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4To: From: Date: SUbject: Background: Expense Account: Attachments: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor & Members of the City Commission South Miami hO:d mr' 2001 Steven Alexander, City Manager Agenda Item NO.:~ November 5, 2013 A Resolution authorizing the City Manager to expend $16,000 for professional services required SunGuard Public Sector, Inc. Land File Cleanse, charging account number 001-1620-524-3450, Planning and Zoning Contractual Services. The City of South Miami is in the process of implementing the Community module that will integrate with the current SunGuard Public Sector, Inc Financial Software. Before integrating into the new Community module, the current data located in the AS400 NaviLine System must be updated to reflect accurate information. For example, there are multiple versions of one address causing inconsistencies when retrieving information. In order to expedite this conversion, a one-time NaviLine Land Cleanup process is required. The scope of this project includes fixing the related party file so that only one active related party record is retained for each unique person or company. Persons and companies with duplicate active related party records will be merged into one accurate record. $16,000 001-1620-524-3450 Planning and Zoning Contractual Services, with a current balance of $139,000 SunGard Public Sector Add-On Quote. SunGard Public Sector System Change Request. 1 RESOLUTION NO. ______ _ 2 A Resolution authorizing the City Manager to expend $16,000 for 3 professional services required SunGuard Public Sector, Inc. Land File Cleanse, 4 charging account number 001-1620-524-3450, Planning and Zoning Contractual 5 Services. 6 WHEREAS, the City of South Miami is in the process of implementing the Community 7 module that will integrate with the current SunGuard Public Sector, Inc. Financial Software; and, 8 WHEREAS, before integrating into the new Community module, the current data 9 located in the AS400 NaviLine System must be updated to reflect accurate information; and, 10 WHEREAS, in order to expedite this conversion, a one-time NaviLine Land Cleanup 11 process is required; and, 12 WHEREAS, the scope of this project includes fixing the related party file so that only 13 one active related party record is retained for each unique person or company; and, 14 WHEREAS, persons and companies with duplicate active related party records will be 15 merged into one accurate record. 16 NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY 17 COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT; 18 Section I. That the City Commission hereby authorizes the City Manager to expend 19 $16,000 for professional services required SunGuard Public Sector, Inc. Land File Cleanse, to be 20 paid from account 001-1620-524-3450, Planning and Zoning Contractual Services, with a current 21 balance of $139,000. 22 Section 2. This resolution shall take effect immediately upon adoption. 23 24 PASSED AND ADOPTED this __ day of ____ , 2013 25 ATTEST: 26 27 28 CITY CLERK 29 30 31 READ AND APPROVED AS TO FORM, 32 LANGUAGE, LEGALITY AND 33 EXECUTION THEREOF 34 35 36 37 CITY ATTORNEY 38 APPROVED: MAYOR COMMISSION VOTE: Mayor Stoddard: Vice Mayor Liebman: Commissioner Newman: Commissioner Harris: Commissioner Welsh: SUNGARD' PBS R Add-On Quote Quote Prepared By: Jamie Shell 1000 Business Center Drive, Lake Mary, FL 32746 Phone: 407-304-3854 Fax: Email: jamie.shell@sungardps.com Quote # Presented Date 0-00005761 10/10/2013 Valid Until 11/15/2013 Quote Prepared for: Account: South Miami, FL SMIA Contact: Alfredo Riverol, CPA Cr.FA Address: 6130 Sunset Drive South Miami, FL 33143-5093 Phone: (305) 663-6343 Professional Services Product Code Product Name OS-LANDFILE ONESolution Land File Cleanse Comments: ONESolution Land: Prof Svc-Conversion: $16,000.00 Payment Terms: Service Type Conversion Total: Net Price 16,000.00 16,000.00 Professional Services I 16,000.00 Total License Fees and Professional Services (Excludes Maintenance) 16,000.00 License, Project Planning, Project Management, Consulting, Conversion, Custom Modification, Third Party Product Software and Hardware Fees are due upon execution of this Quote. Training fees and Travel & Living expenses are due as incurred monthly. Installation is due upon completion. Implementation and Third Party Product Services fees are due 50% on execution of this Quote and 50% due upon invoice, upon completion. Unless otherwise provided, other Professional Services are due monthly, as such services are delivered. Additional services, if requested, will be invoiced at then-current rates. Any shipping charges shown are estimated only and actual shipping charges will be due upon invoice, upon delivery. Annual Subscription Fee(s): Initial annual subscription fees are due 100% on the Execution Date. The initial annual subscription term for any subscription product(s) listed above shall commence on the Execution Date of this Agreement and extend for a period of one (1) SUNGARD"P -Confidential Page 1 SUNGARD" PUB C S R Add-On Quote year. I nereaffer,"tfle" SUbSCriptiOn terms"snall automatically renewTorsU'ccesslve one (1) year terms, unless