HomeMy WebLinkAboutContract 1561A
A C ~'
suPPoRT PLUSTM
SOFTWARE SUPPORT AGR£EMENT (SSA)
CITY OF COLUMB~/A ~IGH_T$, M/NNE$O._TA _
CLIENT
Page 1 of 1
This AGREEMENT is between AFFILIATED COMPUTER SERVICES (ACS), and the signatory CLIENT, and clearly states their mutual responsibilities and commitments
This agreement is in effect for one year, in return for the stated tees and rates. II can he modified at any time if both pa~es agree lo the change in writing.
SERVICES: ACS will provide the computer consulting and programming services specilSecl arid detined entirely by this agreement. These may include: consulting, training, installa:~,on
assistance, modification or maintenance of sol. ara.
WARRANTIES ANO L~.B U t ES: ACS endeavors to provide high quality services. All services ara provid, ed by qu. alifi ,e~l.. staff, prope.rly.su.p, ervi?c. I., and. w!?
agreed to by both parfies Those services performed by ACS anddeterm[nedbyACS tobeoflessthanpromssiona~quadtyarecorm~e~w~moutcnargetome~-I~-~l/. ~ ec s
may take the form of; 1) changed documentation; 2) cflanged source or object code; 3} procedures to bypass the prab em*. or 4) additional support.
UNDERSTANDINGS: All services performed by ACS under this agreemer~t will be paid by the CLIENT according to the agreed lee structure and within 10 days after lhe date of
invoice.
ACS retains ali proprietary rights to source programs, object programs, subrou~nes, layouts, fo~'Tnats, documentation, and techniques that are prepared on behalf of the CLIENT,
unless a specific exception is slated herein,
ACS wi;I make its best effort to schedule and meet scheduled commitments in the order of priority most impatient Ia the CLIENT. ocs lakes into considerabon the CLIENTS time
schedule, the workload of its employees and disrupt[on of CLIENTS' schedules.
All enhancement distdbulions will be prepared for i~stallat',on at the current OSI400 Operal!r~g System version and release level as we~l as one prior release
Th s agreement governed by the taws of the State of J~l'il'l. ll~-e $ O tgi is the entire agree ,me. nt betwe.e, n th,e puff[es:. A waiver, of any ,part, o, f' this a.g r.e.,emer t i~.limit,ed to
that specific event anti shall noI waiver the ant re agreement. Any notices required shall be in writing aha etrective when oeposirea In the mai~ prope~y aooresseo w~m prepare postage
ACS will not init/ate acbon on any item without the expressed consent of the CLIENT.
This Support Plus Agreement will automatically renew on Its anniversary d~e w~th an annual price increase of not more than 6% if ACS or the CI. IENT e!ec!s not to renew the
Agreement, the other party must be notified in writing at least 30 days prior to the anniversa~ date.
Annual fees are non-reCundable.
AFFILIATED COMPUTER SERVICES (ACS) will provide the following services ["SUPPORT PLUS' r~ ) In support of the applications listed for the listed annual fee:
Unlimited training at an ACS training facility at regularly schedu!ed classes, The problem ar~alysis of Items brought Ia ACS in Waite Park.
Hot-Li~e Telephone consultations. The d sir button orraplacement libraries for o~saster recovery.
The distribution of ACS standard application enhancements. User Group Meeting s
APPLICATIONS COVERED AND ANNUAL FEE FOR SUPI?ORTPLUSTM :
Applications
Accoun_ts_R~Aelv~ble System (~}
C~h R~c~ip_~ ~s~ (q~)
~_~. ~¢d As~.~t~ystem
Utility ~!iling S~stem
Annual Fee
lncl~_!~LG_F_~_
3,550_
___!,650
!,769
TOTAL This Agreement:
........ .......
1+ MN state sales tax oj~ $112,96)
Billing Preference: [~ Monthly I~ Annual
Term of Support Plus
o l_/o -
ADDITIONAL SERVICES (Cha~Jed at ACS hourly rates.!
On-site visits. ~ Plan~mg, status meetings, and feasibility studies.
Systems; analysis, pff~gramming, program testing, documentatior~ ~ Hardware and software interfaces.
Data entry and file conversions. ~ \ App~cation specialist.
