HomeMy WebLinkAbout0208.091.i
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JI&rch 28, 19 91
BONORAILI! CITY COONC:IL
City of Palo Alto, California
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IFfIJISlOJI 07 conp,CT IIBJICIS WIn II =TIC'H .0lUAJt1 t I HO.
Kember. of the Council:
hpOrt ia trIll
Staff recoBaends Council approval of the attached contract
as_t for $20,000 vith Bi-Tech SOftvare, Inc. for exte",ded
~ •• l.tanee in upgradinq the City'. auto •• ted Inteqrated Financial
ACCOW\till9 6ystmo (IFAS). IFAS VI vas illpl."..,nted as scheduled in
January 1991, and all city users have improved system information
access and reports. However. the t!.e required for the programminq
••• ociated with the implementation exceeded oriqinal projectiona.
In addition, staff has identified further proqramminq tasks
nsceaaary for the .uccessful utilization of IFAS VI.
rile City contracted with Bi-Tech Software, Inc. in October 1990 for
proqr ... ill9 assistance in the implementation of an upqraded IFAS
software packaq_ (0IR:485: 0). rile advantaqea of on-sIte proqramm
inq experti.. and workload l18itationa of the Finance "taft vere
cited •• th .. _in rea.ons tor requirill9 the contract services.
IFAS VI w .. iIlpl_ented as of January 1, 1191, and the consultant
has been providill9 proqr .... inq services per tbe oriqinal contract.
llAny of the .dvantaq ..... ociated with the iIlpl..,...ntation of the
Z'ev1aecs aottvare packa98 ba.ve sInce been realized.. It has be.cOJIe
apparent, however, that the tille fr .. e required for icSentifyinq
probles., 4evi.inq .ol~tiona and completin9 the .ssociated
proqruainq te.k. will be 10ll9er than w .. originally projected. In
addition, etett baa identified turtber proqr.. enbanca.ents
necessary for th. euc:c:e •• tul utilization of the packaqe loy the
City.
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Alth0u9b ... cb ot tit. final .y.t .. editi"", bu been cOlIPleted,
edclitlonal vorll: 1ft tit. area ot .yat.. iJlpl .. enution 18 bei"",
requenect. These u.lI:a are ......... bect 1n Ex,,,,ibit. A of the contract
•• foll""".
I. I.pleaentation Aaei8Unce. Thi. include.
testi""" technical trouble-Bbootinq a.~
.ent of .peelf ie M1>aqUlent report ••
IFAS VI
develop-
II. Sy.t .. Requir_nt., Proqr ..... inq tltat will baeo .....
per1IaNU\t .luant of tlte lIi-Tecb eyet .. upon coapletion:
This include. a year-aOO proqr .. for tlte .. ncumbranca data
.odule, ancS 1aproved contnct/purchasinq module reporting
capo bil i ti •••
III. Sy.t .. _onC8llenu. Progr .... inq _ciUc to tlte City of
Palo Alto'. neeg8: Thi. includes several budqat aodula
eonbanc.-ent. which uilor IFAS VI bucSqet preperation aOO
report!nq to tlte city'" own bw:Iqet pree .......
~ contract viII allow for programminq/conlultant service. from
Kay 17, 1991 to Augu.t 17, 1991.
llmAiM
;>uncSe to cover tlte ... _t of tlte contract vitlt IIi-Tech Softwara,
Ine. are available in tit .. Finance Depart.ent operatinq bucSqet for
Contract servicea.
1.9QPp'pa,t.'pp
SUff recom.ancSa COWK:il approval of tit. ae .. ncSment of tit .. consul
tant contract witlt lIi-Tecb Software, Inc. fDr $20,000 ancS authori
latlon tor the Kayor to aKecut. the attacbed contract amendllent ..
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Related Statt Report8: 0IR:485: 0
0IR:201.tl 3
AD_ 110. ONE ro AGltSBXEJrl' 110. 800U821
Bl!nEBB !'Ill! CIn OP PALO ALTO
A>ID BI-TECH 80rrwa1Z, IHC.
'l'his Amendment No. One to Aqree:ment No. 50016827 is
entered into on this ____ day of , 1991 by and betveen
the CITY OF PALO ALTO, a municipal corporation of the state of
California (-CITy8) and BI-TECH SOFTWARE, INC., a California
corporation ("CONSULTANT-).
RECITALS
WHEREAS, CITY and CONSULTANT entered into Agreemgnt No.
8001.6827, dated October 16, 1930, (hereinafter referred to as
·Aqreement-) whereby CONSULTANT was to provide computer programming
services in upgrading CITY's automated Integrated Financial
Accounting System (·IFi\S" J: and
WHEREAS, CITY has determined that it is necessary for
CONSULTANT to expand the naturE! of tile services to be rendered and
extend the term of its services to Auqust ,1991 at additional
cost to CITY in an amount not to e~ceed 'I'Wenty Thousa.nd Dollars
($20,000):
NOW .. THEREFORE,. in consider-ation of the covenants,. terms
and conditions of this Alnendment NC'~ one., the parties agree as
follows:
SlgION 1. CONSULTANT shall render pr-ogra.mIllinq and
consulting services in accordance with the provisions of Exhibit A,
as amended, attacb~d hereto and incorporated herein by reference.
SECTION l. The oriqinal term of the Agreement, lihich
commenced on October 16, 1990 and was to expire on March 31, 1991"
shall ~ extended to August 16" 1991.
