HomeMy WebLinkAbout25B - AGMT INOVAH CASHIERING SYSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 20, 2019
CLERK OF COUNCIL USE ONLY:
TITLE: APPROVED
❑ As Recommended
APPROVE THE THIRD AMENDMENT AND El El
ONE YEAR EXTENSION IN THE AMOUNT ElOOrrdinance on 15' Reading
❑ Ordinance on 2nd Reading
OF $129,437.94 FOR INOVAH CASHIERING ❑ Implementing Resolution
SYSTEM SOFTWARE SUPPORT AND ❑ Set Public Hearing For
HARDWARE MAINTENANCE WITH
SYSTEM INNOVATORS, A DIVISION OF N.
HARRIS COMPUTER CORPORATION
(STRATEGIC PLAN NO. 7,5)
CONTINUED TO
FILE NUMBER
CITY NAGER
RECOMMENDED ACTION
Authorize the City Manager and Clerk of the Council to execute the third amendment to the
agreement with N. Harris Computer Corporation, System Innovators, for ongoing
professional software services and related hardware purchases and support and
maintenance for the City's cashiering system by an additional amount of $129,437.94 which
includes a ten percent (10%) contingency of $12,735.00, subject to non -substantive
changes approved by the City Manager and Clerk of the Council.
2. Approve the exercise of the first year of a previously authorized two-year optional
agreement extension, effective for the period January 1, 2020 through December 31, 2020,
extending the current three-year agreement set to expire on December 31, 2019, along with
a re -authorization for a second additional one-year extension for the period January 1, 2021
through December 31,2021 exercisable by the City Manager, subject to non -substantive
changes approved by the City Attorney and City Manager.
DISCUSSION
The following City Departments: Finance and Management Services Agency, Parks, Recreation
and Community Services Agency, and the Police Department; utilize N. Harris Computer
Corporation, System Innovators ("System Innovators") cashiering software and hardware to
process the receipt of City revenue. Specifically, this includes payments for municipal utility
services bills, business license tax, hotel visitors' tax, utility users' tax, parking citations, and all
other payments processed throughout the City facilities including the payment kiosk. The
cashiering system is fully integrated into all City payments systems.
25B-1
Amendment to Agreement with System Innovators, a division of N. Harris Computer Corporation
August 20, 2019
Page 2
On March 18, 2014, the City Council approved a three-year agreement with System Innovators for
software support and maintenance services for iNovah cashiering system. On May 3, 2016
Council approved a second amended agreement to include ongoing software support and
hardware systems maintenance for the annual calendar year periods (January 1 to December 31)
of 2017, 2018, and 2019, along with one additional two-year optional contract extension for the
annual calendar year periods of 2020 and 2021. The base contract extension periods (calendar
year) 2017, 2018, and 2019) for software support and hardware maintenance have been paid to
Consultant, System Innovators, in the amount of $128,311.57.
Staff recommends approval of a third amended agreement with System Innovators, to ensure
continuing annual software support for the City's cashiering system and hardware maintenance
for cash drawers, receipt printers, and other associated equipment and software and to maintain
the right to receive iNovah version software updates and technical support services. Along with
the approval of the third amended agreement, additional software and hardware will be purchased
from Systems Innovators for the Treasury Services section to assist with service level upgrades
and to store as replacements when any City cashiering station needs to replace inoperable cash
drawers, receipt printers, or other related equipment and to assist with the upgrade of iNovah
software to new versions when necessary.
The annual software and hardware support and maintenance fee payments are due semi-annually.
The first installment is due January 15th of each year and the second installment is due the
following July 15th of each year.
Anticipated iNovah software support and hardware maintenance costs including tax total $145,448
and are outlined in the Fiscal Impact section below.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 Team Santa Ana, Objective #5
(create a culture of innovation and efficiency with the organization).
