent shall be paid within 30 days of installation and to the CLIENT's satisfaction. 4. CLIENT shall pay 100 percent of pre-paid 3 year IBM Extended Maintenance Agreement, identified in subsection (D) within 30 days of delivery of equipment. . 5. CLIENT shall pay 90 percent of costs identified in subsection (E) within 30 days of delivery. The final 10 percent shall be paid within 30 days of installation and operation of the equipment to the CLIENT's satisfaction. -SS /0 -i EXHIBIT B CITY OF DUBLIN / BRC AGREEMENT rmG I ASSISTANCE AND CONSULTATION (A) INSTALLATION SERVICES BRC Onsite Labor for 40 hours plus travel time. Travel expenses as actual (from Stockton California) Installation includes one day of Training on-site for AS 400 System. November 17, 1998 (pAGE 1 of 1) $ 5,000.00 Supplemental Onsite Labor As Authorized By CLIENT. Provide complete Workstation / Printer / Cash Drawer configuration (estimated total 40 devices); (includes remote site at Shannon Center). To be billed on an "As Needed Basis" at $140 per hour NOT TO EXCEED $ 2,000.00 (B) CONSULTING SERVICES/SYSTEM PLANNING Implementation Planning; Analysis of Procedures; Identify Best Use of New Features Location # Of Days Dublin 1 $ 1,000.00 (C) TRAINING* (Account #'s & Vendors) Financial System Operation (Including 1 day on-site for "Query" Users. Provide training, to allow non-Finance Staff To view information And print reports.) _roll sh Receipts Dublin 1 $ 1,240.00 BRC* BRC* BRC* 3 2 2 Included Included Included * BRC shall schedule a staff member to be present on-site on the day that the City implements the live use of any package or element of the system in addition to the training. City may elect to have training conducted on~site instead of at BRC, and the only cost shall be direct travel expenses from Stockton CA to Dublin CA. ill) ADDITIONAL CONSULTING AND/OR TRAINING (1) Six Month re-visit Designer Reports Assistance preparing customized reports Location Dublin # of Days 1 $ 1,000.00 (2) ODBC / OLE-DB Interface Training and Consultation to Assist with preparing Reports linking AS 400 Budget! Actual data to To Excel spreadsheets Dublin 3 $ 4,500.00 (3) Twelve Month re-visit (overall staff needs) Dublin 1 $ 1,000.00 (4) Professional Programming / Consulting to provide a solution for MAPS II (old DLH System) Inquiry and Printing After 12/31/99 NOT TO EXCEED $ 6.000.00 TOTAL BRC COSTS CONSULTING / TRAINING $ 21.740.00 .E) TIMING OF BILLING / PAYMENT: BRC shall bill CLIENT within 30 days of providing services identified in subsections (A) (B) (C) and (D) of this Exhibit. 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'" " " OJ) '" "'" 8 ....i <EI >-~ u~ '" -, ~~ 9C: "'"' " ~ ~cf ] ~ ,,-0 . ....l f- . <8 >-< 00 " " OIl '" "'" 8 Eg; i~ <Ii H iZ,Cl . '" <"d " .. e<Y /' /1 ;1 &1 .J.? v . . . l- V] ::3 ~ I- 0( ~ ~ I- U P Zo ...0 ..Jt:t: r;:Q~ Po ;~ OV] >~ 1-0- ti~ Q I- Z ~ ~ = u 0( I: 0( ~~-g] /U !U U ....... :g ~ g.~ .g ~'"" ~ .~ .a .~ "g g13~E ::;.;gt:-g "" " 8. oj E -; !::: OJ) ~ i:'".g >. " "'" " oi 00- =' ~:3 (U " O^.,. "" ~ ...c:: >... V'J "2 .D ';.-g ~ E ~ ~t-~,.,,, VI....t:: L.o =::I F! ::i:ffz~ ~ ~.~ ~ ~C1 a ....... 11) r- L.. U Sl b 0 ~ El = ~ ~ t: .S .a~'f:'g ~ e ~.a l- V] ::i ~ P I- 0( ~ ~ I- U P ~~ ..Jp::: ~~ Q~ "'I- OV] >~ I-P ...0- u~ Q I- Z ~ ~ = u ~ 0( ..... " C" " "'" ~ I"i w ...~ u~ '" . ~.... ~ ~. g..a <"'8 ., iii I ~ i::::';:I " e1J " ~ 8 e. .. ...