HomeMy WebLinkAboutDATASTREAM; 1983-07-11;CONTRACT BETWEEN CITY OF CARLSBAD
AND DATASTREAM
FOR PURCHASE OF UTILITY BILLING SOFTWARE
day of THIS AGREEMENT is made and entered into this
1983, by and between DATASTREAM, hereinafter referred to as "DATASTREAM", and th
CITY OF CARLSBAD, a California municipal corporation, hereinafter referred to
as "CITY".
RECITALS
1. CITY has determined that it has an immediate need to acquire utility
billing software.
2. In response to a request for proposal, DATASTREAM submitted its proposa
which was deemed by CITY to be in the best interest of CITY.
3. DATASTREAM is able to provide the necessary utility billing software
systems from proprietary sources to CITY pursuant to this agreement.
NOW, THEREFORE, CITY and DATASTREAM, in consideration of the terms containec
herein, mutually agree as follows:
ARTICLE 1
DEFINITIONS
1.1 The following terms, used herein and in the Exhibits hereto, shall have
the following meanings:
A. "Application Software" means such software or programs, documentation,
and other tangible or intangible information, designed, developed or provided by
DATASTREAM described in Exhibit "A", attached hereto and incorporated herein by
reference.
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B. "Application Software Support" is primarily a consultation service
provided by DATASTREAM.
C. "Delivery Date" means the date at which all of the elements of applicati
software as described in Exhibit "A" are installed at the CITY and are proven
to be in operating condition.
D. "Hardware" means the existing Hewlett Packard 3000-30 computer system in
existance on the CITY'S site a.s of the date of this contract.
E. llProduct" means the entire software system being developed and utilized
by and between DATASTREAM and CITY.
F. "System Software'' means software designed, developed and provided by the
manufacturer of the hardware for utilization with said hardware.
ARTICLE 2
PURPOSE
2.1 The purpose of this Agreement is to provide for the purchase by CITY
of utility billing software, installation and user training by DATASTREAM. In
consideration of payment to be made by CITY as provided in Exhibit "A", DATASTREA
agrees to design, procure, install and maintain the application software.
ARTICLE 3
CONTRACT DOCUMENTS
3.1 The Contract Documents consist of this Agreement and all Exhibits attac
hereto.
All rights and obligations of CITY and DATASTREAM are fully set forth and
described in said Contract Documents. Each of the above-mentioned documents is
intended to complement the oth.er in that any software or service called for in on
document and not mentioned in the others or vice versa, is to be provided the sar
as if mentioned in all of said documents. In the case of conflict among the
documents regarding specifications or requirements, this Agreement and all Exhibi
attached hereto shall supersede all prior understandings or documents. No
representation or promise hereafter made by a party, nor any modification or amen
ment of the Agreement, shall be binding upon either party unless in writing and
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Signed on behalf of each by duly authorized representatives,
ARTICLE 4
TERM OF AGREEMENT -
4.1 This agreement shall commence on the date first above written and sha
continue in full force and effect thereafter as long as there is a license for u:
of the Products furnished hereunder in effect.
4.2 In the event of any material breach of this Agreement by either party
the party may(reserving cumulatively all other remedies and rights under this
Agreement and in law) terminate this Agreement in whole or in part by giving thii
(30) days prior written notice to the other party.
4.3 Either party may terminate this Agreement without cause by giving nine
days advance written notice to the other party. In the event of such termination
may return to DATASTREAM all application software, documentation or other product
produced prior to such termination, and DATASTREAM shall refund to CITY any and a
payments made by CITY to DATASTREAM under this agreement. In the event CITY elec
retain products produced by DATASTREAM under this agreement, CITY and DATASTREAM
shall negotiate the amount CITY shall pay DATASTREAM €or said products.
