Ordinance No. 9,251ORDINANCE NO. 9251
® AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS,
AUTHORIZING AND DIRECTING THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH SUNGUARD PENTAMATION, INC., FOR THE SYSTEM
UPGRADE TO PENTAMATION OPEN SERVICES CONTRACT; AUTHORIZING
PAYMENT BY THE CITY OF BAYTOWN IN AN AMOUNT OF ONE HUNDRED
NINETY -SIX THOUSAND NINE HUNDRED EIGHTY AND N01100 DOLLARS
($196,980.00); MAKING OTHER PROVISIONS RELATED THERETO; AND
PROVIDING FOR THE EFFECTIVE DATE THEREOF.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS:
Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes and
directs the City Manager to execute an agreement with SunGard Pentamation, Inc., for the system
upgrade to Pentamation Open Services Contract. A copy of said agreement is attached hereto, marked
Exhibit "A," and made a part hereof for all intents and purposes.
Section 2: That the City Council of the City of Baytown authorizes payment to SunGard
Pentamation, Inc., in an amount not to exceed ONE HUNDRED NINETY -SIX THOUSAND NINE
HUNDRED EIGHTY AND NO /100 DOLLARS ($196,980.00) in accordance with the contract.
Section 3: That the City Manager is hereby granted general authority to approve a decrease
or an increase in costs by TWENTY -FIVE THOUSAND AND NO /100 DOLLARS ($25,000.00) or less,
provided that the amount authorized in Sections 2 hereof may not be increased by more than twenty -five
percent (25 %).
Section 4: This ordinance shall take effect immediately from and after its passage by the
City Council of the City of Baytown.
INTRODUCED, READ and PASSED by the affirmative vote of the City Council of the City of
Baytown this the 25th day of October, 2001.
PETE C. ALFARO, Mayor
ATTEST:
GA#Y W SMr H, City Clerk
APPROVED AS TO FORM:
qt"--Dla�
ACIO RAMIREZ, SR., Ci ttorney
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Government Resource Series to OPEN SERIES Financial and Revenue Systems
Application Migration Agreement for City of Baytown, TX
Note: This document refers only to the Government Resource Series applications which are
being replaced by the OPEN SERIES. Any new OPEN SERIES applications, which are being
purchased, will be covered under Pentamation's Agreement for Software License, Sale and
Installation of Equipment and Support and Maintenance Services.
I. Software License
A. SunGard Pentamation Inc. ( "Pentamation "), grants to Customer and the Customer accepts,
a non - transferable and non - exclusive license to use the computer software programs listed
in Section II of this Agreement on Customer's computer system(s). The licensed software
programs and related written materials are hereinafter collectively referred to as the
"Licensed Systems ". Unless the source code is purchased by Customer under the terms of
this Agreement, this license is for the use of object code programs only. The Licensed
Systems may not be used to process data for any person or entity other than Customer.
B. The functions and features of the software are defined by the Pentamation Application
Software Specifications and the Pentamation Application Program User Manuals. If
applicable, Pentamation's responses in the Application Software Specifications section of
Pentamation's proposal represent its best professional judgment in response to the
Customer's stated software requirements. However, there is the potential for multiple
interpretations of the Customer's stated requirements. Pentamation's Specifications and
User manuals contain a detailed description of the features and functions of the software,
and therefore, will serve as the sole source of software capabilities and fitness for any
particular purpose.
C. Pentamation Application Program User Manuals shall be provided to Customer on CD-
ROM. Customer may make unlimited printed copies of such manuals for Customer's own
internal uses.
D. If Pentamation develops additional releases of the Licensed Systems which incorporate
changes and enhancements, it will make such new releases available to Customer under the
terms of its Application Software Maintenance Support Services as set forth in Attachment
E, if chosen by the Customer.
E. Customer recognizes that the Licensed Systems are confidential and trade secret property
which is proprietary to Pentamation. Customer, its agents, employees and representatives
shall not make available or disclose in whole or in part, any Licensed Systems, including
flowcharts, logic diagrams and program code, to any third parties, except as otherwise
® required to seek to insure the document's confidentiality pursuant to the Texas Public
Information Act. If information, which is claimed by Pentamation to be proprietary or
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confidential, is requested from Customer by a third party, Customer will notify
Pentamation of the request within three working days of the City's receipt of the same
and will submit information to the Texas Attorney General. Pentamation will be required
to submit arguments to the Texas Attorney General as to why the information should not
be public. Should Pentamation fail to make timely arguments to the Texas Attorney
General, the information requested will be deemed to be public and shall be disclosed by
the Customer. Should Pentamation make timely argument to the Texas Attorney
General, Customer and Pentamation shall be bound by the resulting opinion unless the
opinion is timely appealed. Licensed systems which are provided by Pentamation may be
copies for backup purposed only and Customer shall not otherwise print, copy, or
duplicate the Licensed Systems. Customer will take reasonable steps to protect the
security of the Licensed Systems and will — inform all employees, agents, and
representatives who utilize the License Systems of this requirement. Customer may not
assign, timeshare, rent, reverse engineer, disassembled, de- complied, reverse translate, or
otherwise decode the Licensed Systems.
F. Within thirty (30) days after the date of discontinuance of the license granted under this
Agreement, the Customer shall return to Pentamation the original and all copies of the
Licensed Systems and the related written materials, except that the Customer may retain
one copy for archival purposes.
II. Licensed Systems Scheduling and Sequencing:
Financial Applications
Budget Preparation
Fund Accounting
(Includes Purchasing)
Fixed Assets
Warehouse Inventory
Equipment .Maintenance
Revenue Applications
Human Resources
Position Control
Applicant Tracking
Personnel Budgeting
ACIS (Utility Billing)
Cash Receipts Manager
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Implementation Timing
beginning of budget cycle
beginning of fiscal year
beginning of fiscal year
beginning of fiscal year
beginning of fiscal year
Implementation Timing
beginning of a quarter
with Human Resources
with Human Resources
beginning of budget cycle
Scheduled Live Date
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
Scheduled Live Date
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
beginning of a cycle as agreed to by the parties
with the first revenue product as agreed to by the parties
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III. Services to be Provided by Pentamation:
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A. Data Conversions
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Costs associated with the data conversions are listed in Attachment A.
1) Pentamation will provide si andard data conversion programs as described in
Attachment A. Any custom database changes, modifications or additional data
conversion programs will be !considered for programming at Pentamation s current
hourly programming rate, which is a flat rate of $150.00 per hour. Requests for
additional conversion programming should be forwarded to Pentamation on the
Request for Custom Programming Enhancement form. See attached.
2) For financial applications, Pentamation will provide documentation and procedures
to run the standard conversions and verification reports in order for the data
conversion to be processed by the customer.
3) For Revenue and Land Management applications, Pentamation will run the data
conversion process, due to the complexity of these database structures.
B. Regulatory Requirements
1) Pentamation will provide software to meet the following regulatory requirements
using data which is supported within the baseline Financial Management System
application software:
Federal Requirements:
Federal 941 Report
Calculate Tax on Group Life Insurance Over $50,000
Financial Report Writer
1099 Reporting
1099 -Misc
1099 -R (retirement)
1099 -Int
1099 -G
W2 Processing
EEO4 Report
FLSA Processing
State Requirements:
Criminal History Check Report
Employee New Hire (ENHRP) Report
® Employment Commission (TEC) Report
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C. Training
The cost associated with application training is detailed in Attachment B.
1) Pentamation will provide application training as described in Attachment B.
D. Documentation
1) Pentamation will provide standard application software documentation in PDF
(portable document format) on CD -ROM.
E. Custom Programming /Reports
Custom programming modifications can be developed for a fee and will be addressed
as follows:
1) Upon receipt of the detailed requirements for a custom modification or custom
report on a custom programming request form, Pentamation will provide a
preliminary estimate of the cost.
2) Upon approval of the preliminary estimate, Pentamation will provide detailed
specifications and a fixed cost estimate.
3) Upon receipt of approval on the detailed specifications, Pentamation will schedule
the project for completion.'
4) Pentamation will code and test the modification using test data.
5) Pentamation will install the modification in a test environment on the Customer's
machine.
6) When Customer testing is complete, Pentamation will move the modification to the
production environment.
F. Migration Analysis and Coordination
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Migration analysis and coordination services will be provided at a cost of $20,000.
These services will include the following:
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1) Develop and review with customer a preliminary implementation plan for the
products and services outlined above.
2) Internal project coordinator of Pentamation implementation, custom programming,
engineering, and other staff resources.
3) Review and analysis of Government Resource Series and OPEN SERIES
comparative features and functionality.
4) Review, analysis, and detailed specifications of hardware and system software
requirements.
G. Software Installation Configuration Set -Up and Implementation Assistance
Software installation, configuration, set -up, and implementation assistance will -be
provided as described in Attachment F. These services include Four -J's installation on
up to sixteen PC's and Cognos installation on up to sixteen PC's.
H. Maintenance and Support
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All of the Application Software Maintenance and Support services listed below will be
provided by telephone communication contact between Pentamation and Customer for
the costs listed in Attachment E. Customer will be responsible for all data line telephone
charges involved in providing Application Software Maintenance and Support, and
Pentamation will invoice Customer at cost.
1) Provide standard product enhancements when and as the same are developed by
Pentamation; Pentamation shall distribute to Customer one copy of such product
enhancements or corrected programs. Customer shall be responsible for incorporating
such enhancements in each copy of the applicable Pentamation Software.
2) Provide programming modifications and support for the regulatory software listed in
Section III.B. Modifications and updates will be provided and are limited to those
which use data supported within the baseline application software and are required by
regulatory changes.
3) Provide assistance to Customer in the use of the Pentamation Application Software
via telephone inquiries to Pentamation's designated software support offices up to the
maximum number of hours per application as listed in Attachment E. Telephone
support services are available weekdays, excluding holidays, during normal business
hours.
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4) Investigate errors in the intended capabilities of Pentamation Application Software
upon receipt of notification from Customer and provide Customer with an alternate
procedure or programming modifications to correct errors. Pentamation shall
distribute to Customer one copy of such product enhancements or corrected
programs. Customer shall be responsible for incorporating such enhancements in
each copy of the applicable Pentamation Software.
IV. Customer Responsibilities:
A. Data Conversions
1) After the standard conversion programs, as described in Attachment A, are
provided, Customer will run the data conversion program at least 1 week prior to
training. Customer is responsible for verifying the accuracy of the data converted.
2) If a new Unix or NT server is involved in the migration, it is the Customer's
responsibility to load the Government Resource Series databases onto the new
server for the data conversion. This can be accomplished via network access or a
compatible media device. Pentamation is available to assist with this step at our
standard hourly rate of $150.
3) Customer is responsible for notifying Pentamation when the conversion is complete
or if errors were encountered:
4) Some data entry will be necessary for information that is not converted.
B. Regulatory Requirements
1) Customer will verify that each regulatory requirement is functioning properly in the
new product and where practical run the software in parallel mode comparing the
results of Government Resource Series to OPEN SERIES (e.g. Payroll).
Pentamation is available to assist with this step at our standard hourly rate of $150.
C. Identification of Functional Requirements
1) Although the OPEN SERIES software applications are being used successfully in a
live environment at many customer sites across the country, there is some
functionality which was provided in the Government Resource Series software
which is not available in the new OPEN SERIES software. See Attachment D for a
list of these features. For your reference, Attachment C lists features which are
provided in OPEN SERIES software which were not available in Government
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Resource Series software. The purpose of the Customer identification of functional
requirements is to verify that the software will meet all of your requirements and to
identify areas which may require procedural changes or custom modifications.
2) Customer acknowledges they have reviewed the list and notified Pentamation of
any issues. Customer will sign the Functional Requirements Checklist for each
application noting any issues that were encountered and return to Pentamation no
later than 30 days prior to live processing. In the event that the Functional
Requirements Checklist is not returned to Pentamation, Customer acknowledges
that there are no issues with regard to this item.
