HomeMy WebLinkAbout22 S.W. APPL. VENDOR 04-06-98DATE:
April 1, 1998
NO. 22
4-6-98
TO:
FROM:
SUBJECT:
Willia~n A. Huston, City Manager
Ronald A. Nault, Finance Director
SELECTION OF FINANCIAL SOFTWARE APPLICATION VENDOR
SUM/tARY:i Finance staff have"been reviewing nine proposals .to
prOVide i~eW: finahc~al ":software-~.ito the. City';: :' We!:.. have had
~e~eral' in-house .'Sem&n~ratio~S ':tha~?"~-i'Wer~ii?~iatt~hded by
representatives from variou~ departments we have'called_on the
~efe~hces: 'provided . b~ the Vend0~s, ~d:' have a~tended
presentations at other locations. After.:considerable review
and fact finding, we have selected Bi-Tech s0ftware,' inc.. as.
the app!.icati0n of ~choice{ Iti.:i~' not the./.:'ie~st.: expensive, bun
their..~xp~rience' in::.ilca%'ifornia, their'.:.commitment:.to providing
th~ mo~t '~'~ to' dat'~:-:::, p~duct ,' ~d;: their;i::.i~:{'~to~.'i6f.:., c~ve~ti~g.
IhfoComp:Qustomers..were~'-all competl~ing re~sonS ~0 select them
as'our~.~isof~wareve~Or.
FISCAL IMPACT:
The total cost to implement new financial software is approximately
$575,000.
RECOM~4ENDATION:
Staff recommends the selection of the Bi-Tech Software, Inc. proposal
to provide financial applica.tions software and maintenance to the
City, including their recommendation of Data General Corporation to
supply the hardware platform for the Bi-Tech software.
The following actions should be taken:
1. Authorize the Finance ,Director to .sign the Software License and
Support Agreement with Bi-Tech Software, Inc. and appropriate
$150,000 from the Unappropriated Fund Balance of the General Fund
.to cover the first installment under the Bi-Tech proposed payment
schedule. Installments two and three will be included in the
1998-99 budget request.
2. Authorize the Finance Director to enter into a Purchase Agreement
with Data General Corporation to acquire the hardware platform for
the new software and appropriate $75,500 from the Unappropriated
Fund Balance of the General Fund.
3. Appropriate $22,000 from the Unappropriated Fund Balance of the
General Fund to provide services to suppoYt the software
conversion process. Additional conversion expenses will be
included in the 1998-99 request.
4. Appropriate $38,000 from the Unappropriated Fund Balance of the
Water Enterprise Fund for Utility Billing software, training and
maintenance. Additional costs for conversion expenses will be
addressed in the 1998-99 budget request. ..
5. Appropriate $2,500 from the Unappropriated Fund Balance to upgrade
the existing Vehicle Maintenance Software to operate in the new
Windows environment.
DISCUSSION:
The City Council authorized staff to begin the process of developing
a City-wide computer network system and replacing outdated financial
software systems in early 1997. AEF Systems Consulting, Inc. was
selected as a Consultant .to prepare a needs assessment, design the
network system and prepare Requests for Proposal~ for the network
project and financial applications.
In November of 1997 we completed the sel'ection of the hardware and
software vendors for the network buildout, and we are currently
nearing the completion of that phase of the project. We are ready to
make a software provider recommendation and proceed with the next
phase of the system upgrade.
In April of 1997 we sent out approximately forty-two Requests for
Proposal to a very complete vendor list prepared by AEF Systems
Consulting, and our own list of names collected from advertising, our
vendor file, City staff contacts and recommendations gathered over
the last two years.
We received eight solid proposals that could provide all the systems
requested and one proposal for Utility Billing only. The attached
Application Proposal Cost Analysis was prepared by the City's
Consultant. It includes not only a cost comparison but also an
evaluation of the proposals for completeness. Our immediate concerns
were Year 2000 Compliance, total integration of all financial
transactions, ease of understanding and use, graphical user interface
(GUi) versus text, stability of the company, California presence, and
cost.
-2-
Our evaluation of the proposals did not focus exclusively on cost.
we did schedule the first demonstrations with the vendors submitting
the less expensive proposals, but it quickly became evident the lower
cost applications were not going to meet our needs. The proposals
ranged in cost from $224,775 to $548,413. The average cost was
$335,973. Bi-Tech has modified their original proposal twice since
last June. Just like our experience with the network workstation
purchases, the cost tended to go down over time. The price of the
proposal we are bringing to the City Council is $380,000.
Bi-Tech notified us of their price changes without solicitation,
while we were going through the evaluation process. No other vendor
notified us of changes in their pricing since their original
proposals.' I think it speaks well of Bi-Tech that they kept us
informed of cost factors that were to our benefit.
Cost becomes less of a factor when you consider the amortization of
the initial licensing fee over time. Our intent is to utilize this
new software for the next twenty years. That is the main reason we
carefully reviewed the history of each vendor. We were looking for
a good track record and a strong commitment to public sector
applications.
Converting financial sof~ware from one system to another is obviously
very expensive and also very time consuming, taking up to 24 months
or tonged. It is also very stressful on staff. At the same time the
conversion is moving ahead you must still maintain your daily
activity. That is the primary reason it is necessary for us'to hire
temporary support staff. We are a small department and we cannot do
both. The conversion process also impacts other departments.
Reports may not be timely, the audit process may be extended~ the
budget Process may be impaired, and the Finance department may be so
focused on the conversion that they cannot be as responsive to their
internal or external customers. For these reasons, the selection of
new financial software should not be determined so much by price but
by the potential for longevity. We are fully convinced that Bi-Tech
will be around well into the future and are committed to maintaining
their software at the current state of the art.
During the review process we asked members of the Computer Standards
Co~Hmittee to attend as many demonstrations as they cared to and'to
give us their impressions. The primary concern that most non-Finance
personnel expressed was the query and report writing capabilities of
each system. New software systems are real time - the information is
available to the user immediately. It does not take any additional
action by the Finance Department to "update" the General Ledger and
other expense or revenue reports. In order to take advantage of this
feature, the end users, Department Managers, etc., must have access
to the information and an easily understood method of report w~iting.
Every user will and should have the ability to write whatever report
they need to better manage their budgets.
-3-
Bi-Tech Software, Inc. was selected based on the following:
Strong 'Financial Position
Bi-Tech is a subsidiary of SunGard Company, a publicly traded
software company with 1996 gross receipts of $670,309,000 from
world-wide sales.
Strong Presence in California
Bi-Tech is located in Chico, California, and has been providing
software to municipalities since 1981. They currently have 83
California installations, with 33 in Southern California including
the Orange County Transportation Authority and the Cities of La
Habra, Mission Viejo and Westminster. The City of Irvine has
recently begun the conversion to Bi-Tech.
They are currently Year 2000 Compliant.
They are fully integrated and GUI. Ail the Bi-Tech screens look
exactly like the new Microsoft products that we are in the process
of installing. The transition from a Microsoft application to a
Bi-Tech application will appear seamless to the user.
· Their references are very positive.
They have converted several InfoComp Cities. Tustin is currently
running InfoComp financial software. This experience should help
expedite the conversion process.
Bi-Tech's market niche is only fund accounting. They have
developed this software along guidelines created by the American
Institute of Certified Public Accountants.
· They provide quarterly software updates.
· They have very positive feedback from their user group meetings.
· We received very positive input from the City employees who
attended the Bi-Tech demonstration.
The' total cost of the proposed package, including conversion, is
$575,000 broken down as follows:
Application License Fees
Training / Conversion Expense
Third Party Products
Miscellaneous Services
Hardware Costs
$ 133,000
86,000
25,000
38,000.
68,000
Technical and Programming
Support During Conversion
$ 350,000
195,000
Annual Maintenance Expense
30,000
$ 575,000
-4-
The recommended City Council action will allow us to begin the
initial planning phase of this major conversion. We are on a very
fast schedule in order to meet the 12-31-99 deadline that will
trigger the Y2K (Year 2000) issues. While the schedule is
aggressive, Bi-Tech and Finance staff feel that it is doable and are
committed to completing the conversion on time.
Finance Director
RAN:ts
Attachments
RANT:Vendor98.Apr
-5-
OF
FINANCE, HUMAN RESOURCES,
PAYROLl J, AND UTILITY BILIJING
APPLICATION PROJECT
REQUEST FOR PROPOSAL
April 16, '1997
City of Tustin
I. INTRODUCTION AND INSTRUCTIONS
A. OVERVIEW
1. BACKGROUND
The City of Tustin is located in central Orange County at the intersection of the 5 and 55
freeways. Tustin covers over 11 square miles and adjoins the Cities of Orange, Santa Aaa, and
Irvine. The City's Janum-y 1, 1996 population a~s 63,619. The City was founded in 1568 and
incorporated in 1927. It is governed by a City Council and City Manager. The City is
surrounded by mucli of Orange County's main industrial employment but is essentially a
residential cordty. The City has an annual budget (1996) of.$34,995,Tg8.
The City has a total of 245 employees and provides the following sen4ces to the community: · Public Safety (police)
· Co.mmunity Services
· Engineering Sen4ces
· Planning Sen4ces
· Public Works
· General AdrninisU'afive S~rvices
· Capital Improvements
The City contracts for Fire Protection from the Orange County Fire Authority. Refuse and
Animal Control are also contracted out
The City funds several capital projects including the Town Center and South central Project
areas, and low income housing of the Tustin Commun/ty Redevelopment Agency. In addition,
the City m~n~ges the City of Tustin Water Corporation (incorporated in March, 1980). There
are appro~4mately 13,500 metered accounts.
The Orange County Banla-uptcy of December, 1994 had an Impact on the City. However, the
City has received appro 'ximately 70% of funds held by the County as a result of the bankmptey.
The balance of withheld funds will be distributed over the next 20 years, if they become available
to the County., in accordance with the settlement agreement signed by the City.
2. ~ CITY'S COMPUTING RESOURCES:
The City of T ustin computing resources consist of two small Novell Netware networks (City
and Field Services with a mixture of networked and stand-alone PCs ranging from 286 to
Pentium systems) and the prima~ host (HP3000). Financial and utility applications reside on
~he I-1~3000 and ale accessed by both terrainals and personal computers ~mning terminal
emulation sofm~re.
The networks are not currently interconnected; remote sites are able to access the HP host via
dial-up phone lines. Ethernet IPX/SPX is the primary network protocol running on the networks.
There are two primary servers connected together on the same network segment. Host
connections are made through a separate cable run to the same set of wallplates in the City Hall
building. Remote access to the host is accomplished via dial-up to several modems connected to
the BP3000. Currently, each user that requires access to on-line services and the interact have a
dedicated dial-up phone line installed at their desk and a modem installed on each syste~
Additional details on the computing environment can be found in Section IlL
Request for Proposal Page I - 2
City of Tuslin
3. TIlE CITY'S VISION FOR THE FUTURE:
Working to accomplish the City's mission - to provide its residents with quality and timely
sen'ices to meet present and future needs in an environmentally and economically responsible
ways, the City is preparing to meet the new century with an expanded service level to its residents.
Critical to the success of thnt mission is the availability Io the City's employees at all work sites of
current and accurate business information.
Ox,er the past five years, the City's computer-bused tools have undergone rapid growth and change.
Planners, engineers, drafters, analysts, financial staff and operations field personnel increasingly
depend on microcomputers to help them perform general office functions and design tasks, to nm
business applications, analyze labor and cost information, develop budgets and more.
The City has recognized the need to consolidate business information now created and maintained
in multiple locations across the orga~iTation as well us upgrade aging applications and utilize new
technologies. In addition, the City seeks to improve user access to current business informafion~
It intends to accomplish these goals through the purchase of an integrated suite of applications
that will form the busis for the City's new business management information systems: · Financial
· Human Resources
· Payroll
· Utility Billing
To this end, the City hus undertaken to upgrade the core administrative bnsiness'systems and
hardware. The City is in the process of acquiring and installing appro 'ximately 90 Intel-based
desktop workstations for their ~aff They are also completing the build-out of their LAN to the
remote locations thus providing connectivity at all City business offices, recreation centers, and
maintenance facilities.
Microsoft Office Suite is the standard office support product including WORD, Excel, PowerPoint,
Mai[ and Access. Each workstation will be configured with a minimum of 16 MB RAM, multi-
media package, and 1.2GB internal hard drives. These workstations will mn Windows 95.
Respondents to this RFP must pfopose server/host hardware for their applications wkich musts be
compatible with these workstation configurations.
It is the City's desire to select and implement totally integrated systems providing a nser-friendly
interface to the user and maxSmizing the City's investment in technology to position the City for
the year 2000 and beyond. This Request for Proposal is the next step in the migration process.
4. OVERALL OBJECTIVES
The new Financial application must meet the following objectives:
· Provide accurate and up-to-date account information.
· Meet all Generally Accepted Accounting Principles (GAAP) requirements for
enterprise accounting, including interim and annual CAFR_
· Provide statutory and budgetary controls, and support auditing procedures.
· Improve user ease-of-use, allowing local entry of data and specification and
Production of ad-hoc reports.
· Allow for and control the appropriation of funds for operations and projects based
on City actions.
Request for Proposal Page I - 3
City ofTusfin
Be
· Support budget versus actual reporting, including encumbrance accounting.
· Support both modified cash and accrual basis accounting as determined by
management
· Provide on-line inquiry capabilities for timely retrieval of detailed (transaction) and
summary information and reduced paper flow within and among departments.
· .ability to prim information shown via on-line inquiry.
The new Human Resources/Payroll application must meet the following objectives:
· Provide accurate and up-to<late personnel information.
· Provide a single point of data entry for all payroll benefits/deductions which results
in the creation of payroll checks through fully-in~grated systems
· . Improve user ease-of-use, allowing local entry of data and specification and
production of ad-hoc ~'eports.
SCOPE OF RFP
The City of Tnstin (the City) is undertaking a major systems development project to upgrade its financial,
utility billing, human resources, and payroll information systems. Over the past few months, City staff
defined requirements for fully integrated information management systems which will integrate the core ·
business systems for Finance, and Payroll/Human Resources Systems. The major components of these
s-3,stems are:
General Ledger
Accounts ReceivableJPayable
· Contract Processing
· Budget
· FLxed Assets
· Human Resources
· Payroll
Position Control
· Benefits
· Utility Billing
In addition, the vender must include as part of their bid the specifications and cost of the host hardware for '
their applications as well as the cost and amount of implementation assistance recommended for the
products and training of City staffon these applications. The requirements incorporate the City's primary
information nee~ for the next several years. The City's desire is to purchase mainstream, packaged
integrated software which best fi,lfills its requirements.
This Request for Proposal (RFP) includes the list of the City's automation requirements. The list is set
forth in the follo~Sng sections of this document:
Section II - Vendor and Product Profile
Section III - Technical Requirements
S~---xion IV - Global System Requirements
Section V - Application Area Functional Requirements
This RFP requests proposals for packaged software, a host hardware platform, implementation, and
training.
Request for Proposal Page I - 4
CiD' of Tusfin
INSTRUCTIONS AND RFP RESPONSE SUBMITTAL PROCEDURES
1. OVERVIEW
This RFP document, including attachments, contains all necessary instructions that each vendor
respondent should follow with cam. The vendor respondent must describe how its products meet
the City's requirements by'submitting the documents specified in items (2) - (4) below. The
absence of any requested documentation or information may result in the disqualification of the
vendor.
2. COVER LETTER
The proposal must be accompanied by a cover letter of the proposing firm's interest and
qualifications for providing the required sendces signed by an individual authorized'to bind the
proposing entity. The letter should provide the following company dam:
· Official name and address. Indicate what type of entity, (e.g., corporation, company, joint
venture, parmerskip, sole proprietorsh/p, combination,.6tc. If entity is ajoint venture,
submit a current copy of the Joint Venture Agreement)
· Federal Employer ID number.
· Complete address for ma/led funds; name and address of person to receive notices who is
authorized to make decisions or represent the company and in what capacity.
· A detailed statement indicating whether vendor is totally or partially owned by another
business organization or individual. Statement must indicate if firm is a sole proprietor
doing business under a different name and, if so, vendor must,indicate sole proprietor name
and the name firm is doing business under.
· Vendor shall demonstrate the willingness and ability to submit proof of the required
insurance as set forth in Item # 11 below.
