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HomeMy WebLinkAbout09-275 Resolution No. 09-275 RESOLUTION APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH SUNGARD PUBLIC SECTOR, INC. FOR CLICK2GOV PUBLIC SERVICE MODULES WHEREAS,the City of Elgin has heretofore entered into a contract Sungard Public Sector, Inc. for Click2Gov Public Service Modules; and WHEREAS,it is necessary and desirable to modify the terms of the contract as is described in Change Order No. 1, attached hereto. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall,City Manager,be and is hereby authorized and directed to execute Change Order No. 1,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: December 16, 2009 Adopted: December 16, 2009 Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk ,s4 OF EI.G. # CitY of Elgin Change Order ' ti ELGIN, ILLINOIS PROJECT CHANGE ORDER No. 1 CONTRACT: Purchase of additional modules and annual maintenance from SunGard Public Sector, Inc. SCOPE: Purchase, installation and annual maintenance of modules for building permits, code enforcement, planning/engineering, business license and citizen request tracking. REASONS FOR CHANGE: • The circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed. • The change is germane to the original contract as signed. • The change order is in the best interests of the City of Elgin and authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT: ORIGINAL CONTRACT AMOUNT: $357,029.00 CHANGE ORDER NO. 1 License and installation fee $ 66,560.00 Annual Maintenance Fee $ 13,370.00 TOTAL FOR CHANGE ORDER NO. 1: $ 79,930.00 TOTAL REVISED CONTRACT AMOUNT: $436,959.00 The original amount of the contract with SunGard Public Sector, Inc. is $357,029.00. Change Order No. 1 will increase the original contract amount by a total of$79,930.00, that sum representing 22.3% of the original contract amount. The new contract amount,inclusive of all change orders is $436,959.00. OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. Agreed to this "] day of 1,1 '6', 20 C9 . Recommended by: MANAGEMENT INFO SERVICES By: Jeff Massey Title: MIS-Director Date: lc2lr7 f 0 Signature- Accepted by: SUNGARD PUBLIC SECTOR,INC. Party of the Second Part(Contractor) By: /1/0-1.1^-0---v Title: i i �, o Thomas V. Huber Date: i I 1 President,SunGa d Public Sector Inc Signature: Approved by: CITY OF ELGIN Party of the First Part(Owner) By: Sean Stegall Title: City Manager Date: /0//'/ D / Signature: � i . F:\Legal Dept\Agreement\Change Order-SunGard.doc '' "'SUNGARD® PUBLIC SECTOR City of Elgin,IL (ELGI) Investment Summary-Click2Gov November 12,2009 Installation Fees Annual Maintenance License Fees Training Fees Fees •pplications K3-Click2Gov-BP S 10,500.00 S 2,100.00 $ - S 2,100.00 K7-Click2Gov-PZ $ 13,580.00 $ 2,100.00 $ - S 2,715.00 KO-Click2Gov-CE $ 15,330.00 S 2,100.00 $ - S 3,065.00 KF-Click2Gov-CRT(Citizen Request Tracking) $ 15,000.00 S 2,100.00 S - $ 3,000.00 KL-Click2Gov-Business License S 10,950.00 S 2,100.00 $ 2,190.00 C1-ORep Catalogs(K 11 $ 700.00 S - S - S 300.00 04 Promotional Discount S (10,000.00) S - S - $ Totals $56,060.00 $10,500.00 $ - $13,370.00 License Fees $56,060.00 Installation Fees: $10,500.00 Training Fees: $ - Total One-Time Cost $66,560.00 nnuai Maintenance Fees Due 2010: $13,370.00 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: I.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 1 year 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. 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)87I-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 November 12,2009. The pricing,terms and conditions in this quote will be honored provided this quote Is fully executed by December 30,2009. City of Elgin 150 Dexter Ct Elgin,IL 60120 Authorized Signature Date Printed Name Source PB 060409 SunGard Public Sector Inc.,1000 Business Center Drive,Lake Mary,FL 32746 Confidential ¢ ` City of Elgin Agenda Item No. 15 December 10, 2009 TO: Mayor and Members of the City Council l i omrr.Sere FROM: Sean R. Stegall, City Manage Jeff Massey, MIS Director SUBJECT: Change Order No. 1 with Sungard Public Sector, Inc. for 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 approval of Change Order No. 1 with SunGard Public Sector, Inc. for Click2Gov Modules for Building Permits, Code Enforcement, Planning/Engineering, Business License and Citizen Request Tracking. RECOMMENDATION It is recommended that the City Council approve Change Order No. 1 to the contract with SunGard Click2Gov for Modules for Building Permits, Code Enforcement, Planning/Engineering, Business License