HomeMy WebLinkAbout1999-02-09; City Council; 15043; Utility Billing SystemAB# 5043 TITLE:
MTG. 02/09/99 APPROVAL OF CONTRACT FOR
UTILITY BILLING SYSTEM AND
DEPT: FIN APPROPRIATION OF FUNDS
RECOMMENDED ACTION:
Citv of Carlsbad Citv Council: Adopt Resolution No. CfS- y? authorizing the Mayor to
execute a contract with Harris Computer Systems for a utility billing system and
appropriating funds.
Carlsbad Municipal Water District: Adopt Resolution No. /OVy/ authorizing an
appropriation from the Water operations fund in payment of its share of the utility billing
system.
ITEM EXPLANATION:
In March, 1994, the City/District began work on replacement of all modules which make up the
Financial Information System. The first six phases of the project, including purchasing, payroll,
general ledger and human resources, are substantially complete and the project is now in its final
phase. The last phase includes, among other things, a business process redesign of the utility
billing procedures and the selection of a utility billing software package that will work with the City/District’s other financial systems and integrate the newly designed billing processes,
In March, 1998, a contract was approved with XD Consulting to assist in the business process
review and the system selection for the utility billing system. A Business Process Review (BPR) is
a method by which an organization can examine its procedures and streamline them to increase
efficiency and provide better customer service. A BPR usually includes recommendations for better
use of electronic processing through the automation of some tasks. Thus, it was important for this step to be performed prior to the selection of a new computer system. This process has resulted in
a list of requirements for the new system which, if implemented, will greatly improve customer
service through faster response to questions and requests, streamline billing processes by
reducing the number of steps by more than half and allow the almost instantaneous exchange of
information between the meter shop and the billing staff.
The next step was to find a system which would accommodate the needs as outlined in the BPR.
Thus, a request for proposals was generated and sent to potential vendors. The City received four responses. After careful review of the responses, demonstrations of the best systems and
reference checking on the top candidates, the selection team is recommending the Public Utility
Billing Software by Harris Computer Systems (Harris) as the software that best fulfills the identified
needs of the City/District.
Staff is requesting that Council authorize the Mayor to execute the contract (Exhibit 3) with Harris
which will allow the implementation process to begin. It is expected that it will take between six and
nine months to set up the system, convert the data and train staff. Based on the information we have available, we are targeting the month of September to go live on the system. It is very important that the Harris system is up and running by the beginning of December as our current
utility billing programs will not operate in the year 2000.
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Implementation of the new system will be performed mainly by City and District staff; however,
some additional assistance will be required. Staff is requesting funding for consultant and/or staff
time for the period of approximately April through the end of August in the amount of $25,000. The
current accounting supervisor of the utility billing division will be retiring in August. The additional funds will allow the City/District to hire and train a new supervisor before the current one retires and
provides a small amount of funds for consultant assistance on some of the more complex issues.
FISCAL IMPACT:
There are three modules of the Harris Computer System which will need to be purchased to run the
utility billing system: PUBS (Public Utility Billing System), CARe (Calls and Requisitions) and
Miscellaneous Accounts Receivable. In addition to paying for the software, we also need to
purchase services from the company to assist us in the implementation, to convert the data from our old system into the new system (approximately 20,000 accounts), and to train our staff on the
operations of the system. These costs as well as staffing costs, are shown on the schedule below:
Item
Public Utility Billing System
Calls and Requisitions
Misc Accounts Receivable & Licenses
Training Implementation Consulting
Data Conversion
Staff implementation costs
Total Cost
Original Cost
40,000
28,000
24,750
37,500 18,500
30,000
178,750
25,000
203,750
First year maintenance charges are included in the purchase price. After that they are fixed for
three (3) years and then they escalate annually by the published Consumer Price Index. Since the
utility billing system will be shared jointly by the water and sewer funds, staff is requesting an
appropriation of $101,875 each from the water and sewer fund balances.
EXHIBITS:
1. Resolution No. $9 - 49 , A Resolution of the City Council of the City of Carlsbad, California,
Authorizing the Mayor to execute a contract with Harris Computer Systems for a Utility Billing
System and appropriating funds.
2. Resolution No. /6 ‘ll A Resolution of the Carlsbad Municipal Water District Of Carlsbad,
California, Authorizing the’ appropriation of funds to pay for its share of a Utility Billing System.
3. Contract between the City of Carlsbad and N. Harris Computer Corporation, a private
corporation for utility billing software and ancillary services.
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RESOLUTION NO. 99-47
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE MAYOR TO
EXECUTE A CONTRACT WITH HARRIS COMPUTER SYSTEMS
FOR A UTILITY BILLING SYSTEM AND APPROPRIATING FUNDS.
WHEREAS, in March, 1994, the City began work on replacement of all modules which
make up the Financial Information System including the utility billing system; and
WHEREAS, the current utility billing system will not operate after the year 2000 and must
be replaced; and
WHEREAS, in March, 1998, a contract was approved with XD Consulting to assist in the
business process review and the system selection for a utility billing system to serve both
the water and sewer funds; and
WHEREAS, a request for proposals was generated and responses were evaluated by the
selection team; and
WHEREAS, after careful review of the proposals, demonstrations of the best systems and
reference checking on the top candidates, the selection team recommends the Public
Utility Billing Software by Harris Computer Systems as the software that best fulfills the
identified needs; and
WHEREAS, additional staff time will be needed in order to implement the system.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
. That the above recitations are true and correct.
. That the Mayor of the City of Carlsbad is authorized to execute the contract with Harris
Computer Systems (Exhibit 3 ).
. That $101,875 is hereby appropriated from the sewer fund balance for the project costs,
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City
of Carlsbad, California held on 9th day of February , 1999 by the
following vote to wit:
AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ATTEST:
l2.lJd! d
ALETHA L. RAU (SEW
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RESOLUTION NO. 1041
A RESOLUTION OF THE CARLSBAD MUNICIPAL WATER
DISTRICT OF CARLSBAD, CALIFORNIA, AUTHORIZING THE
APPROPRIATION OF FUNDS TO PAY FOR ITS SHARE OF A UTILITY BILLING SYSTEM.
WHEREAS, in March, 1994, the City of Carlsbad began work on replacement of all
modules which make up the Financial Information System including the utility billing
system; and
WHEREAS, the current utility billing system will not operate after the year 2000 and must
be replaced; and
WHEREAS, in March, 1998, a contract was approved with XD Consulting to assist in the
business process review and the system selection for a utility billing system to serve both
the water and sewer funds; and
WHEREAS, a request for proposals was generated and responses were evaluated by the
selection team; and
WHEREAS, after careful review of the proposals, demonstrations of the best systems and
references checking on the top candidates, the selection team recommends the Public
Utility Billing Software by Harris Computer Systems (Harris) as the software that best fulfills
the identified needs; and
WHEREAS, additional staff time will be needed in order to implement the system.
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NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad
Municipal Water District of Carlsbad, California, as follows:
That the above recitations are true and correct.
That $101,875 is hereby appropriated from the Water operations fund balance for the
project costs.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad Municipal
Water District of Carlsbad, California held on 9th day of February ,I999
by the following vote to wit:
AYES: -Board Members Lewis, Hall, Finnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ATTEST:
(SE4
AGREEMENT
THIS AGREEMENT is made and entered into as of the 9th day of
February , 192, by and between the CITY OF CARLSBAD, a municipal
corporation, hereinafter referred to as “City”, and N. HARRIS COMPUTER
CORPORATION, a private corporation, hereinafter referred to as “Contractor.”
RECITALS
District /City desire to replace the City’s utility billing software. Through a
competitive proposal process, the City has selected Harris Computer Systems as the
Contractor with the software packages that best fits the needs of the City, and the
Contractor represents and warrants that they have the ability and expertise to furnish,
install, implement, maintain and service such software packages as described in
Contractor’s Response to City’s Request for Proposal (RFP) and its corresponding
documentation, Exhibit “A”, on file in the City Clerks Office.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City, and Contractor agree as follows:
1. CONTRACTOR’S OBLIGATIONS
The contractor grants to the City a nonexclusive, nontransferable, perpetual
license to unlimited use of the PUBS (Public Utility Billing System), CARe (Calls and
Requisitions), and Miscellaneous Accounts Receivable application software modules,
more fully described in Contractor’s Response to City’s Request for Proposal (RFP) and
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more fully described in Contractor’s Response to City’s Request for Proposal (RFP) and
its corresponding documentation ( Exhibit “A”). All application software will be provided
in both source and executable forms. The Contractor will also provide one (1) copy of
all user and technical documentation relating to the Software, which may be reproduced
by the City for internal use, distribution and training purposes.
The City is hereby granted the right to use the Software according to the terms
and conditions of this Contract, and Contractor will install and implement the Software
Modules in accordance with their response to City’s RFP (Exhibit A).
Contractor warrants that the software will perform the features and functions
contained in the marketing literature delivered to City, the System Documentation, and
the Contractor’s response to City’s RFP dated August 28, 1998.
Contractor warrants that all of the software modules which perform any date
and/or time data recognition function, calculation or sequencing, will support a four digit
year format, and is year 2000 compliant, and will provide accurate date/time data and
leap year calculations on and after December 31,1999.
