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10-31 Resolution No. 10-31 RESOLUTION AUTHORIZING EXECUTION OF AN AG'EEMENT WITH SUNGARD PUBLIC SECTO' BE IT RESOLVED BY THE CITY COUNCIL OF TH: CITY OF ELGIN, ILLINOIS,that Sean R. Stegall, City Manager, and Diane Robertson, City Cler , be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Sungard Public Sector for the NaviLine Needs Assessment and Improvement Plan, a copy of , hich is attached hereto and made a part hereof by reference. s/ Ed .chock Ed Sc ock, Mayor Presented: January 27, 2010 Adopted: January 27, 2010 Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk AGREEMENT THIS AGREEMENT is made and entered into as of this.21 da of January,2010,by and between the CITY OF ELGIN, an Illinois municipal corporation (herei after referred to as "CITY") and SUNGARD PUBLIC SECTOR, organized and existing under the laws of the State of Florida, (hereinafter referred to as "CONSULTANT"). WHEREAS,the CITY desires to engage the CONSULTANT to ' .sh certain professional services in connection with a City-Wide Needs Assessment Improvem:nt Plan and a Work Management Business Analysis and Fleet Management Consulting Services(h-reinafter collectively referred to as the PROJECT); and WHEREAS, the CONSULTANT represents that it has the nee:ssary expertise and experience to furnish such services upon the terms and conditions set forth he ein below. NOW,THEREFORE,it is hereby agreed by and between the CI Y and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consid:ration of the mutual promises and covenants contained herein,the sufficiency of which is hereby ac, owledged to perform the services relating to the PROJECT as described herein, subject to the fo lowing terms and conditions and stipulations, to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the o irection of the MANAGEMENT ANALYST of the CITY, herein after referred to .s the "DIRECTOR". B. The CONSULTANT shall perform the services for the PROJECT as outlined in the "Needs Assessment and Improvement Plan Scope of Services" and the "Work Management Business Analysis Scope of Servic:"attached hereto and made a part hereof as Exhibit A. 2. SCHEDULE The PROJECT shall be completed by the CONSULTAN in accordance with the schedules as described in Exhibit A attached hereto. 3. WORK PRODUCTS All work products prepared by the CONSULTANT p rsuant hereto including, but not limited to,reports,plans,designs,calculations,work dra 'ngs,studies,photographs,models and recommendations shall be the property of the CITY nd shall be delivered to the CITY upon request of the DIRECTOR provided, however, th.t the CONSULTANT may retain copies of such work products for its records. Such wsrk products are not intended or represented to be suitable for reuse by the CITY on any ex ension to the PROJECT or on any other project, and such reuse shall be at the sole risk of he CITY without liability or legal exposure to the CONSULTANT. 4. PAYMENTS TO THE CONSULTANT A. The CITY shall reimburse the CONSULTANT for services under this Agreement a lump sum of$16,000 for the City-Wide Needs • ssessment and Improvement Plan portion of the PROJECT. The CITY shall also eimburse to the CONSULTANT actual and reasonable travel and living expenses r the CONSULTANT assigned to the PROJECT estimated in the amount of $ ,500-$2,000 per week for each CONSULTANT. Travel and living expe ses to be reimbursed to the CONSULTANT for the Needs Assessment and I provement Plan Scope of Services shall not exceed the total amount of$10,000.01. Should it be determined by the parties that additional travel and living expenses will be required, CONSULTANT will submit to the CITY a request for the additio al travel and living expenses prior to occurring them. CITY will not unreasonably ithhold approval for the additional fees. The CITY shall pay the CONSULTANT $8,000 of such total amount of $16,000 for the City-Wide Needs Assessment an. Improvement Plan portion of the PROJECT upon execution of the Agreement an. $8,000 upon CONSULTANT's delivery of the written City-Wide Needs Assess ent and Improvement Plan,but no later than 30 days after completion of the CONS LTANTS' site visit. Actual and reasonable travel and living expenses for the CONSULTANT assigned to the PROJECT will be due as incurred. B. The CITY shall reimburse the CONSULTANT or the Business Analysis Service Report portion of the PROJECT the total amou t of$16,000 to include both the business analysis service and the fleet manageme t consulting services. The CITY shall also reimburse to the CONSULTANT actu.1 and reasonable travel and living expenses for the CONSULTANT assigned to the 'ROJECT estimated in the amount of$1,200-$1,800 per week for each CONSULT• I T. Travel and living expenses to be reimbursed to the CONSULTANT for the 1 usiness Analysis Service Report portion of the PROJECT shall not exceed the total amount of$10,000.00. Should it be determined by the parties that additional tr.vel and living expenses will be required,CONSULTANT will submit to the CIT' a request for the additional travel and living expenses prior to occurring them. CI Y will not unreasonably withhold approval for the additional fees. The CITY shall may the CONSULTANT$8,000 of such