~ u~ -< , ~ ~, C/- H ~ ';:j ..0 c<7 cI /, /,.7, p--- IMPLEMENTATION SCHEDULE Exhibit D Business Records Corporation / City of Dublin . In some cases a window period been indicated in the date range and the precise timing will be scheduled at a later date, depending on equipment delivery and BRC availability. In any case BRC shall have a fully operational Year 2000 compliant system in place by July 1, 1999. The description of AS/400 Installation / Training as attached identifies the level and content of to be provided relative to the Central Processor (AS 400) as part of this Agreement. DATE OF PERFORMANCE November 17, 1998 TASK . City Council Awards Agreement November 18th - December 31,1998 . Initiation of Hardware Order and Preliminary Assessment with Financial Staff January 1, 1999 - January 15, 1999 . Projected Install of AS 400 and peripheral equipment / workstations. AS 400 shall include installation of current System 36 (DLH MAPS II Legacy) system and: Current BRC AS 400 Version of Payroll; Year 2000 Compliant Version of Financial Package (GFS) (Install will be timed as close to delivery as practical) January 15, 1999 - February 15, 1999 . Following the install of the AS 400, BRC shall proceed with Staff Training on BRC Financial systems. Set up of Reports. Establish Chart of Accounts. . Not Later than June 30, 1999 . BRC shall provide upgrade to Payroll Software, which will be a Year 2000 fully compliant version of the software. At Time of Release of New Payroll Version (Not Later than June 30, 1999) . BRC shall provide supplemental Payroll Training. Not Later Than July 1, 1999 . BRC shall provide City with options to achieve retrieval of old system data following 12/31/99. Implementation of solution selected shall occur prior to 12/31/99. To Be Scheduled . 6 month and 12 month Revisits To Assist Staff . Training / Consulting to prepare reports linking As 400 Budget/Actual Data to Excel . Spreadsheets. 80 ;1 /' " ~, e:\ /./ '-' Sent b~:J~N MEYER / 8RC Oct-29-98 04:07PM frOM 2e94749170~51e 833 6651 paQe 4 BRe . City of Dtiblin Implementation ERe V/ill perform a preliminary a:5se~smcnt/consultation day '-''lith finaneial staff. BRC Hardware Installa.tion is described on the attached Installation and Training prospectus. Due to the additional PC CClnfigurations and connectivity this installation will be a little longer than standard. Applications: All applications will see greatly increased speed in processing on the AS/400 R[SC processor. BRe ",ill prol~ess all dat.a to enable it fur the RIse processor to be installe.d. This will be coordinated with staff to occur right. before the actual installation of the ne\\-' equipment. paymate: TIle AS/400 Library will be installed and function primarily as it did on the S/36. All clients will receive the Y2K Uhrarv in the 2ud Quarter of 1999 with . ... . ... automated conversion to move data from the present payroate to Y2K Native T ,ibrary. BRe will conduct cluster meetings with several clients at each meeting for overview and training on the additional functionality that will be availeble in the Y2K Version of Paymate. . Cash Rt;ll;eipting: Installation and trainiog \...ill be coordinated to go with the in:;talliltion of the AS/400. 'X'he number of sites initially installed is to be dcte:rmined by the City. BRC can provide an additional training session at a later date for addition receipt stations brought on later. GFS: Training will be scheduled to coincide vllith the installation ofthe AS/400.