ARTICLE 5
PAYMENTS
5.1 CITY agrees to pay DATASTREAM upon submission of appropriate invoices
therefore, for performance by DATASTREAM of its obligations set forth in this Agrt
Payment of application software costs, together with such other charges as may be
incurred or payable from time to time by CITY under the terms provided for herein
shall be made by CITY as a lump sum payment at the time of system installation as
described in Article 16 of this Agreement. CITY agrees to pay all license fees,
registration fees, assessments, taxes or other charges, however designated, levied
based or imposed by a municipal, state or federal body or authority, upon the totE
system cost or any part thereof, or upon this Agreement or any term or provision
thereof. However, the quoted price shown in Exhibit "A" is inclusive of any and
all applicable California sales taxes.
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5.2 The charges contained herein in Exhibit "A" and Article 8 are the total
of all charges to be made under this contract and unless specifically to the
contrary provided elsewhere herein, no additional charges shall be claimed by
DATASTREAM for the product, or any element thereof, including executable (object)
code, source code, documentation, training, copies of materials, assistance in
installation, error correction, minor upgrades, maintenance, or expenses for any
other material or service to be performed hereunder.
ARTICLE 6
PRODUCTS AND SERVICES TO BE PROVIDED BY DATASTREAM
6.1 DATASTREAM will provide CITY all the components of the application
software described in Exhibit "A".
6.2 Application software installation is defined as the installation of
DATASTREAM application software on CITY'S equipment and execution of all modules
of each application systems with DATASTREAM test data and additional test data
prepared jointly by CITY and DATASTREAM to test specific CITY requirements. i
.- 6.3 Comprehensive user training in each of the Eina~eial, payroll, and *-
utility systems applications will be provided by DATASTREAM.
five (5) days of in-service training by DATASTREAM Staff. The obligation of
DATASTREAM is to train
applications in such a manner that will allow the designated CITY Employees to
operate the specified systems applications in a competent manner producing
accurate system output.
Training will incli
designated CITY Employees in each of the utility System
ARTICLE 7
APPLICATION SOFTWARE LICENSE __
7.1 DATASTREAM hereby acknowledges that it has proprietary interest in and
is possessor of the application software referred to herein for all application
software described in Exhibit "A" hereto. DATASTREAM hereby grants to CITY a
nonexclusive, royalty free, perpetual license, for its own use, for all propriet<
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application software described in Exhibit "A".
7.2 DATASTREAM warrants that it is the sole owner of the proprietary
systems and has full power and authority to grant the rights herein described
without the consent of any other person and will indemnify and hold CITY harmless
from and against any loss, cost, liability and expense (including reasonable
counsel fees) arising our of any breach or cliamed breach of this warranty preser
by a third party.
7.3 DATASTREAM warrants that the software hereby transferred does not
infringe upon or violate any patent, copyright, trade secret or any other
proprietary right of any third party; in the event of any claim by any third part
against CITY, CITY shall promptly notify DATASTREAM and DATASTREAM shall defend
such claim, in CITY'S name, but at DATASTREAM expense and shall indemnify CITY
against any loss, cost, expense or liability arising our of such claim, whether c
not such claim is successful.
7.4 Except as otherwise provided herein, CITY expressly agrees that it will
not sell, lease, assign or in any way transfer such proprietary application softa
system or any rights herein to any person, partnership, corporation or other enti
ARTICLE 8
APPLICATION SOFTWARE SUPPORT -
8.1 DATASTREAM will provide maintenance programming to the CITY for a peric
of up to twelve (12) months or a basis agreeable to both parties. The hourly rat
for this service shall not exceed the average hourly rate charged to all other
DATASTREAM customers for said service.
ARTICLE 9
COPYRIGHT LICENSE
9.1 DATASTREAM hereby grants to CITY a nonexclusive, royalty free, perpetue
license to make copies, for its own use, of any documentation or user manuals
delivered hereunder by DATASTREAM to CITY.
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ARTICLE 10
CONFORMANCE WITH SPECIFICATIONS
10.1 Each software component supplied hereunder will conform to the softwai
specification respecting such component, attached as Exhibit "A" in all respects
including but not limited to, operating performance, documentation quality,
compatibility, modularity and the like. In this regard, DATASTREAM warrants that
the software packages are designed to and will meet the functional and performanc
specifications described in Exhibit "A".