· A resume of each individual being proposed for this project, including subcontractors. The
resume may include ~rojects accomplished while employed at current and/or previous firms.
3. REQUIREMENTS QUESTIONNAIRES
(a) Vendor Profile, Technical Requirements and Global Requirements
Detailed instructions are printed with the corresponding sections. The vendor must respond with
information that is as complete as possible, attaching additional pages ff an explanation is
required.
(b) Application Requirements
The City will leara about the functionality of your products by your responses to the application
questions. Questions regarding requirements are prox4ded for the following functional areas and
applications:
· Fjnnnce
· Utility Billing
Human Resources to include Benefits Administration and Position Control
Pasa'pll
Detailed instructions are printed with the Applications Requirements Section (V). The vendor
must respond with information that is as 9omplete as possible, attaching additional pages ff an
explanation is required. At a minimum, the vendor must provide software for all the applications
listed. A vendor with a solution for only a subset of the applications within a functional area will
not be considered further. Vendors are encouraged to join together to bid the complete list of
applications. For those interested, a list will be made available of all vendors receix4ng this RFP
for purposes of making contacts for joint proposing.
Request for Proposal Page I - 5
CiD' of Tustin
]n this do~-um:nL software applications arc organized imo thc functional ama deemed most likely
Io possess them. Howm.er, siluations ma3' arise where thc vendor discovers that functions inquired
about in one application actually reside in a different application supplied by the vendor. The
vendor should respond to the questions where it is placed in the document, but nole in the
response the application.or module where the function resides.
]PROPOSAL COST SUM3VL~RY
The vendor should lira pr~ce(~)/'or e. ach o£the proposed pac~:ageg, including one-time and ongoing
costs relaled to maintenance and sofiware support of the applications.
The vendor should also include the cost for all-modifications and custom programming required,
a6cording lo the responses to the requirements questionnaires. Please use the Cost Form at the
end of this section lo prmEde cost information.
The City asks that the prices bid ~aEth this proposal shall remain effective and subject
acceptance by the City for lg0-days from the RFP due date...
The vendor is requested to provide a cost summary for outright purchase of the applications (and
maintenance) and also alternative financing options (i.e. leasing).
DUE DATE, RETURN .4~DDRESS AND NUMBER OF COPIES
The RFP response must be received and time stamped by the City's Finance Office prior to 4:00
p.m., June 9, 1997, at the address limed below. All RFP responses must be submitted in a s~led
em,elope. ?ropomls received after this time and date will not be opened or considered for
evaltmtion. Proposals should be submitted to:
City of Tnsfin
Ronald Nault
300 Centennial Way .
Tustin. CA 92?80
Each vendor r~pondent m~t submit ten (10) copies of its RFP ~ufitten response, consisting of
n ~ ne (9) copi~ and one (1) original and two (2) copies of the Excel spreadsheet The original
copy must be clearly marked "ORIGINAL" and contain Original signatures. Responses submitted
via FAX will not be accepted.
Alt responses to the RFP must follow the format specified in items (2) - (4) above. All reoonses
should be t)~=~/tten, concise, stra/ghfforward, and must fully address each requirement and
question. Although not a substitute for complete written responses, additional material such as
technical documents may be referenced in any response. This material should be included with
the RFP response for additional information.
Vendors arc solely responsible for ensuring that proposals are delivered on time. Delays caused
by any deliver~- senfce, including the US Postal Sen,ice, will not be grounds for an ex-tension of
the de~fline for receipt of proposals: Vendors received after the deadline will be returned
unopened.
This RiP does not under any circumstanms comm/t the City to pay any costs incurred by any
vendor in the submission ora proposal, or in making any necessary studies or designs for the
preparation thereof, or for procuring or contracting for the items to be furnished under the RFP.
The vendor is responm'ble for all costs associated with a response to this RFP.
Request for Proposal page I - 6
City of Tustin
QUESTIONS
Questions are to be submitted in ~ziting to the City of Tnstin at the same address listed above.
There aSll be no bidder's conference. Only questions received in writing prior to May 1, 1997
will be answered. The City will isme a written response to all vendor respondent questions
submitted prior to the deadline date. Each vendor will receive a complete list of all the questions
submitted to the City. It is the vendor's responsibility to ensure that the City is informed of the
appropriate fax number for question response distribution.
VENI)OR DEMONSTRATIONS
Two types of vendor demonstrations are required. These demonstrations may be required for
finalist vendors at the conclusion of the RFP -response evaluation. The first is an overview
demonstration. Tiffs is to be held at the City for the City managers and evaluation team. The
purpose of this demonstration is to provide an overview of the vendor company and the products
proposed. ~
A second in-depth demonstration will be held for the finalist. These are to be held at the client site
for the City evaluation team. This is to be a detailed system demonstration and should follow a
format and agenda designated by the City.
VENDOR SITE VISITS
The City's stuff may desire to visit a customer reference site(s) which utilize a soft~'are
· configuration similar to that proposed to the City. The City will be evaluating how well the
installed system conforms to anra,ers provided in the proposal.
REFERENCE CALLS
The City staffwill be telephoning references provided by thc bid respondent. A series of questions
will be asked the references in an attempt to evaluate vendor products and support performance.
The City expects Proposals to provide the City with the following information:
· . Name, tire and telephone number of an employee who is knowledgeable about the
contract and who may be contacted by the City.
· A list of all contracts of a comparable type and size that have been a~rded to the
Vendor and subcontractors in the last three years. For each contract, please
provide:
Customer's name, address, phone number, and brief project description
10.
SUBCONTRACTORS
The vendor may nsc a subcontractor to provide some of the required products. However, the
vendor assumes full responsibility and liability for the subcontractor's products.
11. SOFTWARE/ltARDWARE WARRANTIES
Vendor supplied software for non-standard PC configurations, such as FAX and CD-ROM
softa~re ~ill not be loaded on any system. It should be clearly understood by all vendors that the
City of Tustin is not soliciting nor will it consider or accept the inclnsion of"special" PC
softa~re programs, packaged and/or enhancements as a part of this RFP. Proposals which fail to
conform to the PC software specifications identified will be considered 'non-responsive and
immediately removed from consideratign.
The successful vendor will be fully responsible for re-supplying all appropriate licenses, manuals
and materials for each PC device, printer, and component bid. Ttfis includes, but is not limited
to, adequate proof that MS~DOS and any other vendor-suPplied proprietary software is fully
licensed and covered under the manufacturers ~m-ranty.
Request for Proposal Page I - 7
City of Tusfin
All harda~re components bid must be covered by a one (1) year full replacement warranty by the
succesff-ul vendor.
12.
13.
INSURANCE REQUIREMt;NTS
It is a requirement of the City that vendors shall submit proof or certificate of minimum general
liability and automobile insurance of $1,000,000 and statuatory worker's compensation coverage.
RIGItT OF REJECTION ~
No obligation, either ex-press or implied, exists on the part of the City to make an award or to pa)'
any costs incurred in the preparation or submission of responses to this RFP. RFP response
preparation or submission is solely the responsibility of the vendor.
The City reserves the fight to reject or deny all proposal s atany time with no penalty and to waive
immaterial defects and minor/rregularities in proposals. The City reserves the right to accept any
portion of a proposal or all items proposed, or to cancel the RFP, or to accept proposals in whole
or in part and to negotiate with one or more vendors for proposal clarification ormodificafion
prior to awarding a contract.
The City of Tustia reserves the fight to negotiate with any vendors as necessary to serve the best
interests of the City and negotiate the final contract with the most respons~le vendors.
Proposal must not be marked as confidential or proprietary. The City may refuse to consider a
proposal so marked.
All proposals will become the property of~he City of Tustin, California. Information in proposals
will become public property and subject to disclosure laws. The City reserves the right to make
use of any infomtion or ideas in the proposal.
SCHEDULE OF EVENTS
The following timetable will govern key events in the RFP evaluation process:
Event Date
1. RFP Issued
2. RFP Due at the City
3. Vendor Demonstrations weeks of
4. Reference Calls weeks of
April 16, 1997
June 9, 1997
lune I6 and 23, 1997
June 10, 17, and 24, 1997
5. In-depth demo of finalist week of
6. Vendor Site ¥~xsit week of
7. Selection and Notification of Top Vendor
City Council approval
9. Contract Negotiations with TOp Vendor week of
June 23, 1997
June 30, 1997
July 2, 1997
July 7 1997
July 8, 1997
Request for Proposal Page I - 8
City of Tnstin
me
PROPOSAL EVALUATION PROCEDURE
The proposal will be evaluated against five major sets of criteria:
1. Functionality. The proposal will be evaluated on how well it meets the specific functional
requirements set forth in Section V. Functionality will be evaluated for each functional area proposed.
Integration. The proposal will be evaluated on how completely and searnlessly integration can be
accomplished between the application pac 'kages and across functional areas and with the District's
other support business systems (Business Licensing, etc.)
Vendor & Product Profile. The vendor and product strength will be measured using the
responses proxdded to the questions in Section II. Financial strength and market position are m,o key
criteria. ..
4. Technical Environment. The proposal will be evaluated on how completely it meets the
teclmieal criteria specified in Section III..
5. Cost. The proposal responses to the cost questions in this section will be evaluated. While the dollar
mount proposed for the packages is important, cost shall not be the sole crilerion used in selecting the
successful respondent. A single evaluation of the Bidder Profile and Tecl'mical Environment will be
made for each proposal.
Based on the rexfiew of the proposal against the five sets of criteria, the City will select the top vendors.
Through this ewaluation process, finalist vendors will be selected for additional evalnation. Further
analysis ~dll be performed on the finalists, including:
a detailed system demonstration following the City's designated format
· a review of all system technical mad user documentation
· telephone interviews and visits to customer reference sites utilizing a software configuration
similar to that proposed
· final discussions to answer outstanding questions
Final selection of sucoessful respondents shall be based on the above criteria and on the evaluation of the
respondent's ability to perform, in the event a contract to provide the proposed software packages is
awarded. The City reserves the right to reject any or all respondents or to select the vendor respondents
that are deemed most likely to fulfill the doctunented requirements.
Following determination by the City, the apparent successful respondent will be notified Of the selection.
Request for Proposal Page I - 9
Ci~. of Turn
F. Cost Information
Vendor Name:
Vendor Address:
Vendor Contact:
Phone #:
FAX Phone #:
SOFTWARE COST SUIVlMARY:
(Cost for all modules can be lumped into 1 row ff applicable)
· Module: One-Time Price Price per
Installation per Max. # of
Costs Client Concurrent
Users
On-going
Main~
Cost/yr.
Estimated
# of Hours
for
Implemen-
tation
Estimated
Implementation
Support Cost
General Ledger
Accounts Receivable
Accounts Payable
Purchasing
Contract Processing
Budget
Fixed Assets
Human Resources
Position Control
Benefits
Pa3~oll
UtilitY Billing
Others (please speck%*
other modules avaffable)
Request for Proposal Page I - 10
Module:
One-Time Price Price per
InMdllation per Max. # of
Costs Client Concurrent
Users
On-going
MainL
Cost~yr.
Estimated
# of Hours
for
Implemen-
tation
Cit7 of Tustin
Estimated
Implementation
Support Cost
TOTALS:
HOST It,4,RDWA_RE COST SUMMARY:
Host System One-Time Purchase
Description Installation Price
Costs
Lease
Cost/Mo.
On-going
Maint.
Cost/yr.
Estimated
Implementation
Support Cost
TRAINING COSTS:
Course Title/Topics
Cost/Hour
or Day
(circle f)
Hour/Day
Hour/Day
Hour/Day
HouffDay
Hour/Day
Hour/Day
Hour/Day
Hour/Day
Hour/Day
Hour/Day
Cost/Hour
Request for Proposal Page I - l I
City of Tusfin
CON SULTING/IMPLEMENTATION SERVICES:
Level of Staff # Hours Cost/Hour
or Day
(circle l)
Hour/Day
Hour/Day
Hour/Day
Hour/Day
Hour/Day
Hour/Day
· Hour/Day
Hour/Day
Hour/Day
Hour/Day
Hour/Day
COST PROPOSAL SUMMARY: -
Applications
. One-Time Installation Costs
PriCe por Client
On-going M~intenance Cost/Yr.
Host Hardware
Training
Consultant .Implementation
TOTAL COST PROPOSED:
Rate
Total
Implementation
Services Co~-t
Request for Proposal Page I - 12
The City of Tustin
II - Vendor and Product Profile Information
Please provide the City with responses to all of the following items. Answer all questions as indicated in the blank
spaces provided. If necessary, reference and attach additional information. In cases where multiple levels of the
questions are presented, please answer the higher level as an oyerall or general response and each area underneath as
a specific or detailed response.
A. General Information
Company Name:
Headquarters Address:
Street:
cit~:
State:
Zip Cod/:
Person Completing Request for Proposal:
Name:
Title:
Telephone:
Fax #:
Date Completed: __
Sales Representative to Contact for Further Information:
Name:
Title:
Telephone:
Year and Month Software Development Company was Founded:
Request for Proposal Page II - 1
The City of Tustin
VENDOR CLIENTS
1. The vendor must be a recognized provider of application packages in the marketplace. For the
packages you are bidding to the City, please complete the following table:
Product or
Scm, ice Provided
# Currently # of Total Sales # of Public Sector Sales
Installed # Past Yr. Past 3 Yrs. Past Yr. Past 3
Yrs.
The vendor is to make available to the City a complete list of clients for each of the services or
products it is proposing. In addition; the City must be allowed to contact any client with appropriate
involvement of the/,endor. This list should not be res/tiered to onlya selected few clients as it is to
the vendor's advantage to provide as many as possible.
Client Name Address
Contact Name
and Phone #
Brief Description of
Project
Request for Proposal Page II - 2
Client Name Address
Contact Name
and Phone #
The City of Tustin
Brief Description of
Project
Ce
NOTE: The vendor must allow the City to select a reference site(s,) to contact for references.
3. The vendor must allow the City to select a reference site(s) to visit with appropriate involvement
of the vendor and the site(s).
4. The vendor must have public sector entities as clients; indicate the number of clients:
01. Total nation-wide.
02. Southern California.
03. Northern California.
5. What is the total number of installations under maintenance contracts?
6. What other software packages do you offer? Please list.
7. Is the vendor aware of any past, current or potential litigation with customers?
01. If so, does this litigation involve any of the software being bid?
FINANCIAL INFO~TION
1. Provide the City with current fmancial statements and the following information:
01. What is the commencement date of the vendor's fiscal year?
02. What are the total company gross revenues?
03. What are the total company net revenues?
04. What is the total company net income (after tax)?
05. P, rhat are the total company assets?
Request for Proposal Page II - 3
The City of Tustin
06. What are the total soft--'are sales for the previous fiscal year?
07. What are the total software sales for the current fiscal year?
The vendor is to show financial stability over the last three years (if existed that long).
01. In what year was the company founded?
02. How many consecutive years was the company profitable?
03. What was the average rate of gr°wth over the last three years?
04. What percent of gross revenue is invested in R&D?
05. V~nat percent 0f~oss revenue is from application software packages?
06. What was average empl'oyee'turnover rate for t~e past three years?
The vendor must have enough personnel to support the City. What are the number of full-time
personnel in the following areas:
01. Total company?
02. Management?
03. Software development and maintenance?
04. Research and development?
05. sales?
06. Customer support?
07. Other? Please specify.
The vendor must be committed to the application marketplace. Please indicate the percent of total
revenues fi.om other lines of business:
01. None?
02. Hardware sales?
03. Custom software development?
04. Service bureau?
05. Consultin~systems integration?
06. Other. Please specify?
SUPPORT AND TRAINING
1. Can the vendor provide the following support to the City:
01. On-site package installation?
Request for Proposal Page II - 4
The Ciry of Tustin
02. On-site package "adaptation" (i.e., parameter setting) sessions with an account man~er
or consultant?
Hot-line phone support? Specify hours and days.
04. User groups?
Can the vendor provide the following training to the City:
01. User training?
02. Technical training?
03. Tools training?
04. Implementation training?
05. Customized training per the City's request?
How many of the vendor's technical and user support staff are located in the City's geographical
area to support software? Please indicate city and state of the office which would provide support.
Can the vendor provide training to the City staff?.
01. On-site at the City?
02. At the vendor location? Please indicate city and state of the office which
would provide u-aining.
