HomeMy WebLinkAbout2021-30911
SOFTWARE LICENSE AND SERVICES AGREEMENT
This Software License and Services Agreement that includes attached Exhibits (“Agreement”) is between Bellefeuil, Szur &
Associates, Inc. ("BSA"), a Michigan corporation and the City of Columbia Heights, Anoka County MN (“Customer”), effective the
date of the signature of the last Party to sign the Agreement (“Effective Date”). Each party to the Agreement is referred to as a
“Party” and the parties, collectively, are referred to as “Parties.”
This Agreement sets the terms and conditions under which BSA will furnish certain licensed software and certain services
described herein to Customer.
SECTION A – SOFTWARE LICENSE
1.License Grant.
1.1.Upon the Effective Date, subject to the terms of this Agreement and Customer’s ongoing compliance therewith, BSA
hereby grants to Customer a perpetual, non-exclusive, non-transferable, and non-assignable license to install and use
the BSA Software Products for Customer’s internal business purposes only (and not, for example, as a data center,
reseller, or service bureau for third parties), only on servers owned by Customer and located at Customer’s facilities,
and otherwise in accordance with this Agreement. “BSA Software Product(s)” means, the: (i) BSA software products
set forth in Schedule 1 to Exhibit A; (ii) related interfaces and customizations; (iii) BSA manuals, BSA official
specifications, and BSA user guides provided in or with BSA software products set forth in Schedule 1 to Exhibit A
(“Documentation”); and (iv) all modifications to the BSA software products set forth in Schedule 1 to Exhibit A,
including, but not limited to, fixes, new versions, new releases, updates, upgrades, corrections, patches, work-arounds
(collectively, “Modifications”). For the avoidance of doubt, Documentation does not include advertising, other
general statements about products, or statements by sales or other staff members. Customer may make and keep
(securely) one archival copy of each BSA Software Product solely for use as backup.
1.2.Customer will not sublicense, modify, adapt, translate, or otherwise transfer, reverse compile, disassemble or
otherwise reverse engineer BSA Software Products or any portion thereof without prior written consent of the BSA.
Without limiting the foregoing, the BSA Software Products may not be modified by anyone other than BSA. If
Customer modifies the BSA Software Products without BSA’s prior written consent, any BSA obligation to provide
support services on, and the warranty for, the BSA Software Products will be void. All rights not expressly granted are
reserved.
2.License Fees.Customer agrees to pay BSA, and BSA agrees to accept from Customer as payment in full for the license
granted herein, the software fees set forth in Schedule 1 to Exhibit A . .
3.Limited Software Warranty.
3.1.BSA warrants and represents for a period of one (1) year from the installation of BSA Software Product that: (i) such
BSA Software Product will perform substantially in the same manner as official demonstration versions and in
accordance with BSA’s authorized online tutorials and videos that may have been made available as part of the sales
and negotiation process leading up to this Agreement; and (ii) the BSA Software Product shall conform to the
Documentation and be free of material defects in workmanship and materials. Any claim under this Limited Software
Warranty must be made within one (1) year from the installation of the applicable BSA Software Product. Customer’s
exclusive remedy in the event of a breach of this warranty shall be to have BSA use reasonable efforts to repair or
replace the non-conforming BSA Software Product so as to render it conforming to the warranty, or in the event that
is not possible to render it conforming with reasonable efforts, to receive a refund of the amount paid for the BSA
Software Product.
3.2.THE FOREGOING LIMITED SOFTWARE WARRANTY IS IN LIEU OF ALL OTHER REPRESENTATIONS OR WARRANTIES
RELATING IN ANY WAY TO THE BSA SOFTWARE PRODUCTS, INCLUDING,BUT NOT LIMITED TO, THEIR FEATURES,
ATTRIBUTES, FUNCTIONALITY, AND PERFORMANCE. THE FOREGOING LIMITED SOFTWARE WARRANTY IS IN LIEU OF
ALL SUCH REPRESENTATIONS OR WARRANTIES WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO,
ANY IMPLIED WARRANTIES OR REPRESENTATIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY AND FITNESS
FOR A PARTICULAR PURPOSE AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW OR FROM THE COURSE OF
Contract # 2021-3091
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DEALING OR USAGE OF TRADE. BSA DOES NOT REPRESENT OR WARRANT THAT THE BSA SOFTWARE PRODUCTS
WILL MEET ANY OR ALL OF CUSTOMER’S PARTICULAR REQUIREMENTS, THAT THE OPERATION OF THE BSA
SOFTWARE PRODUCTS WILL OPERATE ERROR-FREE OR UNINTERRUPTED, OR THAT ALL PROGRAMMING ERRORS IN
THE BSA SOFTWARE PRODUCT(S) CAN BE FOUND IN ORDER TO BE CORRECTED.
4.Ownership of BSA Software Products/Proprietary Information.
4.1.BSA shall retain ownership of, including all intellectual property rights in and to, the BSA Software Products. Customer
agrees not to challenge such rights and hereby assigns any and all copyrights and other intellectual property rights in
and to the BSA Software Products to BSA and agrees to execute any and all documents necessary to effect the
purposes of this paragraph. “Intellectual property rights” means all trademarks, copyrights, patents, trade secrets,
moral rights, know-how, and all other proprietary rights.
SECTION B – PROFESSIONAL SERVICES
5.Professional Services.BSA shall provide the services (“Professional Services”) set forth in Schedule 2 to Exhibit A and
Exhibit D (Statement of Work),for the prices indicated, provided Customer fulfills its obligations set forth in this
Agreement. The Parties may enter into future Statements of Work, which shall become part of this Agreement.
6.Change Orders. If Customer requires the performance of professional services not covered by the existing Agreement, or
requires a change to the existing Professional Services, Customer shall deliver to BSA’s Project Manager a written change
order and specify in such change order the proposed work with sufficient detail to enable BSA to evaluate it (“Change
Order”). BSA may, at its discretion, prescribe the format of the Change Order. BSA shall provide the Customer with an
evaluation of the Change Order, which may include a written proposal containing the following: (i) implementation plans; (ii)
the timeframe for performance; and (iii) the estimated price for such performance. Upon execution, all Change Orders shall
be governed by the terms and conditions of this Agreement, unless mutually agreed upon otherwise in writing. Customer
acknowledges that such Change Orders may affect the implementation schedule and Go-Live Dates.
7.License and Ownership.
7.1.All rights, including all intellectual property rights, in and to work product delivered as a result of Professional Services
under this Agreement shall be owned by BSA. For the avoidance of doubt, work product that constitutes a BSA
Software Product or portion thereof shall be governed by Section A including Section 1.1 thereof.
7.2.Subject to Section 7.1 and Customer’s compliance with this Agreement (including payment in full), BSA grants to
Customer a perpetual, non-exclusive, non-transferable, and non-assignable license to use the work product and the
intellectual property rights therein for Customer’s internal business purposes only.
8.Cancellation.In the event Customer cancels or reschedules Professional Services, and without prejudice to BSA’s other
rights and remedies, Customer is liable to BSA for: (i) all expenses incurred by BSA on Customer’s behalf; and (ii) daily fees
associated with the canceled Professional Services (in accordance with the daily fee rate), if less than thirty (30) days advance
notice is given regarding the need to cancel or reschedule and BSA cannot reasonably reassign its affected human resources
to other projects where comparable skills are required.
9.Limited Professional Services Warranty.
9.1.BSA warrants that its Professional Services will be performed in a professional and workmanlike manner, materially in
accordance with the Statement of Work attached as Exhibit D. In the event of a breach of the foregoing warranty and
a claim in accordance with the next sentence, BSA’s sole obligation and Customer’s exclusive remedy with respect to
such claim will be to have BSA re-perform the portion of the Professional Services with respect to which the warranty
has been breached, to bring it into compliance with such warranty. Any claim for breach of the foregoing warranty
must be made by notice to BSA within thirty (30) days of performance of the portion of the Professional Services with
respect to which the claim is made, or said claim shall be deemed waived.
9.2.THE FOREGOING LIMITED PROFESSIONAL SERVICES WARRANTY IS IN LIEU OF ALL OTHER REPRESENTATIONS OR
WARRANTIES RELATING TO THE PROFESSIONAL SERVICES, EXPRESS OR IMPLIED INCLUDING, BUT NOT LIMITED TO,
ANY IMPLIED WARRANTIES OR REPRESENTATIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY AND FITNESS
FOR A PARTICULAR PURPOSE, AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW, OR FROM THE COURSE
OF DEALING OR USAGE OF TRADE.
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SECTION C – MAINTENANCE AND SUPPORT
10.Maintenance and Support Generally.
10.1.For a one-year period, commencing on the installation of the BSA Software Products, and subject to Customer’s
compliance with the Agreement, BSA will provide, at no charge to Customer, “Maintenance and Support,” meaning
the following: (i) Modifications (such as patches, corrections, and updates) as are generally provided at no additional
charge (beyond the cost of annual Maintenance and Support) by BSA to BSA customers; and (ii) technical support, as
further described in Section 11, during BSA’s normal business hours.
10.2.Commencing one (1) year from the installation of the BSA Software Products, Maintenance and Support will be
provided on an annual basis, subject to compliance with the terms of the Agreement and payment of the annual
Maintenance and Support fees outlined in Exhibit B. Maintenance and Support will be renewed annually unless
either Party notifies the other at least sixty (60) days prior to the anniversary of installation of its intent to terminate.
10.3.BSA guarantees that the Maintenance and Support annual fee set forth in Exhibit B will not change for two (2) years
from the date of the installation of the BSA Software Products. After that date, BSA reserves the right each year to
increase the fee over the previous year by no more than an amount that is proportionate to the increase (measured
from the beginning of such previous year) in the Consumer Price Index as set forth by the U.S. Department of Labor,
Bureau of Labor Statistics, Consumer Price Index – All Urban Consumers – U.S. City Average (the “Annual Renewal
Fee”).
11.Support.
11.1.With respect to Errors following expiration of the Limited Software Warranty, BSA’s sole obligation and Customer’s
sole remedy are set forth in this section 11. Subject to Customer’s compliance with the terms of the Agreement and
purchase of Maintenance and Support, BSA shall use commercially reasonable efforts, commensurate with the
severity level, to achieve its support response and resolution targets with respect to Errors as set forth in Exhibit C.
An “Error” means a verifiable and reproducible failure of a BSA Software Product to operate in accordance with the
Documentation) under conditions of normal use and where the Error is directly attributable to the BSA Software
Product as updated with current Modifications. If the customer modifies the BSA Software Products without BSA’s
written consent, BSA’s obligation to provide support services on the BSA Software Products will be void.
11.2.Support does not include the following: (i) installation or implementation of the BSA Software Products; (ii) onsite
training/support, remote training, application design, and other consulting services; (iii) support of an operating
system, hardware, or support outside of BSA’s normal business hours; (iv) support or support time due to a cause
external to the BSA Software Products adversely affecting their operability or serviceability, which shall include but
not be limited to water, fire, wind, lightning, other natural calamities, transportation, misuse, abuse, or neglect; (v)
repair of the BSA Software Products modified in any way other than modifications made by BSA or its agents; (vi)
support of any other third-party vendors’ software, such as operating system software, network software, database
managers, word processors, etc.; and (vii) support of the BSA Software Products that have not incorporated current
Modifications. All such excluded Maintenance and Support Services performed by BSA at Customer’s request shall
be invoiced to Customer on a time and materials basis, plus reasonable expenses associated therewith.
11.3.Notwithstanding anything to the contrary, in order to maintain the integrity and proper operation of the Software,
Customer agrees to use commercially reasonable efforts to implement, in the manner instructed by BSA, all
Modifications in a timely manner. Customer’s failure to implement any Modifications may limit or restrict the ability
of Customer to implement future Modifications. Customer shall provide prompt notice of any Errors discovered by
Customer, or otherwise brought to the attention of Customer. Proper notice may include, without limitation, prompt
telephonic and written (either via e-mail or postal mail) notice to BSA of any purported Error. If requested by BSA,
Customer agrees to provide written documentation of Errors to substantiate those Errors and to otherwise assist BSA
in the detection and correction of said Errors. BSA will use its commercial reasonable judgment to determine if an
Error exists.
11.4.Customer acknowledges and agrees that BSA and product vendors may require online access to the BSA’s system in
order for BSA to provide Maintenance and Support Services hereunder. Accordingly, Customer shall provide a
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connection to the Internet to facilitate BSA’s remote access to BSA’s system. BSA shall provide remote connection
software, which may require installation of a software component on a workstation or server computer.
SECTION D – GENERAL TERMS AND CONDITIONS
12.Customer Assistance.Customer acknowledges that the implementation of the BSA Software Products is a cooperative
process requiring time and resources of Customer personnel. Customer shall, and shall cause Customer personnel to, use all
reasonable efforts to cooperate with and assist BSA as may be reasonably required to meet the project deadlines and other
milestones agreed to by the Parties for implementation. BSA shall not be liable for failure to meet such deadlines and
milestones when such failure is due to force majeure (as defined in Paragraph 26. below) or to the failure by Customer
personnel to provide such cooperation and assistance (either through action or omission).
13.BSA Proprietary Information.
13.1.Customer acknowledges that the information associated with or contained in the BSA Software Products and
information used in the performance of Professional Services include trade secrets and other confidential and
proprietary information of BSA (the “Proprietary Information”).
13.2.The Customer shall maintain in confidence and not disclose Proprietary Information, directly or indirectly, to any third
party without BSA’s prior written consent. Customer shall safeguard the Proprietary Information to the same extent
that it safeguards its own most confidential materials or data, but in no event shall the standard implemented be less
than industry standard. Proprietary Information shall be used by Customer solely to fulfill its obligations under this
Agreement. Customer shall limit its dissemination of such Proprietary Information to employees within the
Customer’s business organization who are directly involved with the performance of this Agreement and have a need
to use such Proprietary Information. Customer shall be responsible for all disclosures by any person receiving
Proprietary Information, by or through it, as if Customer itself disseminated such information.
13.3.Proprietary Information shall not include any information that: (a) is or becomes publicly known through no wrongful
act or breach of any obligation of confidentiality by Customer; (b) was lawfully known to Customer prior to the time it
was disclosed to or learned by Customer in connection with this Agreement, provided that such information is not
known to Customer solely because of its prior business relationship with BSA; (c) was received by Customer from a
third party that is not under an obligation of confidentiality to BSA; or (d) is independently developed by Customer
for a party other than BSA without the use of any Proprietary Information. The following circumstances shall not
cause Proprietary Information to fall within any of exceptions (a) through (d) above: (i) a portion of such Proprietary
Information is embraced by more general information said to be in the public domain or previously known to, or
subsequently disclosed to, the Customer; or (ii) it is a combination derivable from separate sources of public
information, none of which discloses the combination itself.
13.4.If Customer is required, or anticipates that it will be required, to disclose any Confidential Information pursuant to a
court order or to a government authority, Customer shall, at its earliest opportunity, provide written notice to BSA so
as to give BSA a reasonable opportunity to secure a protective order or take other actions as appropriate. Customer
shall at all times, cooperate with BSA so as to minimize any disclosure to the extent allowed by applicable law.
14.Limitation on Liability and Damages. BSA’S ENTIRE LIABILITY AND RESPONSIBILITY FOR ANY AND ALL CLAIMS,
DAMAGES, OR LOSSES ARISING FROM THE BSA SOFTWARE PRODUCTS (INCLUDING BUT NOT LIMITED TO THEIR USE,
OPERATION, AND/OR FAILURE TO OPERATE), PROFESSIONAL SERVICES, MAINTENANCE AND SUPPORT, ANY THIRD-PARTY
PERFORMANCE OR LACK THEREOF, OR OTHERWISE ARISING OUT OF OR RELATING TO THIS AGREEMENT, SHALL BE
ABSOLUTELY LIMITED TO DIRECT DAMAGES NOT IN EXCESS OF THE PURCHASE PRICE OF BSA SOFTWARE PRODUCTS
PLUS, TO THE EXTENT APPLICABLE, THE PURCHASE PRICE OF ANY PROFESSIONAL SERVICE SET FORTH IN THIS
AGREEMENT THAT GIVES RISE TO THE CLAIM. NOTWITHSTANDING ANY PROVISION CONTAINED HEREIN, BSA SHALL NOT
BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, SPECIAL, INCIDENTAL, OR CONTINGENT DAMAGES OR EXPENSES,
WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, ARISING IN ANY WAY OUT OF THIS
AGREEMENT, BSA SOFTWARE PRODUCTS, ANY THIRD-PARTY PERFORMANCE, OR LACK THEREOF, OR BSA’S
PERFORMANCE, OR LACK THEREOF, UNDER THIS AGREEMENT, INCLUDING, WITHOUT LIMITING THE GENERALITY OF THE
FOREGOING, LOSS OF REVENUE, PROFIT, OR USE. TO THE EXTENT THAT APPLICABLE LAW DOES NOT PERMIT THE
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LIMITATIONS SET FORTH HEREIN, THE LIABILITY AND DAMAGES SHALL BE LIMITED AND RESTRICTED TO THE EXTENT
PERMITTED BY LAW.
