HomeMy WebLinkAbout8.3 Award Purchase for Financial Management SystemCITY CLERK
File # ����-a�Q
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: (November 17, 1998)
SUBJECT:
EXHIBITS ATTACHED:
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)
1. Financial Comparison of Proposals Received
2. Resolution Approving Contract for Purchase of Financial
Management System
RECOMMENDATION: -Adopt 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 $3,9571ess 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 Apri121, 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.
COPIES TO: Jan Mever. BRC
ITEM NO.
G: Datap/ AG Final Award BRC ACCTING SYSTEM.doc
Financial Comparison of Soft. a Costs
Detailed in Exhibit 1 is a comparison of the project costs, as provided in the six vendor proposals received
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 of 20,000 — 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 programming 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 $89,1149 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 o£ 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.
On -going Support Issues
Given the limited size of the City staff the 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
PC based software. Although in some respects the AS 400 will be connected to the network in the same
manner 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 of Scotts 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.) 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.
b.) More comprehensive reports are available for Capital Improvement Projects and developer deposit
accounts which can span over multiple fiscal years.
c.) 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.
e.) 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.
f.) Predesigned reports are i� 'uded on the new system which would' !e previously required custom
programming. BRC wlii 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 Paymate 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 Agreement
Attached to the Resolution is 'a 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 timeline 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.
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RESOLUTION NO. - 98
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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:
Mayor
ATTEST:
City Clerk
KZ/G/cc-mtgs/I 1-17-98/resoacctg
EXHIBIT 2
06
RESOLUTION EXHIBIT A
I: • •3004
10411603M
THIS AGREEMENT dated for convenience as November 17, 1998 is made between BUSINESS RECORDS
CORPORATION, a Texas corporation, referred to hereafter as "BRC", and the City of Dublin, a California
Municipal 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;
Z. 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 aprogram /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.
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 apre-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 the 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. /`
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
for use by the CLIENT on a, single central computer processing unit (AS 400) and is not to be duplicated
other 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 connected 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 of 90 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.
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;
4. Providing qualified and properly trained computer operators,
5. Providing all forms and supplies necessary for the system.
6. Providing all necessary data preparation and entry.
K. PROPRIETARY 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, technical 5
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 of BRC'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.
l . 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
in
conspicuous;
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;
5. 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 of BRC; 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
unreasonably withhold such consent. BRC may assign its rights only with the written consent of CLIENT.,
RESOLUTION EXHIBIT A
P. TERMINATION. Either parry may terminate this agreement for the failure of the other party to
comply with a major provision or condition set forth herein by giving thirty (30) days written notice of a
desire to terminate, and the specific grounds, to the other parry.
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
timesheets 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 1/2) 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 of the 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 Machines) /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.
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.
l . 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 parry defaults in any part of this agreement, the prevailing parry 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 BRC: Business Records Corporation
100 CIVIC PLAZA 2025 West March Lane #5
POST OFFICE BOX 2340 Stockton, CA 95207
DUBLIN, CA 94568
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"
APPROVED AS TO FORM:
Elizabeth Silver, City Attorney
G:DATAPBRC AREEMENT
Richard C. Ambrose, City Manager
DATE:
est:
Att
Kay Keck, City Clerk
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
$6,702.00
$552.92
$7,254.92 per yr
$5,500.00
$3,500600
Paymate (AS /400 License) $1,950.00
Sub -Total $105950.00
Sales Tax $903.38
MENNEEN
SUB -TOTAL BRC APPLICATIONS $119853.38
(C) CENTRAL PROCESSOR —
PRIMARY AS 400 Mini Computer Hardware /Configuration
Includes: 10/100 Ethernet Connection; 256 MB Memory;
20.95 GB Hard Disk
1 4GB IN Tape Cartridge; CD ROM
1 33.6Kbps Modem
IBM Operating Software
BasePak-UnlLill ited 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)
Pricing
Inclusive
$32,203.00
$2,656.75
$34,859.75
(D) ANNUAL HARDWARE MAINTENANCE (AS 400)
1 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) $39108.00
EXHIBIT A PAGE 2 of 2
(E) PERIPHERAL EQUIPMENT / SOFTWARE
10 User PC Graphical User Interface Software License $39500.00
10 Concurrent Users Seagull GUI/400
1 Decision Data LM488C with 14 VGA Color $795.00
Monitor - (Serve As AS400 Console)
4 Indiana Brand Cash Drawers $19180.00
4 Cash Receipt Printers (Ithaca Mode153-Turbo) $3,800.00
4 Dell 6333 (333mhz) PC Base withoutMonitor $4,120.00
(To connect to cash drawer / receipt printers)
1 HP Laserjet 8000N (24 ppm) Including Network Card $3,399.00
1 HP Laserjet 4000N (17 ppm) Including Network Card $1,799.00
SUB -TOTAL Peripheral Hardware / Software $18,593.00
SALES TAX $1,533.92
TOTAL Peripheral Hardware / Software $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 of TIP 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 determined by CLIENT, to allow CLIENT to begin input of data into the system.
