HomeMy WebLinkAbout0138.094• ~. . .
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February 10, 1994
HONORABLE CITY COUNCIL
Palo Alto, california
Members of the Council:
'" .. 2
Th is report recoDGIends tba t Counc i 1 extend the city Manager I s
authority to exec:uts annual .aintenance aqreements with the finl of
Bi-Tech SOftware, Inc. tor its Interactive Fund Accounting System
(IFASJ for a period of five additional years. The
estimated cost of .aintenance per year is approximately $12~632.
~~a are budgeted in the Finance Administration operati~g ~udqet~
In 1987, council awarded a contract to 5i-Tech Software, Inc. for
its Intaqrated Fund Accounting System (IFA,s). The software ccvered
by the aqreeaent includes General. Ledger, Budget Preparation,
Accounts Payable, Accounts Receivabl4!, p"..lrchasinq, Expenditure
Control, ar~ Position C?ntrol modules. Staff originallY requested
that Council authorize five years of maintenance, due to the hiqh
level of support Bi-Tech offers its clients through its .aintena..""lee
program (CKR:556:7). The maintenance program consists of:
o Update to proqrams for tax-related changes (example:
1095'5) enhancements and probl~m fixes,
o Phone-in consultation support, and
o Update to user guides.
CMR'138,94
c',:'·
Pi.cu •• iOA
At the present tims, the Finance Department is work.ing on the
t.plesentation of the IFAS stores Inventory~ Budget JUGtification
and System Generation Tool modules. Pinance staff is a1ao workinq
to tr&nsfer Revenue Collections trom its current outdated
eashierinq aystE..Wi to IFAS cash receipting sy6tem~ as well 5S
establishing the IFAS qeneral fixed assets system.
Maintenance cost& for the IF~ eystem are th~ lesser of Bi-TeCh's
current maintenance costa or the previous year's maintenance oost~
increased by a factor o~ 2 percent over the last annual adjusted
COnsumer Price Index CCPI} for urban wage aarners -Western Region
(all itells) ~ No other maintenance contract cost incre.ases will
occur, unless new IFAS modules are purchased or the city's system
configuration 1. Chanqed~
Althouqh Bi-TeCh has grcwn dramatically over the past five years,
it has continued to provide timely maintenance and support for all
of the IFAS modules licensed to the City~ staff is requesting an
additional five-year period for maintenance agreement coveraqe, so
that Bi-Tech and the Finance Department can continue to work
closely to improve the system and provide better levels of service
and info~ation.
St&ff r~~s that Council:
1J Authorize the City Manaqer to execute annual ma:i.ntenance
agreements with Bi-Tech Software, Inc~ in the ~ount of
$12,632 for the period April 1, 1994 through March 31,
.1995;
2} Authori.ze the city Manager or her designee to exercise
the options for the second throuqh fifth 12-month renewa.l
periods~ adjusted annually by CPI per contract and to
execute any other documents necessary to implement the
contract in each consecutive year; and
3)
CMR: 138:94
Authorize the
chanqe orders
period.
City Manager .or her designee to execute
not to e~ceed $2 ,500 for any renewal
2
CIIR:1J8:94 3
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BY THIS AGREEMENT WAtI£ "'NO ENTERED llOrD ON THE 1 "It: OAI' Of _ ~
AGREEMENT
e"( »D BETW(E."'I TWE CITY Of PALO ALTO IHEAE:NAF"TE.R RO:FE;,P,O:O TO AS C IT't J.NC
No.
