HomeMy WebLinkAbout4.05 AutoRecreationMgtSys
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CITY
File # 6
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AGENDA STATEME.NT
CITY COUNCIL MEETING DATE: OCTOBER 1,1996
SUBJECT:
A ward of Bid for Automated Recreation Management System
~ Report Prepared by: Steve Honse, Administrative Assistant
1. Proposal Excerpts
2. Proposed Agreement
RECOMMENDATION:~l;t>-- .Award bid to ESCOM Software Services, Ltd.
EXHIBITS ATf ACHED:
FINANCIAL STATEMENT:
The 1996-97 CIP budgets $15,000 for an Automated Recreation
Management System (ARMS) and related equipment The
proposal under consideration will award the bid for the ARMS
portion of the project at a cost of $8,870.
DESCRIPTION:
The City's Capital Improvement Program, adopted Jooe.27, 1996, schedules the IBM System 36 computer
for replacement in Fiscal Year 1997-98. In anticipation of this replacement, the CIP includes a project to
replace the existing Recreation Management System, which resides on the System 36. The project
allocates $10,055 to purchase a PC-based Automated Recreation Management System (ARMS) and
related software, $3,445 for the replacement of obsolete communications equipment, and $1,000 for
. contract services. On July 23, 1996, the City Council authorized Staff to distribute a Request for Proposal
for the ARMS portion of the project. The results are discussed below:
SYSTEM REQUIREMENTS:
The RFP defmes an acceptable ARMS as a system that is capable of simultaneously registering participants
at both the Shannon Center and City Hall and must have the ability to expand into existing and planned
City facilities. The ARMS must be easy to use and capable of registering a new participant in less than two
minutes. As part of the RFP, the City requires the selected vendor to install and configure all software and
communications equipment, ensure that all elements of the system are fully operational, and provide all
required training.
The RFP requirements are especially stringent because they not only require a superior software program,
but also require that the vendor possess skills in the installation and configuration of communications
equipment. Specifically, the RFP requires the vendor to create a wide area netwoB: (WAN) that will allow
the Shannon Center and the Civic Center to access the ARMS.
SELECTION PROCESS:
Five RFPs were circulated. One company, ESCOM Software Services Ltd. (ESCOM), responded. Prior
to the circulation of the RFP, Staff from Administrative Services and Parks and Community Services had
an opportunity to meet with ESCOM representatives. At that time, ESOOM demonstrated an impressive
knowledge of computer science and communications technology. Of special significance was the fact that
. ESCOM has extensive experience in the design and installation of W ANs and specific experience with the
------------------------cClpDisTCl;------------------------~~- -
Don Bowen, ESCOM Software
ITEM NO. ~
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use of Windows NT in a WAN environment. Staff from both departments are confident that ESCOM has
the expertise necessary to successfully complete the project.
PRODUCT EV ALUA TION:
ESCOM markets its ARMS under the name of uOass". Staff has tested and evaluated the Oass program .
and has concluded that the product is well-suited to the City's needs and will improve the registration
process for the following reasons:
. It operates in a Windows environment and is intuitive to a new user. As a result, training requirements
are expected to be minimal. This is especially impOI1ant for the Parks and Community Service
Department, where part-time employees are sometimes used on a seasonal basis.
. The program utilizes a Microsoft database and is fully compatible with the City's existing software.
. ESCOM provided a list of 200 references, which include the Cities of Pleasanton and Concord Staff
contacted Pleasanton, Concord and several additional cities to determine their satisfaction with Class.
Without exception, all parties stated that they were satisfied with the product.
COST PROPOSAL:
Per the ESCOM proposal, the total cost for Oass software, installation, and training is $8,120.
Additionally, Staff has requested that ESCOM provide additional services, beyond the scope of the RFP,
at an additional cost of $750. These services are related to the configuration of the WAN so that the
Shannon Center can improve its ability to transmit data for purposes independant of the ARMS. The total
cost for all services is $8,870.
Based upon ESCOM's bid, the City is to provide a special telephone connection (ISDN line) between the
Shannon Center and the Ovic Center. The City will also provide conununications equipment, a PC
workstation, and database software. These expenses were anticipated and are within the ARMS Project
budget as outlined below: .
SQL Server (Database Software)
Subtotal
Contract Services
Network Cable Installation and Configuration
Subtotal
Machinerv and EauiDment
Remote Server
ISDN Equipment (estimated)
Subtotal
10,555
.L2.SJl
10,120
1,000
.lllOO
1,000
1,800
~
3,445
14.565
Total Project
3,445
15.000
The equipment, required to complete the project, will be purchased separately in accordance with the
City's Purchasing Ordinance. Staff has prepared a draft agreement (Exhibit U2"), which incorporates the
scope of work as described in the ESCOM proposal and.additional work requested by Staff.
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RECOMMENDATION:
Staff reconunends that the City Council authorize the Mayor to execute the agreement and award the bid
for an Automated Recreation Management System to ESCOM Software Services Ltd.
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Exceptions to Dublin RFP
Prime Contractor Responsibility
Escom Software Services Ltd. will be responsible for and support Class™ software and its related
database only, according to the terms of the Annual Maintenance Agreement signed with the City
of Dublin, Escom Software Services Ltd, will not be responsible for system hardware or
software,
System Backup
The issue of backing-up the Class™ software, all related hardware and related databases, is the
responsibility of the City of Dublin,
:1".
