Okaloosa County BOCC — August 24, 2013 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 20, 2013 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: SunGard Public Sector - Contract for Software Maintenance DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS staff requests BCC approval of a contract with SunGard Public Sector Inc. for software maintenance. BACKGROUND: OCWS has had a software maintenance contract with SunGard for approximately 25 years. SunGard software is the interface between the IBM i-Series and the employees of OCWS. SunGard is the software utilized for the customer information system, processing customer payments (multiple ways), work orders, project costing, facility management, accounts receivable, contract management, and inventory. It is essentially the lifeblood that runs our computers and enables staff to track everything. The software was purchased years ago, but must be maintained annually for items such as updates, enhancements, custom modifications, general maintenance and troubleshooting. The following is a more detailed description of the services that our SunGard software provides: - Click2Gov, 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. - 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. - Contract Management tracks contracts with an easily accessible comprehensive repository. - 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 the OCWS. The proposed software maintenance contract with SunGard is attached for your review, along with the County Contract Review coordination sheet. The cost is $61,519.40 for FY2014. After the first year, the contract shall automatically be renewed each year and may be terminated at any time with 30 days notice, as further discussed in Sections 4 and 5 of the agreement, respectively. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute the contract with SunGard Public Sector Inc. for software maintenance. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator