HomeMy WebLinkAbout25G - AGMT - IMAGE CASH LETTER SOLUTIONs • s
CITY COUNCIL MEETING DATE:
DECEMBER 16, 2014
TITLE:
AMENDMENT TO AGREEMENT WITH
SYSTEM INNOVATORS INCORPORATED
FOR IMAGE CASH LETTER (ICL)
SOLUTION
(STRATEGIC PLAN NO. 7,5)
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CITY MANAGERIQ
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
1992001
❑ As Recommended
❑ As Amended
❑ Ordinance on 15' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to amend the agreement with System
Innovators, a division of Harris Computer Corporation, for software support and maintenance
related to the iNovah cashiering system, to increase the contract amount by $30,000 for
purchase of hardware and software development of an Image Cash Letter (ICL) solution, subject
to non - substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On March 18, 2014, Council approved a three -year agreement with System Innovators for
software support and maintenance services for iNovah cashiering system. The Finance and
Management Services Agency; Parks, Recreation and Community Services Agency; and the
Police Department utilize System Innovators' cashiering software and hardware to process the
receipt of City revenue. This includes payments for municipal utility services bills, business
license tax, hotel visitors' tax, utility users' tax, parking citations, and all other payments
processed throughout the City facilities including the payment kiosk. The cashiering system is
fully integrated into all City payments systems. The City also has implemented an automated
payment process through iNovah's proprietary system.
The Treasury Division of the Finance and Management Services Agency is responsible for the
processing of City's revenues. Currently a check payment made at the cashier counter is
handled as follows:
1) Payment check is received using the current two -part check scanning /endorsement
and posting process.
2) The payment coupon is then scanned into Laserfiche for record retention; and
3) Finally the check is scanned through for remittance processing and deposit.
25G -1
Amendment to Agreement with System Innovators Incorporated
December 16, 2014
Page 2
The ICL solution will streamline and improve over - the - counter check processing by eliminating
workflow redundancy. Images of both checks and payment coupons will be captured at the point
of payment by staff with the new hardware. The ICL file will be automatically created and
transmitted to the City's bank through the iNovah system. In this fashion tasks will be simplified
in operation resulting in labor savings and standardization of format by upgrading to newer
technology. This new solution will reduce the number of times a check and a payment coupon
are handled by staff from three times down to one time. Images of checks and coupons will be
centrally maintained in iNovah which will enhance research and retrieval of check and payment
coupon images for Finance Department iNovah users.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 Team Santa Ana, Objective #5
(create a culture of innovation and efficiency with the organization).
FISCAL IMPACT
Funds are budgeted and available in the Treasury and Customer Services account (no.
01110130 - 62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency-k
mhm
Exhibit 1
25G -2
AMENDMENT TO AGREEMENT
THIS AMENDMENT TO AGREEMENT, is entered into on December 16 "', 2014; by
and between System Innovators, a division of N, Harris Computer Corporation (System
Innovators), a Florida corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter
city and municipal corporation organized and existing under the Constitution and laws of the
State of California (hereinafter "City").
RECITALS:
A. The parties entered into a three year Software Support and Maintenance Agreement
(Agreement #A- 2014 -073) effective April I, 2014 (hereinafter "said Agreement ") for three
(3) years through March 31, 2017, by which Consultant has provided citywide support and
maintenance services which include revisions, updates and enhancements to the Software and
related Hardware and ntaterials under the Agreement.
B. In accordance with the terms and conditions of said Agreement, the parties wish to amend the
Compensation for the first year of the Term, and amend the Scope of Work to include
hardware and software as referenced in Exhibits "Exhibit A — Fee Structure ", Exhibit "B"
Investment Schedule — Hardware, and Exhibit "C" Investment Schedule - linage Cash Letter
(ICL) Module, attached hereto and incorporated herein by reference.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, the parties agree as follows:
1. The Compensation for the first year of the Term shalt be amended to increase
compensation to Consultant by adding an additional Thirty Thousand Dollars
($30,000.00) for additional hardware and software and related maintenance and support
as set forth in Exhibits ` "A", °B" and "C ", as referenced above.