Email
Class™ for Windows software does not include an email function, Escom Software Services
recommends an approved and tested Windows email product to be run and administered along
with the network by the City of Dublin.
User Passwords
ClassTM for Windows does not supply a list of passwords, users and security level. The software
can supply a list of users and security levels, but the security dangers of publishing individual
passwords outweigh the convenience for network administration.
Attempts to Breach Security
Class ™ does not currently track attempts to breach security - this functionality is planned for a
future release of the software.
Import Cap~bility
It is possible that Escom Software Services Ltd. could import aspects of your current database into
the Class™ for Windows system. However, the data conversion would be limited to aspects of the
customer's personal information, would not include class descriptions or instructor information,
and would be subject to hourly billable rates above the price quoted in this proposal.
Escom Software Services Ltd.
Page 3
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Summary of Financial Position and Stability
Corporate
Escom Software Services Ltd. was established in 1976 with a conunitment to customer
satisfaction and financial stability. Escom's two separate divisions generate over $5,000,000.00 in
annual revenue.
Escom has a staff of approximately 45 technology professionals, with 20% working in sales,
10% in administration, 40% in technical support and 30% of the staff work directly on product
development. Escom's two divisions are:
Class ™ Systems
Class™ Systems provide Program and Facility Management automation for the Leisure
Services, Education, Fitness and Training industries and specializes in program
registration, facility booking, point of sale, interactive voice response, revenue
management, consulting, training and installation.
Escom's Class™ division focuses on providing complete, dependable and high quality
programs and services that meet or exceed the needs and expectations of our customers.
Systems Integration
The SI division has grown out of increasing customer demand for more comprehensive
systems. This group provides integrated solutions by connecting different hardware
platfonns, software applications and operating systems into one cohesive unit. It
specializes in high-level technical' support, re~hosting services, Electronic Data
Interchange (EDI), custom programming, installation and software conversions.
Escom has been an IBM Blue Ribbon Business Partner since 1986 (now called the IBM Best
Team). Based on sales volumes and customer satisfaction, we are one of the top ten percent of
IBM Business Partners in Canada. The IBM relationship enables Escom to provide our
customers with the highest quality hardware products and the strongest support network in the
industry.
We are proud of our financial stability. Escom has no debt nor line of credit, and all expenses,
including all development costs, are met out of revenue. In addition, IBM ensures that Escom
remains a viable business entity through annual financial audits, which include a complete review
of financial statements, business perfonnance and future plans. As a result, Escom has achieved
stable, steady growth, despite changing economic and industry conditions.
Escom believes that the key factor to success is an intense focus on customer needs. Our goal is to
provide products, services and support which meet or exceed customer expectations for quality,
perfonnance and price. Escom customers are surveyed regularly, both by ourselves and by IBM,
to ensure that our services continue to meet these high expectations. Our experienced and
dedicated staff meet the unique needs of each individual customer with a full complement of
services, including systems integration, custom programming, installation, software conversions,
project management, consulting services, training and support.
As a consequence, Escom customers get the results they expect.
Escom Software Services Ltd.
Page 4
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Escom Software Services Ltd.
:-:
EXCERPTS
City of Dublin
~utomated Recreation Management
System (ARMS)
..:
September 10, 1996'
COpy
Don Bowen, Systems Consultant, Class™ Division
Suite 518. 4211 Kingsway, Burnaby, Be, V5H 1Z6
EXHIBIT 1
Management Summary
.
Introduction
Escom is proposing a proven, high value product and service partnership that has been extremely
successful in serving the needs of the Program and Facility Management industry at more than
180 separate agencies in North America since 1984. Class'l'M comprehensive suite of software
applications are augmented and supported by our industry-leading technology partners:
. Microsoft - Microsoft Solution Provider since program's inception in 1994
. IBM - Blue Ribbon Business Partner since 1987
. Digital Equipment Corporation (DEC) - Independent Software Vendor since 1994
. Oracle - Business Alliance Partner since 1985
. Informix - Value Added Partner since 1996
. Sybase - Conunercial Application Partner since 1996
Escom has extensive experience with the implementation of UNIX, VMS, and PC computer
networks in many diverse installations throughout North America.
ClassTM is backed by an urunatched support organization that serves as a benchmark for the entire
industry. Escom's product support is consistently rated at over 90% by our customers on the
satisfaction scale.
Finally, Escom can provide your agency with excellent investment protection through the ability
to move the software to multiple operating platforms (UNIX; VMS; Windows stand-alone,
LAN, or client-server WAN). By providing an upgrade path for users of character-based systems
who may wish to move into a Windows envirorunent, ClassTM can migrate with your agency as
changes are made to Information System strategies.
High value, low risk and satisfied customers are Escom's trademarks. In over twenty years of
business in the industry, not one customer has moved from C/ass™ to any of our competitors.
Many, on the other hand, have turned from our competitors to Escom and Class™ to regain the
benefits that a comprehensive, easy to use and robust application can provide.
.
Satisfaction Guarantee
Escom is willing to stand behind its reputation and its Class™ product. If, after all reasonable
efforts have been made, Class ™ does not meet the needs of your organization, Escom Software
Services will refund the invoice cost of the software. This guarantee should be demanded of all
bidders on this project.
Mission Statement
The Class™ division's mission, is to provide leadership and advanced technology solutions for
Program and Facility Management professionals, enabling our clients to deliver the best, most
innovative and most effective programs and customer services.
.
Escom Software Services Ltd.
