HomeMy WebLinkAbout25F - AGMT - CASHIERING SYSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 3, 2016
TITLE:
CONTRACT RENEWAL WITH N. HARRIS
COMPUTER CORPORATION, SYSTEM
INNOVATORS, FOR INOVAH CASHIERING
SYSTEM UPGRADE AND EXTENSION OF
MAINTENANCE AGREEMENT
(STRATEGIC PLAN NO. 7, 5)
J
CITY MANAG&
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
FTT-29007ywk
®
As Recommended
El
As Amended
®
Ordinance on 1" Reading
®
Ordinance on 2nd Reading
❑
Implementing Resolution
i]
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute a second amended agreement
with System Innovators, a division of N. Harris Computer Corporation, for an upgrade of iNovah,
the City's integrated cashiering system, for an amount not to exceed $29,710. Authorization of
second amended agreement to also include ongoing software support and hardware systems
maintenance for the annual calendar year periods of 2017, 2018, and 2019, along with one
additional two year extension for the annual calendar year periods of 2020 and 2021 exercisable
by the City Manager and City Attorney, subject to non -substantive changes for an amount not to
exceed $202,807.30.
DISCUSSION
Staff recommends approval of a second amended agreement ("Amended Agreement") with
System Innovators, Inc. to upgrade the City's integrated cashiering system ("iNovah") to enable a
real-time interface with the City's municipal utility services billing system ("enQuesta"), to allow
real-time payment posting as outlined in the Amended Agreement (Exhibit 1). In order to ensure
the City is maintaining best practices as they relate to utility payment technology, an upgrade to
iNovah is recommended to enable real-time payment posting of online credit card, debit card, e-
check, and over -the -phone IVR (interactive voice recognition) payments to enQuesta.
The existing version of iNovah was implemented in 2014 and helps manage and process over
150,000 payments on annual basis. In making a timely upgrade to iNovah to enable real-time
payment posting of Municipal Utility Services payments the City will be following in the footsteps
of comparable cities such as Anaheim Public Utilities and Riverside Public Utilities, as well as the
South Coast Water District.
25F-1
Contract Renewal With N. Harris Computer Corporation, System Innovators, for INovah
Cashiering System Upgrade And Extension Of Maintenance Agreement
May 3, 2016
Page 2
The cost for upgrading the City's existing iNovah system and related software infrastructure to
enable real-time online, mobile, and over -the -phone payment posting is $29,710 (and includes a
$5,000 enQuesta customer discount).
The current three year iNovah hardware and software maintenance agreement expires
December 31, 2016. Staff recommends renewing the existing INovah maintenance agreement
which provides annual software support for the cashiering system and hardware support for cash
drawers and receipt printers, and also entitles the City to receive iNovah version software
updates and technical support services from System Innovators, Inc. The Amended Agreement
stipulates the maintenance plan continue to renew automatically for each authorized contractual
year unless canceled.
The first year (calendar year 2017) maintenance fee is $37,202.42 and is comprised of two parts:
1. A $31,952.42 fee for software support which is subject to a maximum increase of 5%
annually for the calendar year periods of 2017, 2018, and 2019 and the optional two
year extension for 2020 and 2021; and
2. A $5,250 fee for hardware systems support which is fixed for the annual calendar
periods of 2017, 2018, and 2019 and the optional two year extension for 2020 and
2021.
The annual software and hardware maintenance fee payments are due semi-annually. The first
installment is due January 15th of each year and the second installment is due the following July
15th of each year.
Anticipated iNovah software maintenance costs total $202,807.30 and are outlined in the Fiscal
Impact section below.
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #7 - Team Santa Ana, Objective # 5 (Create a
culture of innovation and efficiency within the organization).
25F-2
Contract Renewal With N. Harris Computer Corporation, System Innovators, For INovah
Cashiering System Upgrade And Extension Of Maintenance Agreement
May 3, 2016
Page 3
FISCAL IMPACT
Funds will be budgeted and available for upgrade project completion costs as follows:
Description Account No. Fiscal Year Amount
Upgrade of Software 10910144-62300 FY 2015-16 $ 19,855.00
10910144-62300 FY 2016-17 $ 9,855.00
Total $ 29.710.00
Funds will be budgeted and available for on -going software support and hardware systems
maintenance as follows:
Description Account No.
Fiscal Year
Amount
Software & System Maintenance 01110130-62300
FY 2016-17
$
18,601.21
01110130-62300
FY 2017-18
$
38,001.24
01110130-62300
FY 2018-19
$
39,638.79
01110130-62300
FY 2019-20
$
41,358.23
01110130-62300 FY 2020-21 $ 43,163.65
01110130-62300 FY 2021-22 $ 22,044.18
Total On -going Software Support & Hardware Systems Maintenance Cost: $ 202.807.30
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
11fi
Exhibit: 1. Amended Agreement
Jack Ciulla
Chief Technology Innovations Officer
Information Technology Department
25F-3
25F-4
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT, is entered into on May 3, 2016, 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 1, 2014 (hereinafter "said Agreement") by which
Consultant has provided citywide support and maintenance services which include revisions,
updates and enhancements to the Software and related Hardware and materials under the
Agreement.
B. The parties thereafter entered into a First Amendment to that Agreement (A-2014-358) on
December 16, 2014 to procure additional hardware and professional software services and
related maintenance and support in connection with implementation of an Image Cash Letter
Solution.
C. In accordance with the terms and conditions of said Agreement, the parties wish to amend the
Compensation for the third year of the original Term, as well as extend the Term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in the afore -mentioned First
Amendment to said Agreement, the parties agree as follows:
1. The parties hereto now desire to amend said Agreement to extend the Term by three (3)
calendar years beginning with the 2017 calendar year with the option to further extend said
Agreement for an additional period of two (2) calendar years (2020 and 2021), exercisable by the
City Manager and City Attorney upon a written request executed by the City Manager, subject to
non -substantive changes approved by the City Manager and City Attorney.
2. The parties hereto now desire to amend the Compensation under said Agreement for the
third year of the original Term (calendar year 2016) to increase compensation to Consultant by
adding an additional Twenty Nine Thousand Seven Hundred And Ten Dollars ($29,710) for
additional professional software services and related maintenance and support as set forth in
Consultant's "Additional Service Request — Santa Ana ASR 012716 — March 24, 2016" which is
herein incorporated by reference as Exhibit A. Payment by City for additional professional
software services and related maintenance and support as set forth in "Additional Service Request
— Santa Ana ASR 012716 — March 24, 2016" shall be made in accordance therewith, following
receipt of proper invoicing, subject to City accounting procedures.
3. The parties hereto now desire to amend Exhibit 1, Schedule B, of said Agreement to add
years one (1) through five (5) of the extended Tenn of said Agreement during which Consultant
agrees to extend and City agrees to accept the Novah software and hardware support and
maintenance investment schedule as stated in Consultant's "Investment Schedule - City of Santa
Ana - 3 + 2 Year Support Maintenance - April 15, 2016" which is herein incorporated by
reference as Exhibit B and which sets forth annual software and hardware support fees for the
base contract extension period of 2017, 2018, and 2019 and the optional contract extension period
of 2020 and 2021 as set forth below:
Exhibit 3.
25F-5
Base Contract Extension Period (2017 - 2018 - 2019)
Software and Hardware Support and Maintenance
2017 Calendar Year= $37,202.42
2018 Calendar Year= $38,800.05
2019 Calendar Year = $40,477.54
Total = $116,480.01
Optional Contract Extension Period (2020 and 2021)
Software and Hardware Support and Maintenance
2020 Calendar Year = $42,238.92
2021 Calendar Year= $44,088.37
Total = $86,327.29
4. Payment by City for Novah Software and Hardware Support and Maintenance as set
forth in Consultant's "Investment Schedule - City of Santa Ana - 3 + 2 Year Support
Maintenance - April 15, 2016" shall be made semi-annually in two installments as set forth below
following receipt of proper invoicing, subject to City accoanting procedures:
Base Contract Extension Period (2017 - 2018 - 2019)
Semi -Annual Software and Hardware Support and Maintenance Payment Schedule
January 15, 2017 =
$18,601.21
July 15, 2017
= $18,601.21
January 15, 2018 =
$19,400.03
July 15, 2018
= $19,400.02
January 15, 20t9 =
$20,238.77
July 15, 2019
= $20,238.77
Total = $116,480.01
Optional Contract
Extension Period (2020 and 2021)
Semi -Annual Software and Hardware Support and Maintenance Payment
Schedule
January 15, 2020 =
$21,119.46
July 15, 2020
= $21,119.46
January 15, 2021 =
$22,044.19
July 15, 2021
= $22,044.18
Total = $86,327.29
Compensation in total shall not exceed $202,807.30 over the entire term of the
Agreement.
