Ordinance 10-1942 ORDINANCE NO. 10 -1942
AN ORDINANCE OF THE CITY OF LONGWOOD, FLORIDA,
APPROVAL OF MULTI -YEAR CONTINUING SERVICES
C I NTRACT WITH SUNGARD HTE, PROVIDING FOR
CONFLICT'S AND SEVERABILITY AND AN EFFECTIVE
I t ATE.
Whereas, the City of Longwood desires utilizing a continuing services contract agreement to provide an
enterprise resource planning system for City departments provided by Sungard RTE, and
Whereas, the Charter for the City of Longwood, Florida provides that contracts that extend beyond the
current fiscal year must be approved by Ordinance,
Whereas, the provision of continuing services for the outlined professional disciplines is in the public
interest to provide quality service;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSI• -N OF THE CITY OF
LONGWOOD, ' +LO IDA, AS FOLLOWS:
Section 1: The Sungard ET -E enterprise resource planning system streamlines the City of
Longwood's business processes,
Section 2: Sungard HTE is a single source contract, and the City of Longwood has been using the
software since 1989 to manage the financial, accounts payable, utility billing, payroll, pu chashig, business
tax receipts and fixed assets functions.
Section 3: The Information Technology Division has provided for the specific needs of the City of
Longwood to remove varying software applications and replace it with a system that connects departments
with a simple and efficient enterprise resource planning system,
Section 4: The City of Longwood Information Technology Division has the desire to connect
ti
departments across the municipality with a single software solution
Section 5: The City of Longwood Information Technology Division _through Sungatd HTE has
provided for cost effectiveness; continued software support; and improved performance for the City of
Longwood, Florida,
S 6: The City Commission hereby approves the contract with Sungard HTE attached hereto
and authorizes its execution,
Section 7 If any Ordinance part thereof is in conflict herewith, this Ordinance shall control to the
extent of the conflict.
Section 8: It is a express contingency of the City Commission's approval and the City's execution of
the agreement, that the City's payment and performance obligations under the agreement for each and every
fiscal period beyond the fiscal period when the agreement is executed shall be subject to discretionary
annual appropriation by the City Commission of fiends therefore. When funds are not appropriated or
otherwise made available to support the continuation of payment and performance
in subsequent e
wich
period, the agreement shall be deemed terminated on the last day o
appropriations were made, without further cost, penalty or obligation to the City.
Section 9: The provisions of this Ordinance are declared to be separable and if any section,
paragraph, sentence or word of this Ordinance or the application thereto any person or circumstances is •
held invalid, that invalidity shall not affect other sections or words or applications of this Ordinance. If any
part of this Ordinance is found to be preempted or otherwise superseded, the remainder shall nevertheless ess
be given full force and effect to the extent permitted by the severance of such .preempted or superseded
part.
Section 10: This Ordinance shall be in force and take effect immediately upon complete execution of
the Contracts.
FIRST READING: September 7, 2010
SECOND READING: September 27, 2010
PASSED AND ADOPTED THIS a% IllA`� O' - � _ iii. c,= 2010.
John C. /pr
Attest:
� i /
Sarah M. Minis, MBA, MMC, City Clerk
Approved as to form and legality for the use and reliance of the City of Longwood, Florida only.
/ Davie angley, Ci • tto nes
•
Sungard Contract
Executhie S rnrairy
cit needs
The City is looking to replace the current twenty one (21) year old Enterprise Resource Planning
(ERP) system with a new system that will allow for easier access to information, increase
collaboration between City departments and provide a more robust online presence for the
City. The improved online presence shall allow residents and businesses to do business with
the City without actually coming to City Hall and outside of regular business hours.
Please note we have contracted with Sungard since 1989 for access to their ERP system. We
are seeking to upgrade to their new ERP system and utilize additional applications they offer for
our use at the City.
How will the upgrade take place?
Considering the scale and production importance of our ERP system, we plan to proceed with
the upgrade over multiple fiscal years. During year one (1) of the contract we will add new
functionality and applications to our system.. In subsequent fiscal years we will upgrade
applications that are currently in use (except for Business Tax Receipts which will be upgraded
in year one (1) of the contract).
What applications will be added during year one of the contract?
The list below are the new applications being added in year one (1) of the contract (fiscal year
2011). The online versions of the applications are Internet based and designed to allow
residents to interact with the system.
o Building Permits
o Online Building Permits
o Code Enforcement
o Online Code Enforcement
o Planning and Engineering
o Online Planning and Engineering
o Business Tax Receipts
o Online Business Tax Receipts
o Employee Self Service
What applications will be added after year one of the contract?