D. Training
1) Customer will identify the participants for each phase of training and assure that the
appropriate people attend each training session.
2) Financial training must include a parallel payroll run and a parallel accounts
payable check run. Some data entry will be necessary for information that cannot be
converted.
3) Transaction processing validation for revenue applications will be required for the
ACIS (Utility Billing), Real Estate Tax, and Personal Property Tax applications.
Some data entry will be necessary for information that cannot be converted.
E. Custom Programming/Reports
Due to the design differences (database structure, program logic, etc.) of the
Government Resource Series and OPEN SERIES applications, previous Government
Resource Series custom modifications cannot be automatically converted into the
OPEN SERIES applications. If required, previous Government Resource Series
custom modifications can be rewritten for the OPEN SERIES at a cost which will be
identified and addressed as follows:
1) For Financial, Revenue and Land Management, Customer will contract with
Pentamation for two to five days of technical consulting to determine the extent of
custom modifications required. Consulting services will be provided at our current
hourly rate, which is a flat rate of $150.00 per hour.
2) Customer will be responsible to review current custom software and custom reports
to identify any custom modifications which will be required for the OPEN SERIES
product. Customer will provide Pentamation with written detailed requirements on
a Request for Custom Programming Enhancement form, attached.
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3) Customer will determine based on the preliminary estimate whether or not to
proceed with a custom modification. Return of the preliminary estimate signoff is
Pentamation's authorization to prepare detailed specifications.
4) Customer will approve the detailed specifications indicating that the modification
proposed will meet the requirement.
5) Customer will test any modifications in a test environment within 30 days of receipt
to determine that the project performs according to the agreed upon specifications.
Note that this testing must occur in a test environment to eliminate the possibility of
causing data corruption with the newly written modification.
6) The OPEN SERIES Systems use standard forms (such as checks, bills, etc.) which
are different from the Government Resource Series software. These include:
Fund Accounting:
AP Checks
Purchase Orders
Human Resources
Payroll Checks
ACIS
Utility Bills
Meter Read Sheets
Receipts Manager
Receipts
Customer must decide whether to request a custom modification so they can
continue to use the existing form stock or whether to use the OPEN SERIES
standard format. If a custom modification is required, the steps above should be
followed.
F. User Developed Reports
Due to the design differences (database structure, program logic, etc.) of the
Government Resource Series and OPEN SERIES applications, Customer will need to
rewrite any Government Resource Series user - defined reports that will be required for
the OPEN SERIES product. This includes but is not limited to IQ and Ace reports.
Pentamation resources will be made available to assist with this effort on a time and
materials basis.
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G. Required Software Products
1) Customer also will acquire from Pentamation any software products (such as
Informix, 4J's, and Cognos - listed in Attachment G) required for the
implementation of the OPEN SERIES. Customer is required to contract for
maintenance on the software products listed in Attachment G.
H. Maintenance and Support
1) The Customer will be responsible to provide a dedicated dial -up line with a modem
of Pentamation specifications on the Customer's computer equipment and a
"superuser" system log -in account for Pentamation's use in support of this
Agreement.
2) The Customer will be responsible to provide a CD, 4n-Lm DAT or DLT drive which
will be used to install new software releases, updates, enhancements, etc.
3) Customer will be responsible for the costs of travel, lodging and related expenses for
training and support provided by Pentamation to personnel at Customer's location
Meal expenses will be capped at $40.00 per day. Pentamation will use coach class
airfare and economy car rental, and lodging in the class of Hilton, Radison, Holiday
Inn, Marriott, Fairfield, Courtyard and utilize government rates if arranged by the
Customer. Pentamation will strive to obtain the lowest possible fares and will make
hotel, car rental and airline reservations fourteen (14) days in advance when possible.
Receipts will be provided to the Customer for all travel expenses.
4) Customer will be responsible for making sure that all Informix products that will
continue to be used or transferred to the new system are properly licensed with
appropriate Development and Runtime licenses and are kept under annual
maintenance.
5) Customer agrees that if the Customer has application software changes or screen
changes made by non - Pentamation employees, this may affect Pentamation's ability
to perform its obligations hereunder or may result in extra charges by Pentamation.
Services necessitated by problems caused by unauthorized Customer changes, acts of
God, or Customer's improper use of the systems or equipment, or other causes
beyond Pentamation's control may result in extra charges by Pentamation.
6) System Requirements. Pentamation solutions are designed to function at optimum
levels when integrated with dedicated hardware resources. The addition of non -
Pentamation provided software may adversely affect the performance or functionality
of the Pentamation provided applications. Accordingly, Pentamation will not be
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responsible for system malfunctions or loss of functionality caused by the addition of
non - Pentamation provided applications or utility software. Corrective measures for
malfunctions caused by such additions will be billable at Pentamation's then - current
hourly rate. On the other hand, Pentamation will be responsible for system
malfunctions or loss of functionality caused by the addition of Pentamation- provided
applications or software or modifications of the same. Requests for corrective
measures for malfunctions or loss of functionality caused by Pentamation will receive
a response within 24 hours and be remedied -by Pentamation within a reasonable
timeframe after receiving written or verbal notice of the same.
Changes or modifications to the Pentamation operating environment (operating
system, database software, or application software) performed by non - Pentamation
personnel must be performed with the written approval of the Pentamation support
organization.
7) Customer will appoint an individual to serve as central liaison with Pentamation,
Customer is also obligated to provide personnel having sufficient skills and
experience, as determined by the Customer, to operate and manage the Licensed
Systems. Failure to do so may result in additional support fees charged by
Pentamation.
8) Customer will be responsible for acquiring any necessary Microsoft client access
licenses for its workstations used in conjunction with Pentamation's application
software products as listed in Section II.
V. Payment and Billing
a. The Customer agrees to pay Pentamation the fee for products and services as set forth in
this Agreement.
b. The Migration Analysis and Coordination fee in item III.F. shall be invoiced upon
execution of this Agreement.
c. A down payment of 25% of the Required Software Products software license fees in
Attachment G shall be invoiced upon execution of this Agreement. The balance of the
software license fees shall be invoiced upon delivery.
d. ' Invoices not paid within thirty (30) days of the Customer's receipt of the invoice shall
bear interest at the rate of 1% per month beginning thirty (30) days from the Customer's
receipt of the invoice -.
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e. Installation, training and technical service invoices shall be submitted monthly by
Pentamation as incurred, shall be paid within thirty (30) days of the Customer's receipt of
the invoice -and shall bear interest thereafter as provided above.
f. Invoices for application software maintenance and support are due within thirty (30) days
of installation of the products on Customer hardware or within thirty (30) days of receipt
of an invoice therefore, whichever is later.
g. The City of Baytown is tax exempt.
VI. General Provisions
a. Neither party shall be liable or deemed in default for any delay or failure in performance
of this Agreement resulting directly or indirectly from any cause beyond the control, of
the party.
b. Pentamation warrants that it is the sole owner of or has full power and authority to use
the software to provide the services defined herein and that the use of the programs by
Customer will not violate or infringe upon any patent, copyright or other proprietary right
of any third person. Pentamation will indemnify and hold Customer harmless from and
against any loss, cost, liability, attorney fees and expense arising out of the breach of the
foregoing warranty.
c. Pentamation warrants that the software modules listed in Section II will function as
described in the then current user manual when shipped to the Customer. In the event of
a defect in a program, Pentamation shall replace or correct the defective program without
additional charge to Customer provided the Customer is current on all payments to
Pentamation in accordance with this Agreement. The foregoing warranty does not apply
to defects caused by equipment or programs not supplied by Pentamation, where
equipment used by Customer has not been approved by Pentamation, or where Customer
has made unauthorized changes to the programs.
d. The foregoing warranty, is in lieu of all other warranties expressed or implied, including
but not limited to, the implied warranties of merchantability and fitness for a particular
purpose, except as otherwise given in Pentamation's User Manuals. Customer agrees that
Pentamation's liability hereunder for damages for failure to replace or correct a defective
program, , regardless of the form of action, shall not exceed the charges paid by the
Customer for the preceding twelve months.
e. No action, regardless of form, arising out of the transactions under this Agreement, may be
brought by Pentamation more than one year after the cause of action has occurred, except
® for any longer period of time as specified by Texas law.
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f. Under no circumstances shall either party be liable to the other or any other person for lost
revenues, lost profits, loss of business, or any incidental, indirect, or consequential
damages of any kind arising from any breach of this Agreement, whether such liability is
asserted on.the basis of contract, tort or otherwise and whether or not foreseeable.
g. If any part, term, or provision of this Agreement shall be held illegal, unenforceable, or in
conflict with any law of a federal, state or local government having jurisdiction over this
Agreement, the validity of the remaining portions or provisions shall not be affected by
such holding.
h A waiver by Pentamation or customer of any breach of any term, covenant, or condition
contained in this Agreement shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant, or condition contained in this Agreement,
whether of the same or different character.
i. Pentamation acknowledges the confidentiality of Customer's data, passwords and other
confidential and proprietary information of Customer. Pentamation shall take all
reasonable steps to safeguard such confidential information and shall not use or disclose
the same, except in connection with its obligations hereunder.
j. Assipment. This Agreement may not be assigned, sub - licensed or otherwise transferred
by Customer to any other person or entity without the written consent of Pentamation. Any
purported assignment, sub - license or transfer in violation of this provision shall be void
and, among other things, shall immediately terminate any license granted hereunder.
Subject to the foregoing, this Agreement shall inure to the benefit of and be binding upon
the successors and assigns of the parties hereto.
k. Scope of Work. Any changes in the scope of work covered by this Agreement, including
requests by Customer for changes, modifications, or additions to the Licensed Software
shall be covered by a separate agreement or purchase order mutually agreed to by the
parties.
1. Hin'n . Pentamation and Customer agree that during the term of this Agreement and for a
two -year period following the termination of this Agreement, neither will hire any
employee of the other party if that party knows the employee to be employed by the other
party. In the event such activity occurs, the parties may seek damages from the other
party.
m. Audit. Pentamation shall keep and make available to the Customer upon request accurate
records of hours, hourly rates charged for services under this Agreement, and all
expenses for which Pentamation sought or will seek reimbursement from the Customer.
Pentamation will send these records to Customer's address. Pentamation shall not be
® required to retain any records for any year for more than three (3) years, but shall not
dispose of any such records before that time. The Customer shall have the right at any
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time to audit any all of the books and records supporting hourly charges or reimbursable
expenses assessed against the Customer. Pentamation shall make all of these records
readily available for the examination. If the audit shows an overcharge to the Customer,
then Pentamation shall pay the Customer the amount of the deficiency within ten (10)
days' written notice of such deficiency.
n. Termination. Should Pentamation breach any provision of this Agreement, the Customer
may terminate this Agreement for cause by providing thirty (30) days written notice to
Pentamation and provided that Pentamation has not cured the breach within such (30) day
period.
o. Independent Contractor. It is expressly agreed and understood by all parties hereto that
Pentamation is an independent contractor in its relationship to the Customer. Nothing
herein contained at any time or in any manner shall be construed to effect a contract of
partnership or joint venture or render any party hereto the employer or master of any
other party and/or its employees, agents or representatives. All necessary personnel for
the services offered shall be deemed employees of the Pentamation.
p. Notice. All notices required to be given hereunder shall be given in writing either by
telecopier, overnight, or facsimile transmission, certified or registered mail at the
respective addresses of the parties set forth herein or at such other address as may be
designated in writing by either party. Notice given by mail shall be deemed given three
(3) days after the date of mailing thereof to the following addresses:
PENTAMATION
SunGard Pentamation Inc.