Page 2
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. Qualifications & Technology Advantage
Escom has been serving the needs of the Program and Facility Management industry since 1984
and has developed a leadership role in providing automated solutions to Parks and Recreation,
Education and Fitness Facilities.
.
C/ass™ holds a significant technology advantage in the Program Registration and Facility
Booking industry.
. Class™ for Windows is the only Program Registration and Facility Booking software that
runs on a Windows NT network supportting a Microsoft SQL Server database.
. Class™ is the only product on the market that supports true client-server applications and
real-time wide-area-networks (WAN).
. Escom's programming is done in-house. Because we write and support our own code, we
can offer quick modifications and detailed support on how our product works and can best
meet your needs.
. Class™ meets all published Microsoft Windows Standards and is a Microsoft Solution
Provider. The Class™ software can work with all of your major software packages. Cut and
Paste text from our records directly to your word-processor, spreadsheet or desktop publisher
_ without learning any new keys, codes or commands. Because we look and run just like
other Microsoft software, you willleam to use Class ™ faster than any of our competitors.
. Escom works to published Open Database Connectivity Standards (ODBC). It means that
Class can probably work on the database you choose. Because you can choose the database
that will best suit your needs, your system will be faster and more efficient. With Class™ you
choose the best database for your particular needs, you do not tether your needs to a
mandatory or proprietary database with hard limitations.
. Individual Class ™ Modules are not stripped-down skeletons. Each Module - Program
Registration, Facility Booking, Point-of-Sale, Information Management, Financial
Management, etc. - is a full, robust and well-planned Module designed to meet your needs
today and in the future as your organization grows and changes.
The Escom technological advantage creates a product that is:
. easy to use
. flexible & easy to customize
. efficient
. upgradable and able to grow with your organizations needs
. operating system, database & hardware independent
. capable of advanced queries & reports
. compatible with industry standard applications
. a quality, scaleable multi-user application (from a single user to over 100 terminals)
Product & Services
.
Escom has years of experience with UNIX, VMS and Windows operating systems running at live
customer sites. Versions of C/ass™ can be acquired now for anyone of these envirorunents
depending on customer preference.
Escom has built its business on customer service. The genesis and raison d'etre of ClassTM was to
dramatically improve agencies' ability to serve the public. Class™ was originally !o provide a
one-stop-shop approach through an extensive multi-user system of tightly integrated modules. A
customer can now visit or phone any recreation center and gain access to programs, facilities,
memberships and other services. A centralized phone system, somewhat like an airline reservation
agency, queues calls and provides a touch-tone information directory and processes credit card
payments.
Escom Software Services Ltd.
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Class™ maintains a complete customer history of participation and purchases. It relies upon a
subsidiary General Ledger (GL) that provides a comprehensive revenue, accounts receivable and
refund processing system. The system has been designed to be extremely user friendly. Classnl
has been described as "Easier to follow", "Cleaner, simpler screens" and "Less confusing than
other packages." Class™ has been heralded by the industry; "I've died and gone to heaven",
"I've gone from kindergarten to university in three hours" and "Why look at anything else."
However, most illuminating have been the comments from program supervisors and coordinators,
who have said "It's like completing a multiple choice exam."
Related Products and Future Development
The introduction of Class™ for Windows five years ago supplemented the choices available to
Escom's customers. The product is now available for two general operating environments -
Windows (graphical) and Open Systems (character-based terminals).
ClassTM for Windows is available for Microsoft Windows 3.1 (or greater). Class™ for Open
Systems is available for UNIX, and VMS (DEe). Both versions are multi-user and compatible
with most industry standard LANs and W ANs.
The following table outlines the modules currently available for the two versions, as well as our
general development schedule.
Module
Program Registration
Facility Booking
Point of Sale
Membership Services
Information Management
Financial Management
League Scheduling
Interactive Voice Response (IVR)
Business Intelli ence
o en S stems
v"
../
v"
../
v"
../
../
v"
S rin 1997
Windows
../
./
../
Fall 1996
../
../
TBA
Early 1997
S rin 1997
Escom is dedicated to maintaining their position as a market leader. Together wiih our technology
partners, Parks and Recreation professionals, consultants, educators and academics, Escom charts
a clear vision for Class™. That vision, combined with our technical expertise will continue to
separate Class™ from the rest of the marketplace and help us keep up to the industry trends that
affect you and your organization.
The Windows Advantage
Escom has made a significant investment in re-designing a proven character-based product for
Windows. C/ass™ for Windows offers the Program and Facility Management industry a
standards-compliant application that would be expected from a premier software manufacturer.
C/ass™ for Windows incorporates the latest software and hardware innovations for a product that
is rich with features and easy to use.
The Microsoft development tools (Visual Basic and Visual C++) deliver:
. four to six times improvement in productivity
. complete Windows integration
. published Microsoft CUA standards compliance
. comprehensive end user development tools for queries, charting, etc.
The Windows product supports true client-server database engines such as Microsoft SQL Server,
Oracle, Informix and Sybase. The Class™ software has been designed to be database engine
independent.
Escom Software Services Ltd.