15.Customer is solely responsible for its data, its database, and for maintaining suitable back-ups of the data and database to
prevent data loss in the event of any hardware or software malfunction. Customer covenants and agrees to undertake all
necessary measures to protect and secure its data, including implementation of technical, administrative and physical
protections. BSA SHALL HAVE NO RESPONSIBILITY OR LIABILITY FOR DATA LOSS REGARDLESS OF THE REASONS FOR SAID
LOSS. To the maximum extent authorized by law, Customer agrees to defend, indemnify and hold BSA harmless for any
claim by any person or entity arising out of any loss or compromise of data or data security or arising out of Customer’s
breach of this Agreement.
16.Additional Disclaimer. SUPPLIER PROVIDES NO WARRANTY FOR ANY THIRD-PARTY SOFTWARE AND/OR HARDWARE.
EXCEPT AS SET FORTH IN THIS AGREEMENT, SUPPLER WILL NOT BE RESPONSIBLE FOR ANY THIRD-PARTY SOFTWARE,
THIRD-PARTY SERVICES AND/OR HARDWARE.
17.Indemnification for Intellectual Property Infringement.If a claim is made or an action is brought alleging that a BSA
Software Product infringes on a U.S. patent, or any copyright, trademark, trade secret or other proprietary right, BSA will
defend Customer against such claim and will pay resulting costs and damages finally awarded, provided that: (a) Customer
promptly notifies BSA in writing of the claim; (b) BSA has sole control of the defense and all related settlement negotiations;
(c) Customer reasonably cooperates in such defense at no expense to BSA; and (d) Customer remains in compliance with the
Agreement and has continued to purchase Maintenance and Support Services. The obligations of BSA under this Section
are conditioned on Customer’s agreement that if the applicable BSA Software Product, in whole or in part, or the use or
operation thereof, becomes, or in the opinion of BSA is likely to become, the subject of such a claim, BSA may at its expense
either procure the right for Customer to continue using the BSA Software Product or, at the option of BSA, replace or modify
the same so that it becomes non-infringing (provided such replacement or modification maintains the same material
functionality and does not adversely affect Customer’s use of the Update as contemplated hereunder).
18.No Intended Third-Party Beneficiaries.This Agreement is entered into solely for the benefit of BSA and Customer. No
third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert
any right under this Agreement.
19.Termination.Without prejudice to other rights and remedies, and except as otherwise provided in this Agreement, either
Party may terminate this Agreement for the other Party’s material breach upon failure to cure such breach after thirty (30)
days’ written notice identifying with specificity the nature of the breach. Upon termination of this Agreement: (a) Customer
shall promptly pay all amounts payable to BSA for Services rendered up to the date of termination; and (b) Customer shall
return or destroy, at the direction of the BSA, BSA’s Proprietary Information in its possession. The termination of this
Agreement will not discharge or otherwise affect any pre-termination obligations of either Party existing under this
Agreement at the time of termination. Sections 1.2, 4.1, 7.1, 13 through 16, 18, 20 through 29, and the provisions of this
Agreement, which by their nature extend beyond the termination of this Agreement, will survive termination of the
Agreement. No action arising out of this Agreement, regardless of the form of action, may be brought by Customer more
than one (1) year after the date the action occurred.
20.Payment Terms. Customer shall pay BSA for all amounts in accordance with this Agreement and Exhibit A.
21.Governing Law and Venue.This Agreement shall be governed by, and construed in accordance with, the laws of the state
of Michigan, without regard to its choice of law rules. BSA and the Customer agree that the exclusive venue for any legal or
equitable action shall be the Courts of the County of Clinton, State of Michigan, or in any court of the United States of
America lying in the Western District of Michigan.
22.Entire Agreement.This Agreement represents the entire agreement of Customer and BSA with respect to the subject
matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed,
implied, or statutory. Customer hereby acknowledges that in entering into this Agreement, it did not rely on any
information not explicitly set forth in this Agreement.
23.Export.Customer will comply with all applicable laws, including applicable export control laws that prohibit export or
diversion of certain products and technology to certain countries or individuals, including foreign nationals in the United
States. Customer undertakes to determine any export licensing requirements and to comply with such obligations. The BSA
Software Products are deemed to be commercial computer software as defined in FAR 12.212 and subject to restricted
rights as defined in FAR Section 52.227-19 “Commercial Computer Software-Restricted Rights” and DFARS 227.7202, “Rights
in Commercial Computer Software or Commercial Computer Software Documentation”, as applicable, and any successor
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regulations. Any use, modification, reproduction release, performance, display, or disclosure of BSA’s Software Products by
the U.S. Government shall be solely in accordance with the terms of this Agreement.
24.Severability.If any term or provision of this Agreement, or the application thereof, to any extent, is held invalid or
unenforceable, the remainder of this Agreement or the application of such term or provision to persons or circumstances,
other than those as to which it is held invalid or unenforceable, will not be affected thereby, and each term and provision of
this Agreement will be valid and enforced to the fullest extent permitted by law.
25.Successors and Assigns. This Agreement shall be binding upon the successors, permitted assigns, representatives, and
heirs of the Parties hereto. For avoidance of doubt, any expanded use by Customer of the Program, for example, in the
event of annexation or desired shared services, shall require the consent of BSA.
26.Force Majeure.“Force Majeure” is defined as an event beyond the reasonable control of a Party, including governmental
action, war, riot or civil commotion, fire, natural disaster, problematic weather, lack of availability of Customer provided
technology, labor disputes, restraints affecting shipping or credit, delay of carriers or any other cause that could not, with
reasonable diligence, be foreseen, controlled or prevented by the Party. Neither Party shall be liable for delays in performing
its obligations under this Agreement to the extent that the delay is caused by Force Majeure.
27.Notice.All notices, requests, demands, and determinations under the Agreement (other than routine operational
communications), shall be in writing and shall be deemed duly given: (i) when delivered by hand; (ii) one (1) business day
after being given to a nationally recognized overnight delivery service for next-business-day delivery, all fees prepaid; (iii)
when sent by confirmed facsimile with a copy sent by another means specified in this provision; or (iv) six (6) calendar days
after the day of mailing, when mailed by United States mail,via registered or certified mail, return receipt requested,
postage prepaid, and in each case addressed as shall be set forth below. A Party may from time-to-time change its address
or designee for notification purposes by giving the other prior written notice of the new address or designee and the date
upon which it will become effective.
If to BSA:
BSA Software
14965 Abbey Lane
Bath, MI 48808
Attn: Contracts Manager
Telephone: 517-641-8900
If to Customer:
City of Columbia Heights
590 4oth Avenue NE
Columbia Heights, MN 55421
Telephone: 763-706-3600
28.Independent Contractor. This is not an agreement of partnership or employment of BSA or any of BSA’s employees by
Customer. BSA is an independent contractor for all purposes under this Agreement.
29.Contract Documents and Order of Precedence.The text of the Agreement without any Exhibits and Schedules shall
control over any inconsistent text in any of the Exhibits or Schedules. This Agreement includes the following Exhibits and
Schedules:
Exhibit A – Payment Terms Generally
Schedule 1 to Exhibit A - License/Interface/Customization Fees
Schedule 2 to Exhibit A – Professional Services Fees
Exhibit B – Maintenance and Support Fees
Exhibit C – Support Call Process
Exhibit D – Statement of Work
IN WITNESS THEREOF, the Partieshereto have executed th'Is Agreement, as. of the dates set forth betow.
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EXHIBIT A
Payment Terms
1.Customer shall pay BSA within thirty (30) days of invoice. Payments not received within fifteen (15) days of the due
date shall be subject to a one and one-half percent (1.5%) per month interest charge (or, if lower, the highest amount
chargeable at law) assessed against the unpaid balance from the date due until the date payment is received
2.Any amount not subject to good faith dispute and not paid within fifteen (15) days of the due date of each invoice shall,
without prejudice to other rights and remedies, be subject to an interest charge equal to the lesser of 1.5% monthly or
the maximum interest charge permissible under applicable law, payable on demand. Any charges not disputed by
Customer in good faith will be deemed approved and accepted by Customer. For purposes of this Agreement, a good
faith dispute regarding amounts owed exists only if Customer provides in writing at least ten (10) days prior to due date
of payment on the invoice, notification of such dispute, the specific portion of the invoice in dispute, and the specific
grounds of the dispute (which must be asserted in good faith), and Customer pays in timely fashion such portions that
are not subject to such dispute.
3.BSA shall invoice Customer $67,165 upon Effective Date for BSA’s Project Management/Implementation Planning Fees
and Data Conversion fees as set forth in Schedule 2.
4.BSA shall invoice Customer $110,380 at start of On-Site Implementation and Training. Such amount equals BSA’s
software license fees as set forth in Schedule 1.
5.BSA shall invoice Customer $95,450 at completion of On-Site Implementation and Training. Such amount equals On-
Site Implementation and Training costs, Customization and Interface costs, and travel expenses, as set forth in Schedule
2.
6.Customer shall be responsible for all taxes (including sales taxes) imposed as a result of any transaction associated with
this Agreement, exclusive of taxes on BSA’s net income.
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Schedule 1 to Exhibit A
License Fees
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Schedule 2 to Exhibit A
Professional Services Fees
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EXHIBIT B
Maintenance and Support Fees
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EXHIBIT C
Support Call Process
BSA’s standard hours for telephone support are from 8:30 a.m. to 6:00 p.m. (EST), Monday through Thursday, and 8:30 a.m. to
5:00 p.m. (EST) on Friday, excluding holidays.
You can lodge a support request in three ways: (i)Contact Customer Support option located within the Help menu of all of our
applications (ii) our toll-free support line (1-855-BSA-SOFT) or via email.
BSA targets less than thirty (30) minutes for initial response (“Initial Response Target”).
.
Customer service requests fall into four main categories:
A.Technical. Questions or usage issues relating to I.T. functionality, future hardware purchases, and configuration. BSA
tries to resolve these issues within BSA’s Initial Response Target or as soon thereafter as reasonably possible.
B.Questions/Support. General questions regarding functionality, use, and set-up of the applications. BSA tries to
resolve these issues within BSA’s Initial Response Target or as soon thereafter as reasonably possible.
C.Requests. Customer requests for future enhancements to the applications. Key product management personnel meet
with development staff on a regular basis to discuss the desirability and priority of such requests. BSA tries to resolve
these issues within BSA’s Initial Response Target or as soon thereafter as reasonably possible.
D.Issues/Bugs. Errors fall into three (3) subcategories:
i.Critical. Cases where an Error has rendered the application or a material component unusable or not usable
without substantial inconvenience causing material and detrimental consequences to business -- with no viable
Customer workaround or alternative. The targeted resolution time for critical issues is less than one (1) day.
ii.Moderate. Cases where an Error causes inconvenience and added burden, but the application is still usable by
Customer. The targeted resolution time for all moderate issues is within two (2) weeks, which is within our
standard update cycle.
iii.Minimal. Cases that are mostly cosmetic in nature, and do not impede functionality in any significant way.
These issues are assigned a priority level at our regular meetings, and resolution times are based on the specified
priority.
Remote Support Process
Some support calls may require further analysis of Customer’s database or set-up to diagnose a problem or to assist Customer
with a question. BSA’s remote support tools share Customer’s desktop via the Internet to provide Customer with virtual on-site
support. BSA’s support team is able to quickly connect remotely to Customer’s desktop and view its setup, diagnose problems,
or assist Customer with screen navigation.
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EXHIBIT D
Statement of Work
City of Columbia Heights, Anoka County MN
Prepared for:Joseph Kloiber, Finance Director
City of Columbia Heights, Anoka County MN
Prepared by:Dan J. Burns, CPA, Account Executive
BS&A Software
Date:March 25, 2021
Version:1
Revision:1.1
Status:Draft
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Table of Contents
1. Contact List ...................................................................................................................................................................................................................................................... 16
2. Key Data from Proposal .............................................................................................................................................................................................................................. 17
3. Activities and Deliverables......................................................................................................................................................................................................................... 20
3.1 GL/Budgeting .......................................................................................................................................................................................................................................... 20
3.2 Cash Receipting ..................................................................................................................................................................................................................................... 20
3.3 Accounts Payable .................................................................................................................................................................................................................................. 21
3.4 Purchase Order ...................................................................................................................................................................................................................................... 21
3.5 Fixed Assets ............................................................................................................................................................................................................................................. 22
3.6 Miscellaneous Receivables ................................................................................................................................................................................................................ 22
3.7 Payroll ........................................................................................................................................................................................................................................................ 23
3.8 Human Resources ................................................................................................................................................................................................................................. 23
3.9 Timesheets ............................................................................................................................................................................................................................................... 24
3.10 Utility Billing .......................................................................................................................................................................................................................................... 24
3.11 Work Order ........................................................................................................................................................................................................................................... 24
3.12 Inventory Management .......................................................................................................................................................Error! Bookmark not defined.
3.13 Building Department ......................................................................................................................................................................................................................... 10
3.14 Field Inspection ................................................................................................................................................................................................................................... 10
3.15 AccessMyGov-Building Department .......................................................................................................................................................................................... 10
4. Delivery Method ............................................................................................................................................................................................................................................ 26
4.1 Generalized Approach......................................................................................................................................................................................................................... 26
4.2 Detailed Schedule ................................................................................................................................................................................................................................. 28
4.3 Gantt Chart .............................................................................................................................................................................................................................................. 29
5. Project Management Process .................................................................................................................................................................................................................. 30
5.1 Organization – Roles and Responsibilities ................................................................................................................................................................................. 30
5.2 Change Control ...................................................................................................................................................................................................................................... 31
5.3 RAID Management ............................................................................................................................................................................................................................... 32
6. Review and Approval ................................................................................................................................................................................................................................... 33
7. Appendix ........................................................................................................................................................................................................................................................... 34
7.1 Change Request Form......................................................................................................................................................................................................................... 34
Table of Figures
Figure 1: Delivery Process Overview .......................................................................................................................................................................................................... 26
Figure 2: Delivery Process - Execute Phase ............................................................................................................................................................................................. 27
Figure 3: Change Control Procedure ......................................................................................................................................................................................................... 31
16
1. Contact List
This section provides the list of key contacts for both BS&A Software and Iron County:
BS&A Contacts
Name Email Phone
Dan J. Burns, CPA –Account Executive dburns@bsasoftware.com (517) 641-8900
Mark Puetz –Financial Management Product Manager mpuetz@basasoftware.com (517) 641-8900
Jason Hafner, CPA –Financial Management Product Manager jhafner@bsasoftware.com (517) 641-8900
John Schopmeyer –Implementation Services jschopmeyer@bsasoftware.com (517) 641-8900
Laura Koenigsknecht –Implementation Services lkoenigsknecht@bsasoftware.com (517) 641-8900
Tricia Hoeffs –Implementation Coordinator thoeffs@bsasoftware.com (517)641-8900
City of Columbia Heights, MN Contacts
Name Email Phone
Joseph Kloiber, Finance Director jkloiber@columbiaheightsmn.gov 763-706-3627
Jackie Zillmer, Asst. Finance Director jzillmer@columbiaheightsmn.gov 763-706-3621
17
2. Key Data from Proposal
License Fees
18
19
Maintenance and Support Fees
20
3. Activities and Deliverables
This section describes specific activities and deliverables that will be provided by BS&A Software to fulfill the obligations set out
in the proposal. Each subsection includes the detailed requirements for: Data Conversion, Process Definition, and Cutover.