2. Except as hereinabove modified, all terms and conditions of said Agreement shall remain
in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to Agreement on
the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R, CARVALHO
City Attorney
By: ,�,
Lisa Storck
Assistant City Attorney
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
System Innovators, a division of
N. Harris Computer Corporation
By:
Title:
25G -3
Exhibit "A"
Fee Structure
System Innovators - iNovah
Image Cash Letter (ICL) Complete Solution
Total Hardware, Software and Maintenance & Support Fees (for budgetary purposes):
Item
Qty
Hardware
Costs
#1
4
Cannon CR -50 USB Imager with OCR and Barcode
$ 2,308.00
$ 10,800.00
4
Interface Cable for Imager, Scanner; or Reader
$ -
$ 22,500.00
4
eCarePal< for CR25 /55
$ 1,560.00
1
Freight F.O.B. Destination (estimate)
$ 50.00
$ 3,918.00
Net Software Cost
Item
Qty
Software
#2
1. ICL Interface to JPMC
$ 25,000.00
TOTAL (Including Hardware, Software, Maintenance and Support)
60 iNovah development ($180 per hr)
$ 10,800.00
1 Existing Client Discount
$ (13,300.00)
$ 22,500.00
Net Software Cost
Item
Qty Maintenance and Support
#3
1 iNovah Maintenance ana Support (lst year prorated)
$ 3,300.00
TOTAL (Including Hardware, Software, Maintenance and Support)
$ 29,718.00
25G -4
Exhibit "B"
Investment Schedule - Hardware
SAN7020140828
revenue management
SOLUTIONS
Page I of 2
Hardware Investment Schedule
City of Santa Ana, CA
August 28, 2014
Summary
The City of Santa Ana, CA has requested an investment schedule for the following hardware to support their iNovah
implementation.
Notes:
I. All printers are shipped fully configured and each includes the necessary power supply, interface cable, and ribbon.
Please Note: The printers do not come with receipt paper. Please contact Wayne Cavignae with Liberty Data at
(800)460-8900 X126 or email weavignaeglibertyoffice.com
2. Tax and freight are estimated. If we do not have a tax exempt certificate on file, taxes will be assessed at the time
of invoicing.
Approval to Order /Invoice
By signing below, City of Santa Ana, CA authorizes System Innovators to order the hardware itemized on this investment
schedule. In addition, City of Santa Ana, CA authorizes System Innovators to invoice City of Santa Ana, CA for this
hardware at the cost indicated on this investment schedule. This offer will expire on September 31, 2014 unless extended
in writing by System Innovators.
System Innovators 10550 Deerwood Park Blvd., Suite 700
800.963,5000 - Fax: 904.645.8892 Jacksonville, FL 32256
25G-5
!VA
D B$0RIR% I K
u"
BXT-,EI4bEP
4
READ0044
Canon CR-50 USB Imager with OCR and Barcode
$577
$2,308
4
CABL0004
Interface Cable for Imager, Scanner. or Reader
$0
$0
4
eCARE
eCarePak for CR25155
$39Q
$1,560
1
Freight F,O.B. Destination (estimate)
$50
$50
Peripheral Hardware &Support Total;
$3,918
Notes:
I. All printers are shipped fully configured and each includes the necessary power supply, interface cable, and ribbon.
Please Note: The printers do not come with receipt paper. Please contact Wayne Cavignae with Liberty Data at
(800)460-8900 X126 or email weavignaeglibertyoffice.com
2. Tax and freight are estimated. If we do not have a tax exempt certificate on file, taxes will be assessed at the time
of invoicing.
Approval to Order /Invoice
By signing below, City of Santa Ana, CA authorizes System Innovators to order the hardware itemized on this investment
schedule. In addition, City of Santa Ana, CA authorizes System Innovators to invoice City of Santa Ana, CA for this
hardware at the cost indicated on this investment schedule. This offer will expire on September 31, 2014 unless extended
in writing by System Innovators.
System Innovators 10550 Deerwood Park Blvd., Suite 700
800.963,5000 - Fax: 904.645.8892 Jacksonville, FL 32256
25G-5
SAN70_20140828 Page 2 of 2
City of Santa Ana, CA, System Innovators,
Agreed to: by Its duty authorized representative: by Its duly authorized representative:
Name: Christine Heckle
Title: Account Manager
Signature: e, lily -1rte e' A /eall-4
Date: August 28, 2014
Ship To:
Billing To:
Deliver to
Name:
Attention:
Email
Address:
Invoice to:
city/
State /zip
Ph #:
Ph #
PO #:
(Please provide a PO if required on invoice for payment)
(for internal use)
Project Number: ACCT #fTEAM: Sales Cons pant: Christine Heckle
System Innovators
800.963.5000 • Fax: 904.645.8892
25G -6
10550 Deerwood Park Blvd., Suite 700
Jacksonville, Fl. 32256
Exhibit "C"
Investment Schedule - Image Cash Letter (ICL) Module
revenue � m an s e me nt Investment Schedule
S O L U T 16 N S Image Gash Letter (ICL) Module
"d,°W
City of Santa Ana, CA
October 28, 2014
Summary
City of Santa Ana, CA has requested an investment schedule for the following software and professional services
install, configure and implement iNovah's Image Cash Letter (ICL) Module. System Innovators ( "Vendor ") will use its
extensive payment and revenue management experience, knowledge and expertise to facilitate the implementation
and delivery of customized software and services for the City of Santa Ana, CA ( "Customer ") as defined within this
investment schedule.