Page 12
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Class™ for Windows has rapidly gained widespread recognition as the industry leader throughout
North America, since its announcement in July 1992, The reason to move to Windows is clear:
. DOS application sales will drop by 73% between 1994-1998
. Windows application sales will increase by 535% between 1994-1998
. Windows application sales surpassed DOS application sales in 1993
. System maintenance for non-Windows applications will continually increase In cost,
according to a study by the independent Gartner Group
. pressure on file server technology (file storage) increases as down-sizing trends continue
and agencies move to wide area networks (WAN) requiring client server technology to
meet the conununications limitations and performance expectations
Escom is pleased to offer our customers the opportunity to take advantage of these standards,
Potential customers are able to choose between the two Class™ versions, and be secure in the
knowledge that their investment in technology will not be obsolete before it is installed, If a
customer chooses to install the character based Class™ for Open Systems, Escom has seen to it
that there is a clearly defined upgrade path that fully protects the initial investment in Class™
software.
Our conunitment to customer satisfaction is evidenced in our install references, We stand behind
our products, provide a product guarantee to match and rely heavily upon 100% customer
satisfaction. Escom looks forward to working closely with your organization on this exciting
project.
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Escom Software Services Ltd.
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Pricing Information
Pricing Strategy
The following pricing information is for the Class™ software and training only (all
documentation is included).
A more formal quotation will be provided upon further consultation with City. Escom has set up
pricing for the ClassTM system according to a concurrent user model. This allows the City to
purchase only those modules needed and in a quantity sufficient to satisfy the heavy use periods.
The savings to the City using this method can be immense.
The Escom pricing model ignores the location of users on the network, and merely counts the
number of concurrent users at anyone time. This model, combined with the scalability of Class™,
will allow the City to start conservatively and grow if necessary.
Escom Software Services Ltd.
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Class ™ for Windows (MS Access)
25th Anniversary Special Single User and LAN Bundle Pricing
Prepared: 9/5/96
OUBLlN.XLS
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Agency:
Dublin (City of) Parks and Recreatio Contact:
Steve
Honse
Address: 100 Civic Plaza
Prov/State: CA
PostallZip Code:
94568
City:
Dublin
Phone Number: 510-833-6650
Class Software Modules I Single LAN I
User Pak
Program Registration $4.250 $7,500 (5 users) y 7.500
~:
i) Information Management
- labels. mail merge, publishing
ii) On-site Consulting, Training & Installation
- 3 consecutive days on-site
- including travel expenses to your site
iii) Software Support ' .
I
- 1-800 telephone, modem, release/updates i."
- one year period included I
Additional Modules: I,
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Facility Booking $4,250 $7.500 (5 users) ":.
"I-
- 3 days on-site consulting, expenses incl. 1\
"
. Point of Sale/Inventory $5,250 $7,500 (2 users) 1:'1:
Iii
. 2 to 3 days on-site consulting, expenses incl. If)r.-
, ,.
- cash drawer, keyboard & printer included :'jl.
:;1.
Membership Services (Fall '96) $3,750 $7.750 (5 users) "1-
- 2 days on.site consulting, expenses included i,::
- bar-code scanning devices included . i.
Financial Management (per interface) $3.750 $3,750
- host GlL, payables & credit card interface '.- ' '.
I:
- electronic fund transfer
- 1 dayan-site consulting, expenses included
League Scheduling $4.500 $6.500 (3 users)
- up to 3 days on-site consulting, expenses incl.
Business Intelligence/Graphical Reporting $6,250 $8,500 (2 users)
- up to 3 days on-site consulting, expenses inc/.
Touch Tone I Tele-registration $7,900 $7,900 (4 lines)
- up to 2 days on-site consulting, expenses inc/.
- 4 line voice board included
Run-time Version of Database Engine:
- Microsoft Access - no cost nlc nlc
Total Costs ~ II ~ $7.500 II
Please Note:
1
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4
5
6
7
8
Class software includes Iicense(s) and documentation.
Sales Taxes. where applicable. are not included.
Hardware, operating system, and site preparation are not included unless otherwise noted.
Prices are subject to change without notice.
Annual software maintenance (Class & database) is 20% (given full accreditation discounts) of then current list price (min. $1500/yr).
Additional consulting/training/installation fees are $750/day exclusive of expenses.
A modem (28.8 kbps), comm. sJw. dedicated phone line and internet access (recommended) are required for support.
Module availability varies dependent upon operating platform.
/0
Class.
Escom's disciplined. yet
flexible implementation
process.
Scope Fit Analysis
Exceptional Customer
Support .
System Implementation and Training
To get Class up and running quickly and
efficiently, a Jannal, but flexible implemen-
tation plan is needed.
To ensure that Class immediately deliv-
ers a supelior level oj customer service, both
on-site installation and on-site user and man-
agement training are supplied by Escom's
experienced, proJessional consultants.
Implementation Methodology
Escom has the experience to install, train,
test and run your Class system. Our staff
has the proven skills to smoothly imple-
ment large and small, turn-key automa-
tion systems in politically sensitive envi-
ronments. (We understand that long
delays and revisions can have serious
repercussions ).
In concert with SFG Technologies Ine. -
. developers of the widely-used Solutions Jar
Governmen(TM suite of integrated financial
software - Escom has developed a highly-
disciplined, yet flexible implementation
process based on a total team approach.
This approach is extremely effective when-
ever guaranteed success is a must
Implementation
Follow-up
Acceptance
Escom's implementation methodology
pays direct attention to project management,
defined roles and responsibilities, and
achievement of project milestones.
On-Site System Installation
Escom will customize the Class installa-
tion process to meet your specific needs.
Your schedule, staff and situation will
4
decide the speed and extent of the change-
over to Class. Escom will work with you
and your staff to prepare a time-line for
implementation, including any customiza-
tion and modification of the Class system.
