Okaloosa County BOCC — August 5, 2014 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 5, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: SunGard Public Sector - Contract Renewal for Software Maintenance DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: OCWS staff requests BCC approval to authorize the Chairman to execute an annual Contract Renewal with SunGard Public Sector Inc. for software maintenance. BACKGROUND: OCWS has had a software maintenance contract with SunGard and its predecessors for approximately 25 years. SunGard software is the interface between the IBM iSeries mid-range computer and OCWS staff. 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 requires an annual maintenance contract to provide for updates, enhancements, custom modifications, general maintenance and troubleshooting. The following is a more detailed description of the services that our SunGard HTE 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 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 the OCWS. The existing contract for software maintenance with SunGard is nearing expiration. The contract has a renewal option that begins October 1, 2014 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. The contract renewal form is attached for your review, along with the County Contract Review coordination sheet. The cost is $63,328.99 for FY2014-2015. Funds for the contract renewal are identified in the Water & Sewer FY 2014-2015 budget request. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval to authorize the Chairman to execute the Contract/Lease Renewal Form for contract #C89-0067-WS with SunGard Public Sector Inc. for software maintenance. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator