HomeMy WebLinkAbout0485.000I
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September 6, 1990
HONORABLE CITY COUNCIL
city of Palo Alto, CaliEornia
Attention: Finance and Public Works committee
CON1'RAC2' suvteEs VTl[ II-TECH SOP'TWAJtR. INC.
Members of the Counc i 1 :
~se Stat".Gt
Staff recommends Council approval of the attached contract for
$40 .. 0'00 with Bi-Tech Software, Inc. for assistance. in upgrading the
City's automated Integrated Financial Accounting Systell. (IFAS) ..
The IFAS software packaqe .. developed by Bi-Tech, vas implemented in
1988 to serve the expanded accounting and budgeting needs of the
City. As staff bas worked with the systeD and identified further
reporting and operational requirements, needed modifications and
upgrades to the existlnq software have been identified. The
technical nature of the required Ilodifications, along with workload
limitations on Finance staff, necessitate retaining external
assistance in the implementation of the upgraded software package.
Funding necessary for the proposed contract is available in the
Finance Oepart&ent operating budget.
8ackqroun§
In 1987, the city of Palo Alto purchased the Integrated Fund
Accounting System (IFAS) from Bi-Tech Software, Inc. Since that
time, Bi-Tech has assisted Finance staff in the implementation and
.ooification of the City's accounting system in accordance with the
terms of their contract~ and has refined the software as needed for
successful use by the city.
IFAS IV. the original software package, included fully integrated
accounting modules for General Ledger, Budget, Accounts Payable~
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Purchaslnq, and Accounts Recei.vable. The data bases which are ~.
available on-line to all departments include four years of budqet t'
data and two full fiscal years of accounting transactions detail.
Files that define the City's account structure. form specifica-
t.ions, report layouts and user access are desi9'ned to meet the
user's in~ormational needs and provide flexibility for a dynamic
orqanir:ation.
Significant modIficatIons of the original software product bave
been ~ade and are now part of the City's current operating system,
includi"9 additional position control (budget] capabilities.
refined e~-umbrance processing (accounts payable)" and customizing
of key financial reports specifically tor the City. other major
modificatIons requested by the city resulted in the development by
Bi-Tech of an upqraded packaqe, referred to as IFAS VI, to incorpo
rate the unique requirements of the municipal user.
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IFAS VI will provide automatic budqet checking of City expenditures
at the tise a request is entered, and offers other improvements in
budqetinq, general ledger and purchasing modules.. Greater
flexibility in reporting, particularly on-line reports for
mar-,agers, viII be available. No<t. only will user modification
r~':,'sts be: met, but response time of the system will be great.ly impr .Jvec! d,ue to technical revisions in the programming.
IFAS VI was installed on a test basis in the City in April 1990,
and staff has performed preliminary testing of all modules. Staff
has Yorked closely with Bi-Tech in defining the modifications and
adjustments necessary in the pr09rams and believes full implementa
tion of the revised softYare will qreatly enhance operations.
staftiDg I"ue.
Staff desires to complete the conversion froll IFAS IV to IFAS VI by
January 1991 and to complete systell editing and staff ~rainin9 by
April. This will enable budget checking for year-end expenditures
on the upgraded system, and allow for the fiscal year-end closing
to occur on IFAS VI. However .. the workload issues of testing, file
conversion, monitoring and training involved in a system imple~en
tation are t:remendous. Because the soft'Ware package is proprietary
and is maintained by 8i-Tech, Information Resource Department staft
cannot make chanqes to the software, nor handle system errors.
Therefore .. Finance staff zust communicate directly with Bi-Tech to
define and resolve any system problems. Maintenance of the current
IFAS data bases and systeD requires a qreat deal of available staff
t.ille.
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ACOO\lntinq staff Is now heavily involved! in the 1989-90 audit and
preparation of the annual financial reports, and this work ~ill
continue through the month of November.. Accounting staff will also
be focused on the. procurement of a new payroll/personnel system. and
the design of appropriate interfaces to current programs. These
projects viii absorb the Accounting staff most faailiar with city
aocountID9 requirements and with operation of the IFAS system. On
site assistance by a technical programmer proficient in the IFAS
system. would enable staff to successfully undertake conversion to
the upgraded software systeD, while maintaining control of other
current workload issues.