Contractor agrees (per the RFP) that the first year of maintenance is free of
charge, and the first year begins upon cut over. Maintenance costs are then fixed for
three years.
Contractor agrees to also provide interfaces to the IFAS and Permits Plus
applications at no additional charge.
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Contractor acknowledges that City may need to move its computer (server) and
the software to another site, and that City may move its software to another computer
(server) that may be acquired some time in the future.
Contractor agrees that City will acquire title to software in this contract, including
all source codes, if Contractor ceases to do business.
Contractor agrees to provide training to City personnel at times and places
mutually agreed upon by the parties, and shall furnish all training materials necessary to
accomplish the training of City personnel in the use of the Software.
Contractor agrees to provide consulting services for the installation and
implementation of the Software as described in Exhibit “A”.
Contractor agrees that City will not be charged for any travel time required by
Contractor personnel to provide support on this contract.
2. CITY OBLIGATIONS
The City shall have the following responsibilities as set forth below:
A. The City agrees to use the Software licensed under this Contract solely for
its own use on the City’s computer system(s), provided that any Software
delivered by the contractor in machine readable form may be copied (text
only) in whole or in part, in printed or machine readable form, solely for the
City’s own use for back-up and archival purposes. Accompanying
documentation and user guides may be reproduced for internal use,
distribution and training purposes only.
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B. The City acknowledges that no title to or ownership of the Software or any
of its parts is transferred to the City and the City’s right to use the Software
shall at all times be subject to the restrictions set forth in this Contract.
C. The City acknowledges that the Software, including modifications made by
the Contractor, constitutes valuable property and a trade secret of the
Contractor and that all marketing rights to the system and all modifications
made by the Contractor remain the Contractor’s property, whether or not
any portion is or may be validly copywritten. City, within its control and
capacity, agrees to hold all of the Software and related documentation in
strictest confidence, agrees not to use them except in the performance of
this Agreement, and agrees to release them only to employees requiring
the Software and related documentation and not to release or disclose
them to any other party.
D. The City agrees to commit the City personnel necessary to facilitate the
implementation; however, any delay in the City’s completion of tasks shall
not be a considered a breach of this Contract
3. PROGRESS AND COMPLETION
The work under this contract will begin within thirty (30) days after contract
signing, and be completed within 270 calendar days of that date. Extensions of time
may be granted if requested by the Contractor and agreed to in writing by the Finance
Director. The Finance Director will give allowance for documented and substantiated
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unforeseeable and unavoidable delays not caused by a lack of foresight on the part of
the Contractor, or delays caused by City inaction or other agencies lack of timely action.
4. FEES TO BE PAID TO CONTRACTOR
The total fees payable for the software and services to be performed shall not
exceed $178,750. The fees for the software and services to be performed shall be as
set forth below:
SOFTWARE/LICENSES
PUBS (Public Utility Billing System)
CARe (Calls and Requisitions)
Miscellaneous Accounts Receivable
Client Licenses (25)
TOTAL
IMPLEMENTATION
Implementation Consulting
Data Conversion
TOTAL
TRAINING
Training
TOTAL
The fees shall be payable as follows:
$40,000
$28,000
$16,000
$8,750
$92,750
$18,500
$30,000
$48,500
$37,500
$37,500
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50% of the software and implementation costs upon receipt of invoice following
contract signing.
40% of the software costs upon receipt of invoice following successful installation
of software on city’s computer system. (Successful installation means the
software is accessible and functional on site as well as from other sites across
the City’s Wide Area Network.)
20% of the implementation costs upon receipt of invoice following population of
the software with city’s data.
20% of the implementation costs upon receipt of invoice following successful
completion of data conversion. (Successful completion means the software is
populated with the city’s data and is ready to use for the first parallel billing
cycle.)
Training costs will be billed as incurred, but shall not exceed $37,500. A training
checklist, which must be signed off by City, will be provided to ensure all topics
are covered and understood by City employees. If City chooses to not sign-off
because the training was insufficient or inadequate, Contractor will continue to
provide training at no additional cost until City is satisfied and the sign-off is
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completed. The provision of additional training as no additional cost assumes
City employees have been in attendance for all training sessions, made an
effort to understand Contractor’s system and are sufficiently educated in their
job responsibilities.
10% of the software costs and 10% of the implementation costs upon receipt of
invoice following “cut over?
For purposes of this agreement, cut over shall be defined as the date when City
discontinues the use of their existing utility billing software application in favor of the
Harris Software Applications.
City may also require additional services on a project by project basis to assist
with operation and/or desired functionality of the software. When additional services
are requested, Contractor will provide City with a written proposal for each requested
project which may be accepted or rejected by City. If accepted by City in writing, and
upon completion of the project, Contractor shall submit an invoice to City for approval.
Professional services provided during the course of this agreement will be at the
rate of $150 per hour for off-site services or $1,000 per day plus reasonable and
necessary expenses as incurred from the closest Harris Office for on-site services for
any additional work contracted by City.
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The modules identified on Exhibit B as Additional Modules are price protected,
and City may exercise it’s option to purchase any or all of those modules at the stated
prices for one year from date of contract signing.
5. DURATION OF CONTRACT
This agreement shall extend for a period of one year from date thereof, unless
terminated as provided herein. In accordance with Section 1 of this Contract, the
Contract may be extended by the City Manager for three additional one (1) year periods
or parts thereof, based upon a review of satisfactory performance and the City’s needs.
The parties shall prepare extensions in writing indicating effective date and length of the
extended contract.
6. PAYMENT OF FEES
Payment of approved items on the invoice shall be mailed to the Contractor
within 30 days of receipt of the invoice.
7. CHANGES IN WORK
If, in the course of the contract, changes seem merited by the Contractor or the
City, and informal consultations with the other party indicate that a change in the
conditions of the contract is warranted, the Contractor or the City may request a change
in contract. Such changes shall be processed by the City in the following manner: A
letter outlining the required changes shall be forwarded to the City by Contractor to
inform them of the proposed changes along with a statement of estimated changes in
charges or time schedule. A Standard Amendment to Agreement shall be prepared by
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the City and approved by the City according to the procedures described in Carlsbad
Municipal Code Section 3.28.172. Such Amendment to Agreement shall not render
ineffective or invalidate unaffected portions of the agreement.
8. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any
company or person, other than a bona fide employee working for the Contractor, to
solicit or secure this agreement, and that Contractor has not paid or agreed to pay any
company or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting
from, the award or making of this agreement. For breach or violation of this warranty,
the City shall have the right to annul this agreement without liability, or, in its discretion,
to deduct from the agreement price or consideration, or otherwise recover, the full
amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee.
9. NONDISCRIMINATION CLAUSE
The Contractor shall comply with the state and federal laws regarding
nondiscrimination.
10. TERMINATION OF CONTRACT
In the event of the Contractor’s failure to perform any of its obligations under this
contract, City shall, in addition to any other rights or remedies, have the right to
immediately terminate this contract and be entitled to a refund from Contractor of all
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monies paid to Contractor for software as well as monies paid for services not yet
rendered.
This agreement may be terminated by either party upon tendering thirty (30)
days written notice to the other party. In the event of such suspension or termination,
upon request of the City, the Contractor shall assemble the work product and put same
in order for proper filing and closing and deliver said product to City. In the event of
termination, the Contractor shall be paid for work performed to the termination date;
however, the total shall not exceed the lump sum fee payable under paragraph 4. The
City Manager shall make the final determination as to the portions of tasks completed
and the compensation to be made.
II. CLAIMS AND LAWSUITS
The Contractor agrees that any contract claim submitted to the City must be
asserted as part of the contract process as set forth in this agreement and not in
anticipation of litigation or in conjunction with litigation. The Contractor acknowledges
that if a false claim is submitted to the City, it may be considered fraud and the
Contractor may be subject to criminal prosecution. The Contractor acknowledges that
California Government Code sections 12650 et seq., the False Claims Act, provides for
civil penalties where a person knowingly submits a false claim to a public entity. These
provisions include false claims made with deliberate ignorance of the false information
or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks
to recover penalties pursuant to the False Claims Act, it is entitled to recover its
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litigation costs, including attorney’s fees. The Contractor acknowledges that the filing of
a false claim may subject the Contractor to an administrative debarment proceeding
wherein the Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five years. The Contractor acknowledges debarment
by another jurisdiction is g unds for the City of Carlsbad to disqualify the Contractor
from the selection process. k (Initial)
The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026,
.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference.
b (Initial)
12. STATUS OF THE CONTRACTOR
The Contractor shall perform the services provided for herein in Contractor’s own
way as an independent Contractor and in pursuit of Contractor’s independent calling,
and not as an employee of the City. Contractor shall be under control of the City only
as to the result to be accomplished, but shall consult with the City as provided for in the
request for proposal. The persons used by the Contractor to provide services under this
agreement shall not be considered employees of the City for any purposes whatsoever.
The Contractor is an independent Contractor of the City. The payment made to
the Contractor pursuant to the contract shall be the full and complete compensation to
which the Contractor is entitled. The City shall not make any federal or state tax
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withholdings on behalf of the Contractor or its employees or subcontractors. The City
shall not be required to pay any workers’ compensation insurance or unemployment
contributions on behalf of the Contractor or its employees or subcontractors. The
Contractor agrees to indemnify the City within 30 days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers’
compensation payment which the City may be required to make on behalf of the
Contractor or any employee or subcontractor of the Contractor for work done under this
agreement or such indemnification amount may be deducted by the City from any
balance owing to the Contractor.