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The list below are the applications being added after year one of the contract.
o Financials and General Ledger
o Project Accounting
o Financial Budgeting
o Accounts Payable
o Fixed Assets
o Purchasing
o Inventory Management
o Cash Receipts
o Payroll
o Human Resources
o Position Budgeting
o Utility Billing
What were the ®utstandira :, issues
after the first reading. of Ordinance 10-1942 and how were
they addressed non appropriation per
1. The City Attorney did not see language in the contract addressing
City Code Section 62 -72.
We en gaged the vendor and they
added anon- appropriation clause to their contract. The
clause can be found in Section 6 of the contract. the S80,000 training fees for the
Commissioner Cortes expressedra concern 2011rerence to
2 place in fiscal y
financial system taking p e. The new contract
We engaged the vendor and asked them to change the contract languag express
Cates the training will not commence or be billed without
language explicitly s wood.
permission from the City of Long
concern in additional costs for travel being charged to the
expressed a co place in fiscal year 2011.
3, Commissioner Cortes d to take p es exp schedule
City in reference to the training The nevv onract
contract
change the contract language. w ct being
16 days We eng aged the vendor and askethem sixteen ( ) of training for the applications
language states the City will be provided
rolled out in fiscal year 2011 and will cover all associated costs.
b
SUNDARD® PUBLIC SECTOR
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 SunGard Public Sector Inc. Application
Service Provider Agreement dated December 12, 2005 (Agreement), between SunGard Public Sector Inc. (SunGard Public Sector)
and City of Longwood, FL (Customer). Unless otherwise stated below, all terms and conditions as stated in the Agreement shall
remain in effect.
Customer Name: City of Longwood, FL Yes No
Initial Order Form X
Agreement Number: LONG- 100895 -1 Replacement Order Form X
1. Initial Term: Begins October 1,'2010 and expires sixty (60) months from the date the initial Monthly Access Fee is due under
this Schedule A — Order Form.
2. Application Groups: Start -Up Fees and Monthly Access Fees
Applications and /or Services Monthly Access
Start-Up Fee Fee
Net New - ONESolution New Products ONESolution Permitting (OS- BPMT), ONESolution Code $ 30,000 $ 3,300
Compliance (OS- CCMP), ONESolution Planning & Engineering (OS
PEZ), ONESolution GovNow Permitting (OS -K3), ONESolution
GovNow Code Compliance (OS -KO), ONESolution GovNow
Planning & Engineering (OS -K7), ONESolution GovNow Business
Account Management (OS -K6)
Net -New - NaviLine Products Click2Gov Employee Self Service (KI) Included in Startup Included in
Fee Monthly Fee
Net New - ONESolution 3rd Party Products Global Core (OS- GCORENV), Financial Core (OS- FCORENV), Included in Startup Induded in
Community Core (OS- CCORENV) Fee Monthly Fee
Migration - ONESolution Products ONESolution General Ledger (OS- GLDG), ONESolution Included in Startup Induded in
Job /Project Ledger (OS- JPLDG), ONESolution Budget Item Detail Fee Monthly Fee
(OS- BDTL), ONESolution Accounts Payable w/ Bank Recondliation
(OS- APBR), ONESolution Foxed Assets (OS- FXAS), ONESolution
Purchasing (OS- PURCH), ONESolution Stores Inventory (OS-
STRINV), ONESolution Central Receipting (OS -RCPT ),
ONESolution Central Cashier Interface, ONESolution Payroll (OS-
PAYROLL), ONESolution Human Resources (OS -HR),
ONESolution Position Budgeting (OS- POSBUDG), ONESolution
Employee Online (OS- EMPONL), ONESolution Click, Drag & Drill
(OS -CDD), ONESolution Documents Online (OS -DO),
ONESolution Easy Laser Forms (OS -ELF), ONESolution Business
Account Management (OS -BAM), ONESolution Land (OS- LAND),
ONESolution GovNow Core Module - Upgrade (OS -K1),
ONESolution GovNow Map Access Fee(s)(OS- KX), OnePoint
Payment Service - Out of Network, OnePoint Point -of -Sale (KM)
Services Fees - ONESolution Professional Services - Express Package for Community Included in Startup Included in
Development. Fee Monthly Fee
Conversions - ONESolution ONESolution Business Account Management, ONESolution Land Included in Startup Induded in
Fee Monthly Fee
ONESolution Hosting Services ONESolution Hardware Configuration and Setup, Disaster Recovery 20,000 N/A
for SunGard Public Sector Applications
Concurrent Sessions 25 Users Included in Startup Induded in
Fee Monthly Fee
Existing NaviLine Products & GMBA with Extended Reporting (GM/ER), Purchasing /inventory (PI), N/A 6,071
Hosting Services Procurement Card Tracking (PC), Payroll /Personnel (PR), Asset
Management I (FA), Cash Receipts (CR), Land /Parcel Management
(LX), Occupational Licenses (OL), Customer Information System
(CX), Click2Gov Core Module (K1), Click2Gov CX (K2), Click2Gov
Payment Activation (K4), OnePoint Core Module (KL), OnePoint
Point -of -Sale (KM)„
QRep Catalogs: GM, PI, CR, PR, FA, CX, LX, OL, (CJ)
Maintenance for 12 retrofit objects
Existing Third Party Products QRep Admin (1), QRep End User (5) (CG)
Shared Environment N/A N/A
Total Proposed System: $ 50,000 $ 9,371
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APPLICABLE TAXES ARE NOT INCLUDED IN THIS SCHEDULE A — ORDER FORM, AND, IF APPLICABLE, WILL
BE ADDED TO THE AMOUNT IN THE PAYMENT INVOICE(S) BEING SENT SEPARATELY TO THE CUSTOMER
*Start-Up Fees are based on use of SunGard Public Sector's Standard Implementation Methodology.