5. Payment by City need not be made for work which fails to meet the standards of
performance set forth in the Recitals of said Agreement which may reasonably be expected by
City.
6. Except as hereinabove amended, all terms and conditions of said Agreement shall remain
in full force and effect.
7. This Agreement must be signed below and may be signed in counterpart and delivered by
fax, or by email as a PDT (Portable Document Format) file attachment, or by other means that
displays the original or a copy of the signatures. Any subsequent amendments may be signed and
delivered in the same manner.
25F-6
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST;
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIC R. CARVALHO
City Attorney
gy G.:
Lisa. Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Francisco Gutierrez Executive Director
Finance & Management Services Agency
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
CONSULTANT:
System Innovators, a division of
N. Harris Computer Corporation
Name:
Title:
Tax ID#
25F-7
EXHIBIT A
SANTA ANA ASR 012716 ENQUESTA & INVOICE CLOUD INTERFACE
Additional Service Request
City of Santa Ana
March 24, 2016
City of Santa Ana (referred to as the "Client") has requested an Additional Service Request for the following professional
services to develop a ASR_Desciption System Innovators will use its extensive Cashiering experience, knowledge and
expertise to facilitate the implementation and delivery of customized software and services for the Client, as defined within
this Statement of Work (SOW).
System Innovators will work closely with the Client to manage the SOW and ensure success of the overall project. System
Innovators expects the design; development and testing phase to take approximately 180 days to allow the Client to
complete Acceptance and System Testing activities.
The software and services defined within this SOW shall be deemed "Delivered" when the Client receives software and/or
services, and the Client delivers a signed statement to System Innovators acknowledging Delivery. The software and
services defined within this SOW shall be deemed "Accepted" when acceptance testing is satisfactorily completed with no
critical or major defects, and the Client delivers a signed statement to System Innovators accepting the System, or the
System is placed in a production environment and used for processing payments.
Changes to this SOW will be processed in accordance with the Project Change Control procedure as described herein. The
implementation of changes may result in modifications to the Scope, Schedule, Charges, and other terms of this SOW.
Assumptions
1. The Client will employ the human resources necessary to ensure the project is successfully completed on schedule.
These resources will include 1) a Project Manager who has the authority to represent the Client in all aspects of this
Statement of Work (SOW); 2) subject matter experts who can define the requirements and business rules that dictate
the design of the customizations; and 3) technical staff who can provide System Innovators with support for the Client's
computing environment (personal computers, servers, network, software, and so forth) as well as technical support for
third -party systems that interface with System Innovators' software.
2. The Client or Client's delegate will produce a tested and documented application programming interface (API) to any
application to be interfaced with System Innovator products and/or software.
3. The Client will provide System Innovators with remote access to their computing environment so that System
Innovators may support the Client with delivery, implementation, and testing of the customized software. System
Innovators' access to the Client's computing environment may be accomplished through such means as a high-speed
virtual private network (VPN) or an Internet -based remote access tool (such as Go To Meeting or Turbo Meeting).
4. The Client will provide a fully functional test system including hardware, software, documentation and any system
software and/or upgrades necessary to complete acceptance testing.
5. The Client will install and configure all required personal computers, hardware, software, and communications
networking in advance of planned delivery of Systems Innovator's software and/or services. The Client will inform
System Innovators of any changes related to their system configuration
6. The Client will prepare an acceptance test plan and test scripts, perform acceptance testing in a timely manner, and
report test results and identified problems to the Systems Innovator Project Manager.
25F-8
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03.24-16.DOCX
Statement of Work and Investment Requirements
Investment Requirements:
Page 2 of 5
1lescrii3tl6ir � �a " r
Rate
;"fatal
iNovahW Application Software & Development
Enquesta Real Time Interface
15,000
(Discount to Harris application)
(5,000)
Subtotal
10,000
Professional Services
Enquesta Interface Services
20
Project Management
$220.00
$4,400
35
Enquesta Requirements, Development, Testing and Documentation
$180.00
$4,510
10
Go Live Support
$180,00
$1,800
Invoice Cloud Interface Services
50 1 Invoice Cloud InterfaceWovahAPI SupportforWilly Payment Data
$180
$9,000
�_ ���� ���'� �.�� �„z �oftwr,�,aS�r�rrcesa�d�Trave�Tbf�l�tn�estment+nttth
� ��29;710
Notes for Investment Schedule
iNovah'' interfaces, imports and export are priced as a supported custom software license. Prices shown are for license
fees only. All professional services for project management, interfaces, customization, training and Installation are
quoted separately and computed using the hourly rates shown above and estimated travel expenses.
