Okaloosa County BOCC — August 18, 2015 — SunGard Public Sector - Contract Renewal and Amendment #2 Approval — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 18, 2015 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: SunGard Public Sector - Contract Renewal and Amendment #2 Approval for Software Maintenance DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) staff requests the Board of County Commissioners (BCC) approval and authorize the Chairman to execute an annual Contract Renewal and Amendment #2 with SunGard Public Sector Inc. (SunGard) for software maintenance and transaction processing fees associated with payments made online through OCWS’s website. The following is a more detailed description of the services that our SunGard software provides: - Click2Gov3, which is a web based application that provides customers with online views of their utility accounts and several convenient payment options (eCheck, debit, and credit cards). - Customer Information System (Utility Billing), which allows county employees to automate tasks such as customer and location maintenance, billing, delinquency, penalty, refund, and meter reading processes. - Customer Information System Voice Response, which works with the Customer Information System software and allows effective and efficient response to customer requests for account information by telephone. - Work Orders/Facility Management tracks complaints and requests, creates department work orders, and manages facilities. - Accounts Receivable software application automates the processing of customer transactions, payment collection, and account adjustments, while maintaining all billing and account information online. - Document Management Services (DMS) allows employees to create, edit, prepare, generate, print, e-mail, and save Microsoft Word documents. - Cash Receipts allows accurate control over all payment and deposit transactions. - Purchasing/Inventory allows accurate control over purchasing and inventory for OCWS. The existing contract for software maintenance with SunGard is nearing expiration. The contract has a renewal option that begins October 1, 2015 for one (1) year. The contract shall automatically be renewed each year after this year and may be terminated at any time with 30 days’ notice. This is further discussed in Sections 4 and 5 of the contract. Amendment #2 includes a fee structure for each payment processed on SunGard’s web based application “Click2Gov3” through SunGard’s Transaction Manger. In May of 2015, OCWS upgraded the web based application “Click2Gov3” to ensure OCWS continued to be PCI compliant. The “Click2Gov3” upgrade ensures that OCWS meets the Payment Card Industry Data Security Standard (PCI DSS) which is a set of requirements designed to ensure that all companies that process, store or transmit credit card information maintain a secure environment. The upgrade also included a new cost structure for each credit card payment processed by SunGard. The fee structure is based upon either a per transaction fee (determined by the 3rd party vendor OCWS chooses) or a minimum monthly usage fee of $150 (if the applicable transaction-based fee is less than $150). The 3rd party credit card vendor used by OCWS is not a SunGard partner so the per transaction fee is $0.085 per transaction. OCWS normally processes around 6500 credit card transactions per month on “Click2Gov3”. The estimated yearly cost will be $6,630. The contract renewal form for both the Contract Renewal and Amendment #2 is attached for your review, along with the County Contract Review coordination sheets. The cost for the annual renewal is $65,492.88 for FY2015-2016. Funds for the contract renewal and Amendment #2 are identified in the Water & Sewer FY 2015-2016 budget request. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval and authorize the Chairman to execute th