3.1 GL/Budgeting
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Confirm fiscal year end and desired GL format
3.Preliminary conversion development
4.Preliminary conversion QC and documentation
5.Preliminary conversion data review
6.Extract final data with corroborating reports
7.Convert final data
8.QC final BS&A database and documentation
9.Build GL banks and assign GL cash accounts
10.Set up due to/due from rules
11.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current GL process
a.Chart of Accounts analysis
b.Budget process and timing
c.Bank reconciliation process and timing
d.Pooled cash environments
e.Funds with differing FYEs
f.Project accounting
g.Grant accounting
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.2 Cash Receipting
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Confirm fiscal year end and desired GL format
3.Preliminary conversion development
4.Preliminary conversion QC and documentation
5.Preliminary conversion data review
6.Extract final data with corroborating reports
7.Convert final data
a.If no conversion, add receipt items
8.QC final BS&A database and documentation
9.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current CR process
a.Number of receipting stations
b.Confirm receipting hardware requirements
21
c.Any required application interfaces
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.3 Accounts Payable
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Confirm fiscal year end and desired GL format
3.Preliminary conversion development
4.Preliminary conversion QC and documentation
5.Preliminary conversion data review
6.Extract final data with corroborating reports
7.Convert final data
a.If no conversion, import vendors list
8.QC final BS&A database and documentation
a.Verify 1099 vendors are marked
9.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current AP process
a.Invoice entry process and timing
b.Approval process
c.Check run process and timing
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.4 Purchase Order
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.QC final BS&A documentation
3.Customize purchase order format
4.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current PO process
a.Requisition entry process
b.Purchasing policy
c.Approval workflow
d.Bidding
e.Receiving
f.Year end process
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
22
3.5 Fixed Assets
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Collect screen shots from current solution
3.Preliminary conversion development
4.Preliminary conversion QC and documentation
5.Preliminary conversion data review
6.Extract final data with corroborating reports
7.Convert final data
8.QC final BS&A database and documentation
9.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current FA process
a.Depreciation schedule
b.Construction in progress
c.Improvements
d.Importing assets from PO or AP
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.6 Miscellaneous Receivables
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.QC final BS&A documentation
3.Customize MR invoice format
4.Customize customer statement format
5.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current MR process
a.Invoice entry process
b.Billing frequency
c.Penalties
d.ACH payments
e.Handling of delinquent balances
f.Any required application interfaces
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
23
3.7 Payroll
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Preliminary conversion development
3.Refine development using implementation notes and contract language
4.Develop required payroll documents, including check formats
5.Duplicate payroll
6.Test journalization
7.Preliminary conversion QC and documentation
8.Extract final data with corroborating reports
9.Convert final data
10.QC final BS&A database and documentation
11.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current PR process
a.Number of employees
b.Departments
c.Active/inactive
d.Pay frequencies
e.Hourly pay vs. salary pay
f.Allocation tables
g.Bargaining unit impact
h.Pay structures/rates
i.Direct deposit
j.Shift work/overtime
k.Leave policies
l.Workers compensation
m.Equipment rental
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.8 Human Resources
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Preliminary conversion development
3.Preliminary conversion QC and documentation
4.Benefit categories
5.Benefit carriers
6.Benefit plans
7.QC final BS&A database and documentation
8.Verify final BS&A database at cutover
24
Establish BS&A Process
1.Review current HR process
a.Number of employees with benefits
b.Benefit categories, carriers, plans
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.9 Timesheets
Establish BS&A Process
1.Review current TS process
a.Centralized vs. decentralized entry
b.Individual vs. group training
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
3.10 Utility Billing
Establish BS&A Databases
1.Extract preliminary data with corroborating reports
2.Collect screen shots from current solution
3.Preliminary conversion development
4.Preliminary conversion QC and documentation
5.Preliminary conversion data review
6.Customize bill format and other documents
7.Extract final data with corroborating reports
8.Convert final data
9.QC final BS&A database and documentation
10.Verify final BS&A database at cutover
Establish BS&A Process
1.Review current UB process
a.Billing frequency and timing
b.Read file interfaces
c.Bill printing process
d.Payment process
e.Delinquent balance process
f.Work orders
g.Any required application interfaces
2.Review BS&A application functionality
3.Establish new read file interface
4.Establish payment file interface
5.Establish printer export file
6.Define BS&A process and training requirements
25
3.11 BS&A Online – Employee Self-Service
Establish BS&A Process
1.Review current process
2.Review BS&A application functionality
3.Define BS&A process and training requirements
4.Document BS&A process
5.Verify final BS&A process at cutover
26
4. Delivery Method
This section describes the method that BS&A Software will use to deliver this project to Iron County. This method is described in
terms of the generalized approach and as a detailed schedule.
4.1 Generalized Approach
BS&A Software will use the following four-phase approach to fulfill the needs of Iron County:
Phase 1 – Initiate
This phase encompasses the work necessary to achieve a signed proposal. (This phase is usually completed
with the signed proposal).
Phase 2 – Plan
This phase follows the signed proposal and produces the detailed description for the work to be undertaken
and the schedule for the work, and is presented in the Statement of Work (this document).
Phase 3 – Execute
This phase encompasses all of the activity necessary to bring into operation the applications provided by
BS&A Software and the associated training.
Phase 4 – Close
This phase provides a formal conclusion of the project and the handover to BS&A’s support team.
Figure 1: Delivery Process Overview
This diagram shows the general approach that BS&A Software will follow to deliver this project.
P1
Initiate
P2
Plan
P3
Execute
P4
Close
Signed
Proposal
Signed
Statement
Of Work
Acknowledge
Cutover Complete
Certificate
Signed
Deployment Complete
Certificate
Customer
Requirement
Acknowledge
Training Complete
Certificate
27
Figure 2: Delivery Process - Execute Phase
This diagram shows the activities within the Execute phase of the project, which are:
~Establish BS&A database(s)
~Establish BS&A process(s)
~Install and cutover
~Train customer staff
The details for each activity can be provided if required.
P3.1
Establish BS&A
Database
P3.2
Establish BS&A
Process
P3.3
Install and Cutover
P3.4
Train Customer
Staff
Signed
Data Conversion
Approach
Implementation
Project Manager
Acknowledged
Cutover Complete
Certificate
Customer
Signed
BS&A Process
Trainer
Acknowledged
Cutover
Complete
Certificate
IT
Statement
of Work
Process Implications
for BS&A Database
Database
Architect
Acknowledged
Training
Complete
Certificate
Signed BS&A
Database
28
4.2 Detailed Schedule –Note, approximate schedule included for example purposes
only. Actual schedule will be determined in collaboration between BS&A Project
Manager, and Customer, following contract execution.
Task Responsible Parties
(Bold is Primary)
Start Duration
Initiation Activities
Conduct Kick-off Meeting BS&A and City 1 month post signing 1 day
Review Project Scope and Project
Management Process
BS&A 1 month post signing 1 day
Establish Project Meeting Schedule BS&A and City 1 month post signing 1 day
Assemble BS&A Project Team BS&A 1.5 months post signing 1 day
Assemble City Project Team City 1.5 months post signing 1 day
Create Initial Project Timeline BS&A & City 1.5 months post signing 1 day
IT and Data Conversion Activities
Meet with City IT Staff to review Hardware
Configurations
BS&A and City 5 months pre go-live 1 day
Extract Preliminary Data from current System BS&A and City 5 months pre go-live 1 week
Conduct Data Mapping and Develop Data
Conversion Routines
BS&A 5 months pre go-live 1 month
Conduct Review of Converted Data with City BS&A and City 4 months pre go-live Approx 1 day
Install Programs BS&A 4 months pre go-live 1 day
Knowledge Transfer
Conduct On-site Process Review Meeting BS&A and City 3 months pre go-live 2 days
Conduct Analysis of Current Forms BS&A and City 3 months pre go-live 1 day
Conduct Review of Required Reports BS&A and City 3 months pre go-live 1 day
Conduct Analysis of System Interface
Requirements
BS&A and City 3 months pre go-live 1 day
Develop Best Practices Recommendation BS&A 3 months pre go-live 1 day
Approve Recommendations City 3 months pre go-live 1 day
Provide Consulting and Assistance with
Chart of Account Redesign
BS&A 3 months pre go-live 1 day
Create System Specification Document BS&A 3 months pre go-live 3 days
Implementation
Create Forms BS&A 0-2 months pre go-live 2 days
Create Reports BS&A 0-2 months pre go-live 2 days
Conduct Acceptance Testing City 0-2 months pre go-live 2 days
Conduct Final Data Extraction City 1 week pre go-live 2 days
Convert Final Data BS&A 1 week pre go-live 2 days
On-site Set-up for Users and Configuration
Items
BS&A 0-1 month pre go-live 4 days
Training
On-site Training BS&A and City 0-2 months pre go-live Varies
Post-Project Activities
Conduct Post Project Review & Assessment BS&A and City 1 month post go-live Varies
Conduct Post Implementation Follow Up
Training
BS&A and City TBD TBD
29
4.3 Gantt Chart
IDTask NameDurationPredecessorsFinishResource Names28Establish BS&A Database3 days10 Jun '1329Extract Preliminary [Test] Data and Reports1 day2606 Jun '13IT,Customer30Run Test Conversions and Produce Conversion Notes1 day2907 Jun '13Database Architect31Create BS&A Database1 day3010 Jun '13Database Architect32Resolve Conversion Issues and Confirm Conversion Approach0 days3110 Jun '13Database Architect33Signed Conversion Approach and BS&A Database0 days3210 Jun '13Customer34Establish BS&A Database - Complete0 days3310 Jun '1335Establish BS&A Process4 days11 Jun '1336Review Customer Current Process1 day2606 Jun '13Customer37Review BS&A Application Functionality1 day3607 Jun '13Developer38Define BS&A Process1 day3710 Jun '13Customer39Document BS&A Process1 day3811 Jun '13Developer40Establish BS&A Process - Complete0 days3911 Jun '1341Install and Cutover4 days17 Jun '1342Install and Configure Application1 day34,4012 Jun '13IT43Extract Final Data1 day4213 Jun '13IT44Convert and Verify Final Data1 day4314 Jun '13Database Architect45Restore and Verify Converted Data and Configure1 day4417 Jun '13Trainer,Customer46Acknowledge Cutover Complete0 days4517 Jun '13Customer47Install and Cutover - Complete0 days4617 Jun '13Establish BS&A DatabaseEstablish BS&A ProcessInstall and CutoverWeek 4Week 5Week 6Week 7Week 8Week 9
30
5. Project Management Process
This section describes the following project management procedures that will be used to support the delivery of this project:
~Organization
~Change Control
~RAID Management (Risk, Action, Issue, Decision)
5.1 Organization – Roles and Responsibilities
This subsection describes the organization that BS&A Software will use to support the delivery of this project.
Project Specific Roles
BS&A Software will use the following roles during the project:
~Implementation Director
`Has overall accountability for the project and provides a point of escalation for the
customer.
~Implementation Project Manager
`Has day-to-day accountability for the project.
`Manages and coordinates all activities and resources associated with the project
`Produces and maintains the Project Plan
`Responsible for and leads the work associated with the development of the customer’s new
processes.
~Database Architect
`Responsible for and leads the work associated with the development of the customer’s new
databases.
~Trainer
`Responsible for and leads the cutover and delivery of the training.
~IT
`Assists with the extraction of test and production data from the customer’s existing
applications.
`Responsible for the installation of the BS&A applications on the customer’s production
environment.
~Subject Matter Experts
`May assist as required.
Note: there may be a number of people fulfilling each role; i.e., trainers may only train on specific applications.
31
5.2 Change Control
This subsection describes the Change Control procedure that BS&A Software will use to support the delivery of
projects.
Figure 3: Change Control Procedure
This diagram shows the Change Control Procedure and activities as follows:
~Raise change request
~Assess impact
~Confirm outcome
The details of these activities are available in the Project Management Procedures document.
A1
Raise Change
Request
A2
Assess Impact
A3
Confirm Outcome
Change Request
Impact Assessed
Change Request
Requirement
Change Control
Procedure
Change
Request Log CustomerImplementation
Project Manager
Reject
Accept
32
5.3 RAID Management
This subsection provides an overview of the RAID Management (Risk, Action, Issue, and Decision) procedures that will
be used to support the delivery of this project.
ITEM DEFINITION ATTRIBUTES
Risk Used to describe events that may occur and the
impact on the project if they occur
Creation –can be raised at any point during the life of the project
Review – risks will be reviewed at specific times during the project
Lifespan – could remain open for the duration of the project
Action Used to describe and control the specific tasks that
are raised at management meetings.
These tasks are outside of activities listed in the
Project Plan and Statement of Work.
Creation –are raised at an appropriate management meeting, and
can be raised at any point during the life of the project.
Review – progress towards closure will be reviewed at each
subsequent instance of the management meeting at which the
action was raised.
Lifespan – the expectation is that an action will be closed within
two iterations of the management meeting at which they were
raised.
Issue Used to describe and bring focus to a situation
where a task on the project plan has not been, or
cannot be, delivered according to: schedule,
specification, or budget.
Creation –can be raised at any point during the life of the project.
Review – progress towards closure will be reviewed at the
management meeting.
Lifespan – an issue will remain open until it has been resolved to
the satisfaction of all concerned.
Decision Used to describe and record a decision made by
the project; i.e., the outcome of a change request,
or the approval of a milestone.
Creation –can be raised at any point during the life of the project.
Review – decisions are presented to a management meeting that
has the authority to make those decisions.
Lifespan – a decision will be open up to the point that when it is
presented to the meeting, it will be either accepted or rejected (a
“no-decision” is equal to a rejection).
The details of the RAID Management procedure are available in the Project Management Procedures document.
33
6. Review and Approval
There will be various review points during the project (see Project Schedule Dates) when a formal review of progress will be
marked by the confirmation of, and agreement to, specific deliverables.
You will receive a confirmation email at the completion of each of the following milestones in the implementation process. A
return email will serve as your approval:
~Statement of Work. At this point, we will ask you to acknowledge that you have received the Statement of Work and
that it represents the agreed-upon scope of the project.
~BS&A Database and Conversion Approach. At this point, we will ask you to acknowledge that you have received the
BS&A Database and Conversion Approach, and that it represents an acceptable conversion plan for Cutover.
~Cutover Complete. At this point, we will ask you to acknowledge that the Implementation Team has provided an
agreed-upon BS&A Database and Conversion Approach.
~Training Complete. At this point, we will ask you to acknowledge that the Training Team has delivered training
consistent with the Statement of Work, or that some days were left unused and should not be billed.
~Deployment Complete. At this point, we will ask you to acknowledge that BS&A has provided deliverables consistent
with the Statement of Work, and that any outstanding issues from the Implementation and Training processes have
been addressed or transferred to the Support Team.
34
7. Appendix
7.1 Change Request Form
7.1 Change Request Form
TITLE &A SOFTWARE
Owner
Provide the name of the person who would like this
Change Request to go forward for consideration.
Date Raised
Provide the date that this Change Request was
raised
Rationale
[tick most appropriate]
What is the primary reason for raising this Change
Request?
m Unknown
m Resolve an issue
m Terminate or treat a risk
m Reduce project cost
m Improve the business case
m Increase capability
m Align with external environment
m Comply with legal or regulatory requirements
Description
[tick all appropriate]
What needs to change?
q Change scope
q Change specification
q Change design
q Change strategy or approach
q Change schedule
Description notes
Provide a brief description of what needs to change,
and include reference to the specific milestones that
will be affected.
Benefit
[tick most appropriate]
What is the expected scale of the benefit associated
with this Change Request?
m Unknown
m Less than $1,000
m Between $1,000 and $5,000
m Between $5,000 and $10,000
m More than $10,000
Impact on schedule
[tick most appropriate]
What is the estimated impact on the schedule of
this Change Request?
m Unknown
m No impact
m One month
m Between one month and three months
m More than three months
Impact on cost
[tick most appropriate]
What is the estimated direct cost of implementing
this Change Request?
m Unknown
m Less than $1,000
m Between $1,000 and $5,000
m Between $5,000 and $10,000
m More than $10,000
1
Joseph Kloiber
From:Joseph Kloiber
Sent:Thursday, April 15, 2021 4:00 PM
To:'Dan Burns'
Cc:Jackie Zillmer; brian.waldhart@usi.com
Subject:RE: BS&A agreement
Attachments:Columbia Heights City Anoka MN - Software License and Services
Agreement_CHsigned.pdf
Dan,
To summarize our phone conversation just now:
·The City is OK with an 11/1/21 go live date.In most respects, that will be less pressured for us than a 10/1/21 go
live date, although it will add some extra work for reconciling the conversion of payroll mid-quarter.
·Attached is copy of the agreement signed by the City. After BS&A has signed, please return a fully-executed copy
to us.
·We will prepare a roster of “super” users by application, including contact info.
·We will look for a call invitation from you to discuss certain details about our processing structure, and a related
supporting questionnaire. The most available times next week for Jackie and I are afternoons, Tuesday through
Thursday. Availability the following week is Tuesday through Thursday morning or afternoon.
Joseph Kloiber CPA | Finance Director
City of Columbia Heights | Finance Department
590 40th Avenue NE | Columbia Heights, MN 55421
jkloiber@columbiaheightsmn.gov
100 Years of Columbia Heights
Direct: (763) 706-3627
Main:(763) 706-3600
From: Dan Burns [mailto:DBurns@bsasoftware.com]
Sent: Thursday, April 15, 2021 2:55 PM
To: Joseph Kloiber
Subject: Re: BS&A agreement
Joe
Thank you...
Unfortunately, I can say certainty resources will be free to make the 10/15 billing.
If this cannot be achieved, would 11/01 go-live be of interest?