Real-time interface for payment inquiry, payment lookup and payment update functions. The scope of this Interface Is
intended to allow iNovah Cashier and future iNovah related payment collection modules to Inquire/lookup on account
number as well as to update the sourc system. System Innovators will create and provide a development specification
that outlines the interface development and iNovah settings required to meet these requirements.
Project Management - Coordination of project related activities, scheduled conference calls, minor business
assessment, project related communications, creation and maintenance of project plans, and first level escalation. The
hours included in this investment schedule are estimated to span over a five to six month period.
Configuration support - Configuration changes required for the implementation and testing of said interface. This item
also includes configuration planning and consulting with Customer.
System Innovators — a division of N. Harris Computers
800.963.5000 • Fax: 904.645-8892
10550 Deerwood Park Blvd, Suite 700
Jacksonville, FL 32256
25F-9
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCX
Estimated Delivery Schedule
Page .3 of .5
Once the Client has authorized this additional service, System Innovators will prepare a project schedule for this additional
service. The project schedule will identify the project start date and end date as well as a timellne for all project
milestones. The project schedule will be mutually monitored and managed by the Client and System Innovators. Any
variation to the dates and milestones defined in the project schedule must be mutually agreed upon by the Client and
System Innovators. The following project timeline identifies the duration of the milestones for this additional service
project. Specific dates for this additional service will be defined in the project schedule.
Project Start: Starts upon signature. of contract
Deliverable p1: Dedicated Remote Upgrade Support
Deliverable N2r Onslte Testing Support
Deliverable k3: Onsite Go -Live Support
Completion: Completion of system acceptance testing by client or Implementation of
=_d software
System Innovators — a division of N. Harris Computers
800.963.5000 • Fax: 904,645-8892
To be determined
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-10
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCX
Payment Schedule
Page 4 of 5
This investment represents the fixed -price professional services Investment for the design, development, coding, testing,
and implementation the requested modification described in the Statement of Work. This investment will be paid in two
Installments based on the milestones identified in the following payment schedule.
1 100%of License Fees due upon Execution of the Contract $10,000
2 50°% of Professional Services Investment due upon Execution of the Contract. $9,855
3 50%of Professional Services Investment due upon delivery of enhanced INcvah software $9,855
Software, Services and Travel Total Investment with : $29,710
Project Change Control
All change requests will be submitted in writing, and they will describe the change; the rationale for the change, and specify
any change in charges, estimated schedule or other terms, and describe the effect the change will have on the Agreement.
The party submitting the change request shall deliver the change request to the other party for review and acceptance or
rejection. Depending upon the extent and complexity of the requested change, Systems Innovators may charge a fee for
the effort required to analyze It. When charges are necessary for such analysis, Systems Innovators will provide a written
estimate of the fee and will provide such analysis upon written authorization by the Client. Both the Systems Innovators
Project Manager and the Client Project Manager must approve each change before amending the Agreement and
implementing the change. Approved changes affecting charges, schedule or other terms of this Agreement will be
incorporated Into the Agreement through written Amendment. The terms of a mutually agreed upon Amendment will
prevail over those of this Agreement or any previous Amendments.
Required Consent
The Client will promptly obtain and provide to System Innovators all Required Consents necessary for System Innovators to
provide the Services described in this Agreement. A Required Consent means any consent or approvals required to give
System Innovators and its subcontractors the right or license to access, use and/or modify (including creating derivative
works) to the hardware, software, Firmware and other products that the Client uses, without Infringing the ownership or
license rights (including patent and copyright) of the providers or owners of such products.
Approval to Proceed/invoice
Please provide the following information and sign where indicated. By signing below, City of Santa Ana authorizes System
Innovators to proceed with the efforts necessary to perform this statement of work and accepts the investment obligations
and responsibilities as defined.