The Contractor shall be aware of the requirements of the Immigration Reform
and Control Act of 1966 and shall comply with those requirements, including, but not
limited to, verifying the eligibility for employment of all agents, employees,
subcontractors and Consultants that are included in this agreement.
13. HOLD HARMLESS AGREEMENT
Contractor agrees to indemnify and hold harmless the City of Carlsbad and its
officers, officials, employees and volunteers from and against all claims, damages,
losses and expenses including attorneys fees arising out of the performance of the
work described herein caused by any willful misconduct, or negligent act, or omission of
the contractor, any subcontractor, anyone directly or indirectly employed by any of them
or anyone for whose acts any of them may be liable.
14. ASSIGNMENT OF CONTRACT
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The Contractor shall not assign this contract or any part thereof or any monies
due thereunder without the prior written consent of the City.
15. SUBCONTRACTING
If the Contractor shall subcontract any of the work to be performed under this
contract by the Contractor, Contractor shall be fully responsible to the City for the acts
and omissions of Contractor’s subcontractor and of the persons either directly or
indirectly employed by the subcontractor, as Contractor is for the acts and omissions of
persons directly employed by Contractor. Nothing contained in this contract shall
create any contractual relationship between any subcontractor of Contractor and the
City. The Contractor shall bind every subcontractor and every subcontractor of a
subcontractor by the terms of this contract applicable to Contractor’s work unless
specifically noted to the contrary in the subcontract in question approved in writing by
the City.
16. PROHIBITED INTEREST
No official of the City who is authorized in such capacity on behalf of the City to
negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or
approving of this agreement, shall become directly or indirectly interested personally in
this contract or in any part thereof. No officer or employee of the City who is authorized
in such capacity and on behalf of the City to exercise any executive, supervisory, or
similar functions in connection with the performance of this contract shall become
directly or indirectly interested personally in this contract or any part thereof.
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17. VERBAL AGREEMENT OR CONVERSATION
No verbal agreement or conversation with any officer, agent, or employee of the
City, either before, during or after the execution of this contract, shall affect or modify
any of the terms or obligations herein contained nor entitle the Contractor to any
additional payment whatsoever under the terms of this contract.
18. SUCCESSORS OR ASSIGNS
Subject to the provisions of Paragraph 17, “Hold Harmless Agreement,” all
terms, conditions, and provisions hereof shall inure to and shall bind each of the parties
hereto, and each of their respective heirs, executors, administrators, successors, and
assigns.
19. EFFECTIVE DATE
This agreement shall be effective on and from the day and year first written
above.
20. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City’s conflict of interest code, that the Contractor will not be required to file a conflict of
interest statement as a requirement of this agreement. However, Contractor hereby
acknowledges that Contractor has the legal responsibility for complying with the
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Political Reform Act and nothing in this agreement releases Contractor from this
responsibility.
21. INSURANCE
The Contractor shall obtain and maintain for the duration of the contract and any
and all amendments insurance against claims for injuries to persons or damage to
property which may arise out of or in connection with performance of the work
hereunder by the Contractor, his agents, representatives, employees or subcontractors.
Said insurance shall be obtained from an insurance carrier admitted and authorized to
do business in the State of California. The insurance carrier is required to have a
current Best’s Key Rating of not less than “A-Y and shall meet the City’s policy for
insurance as stated in Resolution No. 91403.
A. Coveraqes and Limits.
Contractor shall maintain the types of coverages and minimum limits
indicated herein, unless a lower amount is approved by the City Attorney or City
Manager:
1. Comprehensive General Liability Insurance. $1 ,OOO,OOO combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits shall apply
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separately to the work under this contract or the general aggregate shall be twice the
required per occurrence limit.
2. Automobile Liability (if the use of an automobile is involved for
Contractor’s work for the City). $1 ,OOO,OOO combined single-limit per accident for bodily
injury and property damage.
3. Workers’ Compensation and Employer’s Liability. Workers’ ’
Compensation limits as required by the Labor Code of the State of California and
Employer’s Liability limits of $1 ,OOO,OOO per accident for bodily injury.
4. Professional Liability. Errors and omissions liability appropriate to
the contractor’s profession with limits of not less than $1,000,000 per claim. Coverage
shall be maintained for a period of five years following the date of completion of the
work.
B. Additional Provisions.
Contractor shall ensure that the policies of insurance required under this
agreement contain, or are endorsed to contain, the following provisions.
1. The City shall be named as an additional insured on all policies
excluding Workers’ Compensation and Professional Liability.
2. The Contractor shall furnish certificates of insurance to the City
before commencement of work.
3. The Contractor shall obtain occurrence coverage, excluding
Professional Liability which shall be written as claims-made coverage.
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4. This insurance shall be in force during the life of the agreement and
any extension thereof and shall not be canceled without 30 days prior written notice to
the City sent by certified mail.
5. If the Contractor fails to maintain any of the insurance coverages
required herein, then the City will have the option to declare the Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order that the required coverages may be maintained. The Contractor is
responsible for any payments made by the City to obtain or maintain such insurance
and the City may collect the same from the Contractor or deduct the amount paid from
any sums due the Contractor under this agreement.
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22. RESPONSIBLE PARTIES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of the City and on behalf of the Contractor in connection with
the foregoing are as follows:
For City:
For Contractor:
23.
Title Finance Director
Name Lisa Hildabrand
Address 1200 Carisbad Villaqe Drive
Cartsbad. CA 92008
Title President
Name Nathan Roik
Address 117 Centrepointe Drive, Suite 200
Nepean. ON, K2G 5X3
BUSINESS LICENSE
Contractor shall obtain and maintain a City of Carlsbad Business License for the
duration of the contract.
24. ENTIRE AGREEMENT
This agreement, together with any other written document referred to or
contemplated herein, embody the entire agreement and understanding between the
parties relating to the subject matter hereof. Neither this agreement nor any provision
hereof may be amended, modified, waived or discharged except by an instrument in
rev. ai25i98 -ia-
writing executed by the party against which enforcement of such amendment, waiver or
discharge is sought.
Executed by Contractor this 1
CONTRACTOR:
N. Harris Computer Corporation (name of Contractor)
day of Februarv ) 1999.
CITY OF CARLSBAD, a municipal f the State of C
(Proper notarial acknowledgm, execution by Contractor must be attached.)
(President or vice-president and secretary or assistant secretary must sign for
corporations. If only one officer signs, the corporation must attach a resolution certified
by the secretary or assistant secretary under corporate seal empowering that officer to
bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL
rev. 8125198 -19-
EXHIBIT B
Additional Modules
Price Protected for One Year from Contract Signing
ADplication List
Carlsbad’s
cost Training In-mlementation
Work Orders $30,000 $24,000 $17,500 $5,000
Inventory/Purchasing $35,000 $28,000 $17,500 $5,000
Fleet Management $25,000 $20,000 $15,000 $4,000
CITY OF CARL~BAD
MR. GARY HELLING
XDCONSULTING
3760 CONVOY STREEJ SUITE 332
SAN DIEG~, CALIFORNIA
92111
REQUEST FOR PROPOSAL
FOR THE RIPPLY AND IN~TALIATI~N 0~ A
UTILITY BILLING SOFTWARE SYSTEM
RESPONSE FROM
HARRIS COMPUTER SYSTEMS
JOE DORSQ ACCOUNT REPRESENTATIVE
117 CENTREPOINTE DRIVE, SUITE 200
NEPEAN, ONTARIO
K2G 5X3
Section I
Section II
Section III
Section IV
Section V
Section VI
Section VII
Section VIII
Section IX
Executive Summary
Harris Profile
Software Solution
Implementation & Data Conversion
Reporting & Documentation
Support & Maintenance
Hardware Solution
Technical Response
Cost Proposal
COMPUTER SYSTEMS
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CONFIDENTIAL INFORMATION
This information is provided to the Recipient
for the sole purpose of evaluating the
Harris Computer Systems Proposal
and shall not be disclosed or copied
to any third party without the prior written consent
of Harris Computer Systems.
CQMPUTER SYSTEMS
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T nnovation and dedication have lead Harris Computer Systems to the fore front in the delivery of
solutions to the Utility Industry. Founded in 1976, Harris has developed the unique skills that lseparates software suppliers apart.
Our staff is a select group of established and experienced
professionals dedicated to the
development of solid, powerful and useful systems. We bring an
interdisciplinary approach to the
challenges represented in this
world of evolving technology -
challenges such as ensuring that
our software products give our
clients every possible advantage
in the performance of their duties.
We believe firmly in the importance of responsive and knowledgeable software support.
Software maintenance contracts cover unlimited telephone support, corrections, as well as new versions of the application software. With Harris, you don’t
need to buy your software every
time a new feature is added! To ensure we meet the needs of our
customers, our support personnel
have all spent time working in a Utility - they know what you face
every day and can help you with
your problems.
All of this has led to the
development and numerous
installations of a full suite of
feature rich applications. Our
unique approach ensures the
software fits your needs and not the other way around.
