HomeMy WebLinkAbout25F - AGMT - CASHIERING SYS HARDWARE AND MAINTENANCEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 19, 2012
TITLE:
AMENDMENT TO AGREEMENT WITH
SYSTEM INNOVATORS INCORPORATED
FOR COMPUTERIZED CASHIERING
SYSTEM HARDWARE AND MAINTENANCE
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Amend the agreement with System Innovators, a division of Harris Computer Corporation for
annual maintenance and programming in an annual aggregate limit not to exceed $35,000 for
two years extending through March, 2014.
DISCUSSION
The Finance and Management Services Agency; Parks, Recreation and Community Services
Agency; and the Police Department use System Innovators' cashiering software and hardware to
process the receipt of City revenues. This includes payments for municipal utility services bills,
business license tax, hotel visitors' tax, parking citations and all other payments to the City. The
INOVA cashiering system was approved and implemented in 2001. A component of the
software program is the provision for annual maintenance and software upgrades.
Currently, the Treasury Division is moving to implement a KIOSK system that will be located at
the entrance of City Hall. In order to ensure connectivity between the KIOSK and the various
payment programs additional programming is needed. It is estimated that these enhancements
will cost approximately $7,200. These enhancements will provide residents and customers
greater access to the various payments systems during off hours and peak demand times. The
kiosk is currently under development and scheduled for Installation in May, 2013. In addition, the
recommended action will provide for annual software maintenance and updates.
FISCAL IMPACT
Funds are budgeted and available in the Treasury and Customer Services account (no.
01110130-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez (}r
Executive Director
Finance & Management Services Agency
25F-1
25F-2
AMENDMENT TO AGREEMENT
THIS AMENDMENT TO AGREEMENT is entered into on November 19, 2012, by and
between System Innovators, a division of Harris Computer Corporation ("Contractor") and the
City of Santa Ana, a charter city and municipal corporation of the State of California ("City").
RECITALS
A. The parties entered into Purchase and Software License Agreement #A2001-230, dated
September 4, 2001, (hereinafter "said Agreement") for the purchase of computer equipment
and supplies, licensing of computer software and hardware and software support.
B. In accordance with the terms and conditions of said Agreement, the hardware and software
support Agreement shall continue for succeeding one-year terms unless either party notifies
the other of its intent to terminate, in writing, 30 days prior to the end of the then current
term.
C. In an effort to provide uninterrupted service, the Parties acknowledge that the term has been
extended for an additional one-year period. In addition to providing annual support,
Contractor will provide additional services required to develop and implement an interface
between the payment kiosk in the City Hall lobby and the City's iNovah payment system.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this Amendment to
Agreement, the parties agree as follows:
The parties agree that Contractor shall continue to provide maintenance and support services
through March 31, 2014. Additionally, Contractor shall provide those services necessary for
the development and implementation of a real time interface between the payment kiosk
located in the City Hall lobby, and the City's iNovah payment system for the computerized
cashiering system, as set forth in Exhibit A-1 attached hereto and incorporated by this
reference.
2. Compensation is hereby amended to increase compensation to pay for software maintenance
and updates and hardware purchase, maintenance and repair services during each one-year
renewal, from April 1, 2012 through March 31, 2014. Additionally, the City agrees to pay,
and Contractor agrees to accept the rates and charges set forth in Exhibit A-1, attached
hereto, for necessary interface services. The total amount to be expended pursuant to this
Agreement shall not exceed $35,000.00, annually, during the period from April 1, 2012
through March 31, 2014.
3. Except as herein amended, all terms and conditions of said Agreement shall remain in full
force and effect.
25F-3
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to Agreement the
date and year first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
PAUL M. WALTERS
City Manager
SYSTEM INNOVATORS, a Division of
HARRIS COMPUTER CORPORATION
JIM SIMAK
CEO
25F-4
Investment Proposal
INNOVATORS*
CASHIERING SOLUTION EXPERTS
division of H--A R R I S
Summary
Page 1 of 4
Additional Service
City of Santa Ana, CA
October 22, 2012
City of Santa Ana, CA (referred to as the "Client") has requested an investment schedule for the following professional
services to modify the existing behavior of their iNovah installation. System Innovators will use its extensive Cashiering
experience, knowledge and expertise to facilitate the implementation and delivery of customized software and services for
City of Santa Ana, CA as defined within this Statement of Work (SOW).
System Innovators will work closely with the Client to manage the SOW and ensure success of the overall project. System
Innovators expects the design, development and testing phase to take approximately 30 days to allow the Client to
complete Acceptance and System Testing activities within the 90 day project.
The software and services defined within this SOW shall be deemed "Delivered" when the Client receives software and/or
services, and the Client delivers a signed statement to System Innovators acknowledging Delivery. The software and
services defined within this SOW shall be deemed "Accepted" when acceptance testing is satisfactorily completed with no
critical or major defects, and the Client delivers a signed statement to System Innovators accepting the System, or the
System is placed in a production environment and used for processing payments.
Changes to this SOW will be processed in accordance with the Project Change Control procedure as described herein. The
implementation of changes may result in modifications to the Scope, Schedule, Charges, and other terms of this SOW.
Assumptions
1. The Client will employ the human resources necessary to ensure the project is successfully completed on schedule.
These resources will include 1) a Project Manager who has the authority to represent the Client in all aspects of this
Statement of Work (SOW); 2) subject matter experts who can define the requirements and business rules that dictate
the design of the customizations; and 3) technical staff who can provide System Innovators with support for the Client's
computing environment (personal computers, servers, network, software, and so forth) as well as technical support for
third-party systems that interface with System Innovators' software.