City of Santa Ana System Innovators,
Authorized by: by Its duly authorized representative: by Its duly authorized representative:
Title:
Signature:
System Innovators — a division of N. Barris Computers
800.963,5000 • Fax: 904.645-8892
Monica Moctezuma
Senior Account Executive
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-11
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCH
Date:
April 12, 2016
Page S of 5
Billing Information
Please complete the billing and delivery information in the form below. If you require your purchase order number to be
Included on invoices issued by System Innovators, please include the purchase order number in the form.
Bill To
Deliver To
Name:
Name:
Title:
Titter
Address:
Address:.
City, State Zip:
City, State Zip:
Telephone:
'telephone:
E-mail:
E-mail:
PO tF:
(for internal use)
Project Number. ACCifi/TEAM: Professional Services Consultant:
System Innovators — a division of N. Harris Computers
800,963,5000 • Fax: 904.645-8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-12
EXHIBIT B
s
Investment Schedule
City of Santa Ana
3 + 2 Year Support Maintenance
April 15, 2016
Summary
City of Santa Ana has requested an investment schedule to extend maintenance and support of iNovahO for a 3 year
term plus an additional two year term.
Software Maintenance Services
ON Descrrotron
Software SUDDort
1 iNovah -SWS- Enterprise
Includes: up to 200,000 annual receipts
COMPROD/COMTE5T Database - For Business
Licensing / Dog Licensing / Hotel Visitor Tax /
Utility User Tax.
Phoenix System Rearrime. Interface
enquesta Rearnme Interface
Credit Card - TransFi rst
Term 1 Term 2 Term 3 Term 4 Term 5
$23,487.42 $29,911.80 $31,40M8 $32,977.75 $34,626,64
1 Check 21- ICL $3,465.00
$3,638.25
$3,820.16
$4,011.17
$4,211.73
1 Hardware Support $5,250.00
$5,250.00
$5,250.00
$5,250.00
$5,250.00
21 TPG A776 Printer 4410
4410
4410
4410
4410
12 APG Cash Drawer 840
840
840
840
840
TOTAL (US Dollars) (s) $37,202.42
$38,800.05
$40,477.54
$42,238.92
$44,088.37
SI Client Considerations:
5% year over year increase for Software Support
Fixed price for Hardware Support
System Innovators
800.963.5000 • Fax: 904.645,8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL. 32256
25F-13
Page 2 of 3
Footnotes for Investment Schedule
(') iNovah is licensed based on the Annual Receipt Volume (the number of receipts processed through the iNovah Payment Portal).
This license includes unlimited seats of cashiering and reporting modules. All payments (receipts) processed through iNovah are
counted regardless of their source or ultimate disposition.
Annual cashiering volume — 200,000 receipts annually
(2) Organizations may share their iNovah license with multiple departments, provided that they share one server installation (common
consolidated payment database) and upgrade to the required annual license volume and associatedmaintenance increase.
(1) The annual support and maintenance investment for application interfaces applies only to those interfaces written and maintained
by System Innovators. Support fees for interfaces include modifying interfaces to comply with changes forced by legislation or
System Innovators system upgrade.
(4) Support Fees for all payment collection software products licensed by System Innovators include help desk support services and
upgrades to the latest versions of the licensed software as they become available. The annual Software Support Fee for iNovah
entitles the Customer to upgrades/updates to iNovah as defined in the master annual support and maintenance agreement.
i51 The maintenance pricing shown only includes the items listed in the table. Any increases to licensed receipt volume, adding new
interfaces, customizations or new hardware will warrant new annual maintenance fees.
Payment Schedule
Term 1
Jan 1, 2017
— Dec 31, 2017
$37,202.42
Term 2
Jan 1, 2018
— Dec 31, 2018
$38,800,05
Term 3
Jan 1, 2019
— Dec 31, 2019
$40,477,54
Term 4
Jan 1, 2020
— Dec 31, 2020
$42,238.92
Term 5
Jan 1, 2021
— Dec 31, 2021
$44,088.37
System Innovators
800.963.5000 • Fax: 904.645.8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-14
Page 3 of 3
Signature Block
By signing below, City of Santa Ana authorizes System Innovators to proceed with the efforts necessary to perform this
Statement of Work and accepts the investment obligations and responsibilities as defined
City of Santa Ana
Agreed to: by its duly authorized representative:
Title:
Signature:
Date:
System Innovators,
by its duly authorized representative:
Karin Raudsep
Vice President of Client Services
4/7/2016
System Innovators 10550 Deerwood Park Blvd., Suite 700
800.963,5000 • Fax: 904.645,8892 Jacksonville, FL 32256
25F-15
25F-16
EXHIBIT A
SANTA ANA ASR 012716 ENQUESTA & INVOICE CLOUD INTERFACE
Additional Service Request
City of Santa Ana
March 24, 2016
Summary
City of Santa Ana (referred to as the "Client") has requested an Additional Service Request for the following professional
services to develop a ASR_Desciption System Innovators will use its extensive Cashiering experience, knowledge and
expertise to facilitate the implementation and delivery of customized software and services for the Client, as defined within
this Statement of Work (SOW).