iii. CLIENT shall pay the final 10 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. � � �
EXHIBIT B
CITY OF DUBLIN / BRC AGREEMENT
TRAINING / 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)
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
�B) CONSULTING SERVICES/SYSTEM PLANNING
Implementation Planning;
Analysis of Procedures; Identify
Best Use of New Features
�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.)
Payroll
Cash Receipts
Location
Dublin
Dublin
BRC*
BRC*
BRC*
# Of Days
3
2
2
$ 5,000.00
$ 2,000.00
$ 1,000.00
$ 1,240.00
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.
(D) ADDITIONAL CONSULTING AND/OR TRAINING
Location # of Days
(1) Six Month re -visit Designer Reports Dublin 1 $ 19000.00
Assistance preparing customized reports
(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 $ 19000.00
(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.
In the event that only a portion of the identified task is provided then a pro -rats share of the total cost shall be billed.
CLIENT shall remit payment within 30 days of receipt of billing.
EXIHIBIT C
REQUESTED PRODUCT FEATURE LIST
FOR A NEW FINANCIAL MANAGEMENT SYSTEM
DATED JULY 9, 1998
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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
November 18"' —December 31,1998
January 1,1999 —January 15,1999
January 15,1999 —February 15,1999
Not Later than June 30,1999
At Time of Release of New Payroll Version
(Not Later than June 3091999)
Not Later Than July 1,1999
To Be Scheduled
TASK
• City Council Awards Agreement
• Initiation of Hardware Order and Preliminary
Assessment with Financial Staff
• 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)
• 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.
• BRC shall provide upgrade to Payroll Software,
which will be a Year 2000 fully compliant
version of the software.
• BRC shall provide supplemental Payroll
Training.
• BRC shall provide City with options Mach]
retrieval of old system data following 12/31/99.
Implementation of solution selected shall occur
prior to 12/31/99.
• 6 month and 12 month Revisits To Assist Staff
• Training /Consulting to prepare reports
linking As 400 Budget/Actual Data to Excel
Spreadsheets.
r
Sent by:JAN MEYER i BRC
dct-29-98 04:07Pro
from 2094749170�>510 833 6651
aa9e 4
ity 01 JAW1111
(rtPie II]0ntafi101i
BRC will, perforrn a preliminary asseSsmen]t/consultation day with finat,.eial stair.
BBC Hardware Installation is describedon the attached Installation and Trainiztg
prospectus. Due to the additional PC configurations and cotmectivity this installation
will be a little longer than standard.
A.pplication;.y;
All applications will ee greml}' increased speed itt processing on the AS/4t)t) R1SC
processor.
BR.0 wi1.l, process all clattn LV enable. it fair the RISC processor to be installed. 'Phis will ht
coordiiiat.ed with staff to occur right. before the actual installation of the 11e\v equipiiient.