total amount of $16,000 for the Busines• analysis Service portion of the PROJECT upon execution of the Agreement an' $8,000 upon CONSULTANT's delivery of the written Business Analysis Service 'eport and completion of the fleet management consulting services, but no later th.n 30 days after completion of the CONSULTANTS' site visit. Actual and reasonab e travel and living expenses for the CONSULTANT assigned to the PROJECT will me due as incurred. - 2 - 5. INVOICES A. The CONSULTANT shall submit invoices in a f.rmat approved by the CITY. B. The CONSULTANT shall maintain records sho 'ng actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of e CONSULTANT for work done under this Agreement. The CONSULTANT sh.11 make these records available at reasonable times during the Agreement period,a d for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY m:y terminate this Agreement at any time upon fifteen(15)days prior written notice to the CO SULTANT.In the event that this Agreement is so terminated, the CONSULTANT sh,;11 be paid for services actually performed and reimbursable expenses actually incurres prior to termination, except that reimbursement shall not exceed the task amounts set fo h under Paragraph 4 above. 7. TERM This Agreement shall become effective as of the date the ONSULTANT is given a notice to proceed and, unless terminated for cause or pursuant to paragraph 6, shall be deemed concluded on the date the CITY determines that all of the CONSULTANT'S work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter .cquire with respect to any term or provision of the Agreement. 8. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for addi ional compensation as a result of action taken by the CITY,the CONSULTANT shall giv: written notice of his claim within 15 days after occurrence of such action. No claim for ads itional compensation shall be valid unless so made. Any changes in the CONSULTANT'S iee shall be valid only to the extent that such changes are included in writing signed by th- CITY and the CONSULTANT. Regardless of the decision of the DIRECTOR relati e to a claim submitted by the CONSULTANT,all work required under this Agreemen as determined by the DIRECTOR shall proceed without interruption. 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agree ent,such violation or breach shall be deemed to constitute a default, and the other p.rty has the right to seek such administrative,contractual or legal remedies as may be .uitable to the violation or breach; and, in addition, if either party,by reason of any default,fails within fifteen(15)days after - 3 - notice thereof by the other party to comply with the con.itions of the Agreement,the other party may terminate this Agreement. Notwithstanding th- foregoing,or anything else to the contrary in this Agreement, with the sole exception of a action to recover the monies the CITY has agreed to pay to the CONSULTANT pursua to paragraph 4 hereof, no action shall be commenced by the CONSULTANT against the ITY for monetary damages. 10. INDEMNIFICATION To the fullest extent permitted by law,CONSULTANT a: ees to and shall indemnify,defend and hold harmless the CITY,its officers,employees,age ts,boards and commissions from and against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief,including but not limited to workers compensatio claims,in any way resulting from or arising out of negligent actions or omissions of th- CONSULTANT in connection herewith,including negligence or omissions of employee. or agents of the CONSULTANT arising out of the performance of this Agreement. CON'ULTANT'S obligations under this indemnification are expressly conditioned on the followi g: (i)CITY must promptly notify CONSULTANT of any such claim; (ii) CITY must in iting grant CONSULTANT sole control of the defense of any such claim and of all l egotiations for its settlement or compromise(if CITY chooses to represent its own intere-ts in any such action,CITY may do so at its own expense,but such representation must not pr judice CONSULTANT'S right to control the defense of the claim and negotiate its settleme t or compromise);(iii)CITY must cooperate with CONSULTANT to facilitate the settle nt or defense of the claim. The provisions of this paragraph shall survive any expiration,completion and/or termination of this Agreement. 11. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CI Y shall be charged personally or held contractually liable under any term or provision oft is Agreement or because of their execution, approval or attempted execution of this Agre.ment. 12. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain in effect, during the term of this Agreement, a I.olicy of comprehensive general liability insurance with limits of at least$1,000,010 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the DIREC OR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30) days prior written I otice to the DIRECTOR. The Certificate of Insurance which shall include 1 ontractual obligation assumed by the CONSULTANT under Article 10 entitled "In.emnification"shall be provided. -4 - This insurance shall apply as primary insurance th respect to any other insurance or self-insurance programs afforded to the CITY. ere shall be no endorsement or modification of this insurance to make it exce-s over other available insurance, alternatively, if the insurance states that it is exce.s or prorated, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Co i.rehensive Automobile Liability Insurance covering all owned,non-owned and hir•d motor vehicles with limits of not less than$500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirem= is for insurance coverage for the general liability and auto exposures may be me with a combined single limit of $1,000,000 per occurrence subject to a$1,000,010 aggregate. 