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Home My WebLink About08-287 r t Resolution No. 08-287 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH SUNGARD PUBLIC SECTOR, INC. FOR CLICK2GOV APPLICANTS AND UTILITY BILLING MODULES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Sungard Public Sector, Inc. for Click2Gov Applicants and Utility Billing Modules, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: December 3, 2008 Adopted: December 3, 2008 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk SUNGARD® PUBLIC S ECTO R City of Elgin, IL (ELGI) Investment Summary-Click2Gov October 29, 2008 Installation Fees Annual Maintenance. License Fees Training Fees Fees Applications K2-Click2Gov-CX $ 17,850.00 $ 2,000.00 $ - $ 3,570.00 Less Promotional Credit S (10,000.00) $ - $ - $ Totals $7,850.00 $2,000.00 $ - $3,570.00 License Fees $7,850.00 Installation Fees: $2,000.00 Training Fees: $ - Annual Maintenance Fees: $3,570.00 Hardware Appliance TBD Total $13,420.00 Payment Terms: 1. License fees and Hardware are due at contract execution date,signed quote or receipt of purchase order. 2.Installation Fees are due upon completion. 3.Annual Maintenance will be due 120 days from execution of SunGard Public Sector quote. 4.Travel,out of pocket and living expenses are not included in above pricing and will be invoiced as incurred. Notes: 1.It shall be the responsibility of the Customer to provide a web server to run the applicable Licensed Programs herein. 2. Customer shall be responsible for obtaining a valid registered domain name and IP address from an appropriate ISP service. 3.Core Module includes Weblogic for up to 2 CPU's.Additional processor$1,250& $250 to the annual maintenance costs. 4.VeriSign requires an annual renewal of its Digital Encryption Module. 5. Pricing is for the application as-is. Any modifications or conversions will incur additional costs. 6.There is no testing and acceptance period. The SunGard Public Sector application warranty period is 120 days after the delivery date. 'Delivery Date" means for each Component System,the date on which SunGard Public Sector first ships the Component System to the Delivery Address F.O.B.SunGard Public Sector's place of shipment. SunGard Public Sector Inc., 1000 Business Center Drive, Lake Mary, FL 32746 Confidential i 7. This quote constitutes a Supplement to the existing Software License and Services Agreement signed by SunGard Public Sector Inc.and Customer. Except as provided herein,all terms of the Agreement remain in full force and effect. 8. Licensed Programs may be used in machine-readable object code form only. Source Code is not provided. 9. Unless otherwise provided for herein,warranty, modification retrofit and maintenance offerings by SunGard Public Sector for its Licensed Program(s) do not apply to any third party hardware or third party software supplied under this Supplement. SunGard Public Sector does not make any warranties nor provide any source code for any non-SunGard Public Sector products unless otherwise provided herein. The return and refund policy of each individual third party hardware or third party software supplier shall prevail unless otherwise provided herein. 10.Scheduled Resource Changes: For training and on-site project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date,Customer is responsible for entire price of the training or on-site project management plus incurred expenses. 11.Additional hardware and/or third-party software may be required. For hardware specifications and information,please contact Shelly May at SPS VAR-smay@spsvar.com or(772) 871-9125. 12.Applicable taxes are not included in the above fees and if applicable,will be added to the amount in the payment invoices. 13. Please indicate that your purchase order is per the terms and conditions of this proposal dated October 29,2008. **Note:This quote and the Promotional Credit herein are valid only upon the concurrent execution of quote provided for KA,KL and CJ dated October 29,2008. The pricing,terms and conditions in this quote will be honored provided this quote is fully executed by December 15,2008. City of Elgin 150 Dexter Ct Elgin, IL 60 • �.�_WO �. 1�/.� n r ol1/1; 1a Authorized Signature Date Printed Name Man c-4.- SunGard Public Sector (4-///4¢01 �� //-42/-O .To � /) boA Authorized Signature Date Printed Name SunGard Public Sector Inc., 1000 Business Center Drive, Lake Mary, FL 32746 Confidential November 13,2008 " TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager Jeffrey Massey, MIS Director Gail Cohen,Human Resources and Purchasing Director SUBJECT: Click2Gov On-Line Public Service Modules PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the purchase of SunGard Click2Gov Applicants and Utility Billing modules. RECOMMENDATION It is recommended that the City Council approve the purchase of the SunGard Click2Gov Applicants and Utility Billing modules in the amount of$40,500. BACKGROUND At its May 17, 2007 meeting, City Council approved award for a Municipal Management Information System (MMIS) to SunGard Public Sector, Inc. In addition to those software modules that were purchased to manage the basic governmental functions (payroll, accounts payable, building permits, code administration, miscellaneous receivables, etc.) it was also the intent of the information technology plan to purchase software that provides citizens and employees Internet access to basic government business transactions. The City is in the process of rolling out Click2Gov "Employee Self Service", which will permit employees to change certain information in their personnel file such as address, marital status etc. and perform "what if" calculations on their payroll deductions and tax deferred contributions. Council is being asked to approve the purchase of the Click2Gov Applicants and Utility Billing modules. The Applicants module will permit job seekers to complete an on-line job application, search and apply for a job and update one's on-line job application. Applicants may create their own accounts and can maintain their demographic information, apply for positions and review the status of submitted applications. Information on candidates and/or selected applicants can be directly imported into the Human Resources module of our MMIS. The module will collect names, addresses and other demographic data for more efficient and accurate correspondence SunGard Click2Gov Public Service Modules November 13, 2008 Page 2 and reporting as well as greatly reduce the time devoted to clerical data entry. The Utility Billing module will replace the third party program currently running that allows on-line utility bill payments. The City has been accepting on-line utility bill payments since 2002. The current program operates in a batch mode and it takes up to 24 hours for a payment to be reflected in the billing system. By converting to the SunGard utility billing module the system will have a real time connection to the database and reflect the most current data. This will also eliminate the need for MIS staff to perform the daily batch uploads and web site updates saving staff time for other more productive projects. The SunGard Click2Gov modules are very user friendly providing the public with 24 hour a day access to City services and require very little staff time to maintain. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT There are sufficient funds budgeted ($1,284,558) and available ($297,915) in the Riverboat Fund, account number 275-0000-791-92.47, "Communications Equipment," project number 219511, MIS Strategic Plan Initiatives, for the purchase of the SunGard Click2Gov Applicants and Utility Billing modules at a cost of$40,500. Beginning in May 2009, annual maintenance will be required at a cost of$8,425 per year. LEGAL IMPACT This purchase is a sole source. ALTERNATIVES 1. The City Council may choose to purchase the Click2Gov modules. 2. The City Council may choose not to purchase the Click2Gov modules. Respectfully submitted for Council consideration. JM .......... .4 of Ez-' Memorandum .£ City of Elgin 15(4 % �'PATED 0'1' Date: December 8, 2008 To: Jeff Massey, MIS Manager From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 08-287, Regarding agreement with Sungard Public Sector, Inc. for Click2Gov Applicants and Utility Billing Modules Enclosed please find the above referenced agreement. Please distribute to the appropriate parties and if needed,retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you.