CITY OF DEERFIELD BEACH Request for City Commission Agenda

Transcription

1 Item: CITY OF DEERFIELD BEACH Request for City Commission Agenda Agenda Date Requested: January 15, 2013 Contact Person: Sheila Flemming-Portis Description: Human Resource, C2G Employee Self Serve, Applicant Tracking SunGard Licenses Fiscal Impact: Budgeted for Budget Line Item Number and Title: (Software Maintenance) Required Attachment: A Cover Memo from the Department Head to the City Manager further describing the request and providing back-up information and documents. THIS SECTION RESERVED FOR PROCESSING OF THE REQUEST Ordinance Resolution Consent Agenda Agenda Item Type Presentation Written Request Public Hearing Public Hearing Second Reading Quasi-Judicial Public Hearing General Item Comments: ITEM APPROVED FOR THE AGENDA: Signature Date

2 Memorandum TO: FROM: Burgess Hanson, City Manager Sheila Flemming-Portis, Director of Information Technology Services FOR: Regular City Commission Meeting, January 15, 2013 DATE: December 31, 2012 RE: SunGard Software Licenses As part of the Fiscal Year budget, Information Technology Services (ITS) recommended the purchase of software applications that would support an integrated workflow between the City s Finance and Human Resource departments. The Human Resources, Click2Gov Employee Self Service, and Click2Gov Applicant Tracking software applications are fully integrated with the City s current Payroll process and are recommended to automate and streamline current manual processes SunGard is the City s current ERP (Enterprise Resource Planning) Vendor. The City has made major investments in purchasing licenses and maintenance fees in software applications (software modules) from SunGard to provide an Enterprise-wide, multi-platform solution for sharing information. A software solution that provides useful information to the enterprise must integrate with the City s ERP to avoid development and maintenance cost otherwise needed to make the information available. In addition, the shared information must be accurate, reliable, and consistent to avoid a negative impact on other City functions that consumes and process the data. Please see the attached document certifying that the aforementioned software applications are proprietary software solely owned and provided by SunGard Public Sector, Inc. Funds for the project are budgeted for fiscal year from account # (Software Maintenance) in the amount of $29,

3 RESOLUTION NO. 2013/ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AUTHORIZING A CONTRACT WITH SUNGARD PUBLIC SECTOR, INC. FOR SOFTWARE APPLICATIONS TO SUPPORT INTEGRATED WORKFLOW BETWEEN THE CITY S FINANCE AND HUMAN RESOURCE DEPARTMENTS WHEREAS, the City of Deerfield Beach is in need of a software application to support integrated workflow between the City s Finance and Human Resource Departments; and WHEREAS, the Human Resource Department s software applications are fully integrated with the City s current payroll processes; and WHEREAS, SunGard is the City s current enterprise resource planning vendor and the City has made major investments in purchasing license and maintenance fees in software applications from SunGard to provide an enterprise-wide multi-platform solution for sharing information; and WHEREAS, a software solution that provides useful information to the enterprise must integrate with the City s enterprise resource planning system to avoid development and maintenance costs otherwise needed to make the information available; and, in addition the shared information must be accurate, reliable and consistent to avoid a negative impact on other City functions that consumes and processes the data; WHEREAS, this purchase qualifies as a sole source purchase under Section (12) of the City Code for the following reasons: a. it is the sole provider of items compatible with existing equipment, inventory, systems, programs, or services; an b. it is the sole provider of goods and services for which the City has established a standard; and c. it is the sole provider of goods and services that will meet the specialized needs of the City; WHEREAS, the required sole source certification as required by Section of the City Code has been executed by the City Manager and is on file; and WHEREAS, the City Commission finds that purchasing the software licenses from SunGard for the price of $29, from Account No is in the best interest of the City and consistent with the City s purchasing code; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AS FOLLOWS:

4 Section 1. The above referenced Whereas clauses are true and correct and made a part hereof. Section 2. The City Commission authorizes the City Manager to execute a contract with SunGard Public Sector, Inc., for the amount of $29, from Account No for software licenses. PASSED AND ADOPTED THIS DAY OF, ATTEST: PEGGY NOLAND, MAYOR ADA GRAHAM JOHNSON, MMC, CITY CLERK Deerfield/Resolutions/SunGard sotware

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8 Add-On Quote Agency Name: City of Deerfield Beach, FL (DFB) Address: 1441 FAU Research Boulevard City, State, Zip: Deerfield Beach, FL Customer Contact: SunGard Public Sector Contact: Quote Date: Quote Expiration: Description: S U M M A R Y Cost Summary Ms. Sheila Flemming-Portis (Info Svcs Director) Scott Christensen (Client Success Exec) 1000 Business Center Drive Lake Mary, FL December 6, 2012 December 31, 2012 Human Resources, C2G Employee Self Service & Applicants NaviLine Cost Summary Financials : $0.00 Payroll & Human Resources : $21, Community Development : $0.00 Utilities : $0.00 egovernment : $7, Interfaces : $0.00 Tools : $0.00 Subtotal License Fees [List Price] : $29, Discount: : -$15, Third-Party Applications : $0.00 QRep : $0.00 Business Intelligence : $0.00 Total Fees, Due at Contract Execution : $14, Implementation Services Training : $7, Installation : $4, Project Mgmt : $3, Other Fees : $0.00 Total Fees - Services : $15, Maintenance Fees : $6, Total Investment (excludes Maintenance): $29, Printed on 10:18 AM SunGard Public Sector Inc. - Confidential Price Book Q NaviLine Applications Page 1 of 2