Signed: X /~"J~ ~ Phone#: X
Title: X ~z_~ '/ /V~,~ y"~,,~' Fax#: '7/, $ - '~O~, - ~. ~_._~ ................
/
~/ / - "'" ' 290'1 Third ST $ POB 548
Client: _C_.t_iy b_f Columbia Heights Waite Park MN 56387-0548
590 41th AVE N~ Phone: 8001800-0181
Fax: $201257 - 1478
Columbia H'ei.ehts MN ~$42~.383~
Pdnled_.B/14100-~0:32
A
A C ~
SUPPORT PLUS"
SO--ARE SUPPORT AGREEMENT (SSA)
CI_TY_CLF COLUMBIA H_EIGHT_$~__I~NN~SOTA
CLIENT
Page 1 of 1
This AGREEMENT is between AFFILIATEO COMPUTER SERVICES (ACS), and the signatory CLIENT, and clearly states their mutual responsibilities and commitments.
This agreement is in effect for one year, in return for the stated fees and rates, it can be modified at any time Jf both pa~es agree to the change in writing.
SERVICES; ACSwill previde thecomputer consulting and pregrarnming services specified anddefined entirely bythls agreemenL These mayindude: consulting, training, Installation
assistance, modific~tlon or maintenance of software.
WARRANTIES AND LIABILITIES: ACS endeavors to provide high quality services. All services a re provided by qualified staff properly supervised, and will meet the specifications
agreed to by both parties Tho~e services performed by ACS and determined by ACS to be of less than professional quality are corrected without charge to the CLIENT. Correctlons
may take the form of: 1) changed documentation; 2) changed source or object code; 3) procedures to bypass the prob em; or 4) additions suppeR.
UNDERSTANDINGS: All services performed by ACS under this agreement will be paid by the CLIENT according to the agreed fee structure and within 1 o days after the date of
invoice.
ACS retains all proprietary rights to source programs, object programs, subroutines, layouts, formals, documentation, and techniques that are prepared on beha!f of [he CLIENT,
unless a specific exception is stated herein~
ACS w[l[ make its besl effort to schedule and meet scheduled commitments in the order of priority most important to the CLIENT. acs takes into consideration the CLIEN"PS time
schedule, the workload of its employees and disruption of CLIENTS' schedules.
A~I enhancement distributions will be prepared for ~nstaltaflon at the curt'ant OS/400 Opera-ting System version and release level as well as one prior release level
This agreement, governed by the laws of the State of )~r~rt ~,e$o~'a , is the at,lire agreement between the parties. A waiver of any part of thls agreement is timited to
that specific even[ and shal! not waiverthe entire agreement. Any notices required shall be in writing and effective when deposited !n the mail propedy addressed with prepaid postage.
ACS will not initiate action on any item without the expressed consent of the CLIENT.
This Support Plus Agreement wilt automatically renew on its anniversary date with an annual price increase of not more than B%. If ACS or the CLIENT elects not to renew the
Agreement, the other party must be noUfied in writing at least 30 days prior to the anniversary date.
Annual fees are non-refundable.
AFFILIATED COMPUTER SERVICES (ACS) will provide the following services ("SUPPORT PLUS" T~ ) In support of the applications listed for the listed annual fee:
Unlimited training at an ACS training facility at regu!srly scheduled classes. The p~tilem analysis of items brought to ACS in Waite Park.
Hot-Line Telephone consultations. The distribution of replacement libraries for disaster recovery.
The distribution of ACS standard application enhancements. User Group Meetings.
APPLICATIONS COVERED AND ANNUAL FEE FOR SUPPORT PLUSr~ :
Applications
Accounts.__P_a~abZe Sys_te. m
~~e~ A~t System
~_~ Pay~ll ~y~m ~A~TE)~
Annual Fee
tncl in GF$
$ 14!.53_
602_
incl in GFS
1,683
,, 1_,804
TOTAL This Agreement:
$ 8,863 ............
(+ ~N state sales tax of $115.22)
Billing Preference: ~ Monthly ~] Annual
Term of Support Plus
0 ~/O l/2OO2 .12/_3..I_/~2.P_o. 2_
ADDITIONAL SERVICES (Charged at ACS hourly rates.) On-site visits.
Systems analysis, p~ogramming, program testing, documeptatio, n.