SOFTWARE
Our Utility software is the product of over twelve years of continued development. A
number of important decisions
have led to the success of Harris Computer Systems in the last
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several years. The first was the
decision to specialize in
producing and marketing complete vertical solutions for
utilities. The second was to base all software development on open
systems and standards,
Fourth Generation Languages
(“4GLs”) have provided Harris
with a standard “matrix” for
application creation. After
reviewing the 4GLs available,
Harris selected Informix’rM and
its’ Relational Database Management System. To this we
have added FourGen’r” - a
“CASE” (Computer Aided Software Engineering) tool. This combination provides our system
developers with a powerful and
consistent environment for system design, creation and revision.
Our clients benefit from the added
options in our applications, complete ad-hoc query and
reporting capabilities as well as
many features previously not
possible.
These decisions resulted in the
development of our first Electric
and Water/Sewer Billing Systems
in 1982. Through continued
development, aimed at taking advantage of the latest in proven
technology, our products have
met with tremendous acceptance from both large and small utilities throughout the world.
Harris offers a full suite of applications designed specifically to meet the needs of Utilities.
These applications include -
* Customer Information System
. Utility Billing
l Accounts Receivables
l Meter Management
l Transformer Loading (Electric Utilities
l Daily Service Orders
l Calls and Requisitions
(Contract Management)
l Work Orders
l Estimating
l General Ledger
l Accounts Payable
l Fixed Assets
l Fleet Management
l Payroll
l Personnel
l Inventory
l Purchasing
Full integration is a key
ingredient that ensures the
software works for you. When
data is entered or created in one
application, the software provides
the link to automatically update
other associated applications.
Handling the data once not only
reduces input time but also
ensures a higher degree of accuracy. This equates to less work not only on input but also in balancing and cross referencing.
The Public Utility Billing System
provides users with an un- paralleled list of features. As a Relational Database Management System, all of our systems are
table driven, This allows Utilities greater flexibility over the type of information tracked. Our tables cover unlimited - rates, taxes, miscellaneous charges, customers, meters, etc.. Making the software work for you is our key goal.
COMPUTER SYSTEMS
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Harris Computer Systems is comprised of several
organizations, linked together in a common cause -
absolute customer satisfaction.
Harris Computer Systems (Canada)
HCS, as described previously, is responsible for the
design and development of the suite of Utility 1
Software products. Its head office is located in
Ottawa, and there are branch offices in Toronto,
London and Sudbury.
Hark Computer Systems (USA)
HCS-USA is responsible for the sale and support of
hardware and software solutions to utilities in the
United States.
Hydro Billing Systems
Hydro Billing Systems is responsible for the design
and development of Hand-Held meter reading
technology - in conjunction with the Harris Utility
Billing System. In addition, HBS provides utilities
with meter reading on a contract basis.
Harris Billing Services
Harris Billing Services is responsible for providing
an out sourcing alternative for utility and municipal
tax billing. Harris Billing Services currently
provides full service billing to over one- hundred
utilities and municipalities.
HARRIS OFFICE LOCATIONS
Head Offke Address:
OTTAWA, Ontario Canada
117 Centrepointe Drive, Suite 200
Nepean, Ontario K2G 5X3
Other Offices:
CALIFORNIA - USA
SO1 North French Street
Santa Ana, CA 92701
CALIFORNIA - USA
4040 Civic Center Drive, Suite 200
San Rqfael, CA 94903
IOWA - USA
343 Edgewood Road N. IV!, Suite 288
Cedar Rapids, IA 52405
FLORIDA - USA
931 North State Road 434
Suite 1201 - 346
Altamonte Springs, FL 32714
q COMPUTER SYSTEMS
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0 n behalf of Harris Computer Systems, we would like to thank the City of Carlsbad for the
opportunity to present the attached proposal for a Utility Billing Software System.
This proposal is the result of analyzing the City of Carlsbad’s business processes and operational
requirements, identifying the components of a proven solution and assembling the best qualified team to
implement those components. The Harris solution incorporates leading edge and proven technology,
detailed attention to market forecasting, superior project management and a long term commitment to
support and continued growth. Significantly, as the size of our client base confirms, our methods are
proven successful. Operating as a “Utility only” focused corporation, Harris Computer Systems has
been a dominant turnkey provider of Utility Management Solutions for over twenty years.
Our carefully controlled and strategic worldwide growth allows Harris to provide the most advantageous
and vital features in our systems. We offer the City of Carlsbad an abundance of leading edge tools
essential for continued success, such as de-regulated billing, and the ability to track and offer the out-
standing customer service essential for surviving in a competitive environment.
In our evaluation of the City of Carlsbad, we have established two very important criteria: that we can
successfully provide the superior Utility Billing Software System necessary for the City of Carlsbad to
achieve its goals, and that those goals are consistent with Harris Computer Systems’ goals for growth
and continued superior level of support.
Harris Computer Systems will pro wide:
l Expertise in functional and technical areas
l Software and Hardware installation and testing
l User training and project management
l Detailed user and technical documentation
l Conversion of current data
l Support during initial periods of production
HAWWIS
COMPUTER SYSTEMS
H art-is Computer System has experienced success primarily due to our partnerships with our
customers and suppliers alike. As part of our partnership with the City of Carlsbad, every
element of our solution is structured to identify your objectives, and to guarantee that Harris
Computer Systems can provide the tools necessary for the City of Carlsbad to achieve those
goals. The advantages to this partnership are very clear and equally advantageous: superior value and
uncompromising quality for the City of Carlsbad and continued growth for Harris Computer Systems.
HARRIS COMPUTER SYSTEMS
THE HARRIS /CITY OF CARISBAD
PARTNERSHIP
User Group
Customer Satisfaction Survey
Hands on System Enhancement Recommendations
CIM OF CARLSBAD
Unconditional Front End
Support of Turnkey Solution
/
Competitive Maintenance
Discounted “Harris” Pricing
local Support and Service
leading Edge Software
Superior Customer Service Tool
Quality Support
Timely and Error-Free Enhancements -
ut no uddif;onul cost
International Presence -
Development based on ideas -
from over 160 Utilities
Digital Hardware Vendor and
Third Party Suppliers
HARRI COMPUTER~Y~TEM~
T he Harris Computer Systems’ software suite offers advanced functionality, and is accompa-
nied by outstanding support and training. Harris places tremendous emphasis on our growth
relative to our available resources to handle that growth. In considering the City of Carlsbad
as a potential client, Harris carefully weighed your requirements to evaluate the “fit” into Harris’
growth expectations. Unlike other software vendors, Harris assigns a project manager and team
before a utility becomes a client. This allows us to establish all requirements and reserve appropri-
ate resources to best prepare for your install. A project manager has already verified that Han-is is
well equipped to handle all the City of Carlsbad’s vital requirements, and has assembled a project
management team specific to those requirements. Each trainer has an accounting background, and
has been placed in a utility for at least six months to experience your business. Our centralized sup-
port team reflects a high level of constant systems training and over fifteen years of experience with
Harris Systems.
City of Carlrbad Project Management Team
All activities and milestones of the City of Carlsbad implementation are controlled by a single schedule.
The schedule embodies a strategy to focus on early achievement of critical milestones leading to total
system installation and training.
HARRI§ COMPUTER SYSTEMS
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The following personnel will be committed to this project in either a full or part-time capacity.
Programmers responsible for base software product development:
Allan Wallace 12 Years Greg Woodbum 2 Years
John Wilson 13 Years Shahid Shaikh 1 Year
Abdellah Bellahsan 2 Years Afshin Rezvani 1 Year
Ahmet Ilkmen 2 Years Daniel Seguin 2 Years (5yrs - contract)
The Harris Software Support Staff includes the following employees:
Anne Meissner I3 Years Richard Turner 4 Years
Jefjr Lemke 8 Years Rene Boulay 3 Years
Kadie Baker 4 Years Tanya Baillie 3 Years
Todd Ross 4 Years Susan A4cCooeye 2 Years
The Harris Hardware and Network Support Staff includes the following employees:
Bruce Goodhue 10 Years Rick Beyers 7 Years
Men, Goddard 2 Years Kathleen Fraser I Year
Roxanne Skinner 1 Year
Key Management personnel who will oversee all aspects of the project:
Dana McMillan
Tom Sandor
Allan Wallace
John Wilson
Cheryl Jefferies
Manager of 1 Year
Support Services
Vice President,
Operations
Manager of
Software
Development
Manager of
Software
Development
Manager of
Project
Management
& Training
1 Year
12 Years
13 Years
1 Year
Dana is responsible for both software
and hardware support and manages all
day-to-day corporate functions. Dana also
oversees quality assurance of the product.
Tom is responsible for software
implementation; including training,
upgrades, and support.
Allan, an owner of the company, is
responsible for porting over to the
Windows NT environment. He is also
responsible for the GUI versions of the
applications, report generators, drivers,
and other client tools.
John, an owner of the company, is
responsible for the development of the
Utility Billing and Customer Service
Applications. He is also responsible for
the GUI version of the applications.
Cheryl project manages key accounts.
She also schedules implementations and
training for new system sales.