elmer party gives me omer party written notice of non-renewal at least sixty (60) days prior to expiration of the then-current term. The then-current fee will be specified by SunGard Public Sector in an annual invoice to Customer thirty (30) days prior to the expiration of then-current annual period. SunGard Public Sector Application Annual Support: Customer is committed to the initial term of Maintenance and Support Services for which the support fee is included in the License fee(s) and begins upon execution of this Quote and extends for a twelve (12) month period. Subsequent terms of support will be for twelve (12) month periods, commencing at the end of the prior support period. Support fees shown are for the second term of support for which SunGard Public Sector is committed and which shall be due prior to the start of that term. Fees for subsequent terms of support will be due prior to the start of each term at the then-prevailing rate. Subsequent terms will renew automatically until such time SunGard Public Sector receives written notice from the Customer thirty (30) days prior to the expiration of the then current term. Notification of non-renewal is required prior to the start of the renewal term. Customer will be invoiced, and payment is due, upon renewal. Third Party Product Annual Support Fees: The support fee for the initial annual period is included in the applicable Third Party Product License fees(s) unless otherwise stated. Subsequent terms invoiced by SunGard Public Sector will renew automatically at then- prevailing rates until such time SunGard Public Sector receives written notice of non-renewal from the Customer ninety (90) days in advance of the expiration of the then-current term. Notification of non-renewal is required prior to the start of the renewal term. Customer will be invoiced, and payment is due, upon renewal. As applicable for certain Third Party Products that are invoiced directly by the third party to Customer, payment terms for any renewal term(s) of support shall be as provided by the third party to Customer. Additional Terms: This Quote constitutes an Amendment to the Software License & Services Agreement and the Maintenance/Support Agreement (together, the "Contract and Agreement") by and between the parties hereto. The product and pricing information detailed above comprises the "Exhibit 1" schedule or "Supplement" attached to this Amendment. Except as otherwise provided herein, all terms and conditions of the Contract and Agreement shall remain in full force and effect. Any interfaces listed above are interfaces only. Customer shall be responsible for obtaining the applicable software, hardware and system software from the appropriate third party vendor. The Component Systems identified above are "Licensed Programs" or "Licensed Systems" licensed by SunGard Public Sector and are provided in and may be used in machine-readable object code form only. Applicable taxes are not included, and, if applicable, will be added to the amount in the payment of invoice(s) being sent separately. Travel and living expenses are in addition to the prices quoted above and shall be governed by the SunGard Public Sector Corporate Travel and Expense Reimbursement Policy. The date of delivery is the date on which SunGard Public Sector delivers, F.O.B. SunGard Public Sector's place of shipment, the Component Systems to Customer. The SunGard Public Sector application software warranty shall be for a period of one (1) year after delivery. There is no Testing and Acceptance period on the Licensed System(s) herein. Preprinted conditions and all other terms not included in this Quote or in the Contract and Agreement, stated on any purchase order or other document submitted hereafter by Customer are of no force or effect, and the terms and conditions of the Contract and Ag reement and any amendments thereto shall control unless expressly accepted in writing by SunGard Public Sector to Customer. Third party hardware/software maintenance and/or warranty will be provided by the third party hardware and software manufactu rer(s). SunGard Public Sector makes no representations as to expected performance, suitability, or the satisfaction of Customer's requirements with respect to the hardware or other third party products specified in this Quote. The return and refund policy of each individual third party hardware/software supplier shall apply. This Agreement is based on the current licensing policies of each third party software manufacturer as well as all hardware manufacturers. In the event that a manufacturer changes any of these respective policies or prices, SunGard Public Sector reserves the right to adjust this proposal to reflect those changes. Should Customer terminate this agreement per any "Term of Contract" Section of the Contract and Agreement, as may be applicable for certain customers, Customer agrees to pay, immediately upon termination, the remaining balance for all hardware, software, and services delivered prior to the termination date together with travel reimbursements, if any, related to the foregoing. Notwithstanding any lanQuaQe in the Contract and AQreement to the contrary, the purchase of support