System Innovators will work closely with the Client to manage the SOW and ensure success of the overall project. System
Innovators expects the design, development and testing phase to take approximately 180 days to allow the Client to
complete Acceptance and System Testing activities.
The software and services defined within this SOW shall be deemed "Delivered" when the Client receives software and/or
services, and the Client delivers a signed statement to System Innovators acknowledging Delivery. The software and
services defined within this SOW shall be deemed "Accepted" when acceptance testing is satisfactorily completed with no
critical or major defects, and the Client delivers a signed statement to System Innovators accepting the System, or the
System is placed in a production environment and used for processing payments.
Changes to this SOW will be processed in accordance with the Project Change Control procedure as described herein. The
implementation of changes may result in modifications to the Scope, Schedule, Charges, and other terms of this SOW.
Assumptions
1. The Client will employ the human resources necessary to ensure the project is successfully completed on schedule.
These resources will include 1) a Project Manager who has the authority to represent the Client in all aspects of this
Statement of Work (SOW); 2) subject matter experts who can define the requirements and business rules that dictate
the design of the customizations; and 3) technical staff who can provide System Innovators with support for the Client's
computing environment (personal computers, servers, network, software, and so forth) as well as technical support for
third -party systems that interface with System Innovators' software.
2. The Client or Client's delegate will produce a tested and documented application programming interface (API) to any
application to be interfaced with System Innovator products and/or software.
3. The Client will provide System Innovators with remote access to their computing environment so that System
Innovators may support the Client with delivery, implementation, and testing of the customized software. System
Innovators' access to the Client's computing environment may be accomplished through such means as a high-speed
virtual private network (VPN) or an Internet -based remote access tool (such as Go To Meeting or Turbo Meeting).
4. The Client will provide a fully functional test system including hardware, software, documentation and any system
software and/or upgrades necessary to complete acceptance testing.
5. The Client will install and configure all required personal computers, hardware, software, and communications
networking in advance of planned delivery of Systems Innovator's software and/or services. The Client will inform
System Innovators of any changes related to their system configuration
6. The Client will prepare an acceptance test plan and test scripts, perform acceptance testing in a timely manner, and
report test results and identified problems to the Systems Innovator Project Manager.
25F-17
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCX
Statement of Work and Investment Requirements
Investment Requirements:
Page 2 of 5
Qty
Description
'Rate
Total
iNovahTm Application Software & Development
Enquesta Real Time Interface
15,000
(Discount to Harris application)
(5,000)
Subtotal
10,000
Professional Services
Enquesta Interface Services
20
Project Management
$220.00
$4,400
35
Enquesta Requirements, Development, Testing and Documentation
$180.00
$4,510
10
Go Live Support
$180.00
$1,800
Invoice Cloud Interface Services
50
Invoice Cloud Interface iNovah API Support for Utlity Payment Data
$180
$9,000
Software, Services and Travel Total Investment with t $29,710
Notes for Investment Schedule
iNovahTM interfaces, imports and export are priced as a supported custom software license. Prices shown are for license
fees only. All professional services for project management, interfaces, customization, training and installation are
quoted separately and computed using the hourly rates shown above and estimated travel expenses.
Real-time interface for payment inquiry, payment lookup and payment update functions. The scope of this interface is
intended to allow iNovah Cashier and future iNovah related payment collection modules to inquire/lookup on account
number as well as to update the sourc system. System Innovators will create and provide a development specification
that outlines the interface development and 1Novah settings required to meet these requirements.
Project Management — Coordination of project related activities, scheduled conference calls, minor business
assessment, project related communications, creation and maintenance of project plans, and first level escalation. The
hours included in this investment schedule are estimated to span over a five to six month period.
