Fort Walton Beach Council agenda — 09-24-13--regular — reading text

receiving a grant for 2.7 million from DOT to design and construct a building to house rescue equipment. The Mayor stated he enjoyed reading to the students at Kenwood Elementary. He advised he attended a meeting of the Military Sustainability Partnership and informed that some members of City Staff will be participating in the United Way Day of Caring on Friday, September 20. The Cary Council of POn 0. 11., Beach Page 7 Packet'  8. 1. 2` Minutes September 10, 2013 Regular Meeting Mayor also stated the League of Cities Quarterly Dinner will be held on October 15 and will be hosted by the City of Destin, and reminded everyone that the 9/ 11 Anniversary is tomorrow. The Mayor reminded everyone of the final public hearing for the budget on Wednesday, September 18, at 5: 30 pm in the Council Chambers. ADJOURNMENT: 6: 51 pm A QN0nda C Ca, Coune!/ of Fort IValt. n Beach Page B Pg.  8. 2 City Council of Fort Walton Beach CITY MANAGER MEMORANDUM To: Michael D. Beedie, City Manager From: Dave Jenzen, Director of Information Technology Date: September 24, 2013 Subject: Sungard ASP Software/ Hardware Maintenance Contract Renewal 1. BACKGROUND: 1. 1. The City is has been a customer of Sungard for approximately 20 years. Sungard provides the City with software applications used by almost all departments in the City. 1. 2. In FY 2007 -08, the City modified the contract with Sungard to add additional solutions offer by Sungard to reduce the overall cost of using the software applications and to add features that were too costly to implement individually. This contract with Sungard was executed in 2008 and was for a term of five ( 5) years. 1. 3. The City' s contract with Sungard is set to expire on September 30, 2013 2. DISCUSSION: 2. 1. Sungard has proposed the following options to the City for the renewal of the contract: 2. 1. 1. One ( 1) year contract renewal with a 3% increase in fees. 2. 1. 2. Three ( 3) year contract renewal with a 2% increase in fees per year. 2. 1. 3. Five ( 5) year contract renewal with a 0% increase in fees per year. 2. 2. Over the last year, Staff has begun discussing the possibility of reviewing other software packages for the City' s operations. The idea was to review other software packages to see if there are other options that could benefit the City. If the City decides to move forward in reviewing the software applications from other vendors, the following steps may be taken: 2. 2. 1. Issue a Request for Information ( RFI) to software vendor to gather information about what other products may be available and to review what new innovative features they may offer. 2.2. 2. Depending on the results of the RFI, a Request for Proposals ( RFP) or Request for Qualifications ( RFQ) may be issued to collect more information about the products and pricing. 2. 2.3. Again, depending on the results of the other steps, the selection, purchase and implementation of a new software product may occur. 2. 2. 4. If the City moves towards replacing the Sungard software with a product from a new vendor, the entire process could take two ( 2) to three ( 3) years to complete. 2.2. 5. Given this timeline, Staff recommends entering into a three ( 3) year contract Page 1 of 2  8. 2 with Sungard. 3. FINANCIAL INFORMATION: 3. 1. Pricing in the proposed three ( 3) year contract is as follows: 3. 1. 1. FY 2013 -14 ( Year 1) _ $ 174, 034. 56 3. 1. 2. FY 2014 -15 ( Year 2) = $ 177, 515. 28 3. 1. 3. FY2015- 16 ( Year 3)= $ 181, 065. 60 3. 2. Funding for Year 1 of the Sungard contract is included in the proposed FY 2013 - 14 budget. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 25 and the Purchasing Policies and Procedures, Staff respectfully recommends City Council authorization for the City Manager to execute a supplemental contract to extend the City' s contract with Sungard H. T.E. for a period of three ( 3) years. ATTACHMENTS: Sungard Supplement Contract FTWB -130714 -1 SPS 09 -12 - 13 ( PDF) E -Mail SunGard ASP Renewal ( MSG) Sungard Amended Agreement 9 - 10 - 10 ( PDF) Original Sungard Agreement 06 -02 -08 ( PDF) SIGNATURE BLOCK: Dave Jenzen Completed 09/ 13/ 2013 5: 10 PM Finance Completed 09/ 16/ 2013 10: 58 AM City Attorney Completed 09/ 16/ 2013 11: 53 AM Carole Jones Completed 09/ 16/ 201312: 55 PM City Manager Completed 09/ 18/ 2013 8: 25 AM City Council Pending Page 2 of 2  B. 2. a SUN" RW PUBLIC SECTOR CLOUD SOLUTIONS Supplement to the SunGard Public Sector Inc. Application Service Provider Agreement Schedule A - Order Form This Schedule A - Order Form is entered into under the terms and conditions of the Suni Public Sector Inc. Application Service Provider Agreement dated May 28, 2008 (Agreement), between SunGard Public Sector Inc. ( SunGard Public Sector) and City of Fort Walton Beach, FL ( Customer). Unless otherwise stated below, all terms and conditions as stated in the Agreement shall remain in effect. Customer Name: City of Fort Walton Beach Yes No Initial Order Form X l Agreement Number: FTWB- 1500LG- 130714 -1 Replacement Order Form. . 1. Initial Term: Begins October 1, 2013 and expires thirty -six ( 36) months from the date the initial Monthly Access Fee is due under this Schedule A —Order Form. 2. Application Groups: Monthly Access Fees Applications and/ or Services Monthly ACCass Fees Ranawal Sarvlee ASP Renewal- 101006 14, 196. 88 Renewal Service ASP Renewal- 101006 -2 306. 00 Included in Existing Products (Currently Licensed) - NaNLine Parking Tickets -( PT), NaNLine Customer Information System -( CX), NaNLine Work OrderslFacility MonthlyAccess Management -( WF), NaNLine RecTrac for Cash Receipts- Fees M), NaNLine Accounts Receivable - ( MR), NaNLine Asset Management II - ( A2), NaNLine Building Penn its - ( BP), NaNLine Cash Receipts -( CR), NaNLine Code Enforcement CE), NaNLine Fleet Management -( FM), NaNLine Gi GM), NaNLine Land Management -( LX), NaNLine Occupafional Licenses -( OL), NaNLine PayrolUPersonnel- PR), NaNLine Purchasingdmentory -( PI), Navi- me Planning 8 Engineering - FZ), Click2Gov CIS - ( K2), Click2Gov Core - Ki ), NaNLine Document Management SONMS - ( DX), QRep Web Anonymous - ( QW), QRep Catalogs - (CJ) - GM, MR, PR, A2, CX, PI, WF, Time Keeping Interface - (TC) Cognos Admin License ( 1 Admin) - CG, Cognos End User Included m Third Party Products (Hosted Existing) License ( 5 End Users) - CG, ACOM- eFOm1s, MonthlyFrcess EZPeykbnagemenl, Document Design - AIP Check, Payroll Fees