Data entry and file conversions. . //~~
Client: Ctt~ of Columbia Het~ihts
$90 41th AVE NE
Columbia Heights MN 55421-3835
C'('I 'J ~,C] 'Ak!
Planning, status meetings, and feasibility studies.
Hardware and software interfaces.
Application SpecialisL
Affiliated Computers Se rvices
290t Third ST S PCB 548
Waite Park MN 56:387-0548
Phone: 8001800 - 018t
Fax: 3201257 - '1478
Printed ..8114/0C- - 10:32
A
SUPPORT Pt.US TM
SOFTWARE SUPPORT AGREEMENT (SSA)
CITY OF~D~UM~_HEI_GHT~, MINNE_S__O_TA__
CLIENT
Page I of 1
This AGREEMENT is between AFFILIATED COMPUTER SERVICES (ACS), and the signsto~ CLIENT, end clearly states their mutual responsibilities and commitments.
This agreement ts in e~fect rot one year, in return for the staled fees and rates. It can be modified at any lime ~f both parties agree to the change in wdting.
SERVICES: ACS will provide the computer consulting and programming services specified end defined entirely by this ag reement. These may include: co.suiting, training,
assistance, modification or maintenance of software.
WARRANTIES AND LIABILITIES: ACS endeavors to provide high quality services, All services are provided by quali§ed slaff, properly supervised, and will meet the spec~caticns
agreed to by both parties. Those services performed by ACS end determined by ACS to be of foss than professiona! quality are corrected without charge to the CLIENT. Corrections
may take the form of: 1) changed documentation; 2) changed source or object code; 3) procedures to bypass the problem; ~ 4) additional support.
UNDERSTANDINGS: All services performed by ACS under this agreement will be paid by the CLIENT according to the agreed fee structure and w~thin 10 days after the date cf
invoice.
ACS retains all proprietary rights to source programs, object programs, subroutines, layouts, formats, documentation, and techniques that are prepared on behalf or the CLIENT,
unless a specific exception is staled herein. '
ACS will make its best effort to schedule and meet scheduled commitments in the order of priority most important to the CLIENT. acs takes into consideration the CLIENT'S time
schedule, the workload of ils employees and disruption or CLIENTS' schedules,
All enhancement distributions will be prepared for installation at the current OS1400 Operating System version and release level as well as one prior release level
This aoreement oovemed by the laws of the State of Nlinnesota is the entire agreement between the padies. A waiver of any pad of this agreement is lim!ted to
that specific eve~,[and shal', not waiver the entire agreement, Any notices required shall he in writing and effective when deposited in the mail propedy addressed with prepaid pos',age.
ACS will not initiate action on any item without the expressed consent of the CLIENT.
This Support Plus Agreement will automatically rerlew on its anniversary date vath an annual p,ri? increase of not more than 8%. If ACS or the CLIENT elects not to renew [he
Agreement, the other party must be notifmd in writing at least 30 days 'pdcr to the anniversary Date,
Annual fees are non-retundable,
AFFILIATED COMPUTER SERVICES (ACS) will provide the following set'vices ("SUPPORT PLUS" rs ) I~t support of the applicalions listed for the listed annual fee:
Unlimited train ng at an ACS training facili~ at regularly sohedu~ed classes, The problem analysis of items brought to ACS in VVaite Park.
Hot-Line Telephone consullafions. Ti~e distribution of replaceme,~t libraries for disaster recovery,
The distribution of ACS standard application enhancements. User Group Meetings.
APPLICATIONS COVERED AND ANNUAL FEE FOR SUPPORT PLUSTM :
Applications
_A_c_c_ou_n__ts Pa_~y_able .S_y~_tem (A/P} _
_A_c_c_o.~zn_ts Receivable $_y_~rtem (A./R}
g_as__h.. R_e_c_eip_ts Systerr~lC~R)
Oovt___~.~_e_d_A.s=_e_t ~_ustem (F/A)
_Go_g..~_'_na__~c(al S_ustem l_G___FS}
Govt Payro ll__~_yS.t_e__m_ (PA YII~ TE}
_U_t_!.!.i_ty_B_ illin~ Syst_e_m
Annual Fee
.lnel in GF$
tnel in GF$
1, 71 7
1,840
TOTAL This Agreement:
$__~_4~0 ...........