HARRIS
COMPUTER SYSTEMS
A s the nation’s utilities move further towards deregulation, the need for improved customer
service and efficient operations will become not only critical but inevitable. Providers with
foresight and wisdom today to implement a capable management system will be refining and
redefining the utility industry standards of excellence in the future while others are struggling
to catch up. The distinction between providers will be that dramatic. Industry leaders such as the City
of Carlsbad are fully aware that the key to any successful and substantial system upgrade is a strong
partnership with an experienced, flexible and capable supplier. We strongly believe that Harris
Computer Systems is the right choice for the City of Carlsbad.
In summary, the Harris solution incorporates the following critical features:
. strategic, long term vision
. substantial pay-back from day one
. seamless implementation and transition plan
. Utility focus for the past 20 years
. open architecture resulting in efficient expansion
l demonstrated track record in managing and implementing similar size integration projects
l Superior Technical Solution:
. already operational in a deregulated environment
l proven solution - over 160 installations worldwide
l proven, stable and non-proprietary hardware platform
. latest software development tools and processes
. reliclbility with Informix 4GL
l flexibility through a relational database
. consistency by using CASE tools
. includes inter$ace to other existing systems such as GIS and Handhelds
l free updates and releases, including changes resulting from new state or federal laws
. reliable and easy maintenance and support
. all customers run on the same version of our software
The City of Carlsbad can depend on these and other features from Harris Computer Systems. While
other suppliers are addressing today’s needs with little planning for the future, Harris has been at the
forefront of Utility management systems for the past 20 years. The value and benefits of our system are
real and will quickly become obvious and tangible to the City of Carlsbad as the project unfolds. The
potential is both enormous and exciting.
HARRIS
COMPUTER SYSTEMS
REFERENCES
/- ATTACHMENT D
Reference #I
Client Name
Contact Name
Date of Installation
Address
Telephone
Environment
Applications
Reference #2
Client Name
Contact Name
Date of Installation
Address
Telephone
Environment
VENDOR REFERENCES
Lake Arrowhead
Jackie Countryman
1997
201 N. Cumberland Drive
Lake Arrowhead, CA 92352
909-337-8555 x224
Running Bi-Tech financials on an HP9000 under Informix
Services: Water, Sewer, Refuse
Harris PUBS and CARe
La Habra
Brad Bridenbecker
1997
201 East La Habra Blvd
La Habra, CA 90633
562-905-9742
Running Bi-Tech financials on an HP9000 under Informix
Services: Water, Sewer
Applications Harris PUBS and CARe
f” Reference #3
Client Name
Contact Name .
Date of Installation
Address
Telephone
Environment
Applications
City of Glendale
Craig Herman
In progress
14 1 N Glendale Avenue
Glendale, CA 91206
8 1 g-548-4080
DEC AlphaServer, Informix, NT network
Services: Electric, Water, Sewer, Refuse
Harris PUBS and CARe
/-
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PROGRAMMING LANGUAGE
AND TOOLS
USER-FRIENDLY
FEATURES
Informix Relational Database
Accessable data, ability to interrogate the
dutubase through any set of criteria
Consistant Programming Languages for all
systems
Consistency, seamless system integration,
eflectiveness
Code generated with CASE Tools
Insures all programming done using identical
methodology for seumless integrution and
easily made changes
Table driven data
Access, sort and report on data easily and
quickly
UNIX Platform
Open computing, industry standard,
non-proprietury plutform
Report Generator
In addition to the lurge number of standard
reports included in the Harris Systems, you
can utilize your report generator of choice, as
long as it is open database complicmt, All
authorised users can rapidly and easily
develop reports from their PC or worksta-
tions.
De-Regulation
Harris bus over 3 years qf experience in
offering filly unbundled rate capability. We
ojjer billing using unlimited rates, in step
blocks or by flat rutes, for one or any combi-
nation of transmission, distribution, energy or
stranded investment.
Easy Error-Correction Procedures
The system traps errors und displuys at the
bottom of the screen. You can then view the
information and pass it on to our support
stajf
HARRIS
COMPUTER SYSTEMS
Windows, “point-&-click” Environment
Not forced to tab through data, can simply
point to field and click for modifications.
Also features full color easily navigated
screens
Menu Driven
Access programs easily through menus with-
out needing to back out of one program and
enter another
Hot Keys
While keeping the same customer account
open, view information detailed in all systems
(GL, Service Orders, Billing etc.)
Multiple Open Windows
Do not need to close a window to inquire on
other data, can keep multiple Windows open
with their own set of search criteria
Real Time Validating
Only printing and posting are per formed in
Butch modes, all else is validated real time
50 User Defineable Fields Behind Every
Module
In additition to the vast amount oj*data the
Harris Systems track, we provide 50 addition-
al jields.for complete customizution
RECAP
OF
HARRIS COMPUTER SYSTEMS
Recap of Harris Computer Systems
Miscellaneous Municipality/Utili~ Topics Harris Solutions
Multiple Company and Consolidated Billing The Harris Systems is very versatile in allowing billing for
multiple companies. Customer bills for these companies can
either be consolidated to produce one bill for all companies or
produced separately. The databases for these companies can
be separate or merged easily at any time.
Menu-driven screens
Integration and one-tune data entry
Customization of programs to include data
specific to your Utility’s needs.
Customized reports
The Harris software suite is menu-driven. In the Harris
System, you never need to back out of a program to enter
another: just simply click on the icon of the program or
function you want to perform.
Harris systems are specifically designed to meet the needs of
utilities, and are fully integrated, requiring only one-time
data entry. The information is dispersed appropriately
throughout the systems, updating all ledgers and producing
key reports.
Within each system, there are user-definable fields.
You can assign a title or name to each, and then use the field
to track the corresponding data important to your operation.
The software is designed as a tool to help track vital
information, not limit it.
Harris provides a full ad-hoc reporting feature within the
system. Because we utilize a relational database, any
information can be queried for specialized, easy and powerful
on-demand, “what-if’ reporting. When programming changes
or enhancements to a system are requested, the combination
of developing in Forth Generation languages and our use of
Computer Aided Software Engineering tools provides our
system developers with a powerful and consistent
environment for quick and accurate system design, creation
and revision.
Harris maintenance is based on a percentage of the software
price when purchased. The maintenance includes support, all
updates, and all enhancements to the system. Any changes we
make to the software, as a result of another client’s request or
an industry requirement, will be provided to you with
appropriate documentation free of charge. You can take
advantage of the new features or simply de-select the feature
on the control table. Likewise, all changes in the system as a
result of Federal and State government requirements are
provided free of charge.
.- Recap of Harris Computer Systems
Page 2
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Miscellaneous Municipality/Utility Topics Harris Solutions
Customer Service/Support, Response time and
User’s Groups
Harris is known for their excellent customer support.
The majority of our employees either come from a utility,
or we place them in a utility for six months. In this way,
our employees have a thorough understanding of the utility
business and your needs in order to offer premium service.
The Harris software maintenance agreement covers all
support fees. We guarantee a one-hour response to urgent
issues or issues pertaining to bill processing. We record
every call and provide a report of that activity to the utility
every month. User groups are organized by client utilities,
and typically meet quarterly. We provide seminars, training
and workshops at these meetings free of charge and upon
request.
On-site Training
Conversions of Data
Deregulation
Harris provides full training to ensure proper operation of
the software. We also leave the utility with a sample but
realistic database for on-hands practice until going parallel
and going live. We will stay with the utility during a portion
of parallel and through going live. We provide additional
training outside of the installation upon request and for a
moderate fee.
Harris does a complete electronic conversion of data. We
require the file layouts and file lengths of your current
system to perform the conversion. We run the data through
or systems and monitor the activity while performing
specific functions of the software. We do not go live with
the data until all tests are satisfactory. We have two
employees that are specifically in charge of data
conversions, and a project manager that oversees the entire
process.
We have over three years of experience in operating our
systems in a deregulated environment. we allow for billing
using unlimited rates for one or any combination of the
following four criteria:
1. Transmission only
2. Distribution only
3. Energy only
4. Stranded Investment
Also, these methods can be further broken down by billing
for flat rates, in step blocks or all one block.
As a result of the deregulated environment, Harris also
offers a full customer service module (CARe) to give
utilities a competitive edge.
.-
Recap of Harris Computer Systems
Page 3
Miscellaneous Municipality/Utility Topics Harris Solutions
Hardware independent software Harris systems operate on a Unix platform, which allows the
software to be non-hardware specific. We are currently
installed on DEC Alphas, IBMs, RS6000s, Motorola 900
Series, NCR Towers, Power PCs, to name a few. This
allows us to provide the best performance hardware for the
best price. We recommend the DEC Alpha Series currently.
Printer support
Interfaces to Third Party Software / HW
We support a wide array of printers, including laser, dot
matrix, impact and thermal printers.
Hand Helds
We currently interface to Itron, Radex, Sensus,
Rockwell, to name a few.
GIS
We can provide all the unique identifiers or hooks
for our systems to operate with manufacturers like
Intergraph, EPS, ArchInfo Autocad, etc.
Report Generators
Anv ad-hoc reoortine tools that are ODBC d n Y compliant can interrogate our Informix relational
database.
Internet
Kiosk access and online access to payment history,
account balance, consumption history etc. via
account number and pin number.