Attn:
Fax: (�
CUSTOMER
City of Baytown
Attn: City Manager
P.O. Box 424
Baytown, TX 77522
Fax: (281) 420 -6586
q. Dispute Resolution
The parties shall attempt in good faith to resolve disputes or claims arising out of or
relating to this agreement promptly by negotiations between executives who have the
® authority to settle the controversy. Either party may give the other party written notice of
any dispute not resolved in the normal course of business. Within twenty (20) days after
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delivery of said notice, such executives of the parties shall meet at a mutually acceptable
time and place and thereafter as often as they reasonably deem necessary, to exchange
relevant information and to attempt to resolve the dispute.
r. Incorporated Attachments. This Agreement includes the following exhibits and such
exhibits are attached hereto and made a part hereof for all intents and purposes:
Attachment "A ": Government Resource Service Migration to OPEN SERIES
Systems Data Conversion Costs;
Attachment "B ": Government Resource Series Migration to OPEN SERIES Systems
Recommended Training;
Attachment "C ": Features in OPEN SERIES NOT in Government Resource Series;
Attachment "D ": Features in Government Resource Series NOT in OPEN SERIES;
Attachment "E ": Software Maintenance and Support;
Attachment "F ": Software Installation Services;
Attachment "G ": Software Products; and
Attachment "H" Cost Summary.
S. Entire Agreement. This agreement, including the Attachments hereto, constitutes the entire
agreement and all understandings between the parties concerning the subject matter hereof
and supersedes all prior proposals or other communications between the parties, oral or
written. No modifications and amendments hereto shall be binding upon either party
unless in writing and signed by a duly authorized representative of the parties.
t. Choice of Law and Venue. This Agreement shall in all respects be interpreted and
construed in accordance with and governed by the laws of the State of Texas, regardless of
the place of execution or performance. The place of making and the place of performance
for all purposes shall be deemed to be Baytown, Harris County, Texas.
u. Headings. The paragraph headings are used in this Agreement for convenience and
reference purposes only and are not intended to define, limit or describe the scope or intent
of any provision of this Agreement and shall have no meaning or effect upon its
interpretation.
v. No Third Party Beneficiaries. This Agreement shall not bestow any rights upon any third
party, but rather, shall bind and benefit Pentamation and the Customer only.
w. Authority. The individuals executing this Agreement warrant and represent that they are
duly authorized to execute this Agreement on behalf of Pentamation and the Customer as
binding act and agreement of Pentamation and the Customer, respectively.
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x. Ambiguities. In the event of any ambiguity in any of the terms of this Agreement, it shall
not be construed for or against any party hereto on the basis that such party did or did not
author the same.
y. Compliance with Applicable Laws. Pentamation agrees . that in the performance of its
undertakings and obligations under this Agreement, Pentamation will strictly observe and
abide by all rules, regulations and laws of the United States of America, the State of Texas
and the City of Baytown, as they now exist or may hereinafter be enacted or amended.
z. Multiple Originals. It is understood and agreed that this Agreement may be executed in a
number of identical counterparts each of which shall be deemed an original for all
purposes.
IN WITNESS THEREOF AND INTENDING TO BE LEGALLY BOUND, the parties have
caused this Agreement to be signed by its duly authorized officer on the _ day of
.2001.
City of Baytown, TX SunGard Pentamation Inc.
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Title
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Donald V. Upleton
President &Chief Operating Officer
Title
October 15, 2001
Date Date
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Attachment A
Government Resource Series Migration to OPEN SERIES Systems
Data Conversion Costs
Our approach to file conversion is that it be performed with a combination of Pentamation
provided programming services and data entry. The major data files can be converted with the
remainder of the smaller application files being entered directly into the system. Additional
data conversions or Pentamation assistance with running the conversion is available based on a
rate of $1,200 per day. All conversions will be run by the Customer.
Financial Applications
Applications /Files File Build Method Cost Training Phase
Budget Preparation: $2,040 Budget Phase 1,
Organization Chart Pentamation will provide an extract .
Account List program to pull information
Project List from GRS Fund Accounting and
Expenditure Ledger build PE3.0 budget files.
Revenue Ledger Cc it
Project Ledger 64 66
Fund Accountin
Organization Chart
Files will be built when information
Account List
is posted from Budgeting
Project List
"
Expenditure Ledger
"
Revenue Ledger
"
Project Ledger
"
General Ledger
Pentamation will provide a convert $1,920 Fund Accounting Ph 2
and update option
Vendor File
Conversion Program $1,560 Fund Accounting Ph 1
(including user - defined fields to
user - defined screens)
Fixed Assets:
$1,440 Fixed Assets Ph 1
Asset Item Table
Conversion Program
Category Table
Conversion Program
Location Table
Conversion Program
Activity Table
Conversion Program
Department Table
Conversion Program
Funding Source Table
Conversion Program
Purchasing Interface File
Will build. No conversion
3/01 -MA024
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version- 1.5
Warehouse Inventor
Stock File
Inventory Catalog File
Location Table
Requisitions
Transactions
Usage
Eauinment Maintenance:
Conversion Program
Conversion Program
Conversion Program
Data Entry
Data Entry
Will Build
Vehicle File
Conversion Program
Service Order File
Will Build
Human Resources:
Demographic Conversion:
Reference Tables
Conversion Program
(does not include Pay Code or Range /Step Table)
Employee File
Conversion Program
Person File
Conversion Program
Payroll File
Conversion Program
User - Defined screens
Conversion Program
Pay Rate File
Data.Entry Recommended
Deduction File
Conversion Program
YTD Earnings, Deduction.
and Leave Balance
Conversion Program
Payroll Interface
Program to link GRS Payroll
Interface into OS Fund
Accounting or OPEN SERIES
Payroll to GRS Fund Accounting
Position Control:
Position File Conversion Program
$1,560 Warehouse Ph 1
$2,040 Equipment Mnt Ph 1
$2,400 Payroll Phase 2
$960 Payroll Phase 2
$960 Payroll Phase 3
$1,800 Payroll Phase 3
$1,320 Payroll Phase 1
Note that the design of Position Control in OPEN SERIES Financials is very different from that of Government Resource Series.
We will use the home organization and position number as the position code in OPEN SERIES Financials.
3/01 -MA024
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version- 1.5
U
Revenue Applications
.Applications/Files.., .
File Build Method Cost Training Phase
ACIS (Utility Billing V.4.0 to ACIS): $2,400 ACIS Phase 2
Customer Information
Conversion Program
Billing Information
Conversion Program
Meter Information
Conversion Program
Reading Information
Conversion Program
History Information
Conversion Program
Encompass V.3.2 to V3.3)
$1,500 Encompass Phase I
TOTAL CONVERSION:
$21,900
Conversion Costs are based on the following Assumptions:
• Organization Table Conversion Options
Convert the identical organization chart structure from the Government Resource
Series into Budget Preparation in OPEN SERIES. This assumes you will be
retaining your six character key organization. Conversion costs are based on the
customer running the data conversion programs and verifying the converted data.
Additional costs will be incurred if Pentamation runs the conversions. Custom
fields in the Government Resource Series database may require a custom
conversion at an additional cost.
Retain your current six character key organization, but rather than a data
conversion, key the new organization chart during training. This eliminates the
need for a conversion.
The OPEN SERIES accommodates a 16 -digit key. You may want to consider
expanding or changing your current structure. The OPEN SERIES accommodates
level by level totaling. We encourage you to discuss the options available if you
change the structure. Data entry during training would then eliminate the need for
a conversion.
3/01 -MA024
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Version- 1.5
•
0 For all Financial applications, transactions and history will build on the new
system and will not be converted.
• For Revenue applications, history will be converted when needed for billing
operations otherwise, it will build on the new system with customer use and will
not be converted.
• For Revenue /Land Management applications, conversion costs are based on the
conversion of one set of data for each application. Additional costs will be
incurred if Pentamation must convert data retained in separate directories or
offline.
• Conversion timing is based on the standard implementation schedule.
• Any files which are not specifically listed in this document will require data entry
or will build as the system is used.
3/01 -MA024 19
Version- 1.5
Attachment B
Government Resource Series Migration to OPEN SERIES Systems
Recommended Training
Financial Applications
# of days
Cost
Implementation Planning (1 day @ $1,500 /day)
1.0
$ 1,500
Technical Consulting
2.0
2,400
System Management
1.0
1,200
Human Resources:
10.0
12,000
Payroll
Personnel (includes
Applicant Tracking)
Position Control
1.0
1,200
Personnel Budgeting
0.5
600
Fund Accounting (includes:
8.0
9,600
Budget Prep. & Purchasing)
Fixed Assets
1.0
1,200
Warehouse Inventory
1.5
1,800
Equipment Maintenance
2.0
2,400
Revenue Applications - V4/Legacy Tax -+V6
Implementation Planning (1 day @ $1,500 /day)
1.0
$ 1,500
Technical Consulting
1.0
1,200
ACIS Utility Billing
10.0
12,000
ACTS Service Order
3.0
3,600
Utility Billing Conversion Data Verification
2.0
2,400
Utility Billing Parallel Processing
3.0
3,600
Cash Receipts Manager
1.0
1,200
Encompass Applications
Encompass V3.3 upgrade
9.0
10,800
Palm Pilot Interface
1.0
1,200
Companion Applications
Cognos Report Writer
2.0
$2,400
WISE
1.0
1,200
Total Training:
7�
3/01 -MA024 20
version- 1.5
n
Notes:
These are the recommended training days for a new customer to implement the above
application software. Typically the actual number of training days required are lower than
estimated and will be determined upon completion of the application overviews which will be
provided in the implementation process.
The training fee for the above Financial and. Revenue applications are at the standard daily rate
plus travel related expenses. Training day counts are based on a maximum class size of 16
individuals (eight terminals with two individuals per terminal).
The OPEN SERIES Revenue System software standard training day counts have been adjusted
based on the assumption that we will be training personnel familiar with earlier versions of -the
software. Additional training days may be necessary if you are training new staff.
Training days are based upon an eight hour day, which includes setup time.
Should additional daily time be needed for implementation assistance beyond the standard eight
hour day, this can be scheduled with the trainer for the standard training rate of $150 /hour.
Any training required beyond those days indicated above will be performed at the then standard
per diem or hourly training rate.
Any training specified in this Agreement which is required or requested beyond eighteen months
from the date of the Agreement will be performed at the then standard per diem or hourly
training rate.