Kind regards,
Dan
On Apr 15, 2021, at 1:15 PM, Joseph Kloiber <JKloiber@columbiaheightsmn.gov> wrote:
Dan:
2
We bill utilities quarterly. However to balance workload, we divide the customer base into three
separate billing sections with overlapping quarterly billing cycles. In other words, we send a quarterly bill
to roughly one-third of the City each month.
Readings for the section billed over Jun/July/Sep would be typically be taken close to September 30th
(give or take) and we would issue that bill by the 10th of October. This year that is a Sunday, so we would
issue on the 11th (give or take). Similarly, quarterly bills issued Sept 10th for the section running
May/Jun/July would be due October 11th as well.
<image002.png>
Joseph Kloiber CPA | Finance Director
City of Columbia Heights | Finance Department
590 40th Avenue NE | Columbia Heights, MN 55421
jkloiber@columbiaheightsmn.gov
100 Years of Columbia Heights
Direct: (763) 706-3627
Main:(763) 706-3600
From: Dan Burns [mailto:DBurns@bsasoftware.com]
Sent: Thursday, April 15, 2021 11:50 AM
To: Joseph Kloiber
Cc: Jackie Zillmer; brian.waldhart@usi.com
Subject: RE: BS&A agreement
Joe:
I just connected with our Project Scheduler, he is in the process of schedule the month of September
now…
He cannot give me 100% certainty on OCT 1 as he is still scheduling projects.
Can you remind me, do you bill Utilities on a quarterly basis? If so, what are your processing dates in
OCT for Utilities?
Dan J. Burns, CPA
Account Executive
BS&A Software
14965 Abbey Lane
Bath, MI 48808
Ph 517 641 8900
Fx 517 641 8960
Cell 248 345 8026
Toll Free 855 272 7638
DBurns@bsasoftware.com
<image001.png>
Interested in Financial Management Software with BS&A?
For videos on features, informative tutorials, and help documents, visit
http://financialmanagement.bsasoftware.com.
3
From: Joseph Kloiber [mailto:JKloiber@columbiaheightsmn.gov]
Sent: Thursday, April 15, 2021 12:42 PM
To: Dan Burns <DBurns@bsasoftware.com>
Cc: Jackie Zillmer <JZillmer@columbiaheightsmn.gov>; brian.waldhart@usi.com
Subject: RE: BS&A agreement
Dan:
Ok. I will wait until you can check with the Implementation Director.
Joe
From: Dan Burns [mailto:DBurns@bsasoftware.com]
Sent: Thursday, April 15, 2021 11:36 AM
To: Joseph Kloiber
Cc: Jackie Zillmer;brian.waldhart@usi.com
Subject: RE: BS&A agreement
This message originated from outside the City of Columbia Heights email system.Use caution when clicking
hyperlinks, downloading pictures or opening attachments. If necessary, contact sender by phone.WHEN IN
DOUBT, THROW IT OUT!
Joe:
Absolutely, if City finds solution that impacts ease of conversion for SPAS, this would be a scope change
that with more information could certainly change our current proposal for SPAS.
Regarding timeline, let me get with my Implementation Director, with Agreement coming in today, I
should be able to confirm likely Go-Live date with more certainty. We schedule all projects on a “First-
come” basis, and I need to confirm where resources stand at time.
Thank you!
Dan J. Burns, CPA
Account Executive
BS&A Software
14965 Abbey Lane
Bath, MI 48808
Ph 517 641 8900
Fx 517 641 8960
Cell 248 345 8026
Toll Free 855 272 7638
DBurns@bsasoftware.com
<image001.png>
Interested in Financial Management Software with BS&A?
For videos on features, informative tutorials, and help documents, visit
http://financialmanagement.bsasoftware.com.
From: Joseph Kloiber [mailto:JKloiber@columbiaheightsmn.gov]
Sent: Thursday, April 15, 2021 12:11 PM
4
To: Dan Burns <DBurns@bsasoftware.com>
Cc: Jackie Zillmer <JZillmer@columbiaheightsmn.gov>;brian.waldhart@usi.com
Subject: BS&A agreement
Importance: High
Dan,
That trigger for billing the contingency is acceptable to the City. In further regard to Special
Assessments:
As we discussed in our March 25th WebEx meeting, we are OK with the plan of leaving the quoted
special assessment module as a placeholder in the proposal, without a commitment (or requirement) to
convert, implement, or be billed for that special assessment module.
We have begun a parallel project to find a solution to the special assessments issue identified in that
March 25th meeting by our Public Works Staff and your team. One option we are looking at is to
contract with a developer to reproduce the “engineering-costing allocation” portion of our existing
assessment program on a currently-supported platform. If we go that way, we would have them include
an export function to interface finalized assessment rolls from the new program into the BS&A’s
assessment module. To my thinking, this could potentially reduce the time and effort on which your
special assessment conversion cost of $7,220 was quoted.
Obviously you can’t requote based on something so nebulous at this point, nor would I ask you to. If you
are willing however, to revisit that special assessment quote in the future, based on the facts and
circumstances available at such time that we might decide to implement the BS&A special assessment
module, then we can email to you an signed agreement today to meet the timeframe we discussed in
our March 25th meeting:
·Signed Agreement by April 15th , 2021
·Target go live date of October 1st, 2021 (for other than special assessments)
<image002.png>
Joseph Kloiber CPA | Finance Director
City of Columbia Heights | Finance Department
590 40th Avenue NE | Columbia Heights, MN 55421
jkloiber@columbiaheightsmn.gov
100 Years of Columbia Heights
Direct: (763) 706-3627
Main:(763) 706-3600
From: Dan Burns [mailto:DBurns@bsasoftware.com]
Sent: Monday, April 12, 2021 5:37 PM
To: Joseph Kloiber
Cc: Jackie Zillmer;brian.waldhart@usi.com
Subject: RE: Question on BS&A agreement
This message originated from outside the City of Columbia Heights email system.Use caution when clicking
hyperlinks, downloading pictures or opening attachments. If necessary, contact sender by phone.WHEN IN
DOUBT, THROW IT OUT!
Joe:
Anytime we propose “Special Assessments”, we have determined it is best to provide for a “Contingency
fee”. Prior projects and led us to in this direction as potential “customizations” generally result from
“Special Assessments” projects.
5
However, rest assured, we take potential changes in scope as opportunity to over communicate. We
will not exceed proposed offerings without prior consultation and approval from City.
If needed, we can setup a call to discuss further. Just say the word!
Dan
Dan J. Burns, CPA
Account Executive
BS&A Software
14965 Abbey Lane
Bath, MI 48808
Ph 517 641 8900
Fx 517 641 8960
Cell 248 345 8026
Toll Free 855 272 7638
DBurns@bsasoftware.com
<image001.png>
Interested in Financial Management Software with BS&A?
For videos on features, informative tutorials, and help documents, visit
http://financialmanagement.bsasoftware.com.
From: Joseph Kloiber [mailto:JKloiber@columbiaheightsmn.gov]
Sent: Monday, April 12, 2021 5:43 PM
To: Dan Burns <DBurns@bsasoftware.com>
Cc: Jackie Zillmer <JZillmer@columbiaheightsmn.gov>;brian.waldhart@usi.com
Subject: Question on BS&A agreement
Dan:
Can you please clarify what triggers the $5,000 contingency clause in the proposed agreement?
Joe
<image002.png>
Joseph Kloiber CPA | Finance Director
City of Columbia Heights | Finance Department
590 40th Avenue NE | Columbia Heights, MN 55421
jkloiber@columbiaheightsmn.gov
100 Years of Columbia Heights
Direct: (763) 706-3627
Main:(763) 706-3600
Disclaimer: Information in this message or attachment may be government data and thereby subject to the
Minnesota Government Data Practices Act; may be subject to attorney-client or work product privilege; may be
confidential, privileged, proprietary, or otherwise protected. The unauthorized review, copying, retransmission, or
CITY COUNCIL MEETING
AGENDA SECTION ITEMS FOR CONSIDERATION
MEETING DATE APRIL 12, 2021
ITEM: Resolution 2021-39 Award Purchase of ERP System and Amend 2021 Budget
DEPARTMENT: Finance BY/DATE:Joseph Kloiber, Finance Director/ April 6, 2021
CITY STRATEGY:(please indicate areas that apply by adding a bold “X” in front of the selected text below)
_Safe Community _Diverse, Welcoming “Small-Town” Feel
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability X Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
As discussed at the April 5, 2021 work session,city staff has selected a comprehensive software package to
recommend as a replacement for the primary finance and human resources software that the City has used
for decades. For years, this upgrade has been a goal of staff and prior city councils. It is a huge undertaking,
both in terms of initial cost and in terms of the time commitment.
As reference, we note that this type of software package with separate-but-related modules for several
functions of a business is frequently referred to as an Enterprise Resource Planning (ERP) system. In the case
of a municipality, an ERP system typically includes modules for budgeting, vendor payments, capital assets,
cashiering, utility billing including customer web portal, payroll and human resources including employee web
portal. These modules are included in the vendor proposals requested by staff. ERP systems may also include
modules for property-related services like building permits and code enforcement. Since the City of Columbia
Heights already has modern software for most of its property-related services, those modules were excluded
from the proposals requested by staff, other than certain features for special assessments.
With the assistance of an independent external consultant, staff reviewed seven different ERP systems. Based
on all the factors considered, staff recommends that the city council award purchase of this software system
to BS&A, a Michigan company. The planning and implementation process would begin approximately May 1st
and the go-live date would be October 1st.
Paired with the proposed award of the purchase will be a resolution to establish a project budget in Capital
Equipment Fund 431 for $300,000 for the initial acquisition and implementation. Ongoing annual software
support costs of the system are $23,000. The annual costs will be paid from the finance and administration
operating budgets, and are comparable to the annual costs of the existing system.
The following MN jurisdictions have been using BS&A since the year shown:
Prior Lake 2014 Shoreview 2017 Brainerd 2020
Hutchinson 2015 Alexandria 2018 Forest Lake 2020
New Brighton 2016 Three Rivers 2018 Robbinsdale 2020
Victoria 2016 Dayton 2018 Moorhead 2021
Delano 2019 Wyoming 2021
City of Columbia Heights - Council Letter Page 2
RECOMMENDED MOTION(S):
MOTION:Move to waive the reading of Resolution 2021-39, there being ample copies available to the public.
MOTION: Move to adopt Resolution 2021-39, being a resolution amending the 2021 budget to appropriate $300,000
of fund balance in governmental equipment fund 431 for the purchase and implementation of an ERP software
system and related expenditures, and to authorize the city manager to enter into the related agreement with BS&A
software company.
ATTACHMENT(S):
Resolution 2021-39
Proposal from BS&A
RESOLUTION NO. 2021-39
A RESOLUTION AMENDING THE 2021 BUDGET TO APPROPRIATE $300,000 OF FUND BALANCE IN
GOVERNMENTAL EQUIPMENT FUND 431 FOR THE PURCHASE AND IMPLEMENTATION OF AN ERP
SOFTWARE SYSTEM AND RELATED EXPENDITURES, AND TO AUTHORIZE THE CITY MANAGER TO ENTER INTO
THE RELATED AGREEMENT WITH BS&A SOFTWARE COMPANY.
WHEREAS, the City of Columbia Heights has identified the need to replace its existing enterprise resource
planning (ERP) software; and
WHEREAS, City of Columbia Heights staff have completed an extensive procurement process for replacement
of that system, consistent with the City of Columbia Heights’ purchasing policy; and
WHEREAS, as a result of that procurement process, staff recommend purchase of a certain ERP system from
BS&A software company; and
WHEREAS, staff have identified 2021 as the time period likely to be the most advantageous to schedule
implementation of a new ERP system; and
WHEREAS, funding for this expenditure was not included in the original 2021 budget adopted by City Council
Resolution 2O2O-117; and
WHEREAS, there are adequate resources available for this expenditure in governmental equipment fund 431,
which was specifically established to account for such large but infrequent capital purchases;
Now, therefore, in accordance with all ordinances and regulations of the City of Columbia Heights, the City
Council of the City of Columbia Heights makes the following:
ORDER OF COUNCIL
It is hereby resolved, that the City of Columbia Heights amends the 2021 budget to appropriate $300,000 of
fund balance in governmental equipment fund 431 for the purchase and implementation of an ERP software
system and related expenditures, and to authorize the city manager to enter into the related agreement with
BS&A software company.
Passed this 12th day of April, 2021
Offered by:
Seconded by:
Roll Call:
_________________________________
Mayor Amáda Márquez Simula
__________________________________
Nicole Tingley, City Clerk
CITY OF COLUMBIA HEIGHTS
ERP SYSTEMS COMPARISON
2019-2021
technical assistance provider Column3
Product:Munis BS&A Software Caselle Connect - Utility & Financial Software NetSuite, Oracle
Vendor:Tyler Technologies Bellefeuil, Szur & Associates, Inc.Civic Systems GovSense
Founded:1966, Cloud solutions, 2000 1987 1984 2014
Headquarters:Plano, TX Bath, MI Madison, WI Alpharetta, GA
Ownership:Publicly Traded Private Private Private
Customers:5,000 1,000 plus 180 300
Deployment Model:Cloud, or On-Premise On-Premise Cloud, or On-Premise Cloud
Intended Governments:Medium, Large Small, Medium Small, Medium Medium, Large, Enterprsie
Pros:
A very customizable solution with a modern UI that will
have a higher adoption rate. This is the only company
that isn't at some risk for being sold and changing the
terms of the agreement after only a handful of years.
Comprehensive ERP software for mid-size municipalities
looking to keep and maintain a premise-based solution,
strong implementation and customer support teams.
Easy to navigate and relatively customizable. Customer
support team appears very strong technically, including
in utility billing. Offers intensive individualized hands-
on instruction at their Madison, Wisconsin training
facility.
NetSuite's breadth affords robust functionality, and its
scalability gives it long-term value as a company grows.
Cons:
Usually requires a very long implementation process of
up to 18 months. While that allows users to learn one
module at a time, it requires a lot of duplicative effort to
manually share information between the new and the
old system during that 18 months. All current MN users
are larger cities (Edina, Bloomington, etc.)
UI is arguably dated, but this is somewhat by design to
resemble Microsoft Excel. H/R and timekeeping
features are very basic, so additional third-party
software for things like complex timesheets and online
job applications will be required.
UI is arguably dated, but this is somewhat by design to
resemble Microsoft Excel. Quite similar to BS&A but
with a much smaller customer base. Almost all peer
Cities in MN that are implementing this style of ERP at
this time are choosing BS&A instead. Self-serve
employee timesheets may not work well on
smartphones.
Based heavily on integration with third-party platforms.
Bugs with this have caused downtime. This is by far the
most custom of all the products, so much that major
parts of their proposal could not be shown at the
demonstration, because they would have to be built and
paid for before they could be demonstrated!
Bottom Line:
This is the premier product in the market. Unlike the
others, Tyler includes an integrated content
management system that competes with the Laserfiche
content management system used by the City of
Columbia Heights. Tyler is even their own credit card
processor if you want them to be. No third-party
software is required for anything a city might do.
Although Tyler can be paired with third-party tools,
doing so isn't their business model. So to really get the
advantages it offers, it helps to adopt it for nearly
everything a government does.
A robust, scalable ERP solution for Small to Medium
Municipalities, which can be customizable to meet
Financial and Accounting needs. Widely-published
customer list with a large number MN cities similar in
size to Columbia Heights.
Flexible ERP solution with a customizable source code
and different modules to streamline processes for small
and mid-sized municipalities. Slightly better at HR than
BS&A.
NetSuite ERP may lead the market in financials/ERP
functionality, but it is not without some frustrating
drawbacks.
1st Year Cost excluding cashiering
equipment
$365,000 plus $5,000 if complex timesheets and
scheduling included
$273,000. Includes a fair estimate of the number of days
of implementation and training required. Price will be
reduced if fewer days or less travel required.
$210,00 plus certain costs of webstore. The number of
days of implementation and training included in this
price appears less than likely will be necessary.
$609,000. Proposal provides very little detail compared
to other vendors.
OTHER ERP SYSTEMS REVIEWED:
City staff reviewed three other ERP systems in addition to the four listed above. These other systems were eliminated relatively early in the review process, before the final review that provided the table above.
These systems and the primary reasons for their early exclusion are:
Tyler Techologies - Incode. This is a Tyler ERP system that has fewer features and is more "off-the-shelf" than Tyler Munis listed above. Although Incode has the advantage of being used by a number of
similar sized MN cities, such as Fridley, it still has the same inherent resistance to non-Tyler products or user-driven reporting changes. In addition, Tyler aggressively discounted its price proposal for their
superior system, so that the initial cost of Munis was only $50,000 higher than Incode, and the subsequent annual support cost of both Tyler products was substantially the same.