8.5” x 11” customizable forms and bills Harris understands that each Utility has its own look and
style, so we allow full customization of bills. We set up the
bill format upon installation, as you define. The bill can
even include a graph of the customer’s current consumption
compared to their previous year’s consumption. After
installation, if you want changes to the format, we charge a
nuisance fee of $100 for the changes. If you need an
entirely new look, we charge only $500 for the new design.
We also provide a third party PC software, Jetform, that
gives you the capability to make these changes in-house.
Other Items Our average install has between 10,000 - 50,000 customers.
We are fully year 2000 compliant.
We support encumbrance accounting.
All systems specifically written for Utilities.
Harris’ only focus is Utilities.
We have over 170 installs currently.
Recap of Harris Computer Systems
Page 4
Billing Topics
Non-intelligent account numbers
Retail Billing
Print multiple accounts on the same bill
“Forget-A-Bill”
Bill using multiple cycles
Billing on demand
Change rates easily
Harris Solutions
Harris uses unintelligent location and customer numbers for
several reasons. We can add other features or elements to
the database without risking the integrity of the system. We
can do query’s by example in order to use any of the data,
including social security number, to search for a customer.
We can also track non-customers in the same way.
The Harris System allows for an unlimited number of retail
billables on a customer’s statement. These billables can
either be rental or sale items.
We track accounts by the location. Each location
number is assigned an additional two-digit number to track
the current occupant of the residence. We also track both
the debtor and landlord with a unique identifier. In this
way, our system easily tracks all locations owned by the
same individual. As the meter-readers read the
consumption of each location, we incorporate a system
called “Forget-A-Bill.” This system allows the meter
information to enter the system, processes the data, and
automatically adjusts each due date to match its master
account. When the master account is billed, all the
locations under that account are included on the same bill,
with the proper date adjustments.
Harris can provide up to 999 cycles for billing.
The Harris Billing software can produce a customer’s bill on
demand, for current or for any billing period specified, as
long as the date is present on the system. Harris allows you
to keep as much history on the system as desired, providing
the hardware has the capacity.
Harris offers an unlimited number of possible rates. These
rates can be split into various components such as
transmission, distribution, energy and stranded investment.
Also, the time of use feature allows the utility to have
complete control over the number and duration of billing
periods throughout the day. Different rates can be
associated with each time band. All rates are table driven,
and therefore easily altered. However, only those with
proper security can change the rates.
Payments and Transactions Topics Harris Solutions
Payment disbursements Payments show up immediately when entered in the system
as “payment pending”. Allocation of a customer’s payment
to multiple receivables is standardized by the utility. You
can use a percentage method for each receivable or enter
exact dollar amounts.
Electronic’Funds Transfer
Recap of Harris Computer Systems
Page 5
Harris offers automatic debit for payment of customers’
bills, and @nts a receipt of the transaction for the
customer. If you do not currently have this feature, Harris
can work with the banks in your area to establish this
feature.
NSF Checks Our system automatically handles NSF checks by reversing
the effects of the check. Also, the system will automatically
assign a preset NSF charge, if applicable.
Landlord responsibility to vacant properties The Harris System will automatically bill the landlord of a
property for any charges incurred between tenants.
Tracking cash transactions and reporting
data on cash receipts
Harris provides a cash register terminal specifically
designed to improve the efficiency, accuracy, and security
of cash processing. This product includes a standard
computer terminal or PC, a cash drawer, and a slip printer.
It is truly integrated with all other Harris Systems, providing
a record on the receipt of amount paid, change given,
balance before and after transaction, who administered the
transaction, and time and date.
Service Orders Topics
Quick and accurate
Tracking Customer Complaints
Printing Service Orders, Service Order
Scheduling, and Real-time delivery
Recap of Harris Computer Systems
Page 6
Final and First Readings
Harris Solutions
The CARe System ensures that customers’ needs are dealt
with quickly and efficiently. Our systems allow you to
complete a service order while on the phone with the
customer. At a glance, the operator can see the history of
activity and the status of calls for a particular customer.
The screens are completely “point-and-click” and menu
driven, so if a mistake is made, it is easy to click on the
incorrect data and correct it.
Harris allows you to track customer complaints to help you
provide excellent customer service. The system tracks
detailed information regarding the complaint, and allows for
a free-form comment for additional explanation.
You can automatically print the Service Order to any
printer on the system. Also, it is possible to schedule
Service Orders in our system. We are currently working to
develop transmission of the Service Orders to the field
representatives while they are in the field (i.e.. thermal
printer and rugged PC in truck). This would alleviate
having them return to the main facility to pick up the
Service Orders.
When you enter a final reading in the Harris System, the
system automatically enters the reading as the first reading
for the next customer.
,-
Transformer Tracking Topics
Need to track switch, network codes,
transformer locations and provide a
Transformer Load Analysis
Recap of Harris Computer Systems
Meter Management Topics
Meter Inventory and Tracking
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Harris Solutions
Within the Harris Systems, we track necessary
transformer data, as well as offer up to fifty user-
definable fields so that you can track additional
necessary data. The information can also be easily
traced back to customers. For example, if a
transformer is down, you can easily print a report
showing all the customers effected by the outage.
We also provide a Transformer Load Analysis as
well as unlimited user-defined reports.
Harris offers a meter table which holds all
information for meters. It permits updating, deletion,
inquiry, changing and listing of meter information.
Full control is provided for:
- Meter Reverification
- Automatic Meter Cards
- Scrapped Meters
- Meter Adjustments, Seal Extensions, Reading
Cards, Changes and Subgroups
T he Harris Software suite contains all systems required by the City of Carlsbad’s Utility Billing
needs. Harris has been offering billing and accounting solutions specifically for utilities for over
20 years and has over 170 installations currently. Our systems offer a complete, integrated billing
software solution.
The Harris Computer Systems’ software suite offers a complete, modular and fully integrated billing
software solution in a Windows, “point-and-click” environment. We utilize the powerful and flexible
Informix relational database management system and program in Fourth Generation Languages, which
provide Harris with a standard “matrix” for UNIX application creation. We also add a “CASE” (Comput-
er Aided Software Engineering) tool, providing our system developers with a powerful and consistent
environment for system design, creation and revision. In addition, our systems include completely cus-
tomizable ad-hoc query and reporting capabilities, as well as a series of checks and balances to guaran-
tee data integrity. All is backed by complete audit reports.
I HARRI§ COMPUTERSYSTEMS
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UTILITIES
COMPUTER SYSTEMS
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A 11 Harris software is completely modular. This simplifies the introduction of additional
capabilities, and allows individual modules to be enhanced and re-released to take advantage of
technological gains. All modules are fully integrated with one another.
The following diagram illustrates the interconnections within our suite of utility software products.
Through high level integration, we ensure that the data need only be entered once. The software, under the
control of the user, then updates the associated software packages. As part of this integration, there is a series
of checks and balances to guarantee data integrity. This is all backed by complete audit reports for each update.
HARRIS COMPUTER SYSTEMS
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T he Water / Sewer Billing System from Harris Computer Systems is a powerful tool that manages
and reports information on all aspects of the Water and Sewer billing process. Installed at many
sites throughout the world, the Water / Sewer Billing System has provided dependable automated
management controls to utilities since 1982.
The Water / Sewer Billing System was created for utility companies of all sizes, and incorporates capabilities
for the complete control of a utility’s business dealings. Included are General Ledger, Accounts Payable,
Miscellaneous Accounts Receivable, Inventory, Payroll, Inventory, Work Orders and report writers.
Written in Informix, the Water / Sewer Billing The Water / Sewer Billing System is completely
System may be installed on a wide variety of modular. This simplifies the introduction of
different hardware platforms. The package provides additional capabilities, and allows individual
a direct interface with the HCS General Ledger modules to be enhanced and re-released to take
system for automatic and immediate updating of all advantage of technological gains. All modules are
transaction files. fully integrated with one another.
At the heart of the Water / Sewer Billing System is Given the importance of careful meter management
a Customer Table which holds information on all to utilities, the Water / Sewer Billing System
aspects of a customer’s account. Customers can be maintains a detailed inventory of all meters, and
accessed using any single field or combination of tracks their histories.
fields on the main screen to assure prompt response
to customer and other enquiries. Varied search The Water / Sewer Billing System module includes:
criteria can be established to find multiple accounts
meeting user defined requirements or ranges of
requirements.
The Water / Sewer Billing System also provides a
Control Table - which allows each utility to customize
certain aspects of the Water / Sewer Billing System
to suit unique requirements
comprehensive series of reports based on specific
requirements defined by the operator. Full statistical Rate Table - which holds all rate information (water
reports are available, as are reports on all of the files and sewer) for a particular utility
(Meter, Rate and Billing). Additional user defined
reports may be prepared using the Informix Windows based Ad-Hoc report generator -
Viewpoint - or using the Structured Query Language (“SQL”) query utilities. Specific
information can be extracted from various Harris Computer Systems packages, and downloaded to spreadsheets for “what if’ calculations.