Does a user ~oup exist for the vendor's products? If so,
01. How long has the group existed?
02. What are the names, addresses and telephone numbers of group officers
regional and national)?
03. How many active corporate members are there?
04. How many active governmental members are there?
05. Please include schedules of recent meetings, attaching agenda% minutes and list ofresuking
user-proposed enhancements.
06. What is the proposed schedule and agenda of your next meeting?
03.
IMPLEMENTATION SUPPORT
1. Does the vendor provide on-site installation support as part of the basic software purchase?
If so, does installation support include:
01. Compiling and linking modules?
02. Testing installation with vendor-supplied test data?
Request for Proposal Page II - 5
The City of Tustin
03. Routine setup and modification (i.e., changing default titles to company name on standard
screens and reports)?
Does the vendor recommend a conversion approach, checklist, loading sequence/dependencies,
and data specifications7
Is on-site pre-installation Iraining in the following areas included as part of the basic purchase:
01. User and technical system installation?
02. System administration (i.e., tables, parameters, balancing and con~'ols)?
03. System technical training (i.e., on-line and batch processes, job stream, debugging and system
tuning)?
04. System functions training (i.e., processes, dam entry and'ieport writing)?
Does the vendor provide framework conversion programs which include edits, formats and UO
routines for the package interface?
Does the vendor provide programs and utilities to initialize, seek and load master
files and datasets?
ON-GOING DEVELOPMENT
1. Does the vendor maintain an ex~tensive research and development program and Constant
enhancement of the system? Please describe.
2. Does the vendor participate actively in professional organizations in order to
maintain current knowledge of practices inthe field? Please describe.
3. Does vendor closely monitor all legislative developments at the Federal, .State and Local levels
and coordinate with regulatory agencies, to ensure that the product is maintained in current
compliance? Please describe.
4. Provide a complete list of reported problems on the current release of the packages proposed, and
scheduled fix dates.
5. Please 'describe the role of the user group in determining product development.
6. Has the software undergone a controls review performed by a public accounting firm?
01. ~vaich firm?
02. When?
7. Please describe your maintenance philosophy:
01. Past fi'equencies for "fixes"?
02. Past fi'equencies for functional enhancements?
03. Maintenance on demand (initiated by user)? Discuss costs.
Request for Proposal Page II - 6
The City of Tustin
04. Published maintenance schedule?
05. Hom-4a of support (using PST)?
06. Problem lracking mechanism?
07. Anticipated response time for trouble?
'08. Customer notification of reported/identified problems?
8. Does the system provide dial-up capabilities to receive product updates/releases?
9. Does the system provide upward compatibility with new versions of vendor software?
10. What are the vendor's.stress testing, change control and quality assurance procedures for:
·01. Fixes?
02. Functional enhancements?
03. Future releases?
11. Does the vendor modify the software to suit particular client requirements?
If so, are these changes supported in future releases?
VERSION CONTROL
1. The vendor must have appropriate version (i.e., new releases) control.
01. Are new versions released to clients all at the same time?
02. How many versions have been released since the first?
03. Is documentation provided with each new version?
04. 19 training available for the new version enhancements?
05. What is the number of versions currently supported?
06. What is the planned release date of next versions?
07. How long are old versions supported?
08. What was the average fi'equency of versions over the last two years?
09. On what platforms are versions first released?
10. Are notifications of system defects provided in an efficient and timely manner?
How is this accomplished?
11. Is a mi~ration path to the new version, including technology changes (i.e., client/server),
provided and how is this accomplished?
12. What is the strategic direction for future enhancements and new technology?
Request for Proposal Page II - 7
City of Tust/n '
III. Technical Requirements
The City's Computing Environment:
The business computing environment within the City is in the process of trans!tioning from an HP3000
and IBM 286-356 architecture to a Client-server architectur~ with Pentium workstations and local servers.
Significant focus and effort is being applied toward transitioning all mission~critieaJ business systems to
the new technology as rapidly as possible. A complete transition of all business systems, however, is
expected to take several years. In addition, the City is in the process of completing the build-out of its
network to provide cormcctivity to all City locations. (tlfis is in the procurement process at this time for
network build-out and acquisition of new workstations).
It is anticipated that there may be legacy systems which are in the transition process of migrating lo the
new environment th,at will require interfaces to the new applications. We have provided a list of the
ex~sting technical em%onment of the various locations and they are illustrated on the diagram following
the system descriptions.
Please provide the City with responses to the following items. Answer all questions as indicated in the
blank spaces provided. If necessazy, reference and attach additional information. In cases where multiple
levels of thc questions are presented,, please answer the higher level as an overall or general response and
each area underneath as a specific or detailed response. When responding to this RFP, please mark )'our
response to each question (or bullet item) as follows:
Request for Proposal Page ~I - 1
City of Tusfin
Existing Host/Client-Server Environment:
The existing host and network em4ronment consists of the following systems.
Host Syslem
Servers
Backbone
Network
Subnet Network
LAN Servers
Business
Work.qafions
* HP3000 cpu: HP7980 o/s:MPE-XL, storage:(4)HP7937, backup:gtrack tape,
i/o:(2)HP2345A terminal servers: 2566B line printer. 2564B line printer,
· City Rail: AST cpu: 486/33, o/s:Netware 3.11 (100 user), storage:(2) 619MB
SCSI mirrored, backup:streamer tape, network interface:Ethernet coax
· City F/ail: AST cpu: 386/25, o/s:Netware 3.11 (I00 user), storage:(1) 200MB,
(1)300MB, backup:streamer tape, network interface:Ethernet coax
· Field Ser~Sces: AST cpu:286, o/s:Netware 2.2, storage:(1)220MB,
backup:streamer tape, network interface:Ethernet-coax
· Water Facility:none
· Community Services Facilities:none
· City ltalhTkin-net Ethernet to 2nd floor wiring closet
· City ltalI:Thin-net Ethernet from Iq]? host to terminal servers in 2nd floor closet
· Field Setn4ces: Thin~.et Ethernet on Vehicle Maintenance Network
· Water Facility: none
· Community Sera4ces Facilities: none
· CiD' ltail: 10BaseT Ethernet to desktops from (7)10MBps hubs in ~4ring closet
· Field Sen4ces:Ethernet coax from workstations to Vehicle Maintenance Server
· Water Facility:none
· Community Sen'ices Facilities:none
· Novell 3.11 and Novell 2.2
· Print server and remote printing on.legacy 286 and 386 systems
· Legacy Intel 286, 386, and 496 systems running DOS and Windows 3.x
· Intel Penfium systems running Windows 95
· Microsoft Office, WordPerfect/DOS
· Reflections terminal emulation software for local and remote host access
(refer to applications chart for further information on client applications)
Request for Proposal Page III - 2
City of Tustin
Desired Technical Infrastructure
The City is in the process of upgrading its technic, al infrastructure. Currently, under a separale Requesl
for Proposal, a procurement is in progress to upgrade to the result in the follo~4ng teclmical
infrastructure:
Host System
Servers
Backbone
Network
Subnet NetWork
LAN Servers
Business
Workstations
· To be determined. Detailed in a separate RFP.
· City Hall:Application server, File/Print server, Communication server, Internet
gateway, Fax server
· Field Services/Water:Application and File/Print server. Fax server
· City Mall:Switched 100BaseTX from server/host to distribution point (2nd floo})
· Field SeD,ices/Water: 10/100MBps ethernet
· Wide Area network:Multiple routers interconnected via Tq Frame Relay links,
ISDN dial-up connections for Iow capacity remote sites
· City Hall: 10/100BaseTX to desktops from 100MBps and 10/100MBps hubs with
100MBps uplinks to 100mbps m~itched port -
Field Setwices:10/100MBps ethernet
· Community Services Facilities: Peer to peer for remote sites with more than (I)
PC. ISDN dial-up connections to City Hall commnnications server for remote node
and remote control access.
· Novell Netware 4.x (ND$)
· Dedicated file/print server, network printers (i.e., Jeff)irect) and mulfiport print
server modules.
· Windows 95
· Microsoft Office 97
· Anti-virus softwaze
· Appropriate emulation/access software for new host s3,stem
Ce
Data:
Is the system capable of different data input methods such as pen-based computers, bar code readers,
scanners, hand-held dex4ees, etc.?
If so, please provide the following information about the various data input methods (attach additional
sheets ff necessary):
Product name application interfaces with
Hardware
Sofram'e (including version #)
T.~e of interface
Upload capability?
· Download capability?
· Does the product support data validation during entry?
(For all data entry devices h.'sted above, please provide supporting product ifformation or brochures.)
Request for Proposal Page III - 3
City of Tustin
Dw
1.
2,
3.
Functions:
Is the s3'stem multi-tasking, multi-user (100 + users)?
Does the system support NOVell network ~,stem?
Does the system support Microsoft Windows 95?
Ew
Interfaces:
Can the s3,stem be linked to other City functions:
· Business Licenses
· Cash Receipts
Ga~ Boy
Does the system have the capability lo communicate with other applications (Oracle, other databases and
spreadsheets)?
Request for Proposal Page HI - 4
IV - Global System Requirements
City of Tustin
Please prm4de the Cit3' with responses Io all of the followingitems. Answer all questions as indicated in the
appropriate blank spaces provided, id'necessary, reference and attach additional information. In cases where
multiple levels of the que~ons are presented, please answer the higher level as an overall or general response and
each area underneath as a specific or detailed response.
Response
Code
'io
8
6
5
3
1
0
N/A
Definition of Response
Unqualified Yes - Meets the requirement
Requirement is satisfied by utilizing the report x~ter
Requirement may be satisfied by a user modification (screen painter, user field)
Requirement can only be satisfied by a programming modification
Feature will be provided in a future release (,provide date)
This data cannot be provided (for proprietary information, etc.)
No - Does not meet the requirement
Not Applicable
Am
GENERAL ISSUES
1. Are the systems on-line and fully integrated ~4thin the functional areas being proposed? __
2. Does the system provide the ability to completely user-define all organization or "company"
parameters without changing the vendor's program source code?
3. Does the system use a data dictionary that is accessible during: '
01. ~nput?
02. Inquiries?
03. Report Writing?
4. Is the data dictionary used across all applications within a functional area (i.e. one data dictionary
for the all applications)?
5. Does' the system provide a means for archiving data?
DATE AND TIME CONSIDERATIONS
1. Does the system provide a system-wide 52-week calendar, which can be updated on-lin~ by the
user, for schedul/ng or processing?
Request for Proposal Page IV - 1
City of Tustin
3.¸
Does the system handle the year 2000 and beyond in all processing and date math and
calculations?
Does the system allow effeclJve dates for transactions for both thc future and thc past:
01. Up to 84 months in advance?
02. Back to eighteen months in the past7
03. Across fiscal calendars7
Does the system allow all appropriate scheduled future tasks or activities to be viewed on-line
without exiting from the current processing environment?
TABLES
1. How many tables are standardly provided with the system?
2. What is the maxSmum numar of tables allowed in the system?
3. How does the system keep historical reCOrds of table updates:
4. Does the system have the ability to produce hard copy reports of all data on tables?
01. Cun'ent data?
02. Most recently changed data}
03. Historical data?
04.' Responsible person data?
5. Does the s3,stem utilize an on-line method of updating tables with appropriate editing?
USER
I.
INTERFACEISSUES
Are the s3~tems "user-friendly" (i.e., usLng tools such as menus, function keys, user definable
screen patterns, icons, point and click, etc.)? Please describe how the
system is "user-friendly".
Are the systems adaptable to change and do th~, utilize tools such as:
01. Tables?
02. User definable codes?
03. User exits?
Does the ss~¢m support an interface for report or screen information for electroaic distribution
such as E-Mail? '
Please describe how this is accomplished.
Request for Proposal Page IV - 2
City of Tustin
Does the s3'stem provide a consistent user interface a4thin a functional area and utilize tools such
01. Consistent function keys?
02. Consistent screen naming functions?
03. Consistent navigation patterns?
04. Standard interface programs?
05. Consistent program names?
Does the system have on-line help for all data elements and provide a user definable, context-
scnsifive help feature for user-defined'elements?
Does the s3,stem provide a "screen painting" function to:
01. Allow the user to design and define new screens on-line without modifying vendor source
code?
02. Allow security over dements wben designing screens?
.03. Allow editing criteria to be designed into user-defined screens?
04. Allew data elements to be defined which are accessible by all screens in the s3'stem?
INPUT VALIDATION, BALANCING AND ERROR HANDLING
CONTROLS
1. Is all data edited, beth on-line and in batch, for:
01. Field content (i.e., numeric, alpha, required entry, acceptable range)?
02. Validity (i.e., table look-up, data look-up)?
03. Relational edits (e.g., editing relationships between fields)?
2. Does the system allow for a si~ificant number of relational on-line entry edits to be user-
defined?
3. Does the s-3'stem allow all errors to be corrected on-line with appropriate audit trails?
4. Does the ~,stem perform the complete editing of all data interactively at the point of entry? __
5. Are all entry errors clearly identified and explained through descriptive messages to the user? _.
6. Does the ~,~em support the establishment and enforcement of multiple approval levels for various
user-defined actions (e.g., require approvals of work orders)?
7. Does that system ensure that data and database files are properly backed up or archived for storage
and retention purposes?
Request for Proposal Page IV - 3
10.
CiD' of Tustin
Does the system ensure that adequale environmental and security controls are in place 1o
minimize loss of data, dam storage devices, or data storage capacity?
Does the system ensure that data and database files are protected from loss, destruction, or
unauthorized modifications7
Does the system ensure that storage and retrieval procedures allow for maximum ease in use of
files and programs and for reconstruction of files and indexes?
FJ
REPORTING
1. Does the system pro~ide one, easy to use, "English-like" language to develop customized reports
completely on4ine?
2. Given appropriate security,, does the report writer:
01. Access all data ~Sthin all applications a5thin a functional area
02. Access data within any application?
03. Combine any data from any functional area or data base on the same report7
04. Access foreign flies (i.e., non-vendor application flies)?
05. Access or reference the data dictionmT?
06. Out-pm to primers, tapes, devices (i.e., plotters)?
07. Allow on-line viewing of report data ~Sthout haxSng to print a hard cop),?
3. Does the report ~a'iter have impertJex-port capabilities to:
01. An), other PC database products (i.e., Access)?
02. Word processor (i.e., Microsoft Word)?
03. ASCII file7
04. Spreadsheet (i.e., Excel)7
4. Does the report ~ter control sTstem performance (i.e., limiting the number of records a user can
reacl/a~te during an on-line session, providing for a user abort capability)?
5. Does the system allow reports to be stored in user and group libraries to be used again and
accessed for both ad-hoc and rourine report creation7
6. Does the report aa-iter prevent record locking of key tables when processing7
7. Does the system provide the capability for any combination of data to be accessed on any
report subject to security access?
Request for Proposal Page IV - 4
City of Tustin
SECURITY
1. Does the system have full security controls over all system functions and dam through on-line
tables?
2. Does the system secure files both in batch and on-line?
3. Are the following levels of security available:
01. Appllcation?
02. Screen?
03. Field within the data base?
4. Does the system provide or nm in an environment which provides the ability to limit access by:
01. User ID.7
02. User profiles or groups?
$. Does the system provide date, time stamp, terrn~n~I identification and user identification for all
changes and additions to information in a transaction log?
6. Does the s)~lem provide the ability to report on:
01. Accesses of and modifications to information? '
02. Security breaches or attempte at security breaches?
03. Areas that have and have not established security?
04.SecuritY profile as established?
0L For individuals?
02. For user groups?
03. By location?
04. By organization?
7. Does the s3~em ensure audit trails by providing the logging of before anti after images of all on-
line data additions, changes, and deletions?
8. Does the system provide the ability for each orga~iTation to have its own user identifications and
passwords to restr/ct users to spec/fie orga~iT~ous?
9. Does the system provide on-I/ne maintenance of user security?
10. Does the s3~tem have the ability to 'clone'/copy security across individuals?
11. Does the ~tem havre the ability fbr security related programs to verify and restrict access to on-
line data without embedded security logic, passwords in application programs?
Request for Proposal Page IV - 5
City of Tustin
H. DOCUMENTATION
Does the system provide up-to-date user manuals which describe the procedures for entry of all
transactions, electronic transfer to input data, for balancing and the use of reports and other
outputs?
Does the system provide manuals depicting the above requirements ~Titten specifically for the
MIS support team?