Accela -Springbrook. This was a desirable offering with a comparable price to BS&A, and with a substantial number of small to mid-size MN city customers. Unfortunately during the review process,
Springbrook was purchased by Accela to add to Accela's other existing government software programs. As as a result of this, Springbrook is no longer sold to cities with populations under 100,000.
LOGIS - JD Edwards. The joint powers entity LOGIS is well-established as a benchmark for many aspects of information systems in MN local government. Unfortunately at this time, the ERP solution they are providing
to LOGIS members is an older legacy system that is nearly as antiquated as the City of Columbia Heights' existing system. LOGIS has just recently contracted with the Government Finance Officers Assn to begin a search for
a replacement ERP system. At this time, it is uncertain what that new system will cost or when it may be implemented. Based on pricing LOGIS provided for their existing ERP, it is does not appear that an economy of scale
is being achieved by the LOGIS cooperative purchasing approach, compared to the City of Columbia Heights just contracting directly with the current ERP mid-size market leaders. In addition, flexibility for configuring the ERP
in ways that the City of Columbia Heights might desire could potentially be limited in some instances by the LOGIS governing structure.
Quoted By:Alban Michaud
Quote Expiration:4/18/2020
Quote Name:City of Columbia Heights-ERP-Munis
Quote Number:2019-95732
Quote Description:Tyler Munis Pricing - OnPremise
Sales Quotation For
City of Columbia Heights
590 40th Ave NE
Columbia Heights, MN 55421-3878
Phone 7637063600
Tyler Software and Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Financials:
Accounting/GL $32,793.00 112 $16,800.00 $6,200.00 $55,793.00 $5,903.00
Accounts Payable $9,662.00 32 $4,800.00 $0.00 $14,462.00 $1,739.00
Budgeting $9,662.00 48 $7,200.00 $0.00 $16,862.00 $1,739.00
Capital Assets $8,160.00 40 $6,000.00 $0.00 $14,160.00 $1,469.00
Cash Management $5,494.00 24 $3,600.00 $0.00 $9,094.00 $989.00
Project & Grant Accounting $6,474.00 32 $4,800.00 $0.00 $11,274.00 $1,165.00
Purchasing $13,922.00 80 $12,000.00 $0.00 $25,922.00 $2,506.00
Human Capital Management:
Human Resources & Talent Management $10,801.00 88 $13,200.00 $0.00 $24,001.00 $1,944.00
Payroll w/ESS $13,248.00 168 $25,200.00 $5,100.00 $43,548.00 $2,385.00
Revenue:
Accounts Receivable $7,109.00 64 $9,600.00 $0.00 $16,709.00 $1,280.00
General Billing $4,787.00 32 $4,800.00 $0.00 $9,587.00 $862.00
Tyler Cashiering $12,075.00 40 $6,000.00 $0.00 $18,075.00 $2,174.00
UB Interface $3,810.00 16 $2,400.00 $0.00 $6,210.00 $686.00
Utility Billing CIS $18,458.00 140 $21,000.00 $15,300.00 $54,758.00 $3,322.00
Productivity:
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 1 of 10
Tyler Software and Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Tyler ReadyForms Processing (including
Common Form Set)
$7,500.00 0 $0.00 $0.00 $7,500.00 $1,500.00
Tyler Content Manager SE $14,538.00 32 $4,800.00 $0.00 $19,338.00 $2,617.00
Munis Analytics & Reporting $10,028.00 80 $12,000.00 $0.00 $22,028.00 $1,805.00
eProcurement $5,494.00 24 $3,600.00 $0.00 $9,094.00 $989.00
Citizen Self Service $7,109.00 40 $6,000.00 $0.00 $13,109.00 $1,280.00
Sub-Total:$201,124.00 $163,800.00 $26,600.00 $391,524.00 $36,354.00
Less Discount:$100,565.00 $0.00 $0.00 $100,565.00 $36,354.00
TOTAL:$100,559.00 1092 $163,800.00 $26,600.00 $290,959.00 $0.00
Other Services
Description Quantity Unit Price Unit Discount Extended Price
Install Fee - New Server Install-WIN 1 $7,500.00 $0.00 $7,500.00
Project Planning Services 1 $5,000.00 $0.00 $5,000.00
Tyler ReadyForms Processing Configuration 1 $1,500.00 $0.00 $1,500.00
TOTAL: $14,000.00
3rd Party Hardware, Software and Services
Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance
Discount
Total Year One
Maintenance
Tyler Secure Signature System with 2
Keys
1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00
3rd Party Hardware Sub-Total: $0.00 $1,650.00 $0.00
TOTAL: $1,650.00 $0.00
Summary One Time Fees Recurring Fees
Total Tyler Software $100,559.00 $0.00
Total Tyler Services $204,400.00 $0.00
Total 3rd Party Hardware, Software and
Services
$1,650.00 $0.00
Summary Total $306,609.00 $0.00
Contract Total
(Excluding Estimated Travel Expenses)
$306,609.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 2 of 10
Summary One Time Fees Recurring Fees
Estimated Travel Expenses $59,625.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 3 of 10
Detailed Breakdown of Conversions (included in Contract Total)
Description Unit Price Unit Discount Extended Price
Accounts Payable - Checks up to 5 years $2,200.00 $0.00 $2,200.00
Accounts Payable - Invoice up to 5 years $2,800.00 $0.00 $2,800.00
Accounts Payable Standard Master $1,200.00 $0.00 $1,200.00
Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00
Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00
Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00
Utility Billing - Balance Forward AR $5,600.00 $0.00 $5,600.00
Utility Billing - Consumption History up to 5 years $2,000.00 $0.00 $2,000.00
Utility Billing - Services $3,600.00 $0.00 $3,600.00
Utility Billing - Standard $4,100.00 $0.00 $4,100.00
TOTAL:$26,600.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 4 of 10
Optional SaaS One Time Fees
Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion
Additional:
Socrata Open Finance 0 $12,000.00 0 $0.00 $0.00
Tyler Detect 0 $15,000.00 0 $0.00 $0.00
Optional Tyler Software & Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Financials:
Bid Management $3,707.00 24 $3,600.00 $0.00 $7,307.00 $667.00
Contract Management $3,622.00 24 $3,600.00 $0.00 $7,222.00 $652.00
Employee Expense Reimbursement $4,169.00 32 $4,800.00 $0.00 $8,969.00 $750.00
Inventory $7,617.00 40 $6,000.00 $2,400.00 $16,017.00 $1,371.00
Human Capital Management:
ExecuTime Advanced Scheduling (50)$8,930.00 48 $7,200.00 $0.00 $16,130.00 $1,786.00
ExecuTime Advanced Scheduling Mobile
Access
$4,375.00 0 $0.00 $0.00 $4,375.00 $875.00
ExecuTime Time & Attendance (200)$18,585.00 96 $14,400.00 $0.00 $32,985.00 $3,717.00
ExecuTime Time & Attendance Mobile Access $5,585.00 0 $0.00 $0.00 $5,585.00 $1,117.00
Recruiting $2,391.00 16 $2,400.00 $0.00 $4,791.00 $430.00
Risk Management $2,758.00 16 $2,400.00 $0.00 $5,158.00 $496.00
Additional:
CAFR Statement Builder $10,999.00 24 $3,600.00 $0.00 $14,599.00 $1,980.00
General Billing - Bills up to 5 years - C $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00
General Billing Std CID - C $0.00 0 $0.00 $1,000.00 $1,000.00 $0.00
Tyler Disaster Recovery Service $0.00 0 $0.00 $0.00 $0.00 $9,088.00
Tyler GIS $500.00 0 $0.00 $0.00 $500.00 $100.00
Tyler System Management Services Contract $0.00 0 $0.00 $0.00 $0.00 $9,088.00
Utility Billing - Assessments - C $0.00 0 $0.00 $1,200.00 $1,200.00 $0.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 5 of 10
Optional Tyler Software & Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Utility Billing - Backflow - C $0.00 0 $0.00 $1,200.00 $1,200.00 $0.00
Utility Billing - Budget Billing - C $0.00 0 $0.00 $3,600.00 $3,600.00 $0.00
Utility Billing - Flat Inventory/Containers - C $0.00 0 $0.00 $3,600.00 $3,600.00 $0.00
Utility Billing - Service Orders - C $0.00 0 $0.00 $2,300.00 $2,300.00 $0.00
TOTAL:$73,238.00 320 $48,000.00 $18,800.00 $140,038.00 $32,117.00
Optional Other Services
Description Quantity Unit Price Discount Extended Price
Install Fee - Socrata Open Finance 1 $3,200.00 $0.00 $3,200.00
Install Fee - Tyler Detect 1 $1,000.00 $0.00 $1,000.00
Source Code Escrow 1 $1,500.00 $0.00 $1,500.00
TOTAL: $5,700.00
Optional Conversion Details (Prices Reflected Above)
Description Unit Price Unit Discount Extended Price
General Billing - Bills up to 5 years $3,500.00 $0.00 $3,500.00
General Billing Std CID $1,000.00 $0.00 $1,000.00
Inventory Std Master $2,400.00 $0.00 $2,400.00
Utility Billing - Assessments $1,200.00 $0.00 $1,200.00
Utility Billing - Backflow $1,200.00 $0.00 $1,200.00
Utility Billing - Budget Billing $3,600.00 $0.00 $3,600.00
Utility Billing - Flat Inventory/Containers $3,600.00 $0.00 $3,600.00
Utility Billing - Service Orders $2,300.00 $0.00 $2,300.00
TOTAL:$18,800.00
Optional 3rd Party Hardware, Software and Services
Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance
Discount
Total Year One
Maintenance
Cash Drawer 1 $260.00 $0.00 $260.00 $0.00 $0.00 $0.00
Hand Held Scanner - Model 1950GSR 1 $450.00 $0.00 $450.00 $0.00 $0.00 $0.00
Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 6 of 10
ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00
Printer (TM-S9000) 1 $1,623.00 $0.00 $1,623.00 $0.00 $0.00 $0.00
3rd Party Hardware Sub-Total: $0.00 $2,425.00 $0.00
TOTAL: $2,425.00 $0.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for
six (6) months from the Quote date or the Effective Date of the contract, whichever is later.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
Tyler Discount Detail
Description License License Discount License Net Maintenance
Basis
Year One Maint
Discount
Year One Maint
Net
Financials:
Accounting/GL $32,793.00 $16,397.00 $16,396.00 $5,903.00 $5,903.00 $0.00
Accounts Payable $9,662.00 $4,831.00 $4,831.00 $1,739.00 $1,739.00 $0.00
Budgeting $9,662.00 $4,831.00 $4,831.00 $1,739.00 $1,739.00 $0.00
Capital Assets $8,160.00 $4,080.00 $4,080.00 $1,469.00 $1,469.00 $0.00
Cash Management $5,494.00 $2,747.00 $2,747.00 $989.00 $989.00 $0.00
Project & Grant Accounting $6,474.00 $3,237.00 $3,237.00 $1,165.00 $1,165.00 $0.00
Purchasing $13,922.00 $6,961.00 $6,961.00 $2,506.00 $2,506.00 $0.00
Payroll/HR:
Human Resources & Talent Management $10,801.00 $5,401.00 $5,400.00 $1,944.00 $1,944.00 $0.00
Payroll w/ESS $13,248.00 $6,624.00 $6,624.00 $2,385.00 $2,385.00 $0.00
Revenue:
Accounts Receivable $7,109.00 $3,555.00 $3,554.00 $1,280.00 $1,280.00 $0.00
General Billing $4,787.00 $2,394.00 $2,393.00 $862.00 $862.00 $0.00
Tyler Cashiering $12,075.00 $6,038.00 $6,037.00 $2,174.00 $2,174.00 $0.00
UB Interface $3,810.00 $1,905.00 $1,905.00 $686.00 $686.00 $0.00
Utility Billing CIS $18,458.00 $9,229.00 $9,229.00 $3,322.00 $3,322.00 $0.00
Productivity:
Citizen Self Service $7,109.00 $3,555.00 $3,554.00 $1,280.00 $1,280.00 $0.00
eProcurement $5,494.00 $2,747.00 $2,747.00 $989.00 $989.00 $0.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 7 of 10
Tyler Discount Detail
Description License License Discount License Net Maintenance
Basis
Year One Maint
Discount
Year One Maint
Net
Munis Analytics & Reporting $10,028.00 $5,014.00 $5,014.00 $1,805.00 $1,805.00 $0.00
Tyler Content Manager SE $14,538.00 $7,269.00 $7,269.00 $2,617.00 $2,617.00 $0.00
Tyler ReadyForms Processing (including
Common Form Set)
$7,500.00 $3,750.00 $3,750.00 $1,500.00 $1,500.00 $0.00
TOTAL: $201,124.00 $100,565.00 $100,559.00 $36,354.00 $36,354.00 $0.00
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 8 of 10
Comments
Tyler System Management Services is calculated at 25% of the Munis annual maintenance. There is a $2,500 minimum annual fee.
Tyler's Disaster Recovery Service is calculated at 25% of the Munis annual maintenance. There is a $5,000 minimum annual fee for Disaster Recovery service. The Disaster
Recovery fees are applicable only to one Live Munis database and excludes all test and training databases.
Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if
hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors
who sell SSL Certificates, with all ranges of prices.
Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted.
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and
remitting. Installations are completed remotely, but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii)
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Implementation hours are scheduled and delivered in four (4) or eight (8) hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks.
Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees
not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution
provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers.
In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler
applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise
Edition.
Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.
General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt.
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 9 of 10
Comments
Includes digitizing two signatures, additional charges will apply for additional signatures.
Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support.
Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change.
Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the
right to adjust prices accordingly.
Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G.
Utility billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final utility bill.
In the event a self-hosted customer opts to enroll as a beneficiary under Tyler's source code escrow agreement, Tyler will provide the paperwork required for enrollment. That self-
hosted customer will be billed, on an annual basis, directly by Tyler's escrow agent, and all such fees must be paid directly to that escrow agent. Rates for subsequent years are
subject to change at the discretion of Tyler's escrow agent.
Utility Billing CIS includes the Graphing Agent.
Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed
on program specifications and the remaining 50% of total upon delivery of modifications, interface and services.
For the avoidance of doubt, Tyler Detect is a subscription service, not SaaS.
Notwithstanding the foregoing language, payment of annual subscription fees for Tyler Detect commence on the availability of the service. Tyler Detect services will renew
automatically for additional one (1) year terms, and subsequent subscription fees are due annually in advance on the anniversary of the availability date at our then-current rates.
Pricing is based on client's current network size as defined by their entity size. Any material increases of network size may result in additional fees being assessed for the Tyler
Detect service upon renewal.
The quoted Tyler Detect amount does not include monitoring of student devices nor analysis of student network traffic. Tyler can quote an additional fee for these services.
Estimated Travel Expenses assume 20% of Implementation Services will occur remotely.