and Citizen Request Tracking in the amount of$66,560. BACKGROUND At its May 17, 2007 meeting, the City Council approved an award for a Municipal Management Information System (MMIS) to SunGard Public Sector, Inc. In addition to the 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, businesses and employees online access to basic government business transactions. The City has already installed and is using the Click2Gov Modules for Employee Self Service, On-Line Employment Applications and On-Line Utility Customer Service. The City Council is being asked to approve the purchase of the Click2Gov Modules for Building Permits, Code Enforcement, Planning/Engineering, Business License and Citizen Request Tracking. The Building Permits module will allow applicants to research, apply for, and review building permits online. When applying for permits, applicants can enter structure data, review the fees for that specific permit and pay for the permit. Applicants can also schedule, review and cancel inspections when reviewing permits. The online system will accept payments for fees due SunGard Click2Gov Public Service Modules December 10, 2009 Page 2 The Code Enforcement module will allow citizens to search for and review code enforcement cases online. Cases can be located by case number, case address and/or owner name. Inspections can be scheduled or canceled and.the results reviewed. In addition, if there are fees or fines associated with a specific case,those fees and/or fines can be paid online. The Planning/Engineering module enables citizens and contractors to view planning and engineering project information online, including general project information and project status. Progress of the plan case can be followed, comments reviewed and questions addressed. Implementing the on-line Planning/Engineering module was one of the recommendations in the Development Review Process Report. The Business License module provides citizens and businesses the ability to review license status, research business license information, requirements and costs. It allows License Holders to go on-line and renew their license and pay any license fees owed which will assist in the proposed business license program the Chamber of Commerce and the City have recommended. The Citizen Request Tracking module will increase communication options between the City and Citizens. This tracking system allows the City to quickly and efficiently fulfill citizen requests while collecting and tracking information. Citizen contacts will be kept in a database for easy reporting and follow-up. Work Orders can be automatically generated and request status and resolutions communicated back to the original requester. The On-Line Citizen Request Tracking module, along with the already installed Naviline Citizen Contact Management module, creates an entry level CRM system to improve City and Citizen communications. The SunGard on-line modules will have a real time connection to the Naviline database and will always reflect the most current data. The SunGard Click2Gov modules are very user friendly, providing the public with 24-hour-access to City services and require very little staff time to maintain. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT ?k_ There are sufficient funds budgeted ($1,093,370) and available ($221,400) 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$66,560. Beginning in May 2010, annual maintenance will be required at a cost of$13,200 per year and is budgeted in the proposed budget. • SunGard Click2Gov Public Service Modules December 10, 2009 Page 3 will be required at a cost of$13,200 per year and is budgeted in the proposed budget. .vvvWIEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to purchase the Click2Gov modules in the amount of $66,560. 2. The City Council may choose not to purchase the Click2Gov modules. Respectfully submitted for Council consideration. JM Attachment .4OF et. ' City of Elgin Change Order �� 'AITED FED ELGIN,ILLINOIS PROJECT CHANGE ORDER No. 1 CONTRACT: Purchase of additional modules and annual maintenance from SunGard Public Sector, Inc. SCOPE: Purchase, installation and annual maintenance of modules for building permits, code enforcement,planning/engineering,business license and citizen request tracking. REASONS FOR CHANGE: • The circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed. • The change is germane to the original contract as signed. • The change order is in the best interests of the City of Elgin and authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT: ORIGINAL CONTRACT