Does the system provide documentation for every product update/enhancement describing the
following:
01. Program name?
02. Changes this enhancement will make to existing version?
03. Purpose of the enhancement/update?
04. Need for the enhancement/update?
05. Related functions/programs affected by the enhancement/update?
0& When old code will no longer be supported?
07. Projected date ofnex-t enhancement/update?
08. Previons enhancements/updates that must be im~talled prior to this enhancement/update?__
Does the system provide a detailed description of any balancing and controls which must be
manually performed during normal systems operation?
Does the system provide a list of user and system error code descriptions and definitions?
Does the system provide checkpoint restart documentation and procedures?
Does the system provide multiple copies of all documentation at the time of software acquisition?
How many copies?
Does the system provide license agreement to allow copying of documentation?
Does the ~em provide on-line user documentation?
Does the-system provide comprehensive tecknical system documentation that includes:
01. Program descriptions?
02. Screen definitions and descriptions?
03. Transaclion descriptions with I/O requirements?
04. Dataset/Dalabase definifons and record layouts?
05. Module, transaction and dataset cross reference lists?
06. Data element definitions?
o
9.
10.
Request for Proposal Page IV - 6
City of Tustin
V. Application Requirements
In order for the City to understand the features and capabilities of your product, we have prepared a list of business
and fun~onal requirements we would like to know about. Please respond to the questions using the numbering
system in the following chart.. Answer all questions as indicated in the appropriate blank spaces provided. If
necessary, reference and attach additional information.
Response
Code
10
5
3
1
0
N/A
Definition of Response
Unqualified Yes - Meets the requirement
Requirement is' satisfied by utilizing the report writer or may be satisfied by a user
modification (screen painter, user field)
Requirement can only be satisfied by a programming modification
Feature will be progided in a future release (,provide date~
This data cannot be provided (for proprietary information, etc.)
No - Does not meet the requirement
Not Applicable
Does 3'our application system have the ability to perform/track the following:
A. FINANCE (general)
2.
3.
4.
5.
6.
7.
Create a Chart of Accounts with 20 segments
Inactivate a COA account
Transfer charges from one COA account to another (mass transfer)
Enter a yeax's budget for a department
Display the budget vs. actual for a department
Provide standard reports allowing for roll-up of the COA to departments
Provide the ability to track amounts by projects within the COA
GENERAL LEDGER
1. Post payroll to the GL
2. Post acquisition of an asset to the GL
3. Post depreciation of an asset to the GL
Request for Proposal Page V - 1
5.
6.
7.
8.
Create a budget-actual report
Perform a month-end closing
Make adjusting entry to reduce receivable posting
Create a Balance Sheet
Perform a year~end closing
Post special journal entries
Ci~'ofTustin
C=
ACCOUNTS PAYABLE
I. Enter an invoice where the amount is the same as the PO
2. Enter an invoice where the amount is different from the amount on the PO
3. Pay an invoice
4. Make a partial payment against a PO
5. Set up a potty cash reimbursement
6. Set up a cash advance for an employee
7. Pay aa invoice within the payment terms - check accounting
· 8. Reconcile checks cleared
9. Make a payment or partial pa)rodent to a blanket PO
10. Print checks
D. ACCOUNTS RECEIVABLE
Set up journal entries to post billings to the GL
Post a receix~able check received for full payment
Post a receivable check received for a partial payment on a PO
Create aging reports for outstanding receivables
Et
PURCHASING
1. Set up a new vendor
2. Create a requisition
Request for Proposal Page V - 2
4.
5.
6.
7.
8.
9.
10.
FIXED
1,
2.
3.
4,
$,
6.
?.
$.
Create a purchase order
'Encumber the funds
Receive the' materials
Set up a blanket order
Set up a commodity
Create a change order
Void a PO
Post purchases of fixed assets received to the Fixed Asset module for tracing
ASSETS
Purchase (as pre~4ous process) a fixed asset
Log the new asset into the F/xed Assets system
Move the asset to a new location
Depreciate the asset
Retire the asset
Take the asset temporarily out of service
Utilize bar coding for asset number recognition
Take ~n asset out of service temporarily for repairs, then place back in service
Cie,.' of Turdn
CONTRACTS
1. Set up a contract for consulting services with hourly limit
2. Set up a contract for consulting sen4ces with a dollar limit
3. Create a payable for a month's services
Nm
UTILITY BILLING
1. Process a minimum of 14,000 cUStomers in the utility billing system
2. Create a customer
3. Set up a customer with multiple properties
Request for Proposal Pa.~ V 3
8.
9.
10.
City of Turn
Set up a customer with multiple properties and invoice all on one consolidated bill
Downloaded into the utility billing sS'stem from a handzheld dm,ice
Upload meter readings from the hand-held dm,ice to the utility billing system
Process a utility billing cycle and produce customer bills
Send utility billing receivables to post to the general ledger
Process a payment ora utility bill
Track the assets associated with a property (meter type, size, year installed, maintenance
performed on the meter, etc.)
HUMAN RESOURCES/PAYROLL
1. Provide tables to set up eligibility rules for establishing benefit prograras
2. Set up a mexlical insurance benefit program
3. Set up a complex life insurance benefit program, dependent care
4. Set up a dependent care insurance benefit program
5. Set up a minimum of 40 employee classifications
6. Set up salary tables (up to 50) with 5-10 steps per grade
7. Set up earning codes for which the eligibility applies
8. Set up an applicant
9. Process an applicant (test, intendew, physical, etc.)
10. Hire the applicant
11. Assign the employee to a job
12. Assign the employee to a bargaining unit
13. Set up the employee review date
14. Set up the employee for direct deposit of payroll check
15. Assign employee deductions (federal and state withholding,)
16. Set up employee voluntary deductions (credit union, United Wa3')
17. Assign employee beneficiaries/dependents
18. Assign a permanent employee to a temporary assignment
Request for Proposal Page V - 4
19.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
37.
City of Tustin
Assign an employee to part time in two different positions
Reassi~ and Employee to another DMsion
Post changes to an Employee's beneficiaries, marilal status, address change
PrOmote an Employee retroactively (show how the pay adjustments are processed for the prexSous
pa)roll period)
Give an employee a merit increase
Give an employee a merit increase retroactively
Assign an employee 1o a secondary position
Remove the employee's secondary assignment
Set up a garnishment of an employee's wages
Set up a payable for the associated gamishmcr~t to make payment
Mass change all positions in a department to another department
Change an employee's position number ~
Promote an Employee
Place thc cmployee on Leave with Benefits
Place the employee on leave without benefits
Suspend an employee
Return an employee from leave
Return a suspended employee -
Assign an employee at a specific grade and step to a position of lower grade and/or step both as a
temporary or permanent
J. POSITION CONTROL
2.
3.
4.
5.
Set up a budget for a department with authorized positions
Set up a position
Set up q.~lification rules for the position
Set up a work schedule for the position
Assign a position to a salary g~ad¢ and step
Request for Proposal Page V - 5
Cip,., of Tustin
Set up spexific rules for when difreren! types of overtime compensation apply/'or the position
TIMEKEEPING
1. Enter weekly time data daily for the following types of earning codes: regular time, premium
time, sick time, jury duty, faro/fy leave, overtime
2. Validate time accounting codes at time of entry
L. PROCESS A PAYROLL
2.
3.
4.
5.
6.
7.
8.
9.
Receive time from the timekeeping module for payroll processing on a daily basis
Process a payroll on a weekly, bi-weekly, or monthly basis
Make adjustments to the payroll prior to issuance of the check
Print/display the various payable registers
Display accruals generated by the payroll run
Make an adjustment to the pay rate for an employee's hours in the prex4ous payroll period __
Create a supplemental payroll check
Display the time entered prior to nmning the payroll and make adjustments to t/me
View the total employee accruals for leave, sick, and other types of accruals
Create labor distribution reports indicating hours charged to projects ,a4ttdn departments__
Print pa)roll check~
Request for Proposal Page V - 6
EVALUATION PROCESS
FOR
FINANCE, HUMAN RESOURCES, PAYROLL,
AND
UTILITY BILLING APPLICATIONS
June 11, 1997.
r
Evalap.doc
Prepared by AEF Systems Consulting. Inc. 1
RFP EVALUATION PROCESS FOR APPLICATIONS
The following SCHEDULE OF EVENTS lists the activities which will be completed as the
evaluation of vendor responses. The following timetable (dates to be completed when we are
closer to the RFP. release date) will govern key events:
I. RFP Issued the week of
2. RFP Due at the City
3. Vendor Demonstrations weeks of
4~ Reference calls weeks of
5. In-depth demo of f-malist week of
6. 'Vendor Site Visit week of
7. Selection and Notification of Top Vendor
8. City Council approval
9. Contract Negotiations with Top Vendor week of
Date
April 16, 1997
June 9, 1997
June 16 and 23
June 10; 17, and 24, 1997
June 2.3, 1997
June .30, 1997
July 2, 1997
July 7, 1997
July 8, 1997
PROPOSAL EVALUATION PROCEDURE
Thc proposal will be evaluated against five major sets of criteria:
Functionality.
The proposal will be evaluated on how well it meets the specific functional requirements set
forth in Section V. Functionality will be evaluated for each functional area proposed.
Integration..
The proposal will be evaluated on how completely and sem'nlessly integration can be
accomplished between the application packages and across functional areas and with the City's
Other support business systems (Business Licensing ............ ).
o
Vendor & Product Profile.
The vendor and product strength will be measured using the responses provided to the
questions in Section II. Financial sla'ength and market position are two key criteria.
Technical Environment.
The proposal will be evaluated On how completely it meets the technical criteria specified in
Section rlI.
Evalap.doc
Prepared by AEF Systems Consulting, Inc.
5. Cost.
The proposal responses to the cost questions in this section will be evaluated. While the dollar
amount proposed for the packages is important, cost shall not be the sole criterion used in
selecting the succ. essful respondent. A single evaluation of the Bidder Profile and Technical
Environment will be made for each proposal.
There Will be two levels of product review:
1. Initial Review of the vendor's response to the RFP and overview demonstration to provide an
overview of the vendor company and the products proposed. This review will review of the
proposal against the five sets of criteria, the City will select the top vendors which appear to
meet the City's requirements (maximum of 2 will make this cut-off). (scheduled activity
In-depth Review where the top 2 vendors will be selected for additional evaluation.
(scheduled activity #5) Further analysis will be performed on t~e finalists, including:
· a detailed system demonStxafion following the City's designated format
· 'a review of all system technical and user documentation
· telephone interviews and/or visits to customer reference sites in the Los Angeles
meU'opolitan area utilizing a software configuration similar to that proposed
· final discussiong to answer outstanding questions
Final selection of successful respondents shall be based on the above criteria and on the evaluation of the
respondent's ability to perform, in the event a conu'act to provide the proposed software packages is
awarded. The City reserves the right to reject any or all respondents or to select the vendor respondents that
are deemed most likely to fulfill the documented requirements.
Following determination by. the City, the apparent successful respondent will be notified of the selection..
Evalap.doc
Prepared by AEF Systems Consulting, Inc.
Finance Department
City of Tustin
300 Centennial Way
Tustin, CA 92580
FAX TRANSMITTAL
(714) 573-3051
Date:
To:
June 9, 1997
Linda Van Dyka (916) 622-5983
AEF Systems Consulting, Inc.
Ron Nault's office
Se=retary
(71~) 572-3350
Water BJlJin9
(714) 573-3075
FAX tr714) 832-0525
subject: APPLICATIONS RFP - PROPOSALS SUBMITTED '
BI-TECH SOFTWARE, INC.
CORE BUSINESS TECHNOLOGIES
CREATIVE CO~EPUTER SOLUTIONS, iNC.
EDEN SYSTEMS, INE.
HTE, INC. :
IDAHO COMPUTER SERVICES, iNc.
NEW WORLD SYSTEMS, INC.
PENTAMATION ENTERPRISES, INC.
SYSTEMS CONSULTANTS, INC.
'Chico, CA
East Providence, RI
Pteasanton/Fresno, CA
Yakima, WA
Lake Mary, FL
Twin. Falls, ID
Troy, MI
Bethlehem, PA
St. Louis, MO
Vendors 1. Jun
x ~
x~ xxxxxx
x
x · XX~4
x Xx
XM X~XIX~XXM~
~xxxxxxxxxxx ~&. ~
"i
FRSM : UAMD,~ TAD/FAX PHON~ NO. : 9166m_259B5 Jun. 17 19S? e-C:O6.~M P6
~ : U-ANDY'~_. TP, I)/FP-,.X .... P:,-LDN~ ND. : ~t5~'~3 3L.~. I7 19a7 ea:g.4,:~,~ P3
Application Proposal Review
Vendor:
1. Proposed laase/l~urohase option on sw
Impla,.rnentation
2. Lots of Calif. Cities es references, sbsble
o. rganL-a~on
· 3. Mc~v. ing to'NT platform, supports Windows
.. 95. and Novell
4." Remote ec~cer~ provided through Telenet
5. Can downlna~d to hand-held devices
6. Workstations will support in NT
environment when migration ocours
Bi-Tach Software, inc.. Bi.Tach
1. Training time i$ excessive - believe this can
b~ cut down to 1/3'the time - will this
reduce the cost?
Vendor: Systems Consultants, Inc. - SCI
1, Orasle-based pr~du~ 1. Server seams small? Check with RJ
3. Appears to have most functionality
Vendor: New World Systems - Public Administration Software
4, Lease' of Host propose~ wl~lch would '1. unknown if NT will b'e a migration
eliminate purchase of $96,000
2. All functions requested included
Vendor:
1. Functions ell included forHR, P~yroll, end
Financial plus soma others the City may
went [o review,
2. Moving towards NT installation
3. Implementation support would ba included
In.training of City staff '
4. Best c.~st for the Installation (pending
further information from others)
Pent'marion Enterprises, Inc. - Pentamation Software
1. 16 ~on~urrent users may be small
2. Gasboy interface would cost extra
~reparecl by AEF System~ Consulting, In:.
r--P~3M : L~99CE TA~D/FP.X PHE~ NO. : 9Z6~--~B] 3un. 17 1~7 DB:D4Pt9 F~
cci'
AppliCation Proposal Review
Vendor:
1.
2.
3.
4.
Strengths Weaknesses
Idaho Computer Services. Adminl300D.
Moving to NT release - when?
Covers al functions plus additional
functions the City may want to use
Nearly a.[{ functionality is running as
standard with the system
Has S. Cai local lnstallation~ (City of '
Fountain Vail~y, City of Santa Mt>nice, CJiy
of Arcadia)'
Vendor:
· 1, Windows 95 suppoded via terminal
emulation, not true GUI
2, No link ta E-mail for .messaging
3, Proposeg to USe a×ii:tJng Host HP3O00
which City wants to replace
4. Training r, ost listed but no itemized i}st of.
what training would consist of
CORE Business Technologies - CORE.
1. Only proposed for Ca. shiaring functio~
Vendori HTE -.
1,
2.
3~
4.
Local reference - City of Encinitam ~ 51 In S.
Cai
Good installed client base
Supports.integration with Hand-held
devices
Interfaces with Oasboy
1. Cost is high- $50B,957 - vehdor did not
factor in cost/clleht Into price (added ·
400'B5 workstations)
2. Human Reaourcaa/Payro!l not included
Vendor:
1.
2.
3.
4.
5.
Creative Computer Solutions, Inc.
Provided list of local current client 1.
ref.ar~ncaa
'ReaSonaf~le co{it proposed
Supports hand-held devices as Oasbcy '
interfacing
Appears to meet functionality required for
all areas
Offers additional modules CIty may be
interested in
Does not appear to be a l~ase option for.
Host; however purchase still m~kbs this
proposal within the City's pricing
Vendor." Eden System~, Inc.
1. Local references
2. Appears to have most functionality required
Cost included esUmata for unidentified 3rd
party host equipment
Did not complete co~t sheet as requested
so we cannot determine costs to compare
with others; we should request they fill out
cost sheet or eliminate from further
Prepared by AEF Symiem~ Consulting .tn=.
Hardware Information
The core application code of IFAS is identical regardless of the hardware platform. For
this reason support and update management of IFAS is not complicated significantly by
supporting multiple platforms. BI-TECH analysts, trainers and accountants often do not
know what hardware platform is in use when assisting a client.
Listed alphabetically are the vendors which support the Integrated Fund Accounting
System. .'