13. INTENTIONALLY OMITTED. 14. NONDISCRIMINATION In all hiring or employment made possible or resulting fro this Agreement,there shall be no discrimination against any employee or applicant for em cloyment because of sex,age,race, color,creed,national origin,marital status,of the presenc- of any sensory,mental or physical handicap, unless based upon a bona fide occupational •ualification, and this requirement shall apply to, but not be limited to, the following: e ployment advertising, layoff or termination,rates of pay or other forms of compensation :nd selection for training,including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex,race,color,creed,national origin,age except mini um age and retirement provisions, marital status or the presence of any sensory,mental or p ysical handicap. Any violation of this provision shall be considered a violation of a materi provision of this Agreement and shall be grounds for cancellation, termination or suspei sion, in whole or in part, of the Agreement by the CITY. 15. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall se binding upon the successors and the assigns of the parties hereto; provided, however, t at no assignment shall be made without the prior written consent of the CITY. 16. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be su.ject to all the terms,conditions and other provisions of this Agreement and the CONSULTA T shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent - 5 - I that the CONSULTANT would have been obligated if It had done the work itself and no assignment, delegation or subcontract had been made. ny proposed subcontractor shall require the CITY'S advanced written approval. 17. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to Cr-.te a partnership, joint venture, employment or other agency relationship between the parties hereto. 18. SEVERABILITY The parties intend and agreed that, if any paragraph, sub paragraph,phrase, clause or other provision of this Agreement, or any portion thereof, sh.11 be held to be void or otherwise unenforceable, all other portions of this Agreement shal remain in full force and effect. 19. HEADINGS The headings of the several paragraphs of this Agreeme t are inserted only as a matter of convenience and for reference and in no way are they inte ded to define,limit or describe the scope of intent of any provision of this Agreement,nor -hall they be construed to affect in any manner the terms and provisions hereof or the inte .retation or construction thereof 20. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the enti le Agreement of the parties on the subject matter hereof and may not be changed, modified discharged or extended except by written amendment duly executed by the parties. Each p. agrees that no representations or warranties shall be binding upon the other party unless :xpressed in writing herein or in a duly executed amendment hereof, or change order as he rein provided. 21. APPLICABLE LAW This Agreement shall be deemed to have been made in,a i d shall he construed in accordance with the laws of the State of Illinois. Venue for the esolution of any disputes or the enforcement of any rights pursuant to this Agreement sh.ll be in the Circuit Court of Kane County, Illinois. 22. NEWS RELEASES The CONSULTANT may not issue any news releases without prior approval from the DIRECTOR, nor will the CONSULTANT make publi proposals developed under this Agreement without prior written approval from the DI' DCTOR prior to said documentation becoming matters of public record. - 6 - 23. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other cons ltants in the CITY'S employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTIN 1 The CONSULTANT certifies hereby that it is not barrel from bidding on this contract as a result of a violation of 720 ILCS.5/33E et seq.or any simi ar state or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT sh 11 have written sexual harassment policies that include, at a minimum,the following info ation: A. the illegality of sexual harassment; B. the definition of sexual harassment under state 1.w; C. a description of sexual harassment, utilizing ex. i ples; D. the vendor's internal complaint process includin:, penalties; E. the legal recourse, investigative and complaint pr•cess available through the Illinois Department of Human Rights, and the Illinois H man Rights Commission; F. directions on how to contact the department and ommission; G. protection against retaliation as provided by Secti n 6-101 of the Human Rights Act. A copy of the policies shall be provided by CONSULT°NT to the Department of Human Rights upon request 775 1LCS .5/2-105. 