2019-95732 - Tyler Munis Pricing - OnPremise CONFIDENTIAL 10 of 10
Quoted By:Alban Michaud
Quote Expiration:4/18/2020
Quote Name:City of Columbia Heights-ERP-Munis
Quote Number:2019-95732-2
Quote Description:Tyler Munis Pricing - SaaS
Sales Quotation For
City of Columbia Heights
590 40th Ave NE
Columbia Heights, MN 55421-3878
Phone 7637063600
SaaS One Time Fees
Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion
Financial:
Accounting/GL 5.0 $15,925.00 112 $16,800.00 $6,200.00
Accounts Payable 5.0 $4,692.00 32 $4,800.00 $0.00
Budgeting 5.0 $4,692.00 48 $7,200.00 $0.00
Capital Assets 5.0 $3,963.00 40 $6,000.00 $0.00
Cash Management 5.0 $2,668.00 24 $3,600.00 $0.00
Project & Grant Accounting 5.0 $3,144.00 32 $4,800.00 $0.00
Purchasing 5.0 $6,761.00 80 $12,000.00 $0.00
Human Capital Management:
Human Resources & Talent Management 5.0 $5,245.00 88 $13,200.00 $0.00
Payroll w/ESS 5.0 $6,434.00 168 $25,200.00 $5,100.00
Revenue:
Accounts Receivable 5.0 $3,452.00 64 $9,600.00 $0.00
General Billing 5.0 $2,325.00 32 $4,800.00 $0.00
Tyler Cashiering 5.0 $5,864.00 40 $6,000.00 $0.00
UB Interface 5.0 $1,850.00 16 $2,400.00 $0.00
Utility Billing CIS 5.0 $8,964.00 140 $21,000.00 $15,300.00
Productivity:
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 1 of 9
SaaS One Time Fees
Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion
Citizen Self Service 5.0 $3,452.00 40 $6,000.00 $0.00
eProcurement 5.0 $2,668.00 24 $3,600.00 $0.00
Munis Analytics & Reporting (SaaS)5.0 $3,116.00 80 $12,000.00 $0.00
Tyler Content Manager SE 5.0 $7,060.00 32 $4,800.00 $0.00
Tyler ReadyForms Processing (including Common Form Set)5.0 $3,773.00 0 $0.00 $0.00
TOTAL:$96,048.00 1092 $163,800.00 $26,600.00
Other Services
Description Quantity Unit Price Unit Discount Extended Price
Project Planning Services 1 $5,000.00 $0.00 $5,000.00
Tyler ReadyForms Processing Configuration 1 $1,500.00 $0.00 $1,500.00
VPN Device 1 $4,000.00 $0.00 $4,000.00
TOTAL:$10,500.00
3rd Party Hardware, Software and Services
Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance
Discount
Total Year One
Maintenance
Tyler Secure Signature System with 2
Keys
1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00
3rd Party Hardware Sub-Total:$0.00 $1,650.00 $0.00
TOTAL:$1,650.00 $0.00
Summary One Time Fees Recurring Fees
Total SaaS $0.00 $96,048.00
Total Tyler Software $0.00 $0.00
Total Tyler Services $200,900.00 $0.00
Total 3rd Party Hardware, Software and
Ser vices
$1,650.00 $0.00
Summary Total $202,550.00 $96,048.00
Contract Total
(Excluding Estimated Travel Expenses)
$682,790.00
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 2 of 9
Summary One Time Fees Recurring Fees
Estimated Travel Expenses $59,625.00
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 3 of 9
Detailed Breakdown of Conversions (included in Contract Total)
Description Unit Price Unit Discount Extended Price
Accounts Payable - Checks up to 5 years $2,200.00 $0.00 $2,200.00
Accounts Payable - Invoice up to 5 years $2,800.00 $0.00 $2,800.00
Accounts Payable Standard Master $1,200.00 $0.00 $1,200.00
Payroll - Accumulators up to 5 years $1,400.00 $0.00 $1,400.00
Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00
Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00
Utility Billing - Balance Forward AR $5,600.00 $0.00 $5,600.00
Utility Billing - Consumption History up to 5 years $2,000.00 $0.00 $2,000.00
Utility Billing - Services $3,600.00 $0.00 $3,600.00
Utility Billing - Standard $4,100.00 $0.00 $4,100.00
TOTAL: $26,600.00
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 4 of 9
Optional SaaS One Time Fees
Description # Years Annual Fee Impl. Hours Impl. Cost Data Conversion
Financial:
Bid Management 5.0 $1,800.00 24 $3,600.00 $0.00
Contract Management 5.0 $1,759.00 24 $3,600.00 $0.00
Employee Expense Reimbursement 5.0 $2,025.00 32 $4,800.00 $0.00
Inventory 5.0 $3,699.00 40 $6,000.00 $2,400.00
Human Capital Management:
ExecuTime Advanced Scheduling (50)5.0 $4,492.00 48 $7,200.00 $0.00
ExecuTime Advanced Scheduling Mobile Access 5.0 $2,589.00 0 $0.00 $0.00
ExecuTime Time & Attendance (200)5.0 $9,349.00 96 $14,400.00 $0.00
ExecuTime Time & Attendance Mobile Access 5.0 $3,305.00 0 $0.00 $0.00
Recruiting 5.0 $1,161.00 16 $2,400.00 $0.00
Risk Management 5.0 $1,339.00 16 $2,400.00 $0.00
Additional:
CAFR Statement Builder 5.0 $5,341.00 24 $3,600.00 $0.00
Socrata Open Finance 5.0 $12,000.00 0 $0.00 $0.00
Tyler Detect 5.0 $15,000.00 0 $0.00 $0.00
Tyler GIS 5.0 $252.00 0 $0.00 $0.00
TOTAL:$64,111.00 320 $48,000.00 $2,400.00
Optional Tyler Software & Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Additional:
General Billing - Bills up to 5 years - C $0.00 0 $0.00 $3,500.00 $3,500.00 $0.00
General Billing Std CID - C $0.00 0 $0.00 $1,000.00 $1,000.00 $0.00
Utility Billing - Assessments - C $0.00 0 $0.00 $1,200.00 $1,200.00 $0.00
Utility Billing - Backflow - C $0.00 0 $0.00 $1,200.00 $1,200.00 $0.00
Utility Billing - Budget Billing - C $0.00 0 $0.00 $3,600.00 $3,600.00 $0.00
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 5 of 9
Optional Tyler Software & Related Services
Description License Impl. Hours Impl. Cost Data Conversion Module Total Year One Maintenance
Utility Billing - Flat Inventory/Containers - C $0.00 0 $0.00 $3,600.00 $3,600.00 $0.00
Utility Billing - Service Orders - C $0.00 0 $0.00 $2,300.00 $2,300.00 $0.00
TOTAL: $0.00 0 $0.00 $16,400.00 $16,400.00 $0.00
Optional Other Services
Description Quantity Unit Price Discount Extended Price
Install Fee - Socrata Open Finance 1 $3,200.00 $0.00 $3,200.00
Install Fee - Tyler Detect 1 $1,000.00 $0.00 $1,000.00
TOTAL:$4,200.00
Optional Conversion Details (Prices Reflected Above)
Description Unit Price Unit Discount Extended Price
General Billing - Bills up to 5 years $3,500.00 $0.00 $3,500.00
General Billing Std CID $1,000.00 $0.00 $1,000.00
Inventory Std Master $2,400.00 $0.00 $2,400.00
Utility Billing - Assessments $1,200.00 $0.00 $1,200.00
Utility Billing - Backflow $1,200.00 $0.00 $1,200.00
Utility Billing - Budget Billing $3,600.00 $0.00 $3,600.00
Utility Billing - Flat Inventory/Containers $3,600.00 $0.00 $3,600.00
Utility Billing - Service Orders $2,300.00 $0.00 $2,300.00
TOTAL:$18,800.00
Optional 3rd Party Hardware, Software and Services
Description Quantity Unit Price Unit Discount Total Price Unit Maintenance Unit Maintenance
Discount
Total Year One
Maintenance
Cash Drawer 1 $260.00 $0.00 $260.00 $0.00 $0.00 $0.00
Hand Held Scanner - Model 1950GSR 1 $450.00 $0.00 $450.00 $0.00 $0.00 $0.00
Hand Held Scanner Stand 1 $30.00 $0.00 $30.00 $0.00 $0.00 $0.00
ID Tech MiniMag USB Reader 1 $62.00 $0.00 $62.00 $0.00 $0.00 $0.00
Printer (TM-S9000) 1 $1,623.00 $0.00 $1,623.00 $0.00 $0.00 $0.00
3rd Party Hardware Sub-Total:$0.00 $2,425.00 $0.00
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 6 of 9
TOTAL: $2,425.00 $0.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for
six (6) months from the Quote date or the Effective Date of the contract, whichever is later.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 7 of 9
Comments
Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUNIS Self Service applications if
hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors
who sell SSL Certificates, with all ranges of prices.
Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted.
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and
remitting. Installations are completed remotely, but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii)
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Implementation hours are scheduled and delivered in four (4) or eight (8) hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks.
Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees
not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution
provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers.
In the event Client acquires from Tyler any edition of Tyler Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler
applications only. If Client wishes to use Tyler Content Manager software with non-Tyler applications, Client must purchase or upgrade to Tyler Content Manager Enterprise
Edition.
Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.
General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt.
Includes digitizing two signatures, additional charges will apply for additional signatures.
Project Management includes project planning, kickoff meeting, status calls, task monitoring, verification and transition to support.
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 8 of 9
Comments
Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change.
Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tyler reserves the
right to adjust prices accordingly.
Tyler Content Manager SE includes up to 1TB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $5,000 per TB.
Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 1099S, and 1099G.
Utility billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final utility bill.
The Munis SaaS fees are based on 32 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re-negotiate the SaaS fees based upon any
resulting changes in the pricing categories.
Utility Billing CIS includes the Graphing Agent.
Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed
on program specifications and the remaining 50% of total upon delivery of modifications, interface and services.
For the avoidance of doubt, Tyler Detect is a subscription service, not SaaS.
Notwithstanding the foregoing language, payment of annual subscription fees for Tyler Detect commence on the availability of the service. Tyler Detect services will renew
automatically for additional one (1) year terms, and subsequent subscription fees are due annually in advance on the anniversary of the availability date at our then-current rates.
Pricing is based on client's current network size as defined by their entity size. Any material increases of network size may result in additional fees being assessed for the Tyler
Detect service upon renewal.
The quoted Tyler Detect amount does not include monitoring of student devices nor analysis of student network traffic. Tyler can quote an additional fee for these services.
Estimated Travel Expenses assume 20% of Implementation Services will occur remotely.
2019-95732-2 - Tyler Munis Pricing - SaaS CONFIDENTIAL 9 of 9
Quoted By:Cody Gunstenson
Quote Expiration:5/11/2020
Quote Name:City of Columbia Heights - ERP Incode
Quote Number:2019-97438
Quote Description:
Sales Quotation For
City of Columbia Heights
590 40th Ave NE
Columbia Heights , MN 55421-3878
Phone: 7637063600
Tyler Software and Related Services
Description License Impl Hours Impl Cost Data Conversion Module Total Maintenance
Financial Management Suite
Core Financials $43,995 156 $23,400 $8,500 $75,895 $10,999
Purchasing $16,071 40 $6,000 $0 $22,071 $4,018
Fixed Assets $7,500 24 $3,600 $0 $11,100 $1,875
Project Accounting $9,643 20 $3,000 $0 $12,643 $2,411
Personnel Management Suite
Personnel Management (Includes Position Budgeting) $23,995 144 $21,600 $4,450 $50,045 $5,999
Customer Relationship Management Suite
Misc. Accounts Receivable $11,000 16 $2,400 $0 $13,400 $2,750
Utility CIS System $22,995 176 $26,400 $8,900 $58,295 $5,749
Mobile Service Orders $1,500 8 $1,200 $0 $2,700 $375
Cashiering $7,500 48 $7,200 $0 $14,700 $1,875
Tyler Content Manager
Tyler Content Manager Standard Edition (TCM SE) $14,538 56 $8,400 $0 $22,938 $2,617
Sub-Total:$158,737 $103,200 $21,850 $283,787 $38,668
Less Discount:$79,371 $9,669
TOTAL:$79,366 688 $103,200 $21,850 $204,416 $28,999
Tyler Software and Related Services - Annual One Time Fees
Description Impl. Hours Impl. Cost Data Conversion Annual Fee
Personnel Management Suite
Employee Self Service (Employee Portal) 40 $6,000 $0 $0
ESS Time & Attendance (Number of FTE Employees) 40 $6,000 $0 $7,007
Customer Relationship Management Suite
EasyPay Online Payment Component 0 $0 $0 $0
Tyler Hosted Applications
Utility Billing Online Component 0 $0 $0 $3,176
Notifications for Utility Billing 0 $0 $0 $0
2019-97438 - CONFIDENTIAL 1 of 3
IVR Solution for Utility Billing 0 $0 $0 $0
Tyler U 0 $0 $0 $0
Sub-Total: $12,000 $0 $10,183
TOTAL:80 $12,000 $0 $10,183
Other Services
Description Quantity Unit Price Extended Price Maintenance
Online Application -Set up fee 1 $800 $800 $0
Project Management 1 $5,000 $5,000 $0
TOTAL: $5,800 $0
Summary One Time Fees Recurring Fees
Total Tyler Software $79,366 $28,999
Total Tyler Annual $0 $10,183
Total Tyler Services $142,850 $0
Total Third Party Hardware, Software and Services $0 $0
Summary Total $222,216 $39,182
Estimated Travel Expenses $52,060
Detailed Breakdown of Conversions (Included in contract total)
Description Hours Unit Price Programming Fee Extended Price
Financial Management Suite
General Ledger Master 8 $150 $1,750 $2,950
General Ledger History 4 $150 $750 $1,350
Accounts Payable Master 4 $150 $2,000 $2,600
Accounts Payable History 4 $150 $1,000 $1,600
Personnel Management Suite
Personnel Management -Payroll Master 4 $150 $2,250 $2,850
Personnel Management -Payroll History 4 $150 $1,000 $1,600
Customer Relationship Management Suite
Utility Billing History 4 $150 $1,000 $1,600
Utility Billing Master 12 $150 $5,500 $7,300
Total: $21,850
Optional Tyler Software and Related Services
Description License Impl Hours Impl Cost Data Conversion Module Total Maintenance
Financial Management Suite
Inventory Control $11,000 32 $4,800 $0 $15,800 $2,750
Customer Relationship Management Suite
Work Orders $10,725 72 $10,800 $0 $21,525 $2,681
Sub Total:$21,725 $15,600 $0 $37,325 $5,431
Less Discount:$10,863 $1,358
TOTAL:$10,862 104 $15,600 $0 $37,325 $4,073
2019-97438 - CONFIDENTIAL 2 of 3
-Core Financials includes general ledger, budget prep, bank recon, AP, Express, CellSense, a standard forms pkg, output director,
positive pay, secure signatures (qty 2).
-Utility CIS System includes collections, tax lien process and import, utility payment import, a standard forms pkg., output director
and one Utility handheld meter-reader interface.
-Cashiering supports credit/debit cards via ETS, includes PCI Compliant, a cash collection interface, a cashiering receipt import)
-Incode Utility Billing Online Component displays the current status (late, cut off etc), the action needed to avoid penalty, current
balance, deposits on file (optional), last payment date, last payment amount, payment arrangements on file, last bill amount, last bill
date, bill due date, contracts on file and status, transaction history (online payments). Payment packet is created to be imported to
utility system. Address information includes legal description, precinct, school district, and services at address(subject to data
availability). Includes consumption history by service (including graphs), request for service (optional), information change request
(optional), security -SSL (secure socket layer). Note that the customer pays $1.25 fee per transaction for payment on-line.
-Notification for Utility Billing ($0.10 per call) includes Customer notification by phone (call late notices and general notifications).
Call lists are automatically generated and the account is updated after the call. It includes a custom message for each call type and the
call message can be in English or Spanish. It generates reports based on call results. Note: The Utility will be billed at the rate
specified above for all the calls made. The Utility will be billed quarterly by Tyler Technologies for calls conducted.
-General Ledger conversions include Chart of Accounts - additional fee for historical views.
-Accounts Payable conversions include Vendor Master Only - additional fee for historical views.
-Personnel Management/Payroll conversions include employee master, deductions/taxes, retirement, current leave totals, current direct
deposit - additional fee for historical views.
-Utility Billing conversions include contacts/properties/accounts, service meter info - meter inventory, transaction/consumption/read
history, metered services, non-metered service. Additional fee for historical views.
-Incode IVR Solution for Utility Billing-The payment packet is created in centralized cash collections. The IVR system gives the
customer an account balance, the customer makes the payment by phone, and the account manager is updated with the payment
record. NOTE: There is a $1.25 per transaction fee associated with the IVR that will be paid by client unless Tyler is instructed by the
client to pass along to the user at time of payment.
-EasyPay Online Payment Component allows clients to setup payment forms for misc. payments with a fixed, calculated or open
payment amount. The payments are sent from the website to the cash collection/Cashiering application and then posted to the GL
application. NOTE: There is a $1.25 per transaction fee associated with the EasyPay that will be paid by client unless Tyler is
instructed by the client to pass along to the user at time of payment.
-Travel Expenses are billed as incurred based on our current Business Travel Policy.