Vendor . UNIX Platform' OI)eratincl System Electronic Media
Bull Information Systems DPX/20 AIX 8mm
Data General Aviion DG/UX QIC
Hewlett-Packard HPg000 HP/UX 4mm
Hewlett-Packard HP3000 MPE ' DATor6250
IBM RS/6000 AIX 8mm
BI-TECH has a strong working relationship with all the hardware vendors listed.
Your hardware configuration should include one or more server systems which will host
IFAS, client systems which will be used by end users, and the supporting network for
communication between the clients and the server(s).
Recommended Host Server Configuration
The server system(s) should be UNIX mini computer(s) configured with an ANSI C
compiler, a high capacity tape drive,.a system printer, performance monitoring software,
Ethernet and or FDDI network card(s), UNIX operating system, Console, UPS, disk
space sized for the amount of historical data to be kept on-line, 40 megabytes of
memory for the operating system, plus three (3) megabytes of memory for every
concurrent user. Specific sizing estimates for the server(s) are predicated on the
number of users and estimated transaction volumes.
Please refer to the attached diagram for recommended configuration necessary to run
client software.
Finance, Human Resources, Payroll, and Utility Billing Application Proposal. Page 1
City Of TUstin, CA-
Hardware Configuration.
'~'~.'General AV 3600R
On~sit~Syste~
Console
I
UPS
Finance, Human Resources, Payroll, and Utility Billing Application Proposal Page 3
Informix Product Overview
Informix provides database application technology for open systems including: database
servers, ~pplication~ development tools, end-user' access tools, and connectivity
Solutions.' Oar products'are based on ANSI-stan'da~d strUctui'ed Query Language (SQL)
and run on 'a 'variety' of major operating sy.s. tems' includ!ng UNIX, Windows, Windows
NT~ Net Ware and Macintosh. ' . ·
Database Serve'm'~nd ConnectiVity
Around the world, large organizations with either centralized or distributed database
environments have selected Informix as th& 'database' Server on which to build their
business. -Why Informix? _Because Informix delivers real-world performance you can
· rely 0n;;i .our PoWerful database prodUcts based on an Open client/S~'rver' architecture,
"contribute'. 'to. :' tl~e'~ suc~e~.s.' of-"~rpomtion-s?' and: goVernments.''worldwide, with
15rice/perf0rmance and r~liabilit~ that leads the industry'. '
Our :database:'s~w~r~' 0'ff~: ~a~abiliiie~' {h~i:alioW yo6 io' ru~, monitor and tune your
applications around the clock, increase application efficien.cy through features such as
stored procedures and triggerS; and protect the database-and the date it contains-
utilizing disk mirroring and integrity constraints. Our database server and connectivity
software also helps you integrate the mainframe into client/server environments, utilize
transaction mon.!tors to help manage hundreds or even thousands of end users; and
create imaging applications using binary large 'objects (BLOB's).
Informix database' server technology has consistently prqven itseff capable of
.addressing 'mainfram'e-calibe~ demands on open systems-accommodating .very large
databases and large numbers Of .individual users' (clients)'Who need immediate
response to'complex, and often resource-intensive queries. Informix's Dynamic Server
Architecture is the only relational database management system which takes advantage
of multiprocessing :hardware to perform table scans, sorts, joins, bulk loads and
unloads, backup, and recovery in parallel.
Informix'database 'servers cab'be accessed by a wide ~variety of front-end tools and
applications through the open database connectivity standard (ODBC).
Application Development Tools'
We i~ow' ~e: issues ~aqihg infOrmatior~"~'stems'~(IS) pr~)fessional's and software
developers today. L~Nea[..the top of the list: pressure ito increase programmer
productivity-how do you keep cost'down while getting application "to market" quickly. In
addition', wi[h all 'the hardware choices ~Vaiiable, it's key to be able to code applications
once and deploy them many tim~, a~ross an"enterpnse 'network, regardless of the
platform. .. :_- .- .
That is just wha.t Informix delivers: greater, prodqctivity, without compromise. Our
· app!ication.;developrnen~'[o'ol~I provide ~'.~. compl.e, te': de~/elopment' environment so
applications can be built ~ffectively~and int~lligehtly the fi{St time, and evolvedsmoothly
over time and across the .enterpn.'se-. without the need to recode what already exists.
Whether applications are character-based or graphical,' .whether they're on Windows,
Motif, or Macintosh-informix has the right tools to' make them happent
Finance, Human Resources, PaYroll, and Utility Billin'g APPlication Proposal Page 4
End-User Information Access Tools
Another way Informix.imProves productivity is by enabling the IS department to provide
the tools end users need to tap into corporate data. Our information access tools hide
the complexities for the database, giving end users point;and-click access without the
need to know database structures, SQL, or programming. At the same time, these tools
ensure that control of data integrity and database resources is retained within the IS
group. In short, Informix creates a win/win for IS departments and their end-user
customers.
Third Party Development Tools
In addition to Informix development tools, Over 200 Informix InSync partners deliver a
wide variety of tools that enhance and. expand the capabilities of the Infop'0ix application
development environment in a number of categories-from analysis and design through
Windows application development tools. For a complete listing of Informix InSync
partners and products, please, request a catalog from your local sales office.
Features of the Proposed Informix Relational Database System
Multi-Tasking
Informix provides'database access allowing simultaneous access to files atthe record
and field level. The data base also allows concurrent processing of both batch and on-
line jobs accessing the same data files and database. Other 'mPortant features for
maintaining data consi.stency are locking procedures and process isolation. These
security measures prevent other users from changing data that is currently being read
or modified.
Independence
Informix supports both Termcap and Terminfo standard terminal drivers. Any
manufacturer's terminal for which there is a Termcap or Terminfo terminal dr~ver will
operate with Informix.
Logging, Restart, and Recovery
Logging: When an operation is unable to complete, the partially completed transaction
must be removed from the database to maintain data consistency. To remove any
partially completed transaction, OnLine maintains a historical record of all transactions in
the logical logs and automatically uses these transactions records as a reference to
restore the database to the point prior to the transaction.
Restart and Recovery
Anytime on-!ine~systems are unintentionally terminated-as by a power failure-onTline
automatically initiates a fast recovery to return on-line to a state of consistency. All
committed transactions are preserved 'and alt uncommitted transactions are rolled back
to bring the system back on line in a consistent state without data loss. :
Perfo,,~ance and Activity Statistics
Finance, Human Resources, Payroll,' and Utility Billing Application Proposal Page 5
Informix does support performance monitoring tools and activity statistics reporting. The
"tbstat" monitoring utility reads shared-memory structures and provides statistics that
are accurate at the instant that the command executes. The '~bstat" utility does not
place any locks on shared memory so running the utility does not affect performance.
Tiie utility is focused on offering system wide performance information as of a given
' point in time.- It is not specific to optimization for individual users.''
Administrative Tools
OnLine provides tools'to get the best use of system resources. With these tools the on-
line administrator can maintain high levels of performance and backup and recovery
plans, bY. monitoring daily'activities and adjusting parameters as needed. The OnLine
monitoring tools monitor utilization,' model report areaS/pages percent full, and optimize
' file placement and layout.. Informix dOeS not offer tracing of..database access chains or
provide oPtimization-of schema o~ sub'schema definitions. ·
Relational Data Base Characteristics.
InfOrmix provides multiple and concurrent users/applications different views of the
database. Informix achieves this though the use of a "view". A "view" is a dynamic
'window into the database for users that either want specific 'information or for users for
whom you want limited access to certain information. 'Wiews" are treated just like tables
'in the'sense that privileges may be granted and revoked for specific people depending
on your particular situation. 'Access rules MUST be defined through the security system
by user ID or class. Informix bases the secudty system on the user's, log-in ID.
'Data Dictionary Facility
Informix supports an integrated data dictionary with all of its database engines. The
terms "system catalogs" and "data dictionary" are used interchangeably; therefore, the.
majodty of the system documentation refers to system catalogs. The catalogs (data
dictionary) stores information about a specific database. In other words, each database
created will have its own set of catalogs or data dictionary. The Informix catalogs/data
dictionary stores information about tables, columns, indexes, security., synonyms,
constraints, stored procedures, etc..
Data Import Facility
Data import can be achieved by using some standard utilities provided with Informix
products. Once you have a flat ASCII file, whether it came from an existing Informix
database or not, tw° utilities are provided that will allow you to load (insert) the
information into the database. The two utilities are LOAD and DBLOAD.
The LOAD utility allows you to load (insert) into the database table variable length
delineated records. The delimiters are used to separate the fields within the records
and can be set to any recognizable character before the load command is issued. This
is very useful especially if the data is coming from an existing database package.
The DBLOAD utility will allow the user to load (insert) either vadable or fixed length
delineated or non-d?lineated records. D.BLO,~D giv. e? the user the flexibility of picking
Finance, Human Resources, payroll, and Utility Billing Application Proposal Page 6
and choosing what data they want loaded from an exisdng fiat file. Because of the
structure of DBLOAD, users can choose character by character what data they want
inserted in a specific column.
Data Access
Ail data is available for read and update access through the DBMS and directly from
Informix ESQL COBOL or Informix SQL 4GL
End-User Query Facilities
Informix products provide the capabilities of ad hoc quedes and ad hoc .reporting.
Informix-SQL (I-SQL) is designed for ad hoc query and reporting for developers and end
users. Ad hoc query can be accessed through I-SQL by choosing the "Query" option
from the main product menu. This allows the user to execute ad hoc SQL statements
directly. Through the use of the Informix~Perform screen, forms may be built 'or
customized specifically for their environment with no coding.
Finance, Human Resources, PaYroll, and Utility Billing Application Proposal Page 7
Cost Information
Vendor Name:
Vendor Address:
BI-TECH Software Inc.
890 Fortress Street
Chico, CA 95973
Vendor Contact:
Phone #:
FAX Phone #:
Michael Beatty
(916) 899-4322
(916) 891-5281
SOFTWARE COST SUMMARY: -.
(Cost for all modules can be lumped into 1 row if applicable)
Module:
One-Time Price Price per On-
Installafio per Max. ~ of going
n COsts Client Concurrent Maint.
Users Cost/yr.
General Ledger 401000 1,600
Accounts 7,200 288
Receivable .- -
61,500
11,070
Accounts Payable 7,200
Purchasing · 9,324
Contract Processing - 5868
Budget -- 10,188
Fixed Assets · 5,'868
Human' Resources 15,660
Position Control - included
288
414
261
453
2'61
696
11,070
14,336
9,023
15,665
--9,023
24,078.
Estimated Estimated
# of Hours Implementa-
for tion Support
Implemen- Cost '
ration
5,600 22 days 19,600
1,008 10 Days 8,000
1,008 11 Days 8,800
1,450 .. 10 Days 8,000
913' 3 Days 2,400
1,585 4 Days 3,200
913 :-' 2Days 1,600
.2,436 16 Days 12,800
Finance, Human Resources, Payroll, and Utility Billing Application Proposal
Page1
Module: One-Time
Installatio
- n Costs
Price Price per On_
per Max. # of · ' going
Client .Concurrent Maint.
Users Cost/yr.
Estimated ... ~stimated
# of Hours: Implementa-
· for "-" tion Support
implemen- Cost
' tation '
Benefits
Pays'oil
Utility Billing
Insight (GUI)
CCD Report writer
TOTALS:
Included
15,660
20,860
9,000
9,000
'155,828.
696 24,078 2,436 16 Days
2,600 20,860 3,129 21 Days
400 13,838 1.,400 NC
400 13,838 1,400 10 days
8,357 207,519 23,278 125 Days
12,800
'16,800
NC
8,000
102,000
HOST HARDWARE COST SUMMARY:
Host System One-Time Purchas
Description Installation e Price
.' Costs
Data General
AVIION 3600R
w/Cladion · Included '73,022
Lease
Cost/Mo.
On-going
Maint. Cost/yr.
7,716
Estimated
Implementation
Support Cost
Included
TRAINING COSTS:
Course TitieTT°pics
Cost/Hour
or Day
· (circle T)
Cost/Hour
Accounts Payable 'Module Definition
I Day $800·
Accounts Payable Core Training
3 Days $2,400
Accounts Payable issues
2 Days $1,600
Accounts Payable Process Testing - ' 2 Days" $1,600
Accounts Payable Training Preparation 2 Days ..... $1,600
4 Lease Purchase option is shown Under the Cost Proposal Summary.
Finance, Human Resources, Payroll, and Utility Billing ApPlication Proposal
Page 2
Accounts Payable Parallel Testing
Accounts Payable Live Support
Accounts Payable Post Live Consultation
Accounts Receivable Module Definition
Accounts Receivable Core Training
Accounts Receivable Issues
Accounts Receivabl~ Process Testing
Accounts Receivable '[rainer Preparation
Accounts Receivable Parallel Testing
Accounts Receivable Live Support
Accounts Receivable Post Live
Consultation
Contract Management Core Training
Contract Management Issues
Contract' Management Process Testing
Fixed Assets
General Ledger Introduction for"
Government Clients
General Ledger Consultation
Budgets and Budget Modeling
Budget Item Detail
Recurrent Joumal Entries
General Ledger Issues
General Ledger Process Testing
General Ledger Trainer Preparation.
2 Days
2 Days
2 Days
1 Day
3 Days
2 Days
2 Days
2 Days
2 Days -**
2 Days
2 Days
2 Days
1 Day
I Day
2 Days
2 Days
3i. Days
1 Day
2 Days
'1 Day
2 Day
2 Days
2 Days
$1,600
$1,600
$1,600
$800'..
$2,400 '
$1,600
$1,600
$1,600 ..-
$11600
$1,600
$1,600
$1,600
$8OO
$800
$1,600
$1,600
$2,400
$800
$1,600
.$800
$~,600
$1,600
$1,600
Finan'ce, Human Resources; Payroll, and Utility Billing Application Proposal Page' 3
General Ledger RJE/Budget Model/Ad
Hoc Trainer Preparation
General Ledger Parallel Testing
General Ledger Live Support
General Ledger Post Live Consultation
Fiscal Year End Processing
Human Resource Core Training
Human Resource Issues
Human Resource Process Testing
Human Resource Parallel Testing
Human Resource Live Support
Human Resource Post Live Support
Nucleus and Security Core Training
Nucleus Process Testing
Person/Entity Module Definition
Person/Entity Process Testing
Payroll 4.6 to 6.0 Visit Number One
Payroll 4.6.to 6.0 System Verification
Payroll 4.6 to 6.0 Live Support
Payroll/Human Resource/Position
Budgeting Introduction
Payroll Core Training Number One
Payroll Core Training Number Tw
Payroll Issues ....
Payroll Process Testing ...
Payroll Parallel Testing
Finance, Human Resources, Payroll, and Utility
2 Days $1,600
2 Days
2 Days
3 Days
3 Days
9 Days' .
2 Days
3 Days .'..
2 Days
2 Days
2 Days
3"Day~
2 Days
1 Day
1 Day
5Days
3 Days
3 Days
5 Days
5 Days
3 Days
2 Days
3 D~ys ii
2 Days
$1,600
$1,600
$2,400
$2,400
$7,200 :.. .
$1,600
$2,400
$1,600
$1,600
$1,600
$2,400 ·
$1,600.
$800
$8o
iooo
$2,400
$2,400
$4,000
$4,000
$2,400
$1,600
$2,400
$1,600
Billing Application Proposal ·
· Page 4
Payroll Live Support
Payroll Post Live Support
Position Budgeting Core Training
Purchasing and Encum§rance Module
Definition . - - ·
2 Days $1,600
2 Days'' $1,600
2 Days $1,600
I Day $800
PurchaSing and Encumbrance Core
Training
Purchasing and Encumbrance Issues
P.urchasing and Encumbrance Process
Testing
Purchasing and EncUmbrance Trainer
Preparation
3 Days $2,400
2 Days $.1,600
2 Days $1,600
2 Days $1,600
Purchasing and Encumbrance Parallel
Testing
2 Days $1,600
Purchasing and Encumbrance Live
Support ·
Purchasing and Encumbrance Post. Live
Consultation -.