26. SUBSTANCE ABUSE PROGRAM. As a condition oi this agreement, CONSULTANT shall have in place a written substance abuse prevention irogram which meets or exceeds the program requirements in the Substance Abuse Preventio Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be pr.vided to the City's Assistant City Manager prior to the entry into and execution of this agr-ement. 27. WRITTEN COMMUNICATIONS All recommendations and other communications by the I ONSULTANT to the DIRECTOR and to other participants which may affect cost or tim: of completion, shall be made or - 7 - confirmed in writing. The DIRECTOR may also re uire other recommendations and communications by the CONSULTANT be made or co firmed in writing. 28. NOTICES All notices, reports and documents required under this greement shall be in writing and shall be mailed by First Class Mail, postage prepaid, ad ressed as follows: A. As to CITY: RuthAnne Hall Management Analyst City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to CONSULTANT: Paul T. Brock Senior Consultant SunGard Public Sector Inc. 100 Business Center Drive Lake Mary, FL 32746 29. COMPLIANCE WITH LAWS Notwithstanding any other provision of this AGREE ENT it is expressly agreed and understood that in connection with the performance of this AG' EMENT that the CONSULTANT shall comply with all applicable Federal,State,City and other req irements of law,including,but not limited to, any applicable requirements regarding prevailing ages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, CONSULTANT hereby certifies,represents and warrants to the CITY that all CONSU TANT'S employees and/or agents who will be providing products and/or services with respect to this AGREEMENT shall be legal residents of the United States. CONSULTANT shall also at is expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or sery ces to be provided for in this AGREEMENT. The CITY shall have the right to audit any records in the possession or control of the CONSULTANT to determine CONSULTANT'S complianci with the provisions of this section. In the event the CITY proceeds with such an audit the CONSU TANT shall make available to the CITY the CONSULTANT'S relevant records at no cost to the CI I Y. CONSULTANT shall pay any and all costs associated with any such audit. - 8 - IN WITNESS WHEREOF,the parties hereto have enter d into and executed this agreement effective as of the date and year first written above. FOR THE CITY: FOR TH CONSULTANT: By iti% - By: 4:1-4,444/ t� -� �`t/'� City anager Attest: Thomas V. Huber President, SunGard Public Sector Inc City Clerk F:\Legal Dept\Agreement\SunGard Public Sector for Naviline Needs Assessment doe - 9- SUNGARD P!)61_IC SEC.To iF RESTRICTED DISTRIBUTION I_.00AL Cia.,ERNMEN1 City of Elgin Needs Assessment and Improvement Plan Scope of Services Assumptions SunGard Public Sector's estimates to perform th tasks of analysis herein are based on the following key assumptions: • All tasks included in the engagement are level of-effort tasks. Each of these tasks will depend on the appropriate resource being made available by City of Elgin (ELGI). If additional time is require to complete any given task, there could be cost and implementation timeli e impacts. • City of Elgin and SunGard Public Sector will erform their tasks on a timely basis. Any changes to these assumptions can im ct the cost and estimated schedule of this project. Responsibilities The successful completion of the Assessment de ends on the commitment and participation of SunGard Public Sector and City f Elgin. It is also predicated on the fulfillment of both City of Elgin and SunGard Public Sector responsibilities. SunGard Public Sector Responsibilities SunGard Public Sector will provide consulting se ices for the tasks outlined in this document. The SunGard Public Sector cons (tants' responsibilities include a high level, enterprise wide review of processes ith the departments identified for review by City of Elgin management. The pur•ose of this review is to assess business and operational issues and need facing the City of Elgin. Recommendations will be compiled concernint how operations might be changed or improved with different practices, trai ing, or other products. A planning session will occur to outline the ass-ssment plan with the City of Elgin, agree upon the assessment strategy an• determine the schedule of activities and resources. SunGard Public Sector will initiate a call with the City of Elgin to discuss the site visit in advance, .t a mutually agreeable time. SunGard Public Sector will confirm the agenda for the consultants' review of business processes, taking into consideration the business requirements, availability of personnel and a logical processing •equence. SunGard Public Sector-Local Government Consulting Servic s Page 1 of 4 SUNGARD PUF,LC SECTOR RE STR:CTED D;STRIEl1TlON i OC:At. (1:),./RNMEN r City of Elgin The following sub-tasks will be performed: I • Review City of Elgin current business proc sses and standard operating procedures with the appropriate departments. • Determine staffs level of understanding/knowl dge of existing applications. • Review City of Elgin's internal or external ontinuing education policies