SECTION 3.. The original compensa.tion to CONSULTAN'l',
initially established as an a:aount not to exceed Forty Thousand
Dollars ($40,000J, sh~il be increased by Twenty Thousand Dollars
($2'O,OOO} for a tot.al contract priCE; not to e)(ceed Sixty Thousand
Dollars ($60,000).
SECTION 4. The terms of insurance as sst. forth in the
Aqreement shall be extended for the term of this Amendment No. One
to Aqreement No. S0016821 as statea in section 2~
SECTION 5. All of the terms of the Agreement to the
extent not amended by this AEendment No~ One shall remain in full
force and effect.
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.EX:Ect7TEO BY THE PARTIES on the: date first stated above in
Palo Alto 6 california.
CZTY OF PALO ALTO. a
aunlclpal corporation
By,
Mayor
APPROVED AS TO FORK'
Assistant CIty Attorney
APPROVED AS TO CONTENT:
Manager of Accounting
Director of Finance
Assistant City Hanager
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aI-TECH SOFTWARE 6 INC., a
California corporation
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%. DlPLIIIIl!II'1'A'l'XOH USI8'l'JIJICB
U'U VI l"BII'l'IHG
Consultant will continue to assist In thorouqh testing of the
Updated software capabilities, and ensure the system ie capable of
providing the functions that were prev10ualy available 'With the
IFAS LV software.
Consultant vill continue to be available to trouble-shoot opera
tional bugs whicb ... y occur in the systeJll while utilizing the IFJIS
VI software. Consultant v 111 work with City sta:f:f in order to
identify and isolate software problems froD hardware issue8~ and
will aid staff in resolvinq errors and preventing repetition of
problems.
HOOl:J'lCA'l'IOHS
Consultant will IlOnitor the status of all requests for proqram
modificatiOl.-". The eonsult.!.nt should be able to discuss alternative
proqramminq solutions with staft and recommend modifications
cOllpatible with City's needs and. the module' Iii program. design. City
vill set the priority for each modification request. Any addi
tional fe.es shall be authorized by the Finance Director before
proqramminq is initiated on the proposad. modification. Completion
of each modification will be verified by tha con5ultant; propar
testing will be necessary before acceptance by the City.
PlDJJCB oeD 'l'RAl:IIDIG
COnsultant will provide training in the ad-boc report writing
capabilities of the systell as it pertains to the Finance Depart.ent
Users' needs. This includes explanations in the use of report
teaplates, report file structuring and report writer programminq~
COnsultant will also review training materials prepiSred by the
Finance Department for other users.
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Consultant will be familiar with the unique eyot .. capabilities
available in the IFAS VI software, and will be able to advi.e statf
.a to tba .oat effective use ot the ayate. in r.solvlnq current
Finance data information needs. Consultant vill continue to
provide expertise an4 quidanee in effective .y.t .. aalntenance.
As Finance staff beco_ea more coafortable wtth the report qane~a
tion capabilities of II'AS VI, assistance will be n...sed in the
creation of specified aanagement raporta. Consultant vill provide
for the availability of initial manageaent report. and guIde City
staff in the futur~ aaintenance of these report fil.s.
Programs previously provided from Si-Tech tor tbe fl.C<ll year
cloalft9 and carry-over of the Encumbrance data ba •• need to be
furnished as part of the HAS VI .yst... version. Consultant will
produce or direct the production of these proqr ... allowing for
adequate testinq by staff prior to June 30, 1991.
Proqraas need to generate Purchasinq reports by selected data
fields, as provided for in the oriqinal Request for Proposal (RFP)
tor the IFAS software Purchasing Module. Con~ultftnt will direct
the progra.mminq and te:stinq of this systel!!l requiremeJ.,t.
In the process of lllpl ... e.ntinq IFAS VI', other areas requirinq
proqra:mmed enhancements have been identified.. Consultant will
proqram or direct the proqrallllllinq required for the following syst811
anhance.enta speci:fic to the. City of Palo Alto. No co....,tract funds
will be expended for basic product development.
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Consultant viII modify the current Bud~et O~jate program to allow
e&sy tracking of budqet changes. Consultant vill also develop a
Bu4qet ChallCJes Report that .eet. the. City"s reporting needs for
audltable budget amendment. and modifications.
O~ UPUn\'Io. ,BVI>Qn IIODlILBJ
Consultant will provide the City with a program that viII allow
written justification of dollars budgeted by object code within the
Budqet Module.. Program will allow for update trOll word processinq
software. A prograM which generates a standard report explanation
by object cod~ viII also be provi~ed.
POBI!'IOII COIlnOL
This enhance.ent will allow the sharing of information between the.
current internal payroll aystEll: and Bi-Tech's Position Control
System ond. create a payroll cost budget by authorized poSition
level. Standard reports will be written that meet the speCifica
tions set forth by the City's Information Resources DepartBent'&
Position control systea requiremantB~ The proqramainq effort will
be strictly tor the benefit of the City of Palo Alto. None of
these contract fund:; shall be expended f"or the desiqn ot Si-Tech's
basic position Control Module.
Reports created throu9h the ad-boe report writer te.ature of IFAS VI
vill be transferred within the system to a WordPerfect template,
where the information can be edited and combined for a finished
budget doculI!ent.
This enhance.me.nt vill allow for the creation of canceled checJc. data
batches via modem frOll the bank information system. C..urent
procedures involve magnet!e tape processing of this information on
a weekly basis.
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