ARTICLE 11
DEFINITION OF DOCUMENTATION
11.1 DATASTREAM will furnish CITY with all available documentation as part
of the software packages to be delivered hereunder. If documentation does not
presently exist for any portion of the application software, documentation
consisting of at least operator instructions and system descriptions shall be
produced for CITY.
11.2 If the documentation is revised at any time or if additional documenta
tion is developed by DATASTREAN with respect to any package installed persuant to
this Agreement, DATASTREAM shall, forthwith upon publication, deliver to CITY
such revised or additional documentation,
ARTICLE 12
SYSTEM MODIFICATIONS AND LICENSE TO USE SUCH MODIFICATIONS _-_
12.1 Modifications of the systems covered under this Agreement, subsequent
to the installation of any system, or subsequent to its availability for
installation, i.e., modifications that are over and above the specifications for
said systems set forth in Exhibit "A" and the User's Manuals referenced in
Article 2, will be covered under a separate agreement executed between CITY and
DATASTREAM and are, therefore, not part of this Agreement.
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12.2 DATASTREAM hereby grants to CITY a perpetual nonexclusive license
to use any modifications developed by DATASTREAM under an agreement referenced
in Section 12.1 herein above.
ARTICLE 13
DATA PROCESSING REPRESENTATIVE
13.1 CITY will designate one or more of its employees as its Data Processir
Representative(s1, who, during the term hereof and any extensions or renewals
hereof, shall formulate priority guidelines for data processing operations and
systems development, coordinate the implementation, and monitor the progress in
the improvement of CITY'S data processing system. CITY shall make available to
DATASTREAM, upon request, existing CITY Personnel to assist DATASTREAM in definir
existing procedures and in identifying projected needs of the data processing
system and shall make such other management decisions as are reasonably required
by the CITY in the performance of this Agreement.
ARTICLE 14
ON-LINE TERMINAL OPERATION
14.1 CITY is responsible for designating persons capable of successfully
completing the terminal and computer orientation and training to efficiently and
effectively use the application systems installed by DATASTREAM. All production
data entry using the on-line terminals will be the responsibility of CITY.
DATASTREAM shall not be penalized by withholding payment for excessive CITY
Employee turnover or problems in scheduling its employees for training or pro-
duction input.
ARTICLE 15
SYSTEM SECURITY AND ACCESS
15.1 CITY shall be entirely responsible €or the security of data and progr;
accessible through on-line terminals. Utilization of access security codes and
control of authorized user lists shall be monitored by CITY'S Data Processing
Representative (s) .
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ARTICLE 16
INSTALLATION AND OPERATION SCHEDULE
16.1 Application software shown in Exhibit "A" shall be completed within
ninety (90) days from the date of this Agreement.
16.2 CITY, at DATASTREAM'S request, will submit such test data and material
as may be specified and requested by DATASTREAM which is necessary in order to er
DATASTREAM to test all aspects of any applications, improvements, or systems to k
developed hereunder prior to the utilization of such improvements or new systems
16.3 System installation in this Agreement is defined as the installation
the systems on CITY'S equipment and execution of all portions of the systems with
CITY test data supplied by CITY to DATASTREAM to the mutual satisfaction of CITY
DATASTREAM. Test data shall consist of all water master and detail files convert
from the CITY'S Singer Computer to the CITY'S Hewlett Packard Computer System.
ARTICLE 17
QUIET ENJOYMENT
17.1 CITY shall be entitled during the term of this perpetual license to us
the software packages without disturbance. DATASTREAM represents that this Agree
is not subject or subordinate to any right of DATASTREAM creditors, or if such
subordination exists, that the Agreement of instrument creating the same provides
for nondisturbance of the user so long as it shall not be in default hereunder.
ARTICLE 18
CONF IDENTIALI TY OF 1NFORP.IATI ON
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18.1 DATASTREAM will maintain as confidential all CITY data and will adopt
such measures as those adopted by the CITY for its own employees to insure that
such information which has ceased to be confidential by some action of CITY, or
which is or comes into the public domain by operation of law. Neither shall
DATASTREAM be required to maintain the confidentiality of any ideas, concept.s, or
techniques relating to data processing submitted to DATASTREAM or developed
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by DATASTREAM Personnel or jointly by DATASTREAMandCITY Personnel during the te
of this Agreement.