relating to the applications and business proce ses. • Conduct interviews with City of Elgin rimary contact and other department/division staff to assess issues and needs. • Identify administration's goals to eff-ctively tailor appropriate recommendations. • Typical business units shall include, but n.t be limited to: Community Development, Financial Management, Hu an Resource Management, Infrastructure Management, Purchasing/Inve tory Management, Revenue Management, and Utilities Management. • Provide City of Elgin a written assessment to i clude: o Identification of opportunities for change. o Recommendations for more effective use .f the SunGard Public Sector system enterprise wide. o Any potential improvements in proces-. and procedures including applicable additional products or services. City of Elgin Responsibilities City of Elgin will designate a person to serve as primary contact between SunGard Public Sector and City of Elgin person el. The responsibilities listed in this section will require the primary contact hay.- the authority to act on behalf of the entity with respect to all aspects of this engagement. The primary contact responsibilities include: • Ensure the personnel whose subject matt-r expertise is critical to the completion of the assessment are made avail.ble to SunGard Public Sector as required. • Make available personnel required to int rpret policy and procedure questions in a timely fashion. • Participate in scheduled calls and/or follow up with the SunGard Public SunGard Public Sector-Local Government Consulting Service Page 2 of 4 SUNGARD PUB!I( 5F 1_,)? RESTRICTED DISTRIBI;T:ON LOCA_CO': f'iMti'i:N1 City of Elgin Sector consultants. • Review the SunGard Public Sector written assessment document and provide feedback to SunGard Public Sector with any changes desired in the final written product. Completion Criteria SunGard Public Sector will have fulfilled its obligations for this engagement when: • SunGard Public Sector accomplishes the task described in this document • SunGard Public Sector delivers the writt n Needs Assessment and Improvement Plan. • The SunGard Public Sector consultants conduct a formal review of the document with the primary contact along with any other designated personnel. Estimated Schedule SunGard Public Sector will provide two or m re consultants onsite for the Needs Assessment interviews and information g thering process with the City of Elgin's personnel. The onsite Needs Assessm nt will be followed with offsite document preparation of written recommendatio s and findings. The proposed dates for the site visit are to be mutually agreed upon by the City of Elgin and SunGard Public Sector. A draft document will be shared with the City of lgin by SunGard Public Sector consultants via e-mail. This should occur appy ximately 5-6 weeks after the onsite interviews. The draft document will be discussed with the SunGard Public Sector consultants at a time and date mutually agreed upon by the City of Elgin and SunGard Public Sector. This presentation ma be onsite, by web, or by conference call, as mutually agreed, and shout occur within 2-3 weeks after receipt of document by the City of Elgin. Estimated Cost and Terms The cost of the Needs Assessment service is $1 ,000. Actual and reasonable travel and living expenses for the consultants a signed are in addition to the cost of the service. Travel expenses are estimate at $1,500-2,000 per week for each consultant. SunGard Public Sector-Local Government Consulting Servics Page 3 of 4 SUNGARD Pt!RI IC SF: RESTRICTED DISTRIBUTION LOCAL GOVERNMENT City of Elgin Scheduled Resource Changes For training, business analysis, and on site cons' (ting or project management which are cancelled at the request of Customer ithin fourteen (14) days of the scheduled start date. Customer is responsible f r entire price of the training, business analysis, and on site consulting or proj ct management plus incurred expenses. Additional Services Any additional services required will be determi ed by the City of Elgin and SunGard Public Sector. The associated costs wi I be determined based on the type of service requested. The City of Elgin agrees SunGard Public Sector will pr•vide the Needs Assessment and Improvement Planning services at the following to ms: The cost for the Needs Assessment service is $16,000, due 50% on signing o' the agreement, and 50% on delivery of the document, but no later than 60 days a er the consultants site visit. Actual and reasonable travel and living expenses for the two consultants assigned will be due as incurred and are estimated at$1,500-2,000 p-r week per consultant. Signed: Sean R. Stegall City Manager Date: SunGard Public Sector-Local Government Consulting Service Page 4 of 4 SUNGARD PLJLC SEC„n�, FES1 Fel:JED EASTRIBUI10,<7 ?