3/01 -M A024
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Version- 1.5
Attachment C
Features in OPEN SERIES NOT in Government Resource Series
Financials - General
1. Single database
2. Improved Security (views)
3. Menu Manager - add custom features
4. Reports to screen, file, printer or alternate printer
5. Improved user - defined screen
6. Optional graphical presentation
Human Resources
1. Tiered deductions
2. Savings bonds
3. Future changes
4. Encumber salaries
5. Full Time Equivalents (FTE's)
6. Employee Worksheet ( "what if' scenarios)
7. Second pay check per employee in same run
8. Range - 99 steps
9. Certifications
10. Leave rollover limit
11. Ten leave banks
12. Up to 20 pay rates per employee
13. Separate FICA and Medicare fields
14. Can search timecard by employee name
15. Check location code
16. Multiple taxing options on timecard
17. Attendance tracking
B. Calendars used for attendance checking
19. Query on any field of employee screens
20. Separate city, state fields on employee record
21. Manual check refund over - withheld taxes, deductions
22. Automated salary increase option
23. Tracks annual salary
24. Employee deduction summary screen
25. Streamlined pay run including stored pay run information
26. Payroll job stream reports can be run in background
27. Payroll job stream reports indicate check date, pay number, and employee number on each report
28. Security on individual employee screens
29. Pay rate history
30. Seniority screen
31. Improved 941 report format
32. Monthly deduction register by vendor
33. Accrue comp time by user - defined factor
® 34. Print a check register including manuals and voids
35. Redistribute salary charges
36. Print organizational charge and benefit charge reports selectively by pay run
3/01 -MA024 22
Version- LS
n
Personnel Budgeting
1. New application
1. Can budget for positions without Position Control
Aoolicant Trackin
1. Degrees
2. Job history
3. Interviews
4. Two applicant addresses
Fund Accounting
1. Organization - 10 levels
2. Year specific Organization Chart
3. 16 characters for lowest level of organization
4. Organizational levels need not be hierarchical
5. Optionally pre- encumber requisitions
6. Multiple payable addresses
7. AP Checks by Invoice, PO, Batch
8. JE Report
9. Batch budget transfer
10. Optional user - defined account entry window
11. Delete inactive vendors
12. Clear checks by date
13. Document control number
14. Prior year organization field
15. Vendor address - separate city, state fields
16. Use tax functionality for vendor payments
17. Override vendor number auto - assign
18. Vendor by commodity class
19. Designate employees as vendors
20. Discount report
21. Additional control accounts in profile
22. Vendor Audit report
23. Close to Fund Balance
24. Ability to lock database during check processing
25. User specified sort and totals on some reports
26. Option - "warn" or "require" receipt of goods prior to payment
27. Fixed Assets interface includes check number
28. Automatic "inter- fund" balancing of JE's
29. User select default of partial/final flag in AP entry
30. Additional security resource to add or delete a vendor
31. Control overpayment of an invoice by a percentage and/or an amount
32. Detailed warehouse charge option in expenditure audit trail
® 33. Link organizations to a project
34. Inactivate expenditure accounts
35. Option to start "new year" journal entries with a user - defined number
3/01 -MA024 23
Version- 1.5
36. Allow system to automatically assign number to budget transfers and start new year with
a user - defined number
37. Option to default vendor, invoice number, invoice date, and due date from previous
transaction within no PO payment menu selection
38. Ability to disallow by yes /no flag the usage of the account in requisition/PO charges,
payroll charges, and warehouse charges
39. Automatically record system- voided checks and reflect all voided checks in AP check
register
Purchasing
1. Commodity table — bid information
2. Two alternate approvers
3. Item approval
4. Can add items to existing PO
5. Next year requisitions and PO's
6. Improved query capability
7. Specify fixed assets by account range
8. Location code or organization for approval
9. Change vendor on PO
10. Print date of change order on the change order
11. Reprint purchase order with change order information included - optional
12. Modify unit of measure and stock number in change option
13. Support a separate auto - number series for next year PO's
14. Integrate change orders in reports and displays
15. Distribute requisition, PO, and change order items by quantity
16. Vendor quotes
17. Option - set length of requisition and PO numbers and zero fill
Budget Preparation
1. Ability to freeze at a defined level — Department, Recommended and Approved
2. User specified sort on some reports
Warehouse Inventory
1. Audit trail of charges
2. Batch requisition processing
3. Next year requisitions
4. Additional reports
Fixed Assets
1. No items identified
Equipment Maintenance (Fleet Manager /Vehicle Manager)
®
1. No items identified
3/01 -MA024 24
Version - 1.5
ACIS (Features not in Utility Billing V.4.0)
1. Selection criteria is printed at the top of each report
2. ACH payment processing
3. Date of note, memo code, user -id, and date /time have been added to the customer notes
feature. Up to 50 lines per note are available.
4. A 3rd party may receive a copy of a customer's bill, delinquent bill, final bill, or shut -off
notice
5. If the customer is renting, the owner may also receive a copy of a customer's bill, delinquent
bill, final bill, or shutoff notice
6. Only those services with outstanding balances are printed on the bills
7. The user may enter interest amounts associated with deposits. A history entry will be
generated indicating interest earned
8. Support for backflow meters and inspection dates
9. Entry reversal capability
10. Ability to identify an account in dispute
11. Ability to group printed bills
12. Ability to provide credit history
13. Ability to record an adjusted meter read and retain the original
14. Ability to report on services installed but not billed
15. Larger bill message field
16. Built -in ACTion call tracking with customer service statistics
17. Collection agency subsystem
18. Has a bankruptcy status
19. Automatic adjustment feature for changed meter readings
20. Ability to "flag" a note to display when a specific account is accessed
21. Ability to enter a comment as a transaction in history
22. Supports CASS postal processing
23. Tapping orders allow quick entry of information for new properties
24. Customer AR displays — summary with drill downs
25. Supports mid -cycle rate change pro- rating
26. Supports phonetic search — Soundex
27. Void payment feature automatically reverses transaction
Receipts Manager
1. Centralized Receipting capability
2. Common report viewer for all print options that allows the user to view reports on the screen
3 /01 -M A024
25
Version- 1.5
Attachment D
Features in Government Resource Series NOT in OPEN SERIES
This list is provided for your information and to assist you with determining areas of the software
which may need to be included in your testing. We have attempted to identify features that we
provided in the standard Government Resource Series software which are not included in OPEN
SERIES applications. There may be additional features which have been overlooked.
Human Resources
1. Short Time Card entry
2. Overtime Analysis report
3. Financial Interface in Detail Mode (Detail distribution file maintains detail but posts to
financials in summary mode.)
4. Unlimited number of special pay codes for an employee (California only).
5. Unlimited number of exempt deduction codes on the pay code table (California only).
Fund Accounting
1. Expenditure comparison report — sort window
2. Revenue and Expenditure Status Query — summarize
3. Discount balance on encumbrance screen
4. Pooled Cash Ledger
5. Ability to close a period and/or year
6. Ability to exclude accounts with zero balances on reports
7. Ability to roll purchase orders to "R "eserve accounts
Purchasing
1. PO Type field
2. Distribution table on Requisitions and POs
3. Commodity table — taxable flag, asset flag, search name, account and project account
4. Vendor on each line item of requisition
5. Store vendor product code
6. Requisition and Purchase Order Allocation report
7. Summary mode for PO posting
8. Blanket PO
Budget Preparation
1. Calculate future year budget based on approved budget
2. Calculate benefits remaining for current year
3. Refine Budget Worksheet — display account title
3/01 -MA024 26
version- 1.5
v
Warehouse Inventory
1. Inventory transaction reports — on order detail
2. Back order edit list
3. Process returns to vendor
Fixed Assets
No items identified
Equipment Maintenance (Fleet Manager)
1. No items identified
Utility Billing V.4.0 (Features not in ACIS)
1. Purge Closed Accounts functionality
2. Billing Pre -List Report
3. Customer History Report
4. Name Cross Reference Report
5. Address Cross Reference Report
6. Property Cross Reference Report
7. Customer Cross Reference Report
8. Property Owner Cross Reference Report
Receipts Manager
1. No items identified
3/0 l -M A024
.27
Version- 1.5
Attachment E
Software Maintenance and Support
Pentamation Application Software Maintenance and Support will be provided to Customer when
the Customer begins processing data using the Application.
Pentamation Application Software Maintenance and Support will be provided by Pentamation to
Customer for the charges as shown below. The fee for this service varies by Pentamation
Application, and each Application has a maximum number of support hours provided per year for
the contracted fee as indicated below. Should the total number of Support hours be exceeded in
any one year, additional Support Service may be provided at Pentamation's then current hourly
rates.
The period for the rendering of these services shall be annual and shall be automatically renewed
for an additional year unless the Customer gives at least sixt (60) days prior written notice to the
other that such maintenance and support services are not to be renewed.
Fees and Maximum Support Hours Per Contract Year:
Financial Applications
Year 1 Maint. Fee
Maximum Hours
Fund Accounting
$5500
20
(Includes Accounts Payable,
General Ledger, Purchasing,
Revenue Tracking, and Budget
Preparation modules)
Fixed Assets
1200
10
Warehouse Inventory
1400
10
Equipment Maintenance
1200
10
Human Resources
3800
20
(Includes Payroll, Personnel,
Applicant Tracking, and
Attendance Tracking modules)
Position Control
800
10
Personnel Budgeting
800
10
Regulatory Software
2,325
20
Revenue Applications
ACIS (Utility Billing)
4200
20
Cash Receipts Manager
800
10
Total:
140
3 /01 -MA024 28
Version- 1.5
v
Attachment F
Software Installation Services
Description Cost
Informix License Transfer $1,500
Installation Informix 1,500
Installation and Setup — Financial and Revenue Applications 5,000
Installation and Setup — Encompass Application 1,500
Installation and Setup — Palm Pilot Interface 4,800
Installation and Setup — WISE 1,000
Installation and Setup — Cognos (16 PCs) 2,000
Installation and Setup - Four J's (16 PCs) 2,000
Total: 1� 9 300
3/01 -MA024
29
Version- 1.5
Description
Four J's Graphical Compiler
Four J's Graphical Users (70)
Encompass Palm Pilot Interface
WISE
Cognos Report Writer*
Total:
Attachment G
Software Products
Cost Year 1 Maint.
$6,000
$1,200
15,400
4,550
7,500
1,000
5,000
1,000
6,880
1,720
4�0 780
$9,47
*includes (1) Administrator, (5) Development Plus and (10) Runtime Users
3/01 -MA024 N
Version- 1.5
C
Attachment H
Cost Summary
Migration Analysis and Coordination
Software Installation, Configuration and Setup
Data Conversion
Training
Software Products
Total:
3/01 -M A024
31
$20,000
19,300
21,900
75,000
40,780
$176,980
Version- 1.5
REQUEST FOR CUSTOM SOFTWARE ENHANCEMENTS
ORGANIZATION:
YOUR NAME:
SOFTWARE APPLICATION:
PEI TRAINER
PRODUCT AREA:
DATE:
PHONE:
FAX:
E -MAIL:
Education Education Government Financials Government Revenue
Student Financials
ALL requests for software modifications must be in writing on this request form. Please be specific with a
detailed description of the modifications needed, and any additional items as explained in the guidelines on
the accompanying page. Include additional pages if necessary.
DESCRIPTION OF REQUEST:
. ... ......... .... . .. .. . . . . ... . ........ . . . . .. . .. . .... ... ... . . .. ... . ... . . . ... . . . . . . . .. . ... . _ . . . .. . .... ....... .. .. . ... .. . .. . . .. .... . .. ... ... .. .. .... ....... . . ..... . ... ... .. .. ... . .... .. ... . . .. ... .. .. .. . . . . . . ... ... . . .. . .. . ... . .. .. . .. . .... ... . . .. . . . .
FOR PENTAMATION USE ONLY
Project Description Days Cost
Requested Completion Date:
Reason for Date:
NOTE: This is not a commitment date. Our best effort will be made to accommodate the requested
completion date.
REQUEST PROCESSING:
Pentamation will provide a preliminary estimate briefly describing the intent of the project request. Our goal is to provide this
estimate within two weeks upon receipt of the initial request. Once reviewed, this preliminary estimate must be approved and will
authorize Pentamation to proceed with detailed specifications at a cost of 25% of the upper range of the preliminary estimate. Upon
receipt of this approval, a detailed specifications document will be provided describing the design and development necessary for
project completion. The specifications must be reviewed, approved, signed, and returned to Pentamation for processing. Upon
receipt of the signed detailed specification approval (including purchase order number), the project will be scheduled. The standard
charge includes the detailed specifications document, program coding and development, testing and verification, installation of final
project, and user documentation written by the programmer.
3/01 -MA024 32
Version- 1.5
El
C7
GUIDELINES FOR SUBMITTING REQUESTS
FOR CUSTOM PROGRAMMING ENHANCEMENTS
PRE - PRINTED FORMS
• If the output is to be printed on a pre - printed form, please include a blank copy of an original
form as well las one that has been completed. Please do NOT send a photocopy, since
photocopy machines tend to distort the actual form layout. If an original form is unavailable,
please send an acetate or "blue line" from the printing company.
REPORTS
• Send a sample report or layout on a separate sheet. Specify the type of printing method to use
(e.g. laser or impact). Clearly define all totals and subtotals. Describe each field on the report
including where the data comes from, how the field is calculated, and the format of the field.
For example, "print the birthdate in the format mm /dd/yy ". Please include any special edits or
verification processing needed. For example, "print the first 20 positions of the department
name ".
• Identify the selection criteria needed, and all fields for sort orders, breaks, and totals. For
example, the statement can read, "Report on any department or all departments. Sort the report
by department and then alphabetically by employee name. Print totals for the identified
columns and skip to a new page when the department changes, with department totals for
salaries and deductions."