CoDtract Requir ... pt.
Testing and illplementation of IFAS VI is expect.ed to require a
period ot six months", begInning in October 1990.. systell conversion
viIi occur in 3anuary 1991 1 allowing three months for final system
editing and staff traininq. Areas which can be foreseen to require
additional systems support personnal prior to achIevi.ng an
operational mode on IlAS VI include the follovinql as detailed in
the attached contract:
o Oata base (size) and storage procedures.
o Technical software trouble-shooting.
o Modification requests monitoring and tracking.
o Coordination of IFAS VI testing" and comparison of output from
the two versions.
o Training of Finance Department users in advanced reporting
capabilities for development of management reports.
o AssIstance in utilizing unique system capabilities to resolve
current issues.
hpdlpq
Funds to cover the contract vith Bi-Tech are a.vailable in the
Finance Department operating budget for Contract services.
Otilities Finance had oriqinally targeted funds for assistance with
the annual audit. Due t.o the consolidation of the accountant.s trOll
Utilit.ie.s and Finance, staff ant.icipates efficiencies that viII
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Ii_it the ll.eed for outside audit assistance. The. Finance oepart
.ant .lao expects •• lary aavinqs fro. e¥istinq staff vacancies.
1'C9p·P,,·,ioD
Staff recommends that Council approve and authorize the Mayor to
uecute the at.te.cbed consu.ltant contr8ct witb Bi-Tech SOft'Ware Jl
Inc. in the amount of $40,000.
f~~
AccountIng Manager
~y~ Oi~.ector or F.~~e ~~ __ n~ ~E"f'LEIlING . (\
"Assistant city Mana9'~r.)
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EXHIBIT A
AREAS OF IMPLEXENTATION ASSISTANCE FOR nAS VI
OATA SIZE AND STORAGE
consultant will aid City staff in developing procedures to control
data base size and file storaqe requirelllents:~ This includes
setting quidelines for scheduling off-loading of data from current
system files, creating programmed reports of historical data for
.icrofiChe filing and reference, and otherwise maxiaizing available
disc space tor current processing needs.
TECHNICAL TROUBLE-SHOOTING
Consultant will be available to trouble-shoot operational bugs
which may occur in tbe systeD while utilizing the IFAS-software~
consultant will work with City staff in order to identify and
isolate software problems from hardware issues, and will aid staff
in resolvinq errors and preventinq repetition of the problem.
JroOIFICATIONS
Consultant will mOllitor the status of all requests for program
modification. The consultant must be able to discuss alternative
programming solutions with staff and recommend modifications
oc»;patibie with City's needs and the module's program design. City
will set the priority for each modification request in 'Writing.
MY additional fees that are qenerated by consultant's 'Work not
contemplated under this agreement. sball be aothorized by the
Finance Director before programming is initiated on the proposed
modification. Completion of each modification will be verified by
the consultant; proper testing will be necessary before acceptance
by the City.
IFAS VI TESTING
cont.ractor agrees t.o assist in thorough testing of tbe updated
software capabilities, includinq a comparison with the e~isting
I7AS IV features. In addition, all modifications included as part
of the updated version of the software package will be tested prior
to implementation (scheduled tor January 1991). Consultant will
conduct the necessary file ~version from IFAS IV to IFAS VI data
bases.
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FINANCE USER TRAINING
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Consultant YIll provide training to Finance staff 8. directed by
city in the Ad~Hoe report writing capabilities of the system as it
pert. ins to the Finance Department Vsers' needs. This includes
explanations in the use of report templates, report tile structur
ing and report writer proqrall!llling. to all"" start to develop
further .anagement reports~
SYSTEK CAPABILITIES
Consultant will be fa.iliar in the unique system capabilIties
av.il.~le in the IFAS VI software, and will be able to advise staff
.s to the .ost effective use af the system in resolving current
Finance data information needs. consultant will a150 provide
expertise and guidance in effective system maintenance.
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~ 0 AGREEMENT 0 No. {, ... ,ep"""."