Configuration support — Configuration changes required for the implementation and testing of said interface. This item
also includes configuration planning and consulting with Customer.
System Innovators —a division of N. Harris Computers
800.963.5000 • Fax: 904.645-8892
10550 Deerwood Park Blvd.. Suite 700
Jacksonville, FL 32256
25F-18
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCX
Estimated Delivery Schedule
Page 3 of 5
Once the Client has authorized this additional service, System Innovators will prepare a project schedule for this additional
service. The project schedule will identify the project start date and end date as well as a timeline for all project
milestones. The project schedule will be mutually monitored and managed by the Client and System Innovators. Any
variation to the dates and milestones defined in the project schedule must be mutually agreed upon by the Client and
System Innovators. The following project timeline identifies the duration of the milestones for this additional service
project. Specific dates for this additional service will be defined in the project schedule.
Project Start: Starts upon signature of contract
To be determined
Deliverable N1: Dedicated Remote Upgrade Support
Deliverable N2: Onsite Testing Support
Deliverable N3: Onsite Go -Live Support
Project Completion: Completion of system acceptance testing by client or Implementation of
enhanced software
System Innovators —a division of N. Harris Computers
800.963.5000 • Fax: 904.645-8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-19
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCX
Payment Schedule
Page 4 of 5
This investment represents the fixed -price professional services investment for the design, development, coding, testing,
and implementation the requested modification described in the Statement of Work. This investment will be paid in two
installments based on the milestones identified in the following payment schedule.
ci
vt' P r Q o rtt
1
100%of License Fees due upon Execution of the Contract
$10,000
2
50%of Professional Services Investment due upon Execution of the Contract.
$9,855
3
50%of Professional Services Investment due upon delivery of enhanced iNovah software
$9,855
Software, Services and Travel Total Investment with
Project Change Control
All change requests will be submitted in writing, and they will describe the change, the rationale for the change, and specify
any change in charges, estimated schedule or other terms, and describe the effect the change will have on the Agreement.
The party submitting the change request shall deliver the change request to the other party for review and acceptance or
rejection. Depending upon the extent and complexity of the requested change, Systems Innovators may charge a fee for
the effort required to analyze it. When charges are necessary for such analysis, Systems Innovators will provide a written
estimate of the fee and will provide such analysis upon written authorization by the Client. Both the Systems Innovators
Project Manager and the Client Project Manager must approve each change before amending the Agreement and
implementing the change. Approved changes affecting charges, schedule or other terms of this Agreement will be
incorporated into the Agreement through written Amendment. The terms of a mutually agreed upon Amendment will
prevail over those of this Agreement or any previous Amendments.
Required Consent
The Client will promptly obtain and provide to System Innovators all Required Consents necessary for System Innovators to
provide the Services described in this Agreement. A Required Consent means any consent or approvals required to give
System Innovators and its subcontractors the right or license to access, use and/or modify (including creating derivative
works) to the hardware, software, firmware and other products that the Client uses, without infringing the ownership or
license rights (including patent and copyright) of the providers or owners of such products.
Approval to Proceed/Invoice
Please provide the following information and sign where indicated. By signing below, City of Santa Ana authorizes System
Innovators to proceed with the efforts necessary to perform this statement of work and accepts the investment obligations
and responsibilities as defined.
City of Santa Ana
Authorized by: by Its duly authorized representative:
Title:
Signature:
System Innovators —a division of N. Harris Computers
800.963.5000 • Fax: 904.645-8892
System Innovators,
by its duly authorized representative
Monica Moctezuma
Senior Account Executive
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-20
ASR SANTA ANA ENQUESTA AND INVOICE CLOUD INTEGRATION 03-24-16.DOCX
Date:
Billing Information
April 12, 2016
Page 5 of 5
Please complete the billing and delivery information in the form below. If you require your purchase order number to be
included on invoices issued by System Innovators, please include the purchase order number in the form.
Bill To
Deliver To
Name:
Name:
Title:
Title:
Address:
Address:
City, State Zip:
City, State Zip:
Telephone:
Telephone:
E-mail:
E-mail:
PO #:
Note: This offer will expire on May 31, 2016 unless extended in writing by System Innovators. Upon
completing this investment schedule, please scan and e-mail all pages of the investment schedule to
System Innovators at mmoctezuma@systeminnovators.com.