• All reports are formatted by default for six (6) lines per inch with 66 lines per page. If the report
requirements are different, the new page dimensions must be provided.
• For the state - mandated reports, include a copy of ari actual report to be submitted to the state.
Include all documentation as provided by the state. Indicate how records are identified for
inclusion or exclusion. For.example, "Retirement report should contain only those employees
with a deduction of "RET" and a YTD amount not equal to zero."
SCREEN CHANGES:
• For screen modifications, include a printed copy of the existing screen, complete with notations
as to what revisions are required. If a new maintenance screen is needed, please provide a draft
of how the screen should appear, complete with field descriptions and formatting needs.
CALCULATIONS
• Explain in detail how calculations should be accomplished, including examples for clarification.
For state - mandated requirements include all documentation provided by the state. If the state
accepts more than one calculation method, Pentamation may only support one method. If there
is a preference as to which calculation method to use, please indicate such for consideration as
to which method will be supported.
MAGNETIC MEDIA
— Include all documentation provided by the intended recipient. This should include character /data
format, header /data record layout, blocking factor, and type of media (tape, diskette, or
electronic transfer). NOTE: If tape media is required, Pentamation will only support unlabeled
3/01 -MA024
33
Version- 1.5
Government Resource Series to OPEN SERIES Financial and Revenue Systems
Application Migration Agreement for City of Baytown, TX
Note: This document refers only to the Government Resource Series applications which are
being replaced by the OPEN SERIES. Any new OPEN SERIES applications, which are being
purchased, will be covered under Pentamation's Agreement for Software License, Sale and
Installation of Equipment and Support and Maintenance Services.
I. Software License
A. SunGard Pentamation Inc. ("Pentamation"), grants to Customer and the Customer accepts,
a non -transferable and non-exclusive license to use the computer software programs listed
in Section II of this Agreement on Customer's computer system(s). The licensed software
programs and related written materials are hereinafter collectively referred to as the
"Licensed Systems". Unless the source code is purchased by Customer under the terms of
this Agreement, this license is for the use of object code programs only. The Licensed
Systems may not be used to process data for any person or entity other than Customer.
B. The functions and features of the software are defined by the Pentamation Application
Software Specifications and the Pentamation Application Program User Manuals. If
applicable, Pentamation's responses in the Application Software Specifications section of
Pentamation's proposal represent its best professional judgment in response to the
Customer's stated software requirements. However, there is the potential for multiple
interpretations of the Customer's stated requirements. Pentamation's Specifications and
User manuals contain a detailed description of the features and functions of the software,
and therefore, will serve as the sole source of software capabilities and fitness for any
particular purpose.
C. Pentamation Application Program User Manuals shall be provided to Customer on CD-
ROM. Customer may make unlimited printed copies of such manuals for Customer's own
internal uses.
D. If Pentamation develops additional releases of the Licensed Systems which incorporate
changes and enhancements, it will make such new releases available to Customer under the
terms of its Application Software Maintenance Support Services as set forth in Attachment
E, if chosen by the Customer.
E. Customer recognizes that the Licensed Systems are confidential and trade secret property
which is proprietary to Pentamation. Customer, its agents, employees and representatives
shall not make available or disclose in whole or in part, any Licensed Systems, including
flowcharts, logic diagrams and program code, to any third parties, except as otherwise
required to seek to insure the document's confidentiality pursuant to the Texas Public
Information Act. If information, which is claimed by Pentamation to be proprietary or
3/O 1-MA024
1
Version- 1.5
confidential, is requested from Customer by a third party, Customer will notify
Pentamation of the request within three working days of the City's receipt of the same
and will submit information to the Texas Attorney General. Pentamation will be required
to submit arguments to the Texas Attorney General as to why the information should not
be public. Should Pentamation fail to make timely arguments to the Texas Attorney
General, the information requested will be deemed to be public and shall be disclosed by
the Customer. Should Pentamation make timely argument to the Texas Attorney
General, Customer and Pentamation shall be bound by the resulting opinion unless the
opinion is timely appealed. Licensed systems which are provided by Pentamation may be
copies for backup purposed only and Customer shall not otherwise print, copy, or
duplicate the Licensed Systems. Customer will take reasonable steps to protect the
security of the Licensed Systems and will —inform all employees, agents, and
representatives who utilize the License Systems of this requirement. Customer may not
assign, timeshare, rent, reverse engineer, disassembled, de -complied, reverse translate, or
otherwise decode the Licensed Systems.
F. Within thirty (30) days after the date of discontinuance of the license granted under this
Agreement, the Customer shall return to Pentamation the original and all copies of the
Licensed Systems and the related written materials, except that the Customer may retain
one copy for archival purposes.
II. Licensed Systems Scheduling and Sequencing:
Financial Applications
Budget Preparation
Fund Accounting
(Includes Purchasing)
Fixed Assets
Warehouse Inventory
Equipment Maintenance
Revenue Applications
Human Resources
Position Control
Applicant Tracking
Personnel Budgeting
Implementation Timing
beginning of budget cycle
beginning of fiscal year
beginning of fiscal year
beginning of fiscal year
beginning of fiscal year
Implementation Timing
beginning of a quarter
with Human Resources
with Human Resources
beginning of budget cycle
Scheduled Live Date
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
Scheduled Live Date
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
as agreed to by the parties
ACIS (Utility Billing) beginning of a cycle as agreed to by the parties
Cash Receipts Manager with the first revenue product as agreed to by the parties
3/O 1-MA024 2
Version- 1.5
III. Services to be Provided by Pentamation:
A. Data Conversions
Costs associated with the data conversions are listed in Attachment A.
1) Pentamation will provide standard data conversion programs as described in
Attachment A. Any custom database changes, modifications or additional data
conversion programs will be considered for programming at Pentamation's current
hourly programming rate, which is a flat rate of $150.00 per hour. Requests for
additional conversion programming should be forwarded to Pentamation on the
Request for Custom Programming Enhancement form. See attached.
2) For financial applications, Pentamation will provide documentation and procedures
to run the standard conversions and verification reports in order for the data
conversion to be processed by the customer.
3) For Revenue and Land Management applications, Pentamation will run the data
conversion process, due to the complexity of these database structures.
B. Regulatory Requirements
1) Pentamation will provide software to meet the following regulatory requirements
using data which is supported within the baseline Financial Management System
application software:
Federal Requirements:
Federal 941 Report
Calculate Tax on Group Life Insurance Over $50,000
Financial Report Writer
1099 Reporting
1099-Misc
1099-R (retirement)
1099-Int
1099-G
W2 Processing
EEO4 Report
FLSA Processing
State Requirements:
Criminal History Check Report
Employee New Hire (ENHRP) Report
Employment Commission (TEC) Report
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C. Training
The cost associated with application training is detailed in Attachment B.
1) Pentamation will provide application training as described in Attachment B.
D. Documentation
1) Pentamation will provide standard application software documentation in PDF
(portable document format) on CD-ROM.
E. Custom Programming/Reports
Custom programming modifications can be developed for a fee and will be addressed
as follows:
1) Upon receipt of the detailed requirements for a custom modification or custom
report on a custom programming request form, Pentamation will provide a
preliminary estimate of the cost.
2) Upon approval of the preliminary estimate, Pentamation will provide detailed
specifications and a fixed cost estimate.
3) Upon receipt of approval on the detailed specifications, Pentamation will schedule
the project for completion.'
4) Pentamation will code and test the modification using test data.
5) Pentamation will install the modification in a test environment on the Customer's
machine.
6) When Customer testing is complete, Pentamation will move the modification to the
production environment.
F. Migration Analysis and Coordination
Migration analysis and coordination services will be provided at a cost of $20,000.
These services will include the following:
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1) Develop and review with customer a preliminary implementation plan for the
products and services outlined above.
2) Internal project coordinator of Pentamation implementation, custom programming,
engineering, and other staff resources.
3) Review and analysis of Government Resource Series and OPEN SERIES
comparative features and functionality.
4) Review, analysis, and detailed specifications of hardware and system software
requirements.
G. Software Installation, Configuration, Set -Up and Implementation Assistance
Software installation, configuration, set-up, and implementation assistance will be
provided as described in Attachment F. These services include Four-J's installation on
up to sixteen PC's and Cognos installation on up to sixteen PC's.
H. Maintenance and Support
All of the Application Software Maintenance and Support services listed below will be
provided by telephone communication contact between Pentamation and Customer for
the costs listed in Attachment E. Customer will be responsible for all data line telephone
charges involved in providing Application Software Maintenance and Support, and
Pentamation will invoice Customer at cost.
1) Provide standard product enhancements when and as the same are developed by
Pentamation; Pentamation shall distribute to Customer one copy of such product
enhancements or corrected programs. Customer shall be responsible for incorporating
such enhancements in each copy of the applicable Pentamation Software.
2) Provide programming modifications and support for the regulatory software listed in
Section III.B. Modifications and updates will be provided and are limited to those
which use data supported within the baseline application software and are required by
regulatory changes.
3) Provide assistance to Customer in the use of the Pentamation Application Software
via telephone inquiries to Pentamation's designated software support offices up to the
maximum number of hours per application as listed in Attachment E. Telephone
support services are available weekdays, excluding holidays, during normal business
hours.
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4) Investigate errors in the intended capabilities of Pentamation Application Software
upon receipt of notification from Customer and provide Customer with an alternate
procedure or programming modifications to correct errors. Pentamation shall
distribute to Customer one copy of such product enhancements or corrected
programs. Customer shall be responsible for incorporating such enhancements in
each copy of the applicable Pentamation Software.
IV. Customer Responsibilities:
A. Data Conversions
1) After the standard conversion programs, as described in Attachment A, are
provided, Customer will run the data conversion program at least 1 week prior to
training. Customer is responsible for verifying the accuracy of the data converted.
2) If a new Unix or NT server is involved in the migration, it is the Customer's
responsibility to load the Government Resource Series databases onto the new
server for the data conversion. This can be accomplished via network access or a
compatible media device. Pentamation is available to assist with this step at our
standard hourly rate of $150.
3) Customer is responsible for notifying Pentamation when the conversion is complete
or if errors were encountered.
4) Some data entry will be necessary for information that is not converted.
B. Regulatory Requirements
1) Customer will verify that each regulatory requirement is functioning properly in the
new product and where practical run the software in parallel mode comparing the
results of Government Resource Series to OPEN SERIES (e.g. Payroll).
Pentamation is available to assist with this step at our standard hourly rate of $150.
C. Identification of Functional Requirements
1) Although the OPEN SERIES software applications are being used successfully in a
live environment at many customer sites across the country, there is some
functionality which was provided in the Government Resource Series software
which is not available in the new OPEN SERIES software. See Attachment D for a
list of these features. For your reference, Attachment C lists features which are
provided in OPEN SERIES software which were not available in Government
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Resource Series software. The purpose of the Customer identification of functional
requirements is to verify that the software will meet all of your requirements and to
identify areas which may require procedural changes or custom modifications.
2) Customer acknowledges they have reviewed the list and notified Pentamation of
any issues. Customer will sign the Functional Requirements Checklist for each
application noting any issues that were encountered and return to Pentamation no
later than 30 days prior to live processing. In the event that the Functional
Requirements Checklist is not returned to Pentamation, Customer acknowledges
that there are no issues with regard to this item.
D. Training
1) Customer will identify the participants for each phase of training and assure that the
appropriate people attend each training session.
2) Financial training must include a parallel payroll run and a parallel accounts
payable check run. Some data entry will be necessary for information that cannot be
converted.
3) Transaction processing validation for revenue applications will be required for the
ACIS (Utility Billing), Real Estate Tax, and Personal Property Tax applications.
Some data entry will be necessary for information that cannot be converted.