BY THIS AGREEMENT MAO( A~D E~,!,£qE~ INTO ON ~rl£ 0A'f OF 19 -!!1 Cln' "\.J,"C~~S!NC>
• Bv AND ~N THE aTY OF PALO ALTO IHE"EINAfT£" R£FERRE:l TO.l$ CITY. ANO (916]
,"IAAIE;(l) Bi-Tech Softl!lU...t..-lnc -_m_. ___ '~-_c.,_------;;;=.,_---_!;c.-~-'f;;o,-
_" • ., _jIUL'II.tI!ll!i:r~SlLi1e.~ ... _ <,n, -.J;~ico. CA ,zoe, ~9-~ .'''''''' ill~
p;EFK"'""fTER REFE~D f:) AS CON,1'RACTOR) IN CON5,OE~iIOl'o OF lHE~~ "'LiT\JAt CO'oIEW,NIS T,;E P"'R~IES 'r-I.E'I>d;'o .. O"'H"$ FO\..i..Q'Io:$
• CONTRACTOR ~l. PI'IQVIPi OI':A..JI'ItoP$H T\-1E FOLcOWING SPE':::I~IEOSU!VICeS "ND,Of' ~>I:-E:FlIA~sP~CIfIS INE~le,; ___ A. __ _
ATTAC~O 1E~Ii.TO -'NO rNCOAF'OR.ArE;:l ~<tE;~ e ... THIS ~,,(;;E'tICE
ProgrammiDg ~nd co"~~itfng ser~1ces to assist City of Pala ATto
testfng and ~d;f1ing automated Imtegrated Financial Accounting
is specffied fa exni~it A.
staff in implementing,
Systero (IFAS YI) Tas"
• EXHIBITS tHE I'-:::>I.I.CWING ",A':;HE=l E.XHfaiiS HEA[iOI' A~E ~.;ADE F'~; OF T~!S Au"'lE::·AE ... .,.
Exhibit~: Areas of im~1eme~tat'on assfstance
EK~iblt S: Insurance re~uirements
• TERMS THE seRIIICES AND<lR ~ATE"';ALS ~RNISHE!l LNDE~ ~IS "C.REEj,IE"fT SHAll. C0!,1~e:,~ ON -----.Da_t_\1 __ ~~_9reemgnt
AtOD SHAU. ae COMf>t£Tt:O e~ _------"1a.r.rh 31 1991
• COMPENSATION FOR THE =UlL OOE,"FOR~ANCE OF THIS .e.C.REH.lE ... T
11 CfTYSHAUi"AVCONTRACTOf'. Monthly upon receipt of a detailed i!:lvoice itemizing wor'k....f~rformed
by Cont ra cto,r. Ia:Jlitll"d, •• djfJUtlil PlIII.aiijl~ MU:lliinhili U: tl4y<Fe rsonne 1 o CONTR...clORSHAL.!.~AYCITY, assfgned to this Agreement shall not b€ <hanged without co.nse!"lt of
City~ eV1denced by written notiflcatfon f~orn the City Project ~anager4
~ont'l~ compensatron shall be il the amount of J5.835.00.
• PAYMENT RECORD
• CITY ACCOUNT NUMBER:
fi~i;;"'-2~;;~"'O-... ~:-1""~'-··_'-'~ 3~1~9_.C=9~_·'-_-.:.-_-_-_-_-_"'CR.~_B:_·_T __ IL--i"_,_c~ _______ ._-----_~_~__ P~:_: __ ~--i$~;jjU':OO'
• GENERAL TERMS AN D CONDITIONS ARE tNCLUDECI ON 90TH SIDES Of' THIS DOCLlMENT.