Q .. ' {OA TE TO PE. ENTERED
19.ir1 8'r' CITY P'.;RCH,I,SING
~irl) Bi..ll'ech Software. !nc""-___ _ _________ 12,1 ___ _
~4OOM3S.l leo2 Mar;r!ly\er~ SJdre I; rC;flY; ~o.......-.CA-._--12IPI Q59?£..... :p~t::, (QJ 6)3 0 1-5281
(11EF\E.-w'TER REf~[O TO.'3 CONTRACTOR), IN CONSIDEAA T~ C~ l'MEl1=I ~1ITl.',Io.!_ CQVE~T'S THE. PoI,pn.s +4ERE'TO 4G~EE AS Fau ows
• CONTRACTOR SI-W..l rf.0'.'1O£ OR FURNtSi'i n;E ~Dtl.CWlNlG S"'EC:FIE D SHI'WICES "'NO ~ t.lA TEAIAtS SPECIFiEO I'" EXMIS:t _-"A~ __ _
Ai'TACHEOHE~OA"'O~tr,H:C Kf;RE:N 8'!''!MIS AEFe"EM:£ Provisions of Soft'Jare .Maintenance Agreement,
{Exhibit A). In the evoent of a conflict between the provisions of this Agreement an5 the
"Exhibit A-I the provisions of this ·A.gr.aement" shaU app1:ir.
• EXHIBITS THE FOU..OW\"IG AITA01EC E:u1if3rT'$. ~E-RL8Y ARE IAA.DI: PART OF THIS .'IGR(';;t.I(t.'i Exhibit A:-
L Term 2. The Package 3. Maintenance of the Packag~ 4. Li~nsee Software Changes
5. Cost of Maintenal1C@ 6. Additional Provisions; l\pperldix: A
• TERMS TI* SER\lfCCS AND/OR MATEFllALS FURNlSHEO I.;NQfP ,",,!s AC",.qEFIoAE'1I: r sw..u COMIoAE~CE ON _AL.l.L9:4.-____ _
....., SHAL!. Be: COt.U1 .. EJEO BEfOflE 3/31/95
• COMPENSATION FOJl, oo,e FU\.l ~E: OF-nus "G.~E""E~' o crry SI-W.l.. PAY ~DA.:
* fA YIIENT RECORD {06'AA'1'\IENT ~ "IE\IEf<SE SlDEi
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• GENERAL TERMS AND CONDITIONS ARE INClUDED (IN 80111 SIDES Of TH IS DOCUMENT
l!-11S AGftEEMEIIT SIW..l BEC;)Mf HFE.CTM ~ ITS APf'P:N~ Mil) [lC[ClITIOij BY CITY, IN WITNESS Tl1EREOF, THE PART!ES HAVE ():fCl..JTE-D rH'5
J\GRffW:,.'T TME DAY. UOfffi1, AND tfAA FIRST WFiIITEH ABOV'E
HOUI MRMlUS, COfiTRACTOR I~~ III i~, de1end.lod Ilc6d tliIrmleSS CiTY, Its ofllCen, I~" anC el'loJl~~S lrMl.lny .1d.al' llem~!lds, c!aJm:; 0' rilt~lty of
arlY ~, i\cbd".-.g ~ dWh, ~ by (IT ar~rlIl o~t of C..()NTRl\CTO-i'I S,I15 ono;;rrs", aOt'nts or ~m~.' I11!iI1'lr-'nl act!!, error!;, or Ilml~S. or 'N111f~
mi$(;Onduct fI c:ooG\lcl it>f.nen tt',e UIII ~ sblt'Ili3bilitt 0!1 CONTfI~O\l; if; the perlo..-mancr I<r litll~~ 1D wfOJm ttllS a!;lreem~1Il tly r;.ON'lRAC10R
fJfT'R AG~. TI'iS agreefl'l:elll ~ eM t:Q!']IWpn5 po Ill. !TIlI'X Ile~ rep:~oer.t lhe en.lf'! qrtffl1~m M\weel'llnt pirtie'5 ";I~ res;wct: W Itl~ plm:fli'!le
and sale =::I1h! eQuipment, 1Nte-<I3~ Ot" $U~tio!~ or JliIY~m f\J1 s~roflCa.lIIi!lcl! mal' ~ t!1~ ~~~ct a/lhis c(\.'I~ct Atl p lin' ~ rftlT1Enls, ."l!rr~senllhoos. SUtEmenr::;.,
~ arod .... 1aking:!. w!'~, ooi.oJ WJffleI1 ~~ &lJp!!Irsttleci /';e'l'~
• PROJECT MANAGER I\HOAf:Ff\[SL'f1"~"l'ttf"Of'\Cf;V
DEPT pi narv=e
P.O .. BOX lozr,o
PALO At TO, CA 943O:l
.Telephone (415) 329,...2J96
CONTRACTOR
BY JOOy Sitroo dtatt"A"tT/'o£ I ~ 7 ,.mz V~~~.~i~de~~~t ____________ ___
• INVOICING SEMl) AU.. ~ 1"0 1~ em, IITIN .. PROJECT \,IDj",GER
• crrv OF PALO ALTO APPROVALS: IFlOU'TE FDA SIONAiU"IE'S ,,"CCORDiNG TO N~BERS IN .oIoPf'rovA!.. 90XES BELOW)
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' ,00000$5.ooo. FlSJUlRESCITYMNW'J£P."S ~. '"".··.·.1 If~ ~.ooo. ~-""YOR ANt) CITY ATTOFIHEY ~TUAES ~
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A'ITACHMENT 'A'