E. Custom Programming/Reports
Due to the design differences (database structure, program logic, etc.) of the
Government Resource Series and OPEN SERIES applications, previous Government
Resource Series custom modifications cannot be automatically converted into the
OPEN SERIES applications. If required, previous Government Resource Series
custom modifications can be rewritten for the OPEN SERIES at a cost which will be
identified and addressed as follows:
1) For Financial, Revenue and Land Management, Customer will contract with
Pentamation for two to five days of technical consulting to determine the extent of
custom modifications required. Consulting services will be provided at our current
hourly rate, which is a flat rate of $150.00 per hour.
2) Customer will be responsible to review current custom software and custom reports
to identify any custom modifications which will be required for the OPEN SERIES
product. Customer will provide Pentamation with written detailed requirements on
a Request for Custom Programming Enhancement form, attached.
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3) Customer will determine based on the preliminary estimate whether or not to
proceed with a custom modification. Return of the preliminary estimate signoff is
Pentamation's authorization to prepare detailed specifications.
4) Customer will approve the detailed specifications indicating that the modification
proposed will meet the requirement.
5) Customer will test any modifications in a test environment within 30 days of receipt
to determine that the project performs according to the agreed upon specifications.
Note that this testing must occur in a test environment to eliminate the possibility of
causing data corruption with the newly written modification.
6) The OPEN SERIES Systems use standard forms (such as checks, bills, etc.) which
are different from the Government Resource Series software. These include:
Fund Accounting:
AP Checks
Purchase Orders
Human Resources
Payroll Checks
ACIS
Utility Bills
Meter Read Sheets
Receipts Manager
Receipts
Customer must decide whether to request a custom modification so they can
continue to use the existing form stock or whether to use the OPEN SERIES
standard format. If a custom modification is required, the steps above should be
followed.
F. User Developed Reports
Due to the design differences (database structure, program logic, etc.) of the
Government Resource Series and OPEN SERIES applications, Customer will need to
rewrite any Government Resource Series user -defined reports that will be required for
the OPEN SERIES product. This includes but is not limited to IQ and Ace reports.
Pentamation resources will be made available to assist with this effort on a time and
materials basis.
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G. Required Software Products
1) Customer also will acquire from Pentamation any software products (such as
Informix, 4J's, and Cognos - listed in Attachment G) required for the
implementation of the OPEN SERIES. Customer is required to contract for
maintenance on the software products listed in Attachment G.
H. Maintenance and Support
1) The Customer will be responsible to provide a dedicated dial -up line with a modem
of Pentamation specifications on the Customer's computer equipment and a
"superuser" system log -in account for Pentamation's use in support of this
Agreement.
2) The Customer will be responsible to provide a CD, 4mm DAT or DLT drive which
will be used to install new software releases, updates, enhancements, etc.
3) Customer will be responsible for the costs of travel, lodging and related expenses for
training and support provided by Pentamation to personnel at Customer's location
Meal expenses will be capped at $40.00 per day. Pentamation will use coach class
airfare and economy car rental, and lodging in the class of Hilton, Radison, Holiday
Inn, Marriott, Fairfield, Courtyard and utilize government rates if arranged by the
Customer. Pentamation will strive to obtain the lowest possible fares and will make
hotel, car rental and airline reservations fourteen (14) days in advance when possible.
Receipts will be provided to the Customer for all travel expenses.
4) Customer will be responsible for making sure that all Informix products that will
continue to be used or transferred to the new system are properly licensed with
appropriate Development and Runtime licenses and are kept under annual
maintenance.
5) Customer agrees that if the Customer has application software changes or screen
changes made by non-Pentamation employees, this may affect Pentamation's ability
to perform its obligations hereunder or may result in extra charges by Pentamation.
Services necessitated by problems caused by unauthorized Customer changes, acts of
God, or Customer's improper use of the systems or equipment, or other causes
beyond Pentamation's control may result in extra charges by Pentamation.
6) System Requirements. Pentamation solutions are designed to function at optimum
levels when integrated with dedicated hardware resources. The addition of non-
Pentamation provided software may adversely affect the performance or functionality
of the Pentamation provided applications. Accordingly, Pentamation will not be
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responsible for system malfunctions or loss of functionality caused by the addition of
non-Pentamation provided applications or utility software. Corrective measures for
malfunctions caused by such additions will be billable at Pentamation's then -current
hourly rate. On the other hand, Pentamation will be responsible for system
malfunctions or loss of functionality caused by the addition of Pentamation-provided
applications or software or modifications of the same. Requests for corrective
measures for malfunctions or loss of functionality caused by Pentamation will receive
a response within 24 hours and be remedied -by Pentamation within a reasonable
timeframe after receiving written or verbal notice of the same.
Changes or modifications to the Pentamation operating environment (operating
system, database software, or application software) performed by non-Pentamation
personnel must be performed with the written approval of the Pentamation support
organization.
7) Customer will appoint an individual to serve as central liaison with Pentamation,
Customer is also obligated to provide personnel having sufficient skills and
experience, as determined by the Customer, to operate and manage the Licensed
Systems. Failure to do so may result in additional support fees charged by
Pentamation.
8) Customer will be responsible for acquiring any necessary Microsoft client access
licenses for its workstations used in conjunction with Pentamation's application
software products as listed in Section II.
V. Payment and Billing
a. The Customer agrees to pay Pentamation the fee for products and services as set forth in
this Agreement.
b. The Migration Analysis and Coordination fee in item III.F. shall be invoiced upon
execution of this Agreement.
c. A down payment of 25% of the Required Software Products software license fees in
Attachment G shall be invoiced upon execution of this Agreement. The balance of the
software license fees shall be invoiced upon delivery.
d. Invoices not paid within thirty (30) days of the Customer's receipt of the invoice shall
bear interest at the rate of 1% per month beginning thirty (30) days from the Customer's
receipt of the invoice-.
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e. Installation, training and technical service invoices shall be submitted monthly by
Pentamation as incurred, shall be paid within thirty (30) days of the Customer's receipt of
the invoice -and shall bear interest thereafter as provided above.
f. Invoices for application software maintenance and support are due within thirty (30) days
of installation of the products on Customer hardware or within thirty (30) days of receipt
of an invoice therefore, whichever is later.
g. The City of Baytown is tax exempt.
VI. General Provisions
a. Neither party shall be liable or deemed in default for any delay or failure in performance
of this Agreement resulting directly or indirectly from any cause beyond the control of
the party.
b. Pentamation warrants that it is the sole owner of or has full power and authority to use
the software to provide the services defined herein and that the use of the programs by
Customer will not violate or infringe upon any patent, copyright or other proprietary right
of any third person. Pentamation will indemnify and hold Customer harmless from and
against any loss, cost, liability, attorney fees and expense arising out of the breach of the
foregoing warranty.
c. Pentamation warrants that the software modules listed in Section II will function as
described in the then current user manual when shipped to the Customer. In the event of
a defect in a program, Pentamation shall replace or correct the defective program without
additional charge to Customer provided the Customer is current on all payments to
Pentamation in accordance with this Agreement. The foregoing warranty does not apply
to defects caused by equipment or programs not supplied by Pentamation, where
equipment used by Customer has not been approved by Pentamation, or where Customer
has made unauthorized changes to the programs.
d. The foregoing warranty is in lieu of all other warranties expressed or implied, including
but not limited to, the implied warranties of merchantability and fitness for a particular
purpose, except as otherwise given in Pentamation's User Manuals. Customer agrees that
Pentamation's liability hereunder for damages for failure to replace or correct a defective
program, regardless of the form of action, shall not exceed the charges paid by the
Customer for the preceding twelve months.
e. No action, regardless of form, arising out of the transactions under this Agreement, may be
brought by Pentamation more than one year after the cause of action has occurred, except
for any longer period of time as specified by Texas law.
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f. Under no circumstances shall either party be liable to the other or any other person for lost
revenues, lost profits, loss of business, or any incidental, indirect, or consequential
damages of any kind arising from any breach of this Agreement, whether such liability is
asserted on the basis of contract, tort or otherwise and whether or not foreseeable.
g.
If any part, term, or provision of this Agreement shall be held illegal, unenforceable, or in
conflict with any law of a federal, state or local government having jurisdiction over this
Agreement, the validity of the remaining portions or provisions shall not be affected by
such holding.
h A waiver by Pentamation or customer of any breach of any term, covenant, or condition
contained in this Agreement shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant, or condition contained in this Agreement,
whether of the same or different character.
i. Pentamation acknowledges the confidentiality of Customer's data, passwords and other
confidential and proprietary information of Customer. Pentamation shall take all
reasonable steps to safeguard such confidential information and shall not use or disclose
the same, except in connection with its obligations hereunder.
j•
Assignment. This Agreement may not be assigned, sub -licensed or otherwise transferred
by Customer to any other person or entity without the written consent of Pentamation. Any
purported assignment, sub -license or transfer in violation of this provision shall be void
and, among other things, shall immediately terminate any license granted hereunder.
Subject to the foregoing, this Agreement shall inure to the benefit of and be binding upon
the successors and assigns of the parties hereto.
k. Scope of Work. Any changes in the scope of work covered by this Agreement, including
requests by Customer for changes, modifications, or additions to the Licensed Software
shall be covered by a separate agreement or purchase order mutually agreed to by the
parties.
1. Hiring. Pentamation and Customer agree that during the term of this Agreement and for a
two-year period following the termination of this Agreement, neither will hire any
employee of the other party if that party knows the employee to be employed by the other
party. In the event such activity occurs, the parties may seek damages from the other
party.
m. Audit. Pentamation shall keep and make available to the Customer upon request accurate
records of hours, hourly rates charged for services under this Agreement, and all
expenses for which Pentamation sought or will seek reimbursement from the Customer.
Pentamation will send these records to Customer's address. Pentamation shall not be
required to retain any records for any year for more than three (3) years, but shall not
dispose of any such records before that time. The Customer shall have the right at any
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time to audit any all of the books and records supporting hourly charges or reimbursable
expenses assessed against the Customer. Pentamation shall make all of these records
readily available for the examination. If the audit shows an overcharge to the Customer,
then Pentamation shall pay the Customer the amount of the deficiency within ten (10)
days' written notice of such deficiency.
n. Termination. Should Pentamation breach any provision of this Agreement, the Customer
may terminate this Agreement for cause by providing thirty (30) days written notice to
Pentamation and provided that Pentamation has not cured the breach within such (30) day
period.
o. Independent Contractor. It is expressly agreed and understood by all parties hereto that
Pentamation is an independent contractor in its relationship to the Customer. Nothing
herein contained at any time or in any manner shall be construed to effect a contract of
partnership or joint venture or render any party hereto the employer or master of any
other party and/or its employees, agents or representatives. All necessary personnel for
the services offered shall be deemed employees of the Pentamation.
P.
Notice. All notices required to be given hereunder shall be given in writing either by
telecopier, overnight, or facsimile transmission, certified or registered mail at the
respective addresses of the parties set forth herein or at such other address as may be
designated in writing by either party. Notice given by mail shall be deemed given three
(3) days after the date of mailing thereof to the following addresses:
PENTAMATION
SunGard Pentamation Inc.