Escom will be an active partner in testing,
training, and dry-runs, and will supply the
industry's best and most comprehensive
user manuals.
On-Site Training
Class supplies the industry standard in
on-site, classroom-style training.
Depending on the size of the installa-
tion and the number of Escom staff
involved our professional, experienced
consultants will travel to your site for thre
(3) to five (5) training days per Module.
Escom recommends that the customer
provide one workstation for every two sta~
members being trained. It is strongly rec- ..,
ommended that each of your staff have a
basic knowledge of computers prior to the
Class training sessions. Escom can supply
additional training days for such general
.systems training.
Customer Support
The Class Software Maintenance Services
Agreement is the best in the business. Longer
service hours, highly trained consultants and
unlimited 1-800 access make Escom the
industry leader in software support
The Class service contract includes:
unlimited toll-free (1-800) calls from
6:00 am - 5:30 pm (PST), Monday to
Friday, except holidays;
free modem support;
on-line problem diagnostics service;
Intemercaccessible electronic forum;
annual software upgrades; and,
User Group publications &;[ conferences
Documentation
Class is designed to help organizations .
reach their potential. Our software is the
easiest to use and easiest to learn package
on the market today and that philosphy
extends to all product support materials.
ere's Nothing Better
an Class.
Pro~am & Facility Management Solutions for
Wmdows™ and Open Systems Platforms
Class is an integrated suite of {ull-feature
software designed in partnersh.ip with
program & Facility Management
pro}essionals to meet and exceed their needs.
Developed By People Who Know
Your Business
dass Solutions are desig!1ed by people who
have rrained and worked in leisure, recre-
ation, health and fimess, or arts and culture.
But we don't depend solely on our staffs
direct experience in these disciplines and
within the community-based, customer
service-driven agencies who deliver these
~ to the public. Class products are
~ively field tested and fine tuned by
our technology parmers ... some of North
AmeJ1ca's most innovative Recreation and
Parhs organizations.
Working with experts in education
management our design teams have
enhanced Class to provide effective soft-
ware solutions to the education market:
continuing education organizations,
school districts and boards, and corporate
and commercial training institutes.
The Recognized Market Leader
More than 200 separate agencies and over
4,000 individual licensees at 800 centers
have adopted the Class standard. Class has
become the program & facility manage-
ment solution of choice for municipal
recreation and parks departments, educa-
tional institutions, continuing education
programs, professional development
organizations, private health and fitness
complexes, and leisure and sport agencies
.ghout North America.
'hether a single location with one
stand-alone PC serving a population of
5,000... or a network application with o\'er
100 workstations distributed across 40
remote sites serving populations totalling
over half a million... Class is the answer.
A Real Multi-User System
Our software options are fully integrated,
and interconnected, and function as a true
multi-user solution. A front desk clerk can
register an individual customer or an orga-
nization for a program while, at the same
time, a booking clerk uses Class, to rent a
playing field to a soccer team and a depart-
ment programmer runs a report on regis-
tration statistics. The data Class maintains
is accessible to all those who need it,
whenever they need it.
Class is completely integated - informa-
tion entered into one module is accessible
from all other modules. Data is entered
into a central database so, whether your
customer is registering for a course or
booking a facility, all the relevant informa-
tion is immediately available, accurate and
up to date.
By supporting more than 100 users
working simultaneously at separate work-
stations distributed throughout a building
(LAN version), or at any number of remote
locations (WAN version), Class can
maintain and supply this information
across huge distances.
tlUsing Class, we were
able to integrate our entire
organization's information
requirements into one
central database."
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Class'
"Class provides the total
solution. "
Application Modules
Progr~m Registration .
Class is about infonnation and flexibiliLy-
organized, easy to access infonnation
creaLes the flexibility you need to deliver
exceptional customer service.
With the Class Program Registration
Module, your customers will avoid line-ups
and won't be rushing from facility to facility
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Selec:l a client /10m the CYIIenl eccoonl F1 ~ Help
"Processing a registration
can take as little as
20 seconds. "
T utori..J Oelabfie
to register in different classes. Because Gass
makes registration faster, more accurate
and more flexible, your staff and customers
can avoid "registration day" hassles.
Gass Program Registration gives staff at
allyour facilities fast and accurate account
information for each and every one of your
customers. It tracks credits and debits,
previous courses taken, and can even alert
your staff to a particular client's important
health condition. Put simply, Gass anns
your organization and staff with the infor-
matio~ ihey need to excel ~nd provide
excepoonal customer seIVlce.
The Gass information advantage
extends beyond customer service by main-
taining an unrivaled database of customer
information and financials. The same level
6
of detailed infonnation is available to
managers for accounting, trends analysis,
demographics, course evaluation, ,
planning and much more.
Program Registration is equipped with a
fully customizable report \\l1iter - you set
the parameters, you choose the infonnation
and you decide how it's presented.
The Program Registration Module is
the cornerstone of effective info1l11ation
management. With the cenu'alizcd Class
database, some of your organization's most
onerous tasks-tracking courses, organiz-
ing and maintaining waitlists, rolling
courses over from one session or season to
the next -become automatic
"Class eliminated
our double book~
and manual rec.
problems. "
"It's a major
improvement over
our old cash
register! "
.
i/
STANDARD CONTRACTUAL SERVICES AGREEMENT
. THIS AGREEMENT is made at Dublin, California, as of October l,
1996, by and between the CITY OF DUBLIN, a municipal corporation
( II CITY II ), and ESCOM SOF'IWARE SERVICES LTD., ( II CONTRACTOR II ), who agree
as follows:
"
1.