Pa}'hate: The AS140� :Library swill bE iristallecl and fixnction primarily as it d.id oti
the S/3C_ ,ill clients will receive the Y2K l .ibrai'y iil the 2"' Quarter of 1999 with
automated conversion to move data from the Present Paymate to YZK Native
TAbrary. BR.0 will conduct cluster meetingS with several clients at each meepting
for overview and training on the additional. functionality that will be available in
the Y2K Version of Paymate.
Cash Receiptizng: Tnstl�ll.ation and trainils�, �vill be coordinated to go with. flee
installation oftho A,S/400. The number of sites 1111tially hlStallecl 1S to be
deteimnined by the City. BRC can provide an additional. training Session at a later
date for addition receipt statioris brought on later.
Training will be schedttled to coincide with. the installation of the AS/400.
Probably January for training on UY6, Lut tll1S will bt worked out with the City of
Dublin staff.:Daring the training sessions BRC wil l work with staff to set tip
Chat of Accounts and wort%. through various daily Funotions of. the General
Ledger and Accounts Payable. BRC will design the four (4) requested reports
that, are directly related to reports that the City used iii the old �tnaIlCia1 system.
�I2.0 will also provide additional templates for Designer Reports that can be
utilized by the City.
E3RC will also provide a supl?ort stafff
to go live,
BRC.� will provide, a
Prixiting ptxt'poses.
171ember to be present nit tlae City on the day chosen
staff that `will o1�,y use the system for Inquiry and
aced with City.
Sent bm� O JAN MEYER. BRC
Oct-29-98 04:07pm
from 2094749170j510 833 6651
pose 5
Wdi.tional Support and/or'reclu�ical sessictin (11 ..s wi11 be set tVith the rinc1lx:e
Department to r set the needs for the City.
MA�'SII. his applicat:ioD. is not and will not by T. Z con pliant. 7 he T.ibraty and Files
Will be moved over to the Ati/400 to alWw the City contimied use until moving to the
Y2K Compliant 6FS Financial Applic�atiorn. 1t�9APSii will renitain for. Inquiry and
Printing purposcs only*. 11'bA5 will worlk as is until Dece.rzzber 31, 19994, , .. treVie- is
be;ing doric to provide a n-aEans for tid.dif..imial look up beyond the Nr2K arrival,
CEMENTATION � � =�
Sent b*d : AN MEYER 8RC
Oct-25-98 04:07prn
fror� 20947491703510 833 6651
Page 6/15
BKC INSTALLOR IUN
AS/404 Insfiallation /Training
Based +�n nc� previous AS1��0 experience
• Security - Implementation of Level 30 security plus manipulation based on onsite
review with client during in$tall.
+ Command usage NATIVE and SYS36 Environment.
• c::,amrTtand changes adppted in pr3ckages which have changed from itte old S/36 and
their affects during processing.
• Magnetic Media usage, (Tape Cartridges and use of same).
+ Structure definition based on the new RISC architecture i.e. (where,
Techniques on building AS/400 OUTO's, JOBQ's etc.,.,
Techniques on machine control,
+ JOB control
+ DASp
+ SYSTEM Values
• MESF3AOING
« PRINT Function
+ MACHINE Resource
+ SAVO R 'P;=<; 0RF
+ Full
+ Modem Usagrw
of required soil
+ Review of netvi
+ Client Access'<
• client Access
Setup and ins
+ Instruction on
• User profile D
• 00 days free
EXHIBIT I
Space COt1#rpl and Usage
Control and Review
E�oth Machine and User created
Control and usage -
Memory usage, etc....
Daily usage and Software Upgrade
9 Disaster Recovery Techniques
1ogon to the machine in case of emergency. Set up
Ctiton on use and initiation.
ss to the AS/400 (if exists).
3 for file migratipn, (i.e. Federdl, State nledla).
lent Accesse
new equipment if required,
e questions and decisions.
VIPLEMENTATION
RESOLUTION NO. 157 - 98
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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 Aprii 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: Councilmembers Barnes, Burton, Howard, Lockhart, &Mayor Houston
,**TOES
NNone
ABSENT: None
ABSTAIN: None
Mayor
K2/G/cc-mtgs/11-17-98/resoacctg