18.2 It is agreed that the services to be performed by DATASTREAM hereundl
for the sole use and benefit of CITY. CITY shall apply reasonable means to ensu
that the product programs, or any portion thereof, on magnetic tape or disc or ii
other form, and related documentation are not reproduced, copied, printed, disclc
made available by CITY or by any of its employees to any other person, firm or c(
CITY warrants thac all CITY employees having access to the products 1 18.3
this Agreement shall assume the same responsibility for nondisclosure of inside
mation relative to the proprietary portions of the DATASTREAM systems.
ARTICLE 19
SOURCE CODE
19.1 CITY shall be provided source code for - all application software, whe
public domain or proprietary, at no additional charge.
ARTICLE 20
RIGHTS UPON TERMINATION
20.1 In the event of termination by either party, CITY shal1,upon payment
DATASTREAM the amount determined under Article 4.3 of this Agreement, retain the
to the continued use, on a nonexclusive basis of the application software in
possession of CITY as of the date of termination provided, however, that in the <
of cancellation of this agreement by CITY, DATASTREAM shall have no obligation tc
give or otherwise transfer to CITY any rights or interest in future application :
or source code of the software systems. In the event that CITY elects to return
all application software to DATASTREAM, DATASTREAM shall refund to CITY any fees
paid to DATASTREAM by CITY under this Agreement.
21.2 In the event that DATASTREAM shall, for any reason, cease to conduct
business during the term of this Agreement, the nonexclusive and continuing righi
the application software delivered to CITY at the time of entering the Agreement
shall automatically and without notice pass to CITY free of additional
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costs. CITY shall, subsequent to such business termination, have the right to ma
and to modify as it sees fit, all software but not the right to sell, transfer OL
for others not included in this contract proprietary software applications.
ARTICLE 21
DELIVERY
21.1 The software package, all documentation, and the necessary installatic
assistance shall be delivered within ninety (90) days from the day of this Agreen
The delivery date shall be deemed to have been met upon constructive use by CITY.
Constructive use includes but is not limited to utilization by CITY of primary
outputs such as reports and water bills, in lieu of its current practices.
21.2 If delivery as defined in Article 16 is delayed past the scheduled del
date as specified above, DATASTREAM shall pay to the CITY liquidated damage of tl-
dollars ($30.00) per day for each day that such failure to install the system sh?
continue.
21.3 If a delivery date as defined in Article 16 is delayed €or more than
thirty (30) days after the scheduled delivery date as set forth above, by reason
of DATASTREAM failure to deliver and excluding any period of time by which the
CITY has materially caused such delay, CITY shall have the right to cancel the
package. Upon such cancellation, DATASTREAM shall immediately reimburse CITY all
monies paid by CITY for said package or CITY shall be otherwise credited as agree
by CITY in writing.
ARTICLE 22
TITLE TO PRODUCTS
22.1 Title and full ownership rights to the proprietary products licensed
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under this Agreement remain with DATASTREAM, 'The products once developed under t
Agreement and license under this Agreement are agreed to be DATASTREAM proprietar
information and trade secrets whether or not any portion thereof is or may be
validly copyrighted or patented.
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22.2 CITY'S rights in and to the Products, as a result of this license, mal
not be assigned, licensed or otherwise transferred voluntarily by operation of
law or otherwise without DATASTREAM'S prior written consent.
ARTICLE 23
RISK OF LOSS, DAMAGE OR DESTRUCTION
23.1 After the date of installation of each Product furnished hereunder,
CITY shall be responsible for protecting said Product from risk of loss, damage
or destruction. In the event of such loss, damage or destruction to any such
Products or to additional Products furnished hereunder, the Products lost, damage
or destroyed shall be replaced by DATASTREAM, from the most current available
backup copy upon written request by CITY, and CITY shall pay therefore at DATASTE
then current billing rate for such replacement services.
23.2 Notwithstanding the provisions of Section 23.1, CITY shall not be reqi
to pay DATASTREAM for replacement services if the loss, damage or destruction
occasioning such replacement services is caused by the fault or negligence of
DATASTREAM.