SOFl'WARE MAINTENANCE AGREEMENT
This Agreement il by and between BI-TECH Software Inc., hereinafter referrM
to sa BI-TECH and the City of Palo Alto, Palo Alto, CA hereinafter rererred to
sa the Licensee.
1. IiIl:.m;. The term of tlris Software Maintenance Agreement sball commence ""
April 1, 1~ and shall expire or.. March 31, 1995, unless sooner terminated by the
parties.
2. The p'wn" This Agreement is for Software Maintenance on the Package as
defined herein. The term "Package" mea."s the interactive fund accounting
system owned by BI-TECH, including any other party claiming proprietary rights
in ouch Soll;ware, and duly licensed to the Licensee, including the related uaer
dGC\1.D18l1tation.,. compilations. enbancements. and modifieatfona eontained in any
source code or object code which are owned by BI·TECH for the uae by Licensee
pursuant to the term. of tbia Software Maintenance Agreement and the
Ajrreemsnt by and between the City of Palo Alto and BI·TECH Software, Inc. dated
January 12,1988. Modules in the Package duly licensed to the Licensee are:
MODULE
NUCLEUS
EASYHELP
CMS
PEDB
TFS
FA1S
ARtCR
AP
GL
EN
PO
PC
BID
S1
SMARTDB
DESCRIPTION
Application Environment Manager
On·1ine HELP Facility
Check Management System
PersoniEntity Data Base
Table Formatter System; Spreadsheet
Fixed Asset Inventory System
Aoeounts ReceivablelCaah Receipta
Accounts Payable (Immediate and Open)
Gen.f1ll Ledger
Encumbranoe
Purchasing
Position Control
Budget Item Detail
Store> Inventory
Systematic Modeling Anal)'Bis Reporting and
Tracking Data Base
3. MAjntenaDce pf tb. Package· As long 8S the Licen.eee is paying for
maintenance, under the terms •• t forth in Article 3, below, BI·TECH will provide
to the Licensee the following good. and .ervice. (and, to the extent applicable,
install or give adequate instructions for the installation of magnetic image
prGiI'&'" updates and additions).
&. All us"r guide updates created or accepted by BI· TECH which relate to
the Package.
b. All P ............ updates Illld additions ror use with the Package which are
developed o! accepted by BI-TECH, provided, however, that no such
program update Dr addition .hall materiaHy imp";r the functionality
or perfonnance characteristics of the Package.
c. Phone--in coD5ultation service in wroth the Licensee may request and
receive verbal information .... garding the use of the Package.
d. All program changes deemed neOO.Eary by the Licensee to make the
Package (including any program update. and additional perform as
de8cribed in the uaer guidetl am:! other docnmentetion provided by BI·
TECH, provided, however, that no user guid. update .hall be effective to
delete or reduce a functional specification without the Licensee'. prior
written consent.
e, Development Acoount A"""",,: BI·TECH agrees to provided the Lice .....
with 6""",, to their HP3000 system where the Package date i. stored ror
preparing information regarding a Fix, checking our Package
information fur e"c1wrive change aace"" and providing programmed
Fa infonnation for BI·TECH 6pproval as aet forth in Article " below.