AMOUNT: $357,029.00 CHANGE ORDER NO. 1 License and installation fee $ 66,560.00 Annual Maintenance Fee $ 13,370.00 TOTAL FOR CHANGE ORDER NO. 1: $ 79,930.00 TOTAL REVISED CONTRACT AMOUNT: $436,959.00 The original amount of the contract with SunGard Public Sector, Inc. is $357,029.00. Change Order No. 1 will increase the original contract amount by a total of$79,930.00, that sum representing 22.3% of the original contract amount. The new contract amount,inclusive of all change orders is $436,959.00. OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. Agreed to this day of , 20 . Recommended by: MANAGEMENT INFO SERVICES By: Jeff Massey Title: MIS-Director Date: Signature: Accepted by: SUNGARD PUBLIC SECTOR, INC. Party of the Second Part (Contractor) By: Title: Date: Signature: Approved by: CITY OF ELGIN Party of the First Part (Owner) By: Sean Stegall Title: City Manager Date: Signature: F:\Legal Dept\Agreement\Change Order-SunGard.doc ISU GA D® PUBLIC SECTOR City of Elgin,IL (ELGI) Investment Summary-Click2Gov November 12,2009 Installation Fees Annual Maintenance License Fees Training Fees Fees pplications K3-Click2Gov-BP $ 10 500.00 $ 2,100.00 $ - $ 2,100.00 K7-Click2Gov-PZ $ 13,580.00 $ 2,100.00 S - S 2,715.00 KO-Click2Gov-CE $ 15,330.00 S 2,100.00 $ - S 3,065.00 KF-Click2Gov-CRT(Citizen Request Tracking) $ 15,000.00 S 2,100.00 S - $ 3.000.00 KL-Click2Gov-Business License $ 10,950.00 S 2,100.00 $ 2,190.00 CJ-ORep Catalogs(K I) $ 700.00 $ - $ - $ 300.00 04 Promotional Discount $ (10,000.00) $ - $ - $ - Totals • $56,060.00 $10,500.00 $ - $13,370.00 License Fees $56,060.00 Installation Fees: $10,500.00 Training Fees: $ - Total One-Time Cost $66,560.00 Annual Maintenance Fees Due 2010: $13,370.00 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: I.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 1 year 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. 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 November 12,2009. The pricing,terms and conditions in this quote will be honored provided this quote is fully executed by December 30,2009. City of Elgin 150 Dexter Ct Elgin,IL 60120 Authorized Signature Date Printed Name Source PB 060409 SunGard Public Sector Inc.,1000 Business Center Drive,Lake Mary,FL 32746 Confidential , SunGard Click2Gov Public Service Modules December 10,2009 Page 4 ISUNGARD° PUBLIC SE TR City of BgIn,IL (FLCI) Investment Summary-Click2Gov November 12,2009 1 l;ation Fees 8�snuvl Mairtance rasL _ .r:Fees TrvirrangFees Fars .plicats'ons K3-CVtk7G v-8P $ 14500.00 $ Z100.00 $ - $ 110000 K7-ClIck2Gov=PZ $ 1158000 $ 2,100.00 $ - $ 2.715.00 KO-CIE�Gov-a 1533.00 `$ 2,100.00 $ - $ 3,065.00 KF-Oil Gov-CRT eta Request Tracking! $ 15.00000 $ 2,100.00 $ - $ 3,000.00 KL-C1ick26ov-Busb=LIMN, $ 14950.00 $ Z 100.00 $ Z 190.00 CJ-ORep Catalogs WI', $ 700.110 $ - $ - $ 300.00 04 Promotional Discount $ 110,000.001 $ - $ - $ - Totals s56,060A0 $10,500.00 $ - S 13,370.00 License Fees $56,060.00 lr stallation Fees $10,500.00 Training Fees $ oral One-Tame Cost $66 560.00 nnual Maintenance Fees Due 20l0: $13,370.00 I 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 eaduded in above pricing and will be invoiced as incurred_ Notes I.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 1P address from an appropriate 1SP 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 ails. Any modifications or conversions will incur additional costs. b. There is no testing and acceptance period. The SunGard Pubic Sector application warranty period is 1 year 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 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,ail terms of the Agi vruent 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 Programisj do not apply to any third party hardware or third party software supplied under this Supplement SunGard Pubic Sector does not make any warranties nor provide any source code for any nonSunGard 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. ID.Scheduled Resource Changes For training and orrsie project management sessions which are cancelled at the request of Customer within fourteen J 14j 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 Mlay at SPS VAR-snsay@spsvar.corn or(772)871-9125. 12.Applicable taxes are not included in the above fees and if applicable,wil be added to the amount in the payment invoices. 13.Please indicate thatyour purchase order is per the terms and conditions of this proposal dated November I Z,2009_ e pricing,terms and conditions in this quote will be honored provided this quote is fully executed by December 30,2009. sty o►Elgin