9 Add-On Quote Cost Detail Name: City of Deerfield Beach, FL (DFB) Address: 1441 FAU Research Boulevard City, State, Zip: Deerfield Beach, FL Contact: Ms. Sheila Flemming-Portis (Info Svcs Director) Quote Date: December 6, 2012 Quote Expiration: December 31, 2012 SunGard Public Sector Products Tier License Maintenance Other Days Cost Install/ Config Proj Mgmt Human Resources (HR) C/II $21, $3, $ $5, $1, $2, QRep Administrator (CG Admin) ALL $0.00 $ $ $0.00 $0.00 $0.00 Click2Gov Employee Self Service (KI) C/II $3, $1, $ $ $1, $ Click2Gov Applicants (KA) C/II $4, $1, $ $1, $1, $ Discount (Approved by SunGard through 12/31/12 ONLY): $15, Total - NaviLine $14, $6, $ $7, $4, $3, Training Implementation Additional Applications Total - Additional Applications $0.00 $0.00 $ $0.00 $0.00 $0.00 Payment Terms: 1. License fees, including third-party; hardware; and project management are due at contract execution date, signed quote, or receipt of purchase order. 2. Installation Fees are due upon completion. 3. Annual Support: SunGard Public Sector Application Annual Support - the initial term of Maintenance and Support Services is included in License Fees and begins upon execution of this Quote and extends for a twelve (12) month period. Subsequent terms of support will be for twelve (12) month periods, commencing at the end of the initial support period. Support fees shown are for the second term of support and shall be due prior to the start of that term. Notwithstanding, if Customer has an existing Click2Gov license, the support fee shown for any GovNow application(s) above is due prior to the initial term of Maintenance and Support Services beginning at the conclusion of the current term of support for Click2Gov. Fees for subsequent terms of support will be due prior to the start of that term at the then prevailing rate. Third-Party Application Annual Support Fees - payment terms shall be as provided by the Third-Party to Customer with the exception that any fees listed above for the initial term of support are due upon execution of this Quote. 4. Training due as incurred. 5. Travel, out of pocket and living expenses are not included in above pricing and will be invoiced as incurred. Notes: 1. Pricing is for the application as-is. Any modifications or conversions will incur additional costs. 2. There is no testing and acceptance period. The SunGard Public Sector application warranty period is one (1) year after the Delivery Date. "Delivery Date" means for each Component System, the date on which SunGard Public Sector first ships the Component System to the Delivery Address F.O.B. SunGard Public Sector's place of shipment. 3. This quote constitutes a Supplement to the existing Software License and Services Agreement signed by SunGard Public Sector Inc. and Customer. Except as provided herein, all terms of the Agreement remain in full force and effect. 4. Licensed Programs may be used in machine-readable object code form only. 5. Unless otherwise provided for herein, warranty, modification retrofit and maintenance offerings by SunGard Public Sector for its Licensed Program(s) do not apply to any third party hardware or third party software supplied under this Supplement. SunGard Public Sector does not make any warranties nor provide any source code for any non-sungard Public Sector products unless otherwise provided herein. The return and refund policy of each individual third-party hardware or third-party software supplier shall prevail unless otherwise provided herein. 6. Scheduled Resource Changes: For training and onsite project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is responsible for entire price of the training or onsite project management plus incurred expenses. 7. Additional hardware and/or third-party software may be required. For windows hardware specifications and information, please contact Dov Koplovsky at NEWCOM - dov.koplovsky@newcomglobal.com or (781) For IBM Hardware please contact Dino Vlachos at SunGard Public Sector VAR Preprinted conditions and all other terms not included in this Quote or in the Contract and Agreement, stated on any purchase order or other document submitted hereafter by Customer are of no force or effect and the terms and conditions of the Contract and Agreement and any amendments thereto shall control unless expressly accepted in writing by SunGard Public Sector to Customer. 9. Applicable taxes are not included in the above fees and if applicable, will be added to the amount in the payment invoices. 10. Human Resources (HR) Module Notes: One QRep Administrator license is required per client. One administrative license will be included if the customer does not have one dedicated to run HR Demand Reports. The license fee is being waived for this license, but annual maintenance on the QRep license must be included and will be due annually. Please note that any other Human Resource (HR) users that need or want to run HR demand reports using the application console must have a QRep user license on their desktop. NOTE: At this time, Deerfield Beach does not need any additional end-user licenses. Also, please note that customers have an additional option of using QRep Web to publish these reports and have users access them via browser, thus no requirement to have any additional licenses because one (1) QRep Admin license is bundled with QRep Web. Installation fee of $1,400 is for Technical Services to create the required Test Library for migrations only. Two (2) days of project management is recommended, and only two (2) days of training for existing HR customers when migrating to new HR. Four (4) days for new HR customers. 11. Employee Self Service (KI) Notes: Requires C2G Core (K1) and Payroll/Personnel (PR). For customers with Human Resources (HR), this module will provide inquiry capabilities, check history, and "what-if" calculations only. This application does not have an interface to the ONESolution Transaction Manager module (KT). 12. Click2Gov Applicants (KA): Requires C2G Core (K1) and Human Resources (HR). Installation and Configuration is a flat fee. Click2Gov Applicants requires v6.0 or newer. 13. This quote has an approved client incentive that is being offered to the City of Deerfield Beach, FL (DFB). This discount offer is valid through 12/31/12 and will expire after this date. 14. Please indicate that your purchase is per the terms and conditions of this proposal dated: The pricing, terms and conditions in this quote will be honored provided this quote is fully executed within 90 days from date of quote. December 6, 2012 City of Deerfield Beach, FL (DFB) Ms. Sheila Flemming-Portis (Info Svcs Director) 1441 FAU Research Boulevard Deerfield Beach, FL Authorized Signature Date Printed Name Please return signed quote to: Scott Christensen * Fax or or scan and to scott.christensen@sungardps.com Printed on 10:18 AM SunGard Public Sector Inc. - Confidential Price Book Q NaviLine Applications Page 2 of 2