THIS I,GAEEIIlEJrr SHAL'.. BECOLIE EFFECTiVE u?G~ fTS .=.PP;'Qh~ M;;:J E.);".E-CUT!{lN BY em. rr.I Wli'l!ESS Tt~EREaF. THE P,.l,R7IE5 i'"';".'!: fXE-:::;.;7ED Tl-IIS
.t.G"EEMElfl THE CA.¥. LhlNTH. AND YEA~ FIRST wr-ma A50~
tlDUlIlAllIIILESS, CONmACTo.:r ~ree:; ~ In!:emn~, :defen!! aml 'I1c~ ~ar,"i('ss CITY, rt!i aflltef$, 19~ms ar.J:l ~m~~e.s from ;try ~d' a/1 ~7'¥(.'lj cToIJm5 "" 1iil!lllrt:\lllf
;lJ1~ l\il!r.n"t. ir;tlllr:ln~ 'IIl"IJngfia cIe.ath. (;allie~ ~ Q1 ifls;nll o;rt at COIi.-:-;:ACTOR S rt!i o1flUr$, auents or e;'Tl~T(JJ'~ ne]ii~je'Lt xts, !l:-C~ at ~r"'''SS :e>rTS.. (lr wilrtuf
misc~r\du.ct IJI' ~ndud: far 'ItI1icll me !.alii ilTlllC'WS stT"'::l il!!li1il!t ':lM CG1I1TF:~CP II'! the ~erfor1l'lalli2 IE faJIlIT! to ;lerlQFT1 ~IS. ~ree.mern ~ CJlt'RAC1CR
mIRE -"RUMElrT. This .i\ll'!erl\trrt JOt: jf}e l'!!T!$ .tnJ:tt~_ojj_'Mf1.5._~ __ >f1e 'fl'Je'"$f' f'C:l1 ~resent the errtT! ig~r:1em b~een me ;Ur':'i$ ~1!:1 :l!S;lf'::: til !tot' ;lurc~~
;111(! sale rI!l1e ~ui~'T1e'ft miti!rl~ls (11 S"ll~rli!S Jr' ;>;lJ'rr".em mr ~r,oc."'" '.w~1'::· ~ii; ~ jJe sl/f:Ilec! rllfl:l! tC'lt~ M ll'l.:!r ittlr~:"ii!~ :"t;i"l::5~~:"-: u~s ~a1~rr'Ii!n~
!'Ie!J ilIlirMr't5 af1ct' ~r>llertWn\rS whe11ler ~ra! ttl' ,-"r.tten ii'1! slIlle:'Sl'rtetf rre; ... .lly
• PROJECT MANAGER liND RE?RESENTI.:nvt: ~ Ct'Y
N.oIME Cargl urrell ~~c;;~~ __ _
OE.-:rr £jeanep jlTI..E lJ"CC I?rcs£dcaC
P.O BOX 10250
~ALO~;;OC'rli~) 32<3-3<74 ..." ---........ ----
~~SS:-~I~ ...!i_-'l~1S. ___ _
• INVOICING SEND A.U "'-IVOICE:; TO rHE CITY ATTN F'ROJECT MAN,6.GE.'l:
• Cny OF PALO ALTO APPROVALS: l~O\JTE FOR S:GNATL:FI£S ACCOADII'oG TO 1IO(J1,oI~"IS rN .IoN'FlOIIAJ. BOI(£S BE= __ ':JIlI"
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f' Q't(E~ SS_OOO, R£au!P.ES -;::\TY -w.w.GE·~.~'~"~O~""::;:~~$::;:-\E'-'f' 0,"£:.1'\ s.."s (100. Rf-:.u!R~S ~"'~DF\ AND Cln "nOI'lNf;Y ~Grv,TUFIES
CIri'(fPAlO-.ro AnBr--"-----~-.woAsmf'O-"M
.' ------.<'"'\n'-~~~"'~""==== ___ J_"_ -----"-Ii:A~o~ _____ -_--"-"=_-___ ::_-"""= ., • _ C:"'" AT7C",",,;:v --------
jIIET"''' <l"'E"~ c.~ ... -#
.FOA "'OUR FILES CONT?ACTCR -=C' ------:.-::",-
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CitY of Palo Alto 0
InsuQnce Requirements for Contractors
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CONTRAClOA:S ~ THE CrT"( OF PAlO ALJO, IJ TH£IR SOLE EXPENSE. SHALt OBTAIN AND MA!NTA/N NSUAANCE: FOR THE TE~
OF THE CONTRACt CQNTRAC1OR5 WILL Sf REOUIRED 1Cl PROVIDE A CErulF1CATE E\'iDENC1NG THE INSURANCE "''liD NAMING
THE crrY }.!S .&.N ADOf11ONAl. INSURED.
