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Home My WebLink AboutC31240 Business Process Review for the City's Mainframe Business SoftwareCITY OF PALM DESERT FINANCE DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF FUNDS FOR BUSINESS ANALYSIS REVIEW SUBMITTED BY: CLAYTON VON HELF, INFORMATION SYSTEMS MANAGER DATE: OCTOBER 13, 2011 CONTENTS: SUNGARD PUBLIC SECTOR QUOTE Recommendation By Minute Motion, approve payment to SunGard Public Sector in the amount of $27,000.00 to provide a business process review. Funds are available in Fund 400. (Contract No. C31240) Background Twenty years ago the City of Palm Desert began using SunGard HTE, now known as SunGard Public Sector, to provide software for processing building permits, code enforcement, business license, purchasing, payroll, and accounting. While technology has changed significantly over those twenty years, our internal business processes have not. SunGard Public Sector has released a new software package called ONESolution. This new software encompasses the latest in technology and would allow us to continue to provide excellent customer service more efficiently. Staff has obtained a quote for a business analysis review of various departments throughout City Hall to determine how they are utilizing the SunGard software. This review will consider current processes and how the SunGard software can be most efficiently used. The end result will be a best practices report that staff will use to help steer decisions during future upgrades, making our system both more efficient and cost effective. The quote is for a total of 120 hours of consultant time. Any unused hours remaining at the end of the review will be converted to training hours for future upgrades. Staff believes a review is prudent at this time in order to ensure maximum efficiency and determine the most cost-effective route as we look to improve our software in an effort to streamline our processes while providing a more favorable experience for our citizens as they conduct business with the City of Palm Desert. Staff Report Approval of Funds for Annual Computer Software Maintenance June 23, 2011 Page 2 of 2 Fiscal Impact The cost of the Business Analysis Review of Finance, HR/Payroll and Community Development is $27,000. Funds are available in Fund 400. Submitted by: layton V Reif Information Systems Manager Approved by: Paul S. Gibson oh M. Wohlmuth Director of Finance City Manager CITY COUNCILACTIQN APPROVED �/ DENIED RECEIVED OTHER. MEETING DATE AYES: rk eC-k` et 1SC`(1 NOES: Nan ABSENT: [y un e ABSTAIN: LLAL VERIFIED BY - Original on File with City Clerk's Office Contract No. C31240 SunGard Public Sector Quote Customer Name: City of Palm Desert Address: 73-610 Fred Waring Drive City, State, Zip: Palm Desert, CA 92260 Customer Contact:Clayton Von Helf SunGard Public Sector Contact: Brian Baker Quote Date: September 19, 2011 Quote Expiration: December 19 2011 Product/Services usiness Analysis Review - HR/PY usiness Analysis Review - Finance usiness Analysis Review - Commun ubtotals Hours Services 0 $9,000 40 $9,000 0 $9,000 40 $9,000 0 $9,000 40 $9,000 $27,000 Billed as Incurred: Professional Services $27,000 Total Amount of Quote $27,000 SunGard Public Sector Inc. - Confidential Printed on 9/19/2011 @ 3:14 PM ONESolution Price Book Page 1 of 2 Contract No. C31240 This Quote constitutes an Amendment to the existing Contract and Agreement by and between SunGard Public Sector and Customer. Except as otherwise provided herein, all terms and conditions of the existing Contract and Agreement shall remain in full force and effect. As applicable for certain customers, the term "Contract and Agreement" is defined as the Software License Agreement by and between the parties hereto. The Software or "Licensed Systems" licensed by SunGard Public Sector are provided in and may be used in machine-readable object code form only. SunGard Public Sector offers the Customer, through a third -party escrow agent, a Source Code Escrow Agreement that provides for release of the source code version of the Licensed Systems from escrow upon the occurrence of certain release events, such as SunGard Public Sector's failure to provide required maintenance services as agreed. Applicable taxes are not included, and, if applicable, will be added to the amount in the payment of invoice(s) being sent separately. Travel and living expenses are in addition to the prices quoted above and shall be governed by the SunGard Public Sector Corporate Travel and Expense Reimbursement Policy. The date of delivery is the date on which SunGard Public Sector delivers, F.O.B. SunGard Public Sector's place of shipment, the Licensed Systems to Customer. The SunGard Public Sector application software warranty shall be for a period of one (1) year after delivery. There is no Testing and Acceptance period on the Licensed System(s) herein. Preprinted conditions and all other terms not included in this Quote or in the Contract and Agreement, stated on any purchase order or other document submitted hereafter by Customer are of no force or effect, and the terms and conditions of the Contract and Agreement and any amendments thereto shall control unless expressly accepted in writing by SunGard Public Sector to Customer. Third -party hardware/software maintenance and/or warranty will be provided by the third -party hardware and software manufacturer(s). SunGard Public Sector makes no representations as to expected performance, suitability, or the satisfaction of Customer's requirements with respect to the hardware or other third -party products specified in this Quote. The return and refund policy of each individual third -party hardware/software supplier shall apply. Before signing this Quote, please contact your Account Manager if you are not certain which products are provided by a third -party. This Agreement is based on the current licensing policies of each third -party software manufacturer as well as all hardware manufacturers. In the event that a manufacturer changes any of these respective policies or prices, SunGard Public Sector reserves the right to adjust this proposal to reflect those changes. Pricing for professional services, including training, project planning, project management, custom modifications, and installation, is a good faith estimate based on the information available to SunGard Public Sector at the time of execution of this Quote. The total amount that Customer will pay for these services will vary based on the actual number of hours of services required to complete the services. If required, additional services will be provided on a time and materials basis at hourly rates equal to SunGard Public Sector's then -current rates for the services at issue. For training and on -site project management sessions which are cancelled at the request of Customer within fourteen (14) days of the scheduled start date, Customer is responsible for entire price of the training or on -site project management plus incurred expenses. cense, Fixed Fee services identified above, Hardware and Third -Party Software Fees are due upon execution of this Quote. Hourly, time- d -materials services are due monthly, as such services are delivered. Travel /Living expenses are due as incurred monthly. Additional ;rvices, if requested, will be invoiced at then -current rates. Any shipping charges shown are estimated only - actual shipping charges will be ae upon delivery. unGard Public Sector Application Annual Support - the initial term of Maintenance and Support Services is included in License Fees and ;gins upon execution of this Quote and extends for a twelve (12) month period. Subsequent terms of support will be for twelve (12) month sriods, commencing at the end of the initial support period. Support fees shown for the second term of support shall be due prior to the start 'that term. Fees for subsequent terms of support will be due prior to the start of that term at the then prevailing rate. Third -Party Application nnual Support Fees - payment terms shall be as provided by the Third -Party to Customer with the exception that any fees listed above for the itial term of support are due upon execution of this Quote. lease indicate that your purchase is per the terms and conditions of this proposal dated: September 19, 2011 rized Signer Name (print): rized Signer Phone Number (print): Authorized Signature Date SunGard Public Sector Inc. - Confidential Printed on 9/19/2011 @ 3:14 PM ONESolution Price Book Page 2 of 2