LioenMe agrees not to alter, change, notify, acceas, oompile or enhance
any information located on the BI·TECH system including, but not
limited to, source code, object code, copylib entry, dat6 base ochema,
Corma file, dri.ver~ or related program support or user documentation or
help without prior conlOnt from an assigned representative of BI
TECH.
Maintenanee oervioo. shall be provided with sufficient promptness to avoid
unreasonable down-time, This Agreement specifically doe. not include any
aseistance by BI·TECH with re.poet to modification. of the Package which are
desired by the Licensee, Any modifications not made by BI·TECH or modifications
made by Lioenaee pursuant to the terma set forth in Article 3 and the re.nIte
caused thereby to the Package .ball be the scI. responsibility of the Licensee,
For the term of this Agreement, 81-TECH .hall provide Licensee, cn a timely
basis~ with update! necessary Cor the Pack~e t~ continue to accomplish its
principal computing functions a8 documented in the Ul!!er guid_cs and vvith
updates refleeting improvements mad. te tile Package by BI-TECH and thQs.
performed by the Licemee as ""t forth in Article 4. If the Licensee notifies Bl
TECH that it ~ an error in the program logic or WIer documentation ofthe
Pawg. existe, BI-TECH shall, 8S part of such support, uee ito best efforts te
confirm the existence of the error and correct it. If BI-TECH ultimately
determines that no ouch error exists, the Licon."e shall pay HI-TECH for its
service. at BI-TECH's then c:urnmt hourly rates and reimburse DI-TECH for all
"""""nable travel, living and madem expense. incurred by BI-TECH in rendering
9uch Mrvioos.
Upon request, BI-TECH shall provide the Licensee with such modifications to the
Package as Licenoee may reasonably ",quiTe te rnainwn the compatibility of the
Paclu!ge with new rele .... of the Hewlett Packard Oper8ting System (MPEIXL),
under .. hich the Package ia to be functional.
4. LieenMM SoftwBD Cb,p".a" Notwi~Umding any provision of Article 3 to tlu
contrary, the LiC$D800 shall notity BI-TECH of any suspected errors, difficulti .. Dr
other problems ("Errors") which the Lieensee may experience or encounter with
the Package_ BI-TECH.hall use ita best e1l'orts te completely correct Dr otherwise
TeSOl"" any ouch Enol'll to the satisfaction of the Lice"..,... In the event that BI
TECH doeS not completely correct or resolve the Errors rai.ed by the Licenoee
within a reasonable period of time Cram the receipt of the Licensee'. notice, and
confirmation of ouch com>etions or ..... olution <:annat be promptly documented or
verified by the Ucenoe<\ within or by means of BI-TECIfe Help Desk oy.tem, then
the Licensee may, pursuant to tho following Bub-article., design or develop a fix,
modification, enhancements or other correction Dr resolution ("Fix") to the
Package. The Licensee agrees w submit a proposal for each Fis using the Corm in
"-J>P<!Ddix A ("Form·) to BI-TECH for its prior approval. Upon ouoh approval, the
T.j<:e»see may procead te develop the Fis, BI-TECH sball inalrpomte the approved
Fis within the specified period of time indi cated on each Fis proposal Form.