Attn:
Fax: ( )
CUSTOMER
City of Baytown
Attn: City Manager
P.O. Box 424
Baytown, TX 77522
Fax: (281) 420-6586
q. Dispute Resolution
The parties shall attempt in good faith to resolve disputes or claims arising out of or
relating to this agreement promptly by negotiations between executives who have the
authority to settle the controversy. Either party may give the other party written notice of
any dispute not resolved in the normal course of business. Within twenty (20) days after
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delivery of said notice, such executives of the parties shall meet at a mutually acceptable
time and place and thereafter as often as they reasonably deem necessary, to exchange
relevant information and to attempt to resolve the dispute.
r. Incorporated Attachments. This Agreement includes the following exhibits and such
exhibits are attached hereto and made a part hereof for all intents and purposes:
Attachment "A": Government Resource Service Migration to OPEN SERIES
Systems Data Conversion Costs;
Attachment "B": Government Resource Series Migration to OPEN SERIES Systems
Recommended Training;
Attachment "C": Features in OPEN SERIES NOT in Government Resource Series;
Attachment "D": Features in Government Resource Series NOT in OPEN SERIES;
Attachment "E": Software Maintenance and Support;
Attachment "F": Software Installation Services;
Attachment "G": Software Products; and
Attachment "H" Cost Summary.
s. Entire Agreement. This agreement, including the Attachments hereto, constitutes the entire
agreement and all understandings between the parties concerning the subject matter hereof
and supersedes all prior proposals or other communications between the parties, oral or
written. No modifications and amendments hereto shall be binding upon either party
unless in writing and signed by a duly authorized representative of the parties.
t. Choice of Law and Venue. This Agreement shall in all respects be interpreted and
construed in accordance with and governed by the laws of the State of Texas, regardless of
the place of execution or performance. The place of making and the place of performance
for all purposes shall be deemed to be Baytown, Harris County, Texas.
u. Headings. The paragraph headings are used in this Agreement for convenience and
reference purposes only and are not intended to define, limit or describe the scope or intent
of any provision of this Agreement and shall have no meaning or effect upon its
interpretation.
v. No Third Party Beneficiaries. This Agreement shall not bestow any rights upon any third
party, but rather, shall bind and benefit Pentamation and the Customer only.
w. Authority. The individuals executing this Agreement warrant and represent that they are
duly authorized to execute this Agreement on behalf of Pentamation and the Customer as
binding act and agreement of Pentamation and the Customer, respectively.
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x. Ambiguities. In the event of any ambiguity in any of the terms of this Agreement, it shall
not be construed for or against any party hereto on the basis that such party did or did not
author the same.
Y.
Compliance with Applicable Laws. Pentamation agrees that in the performance of its
undertakings and obligations under this Agreement, Pentamation will strictly observe and
abide by all rules, regulations and laws of the United States of America, the State of Texas
and the City of Baytown, as they now exist or may hereinafter be enacted or amended.
z. Multiple Originals. It is understood and agreed that this Agreement may be executed in a
number of identical counterparts each of which shall be deemed an original for all
purposes.
IN WITNESS THEREOF AND INTENDING TO BE LEGALLY BOUND, the parties have
caused this Agreement to be signed by its duly authorized officer on the 26 day of
October , 2001.
City of Baytown, TX
City Manager
Title
October 26, 2001
Date
SunGard Pentamation Inc.
By: -J
Donald V. ° e s Teton
President & Chief Operating Officer
Title
October 15, 2001
Date
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Attachment A
Government Resource Series Migration to OPEN SERIES Systems
Data Conversion Costs
Our approach to file conversion is that it be performed with a combination of Pentamation
provided programming services and data entry. The major data files can be converted with the
remainder of the smaller application files being entered directly into the system. Additional
data conversions or Pentamation assistance with running the conversion is available based on a
rate of $1,200 per day. All conversions will be run by the Customer.
Applications/Files
Budget Preparation:
Organization Chart
Account List
Project List
Expenditure Ledger
Revenue Ledger
Project Ledger
Fund Accounting:
Organization Chart
Account List
Project List
Expenditure Ledger
Revenue Ledger
Project Ledger
General Ledger
Vendor File
Fixed Assets:
Asset Item Table
Category Table
Location Table
Activity Table
Department Table
Funding Source Table
Purchasing Interface File
Financial Applications
File Build Method
Pentamation will provide an extract
program to pull information
from GRS Fund Accounting and
build PE3.0 budget files.
(� GG
Files will be built when information
is posted from Budgeting
« ff
K
Gf
{G
Cost Training Phase
$2,040 Budget Phase 1
Pentamation will provide a convert $1,920
and update option
Conversion Program
(including user -defined fields to
user -defined screens)
Conversion Program
Conversion Program
Conversion Program
Conversion Program
Conversion Program
Conversion Program
Will build. No conversion
$1,560
$1,440
Fund Accounting Ph 2
Fund Accounting Ph 1
Fixed Assets Ph 1
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Warehouse Inventory: $1,560 Warehouse Ph 1
Stock File Conversion Program
Inventory Catalog File Conversion Program
Location Table Conversion Program
Requisitions Data Entry
Transactions Data Entry
Usage Will Build
Equipment Maintenance:
Vehicle File Conversion Program
Service Order File Will Build
Human Resources:
Demographic Conversion:
Reference Tables Conversion Program
(does not include Pay Code or Range/Step Table)
Employee File Conversion Program
Person File Conversion Program
Payroll File
User -Defined screens
Pay Rate File
Deduction File
YTD Earnings, Deduction
and Leave Balance
Payroll Interface
Position Control:
Position File
Conversion Program
Conversion Program
Data Entry Recommended
$2,040 Equipment Mnt Ph 1
$2,400 Payroll Phase 2
Conversion Program $960 Payroll Phase 2
Conversion Program $960 Payroll Phase 3
Program to link GRS Payroll $1,800 Payroll Phase 3
Interface into OS Fund
Accounting or OPEN SERIES
Payroll to GRS Fund Accounting
Conversion Program
$1,320 Payroll Phase 1
Note that the design of Position Control in OPEN SERIES Financials is very different from that of Government Resource Series.
We will use the home organization and position number as the position code in OPEN SERIES Financials.
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Revenue Applications
Applications/Files File Build Method Cost Training Phase
ACIS (Utility Billing V.4.0 to ACIS): $2,400 ACIS Phase 2
Customer Information Conversion Program
Billing Information Conversion Program
Meter Information Conversion Program
Reading Information Conversion Program
History Information Conversion Program
Encompass (V.3.2 to V3.3)
TOTAL CONVERSION:
$1,500 Encompass Phase 1
$21,900
Conversion Costs are based on the following Assumptions:
• Organization Table Conversion Options
Convert the identical organization chart structure from the Government Resource
Series into Budget Preparation in OPEN SERIES. This assumes you will be
retaining your six character key organization. Conversion costs are based on the
customer running the data conversion programs and verifying the converted data.
Additional costs will be incurred if Pentamation runs the conversions. Custom
fields in the Government Resource Series database may require a custom
conversion at an additional cost.
Retain your current six character key organization, but rather than a data
conversion, key the new organization chart during training. This eliminates the
need for a conversion.
The OPEN SERIES accommodates a 16-digit key. You may want to consider
expanding or changing your current structure. The OPEN SERIES accommodates
level by level totaling. We encourage you to discuss the options available if you
change the structure. Data entry during training would then eliminate the need for
a conversion.
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• For all Financial applications, transactions and history will build on the new
system and will not be converted.
• For Revenue applications, history will be converted when needed for billing
operations otherwise, it will build on the new system with customer use and will
not be converted.
• For Revenue/Land Management applications, conversion costs are based on the
conversion of one set of data for each application. Additional costs will be
incurred if Pentamation must convert data retained in separate directories or
offline.
• Conversion timing is based on the standard implementation schedule.
• Any files which are not specifically listed in this document will require data entry
or will build as the system is used.
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Attachment B
Government Resource Series Migration to OPEN SERIES Systems
Recommended Training
Financial Applications # of days Cost
Implementation Planning (1 day @ $1,500/day) 1.0 $ 1,500
Technical Consulting 2.0 2,400
System Management 1.0 1,200
Human Resources: 10.0 12,000
Payroll
Personnel (includes
Applicant Tracking)
Position Control 1.0 1,200
Personnel Budgeting 0.5 600
Fund Accounting (Includes: 8.0 9,600
Budget Prep. & Purchasing)
Fixed Assets 1.0 1,200
Warehouse Inventory 1.5 1,800
Equipment Maintenance 2.0 2,400
Revenue Applications - V4/Legacy Tax -,V6
Implementation Planning (1 day @ $1,500/day) 1.0 $ 1,500
Technical Consulting 1.0 1,200
ACIS Utility Billing 10.0 12,000
ACTS Service Order 3.0 3,600
Utility Billing Conversion Data Verification 2.0 2,400
Utility Billing Parallel Processing 3.0 3,600
Cash Receipts Manager 1.0 1,200
Encompass Applications
Encompass V3.3 upgrade
Palm Pilot Interface
9.0
1.0
10,800
1,200
Companion Applications
Cognos Report Writer 2.0 $2,400
WISE 1.0 1,200
a
Total Training: $75,000
44IN
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Notes:
These are the recommended training days for a new customer to implement the above
application software. Typically the actual number of training days required are lower than
estimated and will be determined upon completion of the application overviews which will be
provided in the implementation process.
The training fee for the above Financial and Revenue applications are at the standard daily rate
plus travel related expenses. Training day counts are based on a maximum class size of 16
individuals (eight terminals with two individuals per terminal).
The OPEN SERIES Revenue System software standard training day counts have been adjusted
based on the assumption that we will be training personnel familiar with earlier versions of the
software. Additional training days may be necessary if you are training new staff.
Training days are based upon an eight hour day, which includes setup time.
Should additional daily time be needed for implementation assistance beyond the standard eight
hour day, this can be scheduled with the trainer for the standard training rate of $150/hour.
Any training required beyond those days indicated above will be performed at the then standard
per diem or hourly training rate.
Any training specified in this Agreement which is required or requested beyond eighteen months
from the date of the Agreement will be performed at the then standard per diem or hourly
training rate.
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Attachment C
Features in OPEN SERIES NOT in Government Resource Series
Financials - General
1. Single database
2. Improved Security (views)
3. Menu Manager - add custom features
4. Reports to screen, file, printer or alternate printer
5. Improved user -defined screen
6. Optional graphical presentation
Human Resources
1. Tiered deductions
2. Savings bonds
3. Future changes
4. Encumber salaries
5. Full Time Equivalents (FTE's)
6. Employee Worksheet ("what if' scenarios)
7. Second pay check per employee in same run
8. Range - 99 steps
9. Certifications
10. Leave rollover limit
11. Ten leave banks
12. Up to 20 pay rates per employee
13. Separate FICA and Medicare fields
14. Can search timecard by employee name
15. Check location code
16. Multiple taxing options on timecard
17. Attendance tracking
18. Calendars used for attendance checking
19. Query on any field of employee screens
20. Separate city, state fields on employee record
21. Manual check refund over -withheld taxes, deductions
22. Automated salary increase option
23. Tracks annual salary
24. Employee deduction summary screen
25. Streamlined pay run including stored pay run information
26. Payroll job stream reports can be run in background
27. Payroll job stream reports indicate check date, pay number, and employee number on each report
28. Security on individual employee screens
29. Pay rate history
30. Seniority screen
31. Improved 941 report format
32. Monthly deduction register by vendor
33. Accrue comp time by user -defined factor
34. Print a check register including manuals and voids
35. Redistribute salary charges
36. Print organizational charge and benefit charge reports selectively by pay run
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Version- 1.5
• •
Personnel Budgeting
1. New application
1. Can budget for positions without Position Control
Applicant Tracking
1. Degrees
2. Job history
3. Interviews
4. Two applicant addresses
Fund Accounting
1. Organization - 10 levels
2. Year specific Organization Chart
3. 16 characters for lowest level of organization
4. Organizational levels need not be hierarchical
5. Optionally pre -encumber requisitions
6. Multiple payable addresses
7. AP Checks by Invoice, PO, Batch
8. JE Report
9. Batch budget transfer
10. Optional user -defined account entry window
11. Delete inactive vendors
12. Clear checks by date
13. Document control number
14. Prior year organization field
15. Vendor address - separate city, state fields
16. Use tax functionality for vendor payments
17. Override vendor number auto -assign
18. Vendor by commodity class
19. Designate employees as vendors
20. Discount report
21. Additional control accounts in profile
22. Vendor Audit report
23. Close to Fund Balance
24. Ability to lock database during check processing
25. User specified sort and totals on some reports
26. Option - "warn" or "require" receipt of goods prior to payment
27. Fixed Assets interface includes check number
28. Automatic "inter -fund" balancing of JE's
29. User select default of partial/final flag in AP entry
30. Additional security resource to add or delete a vendor
31. Control overpayment of an invoice by a percentage and/or an amount
32. Detailed warehouse charge option in expenditure audit trail
33. Link organizations to a project
34. Inactivate expenditure accounts
35. Option to start "new year" journal entries with a user -defined number
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• •
36. Allow system to automatically assign number to budget transfers and start new year with
a user -defined number
37. Option to default vendor, invoice number, invoice date, and due date from previous
transaction within no PO payment menu selection
38. Ability to disallow by yes/no flag the usage of the account in requisition/PO charges,
payroll charges, and warehouse charges
39. Automatically record system -voided checks and reflect all voided checks in AP check
register
Purchasing
1. Commodity table — bid information
2. Two alternate approvers
3. Item approval
4. Can add items to existing PO
5. Next year requisitions and PO's
6. Improved query capability
7. Specify fixed assets by account range
8. Location code or organization for approval
9. Change vendor on PO
10. Print date of change order on the change order
11. Reprint purchase order with change order information included - optional
12. Modify unit of measure and stock number in change option
13. Support a separate auto -number series for next year PO's
14. Integrate change orders in reports and displays
15. Distribute requisition, PO, and change order items by quantity
16. Vendor quotes
17. Option - set length of requisition and PO numbers and zero fill
Budget Preparation
1. Ability to freeze at a defined level — Department, Recommended and Approved
2. User specified sort on some reports
Warehouse Inventory
1. Audit trail of charges
2. Batch requisition processing
3. Next year requisitions
4. Additional reports
Fixed Assets
1. No items identified
Equipment Maintenance (Fleet ManagerNehicle Manager)
1. No items identified
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ACIS (Features not in Utility Billing V.4.0)
1. Selection criteria is printed at the top of each report
2. ACH payment processing
3. Date of note, memo code, user -id, and date/time have been added to the customer notes
feature. Up to 50 lines per note are available.