The software customization and services defined within this investment schedule shall be deemed "Delivered" when
the Customer receives software and /or services, and the Customer acknowledges Delivery by sending a signed
statement to System Innovators or by validating successful testing of said imports. The software and services defined
within this investment schedule shall be deemed "Accepted" when' acceptance testing is satisfactorily completed with
no critical or major defects. Essentially, when there are no remaining outstanding material issues or defects or when
the imports are placed in a production environment and used for processing payments. Changes to the services in
this investment schedule will be processed as an hourly time and material additional service only after the current
man hours have been exhausted. This will require signatures to accept the request and accept the work. The
implementation of changes may result in modifications to the Scope, Schedule, Charges, and other terms of this
investment schedule,
Investment Requirements:
iNovah- Application Software & Services
System Innovators 10550 DeenvoodPark Blvd., Suite 700
600.963.5000 • Fax: 904.281.0075 Jacksonville, FL 32256
25G -7
Annual Maintenance and Support
Footnotes — Software & Services
Page 2 of 4
(1) Requires iNovah version 2,50 or higher and module license key,
(2) Professional Service hours are estimates and is intended to allow Vendor to participate and coordinate requirements gathering
and implementation of ICL Such activities exist separate from the iNovah Image Cash Letter (ICL) Module License,
Estimated Delivery Schedule
The Services provided under this quote will commence on execution of this document and are expected to conclude
on the specified date. Vendor and Customer understand that there are unknown factors that cause a certain level of
risk, Any unknown are anticipated to surface during the research period of this project. Vendor and Customer will
decide mutually any uncovered items will impact the project.
i
`te eit
Investment Schedule /Contract Execution
TBO
Project Start: Mutual start date to be determined by both parties
TBD
Deliverable #t: Installation of iNovah 2.50 or higher (if required)_ and installation
of jNovah Image Cash Letter License Key.
TBD
Deliverable #2: Configuration of Image Cash Letter
TBD
Deliverable #3s ICL Administration and End User Training
TBD
Project Completion: Estimated system acceptance by client
TBD
System Innovators 10550 Deerwood Park Blvd., Suite 700
600.963.5000 - Fax: 904.281..0075 Jacksonville, FL 32256
25G -8
Page 3 of 4
Payment Schedule
The total investment of $22,500 (not including additional maintenance & support) represents the investment
necessary for research, design, documentation, development, testing and delivery of the aforementioned software
and services. The following table outlines the prescribed payment milestones for the investment schedule items.
1 50% of total license due upon execution $8,750
2 50 % of total license due upon installation within production environment $8,750
3 Services are billed monthly as they are completed. $5,000
4 100% Additional Annual Support & Maintenance due upon production go live $3,300
(pro -rated in 16r year)
Assumptions
1. The Customer will assign a Project Manager /Sponsor to serve as the single point of contact for System
Innovators who has the authority to act for the Customer in all aspects of this project.
2. The Customer or agent of Customer will ensure the availability of the necessary subject matter experts to
support the SI Consultant with research and design of the software requirements for System Innovators,
3. The Customer will assist Systems Innovator Consultant and Project Manager with testing of the Image Cash
Letter functionality.
-)ystem innovators
800,963.5000 • Fax: 904.281,0075
25G -9
10550 beerwood Park Blvd., Suite 700
Jacksonville, FL 32256
Page 4 of 4
Approval to Proceed /Invoice
By signing below, the City of Santa Ana, CA authorizes System Innovators to proceed with the efforts necessary to
perform this statement of work and accepts the investment obligations and responsibilities as defined. This offer will
expire on December 29, 2014 unless extended in writing by System Innovators.
City of Santa Ana, CA
Agreed to: by its duly authorized representative:
Title:
Signature:
Date:
System Innovators,
A division of N. Harris Computer Systems, Inc.
by its duly authorized representative:
Tony Rapaglia
Director of Sales
October 7, 2014
(For internal use)
Project Number: ACCT #ITEAM: Gonsultant: Tony Rapagtia
System Innovators 10550 Deerw ood Park Blvd., Suite 700
800.963,5000 - Fax: 904:281.0075 Jacksonville, FL 32256
25G -10