THE CEFUlFICATE OF INSURANCE ~S1 BE COMPlETED AND EXECUTED BY AN AUTHO~IZEO REPRESEN1:ATIVE OF-THE COMPANY
PROl1OtNG tNSURANCE. FlLEC WITH THE CiTY •. 'NO A.PPFI().IEC BY n-tE CtTY'S R.!SK 'M..o..NAGER BEFORE THE CONTRACT WfLl
BE CONStD£RED COftolPl£TE AS RESPECTS INSURANCE
THIS If\IS'T'Rl)CT'JOto. Sl-lEET SHOULD BE GNEN liD '\OUR INSUAANCE AGENT/BROKER WJTH THE REOUtRED Cf.FITlFK:A.Tf FORM.
RETURN TH£ COMPLETEO CEFmFCATE lO THE CITY OF PAlO ... 1JO CONTAACTlNG OEPARrM£II,l"t
THE INSURANCE COVERAGES CHECKED BelOW ARE REOUIFU:C fOA THJS COtITRACT.
~EHSM" GENERAL Ul.a'IJTY "'CU1D~
• PfFlSONAL IfIl.Jt..IR¥
• e.~0Atl FORlII PROI".;;r.Y DAWAGE
~ !'.ANKE'i ~
.. FlAE .t..£G.-l LII'.81u:rY
PAOFESSII)NML lL&8Zt.Fn ~Ii:
• EMORS .-.NIl OWtSSlONS
• ~Cf" pF APPLCA8l.E)
• NEGUGarr
i 8:;JOII.."fi.II.IR'f
~"'oP£R:"'I' ~.oGE"
THE ary Of' I"llI.D AUQ 15 10 8.E !IIAMEll A$ AlII ADOITIDfW. ~
J!tO ~ camFlQIIn:. REQUtRD)
A. The ~ rI1 PaI::l .r.Jto. its ~1CefS, 8'gIl!1ItS.an.:! employees a-'"e rI&ITIfI(f 15 .cc5t,,,,,,r It\'Suree, b~ c:rn'Y ~ 'it' .. ort<. per".o~ LlT':M:-CCrrl1"i3lc::t Sal~ ~~ge
as III h c~ rIl Pale .ua, 1Ik..., stWI be pr~ ~. ~ DI'iIIII! 91r.;: c~·s exiSlins;; 11"..$/,1"'-..:1' anC: iiTl¥ C1:le!" irl$~T\Qt c.aME!d by Itlt CII)'
beirt; ~ 1I'IIRnI'lt.e an/w.
IL WhI1tt ttII' wo1r; ~ p~ proiIng, ~I,"" . .ari'llrng. II'" CII'l'e ~d wor\.. trle par,C¥ ...,ci~ :lestru=!,Qt1 t$ WIres. CQl1ct<.;1t5 pipes. m~1\6,
(II ether llimi1lJ iP"IPI'~ II'" any appat1IIld ill cr:mned;iOl'1 ~.tJebor the $4J~~ aI the ~nc whe!~.e-owned by tnjre: pllf1le5 oftf>e" C~ ~ Paro AJIO.
C. Wl-.1I !he wort rwor.es ~11ing. collapse CCVI!'iIgI! • pIWiOed In f1eo amo",ru. ~
D. The poiI:)' ifv:;fudes • ~s.-&bilTly d ~ PfO'o'IsICIf"_
E. ~ a--1SlKlQ.OOO !l\UC ~ lncf~ V\d ~ ~ ~ ~
F. , sud! ,poicieI .,.. taI'QfIed CII' c:harged cfuring h peritJd rS CCWI1IQI' _ .stattd herein ., SUCII a lnaMII!' as ~ af'Ied Ims. Certificall!, t!'~"'" (Xll clays .nn.n ~ .. be NiIed ~ h ClI:r d ~ AltQ, FUst ~ P:Q b 1G25Q, Palo AJto., carrtomia !Io43Cl
6. TtMI bbiItr~ pditc:f ircIudes.a eo"UactuaJ iabi~' ocb...".oe41l prooidIfIg ~~ COIOI!'r.i9I' 1ar COI"llTaCtOl'·' ~merllll) ~demnif~' tN ell).
M.. n-e ~ ~ ~ !he paiOe:I ill If.tIted El all h: ~ rt!I h por.~ dItsi~ee he1'ell':1 and meets .:1 h P~CI'iS e.ane(l b herein..
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