4. A 3rd party may receive a copy of a customer's bill, delinquent bill, final bill, or shut-off
notice
5. If the customer is renting, the owner may also receive a copy of a customer's bill, delinquent
bill, final bill, or shutoff notice
6. Only those services with outstanding balances are printed on the bills
7. The user may enter interest amounts associated with deposits. A history entry will be
generated indicating interest earned
8. Support for backflow meters and inspection dates
9. Entry reversal capability
10. Ability to identify an account in dispute
11. Ability to group printed bills
12. Ability to provide credit history
13. Ability to record an adjusted meter read and retain the original
14. Ability to report on services installed but not billed
15. Larger bill message field
16. Built-in ACTion call tracking with customer service statistics
17. Collection agency subsystem
18. Has a bankruptcy status
19. Automatic adjustment feature for changed meter readings
20. Ability to "flag" a note to display when a specific account is accessed
21. Ability to enter a comment as a transaction in history
22. Supports CASS postal processing
23. Tapping orders allow quick entry of information for new properties
24. Customer AR displays — summary with drill downs
25. Supports mid -cycle rate change pro -rating
26. Supports phonetic search — Soundex
27. Void payment feature automatically reverses transaction
Receipts Manager
1. Centralized Receipting capability
2. Common report viewer for all print options that allows the user to view reports on the screen
3/O 1-MA024
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Attachment D
Features in Government Resource Series NOT in OPEN SERIES
This list is provided for your information and to assist you with determining areas of the software
which may need to be included in your testing. We have attempted to identify features that we
provided in the standard Government Resource Series software which are not included in OPEN
SERIES applications. There may be additional features which have been overlooked.
Human Resources
1. Short Time Card entry
2. Overtime Analysis report
3. Financial Interface in Detail Mode (Detail distribution file maintains detail but posts to
financials in summary mode.)
4. Unlimited number of special pay codes for an employee (California only).
5. Unlimited number of exempt deduction codes on the pay code table (California only).
Fund Accounting
1. Expenditure comparison report — sort window
2. Revenue and Expenditure Status Query — summarize
3. Discount balance on encumbrance screen
4. Pooled Cash Ledger
5. Ability to close a period and/or year
6. Ability to exclude accounts with zero balances on reports
7. Ability to roll purchase orders to "R"eserve accounts
Purchasing
1. PO Type field
2. Distribution table on Requisitions and POs
3. Commodity table — taxable flag, asset flag, search name, account and project account
4. Vendor on each line item of requisition
5. Store vendor product code
6. Requisition and Purchase Order Allocation report
7. Summary mode for PO posting
8. Blanket PO
Budget Preparation
1. Calculate future year budget based on approved budget
2. Calculate benefits remaining for current year
3. Refine Budget Worksheet — display account title
3/01-MA024 26
Version- 1.5
• •
Warehouse Inventory
1. Inventory transaction reports — on order detail
2. Back order edit list
3. Process returns to vendor
Fixed Assets
1. No items identified
Equipment Maintenance (Fleet Manager)
1. No items identified
Utility Billing V.4.0 (Features not in ACIS)
1. Purge Closed Accounts functionality
2. Billing Pre -List Report
3. Customer History Report
4. Name Cross Reference Report
5. Address Cross Reference Report
6. Property Cross Reference Report
7. Customer Cross Reference Report
8. Property Owner Cross Reference Report
Receipts Manager
1. No items identified
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Version- 1.5
Attachment E
Software Maintenance and Support
Pentamation Application Software Maintenance and Support will be provided to Customer when
the Customer begins processing data using the Application.
Pentamation Application Software Maintenance and Support will be provided by Pentamation to
Customer for the charges as shown below. The fee for this service varies by Pentamation
Application, and each Application has a maximum number of support hours provided per year for
the contracted fee as indicated below. Should the total number of Support hours be exceeded in
any one year, additional Support Service may be provided at Pentamation's then current hourly
rates.
The period for the rendering of these services shall be annual and shall be automatically renewed
for an additional year unless the Customer gives at least sixty (60) days prior written notice to the
other that such maintenance and support services are not to be renewed.
Fees and Maximum Support Hours Per Contract Year:
Financial Applications Year 1 Maint. Fee Maximum Hours
Fund Accounting $5500 20
(Includes Accounts Payable,
General Ledger, Purchasing,
Revenue Tracking, and Budget
Preparation modules)
Fixed Assets 1200 10
Warehouse Inventory 1400 10
Equipment Maintenance 1200 10
Human Resources 3800 20
(Includes Payroll, Personnel,
Applicant Tracking, and
Attendance Tracking modules)
Position Control 800 10
Personnel Budgeting 800 10
Regulatory Software 2,325 20
Revenue Applications
ACIS (Utility Billing) 4200 20
Cash Receipts Manager
Total:
800 10
$22,025 140
3/O 1-M A024
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Version- 1.5
• •
Attachment F
Software Installation Services
Description Cost
Informix License Transfer $1,500
Installation Informix 1,500
Installation and Setup — Financial and Revenue Applications 5,000
Installation and Setup — Encompass Application 1,500
Installation and Setup — Palm Pilot Interface 4,800
Installation and Setup — WISE 1,000
Installation and Setup — Cognos (16 PCs) 2,000
Installation and Setup - Four J's (16 PCs) 2,000
Total: $19,300
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• •
Description
Attachment G
Software Products
Cost Year 1 Maint.
Four J's Graphical Compiler $6,000 $1,200
Four J's Graphical Users (80) 17,660 5,200
Informix SE (20) 5,000 800
Encompass Palm Pilot Interface 7,500 1,000
WISE 5,000 1,000
Cognos Report Writer* 15,982 3,995
ACTion!! 13,638 2,700
Sub Total: $70,780 $15,895
Less Credit -10,000
Total: $ 60,780 $ 15,895
*Includes 15 named users in the aggregate of Impromptu User, PowerPlay User, PowerPlay Enterprise Server,
(1) Administrator, Unlimited Impromptu Runtime and Unlimited Impromptu Web Reports
3/O1-MA024 30
Version 1.5
• •
Attachment H
Cost Summary
Migration Analysis and Coordination $20,000
Software Installation, Configuration and Setup 19,300
Data Conversion 21,900
Training 75,000
Software Products 60,780
Total: $196,980
3/01-MA024
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Version 1.5
•
3/01-MA024
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Version- 1.5
• •
REQUEST FOR CUSTOM SOFTWARE ENHANCEMENTS
ORGANIZATION: DATE:
YOUR NAME: PHONE:
SOFTWARE APPLICATION: FAX:
PEI TRAINER E-MAIL:
PRODUCT AREA:
Education
Student
Education
Financials
Government Financials
Government Revenue
ALL requests for software modifications must be in writing on this request form. Please be specific with a
detailed description of the modifications needed, and any additional items as explained in the guidelines on
the accompanying page. Include additional pages if necessary.
DESCRIPTION OF REQUEST:
FOR PENTAMATION USE ONLY
Project Description Days Cost
Requested Completion Date:
Reason for Date:
NOTE: This is not a commitment date. Our best effort will be made to accommodate the requested
completion date.
REQUEST PROCESSING:
Pentamation will provide a preliminary estimate briefly describing the intent of the project request. Our goal is to provide this
estimate within two weeks upon receipt of the initial request. Once reviewed, this preliminary estimate must be approved and will
authorize Pentamation to proceed with detailed specifications at a cost of 25% of the upper range of the preliminary estimate. Upon
receipt of this approval, a detailed specifications document will be provided describing the design and development necessary for
project completion. The specifications must be reviewed, approved, signed, and returned to Pentamation for processing. Upon
receipt of the signed detailed specification approval (including purchase order number), the project will be scheduled. The standard
charge includes the detailed specifications document, program coding and development, testing and verification, installation of final
project, and user documentation written by the programmer.
3/O1-MA024
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Version- 1.5
e
GUIDELINES FOR SUBMITTING REQUESTS
FOR CUSTOM PROGRAMMING ENHANCEMENTS
PRE-PRINTED FORMS
• If the output is to be printed on a pre-printed form, please include a blank copy of an original
form as well as one that has been completed. Please do NOT send a photocopy, since
photocopy machines tend to distort the actual form layout. If an original form is unavailable,
please send an acetate or "blue line" from the printing company.
REPORTS
• Send a sample report or layout on a separate sheet. Specify the type of printing method to use
(e.g. laser or impact). Clearly define all totals and subtotals. Describe each field on the report
including where the data comes from, how the field is calculated, and the format of the field.
For example, "print the birthdate in the format mm/dd/yy". Please include any special edits or
verification processing needed. For example, "print the first 20 positions of the department
name".
• Identify the selection criteria needed, and all fields for sort orders, breaks, and totals. For
example, the statement can read, "Report on any department or all departments. Sort the report
by department and then alphabetically by employee name. Print totals for the identified
columns and skip to a new page when the department changes, with department totals for
salaries and deductions."
• All reports are formatted by default for six (6) lines per inch with 66 lines per page. If the report
requirements are different, the new page dimensions must be provided.
• For the state -mandated reports, include a copy of an actual report to be submitted to the state.
Include all documentation as provided by the state. Indicate how records are identified for
inclusion or exclusion. For example, "Retirement report should contain only those employees
with a deduction of "RET" and a YTD amount not equal to zero."
SCREEN CHANGES:
• For screen modifications, include a printed copy of the existing screen, complete with notations
as to what revisions are required. If a new maintenance screen is needed, please provide a draft
of how the screen should appear, complete with field descriptions and formatting needs.
CALCULATIONS
• Explain in detail how calculations should be accomplished, including examples for clarification.
For state -mandated requirements include all documentation provided by the state. If the state
accepts more than one calculation method, Pentamation may only support one method. If there
is a preference as to which calculation method to use, please indicate such for consideration as
to which method will be supported.
MAGNETIC MEDIA
—Include all documentation provided by the intended recipient. This should include character/data
format, header/data record layout, blocking factor, and type of media (tape, diskette, or
electronic transfer). NOTE: If tape media is required, Pentamation will only support unlabeled
tapes.
3/O1-MA024
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Version- 1.5