Comments
2019-97438 - CONFIDENTIAL 3 of 3
Quoted By:Cody Gunstenson
Quote Expiration:5/11/2020
Quote Name:City of Columbia Heights - ERP Incode
Quote Number:2019-97438-2
Quote Description:SaaS
Sales Quotation For
City of Columbia Heights
590 40th Ave NE
Columbia Heights , MN 55421-3878
Phone: 7637063600
Tyler Software and Related Services - SaaS One Time Fees
Description Impl. Hours Impl. Cost Data Conversion # Years Annual Fee
Financial Management Suite
Core Financials 156 $23,400 $8,500 $16,960
Purchasing 40 $6,000 $0 $6,195
Fixed Assets 24 $3,600 $0 $2,891
Project Accounting 20 $3,000 $0 $3,717
Personnel Management Suite
Personnel Management (Includes Position Budgeting) 144 $21,600 $4,450 $9,250
Employee Self Service (Employee Portal) 40 $6,000 $0 $0
ESS Time & Attendance (Number of FTE Employees) 40 $6,000 $0 $7,007
Customer Relationship Management Suite
Misc. Accounts Receivable 16 $2,400 $0 $4,240
Utility CIS System 176 $26,400 $8,900 $8,865
Mobile Service Orders 8 $1,200 $0 $578
Cashiering 48 $7,200 $0 $2,891
EasyPay Online Payment Component 0 $0 $0 $0
Tyler Content Manager
Tyler Content Manager Standard Edition (TCM SE) 56 $8,400 $0 $7,060
Tyler Hosted Applications
Utility Billing Online Component 0 $0 $0 $3,176
Notifications for Utility Billing 0 $0 $0 $0
IVR Solution for Utility Billing 0 $0 $0 $0
Tyler U 0 $0 $0 $0
Hosting User Fee 0 $0 $0 $5,750
Sub-Total: $115,200 $21,850 $78,580
TOTAL:768 $115,200 $21,850 5 $78,580
Other Services
Description Quantity Unit Price Extended Price Maintenance
2019-97438-2 -SaaS CONFIDENTIAL 1 of 3
Online Application -Set up fee 1 $800 $800 $0
Project Management 1 $5,000 $5,000 $0
TOTAL: $5,800 $0
Summary One Time Fees Recurring Fees
Total Tyler SaaS $0 $78,580
Total Tyler Services $142,850 $0
Total Third Party Hardware, Software and Services $0 $0
Summary Total $142,850 $78,580
Estimated Travel Expenses $52,060
Detailed Breakdown of Conversions (Included in contract total)
Description Hours Unit Price Programming Fee Extended Price
Financial Management Suite
General Ledger Master 8 $150 $1,750 $2,950
General Ledger History 4 $150 $750 $1,350
Accounts Payable Master 4 $150 $2,000 $2,600
Accounts Payable History 4 $150 $1,000 $1,600
Personnel Management Suite
Personnel Management -Payroll Master 4 $150 $2,250 $2,850
Personnel Management -Payroll History 4 $150 $1,000 $1,600
Customer Relationship Management Suite
Utility Billing History 4 $150 $1,000 $1,600
Utility Billing Master 12 $150 $5,500 $7,300
Total: $21,850
Optional Tyler Software and Related Services - SaaS One Time Fees
Description Impl. Hours Impl. Cost Data Conversion # Years Annual Fee
Financial Management Suite
Inventory Control 32 $4,800 $0 $4,240
Customer Relationship Management Suite
Work Orders 72 $10,800 $0 $4,134
Sub-Total: $15,600 $0 $8,374
TOTAL: 104 $15,600 $0 5 $8,374
2019-97438-2 -SaaS CONFIDENTIAL 2 of 3
-Core Financials includes general ledger, budget prep, bank recon, AP, Express, CellSense, a standard forms pkg, output director,
positive pay, secure signatures (qty 2).
-Utility CIS System includes collections, tax lien process and import, utility payment import, a standard forms pkg., output director
and one Utility handheld meter-reader interface.
-Cashiering supports credit/debit cards via ETS, includes PCI Compliant, a cash collection interface, a cashiering receipt import)
-Incode Utility Billing Online Component displays the current status (late, cut off etc), the action needed to avoid penalty, current
balance, deposits on file (optional), last payment date, last payment amount, payment arrangements on file, last bill amount, last bill
date, bill due date, contracts on file and status, transaction history (online payments). Payment packet is created to be imported to
utility system. Address information includes legal description, precinct, school district, and services at address(subject to data
availability). Includes consumption history by service (including graphs), request for service (optional), information change request
(optional), security -SSL (secure socket layer). Note that the customer pays $1.25 fee per transaction for payment on-line.
-Notification for Utility Billing ($0.10 per call) includes Customer notification by phone (call late notices and general notifications).
Call lists are automatically generated and the account is updated after the call. It includes a custom message for each call type and the
call message can be in English or Spanish. It generates reports based on call results. Note: The Utility will be billed at the rate
specified above for all the calls made. The Utility will be billed quarterly by Tyler Technologies for calls conducted.
-General Ledger conversions include Chart of Accounts - additional fee for historical views.
-Accounts Payable conversions include Vendor Master Only - additional fee for historical views.
-Personnel Management/Payroll conversions include employee master, deductions/taxes, retirement, current leave totals, current direct
deposit - additional fee for historical views.
-Utility Billing conversions include contacts/properties/accounts, service meter info - meter inventory, transaction/consumption/read
history, metered services, non-metered service. Additional fee for historical views.
-Incode IVR Solution for Utility Billing-The payment packet is created in centralized cash collections. The IVR system gives the
customer an account balance, the customer makes the payment by phone, and the account manager is updated with the payment
record. NOTE: There is a $1.25 per transaction fee associated with the IVR that will be paid by client unless Tyler is instructed by the
client to pass along to the user at time of payment.
-EasyPay Online Payment Component allows clients to setup payment forms for misc. payments with a fixed, calculated or open
payment amount. The payments are sent from the website to the cash collection/Cashiering application and then posted to the GL
application. NOTE: There is a $1.25 per transaction fee associated with the EasyPay that will be paid by client unless Tyler is
instructed by the client to pass along to the user at time of payment.
-Travel Expenses are billed as incurred based on our current Business Travel Policy.
-Hosting User Fee includes 10 users. Hosting includes Basic Network Services and Disaster Recovery Services.
Comments
2019-97438-2 -SaaS CONFIDENTIAL 3 of 3
Computer Software and
Conversion Services Proposal
City of Columbia Heights
Prepared by Civic Systems, LLC
A SUBSIDIARY OF BAKER TILLY VIRCHOW KRAUSE, LLP
Civic Systems, LLC
Ten Terrace Court
P.O. Box 7398
Madison, WI 53707-7398
Phone: 888.241.1517
Fax: 608.249.1050
mlaesch@civicsystems.com
www.civicsystems.com
December 23, 2019
Table of Contents
TRANSMITTAL LETTER
COMPONENTS OF SUCCESS .....................................................1
Software .........................................................................................................2
Conversion ................................................................................................. 3-4
Education .......................................................................................................5
On-Site Assistance .........................................................................................6
Support ..........................................................................................................7
PRODUCTS SELECTED ....................................................... 8-11
INVESTMENT SUMMARY .......................................................... 12
License Fees, Training, Conversion and Support Detail ............................. 13
Optional Modules ........................................................................................ 14
HARDWARE REQUIREMENTS................................................... 15
A SUBSIDIARY OF BAKER TILLY VIRCHOW KRAUSE, LLP
TEN TERRACE COURT PO BOX 7398 MADISON, WI 53707-7398
www.civicsystems.com TOLL-FREE 888 241 1517 FAX 608 249 1050
TRANSMITTAL LETTER
December 23, 2019
City of Columbia Heights
590 40th Ave, NE
Columbia Heights, MN 55421
Dear Columbia Heights:
It has been great speaking with you about the possible future software needs of the City of Columbia Heights. We
are pleased to have this opportunity to submit our software solutions to you. Our proposal is based on your request
for information and our prior experience in providing these services to clients with similar needs.
Civic Systems, LLC (Civic) has the experience and resources necessary to meet your needs and assist you with this
very important project. We would like to highlight several factors that distinguish Civic from other firms.
Full Service Firm
Civic provides a full range of software services specifically developed for cities and municipal utilities to over fifty
new clients every year. These services include total turnkey software solutions. We are committed to enabling our
clients to print utility bills, accounts payable checks, payroll checks, and monthly reports immediately after leaving
our training facility. This process eliminates or minimizes the need to run parallel systems.
Experience
We understand the demands on your time and the pressures you face. This understanding comes from our
continuing relationship with approximately 400 municipalities/utilities throughout the Midwest. Our team includes
CPAs, trainers with over twenty years of training experience, and quality help desk analysts ready and waiting to
answer your every question. Civic is a subsidiary of Baker Tilly Virchow Krause, LLP (Baker Tilly). Baker Tilly is
one of the top 15th largest accounting and consulting firms in the United States and prides itself on its public sector
practice that includes over 150 full time, fully dedicated public sector practitioners. This unique and strong
Civic/Baker Tilly relationship allows us to provide unmatched public sector expertise.
Depth of Resources
Our project team members all have extensive software experience. All team members are available at any time for
consultation. Our quality products and service will provide you with information you need to make timely and
accurate management decisions, while meeting the needs of your customers.
City of Columbia Heights
December 23, 2019
Page 2
Commitment
Civic has a long-standing tradition and solid reputation of providing high quality services to municipal government.
To illustrate that commitment, we have a separate practice group devoted entirely to serving municipalities and their
utilities.
Timely Service
Our experience with software and conversion services allows us to provide a highly efficient and cost-effective
transition from your legacy system.
We appreciate the opportunity to submit this proposal and welcome the opportunity to discuss specific aspects of it
with you. The information included in this packet is valid for 90 days. If you have any questions or need additional
information, please contact me at 888.241.1517. We look forward to working with you on this important project.
Sincerely,
CIVIC SYSTEMS, LLC
Michael Laesch, Vice President – Business Development and Client Relations
ML
Enclosures
1
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
COMPONENTS OF SUCCESS
A successful software investment involves two critical components: the
software itself and the conversion, education, on-site assistance and support
services provided with the software.
Caselle’s software suite, coupled with the strength and stability provided by
Baker Tilly and Civic’s years of experience and depth of knowledge, ensures
that your software investment will retain its value through the years. Our role as
your trusted advisors gives you the peace of mind of knowing that professional,
100% public sector focused CPAs and consultants will guide you along the path
toward a successful software investment.
Each critical component of a successful software investment is briefly discussed
on the following pages.
2
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
SOFTWARE
Over 14 years ago, Civic Systems entered into an agreement with Caselle, Inc.
to represent their software throughout the Midwest. Caselle’s software is the
result of a long evolution that began in the 1950’s as a part of a small CPA firm.
Today, Caselle, Inc. provides fully integrated, true Windows-based financial and
utility billing software to over 1,100 clients throughout the United States.
All conversion, education, on-site assistance and support services are provided
out of Civic’s Madison, Wisconsin headquarters.
Caselle’s software, coupled with the public sector expertise of Civic and Baker
Tilly, provide an unbeatable team to ensure a successful and long-lasting
software investment.
3
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
CONVERSION
The success of any project usually depends on adequate up front planning.
Software conversion is no different. From the first meeting until the last total is
tested, an in-depth timeline and action plan will guide our progress.
Planning and Administration
Since planning is such a key element in the success of your conversion, an
in-depth, pre-conversion working session will be held at your site to identify key
individuals, discuss current processes and procedures, evaluate potential
challenges and establish a project timeline. The timeline established will
document our process, assist with staff availability planning, minimize your
staff’s duplication of effort and create a clean data cutoff for the conversion
team.
Data Extraction
No one enjoys working overtime or weekends keying in data to new software.
Let your staff completely avoid this time-consuming task by having Civic’s
conversion specialists quickly and accurately convert your data. Control
“hooks” created from your current software allow us to map your data to the
new software. In this way, existing data can be extracted, converted, tested,
adjusted and finalized prior to your arrival for training. This process minimizes
data clean up necessary to “go live”. All you have to think about is learning the
software while utilizing your own data.
Our proposed conversion services are listed on the following page.
4
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
The following outlines the conversion services to be provided for the core modules.
Depending on the data integrity in the legacy system, below is our typical data conversion
when converting from a legacy system.
Accounts Payable
>Vendor Information
>5 years of invoice and check history
>Report preparation
>AP check formatting
Cash Receipting
>Setup receipt categories and corresponding GL accounts
>Report preparation
General Ledger
>Chart of Accounts
>Financial statements
>Report preparation
>5 years detail information
>5 years of budget information
Payroll
>Employee information
>Pay code setup
>Current Year to Date Totals
>Recalculate payroll to ensure data accuracy
>Report preparation
>Leave time balances
>Paycheck formatting
Utility Billing
>Customer information
>Customer balances by service
>Meter information
>Location information
>13 months consumption History
>Report preparation
>Utility billing formatting
>Recalculate bill run to ensure data accuracy
>Setup rates and services
5
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
EDUCATION
Civic’s Educational Services include individualized, hands-on instruction at our
Madison, Wisconsin training facility. Our thorough, patient instructors guide
you through all the software features necessary for effective use. At completion,
you will immediately be able to begin using the software.
Classroom Training
Civic’s four high-tech training classrooms in Madison, Wisconsin allow an
excellent learning experience. Hands-on instruction along with in-depth training
ensures maximum product comprehension. Product overviews and fun
classroom games ensure that key objectives are learned.
Professional, Experienced Trainers
Our trainers have extensive software and industry knowledge and will help you
apply it to your community. Our senior trainers have over twenty years of
municipal software training experience. Their knowledge of municipal issues
provides a strong foundation to help you with budgeting, utility billing and other
community operations.
Structured, Yet Individual, Training
Our structured training curriculum clearly outlines course objectives and goals
to help you maximize your learning experience. Your trainer will guide you
through this well-planned process. Group sessions and one-on-one instruction
aid in the learning experience.
Customized Learning Using Your Own Data
Custom reports and screens can be designed using your data. You will be able
to immediately begin using the software at training completion.
Post Training Assistance
During the first 90 days following training, you are welcome to contact your
classroom trainer for software support. This helps create a smooth transition,
since your trainer will be aware of any unique issues discussed during training.
After 90 days, our experienced customer support representatives will be able to
effectively handle any support issues.
6
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
ON-SITE ASSISTANCE
During the initial use of your new software, it can be reassuring to have an
expert at your side. Civic’s on site service provides you with the comforting
reassurance of an expert on site to answer questions, correct any mistakes, offer
helpful suggestions and monitor the overall progress of your software transition.
7
Components of Success
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
SUPPORT
Support Center
The Civic Systems Support Center prides itself on timely and accurate support.
Friendly, helpful representatives facilitate prompt issue resolution so your
operations are not interrupted. All support calls are tracked and prioritized
based on timing and urgency.
Support Center Objectives
Civic Systems Support Center’s number one objective is responsive issue
resolution. Every call is tracked and prioritized, based on urgency through our
Customer Support Portal, which is accessible via the Internet, customers can
view the status of a ticket at anytime, 7 days a week.
Methods for Requesting Service
You may contact the Civic Support Center by phone, fax or e-mail. Customers
also have the option of submitting, canceling or adding more information to
existing service tickets online through CIVIC’s Customer Support Portal, which
is accessible through the Internet. If the issue requires a more in depth look, we
will access your data using PC Anywhere software.
Civic Systems Support Center Hours
Monday through Friday 7:00 AM − 5:00 PM Central Standard Time.
Saturday/Sunday − Please leave a message on the voice mail system for
processing on Monday morning.
Annual Support Fees include:
• Unlimited, toll free telephone support for purchased CIVIC software
applications.
• All software enhancements and updates.
Updates and Enhancements
Yearly updates are included in your annual support fee.
8
Products Selected
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
PRODUCTS SELECTED
The software products available for selection include:
Accounts Payable w/ ACH
Review, approve, verify and validate invoices while ensuring maximum use of
vendor terms and discounts.
Check on Demand
Quickly process a payment without setting up vendor information or
writing a manual check.
miAP Workflow
It doesn’t matter if your AP process starts at a central location, within
each department or both you will find our workflow system can handle
your needs. Items are scanned and can be attached to multiple
predefined customized workflow processes based on the department it
is for, the dollar amount or a combination of both. Invoices can be
coded at any step of the way through the final approval and once the
final approval is made the images get attached into Account Payment
and into miViewPoint for easy look up. This can also be interfaced
with Laserfiche.
miExcel AP
Allows for easy import of expenses such as P Card information from
the bank without reentering it manually.
Accounts Receivable
Manage customer accounts, invoicing, billing and payments with the Accounts
Receivable module. You can create an unlimited number of billing categories
with ease and flexibility.
Cash Receipting
From point of payment to the bank deposit, the cash receipting system provides
user friendly daily cash control. This software registers and prints all receipts
from individual workstations with full descriptions, distributions, change due
and account balance.
Cash Receipt Web Services
Web services utilized to interface our preferred vendors for online
payments.
9
Products Selected
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
Fixed Assets
Developed with GASB No. 34 compliance in mind; maintains fixed assets,
continuing property records and depreciation records. It interfaces with
Accounts Payable and General Ledger.
General Ledger
Quickly and easily enter, inquire, review and report important financial
information. Pre-defined journal entries, online management tools, customized
reports, previous history and tracking project costs over multiple years are a few
of the features you’ll enjoy using.
miBudget Workflow
Allows for Department Head budget entry with access to account
information and previous budgets to actual. Budgets can be entered by
line item and attachments and notes can be added. Once submitted the
budget goes through a predefined workflow for approval.
miExcel GL
This module provides a direct connection to GL through Excel.
Importing budgets, importing JE’s and building custom reports has
never been so easy.
miViewPoint Dashboard Reporting Tool
Gain real time access to pertinent financial, payroll, accounts payable and utility
billing information on a browser look and feel with no training required and no
limit on the number of system users.
10
Products Selected
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
Payroll
Easy payroll processing and development of your own customized,
comprehensive employee information system. Federal and state government
reporting requirements are complied with while providing complete fund and
departmental allocations.