(+ MN state sales tcv¢ of $117.52}
Billing Preference: [~ Monthly 1~ Annual
Term of Support Plus
o ~/o ~/~oo~ .
ADDITIONAL SERVICES (Charged at ACS hourly rates.)
On-site visits. Planning, status meetings, and feasibility studies.
Systems analysis, programming, program testing, documenlation. He.ware and software interfaces.
Data entry and file conversions, Application Specialist,
//
Date: X//~//~ ' -- ~---~'~ AffiliatedComp,tersServlces
/ _/. . -.-~- ~ ~ ~hir~ ST S .OB
Client: , C~ O~ CO~me[~ ~et~tr.S Waite Park MN SS~87-OS48
Fax: 32~ 1257 - 1478
Cob, robie Eeights ~N $$4~I.3~35
Printed...8/14/00 - '10'32
CITY COUNCIL LETTER
MEETING OF: December 27. 2000
AGENT)A SECTION: Consent ORIGINATING DEPT: 'CITY MANAGER
NO · . FINANCE APPROVAL
ITEM · SOFTWAR_E SUPPORT BY: Roxane Smith t_~ BY:
AGREEMENT WITH
ACS, INC. DATE: December 20, 2000
NO:
In December of 1989 the City entered into an agreement with Business Records Corporation, now ACS, Inc., to
purchase a five-year software support agreement. The agreement was extended for three years in December of
1994 and again in December of 1997. The software support agreement provides us with annual maintenance on
soft~,are as well as providing, at no cost, updates as changes are made. The attached support agreement is an
additional three-year extension of the original agreement. The total cost of the three-year agreement is
$26,937.70 or $8,801.96 for the year 2001, $8,978.22 for the year 2002, and $9,157.52 for the year 2003. This
is an increase of $652.38 for 2001, $176.26 for 2002, and $179.30 for 2003. This is an average of a 4%
increase per year.
It is staff's recommendation to continue the software support agreement as it provides ongoing telephone
support, help with resolving day-to-day operational problems, updates to the software as they are developed,
and ongoing staff training in the operation of various programs.
Without the software maintenance agreement the City would not receive software updates. In addition, the City
xvould be charged between $100 and $200 per hour for all service and assistance we receive from ACS. At this
average rate, 58 hours of ser¥ice would cost more than the maintenance agreement.
RECOMMENT)ED MOTION: Move to authorize the Mayor and City Manager to enter into a three-year
software support agreement with ACS, Inc., formerly Business Records Corporation, for maintenance of
financial software packages at a cost not to exceed $26,937.70 billed annually at $8,801.96 for 2001, $8,978.22
for 2002, and S9,157.52 for 2003.
RS:sms
0012205COUNCIL
COUNCIL ACTION:
[
Waite Park, MN 56387
State and Local Govt. Services 800.800.8235 Fax 320.255.998.6
Quote #:
Quote Date:
Good Until:
Terms:
Sales Executive:
ACs PROFESSIONAL SERVICES PRICE QUOTATION
Bllt. To:
Bill .EIl'ite - Finance Director
City of Columbia Heights, MN
590 40th AVE NE
Columbia Heights, MN 55421
bill.elrite@ci.columbia-heights.mn.us
Ship To:
Bill Eldte- Finance Director
City of Columbia Heights, MN
590 40th AVE NE
Columbia Heights, MN 55421
Fax #763-706-3601
Phone #763-706-3626
# of Hours Est. Add Credit Card Processing to GFS
140.5 Analysis, Programming, Testing end Documentati,
90.5 Credit- Feature will be added to base GFS Systel n/a
and SSA will not increase due to this enhancemer
Credit- Delivery guaranteed by.,~_ol~stead of 12131/01
wort~ and details of process flow
Less: Training/Installation to take place in 2002
Total Quote Amount
Cost per hour Total
$120,00 $16,860.00
($120.00) ($10,860.00)
($'~ ,500.00)
($2,000.0O)
$2,500.00
09192001
09/19/2001
12/31/2001
Net 30
Jim Nelson
Approved By:
~ Approval By:
Prices are subject to change~..~p_ rices quoted do not include sales tax or shipping.
~Signature)
' (~gnature) / ~ ' .~ Install Type:
ACS Accounting - Please invoice $2,500 prior to Dc~j~er 31, 2001.