services is NOT necessary for the continuation of SUNGARD"P RI_ -Confidential Page 2 SUNGARD' PUB S R Add-On Quote L,USlOmer'sL:'iCense.' Pricing for professional services provided under this quote is a good faith estimate based on the information available to SunGard Public Sector at the time of execution of this Quote. The total amount that Customer will pay for these services will vary based on the actual number of hours of services required to complete the services. If required, additional services will be provided on a time and materials basis at hourly rates equal to SunGard Public Sector's then-current rates for the services at issue. For training and on-site project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is responsible for entire price of the training or on-site project manaQement plus incurred expenses. South Miami, FL Signature: __________________ Oate: _________ _ Printed Name: _______________ _ SUNGARD") P RI -Confidential Page 3 SUNGARD LI R SYSTEM CHANGE REQUEST CLIENT: City of South Miami, FL (SMIA) SCR NUMBER: Q-00005761 APPLICATION: Land/Parcel Management (LX) DATE: 10/18/2013 REQUEST DESCRIPTION PURPOSE OF SCR: Perform the one-time NaviLine land cleanup process. THE SCOPE OF THIS PROJECT: 1. Generate reports that shows address records with blank or *UNASSIGNED street names, and ZERO street number. The client will have to manually enter the data to complete the address information since this cannot be done programmatically. 2. Upload the parcel !D's for the matching address. This will be done if the parcel !D's are not LX. The client will have to provide for the county file or assessor file along with the file layout. 3. Update LX with the latest parcel owner information. New location address and parcel record will be created if the parcel ID is not found. The file from scope #2 will be used. 4. Optionally update LX with other pertinent parcel information that the client may want: miscellaneous information, legal description, and user defined information. The file from scope #2 will be used. 5. Generate reports that shows the related party name and the related party type (l-compary, 2=person). The client will have to review the names and do a manual maintenance in order to maintain the same format of person's name (first name- middle name-last name, or last name-comma-first name-then-middle name, or first name-middle initial-last name, etc). This has to be done by the client manually since it cannot be done programmatically. 6. Change the related party type to 1 =company if certain keywords like CORPORATION, CENTER, BUSINESS, RESTAURANT, HOSPITAL, etc. are found in the related party name. Generate report to reflect the changes. The client will have to manually correct any remaining company records and person records that have the wrong related party type. 7. Fix the related party file so that only ONE active related party record is retained for each unique person or company. Persons and companies with duplicate active related party records will be processed. Only the 1 sl record will remain ACTIVE. The rest will be changed to HISTORY. Any associated parcel or address records will be linked to the ACTIVE related party record. Report will be generated to reflect the changes. 8. Run the address cleanup program so the only one address on a given parcel is marked as MAIN. 9. Generate a report that shows location and owner zip codes that are not in the zip code file. If the missing zip code is 9 INSTRUCTIONS: 1) This document must be signed and returned within 30 days of receipt. This quotation is only valid for 30 Days. Unreturned and unsigned SCRs will be cancelled after 30 days. 2) Fax or E-mail a copy of the signed SCR to SUNGARD Public Sector, Inc. Fax (407) 304-1025. Upon receipt of the signed copy, if till be processed through the Accounting Department for invoicing. 3) Keep a copy for your records. 4) On-site installation and training is not included in cost unless specified above. 5) If your organization has a modification maintenance agreement, this modification will automatically be put under the plan as well. Should you require further information regarding SUNGARD Public Sector's modification maintenance agreement, please contact SUNGARD Public Sector's Operations Department at (800) 727-8088. INVOICE- • All billing for this request will refer to the SCR number located at top right of this form. • Please remit 50% of total cost with signed SCR Work cannot begin until 50% payment is received. • Prices are quoted in U.S. dollars. • The remaining 50% will be billed upon completion of the work. SCR NUMBER: Q-00005761 10f3 SUNGARD® PUBLIC ECTOR SYSTEM CHANGE REQUEST digits long or 5 digits long and the corresponding 5-digit zip code or 9-digit zip code exists, then just write the missing zip code to the zip code file using the city and state information from the existing zip code. The client will have to manually enter any remaining missing zip codes if the city and state information are not available. 