SERVICES.
Subject to the terms and conditions set forth in
this Agreement, CONTRACTOR shall provide to CITY the services described
in Exhibi t A.
CONTRACTOR shall provide said services at the time,
place and in the manner specified in Exhibit A.
2.
PAYMENT.
CITY shall pay CONTRACTOR for services rendered
pursuant to this Agreement at the time and in the manner set forth in
Exhibi t B.
The payments specified in Exhibit B shall be the only
.payments to be made to CONTRACTOR for services rendered pursuant to
this Agreement. CONTRACTOR shall submit all billings for said services
to CITY in the manner specified in Exhibit Bi or, if no manner be
specified in Exhibit B, then according to the usual and customary
procedures and practices which CONTRACTOR uses for billing clients
similar to CITY.
3. FACILITIES AND EOUIPMENT. Except as set forth in Exhibit C,
CONTRACTOR shall, at its sole cost and expense, furnish all facilities
and equipment which may be required for furnishing services pursuant to
this Agreement.
CITY shall furnish to CONTRACTOR only the facilities
and equipment listed in Exhibit C according to the terms and conditions
set forth in Exhibit C.
.
AGREEMENT
Page 1 of 2
10/1/96
E.x.HIBIT
2
1'/
4. GENERAL PROVISIONS. The general provisions set forth in Exhibit D
are part of this Agreement. In the event of any inconsistency between
said general provisions and any other terms or conditions of this .
Agreement, the other term or condition shall control insofar as it is
inconsistent with the general provisions.
5 .
EXHIBITS.
All exhibits referred to herein are attached
hereto and are by this reference incorporated herein.
6.
CONTRACT
ADMINISTRATION.
This
Agreement
shall
be
administered by Steve Honse ( "ADMINISTRATOR" ) .
All correspondence
shall be directed to or through the ADMINISTRATOR or his or her
designee.
7. NOTICES. Any written notice to CONTRACTOR shall be sent to:
ESCOM Software Services Ltd., Attn: Don Bowen
518-4211 Kingsway, Burnaby, BC V5H 1Z6
Any written notice to CITY shall be sent to:
.
City of Dublin, Attn: Steve Honse
100 Civic plaza, Dublin, CA 94568
Executed as of the day first above stated:
CITY OF DUBLIN
a municipal corporation
By
"CITY"
Attest:
City Clerk
By
"CONTRACTOR"
Approved as to form:
City Attorney
AGREEMENT
Page 2 of 2
10/1/96
.
)f'
EXHIBIT A
SCOPE OF SERVICES
~ CONTRACTOR shall provide an Automated Recreation Management System ARMS
which consists of five-user LAN package for the following Class
Modules:
1. Class Program Registration Module
2. Class Information Management Module
The ARMS software shall be capable of enabling CITY personnel to
perform Program Registration functions simultaneously at two physically
separated locations while utilizing a single database.
CITY shall provide all site preparation, which includes peripheral
cabling and power conditioning.
Prior to the installation of the software by CONTRACTOR, CITY shall
provide an ISDN line and all required communications equipment
necessary to establish a data line between the Shannon Center and the
Civic Center. It shall be the responsibility of CITY to install all
required communications equipment and to ensure that the ISDN line and
equipment is fully functional prior to the installation of the software
by CONTRACTOR.
CONTRACTOR shall provide and install all ARMS software on the ARMS
server and on three PCs located at CITY's Shannon Recreation Center and
two PCs located at CITY's Civic Center.
.. CITY
.. five
part
shall provide Microsoft SQL Sequel Server version 6.5 software and
(5) client licenses. Contractor shall install said software as
of the ARMS installation.
Following the installation of the ARMS software, CONTRACTOR. shall
utilize the CITY-provided ISDN line and communications equipment to
create a wide area network (WAN). The purpose of the WAN is to allow
the Shannon Center and the Civic Center to interactively utilize the
ARMS. The installation shall not be considered complete until such
time as CITY is satisfied that the WAN is fully functional.
CITY shall install an approved and tested Microsoft E-mail product on
each computer at the Shannon Center. As part of the creation of the
WAN, CONTRACTOR shall provide services to enable the Shannon Center to
transmit and receive E-mail to the Civic Center.
In addition to the installation services described above, CONTRACTOR
shall provide three days of on-site training. All travel expenses
shall be the responsibility of CONTRACTOR.
CONTRACTOR shall provide toll-free telephone support, at no additional
cost, for a period of one year fOllowing the successful installation of
the ARMS.
CONTRACTOR shall provide, at no additional cost, all new releases or
~uPdates for the ARMS for a period of one year.
Exhibit A
Page 1 of 1
10/1/96
II.;
EXHIBIT B
PAYMENT SCHEDULE
CITY shall pay CONTRACTOR an amount not to exceed the total sum of .
Eight Thousand Eight Hundred and Seventy dollars ($8,870) for services
to be performed pursuant to this Agreement to be paid as follows:
. $1,000 is payable upon the signing of this agreement
. $3,000 is payable upon install
. $3,500 is payable upon completion of training
. $750 is payable upon satisfactory completion of work that
enables the Shannon Center to send and receive E-Mail to the
Civic Center
. City shall pay all applicable sales tax, in an amount not to
exceed $620, following the completion of all work.