ARTICLE 24
LIMITATION OF LIABILITY
24.1 DATASTREAM shall be liable for and shall indemnify and hold CITY harml
against any loss or damage arising from the fault or negligence of DATASTREAM, it
officers, employees, agents and representatives.
24.2 CITY shall be liable €or and shall indemnify and hold DATASTREAM harml
against any loss or damage arising from the fault or negligence of CITY, its offj
employees, agents and representatives. In no event shall CITY'S liability under
the provisions of this Sect.ioxi 24.2 exceed the total prices paid or payable by C1
under the terms of the Agreement, except as provided hereinbelow.
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24.3 Notwithstanding any limitation of liability set forth elsewhere in
this Agreement, DATASTREAM agrees to indemnify and hold CITY harmless from
and against any and all liabilities, losses, damages, costs and expenses (includ
reasonable attorneys' fees) associated with any claim or action against CITY, fo
infringement of any patent, copyright or similar property right, arising from thc
use of CITY of Products furnished hereunder, whether unmodified or modified, or
any other materials furnished to CITY hereunder; and DATASTREAM further agrees tc
defend CITY with counsel selected by DATASTREAM and approved by CITY against any
such claim or action at DATASTREAM in writing within thirty (30) days after rece
of notification of any such claim or action. DATASTREAM will use its best effor
to give CITY prompt written notice of any other materials furnished by CITY,
provided DATASTREAM knows of such claim or action.
24.4 Neither party shall be liable to the other for any consequential dam
ARTICLE 25
FORCE MAJEURE
25.1 Neither party shall be responsible for delays or failures in perform
resulting from acts beyond the control and without the fault of such party. SUC
acts shall include but not be limited to acts of God, strikes, lockouts, riots,
acts of war, epidemics, government regulations superimposed after the fact,
fire, communication line failures, earthquakes or other disasters.
ARTICLE 26
SURVIVAL BEYOND COMPLETION
26.1 The terms, provisions, representations and warranties contained in t
contract shall survive the delivery of the software and the payment of the
purchase price.
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ARTICLE 27
BREACH - REMEDIES
27.1 DATASTREAM shall be in breach of the Agreement, and the Agreement ma
be rescinded by CITY upon written notice, and all monies paid shall immediately :
returned to CITY by DATASTREAM upon the breach by DATASTREAM of any of the
representations or warranties contained herein.
In addition to the right of recission, CITY shall have all other rights
and remedies provided by the Agreement or by applicable law.
ARTICLE 28
COMPLIANCE WITH ALL LAWS
28.1 Each party agrees that it will perform its obligations hereunder in
accordance with all applicable laws, rules, and regulations now or hereafter in
ARTICLE 29
PROHIBITED INTERESTS
29.1 No official of the CITY who is authorized in such capacity and on
behalf of the CITY to negotiate, make, accept or approve or to take part in
negotiating, making, accepting or approving any architectual, engineering, inspe
construction, or material supply contract or any subcontract in connection with
the implementation of this system, shall become directly or indirectly intereste
personally in this Agreement or in any part thereof. No officer, employee,
architect, attorney, engineer or inspector of or for the CITY who is authorized
in such capacity and on behalf of the CITY to exercise any executive, supervisor
or other similar functions in connection with the performance of this Agreement
shall become directly or indirectly interested personally in this Agreement or
any part thereof.
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ARTICLE 30
WAIVER
30.1 No term or provision hereof shall be deemed waived and no breach
excused, unless such waiver or consent shall be in writing and signed by the
party claimed to have waived or consented. Any consent by and party to, or
waiver of, a breach by the other, whether express or implied, shall not consti-
tute a consent to, waiver of, or excuse €or any other different or subsequent
breach.
ARTICLE 31
- ASSIGNMENT AND BINDING EFFECT
31.1 Except as otherwise provided herein, this Agreement inures to the
benefit of and is binding upon the parties hereto and their respective successox
and permitted assigns. No assignment of this Agreement by either party shall be
effective without the written consent of the other party.