Click, Drag and Drill Financial Core
Training
2 Days $1,600
3 Days $2,400
3 Days $2,400
Click, Drag and Ddll Payroll/Human
Resource Core Training
General Ledger Ad Hoc Report Writer
Click, Drag and Drill Financial Issues
Click, Drag and Ddll Payroll/Human
Resource Issues
· - 3 Days $2,400"
2 Days $1,600
2 Days $1,600
2 Days $1,600
Click, Drag and Drill Financial Trainer
Preparation
1 Day $800
Click, Drag and Drill Financial Trainer
Preparation
1 .Day $800
Finance, Human Resources, Payroll, and Utility Billing Application Proposal
Page 5
Click, Drag and Ddll Payroll/Human
Resource Trainer Preparation
Click, Drag and Drill Financial Post Live
Issues
Click, Drag and Drill Payroll/Human
Resource Post Live Issues
I Day $800
2 Days $1,600
2 Days $1,600
CONSULTING/IMPLEMENTATION SERVICES:
Level of Staff # Hours
Data ROller Conversion (Est)s
Programmer
Project Management Add'l
Consulting: Accountant/
Programmer/Manager
20 Days
Cost/Hour
or Day
(circle l)
Hour
Rate
Implementation
Services Cost
900 18,000
15 Hour. 1,080 16,200
Hour/Day
HoudDay
H°udDay
Hour/Day
Hour/Day
Hour/Day
HoudDay
s Data Rollover and Conversion was not addressed' in the RFP. Most of our clients choose these
services. If the City does not elect these services, then these costs should not be included. This is an
optional item.
Finance, Human Resources, Payroll, and Utility Billing Application Proposal Page 6
COST PRoPOsAL SUMMARY:
Applications
One-Time Installation Costs
Price per Client
· - On-going Maintenance Cost/Yr.
Host Hardware
On:Going Maintenance Cost
Info~ mix Database and Associated
Produ~s6 ..... - , .
On-going Maintenance CostJYr
Training
Consultant Implementation
TOTAL COST PROPOSED:
Lease/Purchase Option
155,828
N/A
23,278
73,022
7,716
48,071
8,087
102,000
34,200
452,202
8,805~ mo.
6 Database costs information (Informix product costs and maintenance) was not included in the Cost
Proposal Form. BI-TECH inserted these costs here for your information.
Finance, Human Resources, Payroll, and Utility Billing Application Proposal
Page 7
To: City of Tustin
300 Centennial Way
Tustin, CA 92680
Contract Number :
Quote Date : 6.4-97
Print Date : 6-4-97
Reference·
ITEM QTY MODEL
1.1.1 1 70687-AE
1.1.2 1 R7347
1.1.3 1 R7363
1.1.4 1 76110R-E
1.1.5 6 79012-HC
1.1.6 2 G6885-LA
1.1.7 I 26033
1.1.8 I 7462
1.1.9 1 14001-G7
1.1.10 1 15485E010
1.1.11 1 7060-D
1.1.12 I DG/UX
1.1.13 I L047ASC1CD
1.1.14 1 LO47ASC61D
1.1.15 1 P001AFAlCD
1.1.16 I P001AQA61D
Data General
QUOTATION
DGC
Please refer to this number in all
correspondence and orders
. DESCRIPTION
F¢om: Diane M Kipp
Data.G.e?ral Corp
1500 Rosecrans Avenue
Manhattan Beach, CA
90266 USA
Phone: 310-643-9401
(Office)
. Fax: 310-536-0954
(Office)
UNIT
PRICE
($)
HARDWARE
AV3600R 200MHZ, DUAL, 64MB, FD,
CD
REPLACE 8MB W/32MB HI-PERF SP
MEMORY
REPLACE 64MB ECC WITH 512MB
ECC MEM
1 O-SLOT CLARiiON ARRAY,SMB
CACHE,RACK
4GB 7200 RPM CLARIiON DISK
MODULE
4GB SE SCSI 4MM INTERNAL ADD-IN
ViiSION 15", NI, MPR II, SVGA
MONITOR
PCl SCSI ADAPTEC 294.4UW DIFF
ADAPTER
60" DEEPRACK CABINET
SCSI CABLE,68P HD-68P HD, 10FT
Subtotal
OS SOFTWARE
DGAJX ENABLE KIT
DG/UX OP SYSTEM DESIGNATOR
EPC ANSI C SMALL SERVER LMD'
EPC ANSI C SMALL SERVER
SUPPORT+
DG/UX FOR INTEL L/M/D 4-USER '
DG/UX FOR INTEL S+ 32-USER
EXTENDED UNIT DISC
($) (%)
22,495.00 22,495.00 20.00
1,320.00 1,320.00 23.00
8,960.00 8,960.00 20.00
9,000.00 9,000.00 25.00
2,900.00 17,400.00 25.00
1,495.00 2,990.00 25.00
603.00 603.00 40.00
795.00 795.00 20.00
2,725.00 2,725.00 20.00
130.00 130.00 20.00
66,418.00
/NC /NC
/NC /NC
1,800.00 1,800.00
23.00
1,250.00 1,250.00 23.00
Finance, Human Resources, Payroll, and Utility Billing Application ProPosal Page
Section
ITEM Q'PI' MODEL DESCRIPTION
1.1.17 I P001AQAgFN DG/UX FOR INTEL UPGRADE TO 32
USERS
1.1.18 1 R057AZA4LD DSK ARRAY MGT LIC INT. CODE
SVC-INTEL
1.1.19 1 R058AZC1CD UXJRI~M PERFORMANCE MONITOR
LMD SM SVR
1.1.20 I PJ358AZC40D UXJP, PM PERFORMANCE MONITOR
SSS SM SVR
1.1.21 1 R058AZN7CN UX/RPM PERFORMANCE MONITOR
QUICK LOOK
Subtotal
IMPLEMENTATION
1.1.~2 ' 1 P001~-U7AN DGAJX IMPLEMENTATION SERVICE -
MEDIUM
1.1.23 1 W170AZG7FN CLARiiON SERIES 100/1000 SUPP
IMPL SV
Subtotal
UPS
1.1.24 I 12357-A 4.5KVA UPS 208V-FOR SVC SEE
12357ASCS
1.1.25 1 12418E015 DATA GUARD CABLE DB9 TO DB25
1.1.26 1 12359 4.5/6KVA BATTERY-FOR SVC SEE
12359SCS
1.1.27 1 12357ASCS EXPRESS SWAP SERVICE FOR UPS
12357-A
Subtotal
'UNIT EXTENDED UNIT DISC
PRICE ($) (%)
4,750.00 4,750.00 23.00
1,195.00 1,195.00
750.00
750.00
9,745.00
7,495.00 7,495.00
1,595.00 1,595.00
9,090.00
4,349.00 4,349.00
65.00 65.00
549.00 ~ 549.00
1,050.00 11050.00
6,013.00
23.00
23.00
23.00
23.00
LIST: $91,266.00
NET: $73,022.46
SW SRVC: $5,809.00
HW MAINT YR t: $1,908.00
TAX (est):
TOTAL: $80,738.46
Finance, Human Resources, Payroll, and Utility Billing Application Proposal
Page 12
Finance, Human Resources, Payroll, and Utility Billing APplication Proposal Page
City of Tustin : ,'
619197
25 Concurrent User Informix and IFAS License
NlVreference: 1:34,968
BASIC IFAS (Integrated Fund Accounting System) Modules:
General Ledger
NUCLEUS
Accounts Payable/Encumbrance ..
Accounts Receivable/Cash Rec.
Check. Management..
Person/Entity Database
AD HOC Rprtg/Budget Models.
Subtotal Basic IFAS
ADDITIONAL Modules:
Budget Item Detail
Pumhasing . -
Payroll
Human Resources
Position Budgeting
Fixed Assets .
Contract Management
Insight (GUl-requires Win95) .
Click, Drag, & Drill (Report Writer
Sub-Total ADD'L Modules
JTOTAL IFAS Modules
THIRD PARTY PRODUCTS:
INFORMIX, Utility Bi lng Software:
UTILITY BILLING .
Customer Information System
Handheld Devices
Menus/Shells ' _
ITotal Utility Billing
IData General Hardware
IAviion 3600R Server
SERVICES -
Sum of. Training Assistance
Utility Billing Training Support
Proj. Mgmt. and Add'l Consulting
24,000
4,000
7,200
7,200
4,000
4,000
4,000
54,400
Data Rollover and Conversion ......
TOTAL Services ....
ISUB TOTAL I
JGRAND TOTAL (Net Price plus 1st Year Support)
6,400
10,360
17,400
17,400
4,920
6,520
6,520
10,000
10,000
89,520
143,920
55,6971-
14,000
3,500
2,360
1,000
20,860
91,266t
85.200
16,800
16,200
18,000
136,2001
335,817I
I
10%
10%
10%
10%
10%
10%
10%
10%
10%
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
· 24,000
4,000
7,200
7,200
4,000
4,000
4,000
54,400
.:
5,760
9,324
15,660
15,660
4,428
5,868
5,868
9,000
9,000
80,568
134,968
48,071J
14,000
3,500
2,360
1,000
20,860
I 73,°22l
85,200
16,800.U/
16,200
18,000
136,200
I.413,121
452,202I
11 3,360
6 560
10 1,008
11 1,008
' 560
I 580
4 560
43 7,616
2 896
10 1,450
16 2,436
16 2,438
2 689
2 913
3 913
0 1,400
10 1,400
61 12,533
104 20,149
104
21
15
20
160
16oI
I
8,o871
2,100
525
354
150
3,129
7,7161
39,0811
Page 8
City of Tustin
619197
THIRD PAR'F? PROUCTS (These costs are shown in summary on page one)
INFORMIX PRODUCTS:
Online Verson 7+ (OpenLine)
Online Verson 7+ (Assurance)
ESQL/C, Dvlp (RT is included)
C-ISAM, RT
14GL, Drip
14GL, RT
Total Informix
MICROFOCUS PRODUCTS
MF Cobol Developer Suite
MF Cobol, RT (bundle of 10)
Total MF Products '
30,000 15%
7,500 15%
375 15%
375 15%
- 2,700 15%
2,850 15%
43,800
2,850
1,500
4,350
NA
NA
25,500 20 5,400
6,375 5 900
319 1 99
319 5 50
2,295 3 33O
2,423 10 333
37,231 7,112
2,850 6 Included
· 1,500 25 Included
4,350 31 0
UTILITY SOFTWARE
Openlink-ODBC Driver-Concurrent Use
Cold Fusion (for if'as.net only) '
WRQ-Reflection: (R2&TCP)
Total Utility Software
6,250 · 15%
499 NA
798" 15%
7,547
5,313 25
499 1
678 2
6,490 NA '
875
100
NA
975
OPTIONAE PRODUCTS: ' ' · "
Job/Project Ledger
Stores Inventory (Warehouse)
Grant Management
Work Order Management
Business & Animal Ucense
Vendor Agreements '
if"as.net (Internet Reporting Tool)
Image Enabler
TRIAD (for separate system development) '
Supplemental TRIAD
COLD Storage (Cptr Output to Laser Disk)
English Languages/per PC
Kiosk License (creation days extra)
Adobe Acrobat Dev Version ,
Remote Server Value Plan (RSVP) '
AcuPdnt (Electronic Forms) -
13,000 10%
13,000 10%
6,520 10%
13,000 - 10%
10,000 10%
6,520 10%
' 6,520 10%
8,000 10%
13,760 10%
2,760 10%
10,000 10%
1,350 NA
9,900 '- NA '
sold only throUgh retail stores
To Be Determined ' -' NA ·
-' ' 2,990 NA -'
11,700
11,700
5,868
11,700
9,000
5,868
-. 5,868
7,200
12,384
- 2,484
9,000
1,200
- 9,900
2,990
NOTE: Acupdnt pdce includes: Software and 1-Control Board $2150, Gold Security $650 and 4 forms-S190
2
9
11
-6
4
2
- 2
.5
5
2
1
1,820
1,820
913
1,820
1,400
913
913
1,120
1,926
386
1,400
189
1386
TBD
250
Page 9
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16
17
QUOTATION NOTES:
City of Tustin
6/9/97
BI-TECH requires reimbursement for travel to the client site that may be associated with this purchase.
BI-TECH Source Code is included with the license fee. Applicable sales tax will be added to this quotation.
Our Conversion quote assumes the Client will provide a dean fiat file and complete the BI-TECH forms.
We recommend informix Training Courses #613 ($1125) & #388 ($2000) plus travel. This is arranged with Informix.
The "Days" column indicates the number of BI-TECH training days. Most training is provided at BI-TECH.
A perpetual warranty on IFAS is provided as long as the client is on maintenance.
Annual Support is 14% of the Undiscounted license fee adjusted each year by the CPI plus 2%. Due 30 days after installation.
Work Order, Contract Mgmt, NLI will be released in early 1998.
Pricing is based on Concurrent Users. As this number changes the price will change.
The costs of special bonding or insurance will be passed on to the client.
T'nis quotation shall remain valid for 90 days. · - . -
An ANSI C compiler must be purchased from the Hardware Provider.
The Informix license provided is limited to use of Informix products with BI-TECH products.
Implementation costs are estimated and will be updated based on your specific needs hereafter.
Subsequent to a functional software review, BI-TECH will come on site to consult with the client regarding
the scope of assistance needed for client implementation. Complete implementation pricing can be provided at that time.
Use of Insight obviates the need for Terminal Emulation however, it is only available on Windows 95 or NT.
Informix Maintenance support requires 10 Assurance support licenses for each CPU.
The following forms are included from BI-TECH: PO Form, AP Check~ PY Check, Invoice. Additional forms are $800ea.
Page10
{ BataGeneral
3/18/95
City of Tugtin
Financial Server
Inves_~'ment Summary
Data G~'tal Aviion 3650 Server (4 processor capacity)
Dual 200 ~ pentium pro processors :
512 MB Memory
Cd. ARiiON Storage Processor (w/added ~che) w/24 GB Disk (6X 4GB)
2) 4mm Tape Drives
Lan Communi~tions
15" Mortil;or, I~yboarcl, Mous~
CD/KOM, Floppy
3OOO KVA Lr/>S
Modem
System Software
DG/UX (32 concurrent users)
AV/Alert
LrX,~M (eerformanc~ Mo~to0 w/Quick Look
DG/I. rX System Administration Class (5 Days)
EPC ANSI C Compil~
UNIX Implemeutation Servic~
List Total
Net Price
Yr 1 Ha.rdw~e Ma!nten~nee
4 Hr. Respor~- 9 x 5
Yr 1 Sofl~xre Maint~ane~
$79,900
16,920
1,g64
4,560
Tax & Freight as applicable ;
DO I.~sing av~abl¢ for all hardw~e., software & services
Estirmt_~_ YR 2 I-Iardware Main~ S2.900 (based on 3YK contraS)
Estimated YR. 3 Hardware M~!~eamn~ $2,900
1
2
3
4
5
6
7
8
9
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· Software License and Support Agreement
Bi-Tech Software Inc.
890 Fortress Avenue
Chico, California 95973
' (hereinafter referred to as "Bi-Tech")
hereby grants to:
City of Tustin
300 Centennial Way
Tustin, CA 92680
(hereinafter referred to as "Licensee")
a. nonexclusive, nontransferable, limited license for proprietary software listed in Schedule A and
known as Integrated Fund Accounting System (fFAS). The IFAS Software and related
documentation listed in Schedule A, described as Total IFAS Modules are referred 'to herein as
"Software".
The Licensee is hereby granted the right to {Jse the Software according to the terms and conditions
of this Agreement. No title to or ownership of the Software or any of its parts is hereby transferred
to the Licensee and the Licensee's right to use the Software shall at. all ~imes be subject to the
restrictions set forth in this Agreement.
Both Licensee and Bi-Tech agree that this Agreement constitutes the entire contract by and
between them. Any oral .agreements or written documents between the parties which are
inconsistent with the terms of this Agreement or are in addition to the terms of this agreement are
superseded by this document and are of no further validity or force or effect. Amendments to this
Agreement may only be made in writing and by a document specifically indicating.that it is
intended to be an amendment to this Agreement.
SOFTWARE LICENSE AND CHARGES
Bi-Tech shall license to the Licensee the Software at the charges specified on the Program and
Price Schedule attached as Schedule A in the form in which the Software presently exists, as more
fully described in its corresponding documentation. All server-based application soak'are will be
provided in both source and executable code. Bi-Tech also will provide one (1) CD-ROM-based
copy of all user and technical documentation relating to the Software, which may be printed and
reproduced by the Licensee for internal use, distribution and training purposes only:
In addition to the license fees and other related charges noted in Schedule A and Schedule B, the
Licensee shall be responsible for the payment to Bi-Tech of any federal, state, local, municipal
and/or provincial sales and use taxes or excise taxes that are or may be imposed on the
transactions provided for in this license agreem_ent. '~
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USE OF THE SOFTWARE
The Licensee's right to use the Software licensed under this Agreement is restricted solely ~o its
own internal use on the Licensee's computer systems, including any upgraded models or
replacements. Software use is limited by the number of concurrent users named in Schedule A.