CONTRACTOR shall submit an invoice to CITY following the
satisfactory completion of the both the installation of the ARMS and
the rendering of training services. Following the receipt of the
invoice, CITY shall pay the amount due in full within 45 days of
receipt of the invoice.
CITY shall make no payment for any extra, further or additional
service pursuant to this Agreement unless such extra service and the
price therefor is agreed to in writing executed by the City Manager or
other designated official of CITY authorized to obligate CITY thereto
prior to the time such extra service is rendered and in no event shall
such change order exceed twenty-five (25%) of the initial contract .
price.
The services to be provided under this Agreement may be terminated
without cause at any point in time in the sole and exclusive discretion
of CITY. In this event, CITY shall compensate the CONTRACTOR for all
outstanding costs incurred as of the date of written notice thereof and
shall terminate this Agreement. CONTRACTOR shall maintain adequate
logs and timesheets in order to verify costs incurred to date.
CONTRACTOR is not authorized to perform any services or incur any
costs whatsoever under the terms of this Agreement until receipt of a
fully executed Purchase Order from the Finance Department of the City
of Dublin.
.
Exhibit B
Page of 1
il
EXHIBIT C
.
CITY shall furnish physical facilities such as desks, filing
cabinets, and conference space, as may be reasonably necessary for
CONTRACTOR I S use while consulting with CITY employees and reviewing
records and the information in possession of CITY.
The location,
quantity, and time of furnishing said physical facilities shall be in
the sole discretion of CITY.
In no event shall CITY be obligated to
furnish any facility which may involve incurring any direct expense,
including, but not limiting the generality of this exclusion, long-
."
distance telephone or other communication charges, vehicles, and
reproduction facilities.
.
. Exhibi t C
Page 1 of 1
10/1/96
/2
EXHIBIT D
GENERAL PROVISIONS
1. INDEPENDENT CONTRACTOR. At all times during the term of this
Agreement, CONTRACTOR shall be an independent contractor and shall not
be an employee of CITY. CITY shall have the right to control
CONTRACTOR only insofar as the results of CONTRACTOR'S services
rendered pursuant to this Agreement; however, CITY shall not have the
right to control the means by which CONTRACTOR accomplishes services
rendered pursuant to this Agreement.
2. LICENSES: PERMITS: ETC. CONTRACTOR represents and warrants
to CITY that he has all licenses, permits, qualifications and approvals
of whatsoever nature which are legally required for CONTRACTOR to
practice his profession. CONTRACTOR represents and warrants to CITY
that CONTRACTOR shall, at his sole cost and expense, keep in effect at
all times during the term of this Agreement any licenses, permits, and
approvals which are legally required for CONTRACTOR to practice his
profession.
3. ~. CONTRACTOR shall devote such time to the performance
of services pursuant to this Agreement as may be reasonably necessary
for satisfactory performance of CONTRACTOR'S obligations pursuant to
this Agreement.
4. INSURANCE REOUIREMENTS. CONTRACTOR shall procure and
maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in
connection with the performance of the work hereunder by the
CONTRACTOR, his agents, representatives, employees or subcontractors.
The cost of such insurance shall be included in the CONTRACTOR'S bid.
(a) Minimum SCODe of Insurance. Coverage shall be at least as
broad as:
1. Insurance Services Office form number GL 0002 (Ed.l/73)
covering comprehensive General Liability and Insurance
Services Office form number GL 0404 covering Broad Form
Comprehensive General Liability; or Insurance Services
Office Commercial General Liability coverage
("occurrence" form CG 0001.)
Insurance Services Office form number CA 0001 (Ed. 1/78)
covering Automobile Liability, code 1 "any auto" and
endorsement CA 0025.
Workers' Compensation Insurance as required by the Labor
Code of the State of California and Employers Liability
Insurance.
(b) Minimum Limits of Insurance.
limits no less than:
1. General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property
damage. If commercial General Liability Insurance or other
form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be
twice the required occurrence limit.
Automobile Liability: $1,000,000 combined single limit per
accident for bodily injury and property damage.
Workers' Compensation and Employers Liability: Workers'
2.
3.
CONTRACTOR
shall
maintain
2.
3.
Exhibit D
Page 1 of 4
10/1/96
.
.
.
!~
.
.
.
Compensation limits as required by the Labor Code of the
State of California and Employers Liability limits of
$1,000,000 per accident.
(c) Deductibles and Self-Insured Retentions. Any deductibles or
self-insured retentions must be declared to and approved by
the CITY. At the option of the CITY, either the insurer
shall reduce or eliminate such deductibles or self-insured
retentions as respects the CITY, its officers, officials and
employees; or the CONTRACTOR shall procure a bond
guaranteeing payment of losses and related investigations,
claim administration and defense expenses.
(d) Other Insurance Provisions. The policies are to contain, or
be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages.
a. The CITY, its officers, officials, employees and
volunteers are to be covered as insureds as
respects: liability arising out of activities
performed by or on behalf of the CONTRACTOR;
products and completed operations of the
CONTRACTOR, premises owned, occupied or used by the
CONTRACTOR, or automobiles owned, leased, hired or
borrowed by the CONTRACTOR. The coverage shall
contain no special limitations on the scope of the
protection afforded to the CITY, its officers,
officials, employees or volunteers.
b. The CONTRACTOR'S insurance coverage shall be
primary insurance as respects the CITY, its
officers, officials, employees and volunteers. Any
insurance or self-insurance maintained by the CITY,
its officers,
officials, employees or volunteers shall be excess
of the CONTRACTOR'S insurance and shall not
contribute with it.
c. Any failure to comply with reporting provisions of
the policies shall not affect coverage provided to
the CITY, its officers, officials, employees or
volunteers.
d. The CONTRACTOR'S insurance shall apply separately
to each insured against whom claim is made or suit
is brought, except with respect to the limits of
the insurer's liability.