ARTICLE 32
SEVERABILITY -
32.1 The invalidity or unenforceability of any particular provisions of
this Agreement shall not affect the other provisions hereof, and this Agreement
shall be construed in all respects as if such invalid or unenforceable provisiol
have been omitted.
ARTICLE 33
ENTIRE AGREEMENT
33.1 This Agreement, together with all Exhibits hereto, constitutes the
entire Agreement and understanding between DATASTREAM and CITY concerning the
subject matter herein, and cancels, terminates and supersedes all prior under-
standings, representations, promises, proposals, or agreements, whether writter
oral, or any parties representing any and all subject matter contained herein.
No representation or promise hereafter made by either party nor any modificatic
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or amendment of this Agreement shall be binding upon either party unless in
writing and signed on behalf of each by duly aithorized representatives.
ARTICLE 34
AMENDMENT, MODIFICATION OR WAIVER OF AGREEMENT
34.1 No amendments, modifications or waiver of this Agreement or any of it:
provisions shall be binding upon the parties hereto unless made in writing and
duly signed by both parties. A failure of either party to this Agreement to
enforce at any time any of the provisions of this Agreement, or to exercise any
option which is herein provid.ed, or to require at any time performance by either
party to this Agreement of any of the provisions hereof, shall in no way be
construed to be a waiver of such provisions of this Agreement. Any waiver of
either party hereto of any provision hereof shall be deemed to be a continuing
waiver of any other provision hereof.
ARTICLE 35
NOTICES
35.1 All notices under this Agreement shall be deemed to be duly given up(
delivery, if delivered by hand (against receipt); or three days after posting i:
sent by registered mail, return receipt requested; to each party hereto at the
addresses herein below set forth as follows:
TO CITY: City of Carlsbad
1200 Elm Avenue
Carlsbad, CA 92008
ATTN: Frank Aleshire, City Manager
With copy to: Vincent F. Biondo, Jr., City Attorney
1200 Elm Avenue
Carlsbad, CA 92008
TO DATASTREAM: Datastream
1036 Commerce Street, Suite A
San Marcos, CA 92069
ATTN: Jane Cassity
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement in
duplicate effective the day and year first above written.
CITY OF CARLSBAD, a municipal corporat
----- i' 9 BY e,lv-&5 4?NJ~J~//&* J
City Manager
ATTEST :
BY 9L&, 9 /?LJLLk-.t
9' City Clerk
DATASTREAM
,.
,- BY
Officer \
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'i \.,
EXHIBIT "A" (Pg, 1 of
CITY OF CARLSBAD
REQUEST FOR PROPOSAL
UT 1.1 L I TY B I L L I NG S Y S T E M
The City of Carlsbad is requesting proposals for the design and implementation of a utility billing system. This system will
provide the capability to produce water, sewer and refuse bills,
track accounts receivable, provide online inquiry for customer sevice and produce various reports for system monitoring.
Proposals should be submitted to the Finance Director, City of
Carlsbad, 1200 Elm Avenue, Carlsbad, California, 92008, by May
24, 1983. Each proposal should include a system description
addressing the points outlined in this RFP, an implementation
schedule indicating the capability to begin work by June 1,
1983, and the system price including software, implementation and
data conversion. A list of clients presently using the proposed
software shoulc! also be included.
Questions should be addressed to Jim Elliott, Finance Director,
City of Carlsbad, (619) 438-5528.
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EXHIBIT "A" (Pg. 2 of 2
BACKGROUND - PRESENT SYSTEM
The City's current utility billing system is running on a Singer
System 10 computer. The system produces bills for water, sewer
and refuse charges to a total of 7,500 accounts on a monthly
basis. The customer base, although primarily residential in nature, includes a mix of various customer types, such as residential, mobile home, apartments, Ratels, schools,
commercial, industrial, and agriculture users.
The City's water rate structure is based on a "ready to serve"
plus "water consumption" formula for most users. All water
usage is metered, Various types of commercial and industrial
users are billed using a complex formula which comFutes water
charges. Sewer charges are primarily flat rates for residential and light commercial users with more complex formulai used for motels, mobile homes, schools and other special commercial
industrial classes. Refuse charges are billed for single family
and duplex residential accounts based on a simple flat rate formula. All other charges are billed directly by the refuse
contractor.