_CA-A GQJFzWIN I City of Elgin Work Management Businss Analysis Scope of Services Assumptions SunGard Public Sector's ability to perform the tasks of analysis herein are based on the following key assumptions: • All tasks included in the engagement are level of-effort tasks. Each of these tasks will depend on the appropriate resource being made available by the City of Elgin, Illinois (ELGI). If additional tim is required to complete any given task, there could be cost and timeline im acts. • City of Elgin and SunGard Public Sector will erform their tasks on a timely basis. Any changes to these assumptions can imp ct the cost and estimated schedule of this project. Estimated Schedule SunGard Public Sector will provide the services utlined in this document and provide a Sr. Consultant onsite followed by doc ment preparation with written recommendations within 10 business days. The s rvice would consist of 4 days onsite and 2 days offsite for document preparatio . Target dates for the service are January 9-12, 2010. The final document will be presented to the City f Elgin and may be reviewed via web or conference call with SunGard Public S ctor personnel. Responsibilities The successful completion of the analysis dep nds on the commitment and participation of management and personnel for b th SunGard Public Sector and the City of Elgin. It is also predicated on the fulfill ent of both parties' duties. SunGard Public Sector Responsibilities SunGard Public Sector will provide the business analysis service for the tasks outlined in this document. The business a alyst responsibilities include reviewing current operational procedures with v rious departments in order to make pertinent recommendations. These rec mmendations, based on the SunGard Public Sector-Local Government Consulting Service Page 1 of 4 • SUNGARD r'LEL JC SECTOR RES TR CTED DISTR!BU;TtOiN LOCAL GOVERNMENT City of Elgin functionality available in the SunGard Public S ctor applications, will outline improvements City of Elgin may wish to incorpor to in the daily procedures. If necessary, appropriate training days and agen as will be provided to move forward on the recommended process changes. The following sub-tasks will be performed: • Conduct interviews with The City of Elgin's pri ary contact and other department/division personnel to review proc sses and business practices along with supporting documentation. • Review The City of Elgin's continuing edu ation policies relating to the application and business processes. • Determine The City of Elgin's desired process .mprovements and objectives. • Provide written documentation with recommendations for (approved if PS&J) changes to processes and procedures for the most effective use of SunGard Public Sector application City of Elgin Responsibilities City of Elgin will appoint a primary contact betwe n SunGard Public Sector and City of Elgin personnel. The responsibilities listed in this section will require that The City of Elgin's primary contact have the auth rity to act on behalf of City of Elgin with respect to this project. City of Elgin p imary contact responsibilities include: • Ensure the availability of personnel with criti al subject matter expertise to describe existing procedures to the SunGard ublic Sector analyst(s). • Coordinate the interpretation of policy and pr cedure questions in a timely fashion. • Review and provide feedback on the SunGard Public Sector consultant's written recommendations. Completion Criteria SunGard Public Sector shall have fulfilled its obligations for this engagement when: 1 • The business analyst has completed the onsit visit, as described, and • The Business Analysis and Process Review d cument has been delivered. SunGard Public Sector-Local Government Consulting Services Page 2 of 4 SUNGARD Pt ITU It.(-'-(-TOR RESTRICTED DISTRIBUTION LOCAL CC!VE RNIVLN I City of Elgin Additional Services • SPS will provide a Consultant onsite for 1 days during the bar-code hardware/software installation and to provide dditional analysis and training for Fleet Management and Purchasing Invent ry applications. Anyadditional services required other that those outlined in this document, will q be determined and mutually agreed upon by th City of Elgin and SunGard Public Sector. The costs will be determined bas d on the type of service to be performed. The City of Elgin agrees SunGard Public Sector will provide: The abovementioned Business Analysis service for the ost of $9,600, 50% due upon signing of the Agreement, and the remaining 50% upon delivery of the written document, but no later than 30 days after completion of he consultants' site visit; and Fleet Management Consulting Services for a cost of$6,400 due as incurred; for a total cost of$16,000. Actual and reasonable travel and living expenses for the consultant will be due as incurred and are estimated at $1,200-1,800 per site visit. Signed: David L. Lawry, P.E. General Services Director Date: SunGard Public Sector-Local Government Consulting Service Page 3 of 4 SUNGARD PUi 11( ( RESTRl( ED DiSTRIBUTKN ut,t\: c Cry .N)v HN I City of Elgin SunGard Public Sector-Local Government Consulting Servic=s Page 4 of 4 *1 OF f4Ci #G'-� ? City of Elgin Memorandum -; - 4 CG L. 1 ii 10 Date: February 3, 2010 To: RuthAnne Hall, Management Analyst From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 10-31, Adopted at the January ►7, 2010 Council Meeting Enclosed you will find the agreement listed below. Please reti in a copy for your records. If you have any questions please feel free to contact our office 847-'31-5660 and we will do our best to assist you. Thank you. • Agreement with Sungard Public Sector