* *Number of Concurrent Sessions listed above used in the calculation for the Monthly Access Fees. Changes to the number of
Concurrent Sessions may impact the Monthly Access Fee.
3. Payment Terms:
Start -Up Fee: Due upon Execution.
Monthly Access Fee: The initial Monthly Access Fee will be due October 1, 2010. Subsequent Monthly Access Fees will
be due on the first of the month thereafter. Monthly Access Fees will be invoiced in advance on a
monthly basis for a term of sixty (60) months at the rates listed below.
October 1, 2010 through December 31, 201 1 $9,371.00 per month or $140,565.00 (multi - year);
January 1, 2012 through September 30, 2012 $1 0,308.10 per month or $92,772.90 (partial- year);
October 1 „ 2012 through September 30, 2013 $10,617.34 per month or $127,408.12;
October 1, 2013 through September 30, 2014 $10,935.86 per month or $131,230.36
October 1, 2014 through September 30, 2015 $11,263.94 per month or $1 35,.1 67.27
Following the initial term, Services will be provided on a year -to -year basis provided the Customer
exercises the option and pays the then current Monthly Access Fee.
Training Cost: The above contracted fees for the ONESolution Community Development suite will cover sixteen
(16) days of implementation services and associated costs.
Notes:
Monthly Access Fees listed in Section 2 will commence on October 1, 2010.
2 Following the execution of this Schedule A -Order Form, any changes to Modification Retrofits provided by SunGard Public
Sector will be adjusted at the next annual renewal period, pursuant to Section 5 below.
3 Monthly Access Fees listed above are for the Applications and Services listed in this Section 2 of this Schedule A -Order Form
only.
4 ONESolution Financials Training fees are eighty thousand dollars ($80,000) and are not included in the above fees. The
ONESolution Financials training will not commence or be billed without the express written permission of the Customer. This offer
will expire December 31, 2013.
5 If,additional training is required to complete the ONESolution Community Development Suite implementation, the customer will
be billed at sixteen hundred dollars ($1,600) per day.
4. ONESolution Transition. Customer will be transitioned from SunGard Public Sector's NaviLine ASP Environment to the
ONESolution ASP Environment. SunGard Public Sector shall continue to provide Customer with access and maintenance of
both ASP Environments until Customer is live in the ONESolution ASP Environment. Live is defined as Customer's use of the
ONESolution ASP Environment in a production environment. Once the transition is complete Customer's access to the
NaviLine ASP Environment shall terminate.
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5. Modification Retrofits. For each non - standard Application in library HTEMOD that was written by SunGard Public Sector or
any Application that has had custom modifications performed by SunGard Public Sector at the Customer's request, SunGard
Public Sector will perform all necessary programming to ensure that the program is compatible with each new software release,
version, or program temporary fix made available by SunGard Public Sector. Fees for Modification Retrofits to be maintained
are determined on an annual basis. This determination is based upon the number of modified objects prior to the beginning of
each annualized ASP Term multiplied by the then current rate charged per object.
6. Appropriation of Funds. Regardless of the terms and anything to the contrary contained in the contract, it is a express
contingency of the Customer's Commission approval and the Customer's execution of the contract, that the Customer's payment
and performance obligations under the contract for each and every fiscal period beyond the fiscal period when the contract is
executed shall be subject to discretionary annual appropriation by the Customer's Commission of funds therefore. When funds
are not appropriated or otherwise made available to support the continuation of payment and performance in a subsequent fiscal
period, the contract shall be deemed terminated on the last day of the fiscal period for which appropriations were made, without
further cost, penalty or obligation to the Customer.
The terms and conditions contained in this Schedule A — Order Form, including the prices, will be honored as set forth herein,
provided this Schedule A — Order Form is fully executed by September 30, 2010.
CITY OF LONG WOOD, FL SUNGARD PUBLIC SECTOR, INC.
A
• Authorized Signature
Jo . aingot, Mayor & - 5 Roo?) C6V
Print Name & Title Print Name & Title
September 28, 2010 9k/e)
Date Date
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