Meter Table - which features all meter information
Billing Table - holds all billing (customer) as well as
receivables information. Handles Budget Plans,
Payment Arrangements, Energy Charges, Flat Rate
Charges and Miscellaneous Billing
COMPUTER SYSTEMS
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Journals - a variety of different journals is maintained
by the Water / Sewer Billing System
Billing Reports - a full series of report options is
offered by the Water / Sewer Billing System
Stat. Reports - statistical reports are also available in
the Water / Sewer Billing System
The Water / Sewer Billing System also handles the
transmission and reception of information to and
from hand-held computers through the installation
of the optional Hand-Held Interface module.
Although Billing is the heart module of the Water /
Sewer Billing System, several sub-modules are
associated with the Billing process.
The Control Table allows the user to customize the
Water / Sewer Billing System to suit a utility’s
requirements. Harris Computer Systems has taken a
different approach to customization. First, our
software was designed and written to be extremely
flexible and is able to handle most customers
environments with little or no modifications.
Second, all modifications are added to our standard
package thus ensuring that all customers have the
same software. The Control Table contains a list of
the options that a Utility can select.
Any enhancements or modifications that are added
to the system become options in the control table
that. This method of dealing with modifications
ensures that our customers do not end up with
“orphan” packages which can not be properly
supported in the future.
The Rate Table contains all information for:
l Water rates
l Water flat rates
l Sewer rates (based on consumption or as a
percentage of water billing)
l Sewer flat rates
l Fire protection/hydrant
l Sprinkler flat rates
l Service charges
The Meter Table holds all information for Water
Meters. It permits updating, deletion, inquiry,
changing and listing of meter information.
Full control is also provided over:
l Meter Reverification
l Scrapped Meters
l Meter Adjustments, Seal Extensions, Reading
Cards, Changes, Subgroups
HARRIS COMPUTER SYSTEMS
Journals allow the user to process many different
types of transactions, including:
l Manual Billing
l Billing Adjustment
l Cash Receipts
l Extra Charge and Adjustments
l Late Payment Charges
l Interest
l Refunds
l Special Plan Calculations
l Collection Charges
l Automatic Estimating
l Pre-Authorized Checking (P.A.C.) File Creation
All journal processes provide an audit report before
posting to the General Ledger. The audit report
provides a complete transaction list, G/L
Distribution summary, and Total summary since the
generation of the last report.
Billing Reports may be requested in three different
categories:
l Reports for balancing billings with the General
Ledger, such as Trial Balance and A/R analysis
l Reports for information, such as Customer Listing
by Alpha Code or Service Address
l Miscellaneous reports, such as Customer Deposits
and Consecutive Estimate List
Statistical Reports can be requested in three
different categories:
l Reports for balancing billings with the General
Ledger
l Reports for information, such as Customer Count
l Miscellaneous reports such as Average Water
Consumption
The optional Harris Hand-held Interface module
permits:
l HigMow reading verifkation
l Extensive productivity and exception reporting
l Water meter readings
l Time and date stamping on all reads
l Report of changed meters, changed meter
locations, read instructions, new meters and meter
service conditions
l “No-read” analysis
The system provides comprehensive Security. We
have full access control built into the system;
The options are:
l No Access (you cannot get into the module).
l Inquire only.
l Inquire and Update.
l Inquire, Update and Add.
l Inquire, Update, Add and Delete.
The Harris system provides full Data Look-up
Capabilities. In areas where the data is “checked”
against another table, the word “Zoom” will appear
in the mid right-hand comer on the information line.
Inklatr popql window
The Harris Billing system is a full featured product
designed to meet the changing needs of the Utility
marketplace. Our years of experience and large
base of successful system installations is a testament
to the quality of our products and our commitment
to this market.
By initiating the Zoom feature, the user can search
for or browse the possible entries. Once the correct
input is selected, exiting the list will automatically
bring the response forward and fill in the required
field on the main screen.
The Harris application has a complete On-Line
Help/Documentation system. This allows the user
to initiate a help request for a particular module,
sub-module or field within an application.
In addition, the user (with appropriate security
clearance) can add or update the information to suit
your particular installation. When you are finished
viewing the help, you are returned to the same point
at which the help was initiated.
HARRIS COMPUTER SYSTEMS
T he CARe (Calls and Requisitions) Module, which includes the Service Orders module, provides
the Utility marketplace with a powerful on-line package to track all aspects of customer service.
This suite of programs monitors every kind of interaction that a customer might have with a
utility; from addressing special service requests such as new service or finals, to trouble call monitoring
and sales order processing. The CARe system ensures that customers’ needs are dealt with quickly and
efficiently.
The system allows you to track numerous types of
activities within the utility.
l Service Calls
l Complaints
l Special Requests
l Sales And Marketing
l Trouble Calls
CARe is driven by a series of codes. Each of your
activities is identified by the system through the
Setup Table which allows you to establish codes for
each type of activity mentioned above. In this way,
CARe can be tailored to meet your business
requirements rather than the other way around.
Each class of activities can be broken down by user
definable service call types codes. Some examples
of these codes are:
l Call Codes
l Complaint Codes
l Special Request Codes
l Trouble Codes
l Employee and Department Codes
l Priority Codes
l Fault and Reason Codes
l Equipment and Manufacturer Codes
Once the operator has entered the system, they can
instantly see the history of activity and the status of
calls for a particular customer.
At a glance, the operator can see:
Date In: When the call was originally placed.
Calls: The type of calls placed.
Scheduled: When the call was scheduled to be
resolved.
Completed: When the call was actually completed.
User Name: Who took the call.
HARRIS COMPUTER SYSTEMS
Message: Alerts the operator that attached to a
particular call are additional notes that the person
taking the call felt were important to read to gain a
better understanding of the call. A “Y” means there
are additional notes attached. These are in addition
to Call, Schedule and Completion notes.
Comment: This is a free form area to allow the
operator to provide a simple note to allow other
operators to better understand the nature of the call
without bringing up the actual call.
At this point the operator can either bring up an
existing call or enter in a new call. Pop up
windows guide the operator through the selection of
calls that can be added. The call types are those set
up by the utility and they will appear in the order
you chose. Most common calls can be set to appear
at the top of the list while seldom used ones can be
at the bottom. This helps to improve the efficiency
of the operators and reduce unnecessary key strokes.
After selecting a call, such as one of the two shown,
it is merely a matter of entering the information
associated with the call. Each call type will prompt
the operator for information associated with the
chosen call.
This helps to eliminate entering unnecessary
information that will result in keeping your
customer tied up longer than would otherwise be
required.
Once the call has been entered into the system, the
Service Department has the ability to track, modify,
add or complete calls as required. As well, the
service department can assign staff and monitor
employee activities.
All activity carried out by the service department is
reflected on the customer’s account. Should a
customer call back to find out what is happening,
the operator will be able to see the activity and
respond positively to the customer’s request.
With an ever increasing need to improve service and
to understand the needs of customers, utilities are
turning to CARe to achieve this goal
HARRIS COMPUTER SYSTEMS
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T he Work Orders module from Harris Computer Systems is a powerful on-line package that
affords the user maximum control over an organization’s work orders. This module can be used in
a stand-alone mode or integrated with any combination of General Ledger, Accounts Payable, Fleet
Maintenance, Inventory and Payroll.
HIERARCHK
Project - This is the highest reporting level of the
Work Order System
Work Order - Each Project can have one or several
work orders assigned to it. Generally, a work order
is a main function such as running power lines.
Task - Each work order can have one or several
tasks associated with it. A task is a low level
action. In the case of the work order to run the
power lines, one task may be to install a utility pole,
another to string the cable, etc.
UTURES:
l Full password security control
l Estimates can be automatically re-generated using
current data from other modules
l Automatic work order creation and modifications
from an estimate; assuming appropriate security
clearance
l Full work order and task updating and deletion
l General Ledger analysis by Task, Work Order and
Project Numbers
l Usage reports by Task, Work Order and Project
Numbers
l Interaction with General Ledger Budget(s)
l Work order “Actuals” allows adjustment of Rate
Code information to reflect actual costs;
l User Control over tables for:
HARRIS COMPUTER SYSTEMS
- Work Order Types
- Occupation Codes
- Vehicle Codes
- Item Codes
- Unit Billed (Construction Unit) Codes *
- Craft Codes
- Rate Codes
Unit Bill Code allows the user to predefine certain
tasks. An example would be the installation of a
utility pole. This task requires certain inventory,
labor, vehicles, and possible sub-contractor costs.
The unit bill allows you to set this up in advance
and rather than re-input it every time the task is
required, you merely call up the unit bill. If you
were installing three such poles, you would enter
a quantity of three and the work order system
would automatically itemize the required
amounts and summarize the overall requirements.
l Work order Month and Year End procedures
l Work order Accounting Matrix, which establishes
the relationship between the Work Orders module
and General Ledger, including:
- Contributed Capital Debits G/L account
- Administration Credits G/L account
l G/L account relationships for Material, Labor,
Vehicle and Accounts Payable under the
following categories:
- Cost Debit
- Burden Debit
- Burden Credit
- Engineering Debit
- Overhead Credit
l Detailed Report, Control and Summary Sheets
l Transaction reports by Labor, Vehicle and
Accounts Payable
l Projected Spending Report by Project, including:
- Project Number and Description
- G/L Account Number and Description
- Work Order Number
- Estimate Number
- Project Description
- Amount
- Budgeted Amount
- Unused Portion
- Totals
l Overall Current Spending Report, including:
- G/L Account Number and Description
- Project Number and Description
- Amount
- Budgeted Amount
- Unused Portion
- Totals
l Work order General Ledger and Project
Summaries, including:
- Budgeted for Year
- Authorized Amount
- Actual Amount
- Unspent Budget
- Uncommitted Balance of Funds
- Committed Not Spent
- Budgeted Capital Contributions
- Authorized Capital Contributions
- Actual Capital Contributions
- Full Project
HARRIS COMPUTER SYSTEMS
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T he General Ledger system from Harris Computer Systems (HCS) is a complete management
information module that collects and summarizes data transactions from all other subsidiary
applications. The system permits comparisons between Current and Year-to-Date Actuals. and
both Last Year’s and Budgeted figures.