~_ Probably January for training on GFS, but this will be vlorked out with tht: City of Dublin staff. During the tmining sessions BRC ....,,;11 'vvork with staff to set up Chart of Accounts andwork through various daily futlct.ions of the Gene.ral Ledger and Accounts Payable. BRC will design the four (4) requested reports that. are directly related to reports that the City used in the old financial system. 13RC will also provide~dditional templates for Designer Reports that can be utilized by the City. . BRC will also provide a support staff member to be present at the City on the day chosen to go live. BRC will provide a one-day'session for sraffthat will only use the system for Inquiry and Prin.ting purposes. Date 'Will be'.coordinated with City. . ..'.. .,' ','k . <. ,.\..'::';.~..~::.;~:..->:.- ". . .. ~ "". . ,. " '. "":' EXHm!I~'~~'!MPLEMENTA nON : ~ :._.t";~: l~:":\".;~:~ .~.".:i~ ~;'~..:. J/491; ..,,.",'" . ,/ Sent b~:J~H MEYER / BRC Oct-2~-~~ Uq:U(PM ~rOM 2~~~(~~I(U1~lU ~JJ bD~1 Add1tiotL"I.l Support and/or Technical session dates will he set "With the Finance Department to meet the needs for the City. MAPS 11: This application is not and will not by Y2K compliant. The Library and Files \vill be moved over to the A5/400 to aHo\\! the City continued use until moving to the Y2K Compliant GFS Financial Application. l\1'APSii will remain for Inquiry and Printing purposes Qnly*. *Thi:, will ,,,'ork us is until December 31, 1999.... ..re\'ie\.... is being done to provide a means for <i.ddit.ionlll1ook up beyond the Y2K arrival. ":: J" ..' "". >, 1.. . .,.,.; :."/ ~~:.~:~~~~~:.~i)(\:~i:~~~~.:?i'/,: . ) ": '.;~.; . ~ :" :'.": ';'<':;':'i:~~ti':.:, , .x~1}fj~~4~~:.. ,1~r~"~J:: 'I/;~~;::~~: ':;;;~1\ .' ,..;.-;,. EXH:iBIT1~J)>\'~iMPLEMENT A TION :. "-:~":,~.~~',~r~.:~~;:;:."/:t~~.i~}">~ ~';.: '. I ;.l, pa,>!? ~ . . . 3d- ~l t'J.. d~ p:-, v Sent b~:J~N MEYER / BRC . Oct-29-98 04:07p~ t.ro~ 209474';1 (1!l1~11!l .,~~ ~c"", ....d":'':' r;;)"~..J BRC INSTALLATION . . ASI400 Installation I Training ~ased on no previous AS/400 experience . Security ~ Implementation of Level 30 security plus manipulation based on onsite review with c1ienl during install. . Command usage NATIVE and SYS36 Environment. . Command changes adoptecl in packages W11ich have changed from ttle old 5/36 and their affects during processing. . Magnetic Media usage. (Tape Cartridges and use of same). . Structure definition based on the new RI SC architecture i.e. (where, how, etc...) . Techniques on building AS/400 QUTQ's, JOBQ's etc,... . Techniques on machine control: . JOB control . OASD Space control and Usage . SYSTEM Values Control and Review . M~SSAGING Both Machine and User created . PRINT Function Control and usage . MACHINE Resource Memory usage, etc,.., . SAVE &RESTP~~,,~, Daily usage and Software Upgrade . . Full System Sa~~~,and Disaster Recovery TeChniques ,~'~::<.:~.,.!.: .~..' Modem Usage to alloW B.RCto logon to the machine in case of emergency. Set up of required so~re'Bn.~~:..ln~truction on use and initiation. " . ':":;:~-::.~.~!\~;I.;'~\:~~. Review of network APR.~;-~i;C~5S to the AS/40Q (if exists). ",,'~'i/~~~'>"~~:'\ .~',;. , Client Access setup~A,~:;~9:;~:::' , ',: .J..-< ;.f~1: /~~1..":l.~;J . . Client Access for Ext60,CSed DOS for file migratIon, (i.e. Federsl, State media), Setup and ir\structiori~611-"'1~Cllent Access. ' , '; /:,:I.~;';r:~~}~~.it~i'";;';' Instruction on me Ir\~~t1~if8r{-bh new equipment if required. ':"~". .;~~~:{~:;;'i~~~~~~~~~':" User profile Design based '011 ensite questions and decisions, . <~ I "./Ji)~~(~~~.\~~/.:'-.i'. . 90 days free sUPpOn Wit)i',l3RC.. .;'~~!.:~~~~i~{ig~t~ti/-, ' EXHIBIT;,~D"~~}'IMPLEMENT A TION . . . . . . /' "" 33 c( 5!~