ACA Reporting
The ACA module will produce the following items:
•1094-B (Transmittal of Health Coverage Information Returns)
•1095-B (Health Coverage)
•1094-C (Transmittal of Employer Provided Health Insurance Offer)
•1095-C (Employer-Provided Health Insurance Offer and Coverage)
•Data grid to complete information for dependents and health plans
•Hourly look back reports to show average hours worked
•XML file to electronically submit information
Direct Deposit
Electronically transfer employee earnings to banking accounts.
Electronic Submittals
Create electronical submittals for your W2’s and 1099’s.
miPay
Allow employees to go paperless with their paystubs and W-2’s.
Employees can log in with user name and password from any computer
with internet access to view their current and past paystubs and W-2’s.
Employees also have self service capabilities like filling out forms for a
change of address or W-4 withholdings. Employees can also input time
off requests which notifies their manager for approval or denial.
miTime
Allow employees to enter payroll hours over the web.
Submitted time then goes through a predefined approval
process to ensure accuracy. This module can eliminate the
paper headache of the payroll process.
miExcel PR
Allows individuals or departments to fill out excel based time sheets
electronically to import seamlessly into timekeeping or directly into
payroll along with providing the ability to import files from a time
clock system. This module eliminates re-keying hours and provides
additional functionality such as importing of steps and grades from
Excel, easily update pay schedules from Excel, along with providing
export capabilities for Rates, Pay Codes, GL by pay periods and benefit
info.
11
Products Selected
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
Utility Billing
A comprehensive customer information system designed to address the unique
challenges faced by municipal utilities. Features such as rate calculation
computation, multiple project meter database, and consolidated master meters
allow your utility to customize the product based on your needs.
ACH Direct Pay
Customers automatically pay their utility bills from their checking or
savings account.
Electronic Read Interface
Importing meter files is easy and hassle-free with the Electronic Read
Interface. We are able to integrate all major hand held meter reading
devices.
miExcel UB
Provides built in functions to easily update rates and services, change
meters, export meter data and customer usage and provides revenue
analysis functions.
Work Orders (Service and Maintenance Orders)
Create “jobs” to assign specific, user defined tasks including final reads
and meter replacements and work orders.
Mobile Work Orders (Service and Maintenance Orders)
This module is an add on to mobile work orders which allows
“jobs” to be assigned and then completed in the field using
your mobile device. The mobile device will receive
notification if a “job” is added and a map of where that service
order is located will be present. Once items are completed it is
updated to the work order applications in the Caselle system.
If you are using miViewPoint there will be a screen that shows
you outstanding “jobs” along with a pin map of where those
“jobs” are located.
Splitter
When utility bills are run a PDF of each customer’s bill will be attached
to each customer for easy viewing and printing at a later date. No
more recalculating old bills when rates there are rate changes or Power
Cost Adjustments.
Tax Certification
Easily produce tax certification notices for your delinquent customers
and create a file to electronically send information to the appropriate
agency.
Online Bill Pay and Bill Presentment
Provides customers with a direct bill payment option through a secure,
robust Internet application. Ability for customers to opt out of paper
billings, Utility bill payment, account review, inquiry features and
service request s are all available. Interfaces with Cash Receipting for
seamless bill payment option.
12
Investment Summary
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
Civic Systems, LLC City of Columbia Heights
Ten Terrace Court 590 40th Ave, NE
P.O. Box 7398 Columbia Heights, MN 55421
Madison, WI 53707-7398
You agree to purchase the software and services detailed below and Civic Systems, LLC agrees to
provide them. An initial 50% down payment is due with this contract. The remainder is due at
training.*Additional payment terms can be provided such as spreading the payments over 2 or
3 years at 0% interest. The information provided in this proposal is valid for 90 days after the date
of issue.
INVESTMENT SUMMARY
License Fees (12 Concurrent) $ 103,000
Training and Onsite Assistance 24,300
Conversion/Setup 36,600
Implementation Project Management 9,000
TOTAL INVESTMENT $ 172,900
ANNUAL SUPPORT (Software For Life**) $ 22,375
TRAVEL COSTS
Travel costs are estimated based on Seven (7) round trips and 21 overnights.
Mileage (Seven 556 mile round trips @ $0.58/mile) $ 2,257
Hotel (21 nights at $150/night) 3,150 Meals (21 days at $35/day) 735
TOTAL INVESTMENT $ 6,142
*A formal contract will need to be entered before any software is installed.
**Software For Life provides you the assurance that you will never have to purchase another upgrade
from us in the future. The Client will always be on the latest version of the purchased modules as long
as they are current with annual support payments.
13
A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
License Fees, Training, Conversion and Support Detail
*Optional item pricing is provided on the following page.
*If online Bill Presentment is chosen the City of Columbia Heights is responsible for any monthly hosting, setup and transactional
fees charged by the preferred online bill pay company.
Selected Product Descriptions
License
Fee
Purchase
Price
One-Time
conversion
/
setup
Training and
Onsite
Assistance
Cost/Days
Year one Total
w/o Support
Annual
Fees*
12 Concurrent User Licenses $ 12,000 $ 0 $ 0 $ 12,000 $ 0
Accounts Payable 9,900 1,800 1,200 12,900 2,475
AP ACH w/ Vendor Portal Included Included Included Included Included
Check on Demand Included Included Included Included Included
miAP Workflow w/ Laserfiche Interface 7,000 1,800 1,200 10,000 1,375
miExcel AP Included Included Included Included Included
Accounts Receivable 5,500 1,200 1,200 7,900 1,375
Cash Receipting 5,500 1,200 1,200 7,900 1,375
CR Web Services Included Included Included Included Included
Fixed Assets 3,300 1,200 600 5,100 825
General Ledger 7,000 3,600 3,600 14,200 1,750
Activity Reporting Included Included Included Included Included
Bank Rec Included Included Included Included Included
Budgeting Included Included Included Included Included
miBudget Workflow 3,500 1,200 600 5,900 875
miExcel GL Included Included Included Included Included
miViewPoint (Department Head Dashboard) 5,500 1,200 1,200 7,900 1,375
Payroll 14,900 7,200 3,600 25,700 3,725
ACA Reporting Included Included Included Included Included
Direct Deposit Included Included Included Included Included
Electronic Submittals Included Included Included Included Included
miPay Online (Employee Self Help) Included Included Included Included Included
miTime (Remote Time Entry) 5,500 2,400 1,800 9,700 1,375
miExcel PR Included Included Included Included Included
Utility Billing 15,400 12,000 6,000 33,400 3,850
Direct Pay Included Included Included Included Included
Electronic Read Interface Included Included Included Included Included
miExcel UB Included Included Included Included Included
Online Bill Pay Interface to Preferred Vendor Included Included Included Included Included
Work Orders (Service and Maintenance Orders) 5,000 1,200 1,200 7,400 1,250
Mobile Work Orders 3,000 600 300 3,900 750
Splitter Included Included Included Included Included
Tax Certification Included Included Included Included Included
Implementation Project Management 9,000 -- -- 9,000 --
TOTALS COSTS 103,000 45,600 24,300 172,900 22,375
14 A SUBSIDIARY OF BAKER TILLY
VIRCHOW KRAUSE, LLP
Optional Module Detailed Cost
OPTIONAL MODULES (Not Included in the agreement)
Optional Product Descriptions (Not Selected)
License Fee
Purchase Price
(12
Concurrent
Users)
One-Time
conversion
/
setup
Training Cost
@ $1,200/Day
Year one Total
w/o Support
Annual
Fees
Additional Concurrent Users above 12 (each) 2,000 -- -- 2,000 0
Accounts Payable Add Ons
Purchase Orders 2,700 -- 300 3,000 540
miPO Workflow 1,500 600 300 2,400 300
Human Resources 5,500 600 600 6,700 1,375
*Above amounts include the discount provided.
**If online Bill Presentment is chosen the City of Columbia Heights is responsible for any monthly hosting, setup
and transactional fees charged by the preferred online bill pay company.
Purchase Orders w/ Workflow
Enter requisitions by department and employee for approval. Purchase orders
are integrated with the accounts payable module for invoice payment. Enhance
this with our workflow tool.
Human Resources
Provides you the ability to track and manage your employees or potential
employees from recruitment to retirement. This application is designed for
organizations of all sizes that have a separate HR director and that want a
reliable way to keep track of sensitive employee information in an electronic
format.
15
Hardware Requirements
O
HARDWARE REQUIREMENTS
Network System Requirements – Caselle® Connect – Network
Important! Using servers, workstations, or servers and workstations that do NOT meet the specified network system
requirements may result in unsatisfactory performance and response times. This document lists the minimum hardware and
software requirements for installing Connect.
Network Server Operating System Microsoft ® Windows 2012, 2012 R2, 2016 Server (64-bit) or 2019 (64-bit)
Network Server Equipment Intel® Xeon® Quad-Core Processor 3.0 Ghz or higher |Minimum 16 GB of available RAM | 30
GB available disk space for Caselle Connect applications (180 MB) and data | Separate physical
hard drive for SQL log file 8-15 K SAS HDD preferred | Color SVGA .28 Monitor | 1 GB
Ethernet Network Card | 1 GB Ethernet Switch | DVDRW Drive
All hardware must be Microsoft® certified (request printed certification documents). Intel® Core™ i3, Intel® Celeron®, and AMD
Sempron™, and Intel® Pentium processors are NOT recommended.
Database Server Equipment and
Operating System
•Use the Recommended Network Server. For better performance, increase memory on network
server or, use a separate Database Server (same specifications as the Network Server).
•Networks with more than ten workstations may require faster processors and/or more memory
than the recommended.
Database Software Microsoft® SQL Server 2012 (64-bit), 2014 (64- bit) or 2016 (64-bit), or 2019 (64-bit)
Network Server and Database Server
Power Protection
True On-Line UPS, 600 Voltamps minimum with UPS Monitoring card, cable, and software.
Workstation Computer Intel Core 2 Duo, i5, or i7 (3 GHz or higher) | 8 GB of available RAM | 30 GB available disk
space for Caselle Connect applications (180 MB) and data | LCD Monitor
All hardware must be Microsoft® certified (request printed certification documents). Intel® Core™ i3, Intel® Celeron®, and AMD
Sempron™, and Intel® Pentium processors are NOT recommended.
Workstation Operating System Windows 10™ Professional (32-bit or 64-bit).
Workstation Power Protection UPS/Battery backup unit
Backup System Network quality system to back up fileserver hard drive on one tape and provide tape read after
write verification. Make sure the backup system supports backing up MSSQL Databases.
Example: Backup Exec with SQL Agent.
Data File Transfer DVDRW Drive
Printer HP Laser Printer or Canon Copiers with PCL or Postscript Drivers
Receipt Printer Ithaca 9000 and 1500 Series Printers | Star TSP100 | Epson TM – U325, TM-U675, and Epson
TM – H6000IV
Internet Access DSL, ISDN, or T1
Explanation: Caselle® Applications require Internet access to download program updates. Using an
Internet connection that is slower than 256 Kbps will take significantly longer to download data.
Email Email that is compatible with Microsoft® Windows.
Network Installer
Web Services
Microsoft® Certified
IIS 7 (Windows Server 2008, 2012)
miViewPoint
Only needed if
miViewPoint is
being installed.
IIS 7 or later | 30 GB of available disk space for miViewPoint on the IIS and SQL Servers |
Modern Web Browser on any PC using miViewPoint (IE11 or greater, up to date Chrome, or up
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October 24, 2019
Joseph Kloiber
Finance Director
City of Columbia Heights
590 40th Avenue NE
Columbia Heights, MN 55421
RE: Quote for the Oracle/JDEdwards EnterpriseOne Finance and Payroll Application
Dear Joe,
Thank you for your interest in LOGIS and the Oracle/JDEdwards EnterpriseOne Finance and
Payroll Applications. Like many of your peers, we believe you’ll find that our knowledge and
support of the JDE application will meet your needs for the long-term.
Based on our understanding of your application needs and the cost metrics you submitted, here are
your estimated costs:
Annual Costs (2020 Rates):
Oracle/JDEdwards Finance $40,487
Insight (Hubble) application 8,525
Tungsten application 6,395
Oracle/JDEdwards Payroll 37,190
Total Annual Costs * $92,597
One-Time Costs:
Tungsten software license $10,000
Insight (Hubble) software license 23,050
Scanner hardware for Tungsten 1,100
Installation & Configuration 18,700
Total One-Time Costs $52.850
* Note – annual costs will be prorated to the month the implementation begins.
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City of Columbia Heights Responsibility:
Communications / connectivity to LOGIS. LOGIS recommends utilizing the Zayo fiber
infrastructure to connect to LOGIS. LOGIS has a GB connection to Zayo located in Coon
Rapids and is utilizing this connection for multiple Anoka County organizations.
Firewall and network infrastructure hardware and configuration. LOGIS will work with
the City of Columbia Heights to establish a VPN encrypted connection between our
organizations.
Meeting the LOGIS Member Security Policy requirements.
Workstations, scanners, and printers for users.
This letter will serve as an official quote from LOGIS. The charges are based on our 2020 rate
structure. We will update these charges on an annual basis based on costs associated with the
application such as; labor, maintenance charges, etc. I estimate the yearly costs will increase by
approximately 3.0% in 2021.
The costs depicted above include the conversion of two years of historical data, however it must
be in a compatible format. If you have any questions on the application, installation or conversion,
please contact Dave Schleicher.
I would like to thank you for your interest in becoming a LOGIS member. If you have any
questions related to the quote or if you wish to obtain quotes on other LOGIS applications or
services, please feel free to contact me.
Sincerely,
C K Miller
Christopher K. Miller
Executive Director
cc: Tonya Kusmirek
Kevin Pikkaraine
Dave Schleicher
1
Joseph Kloiber
From:Dan Burns <DBurns@bsasoftware.com>
Sent:Thursday, July 22, 2021 3:02 PM
To:Joseph Kloiber
Subject:RE: BS&A agreement
Attachments:Signature Page of Agreement.pdf
Importance:High
Joe:
Please accept my apologies….please see attached
All the best!
Dan
Dan J. Burns, CPA
Account Executive
BS&A Software
14965 Abbey Lane
Bath, MI 48808
Ph 517 641 8900
Fx 517 641 8960
Cell 248 345 8026
Toll Free 855 272 7638
DBurns@bsasoftware.com
Interested in Financial Management Software with BS&A?
For videos on features, informative tutorials, and help documents, visit
http://financialmanagement.bsasoftware.com.
From: Joseph Kloiber [mailto:JKloiber@columbiaheightsmn.gov]
Sent: Thursday, July 22, 2021 3:04 PM
To: Dan Burns <DBurns@bsasoftware.com>
Subject: RE: BS&A agreement
Dan:
I’m following up on my 7/1 request below. If I am misunderstanding something here, please let me know.
2
Joseph Kloiber CPA | Finance Director
City of Columbia Heights | Finance Department
590 40th Avenue NE | Columbia Heights, MN 55421
jkloiber@columbiaheightsmn.gov
100 Years of Columbia Heights
Direct: (763) 706-3627
Main:(763) 706-3600
From: Joseph Kloiber
Sent: Thursday, July 1, 2021 11:51 AM
To: 'Dan Burns'
Subject: RE: BS&A agreement
Dan:
It appears that we haven’t received back an executed copy of the contract from BS&A. If there were no changes made
to the document on your side after I sent it you on 4/15/21, I think it would be sufficient for our records to just receive
the completed signature page 7 from you in pdf.
If I am wrong and you have already sent this to me, please send it again.
Joe
Joseph Kloiber CPA | Finance Director
City of Columbia Heights | Finance Department
590 40th Avenue NE | Columbia Heights, MN 55421
jkloiber@columbiaheightsmn.gov
100 Years of Columbia Heights
Direct: (763) 706-3627
Main:(763) 706-3600
From: Dan Burns [mailto:DBurns@bsasoftware.com]
Sent: Thursday, April 15, 2021 4:14 PM
To: Joseph Kloiber
Cc: Jackie Zillmer;brian.waldhart@usi.com
Subject: RE: BS&A agreement
Joe:
Thank you so much! I will get this to my team right away!
For our next call, next Tuesday afternoon, 04/20 – let me know what time you prefer and I will send an invite!
In preparation for our call, I will be forwarding separately our Payroll & Utility Billing questionnaires.
On behalf of BS&A, we offer the City of Columbia Heights, MN a hearty welcome to the BS&A Family!
Dan
Dan J. Burns, CPA
Account Executive
3
BS&A Software
14965 Abbey Lane
Bath, MI 48808
Ph 517 641 8900
Fx 517 641 8960
Cell 248 345 8026
Toll Free 855 272 7638
DBurns@bsasoftware.com
Interested in Financial Management Software with BS&A?
For videos on features, informative tutorials, and help documents, visit
http://financialmanagement.bsasoftware.com.
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