2. The Client or Client's delegate will produce a requirements document to define the interface or customization details of
the additional service.
3. The Client will provide System Innovators with remote access to their computing environment so that System
Innovators may support the Client with delivery, implementation, and testing of the customized software. System
Innovators' access to the Client's computing environment may be accomplished through such means as a high-speed
virtual private network (VPN) or an Internet-based remote access tool (such as Turbo Meeting or WebEx).
4. The Client will provide a fully functional test system including hardware, software, documentation and any system
software and/or upgrades necessary to complete acceptance testing.
5. The Client will install and configure all required personal computers, hardware, software, and communications
networking in advance of planned delivery of Systems Innovator's software and/or services. The Client will inform
System Innovators of any changes related to their system configuration
6. The Client will prepare an acceptance test plan and test scripts, perform acceptance testing in a timely manner, and
report test results and identified problems to the Systems Innovator Project Manager.
System Innovators - a division of N. Harris Computers
800.963.5000 • Fax: 904.281.0075
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-5
Investment Proposal
Statement of Work and Investment Requirements
Page 2 of 4
Statement of Work:
Provide developmental support to the City's kiosk vendor to code a real-time interface from the vendor's kiosk to Movah.
City of Santa Ana, CA has requested that these modifications are compatible with their latest version of Movah.
Investment Details:
Deliverables:
Development support of kiosk interface.
Estimated Delivery Schedule
Once the Client has authorized this additional service, System Innovators will prepare a project schedule for this additional
service. The project schedule will identify the project start date and end date as well as a timeline for all project
milestones. The project schedule will be mutually monitored and managed by the Client and System Innovators. Any
variation to the dates and milestones defined in the project schedule must be mutually agreed upon by the Client and
System Innovators. The following project timeline identifies the duration of the milestones for this additional service
project. Specific dates for this additional service will be defined in the project schedule.
The pricing quoted in the Proposal is based on certain fundamental assumptions substantively affecting the Services
proposed and to be performed under this Agreement, including but not limited to those assumptions relating to the time
frame for performance of the Services Any change in the time frame for performance may cause System Innovators to
incur additional costs that could not have been anticipated. The pricing quoted in this proposal is based on a time frame for
performance of 90 days from assessment/ project start to go-live. in the event of any change in this time frame due to
Client delays, the parties will negotiate in good faith an equitable adjustment to the price which shall be memorialized in
the form of a contract amendment.
System Innovators - a division of N. Harris Computers
800.963.5000 • Fax: 904.281.0075
10550 Deerwood Park Blvd., Suite 700
Jacksonville, Fl 32256
25F-6
Investment Proposal
Payment Schedule
Page 3 of 4
Project Change Control
All change requests will be submitted in writing, and they will describe the change, the rationale for the change, and specify
any change in charges, estimated schedule or other terms, and describe the effect the change will have on the Agreement.
The party submitting the change request shall deliver the change request to the other party for review and acceptance or
rejection. Depending upon the extent and complexity of the requested change, Systems Innovators may charge a fee for
the effort required to analyze it. When charges are necessary for such analysis, Systems Innovators will provide a written
estimate of the fee and will provide such analysis upon written authorization by the Client. Both the Systems Innovators
Project Manager and the Client Project Manager must approve each change before amending the Agreement and
implementing the change. Approved changes affecting charges, schedule or other terms of this Agreement will be
incorporated into the Agreement through written Amendment. The terms of a mutually agreed upon Amendment will
prevail over those of this Agreement or any previous Amendments.
Required Consent
The Client will promptly obtain and provide to System Innovators all Required Consents necessary for System Innovators to
provide the Services described in this Agreement. A Required Consent means any consent or approvals required to give
System Innovators and its subcontractors the right or license to access, use and/or modify (including creating derivative
works) to the hardware, software, firmware and other products that the Client uses, without infringing the ownership or
license rights (including patent and copyright) of the providers or owners of such products.
System Innovators - a division of N. Harris Computers
800.963.5000 • Fax: 904.281.0075
25F-7
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
The total investment of $7,200.00 is the fixed price necessary for the support in the design, development, coding, and
testing of the requested modification as outlined above. City of Santa Ana, CA will be invoiced upon the milestones
outlined.
Investment Proposal
Approval to Proceed/invoice
Page 4 of 4
Please provide the following information and sign where indicated. By signing below, Client authorizes System Innovators
to proceed with the efforts necessary to perform this statement of work and accepts the investment obligations and
responsibilities as defined.
Client System Innovators,
Agreed to: by its duly authorized representative: by its duly authorized representative:
Name:
Title:
Signature:
Date:
Anthony Rapaglia
Director, Sales
Billing Information
Please complete the billing and delivery information in the form below. If you require your purchase order number to be
included on invoices issued by System Innovators, please include the purchase order number in the form.
Bill To Deliver To
Name: Name:
Title: Title:
Address: Address:
City, State Zip: City, State Zip:
Telephone: Telephone:
E-mail: E-mail:
PO #:
Note: This offer will expire on December 31, 2012 unless extended in writing by System Innovators.
Upon completing this investment schedule, please fax or e-mail all pages of the investment schedule to
System Innovators at (904) 281-0075 or jsumner@systeminnovators.com.
System Innovators cannot schedule nor proceed with any work on this additional service until the client
has 1) provided all of the information requested in this investment schedule, 2) signed the investment
schedule, and 3) returned the investment schedule in its entirety to System Innovators.
(for internal use)
Project Number: ACCT#/TEAM: Professional Services Consultant: Kevin L. Schroeder
System Innovators - a division of N. Harris Computers
800.963.5000 • Fax: 904.281.0075
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-8