2. Workers' Compensation and Employers Liability Coverage.
The insurer shall agree to waive all rights of
subrogation against the CITY, its officers, officials,
employees and volunteers for losses arising from work
performed by the CONTRACTOR for the CITY.
3. Professional Liability.
CONTRACTOR shall carry professional liability insurance
in an amount deemed by the CITY to adequately protect
the CONTRACTOR against liability caused by negligent
acts, errors or omissions on the part of the CONTRACTOR
in the course of performance of the services specified
in this Agreement.
4. All Coverages.
Each insurance policy required by this clause shall be
endorsed to state that coverage shall not be suspended,
Exhibit D
Page 2 of 4
10/1/96
?"
voided, canceled by either party, reduced in coverage or
in limits except after thirty (30) days' prior written
notice by certified mail, return receipt requested, has
been given to the CITY.
(e) Acceptabilitv of Insurers. Insurance is to be placed with
insurers with a Bests' rating of no less than A:VII.
(f) Verification of Coveraae. CONTRACTOR shall furnish CITY with
certificates of insurance and with original endorsements
effecting coverage required by this clause. The certificates
and endorsements for each insurance policy are to be signed
by a person authorized by that insurer to bind coverage on
its behalf. The certificates and endorsements are to be
received and approved by the CITY before work commences. The
CITY reserves the right to require complete, certified copies
of all required insurance policies, at any time.
(g) Subcontractors. CONTRACTOR shall include all subcontractors
as insureds under its policies or shall furnish separate
certificates and endorsements for each subcontractor. All
coverages for subcontractors shall be subject to all of the
requirements stated herein.
(h) The Risk Manager of CITY may approve a variation in those
insurance requirements upon a determination that the
coverages, scope, limits and forms of such insurance are
either not commercially available or that the CITY's
interests are otherwise fully protected.
5 . CONTRACTOR NO AGENT. Except as CITY may spec i fy in wri t ing ,
CONTRACTOR shall have no authority, express or implied, to act on
behalf of CITY in any capacity whatsoever as an agent. CONTRACTOR
shall have no authority, express or implied, pursuant to this
Agreement to bind CITY to any obligation whatsoever.
6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any
right or Obligation pursuant to this Agreement. Any attempted or
purported assignment of any right or obligation pursuant to this
Agreement shall be void and of no effect.
7. PERSONNEL. CONTRACTOR shall assign only competent personnel to
perform services pursuant to this Agreement. In the event that
CITY, in its sole discretion, at any time. during the term of this
Agreement, desires the removal of any such persons, CONTRACTOR
shall, immediately upon receiving notice from CITY of such desire
of CITY, cause the removal of such person or persons.
8. STANDARD OF PERFORMANCE. CONTRACTOR shall perform all services
required pursuant to this Agreement in the manner and according to
the standards observed by a competent practitioner of the
prOfession in which CONTRACTOR is engaged in the geographical area
in which CONTRACTOR practices his prOfession. All instruments of
service of whatsoever nature which CONTRACTOR delivers to CITY
pursuant to this Agreement shall be prepared in a substantial,
first class and workmanlike manner and conform to the standards of
quality normally observed by a person practicing in Contractor's
profession.
9. HOLD HARMLESS AND RESPONSIBILITy'OF CONTRACTORS. CONTRACTOR shall
take all responsibility for the work, shall bear all losses and
damages directly or indirectly resulting to him, to any
subcontractor, to the CITY, to CITY officers and employees, or to
parties designated by the CITY, on account of the performance or
character of the work,
Exhibit D
Page 3 of 4
10/1/96
.
.
.
.
.
.
10.
11.
unforeseen difficulties, accidents t occurrences or other causes
predicated on active or passive negligence of the CONTRACTOR or
any subcontractor. CONTRACTOR shall indemnify t defend and hold
harmless the CITY t its officers t officials, directors, employees
and agents from and against any or all loss, liability, expense,
claim, costs (including costs of defense), suits, and damages of
every kind, nature and description directly or indirectly arising
from the performance of the work. This paragraph shall not be
construed to exempt the CITY, its employees and officers from its
own fraud, willful injury or violation of law whether willful or
negligent. For purposes of Section 2782 of the civil Code the
parties hereto recognize and agree that this agreement is not a
construction contract. By execution of this agreement CONTRACTOR
acknowledges and agrees that he has read and understands the
provisions hereof and that this paragraph is a material element of
consideration.
Approval of the insurance contracts does not relieve the
CONTRACTOR or subcontractors from liability under this paragraph.
GOVERNMENTAL REGULATIONS. To the extent that this Agreement may
be funded by fiscal assistance from another governmental entity,
CONTRACTOR shall comply with all applicable rules and regulations
to which CITY is bound by the terms of such fiscal assistance
program.
DOCUMENTS. All reports, data, maps, models, charts, studies,
surveys, photographs, memoranda or other written documents or
materials prepared by CONTRACTOR pursuant to this Agreement shall
become the property of CITY upon completion of the work to be
performed hereunder or upon termination of the Agreement.
Exhibit D
Page 4 of 4
10/1/96
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