a. I!BI-TECH accepts the Fix, then Bt-TECH .baIl incorporate such Fix into
the Package for the benefit of the Licensee regardl .... of whether any other
Iiceneee of the Package or any similar soaViare modules i. benefitted or
impaired thereby. Any snch Fix, upon its integration inte the Package,
ahall become the property of BI-TECH, ",hidt .hall po ...... aU proprietary
righte and obligations with respect to the Fis, including the right to .. 11,
lease Dr license such Fis w any other liceneee of <he Package or any similar
software module. and the obligations te IIl8intain the Fis. Upon the
acceptance of .uch Fis by Bi-TECH, BI-TECH agree. to indeDUlify and hold
the Licensee hannlea. Cram and again.t any liability, damage or 10 ••
arising from the integration of the }~x inw the Pacl<age or resulting from
any misuae or misapplication of the Fix in any version of the Package or
similar software modules.
, «
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b. In the event that such Fix is not B""'pted by BI-TECH, BI-TECH agrees not
to use scftware written by the Licensee to affect. the Fix ;or integration into
the Package to any eristing or prospective Liceno.e of the Pacbge or
.oftware module •. The Licen .. e is not prohibited !rom integrating the Fix
into the Package in the event BI· TECH doe. not accept such Fix, however,
any web action taken by the Li""DBee shall be at the Licensee', 80le risk
and 1088. The Licensee may maintain a5 its sole prop.Elrty and aa an
administrative convenience & descript.i~~ log m any Fixed not aceepted by
BI-TECH.
c_ Notwithstanding the acceptance of tho ro, BI·ECH sball be responsible for
the fiIing of any Errors and the provilrion of a complete operative Package to
the complete satisfaction of the the Licensee as required by Uri. Software
Maintenance Agreement and the Agreement by and between the City of
. Palo Alto and BI-TECH Software, Inc., dated January 13,1988.
HI-TECH acknowledges that ita r"rmer employee, Jeremy Hoptowit,
("Employee") is now employed by the Licensee to render software
»rogramming services in connection with the Package, BI-TECH
acknowledgea and agree. thet IT shall not seek to dire<:tly or indire<:tly u.&e
the Employee'. ""rvice. regardinc the Package without prior written
consent of the Licenaee's City Manager or hie/her authorized
repreoentativo. In the e .. ent that the Licensee confers such consent. BI
TECH agrees to reimburse the Lice"..,., for the Employee'. timo in an
amou.nt equal to the time spent by the Employee on Bl-TECH initiated
requeata and assignmente times an bourly rete m pay ... determined by the
Licensee, ... hich rete shall be equal to not Ie .. than the Employee'. hourly
rate of pay.
5. Coo of MaintepAnce: The annual mainttmanoe cost for the 1000:8 and services
listed in Articles 2, 3, and " and for the time period covered in Article " will be
$12,631.92 This Maintenance Coat is payable by the Licensee to BI-TECH, billed
qnsrterly in arrears, commencing with the first month, ror the time period noted
in Article 1. The Licensee will bave the option, at the end of the maintenance
period Nt forth in Article I, to extend maintenance on " year to year basis at the
lesser of
a. BI-TECH'. current maintenance charge.; or
b. The previous year'. maintenance COBt inereased by a factor of two (2)
percent over tho last annual adjusted Consumer Price Index (CPI) for
urban wage earners (all itoma) -Western Region.
I '
!
6. AdttiijWAJ PmrilriQDS·
Mamtenanoo em. the package is limited to tho installation and us. upon the CPU
resident at the City of Palo Alto and operated by and Cor the Lice"",.. The ""rial
number of tho CPU ill:
However, tho Package may be transferred to any replacement or back-up CPU, in
the Uneneee'. di!lc:retion; and, tho Package may be transferred to another Hewlett
Packard oyetem duricg maintenance or repair to the CPU identified above in this
Article.
The partie. below consent to t.". teIlIlB of the Scftwal"e Maintenance Agreement.
Date: ____ _
BI-TECH Software, Inc.
B~;~n d. zrn, G
V"'" President
LICENSEE: City of Palo Alto
Palo Alto, CA
By:--;;--_-:--:-:-____ _
Representative