Bi-Tech may perform annual system audits to verify concurrent usage and apply increases in fees
as appropriate. If the Licensee violates the terms of this paragraph, Bi-Tech shall have the right, in
addition to any other remedies available to them, to injunctive relief en)oining such acts as set
forth in Section 2. of the Standard Terms and Conditions.
The Software licensed under this Agreement is for use by .the Licensee on the Licensee's
computers, provided that any Software delivered by Bi-Tech in machine readable form may be
copied in whole or in part, in printed or machine readable form, solely for the Licensee's internal
use for back-up and archival purposes. Licensee warrants that source code will not be removed
from Licensee's office. Accompanying documentation and u~er guides may be reproduced for
internal use, distribution and'training purposes only.
No other party is authorized to use the Software and LiceNsee is not authorized to
services using the Software to any entity not defined herein.
~rovide
MANNER OF PAYMENT
In consideration of the granting of this software license, the Licensee shall pay the charges
provided fopherein in the following manner:
The basic license fees set forth in Schedule A, plus any applicable sales Or other taxes,
shall be paid to Bi-Tech in accordance with the payment terms set forth in Schedule A.
Third party Software products listed in Schedule A, plus any applicable sales or other
taxes, and/or freight and insurance charges, shall be paid in accordance with the payment
terms set forth in Schedule A.
Services, travel reimbursements and all other items listed in Schedule A, plus any
applicable sales or other taxes, shall be 'paid in accordance with the payment terms set
forth in Schedule A. :
Should the Licensee agree to maintenance, the maintenance fees set forth in Schedule B,
plus any applicable sales or other taxes, shall be paid to Bi-Tech in accordance with the
payment terms set forth in Schedule B.
The Software, plus any Bi-Tech created modifications, shall remain the property of Bi-Tech and,
at their option, shall be returned to Bi-Tech in the event any of the charges set forth in Schedule A
are not fully and timely paid as therein provided.
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ST,~NDARD TERMS AND CONDITIONS
1. TIME AND PLACE OF DELIVERY
Bi-Tech shall deliver the So~ware, and the Licensee shall accept such delivery, at the Licensee's
address set forth above on mutually agreed upon delivery dates. Bi-Tech will provide installation
of the Sof~ware at the Licensee's location. Training of the Licensee's personnel on the Software
will be delivered both at Bi-Tech and at'the Licensee's location as shown on Schedule A. The
Schedule A column entitled "Days @ Client" identifies training days to be delivered at the
Licensee's location by an on-site Bi-Tech employee or remotely via video or teleconferencing.
The Schedule A column entitled "Days @ Bi-Tech" identifies training days to be delivered at Bi-
Tech. Training delivered at Bi-Tech may be attended by up to three students, however additional
students may be added based on the rates then in effect.
If the Licensee desires additional Accountant, Trainer and/or Programmer. days beyond those
included in this Agreement, the charge will be based on Bi-Tech's rates then in effect. However,
the Licensee may exchange unused Accountant and/or Programmer days for additional Trainer
days.
As travel is required away from Bi-Tech office the Licensee will be charged for air fares, meals,
ground' transportation, lodging and other reasonable living expenses incurred by Bi-Tech
personnel as outlined in Schedule A.
2. PROPRIETARY INFORMATION
Licensee, its agents, employees, independent contractors (including site managers), administrators
and assigns shall be prohibited from duplicating, except for internal (on-site and off-site) backup
and disaster recovery use and to the extent necessary to effect modifications of the Software, and
they shall not allow any other person or entity to be permitted to duplicate, in any fashion
whatsoever, any or all of the property which is the subject of this Agreement.
The Software, including modifications made by Bi-Tech, constitutes valuable property and a trade
secret of Bi-Tech. In this connection,' marketing rights to the system and all modifications made
by Bi-Tech remain Bi-Tech's property, whether or not any portibn is or may be validly
c~opywritten.. Licensee, therefore, acknowledges its obligation not to reveal, and to instruct its'
employees not to reveal, any information regarding the Software t6 persons other than to
Licensee's employees, computer consultants, public accountants, and attorneys without the
express permission of Bi-Tech. Licensee further agrees to take such reasonable steps to ensure
that these proprietary obligations will be fulfilled.
Bi-Tech will not use or reveal to other persons, and will instruct its employees notto use or reveal
to other persons, any information concerning Licensee, its properties, partners, business, or other
affairs, which Bi-Tech may learn during the course of its performance under this A~;reement, other
than such use as is necessary, in connection with such performance.
3. WARRANTY AND LIMITATION 'OF LIABILITY
Bi-Tech warrants that the Software Gill operate as described in i~s accompanying reference
· manuals and documentation. The Warranty Period shall be perpetual as long as the Licensee has
a current maintenance and support agreement (see Schedule 13). Bi-Tech will, at its expense,
Page 3
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correct any errors in the Software a~ributable solely Io Bi-Tech. Bi-Tech shall be relieved of any
and all obligations with respect to this warranty for those parts of the Software that are revised,
changed, modified, or maintained by anyone other than Bi-Tech. The Licensee may modify the
licensed Software, but Bi-Tech shall not be responsible for compatibility of such modified
Software with equipment, other programs, future program releases 'or test. and verification
routines.
This warranty and Bi-Tech's obligations and liabilities under it are in lieu of, and the Licensee
hereby waives, all other guarantees and warranties expressed or implied, arising by law or other-
wise, including without limitation any implied 'warranty of fitness for a particular purpose or
merchantability.
Notwithstanding the warranty made above, Bi-Tech shall not be liable to the Licensee for any loss
of or injury to earnings, profits, or goodwill suffered by the Licensee, caused directly or indirectly
by the Software pursuant to this Agreement, or any interruption or loss of use thereof, or for any
incidental or consequential damages even if Bi-Tech has been advised of the possibility of such
damages.
4. EXTENDED MAINTENANCE
The Licensee will have the option of purchasing Bi-Tech's maintenance coverage for a pei-iod of
one year and renewable ann,ually unless terminated by the Licensee, pursuant to the terms set
forth in Schedule B. The charges for the Licensee's maintenance coverage shall be those set forth
in' Schedule B as from time to time are in effect, and all charges are subject to change by Bi-Tech,
provided that such charges cannot be increased during the term of such extended coverage. The
Licensee ma),, in their sole discretion, terminate such extended maintenance coverage at any time
at the end of any term.
5. ACCEPTANCE
Bi-Tech shall give written notice to Licensee certifying that installation of the Software at the
Initial Installation Site(s) is completed. Licensee shall be deemed to have accepted the So'rare
thirty (30) days after receiving Bi-Tech's notice, unless, during that period, the Software fails to
perform in accordance with the Documentation in some material respect that precludes
acceptance of the Software by the Licensee, and, by the end of that 30 day period, Licensee gives
written notice of non-acceptance to Bi-Tech describing the material failure in reasonable detail
and explaining why the failure precludes acceptance of the Software by Licensee. If Licensee
gives a proper notice of non-acceptance to Bi-Tech, then:
Bi-Tec~ shall investigate the reported failure. Licensee shall provide to Bi-Tech
reasonably detailed documentation and explanation, together with underlying data, to
substantiate the failure and to as. sist Bi-Tech in its efforts to diagnose and correct the
failure.
bo
If Bi-Tech determines, reasonably and in good faith, that there was no material failure to
perform or that the failure to p.edorm was not attributable to a defect in the Software or an
act or omission of Bi-Tech, then Bi-Tech shall give written notice to Licensee explaining
that determination in reasonable detail, and Licc;nsee shall be deemed to have accepted
the Software as of the date of Bi-Tech's notice unless notice of a dispute is provided to Bi-
Page 4
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Tech in writing. Such a dispute, if persistent, shall be resolved by following the
procedures of the American Arbitration Association.
If Bi-Tech determines that there was a materia'l failure to perform that was attributable to a
defect in the Software or an act or omission of Bi-Tech, and if Bi-Tech cannot correct the
failure within thirty (30) days (or such longer period as may be reasonable under the
circumstances) after receipt of Licensee's notice of non-acceptance, then Licensee shall
promptly return to Bi-Tech all copies of the Software and Documentation and any other
items delivered to Licensee by Bi-Tech; and Bi-Tech shall then refund Licensee the initial
license fee paid by Licensee. If, within such period, Bi-Tech does correct the failure, then
Bi-Tech will give written notice to Licensee certifying that the failure has been corrected,
and another thirty (30) day acceptance period shall begin upon initial software
installation.
6. OTHER DOCUMENTS
The following documents and the agreements of Bi-Tech and the Licensee and representations
and warranties of Bi-Tech contained therein are hereby incorporated into this Agreement by
reference and/or attachment.
a. IFAS/Software User Guides as listed in Schedule A of this Agreement.
b. Software and module Product Descriptions for the items listed in Schedule A of this
Agreement.
7, 'GOVERNING LAW
This contract will be governed by and construed in accordance with the laws of the State of
California.
8.1 LIQUIDATION OF Bi-Tech
In the event that Bi-Tech (or a surviving company in the event of merger or sale of Bi-Tech) is
liquidated,, dissolved, or ceases to carry on business on a regular basis, the Licensee will have.a
perpetual, irrevocable, nonexclusive, license, and right to use the Software inclusive of source
code and all other documentation) subject to the usage limits herein.
Page 5
9. NOTICES
All formal communications relating to this Agreement shall be in writing and directed to the
person listed below and shall be deemed to have been received on the earlier of the date of actual
receipt, the third business day after being mailed by first class certified air mail, or the first
business day after being sent by a i-eputable overnight delivery service. Any notice may be given
by facsimile provided that a signed original is sent by one of the fore going methods within
twenty-four hours thereafter. Proper notification contacts addresses are listed below:
9
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Bruce Langston
Vice President Finance
Bi-Tech Software Inc.
890 Fortress Street
Chico, CA 95973
Phone Number: (916) 891-5281
'Fax Number: (916) 891-5011
Email Address: bruce@bi-tech.com
Contact Name: Ms. Sofia Peterson
Title: Accounting Supervisor
Licensee Name: City of Tustin
Street Address: 300 Centennial Way
City, State, Zip Code: Tustin, CA 92680
Phone Number: (714) 573-3060
Fax Number:
Email Address:
10. GENERAL PROVISIONS
a. In the event of breach of this Agreement by either party, such breaching party agrees to
pay the other all costs and expenses incurred in the enforcement of this Agreement,
including but not limited to reasonable attorney's fees which may be incurred, whether or
not legal action is filed.
b. Neither party shall be liable or deemed in default for any delay or failure in performance
of this agreement resulting directly or indirectly from any cause beyond the control of the
party.
c. Bi-Tech' agrees to indemnify and'hold Licensee harmless from all ~emands, claims,
liability or damages to third parties and all expenses incurred by Lice.nsee due to any such
claims and demands including reasonable attorney's fees, whether or not legal action is
filed, based on any alleged infringement or unauthorized use of any third party patent,
trade secret, copyright or other proprietary right as a result of the use of the So,rare
under the terms and conditions of this Agreement; prov. ided Bi-Tech is promptly notified
in writing of any such claim against Licensee and further provided that Licensee permits
Bi-Tech to defend each such claim or to procure licenses without additional charge to
Licensee, to use the Software. In the event that Licensee's use of the Software is likely to
be, enjoined as a result of such a claim of infringement or unauthorized use, gi-Tech shall,
at its option (i) modify the Software to render it non-infringing without adversely affecting
its functionality; (ii) provide for Licensee the rights provided hereafter in respect of the
Software; or (iii) refund tO Licensee Software amount paid by Licensee.
d. This Agreement does not inc]'ude any interfaces or modifications. It does include writing
two report definition files: one for the Balance Sheet and one for the Income Statement.
This Agreement also includes the creation of special formats but is limited to the
following: one Accounts Payable check, one Payroll check,, one Receipt form, one
Invoice or Statement form, and one Purchase Order form.
Page 6
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eo
Dated:
Date
Informix products purchased as a result of this Agreement are intended for use with
Tech developed software. The use of such informix products is limited thereto.
Bi-Tech Software Inc.
BY:
Bruce E. Langston
Vice President for Finance
Licensee
BY:
Printed Name:
Title:
Page 7
1 !. LICENSE FEES
Module
BASIC IF~ (Integrated Fund Accounting System) Module~:
General Ledger
NUCLEUS (train and Install)
Accounts Payable/Encumbrance
Accounts Receivable/Cash Rec.
Check Management
Person/Entity Database
Subtotal Basic IFAS
25 Concurrent User Informix and IFAS License
List Price % Off Net Price Client
ADDITIONAL Modules:
Job/Project Ledger
Budget Item Detail
Purchasing
Payroll
Human Resources
Position Budgeting
Fixed Assets
Contract Management
insight (GUI-requires Win95)
Click, Drag, & Drill'(Report Writer for
Sub-Total ADD'L Modules
TOTAL IFAS Modules
18,750
3,125
5,625
5,625
3,125
3,125
39,375
10,156 10%
5,000 10%
8,094 10%
13,594 10%
13,594 10%
3,844 10%
5,094 1 O%
5,094 1 O%
7,813 10%
7,813 10%
80,096
I 19,471
18,750 7
3,125 3
5,625 2
5,625 2
3,125 0
3,125 0
39,375 14
9,140 1
4,500 2
7,285 2
12,2.35 10
12,235 10
3,460 2
4,585 0
4,585 2
7,032 0
7,032 4
72,089 33
ll 1~464 ' 47
THIRD PARTY PRODUCTS:
INFORMIX and Utility Soflware~
27,9711 NA
24,739
SERVICES
Sum of Training, Consulting, Installation.
Undefined Special Needs Consulting
Data Rollover and Conversion
TOTAL Services
J Grand Totals
69,200 NA
16,000 NA
21,600 NA
106,800
254,242
69,200
16,000
21,600
106,800
243,003
47
20
4
71
711
Day~@
I~Tech
Support
5
2
4
5
0
1
17
1
0
4
2
6
0
2
0
0
4
19
36
36
0
2O
56
561
2,625
438
788
788
438
438
5,515
1,422
700
1,133
1,903
1,903
538
713
713
1,094'
1,094
11,213
16,728
6,1591
NA
NA
NA
22,887[
Page 8
I. LICENSE'FEES
THIRD PARTY PROUCTS
Module
INFORMIX PRODUC'~:
Informix for Workgroups (Dev)
ESQL/C, Drip (RT is included)
14GL, Drip
14GL, RT
Total Informix
MICROEOCU$ PRODUCTS
MF Cobol Developer Suite-6 users
MF Cobol, RT (initial bundle of 10)
MF Cobol, RT (add'l bundles of 10)
To~l MI: Pmduds
UTILITY SOFrWARE.
Openlink-ODBC Driver-Concurrent Use
WRQ-Retlection Suite
Total Utility Software
jTot~l Third Party Software
OPTIONAL PRODUCTS:
Module
Stores inventory (Warehouse)
Bid Management
Grant Management
Work Order Management
' Business & Animal License
. Vendor Agreements '
ifPs. net (requires dedicated NT server)
Image Enabler OCR not incJuded)
TRIAD flor.separate system development)
COLD Storage (Cptr Output to Laser Disk)
English Languages/per PC
Kiosk License (creation days extra)
Remote Server Value Plan (RSVP)
Bi-Tech Electronic Forms)
Cl'hese costs are shown in summary on page one)
List Price % Off Net Price
10,000j 10% 9,000
375 10% 338
2,700 10% 2,430
3,000 10% 2,700
6,075 14,468
2,851 NA 2,851
844 NA 844
903 NA 903
4,598 4,598
798 0%
7,298 j
27,97,1 I
4,875
798
5,673
24,739J
list Price % Off
10,156 10%
5,094 10%
5,094 10%
10,156 10%
7,813 10%
5,094 10%
5,094 10%
6,500 10%
11,180 10%
8,125 10%
1,350 NA
9,900 NA
To Be De~ermir, NA
3,190 NA
Net Price
9,140
4,585
4,585
9,140
7,032
4,585
4,585
5,850
10,062
7,3.13
1,200
9,900
3,190
Days
Annual
Support
25 4,250
1 99
3 420
10 480
5,249
6 Included
10 Included
15 included
31 0
910
NA
NA 910
6,159J
5uppo~
3 1,422
0 713
0 713
0 1,422
0 1,094
0 713
0 713
0 . 910
5 1,565
1 1,138
189
1386
TBD
350
Page 9
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II. PAYMENT SCHEDULE
Upon execution of the IFAS Software License Agreement and the delivery of the user
guide documentation.