System Innovators cannot schedule nor proceed with any work on this additional service until the client
has 1) provided all of the information requested in this investment schedule, 2) signed the investment
schedule, and 3) returned the investment schedule in its entirety to System Innovators.
(for internal use)
Project Number: ACCT#/TEAM: Professional Services Consultant:
System Innovators —a division of N. Harris Computers
800.963.5000 • Fax: 904.645-8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-21
25F-22
EXHIBIT B
illilC1_*'
Investment Schedule
City of Santa Ana
3 + 2 Year Support Maintenance
April 15, 2016
Summary
City of Santa Ana has requested an investment schedule to extend maintenance and support of iNovah®for a 3 year
term plus an additional two year term.
Software Maintenance Services
aty
Description
Term 1
Term 2
Term 3
Term 4
Term 5
1/1/17-
1/1/18-
1/1/19-
1/1/20-
1/1/21-
Software Support
12/31/17
12/31/18
12/31/19
12/31/20
12/31/21
1
iNovah -SWS- Enterprise
$28,487.42
$29,911.80
$31,407.38
$32,977.75
$34,626.64
Includes: up to 200,000 annual receipts
COMPROD/COMTEST Database - For Business
Licensing / Dog Licensing / Hotel Visitor Tax /
Utility User Tax
Phoenix System RealTime Interface
enQuesta RealTime Interface
Credit Card - TransFirst
1
Check 21- ICL
$3,465.00
$3,638.25
$3,820.16
$4,011.17
$4,211.73
1
Hardware Support
$5,250.00
$5,250.00
$5,250.00
$5,250.00
$5,250.00
21 TPG A776 Printer
4410
4410
4410
4410
4410
12 APG Cash Drawer
840
840
840
840
840
TOTAL (US Dollars) Isl
$37,202.42
$38,800.05
$40p477.54
$42,238.92
$44,088.37
SI Client Considerations:
5% year over year increase for Software Support
Fixed price for Hardware Support
System Innovators
800.963.5000 • Fax: 904.645.8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-23
IJI�_L
Footnotes for Investment Schedule
Page 2 of 3
(1) iNovah is licensed based on the Annual Receipt Volume (the number of receipts processed through the iNovah Payment Portal).
This license includes unlimited seats of cashiering and reporting modules. All payments (receipts) processed through iNovah are
counted regardless of their source or ultimate disposition.
Annual cashiering volume — 200,000 receipts annually
(2) Organizations may share their iNovah license with multiple departments, provided that they share one server installation (common
consolidated payment database) and upgrade to the required annual license volume and associated maintenance increase.
(3) The annual support and maintenance investment for application interfaces applies only to those interfaces written and maintained
by System Innovators. Support fees for interfaces include modifying interfaces to comply with changes forced by legislation or
System Innovators system upgrade.
(4) Support Fees for all payment collection software products licensed by System Innovators include help desk support services and
upgrades to the latest versions of the licensed software as they become available. The annual Software Support Fee for iNovah
entitles the Customer to upgrades/updates to iNovah as defined in the master annual support and maintenance agreement.
(5) The maintenance pricing shown only includes the items listed in the table. Any increases to licensed receipt volume, adding new
interfaces, customizations or new hardware will warrant new annual maintenance fees.
Payment Schedule
Annual Support and Maintenance Pee:
Term 1
Jan 1, 2017 —
Dec 31, 2017
$37,202.42
Term 2
Jan 1, 2018—
Dec 31, 2018
$38,800.05
Term 3
Jan 1, 2019 —
Dec 31, 2019
$40,477.54
Term 4
Jan 1, 2020—
Dec 31, 2020
$42,238.92
Term 5
Jan 1, 2021 —
Dec 31, 2021
$44,088.37
System Innovators
800.963.5000 • Fax: 904.645.8892
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-24
Page 3 of 3
Signature Block
By signing below, City of Santa Ana authorizes System Innovators to proceed with the efforts necessary to perform this
Statement of Work and accepts the investment obligations and responsibilities as defined
City of Santa Ana
Agreed to: by its duly authorized representative:
Title:
Signature:
Date:
System Innovators
800.963.5000 • Fax: 904.645.8892
System Innovators,
by its duly authorized representative:
Karin Raudsep
Vice President of Client Services
4/7/2016
10550 Deerwood Park Blvd., Suite 700
Jacksonville, FL 32256
25F-25
25F-26