ACS ORDER FORM
Date:
Customer:
Contact:
Phone:
Fax:
Sales Rep:
Description:
QTY
January 23, 2004
City of Columbia Heights
Bill Elrite
763-706-3600
763-706-3601
Jim Nelson
ACS NewVision Software Upgrade
DESCRIP¥iON
SHIP TO:
City of Columbia Heights
Attn: Finance Department
590 40th AVE NE
Columbia Heights, MN 55421-383
Unit PRICE PRICE
ACS NewVision - Animal Control
ACS NewVision - Accounts Receivable
ACS NewVision - Business License
ACS NewVision - Building Permit
ACS NewVision - Cash Register
ACS NewVision - Capital Assets
ACS NewVision - GFS
ACS NewVision - Human Resources
ACS NewVision - Parking Citations
ACS NewVision - Payroll
ACS NewVision - Utility Billing
ACS NewVision - Vehicle Sticker
ACS NewVision - Highway Costing
Subtotal
Less: Approved Discounts
Total System Upgrade Fee
$1,700
$1,700
$2,500
$2,500
$2,250
$10,650
-$6,150
$4,500
INotes to Customer.
IEStimated FY04 SSA for all apps inclusive of NewVision is $10,425
Note: Your Software Support Agreement (SSA) will be adjusted for NewVision at the time of your next SSA renewal. In addition
to your annual adjustment, a one-time increase equal to 13% of the Subtotal prior to discounts (listed above) will be included.
APPROVAL:
TITLE:
i-Please complete th~__section and fax back ~/ulle Melville, ACS. Fax # 320.255.9986. Thanks! --
12'~-~ ~?~c' ' P.O. #:
_. (if applicable)
FOR ACS USE ONLY:
DATE:
ACS APPROVAL:
fs~)
ACS Government Systems, 2901 Third Street South, P.O. Box 548
Waite Park, MN 56387-0548- Phone: 320.253.2f70 -or- 800.800.8235
A C $
ACS Government
Information Services
INVOICE
Invoice Date
Invoice Number
Date Due
04/07/04
1368759 RI
04/17/04
Regarding:
ATTN: BILL ELRITE
Customer ACS Sales
Number Order #
101871 242077 SO
Bill to:
CITY OF COLUMBIA HEIGHTS
590 40TH AVENUE NORTHEAST
COLUMBIA HEIGHTS MN 55421
Sales Shipping
Rep # Date
131441 04/05/04
Branch/Plant: 25020
C/C Product # Quantity Description Unit Price Extended Price
Please remit to:
ACS
Lock Box 200790
Dallas TX 75320-0790
Tax
AMOUNT DUE 4,500.00
CITY OF COLUMBIA HEIGHTS
DATE:
TO:
FROM:
RE:
APRIL 5, 2004
WALT FEHST
CITY MANAGER
WILLIAM ELRITE~)~
FINANCE DIRECTOR
ACS COMPUTER SOFTWARE UPDATE
Attached is an ACS order form in relationship to updating our current financial software.
Approximately one year ago ACS came out with a new version of their software called
NewVision. This update primarily transformed the previous software that had a traditional
computer appearance to software with more of a modern-day windows appearance. We have
avoided purchasing this update primarily because it did very little to enhance the software, it
basically just made it more user friendly. Over the past year ACS has made further
enhancements to this software package that does render the new version to be more useful to us.
The new version is not only more user friendly, but it also allows us much more ease in
downloading information, or in other words bringing information from the financial records into
an Excel spreadsheet. Subsequently, I am recommending that we purchase the update for the
negotiated, reduced price of $4,500. Originally the cost for this software was $11,385.
At the present time, we, in essence, have no alternative but to purchase the upgrade. ACS no
longer supports the previous version. In order to obtain the update that was needed from ACS to
run our payroll W-2's prior to January 30, I had to give ACS a verbal commitment that we would
purchase the upgrade. As of January 2004, ACS only had us and one other city that had not
purchased the upgrade. Subsequently, I am recommending the purchase of this software for two
reasons; 1) it will be beneficial due to user friendliness and the ability to download inforn~ation,
and 2) we really have no alternative, ACS no longer supports the previous version of this
software. If you would like more information from me regarding this, please let me know,
otherwise, I am requesting that you sign the attached contract so we can return it to ACS.
WE:sms
0404051CM
Attachment