25B-2
Amendment to Agreement with System Innovators, a division of N. Harris Computer Corporation
August 20, 2019
Page 3
FISCAL IMPACT
Funds are budgeted during FY 2019-20, and will be budgeted for future years for on -going software
support and hardware systems maintenance as follows:
Fiscal
Accounting
Fund
Accounting Unit, Account
Year
Unit -Account #
Description
Description
Amount
Treasury & Customer Service;
FY 19-20
01110130-62300
General Fund
Contract Services -Professional
$ 27,087.21
Treasury & Customer Service;
FY 19-20
01110130-62300
General Fund
Contract Services -Professional
$ 21,941.57
Treasury & Customer Service;
FY 19-20
01110130-62300
General Fund
Contract Services -Professional
$ 12,735.00
Treasury & Customer Service;
FY 20-21
01110130-62300
General Fund
Contract Services -Professional
$ 21,941.57
Treasury & Customer Service;
FY 20-21
01110130-62300
General Fund
Contract Services -Professional
$ 22,866.30
Treasury & Customer Service;
FY 21-22
01110130-62300
General Fund
Contract Services -Professional
$ 22,866.29
Total On -going Software Support & Hardware Systems Maintenance Cost: $129,437.94
APPROVED AS TO FUNDS AND ACCOUNT:
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
Exhibit: 1. Third Amended Agreement
ILTe3PIN11
25B-3
25B-4
EXHIBIT 1
THH?D AMENDMENT TO AGREEMENT
THIS THIRD AMENDMENT TO AGREEMENT, is entered into on August 20, 2019,
by and between System Innovators; a division of N. Harris Computer Corporation (System
Innovators), a Florida corporation (hereinafter "Consultant'), and the City of Santa Ana, a charter
city and municipal corporation organized and existing under the Constitution and laws of the
State of California (hereinafter "City").
RECITALS:
A. The parties entered into a three year Software Support and Maintenance Agreement
(Agreement A-2014-073) effective April 1, 2014 (hereinafter "said Agreement') by which
Consultant has provided citywide support and maintenance services which include revisions,
updates and enhancements to the Software and related Hardware and materials under the
Agreement.
B. The parties subsequently entered into a First Amendment to that Agreement (A-2014-358) on
December 16, 2014 to expand the Scope of the Agreement to procure additional hardware
and professional software services and related maintenance and support in connection with
implementation of an Image Cash Letter Solution.
C. The parties thereafter entered into a Second Amendment to that Agreement (A-2016-099) on
May 3, 2016 to extend the Term by three (3) years beginning with the 2017 calendar year
with the option to further extend said Agreement for one additional two (2) year period
(calendar years 2020 and 2021).
D. The parties contemporaneously amended Compensation under said Agreement beginning
with third year of the original Term (calendar year 2016) to increase compensation to
Consultant for additional professional software services and related maintenance and support.
E. In accordance with the terms and conditions of said Agreement, the parties wish to amend the
Term under said Agreement to bifurcate the two (2) year extension period set out in the
Second Amendment to the Agreement into two one (1) year extension periods and hereby
exercise the first extension for the period beginning January 1, 2020 and ending December
31, 2020.
F. In accordance with the terms and conditions of said Agreement, the parties wish to amend the
Scope of the Agreement for the third year of the amended Term to procure additional
hardware and related maintenance and support and to correspondingly increase
Compensation therefore in the amount of $27,087.21. In addition, the parties wish to include
extra work and change order authorization for the remainder of the amended Tenn including
the additional extension periods.
G. In accordance with the terms and conditions of said Agreement, the parties wish to further
amend the annual Compensation amount beginning for the 4th and 5th years of the amended
Term covering the two one (1) year extension periods by the amount of $3,288.44 and further
add a ten percent (10%) contingency amount in the sum of $12,735.00 for the remainder of
the amended Term including the additional extension periods.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, as amended in the afore -mentioned First and Second
Amendments to said Agreement, the parties agree as follows:
25B-5
1. The parties hereto now desire to amend said Agreement to amend the Term to bifurcate
the single optional two (2) year extension period (calendar years 2020 and 2021) into two
individual (1) year extension periods (calendar year 2020 and calendar yew 2021) and to further
to hereby exercise the first said extension for the period beginning January 1, 2020 and ending
December 31, 2020. The second remaining optional extension period for calendar year 2021 to
be exercisable by the City Manager and City Attorney upon a written request executed by the
City Manager, subject to non -substantive changes approved by the City Manager and City
Attorney.
2. The parties hereto now desire to amend the Compensation under said Agreement for the
third year of the previously amended Term (calendar year 2019) to increase compensation to
Consultant by adding an additional Twenty Seven Thousand Eighty Seven Dollars And Twenty
One Cents ($27,087.21) for additional professional software services and additional hardware,
hardware maintenance, and support as set forth in ("Santa Ana Amended Schedule of Support &
Hardware Maintenance 07/01/2019 - 12/31/2019 - 20190805-A — SAN70") and ("Santa Ana
Hardware Purchase 07/01/2019 - 12/31/2019 — 20190805-B — SAN70") which are herein
incorporated by reference as Exhibit A and Exhibit B, respectively.
3. Payment by City for additional professional software services and related hardware,
maintenance, and support as set forth in Exhibits A and B shall be made in accordance therewith
following receipt of proper invoicing, subject to City accounting procedures. Payment need not
be made for work which fails to meet the standards of performance set forth in the Recitals of
said Agreement which may reasonably be expected by City.
4. The parties hereto now desire to amend Article VI "General" [Terms] of said Agreement
to add the following subsection provisions as set forth below: 6-16 ("Extra Work") and 6-17
("Change Order").