30% of all applicable IFAS License Fees
100% Bundled Implementation/Training Assistance
50% of Other Services
· 100% Third Party Products
33,439.00
69,200.00
18,800.00
24,739.00
If applicable, 100% of the sales/use tax due on the taxable amount for the entir, e
Agreement.
Upon the conclusion of the initial installation visit.
40% of all applicable IFAS License Fees ·
50% of Other Services
100% Third Party Maintenance
100% IFAS Maintenance
$ 44,586.00
18,800.00
6,159.00
16,728.00
Upon Bi-Tech's verification that the individual modules operate in the Licensee's
environment as defined in their accompanying documentation and user guides; or, within
120 days of the initial installation visit, whichever is sooner.
30% of all applicable IFAS License Fees
33,439.00
The Licensee will be charged for airfares (coach or economy), meals, al! ground
transportation, lodging (single occupancy accommodations) and other reasonable living
expenses incurred by Bi-Tech personnel during the implementation, accounting, training,
and rollover/conversion assistance. These costs will be invoiced as they occur.
Any licensed Software module listed in Schedule A of this Agreement which may be
returned after the Acceptance period provided herein, shall be due and payable in full.
Licensee agrees that Bi-Tech may assess a one (1) percent per month interest charge on
any Bi-Tech invoice which is 30 days past due.
I!1. LICENSE FEES
Upon paying the applicable Basic License Fee(s) set forth above for the licensed So,rare
programs, Licensee shall have the right to use Software within the scope of its own jurisdiction up
to the number of concurrent users named in Schedule A. - If additions to the concurrent user count
are needed hereafter, Bi-Tech will.license additional concurrent users at the then current per
concurrent user rates. The Basic Software License Fee includes a warranty (Section 3., Standard
Terms and Conditions) and the option to purchase maintenance (Section 4., Standard Terms and
Conditions) for any licensed Software programs by executing an appropriate instrument (see
attached Schedule B) and paying in advance the applicable fees as from time to time are in effect.
Page 10
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36
37
38
39
40
41
42
43
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46
47
48
49
50
SCHEDULE B.
to
IFAS SOFTWARE LICENSE AND SUPPORT AGREEMENT
SOFTWARE MAINTENANCE
!. MAINTENANCE
The Licensee shall have the option of purchasing Bi-Tech's maintenance fOr the current or
immediately preceding Software release from year to year renewable annually unless terminated
by the Licensee, pursuant to the terms set forth herein.
As long as the Licensee is paying for maintenance with respect to the Software under the terms set
forth in Schedule A hereof,.Bi-Tech shall provide to the Licensee Software update services via
Hassle Free SupportTM Hassle Free SupPort (HFS) is the Software update method employed by Bi-
Tech for server based software. HFS means that Bi-Tech will log-on to Licensee's designated
computer server system, with authorization from Licensee, and load the server-based Software
update for the Licensee. HFS is strictly modem/Internet related,, therefore, the exchange of
magnetic media for server-based software updates wi]] not be available. For PC client so,ware
updates, disk media will be sent to Licensee to update the PC client software, including Licensee
loading instructions for all PC client software. In addition, the fo]lowing shall be provided:
· All User Documentation updates cr&ated by Bi-Tech which relate to the Software.
Such updates shall be delivered on CD-ROM media.
All program updates and additions for use with the Software which are developed by
Bi-Tech, provided, however, that no such program update or addition shall
materially imt~air the functionality or performance characteristics of the Software.
Documentation updates which relate to particular program updates and additions
will be included in electronic media via Hassle Free Support. In cases where new
features are added to the Software through the incorporation or use of Third Party
software or hardware, Licensee shall have the option to purchase or not to purchase
such Third Party products to effect such features.
Phone-in consultation service in which the Licensee may request and receive verbal
information regarding the use of the Software. Normal response to client initiated
requests for information will be within four hours. Licensee agrees to attempt to
locate information provided in user documentation prior to use of phone-in
consultation service.
As Bi-Tech.provides updates to its Software, or remote support may be required via
telecommunications, the Licensee agrees to install and maintain, for the duration of
this Agreement, a 33,600 (minimum) bps modem.
All program changes deemed necessary by the Licensee to make the Soft~,are
(including any program updates and additions) perform as described in the user
guides, provided, however, that no user guide update shall be effective to delete or
reduce a functional, specification without the Licensee's consent.
Page 11
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Maintenance services shall be provided with sufficient promptness to avoid un-
reasonable down-time. This agreement specifically does not include any assistance
by Bi-Tech with respect to modifications of the Software which are desired by the
Licensee except as set forth in Schedule A. Any modifications not made by Bi-Tech
and the results caused thereby to the Software shall be the'sole responsibility of the
Licensee.
For the term of this Agreement, Bi-Tech shall provide Licensee, on a timely basis,
with updates necessary for the System to continue to accomplish its principal
computing functions and with updates reflecting improvements made to the Soft-
ware by Bi-Tech. If Licensee notifies Bi-Tech that it suspects an error in the program
logic or documentation of the Software, Bi-Tech Shall, as part of such support, use its
best effo~ to confirm the existence of the error and correct it. If Bi-Tech ultimately
determines that no such error exists, Licensee shall pay Bi-Tech for its travel, meals,
lodging, and services performed at the Licensee's Site at Bi-Tech's then current
hourly rates.
Bi-Tech shall provide Licensee with such modifications to the Software as Licensee may
reasonably require to maintain the compatibility of the Software with new releases of the
operating system under which the Software is to be functional.
The Licensee will have the option, at the end of the first ),ear's maintenance under this Agreement
to extend such maintenance on a year to ),ear basis. The charges for the Licensee's maintenance
coverage shall be based on a rate of 14% of the undiscounted price of the Software
($119,471.00), as set forth in Schedule A. All maintenance charges are subject to annual
increases by Bi-Tech, provided that such increases cannot be assessed during the term of such
extended coverage. Increases in Software Maintenance coverage are based on:
The previous year's maintenance cost increased by a factor of two (2) percent over the last
annual adjusted Consumer Price Index (CPI) for Urban Wages Ear'ers (all items) - Western
Region.
33 Sh'ould the Licensee not exercise the option to extend maintenance beyond the warranty period
34
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under this Agreement, the Licensee retains the right to purchase at cost from Bi:Tech any future
releases and/or enhancements to the Software, including modifications to the Software to
maintain its compatibilitywith new releases of the operating system.
II. PAYMENT SCHEDULE
Payment of maintenance charges shall be as follow~:-
100% of the quoted maintenance charges, plus applicable taxes, due upon the Initial
Software Installation. Twelve months following this initial due date shall be the annual
renewal date.
Licensee accepts responsibility to remain current with maintenance on all third party
products that are required for use with IFAS. The first year's maintenance for third party
products is estimated to be $6,159.00. MicroFocus p~'oducts include the first year of
maintenance. The second maintenance year cost direct to MicroFocus is expected to be
$740.
Page 12
Data General
10 KEY REASONS TO BUY DATA GENERAL ENTERPRISE SERVERS
1. Operating System Performance.
A+ rating for DG/UX by Illuminata Consulting, Scorecard Update 11/96
"Multiprocessing, storage management, availability clustering, and a price-performance are
high points...."
2. Enterprise Expertise With No Platform Technology Indifference.
AViiON 3650 server use NT or UNIX, offedng flexibility in hardware system choice and
design.
3. Strong Partnership and System Compatibility with Bi-Tech Software.
Bi-Tech uses DG AViiON servers and CLARiiON storage systems to run their organization
and support Remote Services customers. Excellent performance running Informix.
4. AViiON Servers Based On Intel' Processors.
Intel provides technology & performance leadership for open systems. This offers the
lowest price, highest reliability, and best performance. AViiON 3(~50 provides large
expansion capacity for future growth requirements (processor can grow to 4 processors)
5. Award Winning CLARiiON Disk Systems.
Data General manufactures and supports CLARiiON disk storage subs-systems with
optimum fail-over features for AViiON servers.
6. Top Customer Support.
Aberdeen Group, 5/96. "More than anything tangible, what has impressed the customers -
-and Aberdeen as well-is the quality of Data General's treatment of customers both the
speed and accuracy of the response., DG chosen #1 in Customer satisfaction for many
years in a row by Computerwofld.
7. AY/Alert Automated Notification Service.
Detect and report existing or impending hardware and software problems automatically.
Remote support maximizing high availability and minimizing disruptions in computer
operations. ~
8. Implementation Continuity with Network and Enterprise.
A complete line of professional services. DG technical professionals provide NT, Novell, &
UNIX installation expertise for enterprise network and server set up and integration.
9. Strong Customer References.
Worldwide installed base of AViiON and CLARiiON in pdvate and public sector market
place.
10. Flexible Data General Leasing.'
Combined leasing for hardware, software applications (including third party) and services
available at lowest industry rates. Custom leasing options available.
The DG/UX implementation Service is a comprehensive service that
combines AViiON ~hardware installation with a full-scale DGIUX software
installation and implementation service. In addition, DG/UX
implementation Plus Service and DG/UX Implementation Plus On-Site
Service adds performance analysis, tuning, and consulting services.
Delivered by high-level Data General UNIX technical consultants, these
services address a full set of operational and system management
requirements, including DG/UX naming conventions, disk usage, file
system management, user account management, and system security
issues.
These services provide everything required to being an DG/UX-based
AViiON system to an operational level so customers can dedicate their
time to business-critical issues. With the performance tuning provided
early in the installation cycle by the DG/UX Implementation Plus Services,
Data General can help ensure effective system usage from the outset and
enable customers to plan resource utilization effectively.
Scope of Service
The DG/UX implementation Services are tailored to the customer's
environment and user community, and includes the following, as required:
Hardware Installation
· Review installation checklist
· Install all hardware products in the AViiON CPU cabinet
· Verify hardware functionality
· Install and verify AV/Alert, Data General's remote diagnostic support
tool
Software Implementation
· Verify that both the DG/UX software media and license token are at the
customer facility prior to site visit
· Verify/load the DG/UX operating system and format the system disk
· Load the latest DG/UX maintenance update
· Review and establish DG/UX naming conventions for hosts, releases,
logical disks, packages, root directories, local software, users and
groups
· Review and plan disk usage, including servers for diskless clients
· Setup required file systems, swap space, root and home directories
· Setup and load Application Capture Option (ACO) if required (intel
only)
· Setup and load Software Developers Kit (SDK) if required
· Set proper NVRAM settings on primary disk (Intel only)
· Determine impact of implementing thirdq:xarty hardware and software
products
· Configure/t~"~the UNIX kernel and review *'"--' customized kernel
generated dL~_.g installation
· Set default boot device and log on at init level 3
· Review operating systems releases for server and clients and how to
add secondary releases, build kernels for diskless clients, set operating
system client defaults, add clients, and test booting of clients.
· Review user account management, including how t° name and group
users, maintain a secure system, review and set up profiles.
· Configure/test local terminal pods, and discuss terminal and printer
setup
· Review/customize system startup/shutdown and how to respond to
system failures
· Review and customize disk management, file system management, and
backup and recovery procedures
· Setup Intemet addressing, TCP/IP and ONC/NFS
· Install manual pages ..
· Review how to load a new DG/UX update or release
· Backup the root file system and data required to restore the system.
· Install the UX/RPM (real-time performance monitor), a comprehensive
software package that provides system administrators with the tools
required to pinpoint performance bottlenecks on the system in real
time. DG/UX Implementation Service includes an evaluation copy of
this software only.
· Install CD-ROM documentation browser if there is an X-Windows/Motif
device, or if there is a PC available running Windows or Windows NT
· Provide a hard copy of the kemel parameters and the configuration file.
DG/UX Implementation Plus Service also provides:
· A perpetual license for UX/RPM and one year of Software Subscription
Service (SSS)
· Statistics Package - a repor~ consisting of a set of graphs and reports
that provide a "baseline" of system resource utilization for comparing
future system usage to determine trends in usage growth. This will be
provided 1-3 months after system installation.
Capacity Analysis Report - an additional Statistics Package, an
analysis by a Performance Consultant, arid a written report with an
evaluation of system capacity available for growth, as well as a
comparison of system usage with data from the initial Statistics
Package to show growth trends. This will be provided 3-12 months
following system installation.
Quick Look Analysis - a Data General Performance consultant dials
into the customer's System and analyzes system performance. A brief
written report is provided on this analysis including performance tuning
recommendations. This service will be provided upon customer
request anytime within 12 months of system installation.
A two-hour telephone, consultation with a Performance Consultant to
discuss any aspects of system performance. This will be 'scheduled at
customer request during regular business hours.
DG/UX Implementation Plus On-Site Service includes all of the above
'DG/UX Implementation and Implementation Plus Services, plus on-site
performance tuning by a Data General Performance Consultant who will:
· Fine tune ~'~ system and make recommendations about ongoing
system ma, Cment. This will occur after the/ em is in production,
the training of users, and the stabilization of Sy~t~ load.
· Use the recently generated performance statistics and UX/RPM to
evaluate system performance
· Recommend how to reduce resource saturation and how to improve
overall performance by changing disk configuration and layout, file
placement, job scheduling, program architecture, and user priorities.
Services Pre-Requisites
· None
Related Training
· S181 -Advanced Shell Programming
· S188 - DG/UX System Operations
· S205 - UNIX User ,
· S244 - Using and Administering a Basic DG/UX System
· S288 - DGIUX System Administration {provided with system quote)
· S388 - Advanced DG/UX System Administration
· SM611 - Analyzing DG/UX Performance Using UX/RPM
· SM615 - Open Systems Troubleshooting
· DC260UX- Installing and Managing TCP/IP on DG/UX
The CLARiiON Implementation Services' incorporate the hardware
installation and system configuration of Data General's high-availability,
CLARiiON RAID-based disk array subsystems to ensure optimal
performance. These services help familiarize customers with CLARiiON
operations and ensure optimum installation on AViiON systems running
DG/UX and Windows NT Server, as well as ECLIPSE systems running
AOSNS and AOSNS II. It includes array planning and configuration, disk
formatting, establishing system parameters, and data installation
assistance and administrative training. Data General consultants set up
and tailor CLARiiON subsystems at the customer's site according to
customer configuration requirements.
CLARiiON Series 100/1000 Implementation Service is intended for
customers who have purchased either a 7 or 10 slot CLARiiON chassis for
an existing AViiON or Eclipse system. CLARiiON Series 2000
Implementation Service is intended for the 20 slot CLARiiON chassis,
while the CLARiiON Series 3000 Implementation Service is offered for the
30 slot CLARiiON chassis. The CLARiiON Series 100/1000, Series 2000,
and Series 3000 Supplemental Implementation Services provide these
same services for AViiON systems when co-delivered with either a'
platform service for DG/UX, DG/UX Clusters, or Windows NT Server,
and/or an initial CLARiiON service.
Statement of Work
The CLARiiON Implementation Services are tailored to the customer's
environment, and include the following, as required:
· Hardware installation and review of power-up/power-down procedures.
· Review the features and benefits of the various RAID options, including
mirrors, individual disks, and hot spares, selecting the best combination
for anticipated needs including read vs. write activity, redundancy and
security.
· Review filesystem stripe alignment for performance considerations,
select alignment boundaries based upon projected use.
· Plan and design the configuration to take full advantage of redundant
I/O paths and high availability features.
· Bind disk modules into physical disks:
· Generate operating system support for physical disks.
· Format physical disks and create filesystems/virtual disks.
· Align filesystem stripes in an optimal configuration for expected
application environment.
· Test CLARiiON Operation, including on-line disk failure testing.
· Advise on installation of user data.
· Provide system administration orientation including the replacement
and addition of disk modules, use of GridMgr, and use of tools to
monitor disk performance.
· Provide documentation of configuration and overall disk layout.