10. Update the longitude and latitude information if they are not in LX. The client will have to provide for the county file, assessor file, or GIS file along with the file layout. Parcel ID or address information will be used a key for the update process to work. 11. Rebuild the street dictionary if it is not up-to-date. 12. Add any missing direction codes or street suffix codes to the respective code tables. EXCLUSIONS AND LIMITATIONS: 1. Data corrections beyond or outside the scope of work will require additional SCR. 2. Additional reports beyond or outside the scope of work may require additional SCR. 3. Running the process multiple times may require additional SCR. 4. The client will have to provide the county file, assessor file, or GIS file along with the file layout in order to do scope #2,3,4, and 10. 5. The client may have to manually correct and maintain their data for scope #1,5,6, and 9. DATA REQUIREMENTS UNLESS INCLUDE IN THE SCOPE ABOVE: Clients must provide a sampling of all data sets to be converted and in some instances all data to be converted. • All data records should be ASCII or EBCDIC, fixed-length and fixed-field formatted non-binary data: • File layouts with field descriptions must be provided for each file that is to be converted. All data files must have fixed length records and fixed length fields. • The extraction of textual data string content into separate fixed data fields is not provided. If data is not provided in an AS400, fixed length format, as listed above, or requires any data cleanup, SUNGARD Public Sector will at its discretion, require an additional SCR or return the data to the client. • Files not provided in fixed length format will require an additional SCR at a minimum of 2 hours per file. No guarantee will be made that SUNGARD Public Sector will be able to transfer non-fixed format files to a usable fixed format. • Clients are responsible for loading input files on their local system: • Data cleanup for customers is NOT included in the conversion pricing. If the customer requests assistance a separate SCR will be opened specifically for this work. ADDITIONAL INFORMATION: INSTRUCTIONS: 1) This document must be signed and returned within 30 days of receipt. This quotation is only valid for 30 Days. Unreturned and unsigned SCRs will be cancelled after 30 days. 2) Fax or E-mail a copy of the signed SCR to SUNGARD Public Sector, Inc. Fax (407) 304-1025. Upon receipt of the signed copy, if till be processed through the Accounting Department for invoicing. 3) Keep a copy for your records. 4) On-site installation and training is not included in cost unless specified above. 5) If your organization has a modification maintenance agreement, this modification will automatically be put under the plan as well. Should you require further information regarding SUNGARD Public Sector's modification maintenance agreement, please contact SUNGARD Public Sector's Operations Department at (800) 727-8088. INVOICE- • All billing for this request will refer to the SCR number located at top right of this form. • Please remit 50% of total cost with signed SCR Work cannot begin until 50% payment is received. • Prices are quoted in U.S. dollars. • The remaining 50% will be billed upon completion of the work. SCR NUMBER: Q-00005761 20f3 SYSTEM CHANGE REQUEST The SCR is a supplement to the existing SUNGARD Public Sector Agreements and Supplements executed between SUNGARD Public Sector and you. Unless otherwise stated, all their terms and conditions shall remain in effect and apply to this SCR. Any waiver of any portion of the SCR is valid for that occurrence only. All other conditions remain in effect. A signed SCR must be received before the conversion will be put on the master schedule and assigned a specific programming date. On request, a window of when the conversion could begin will be provided, but that date may change, based upon receipt of the SCR and programming availability. A separate SCR will be opened for each application conversion purchased. Quotes for Conversion SCR's are subject to change without notice. FDI XXXXXXX I I I I FIXED COST: I $16,000.00 SUNGARD Public Sector, inc. CONFIRMA nON: Jamie Shell iamie.shell(a}sun2ardps.com * Phone: (4.07) 304-3854 CLIENT AUTHORIZA nON: INSTRUCTIONS: 1) This document must be signed and returned within 30 days of receipt. This quotation is only valid for 30 Days. Unreturned and unsigned SCRs will be cancelled after 30 days. 2) Fax or E-mail a copy of the signed SCR to SUNGARD Public Sector, Inc. Fax (407) 304-1025. Upon receipt of the signed copy, if till be processed through the Accounting Department for invoicing. 3) Keep a copy for your records. 4) On-site installation and training is not included in cost unless specified above. 5) If your organization has a modification maintenance agreement, this modification will automatically be put under the plan as well. Should you require further information regarding SUNGARD Public Sector's modification maintenance agreement, please contact SUNGARD Public Sector's Operations Department at (800) 727 -8088. INVOICE- • All billing for this request will refer to the SCR number located at top right of this form. • Please remit 50% of total cost with signed SCR Work cannot begin until 50% payment is received. • Prices are quoted in U.S. dollars. • The remaining 50% will be billed upon completion of the work. SCR NUMBER: Q-00005761 30f3