6-16 Extra Work
City shall have the right at any time during the performance of the services,
without invalidating this Agreement, to order extra work beyond that specified in the
Scope of Services or make changes by altering, adding to or deducting from said work
647 Change Order
No extra work may be undertaken unless a written "Change Order" is first given
by the City to the CONSULTANT, incorporating therein any material adjustment in the
contract and/or the time to perform this Agreement, which said adjustments are subject to
the written approval of the CONSULTANT.
5. The parties hereto now desire to amend Exhibit 1, Schedule B, of said Agreement for
years 4 through 5 of the extended Term of said Agreement during which City agrees to pay and
Consultant agrees to accept the fNovah Software and Hardware Support and Maintenance
Payment Schedule as set forth below (to which a ten percent (10%) contract contingency in the
amount of $12,735.00 is hereby added, exercisable solely in the discretion of City exercisable for
extra requested work, materials, and/or hardware or software support by Consultant pursuant to a
duly issued change order):
r
Optional Contract Extension Periods (2020 & 2021)
Software and Hardware Support and Maintenance
Year 4 - 2020 Calendar Year = $43,883.14 (previously $42,238.92 + additional $1,644.22)
Year 5 - 2021 Calendar Year= $45,732.59 (previously $44,088.37 + additional $1,644.22)
Total = $102,350.73 ($89,615.73+ contingency $12,735)
6. Payment by City for software and hardware support and maintenance as set forth in
section 5 above shall be made in accordance therewith following receipt of proper invoicing,
subject to City accounting procedures. Payment need not be made for work which fails to meet
the standards of performance set forth in the Recitals of said Agreement which may reasonably be
expected by City.
7. Except as hereinabove amended, all terms and conditions of said Agreement shall remain
in full force and effect.
8. This Agreement must be signed below and may be signed in counterpart and delivered by
fax, email as a PDF (Portable Document Format) file attachment, or other means that displays the
original or a copy of the signatures. Any subsequent amendments may be signed and delivered in
the same manner.
N
///
{Signatures on following page)
25B-7
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to Agreement on
the date and year first written above.
ATTEST:
DAISY GOMEZ
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
Cityglt::�
sy:
Ryan odg
Assistant City Attorney
RECOMMENDED FOR APPROVAL
[Cathryn Downs, Executive Director
Finance & Management Services Agency
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT
System Innovators, a division of
N. Harris Computer Corporation
August 7, 2019
] ffrey Sumner
Executive Vice President
Tax ID# 98-0141520
r
EXHIBIT A
System Innovators (IS.1.11)
(Santa Ana Amended Schedule of Support & Hardware Maintenance
07/01/2019 -12/31/2019 - 20190805-A — SAN70)
S.I. - 07/01/2019 to 12/31/2020)
�O,der
ed
Code�Ty�pe.w
`,?'� Descnptiorr y., a y; Item Pence, 'Extended P ice,;
Note
Software Support (SWS)
I
Sl MAINT
iNovah- SWS: 7/1/2019 to 12/31/2019 $
15,703.69
$
15,703.69
(includes COMPROD/COMTEST Datebase & Data
Ticket Interfaces)
I
SI MAINT
iNovah Additional Software Support for 100,000 $
2,500.00
$
2,500.00
receipts
1
Note
Hardware Support (HS)
21
HWD MAINT
TPG A776 Printer- HWX: 7/1/2019 to 12/31/2019 $
105.00
$
2,205.00
12
HWD MAINT
APG Cash Drawer - HWX: 7/1/2019 to 12/31/2019 $
35.00
$
420.00
1
Note
Third Party Support (TPM)
1
Sl - TPIVI
Check 21 (ICL to Chase) - SWS: $
1,910.08
$
1,910.08
7/1/2019 to 12/31/2019
Note
System Innovators will conduct receipt license audits on
an basis.
City of Santa current annual receipt license = "300,000"
receipts.
Subtotal
$
22,738.77
Tax
$
242.82
Total
$
22,981.59
2"1§
(1
EXHIBIT B
System Innovators ("S.I.")
(Santa Ana Hardware Purchase
07/01/2019 - 12/31/2019 — 20190805-B — SAN70)
S.I. - 07/01/2019 to 12/31/2019 (Additional Hardware)
Ouantity
Ordered Code Type
Description
Item Price
Extended Price
5 HWD
Receipt Printers
$
599.00
$
2,995.00
1 HWD
Cash Drawer (till)
$
268.00
$
268.00
1 HWD
Imager
$
495.00
$
495.00
Subtotal
$
3,758.00
Tax
$
347.62
Total
$
4,105.62
25 -fYO