The City's meter inventory includes 5/8" to 8" meters as well as
s2veral compound meters. The size of meter determines the ready
to serve amount used in the water calculations outlined above.
The present system provides for the foilowin9 functions or
reports:
Cash postinq Meter reading entry
On line inquiry with 4 to Transaction journals
Accounty aging (30160190) Account maintenance
Journal entry posting Utility bills
!deter inventory reports Meter pages
Mailing labels Special reports by class
6 months billing history
(turn on/ turn off
or change)
of accountJ size of
meter, etc.
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EXHIBIT "A" (Pg. 3 of 3
Date maintained on the present system includes:
Account Master File: Account # Prior owner code (7)
Acct open/close flag (1) Meter size
Service address (22) Meter number (10) Previous meter reading (5) Previous read date (6) Current meter reading (5) Current read date (6) No, of dwelling units (3) No. of non cooking rooms
No. of sewer taps (3) User class (2)
Date meter installed (6) One time charges (6)
New acct. charge (yes/no)(l) Code for one time charges Pro rate days (2) Year water line installed
Billinq name (line 1) (22) Billing address (line 2) (
Service size (3) Billing address (line 3) (
Work order no. (4)
(hotel/motel) (3)
Account Detail File: Balance Forward Record:
Account # Prior owner code (1)
Transaction Type (1) Transaction date (6 ) Record type (1)
Current amount (8) 30 day amount (8)
60 day amount (8) > 90 day amount (8)
Deposit forward (8)
Transaction record:
Account # Prior owner code (1)
Transaction type (1 ) Units used (5)
Water amount (8 ) Sewer amount (8) Refuse amount (8) New account charge (8)
Other charges (8) Other charge code (1)
Payment: amount: (8) Depos it amount ( 8 )
Reference No. (13) Pro rated days (2)
Requirements of Proposed Systems
The proposed system should be designed to run on an H.P. 3000 mo
30 computer. System design should take advantage of the daka ba structure available on the H.P. System (I). Systems should be
written in COBOL and may take advantage of any oE the standard H soEtware tools generally available free of additional charge to users. If other approaches to system design are recommended, pl
explain how the proposed design will substantially improve the
ultimate usability of ':he system.
(1) The present H.P. system configuration is as follows: H.P.
3000/30 512K CPU, 120 IVIb disc, 9 track 1600 BPI tape drive and four terminals. The City also provides a dial up capability
usinq a 300/120C Baud Modem. -3-
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EXHIBIT "A" (Pg. 4 of :
The utility billifis system must provide for the following basic
functions. The inclusion of additional capabilities is encouraged:
a. P!eter reading entry - Meter readings must be posted from route books. Considerations must be speed of data
entry, automatic error checking, meter roll over based on number of reqisters, and the ability to produce reports on the operator's terminal or system printer
for balancing reading entry.
b. Account maintenance - Open/close/change account and
billing information. Considerations are operator
efficiency, ease of operation, ability to add new
accounts, change routing €or meter reading, or delete
accounts ur,der certain conditions.
c. Cash and journal entry posting - Payments or deposits
on accounts and adjustment of balances, Considerations
are the ability to post cash receipts in batches, post journal entries on-line (due to small number of journal
entrj-es; batchinq is not typically necessary), create
transaction reports by date, book, account number
range or transaction type,
Billing proof listing or register - This register is to
be produced prior to bill. ?rinting to allow the
operator to verify the accuracy of the billing run.
Information such as book $, account #, billing name,
service address, arnour,ts billed for ready to serve,
water consumption revenue, sewer charges, refuse
charges, total. current billing, past due amount, and total billing should be included. This report should
be prepared by book.
Utility bills - The system generated utility bills
should be printed in book account # order or in pre-
sorted zip code/book/account # order (using the carrier route zip code) as requested by the operator.
The program must allow for reprinting any range of
accounts and zip codes that may have been damaged or
destroyed by system malfunctions.
d.
e.
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EXHIBIT "A" (Pg. 5 of .
Billing information should include at least the
following data:
Billing name st address Amounts due for each
Account # Past due balances
Billing period (f rom/to) Total amount due
[I€ bill is pro rated the Message space from/to dates should Service adsress
reflect the pro rated period)
type of utility service
Manling date Current meter reading Prior meter reading
Current consumption Cornsumption €or same
period last year and increase or decrease
The system must also allow for the printing of
multiple copies of bills where more than one statement
is required by the customer.
f. On Sine inquiry - Customer service function. The
system design should consider the operators need for
rapid access tc billing data from master or detail
files for customer service. The terminal should be
capable of praviding all account informaticn in an
organized fashion if needed by the operator. This
data should include at least the following data:
Accollnt 8 Billing name & address
Customer class st description Meter size Meter number Date meter was installed Service address Prior reading
Current reading Consumption history
Billing data
(at least 13 nonths)
Pro ration of bill (number of dwelling units, (if possible)
sewer taps, etc.)
Servicc size
Transaction history showing a-mount of bills, payments,
deposits, and current balance on the account is also
desirable, This history should be available for as
long a period as is reasonable. (The operator should also have a capability to print this data on 'che systex printer if necessary.)
-5-
B a
EXHIBIT "A" (Pg. 6 of :
g. Detail account history report - A system design feature
oE interest to the City is the ability to retain detail
account history for several months; i,e. payments, bills, special charges, account adjustments and current balance,
The amount of history will depend on the amount of disc
space available on the system. The detail history report should include at least the following data printed in account number order (by date within
account ) :
Account number Service address
Transaction date Type of transaction
Running balance Consumption history
Transaction amount
h, Account agir,g report - Current/30/60/90 aging. This report should provide the operator with an account:
receivable aging list of all customers, aged from a date
controlled by the operator. This report should include
least the following information:
Account number Service address
Billing name & address Account balance
30/50/90 day aging
(showing amount in each
category)
i. Late notices - The system should generate late notices
(based on the account aging described above) to all
customers who fall into any or all of the late catagoric
i,e. 90, 60/90, 30/60/90. These notices should be simi:
to the bills generated by the system and should include
those fields shown on the utility bill description nodil
to indicate that the form is a late notice rather than i
utility bill.
j. Name cross-reference inquiry - The system should includ
capability to locate accouct numbers and service addres
by using the billing naxe.
k. Meter pages - The system should allow the city to gener
new meter book pages when needed.
1, Mailing labels - The system should provide for the
generation of mailing labels for all accounts.
-6-
I $.
EXHIBIT "A" (Pg. 7 of :
m, Utility usage reports - The system should generate repor
total ready-to-serve collected each billing cycle by met
size, total water revenue by customer class and/ or met
size, sewer revenue and number of connections by customs
class. Additional capabilities to prepare statistical
reports would be useful.
n, Data conversion from the Singer System 10 - The City car
supply the selected vendor with current data from the Sj System on 7 track 800 BPI tape. The vendor must then u:: this medium or some other reasonable nethod to accompli:
data conversion. The recommended method of conversion should be addressed in the proposal.
0. Implementation - The vendor will be expected to assist :
the implementation of the system. This will include dat conversion, operator training, and process monitoring.
p. Documentation - The system should be documented to the
extent possible. This shall include such documentation
user instruction manuals, system flow charts, source coc listings and file descriptions.
-7-
EXHIBIT "A" (Pg. 8 of :
a
1036 Commerce St., Suite A
San Marcos, CA 92069 6 19 (744) 744-8753
May 24, 1983
James F. Zlliott Finance Director City of Carlsbad 1200 Elm Avenue
Carlsbad, Ca. 92005
Re:
Dear Jim::
Attached is our response to your RFP for a utility billing system,
Prices quoted are for a system that meets your requirements as ou.tli:2ed in the RFPI
included in this proposal are from one of our existing
installations o
?lease let me know if you need additional information.
Sincerely yourss
3AT A s TRE Ax
RFP Cor Utility ailling System
The description and sample output
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/! Sae 8. Cassity ": ,I
Systems Consultant
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