The account number permits a user-defined
maximum of 40 digits, with up to 15 sub-account
breakdowns. The structure of the account number is
at the discretion of the user.
Several trial balance options are provided, and the
free-form financial statement program supports
user-defined formats. As with other Harris modules,
security controls are built-in at application, function
and field levels.
All external integration functions (e.g., posting from
other HCS system modules to the G/L) are
controlled by the General Ledger system.
HARRIS COMPUTER SYSTEMS
FEATURES:
l Complete system with full set of on-line G/L
functions
l Multiple user support, with file lockout to prevent
simultaneous revisions to specific accounts
l Can be interfaced with virtually all other HCS
systems
l Flexible, expandable, customized
l Full password security control
l Security control at application, function, and field
levels for each user
l Check reconciliation
l Full audit trails and books of original entries with
references to allow tracing back to the source
document
l Full flexibility in setting-up accounts structure,
with the ability to add, change or correct account
name and delete obsolete accounts in which no
transactions exist
l Virtually unlimited number of accounts, with
virtually unlimited funds
l Allows Encumbrance Accounting (optional by
account, i.e., “All”, “Selective” or “None”)
l Special tax accounts identified in G/L for rebate
or payable calculations
l Interfund accounting with “Due To” and “Due
From” accounts identified
G/L COMPANIES:
l Up to 99 companies
l Each company can be processed independently
l Each company features its own chart of accounts,
accounting periods, fiscal year, reports and
statements
FINANCIAL DATA AVAILABLE:
l Monthly and YTD balances for current fiscal year
and next year for each account
l Monthly budget for current year and next year for
each account
l Monthly forecast for current and next year for
each account
l Monthly and YTD balances for last year for each
account and budget
l Account number, amount, accounting month and
year for each transaction
l Date for each transaction
l Journal source (direct G/L or interface system) for
each transaction
l Journal number for each transaction
l Reference code or number and explanation for
each transaction
CHART OF ACCOUNTS FEATURES:
l 40 characters in the account number, including
delimiters (periods)
l Up to 15 levels of management responsibility
reporting
l Each level can have up to 999,999,999 codes (for
divisions, departments)
l No predetermined ranges of account numbers;
you can freely design your own chart of accounts
l Funds can be used to balance sets of accounts
within each company
ACCOUNTING PERIODS:
l 12 periods per year with up to 24 open months
l Fiscal year end is determined by user
JOURNALS:
l Post journals any time in the accounting period
l Posting to this and next month; all other periods
password protected
l On-line journal entry, change and delete capability
l Forced balancing at entry (voucher) and journal
level
l Balancing of debit and credit totals
l Make corrections by modifying unposted journals
or by entering corrective journals
l General Journal by Login; a separate journal for
each user
RECURRING JOURNALS
l Automatically generate recurring journal entries
l Automatically generate accrual reversals
l Allocation capabilities such as fixed percentage,
variable percentage, specific amount
l Select specific entries for posting
BALANCING REPORTS:
l Journal lists (voucher registers) for verification
l Several trial balance options
l Any account range
l At any reporting level for all or any specific areas
of responsibility
l Across one or more accounting periods (monthly,
quarterly)
l Include balances only, or all transactions
l Select working, journal, or detailed format
REPORTING:
l Design reports to your own specifications with a
flexible report writer
l Produce over 10,000 different reports
l Various consolidations to test “what if’ conditions
l Look at all reports on-line as an inquiry function
or print the reports
HARRIS
COMPUTERSYSTEMS
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FLEXIBILITY OF REPORTS:
l Design column and report headings
l Retrieve any account data in any sequence
l Customer-selected summary or detail level
accounts
l Choose any accounting period or range of periods
l Show current month, last month, YTD amounts
l Do variance calculations
l Do percentage calculations, such as expenses as
percentage of sales
l Combine information for multiple orgamzations
l Balance forward of detail account data is
available
l Insert descriptions (no need for title accounts)
l Perform eliminations during consolidation
reporting
l Experiment with variances and variance
percentages
EXAMPLES OF REPORTS:
l Balance sheet with or without comparisons
l Client-specific account lists and comparisons
l Own expense analysis reports --
l Create special trial balances using various formats
l Create reports for specific departments
l Compare: Actual to Budget, Actual to Historical
BUDGETING CAPABILITIES:
l Budgets are entered and tracked in the system
l Alternate means of entering data
l Allows for forecasting
l Reporting capabilities on actual, budget, revised
budget and forecast.
Flexibility in account structure, data management,
and reporting, combined with many user friendly
features such as account “drill down” capabilities
make the Harris General Ledger system a superior
performing product.
HARRIS
COMPUTER SYSTEMS
T he Accounts Payable software module from Harris Computer Systems (HCS) is an on-line
package that affords the user maximum control over expenses and disbursements. Checks can be
prepared automatically by the system or processed manually. The system also allows for the
processing and cancellation of post-dated checks.
This module features a full interface with the HCS
General Ledger software module.
FEATURES:
l Full password security control
l Additional security controls are built-in at
application, function and field levels
l Multiple user support, with file lockout to prevent
simultaneous revisions to specific accounts
l Stand-alone or automatically interfaced with other
HCS systems, including General Ledger (G/L)
l Flexible, expandable, may be customized
l Vendor Master Table includes:
- Name
- Optional “Address Payable To” fields as well
as “Mail To”
- Payment terms
- Bank information
- Commodity codes
- Phone, FAX numbers
- Contact names
l Access to suppliers by number and name
l Automatic Check, Voucher or Warrant processing
l Checks, Vouchers or Warrants may be printed as
required, as well as accounts payable registers,
cash requirements lists, supplier histories, and
opened/closed/exceeded purchase orders lists
l Ability to add, change and delete inactive
suppliers
l Provision for temporary suppliers
l Client set tolerance for exceeded purchase orders
l Ability to exclude individual suppliers or invoices
from a check run using a “hold” feature
l One year’s history on file
l “Memos” can be attached to any supplier
l Ability to enter any number of invoices with any
number of tine entries under one voucher number
l Multiple distributions allowed in invoices and
purchase orders
l Supports Encumbrance accounting
l Vouchers can be post-dated at the time of entry in
the system; transaction is allocated to the correct
accounting period
l List of outstanding checks available on request
l Variance report or balance remaining option is a
parameter control for trial balance reports as
produced within G/L
HARRIS
COMPUTER SYSTEMS
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l Outputs include:
- Purchase journal
- Disbursement journal
- Checks / Voucher/Warrant
- Open payables
- Outstanding checks
- Check reconciliation
l Unbalanced account distribution warning to
operator
l Multiple bank accounts on which checks may be
drawn
l Taxes calculated at the G/L account level
l Verification of duplicate invoices
l Reports can be produced for Current and Last
Year’s operation
l Manual checks, vouchers or warrants can be
processed at any time
l Invoices can be placed on hold if they have not
been processed; cancellation of check resets
voucher, which can be set to hold or cancel
l All Credit Notes processed and partially used will
re-create a system-generated credit note for the
outstanding balance
l Any transaction can be traced to its respective
purchase order, voucher and check by switching
from the G/L to A/P files
l Each supplier record carries a field showing totals
of purchase orders, invoices and checks
outstanding, as well as total invoices for this and
last year
HARRIS
COMPUTER SYSTEMS
T he Inventory/Purchasing module from Harris Computer Systems (HCS) is a comprehensive
software package that addresses all of an organization’s inventory management and purchasing
requirements. This module features a full interface with HCS financial packages (General Ledger
and Accounts Payable), Equipment Management and Work Orders software modules. These relationships can
be configured according to the nature of your organization.
FEATURES:
l Security control provided at application, function,
and field levels for each user
l Full Purchase Order control, including
reservation, update and print
l Full Blanket Order control, including update and
renewal
Tables include:
- Purchase Order
- Inventory Control
- Cross Reference
- Product
l Table information can be amended and changed at
will
- Critical Inventory
- Inventory Usage
- Inventory Turnover
- Products by Vendor
- General Ledger Commitment
- Detailed Purchase Order
- Inventory Status
- Inventory Valuation
Journals include:
- Inventory Receipts
- Vendor Returns
- Stores Issue
- Inventory Adjustments
- Physical Inventory
HARRIS COMPUTER SYSTEMS
ADDITIONAL FEATURES:
l Inventory General Ledger Commitment
l On-line capture of inventory usage and restocking
l Multiple suppliers with individual characteristics,
such as lead time, minimum order quantity and
discount structure
l Credit Note Inquiry
l Inventory and Detailed Inventory Listing
l Cross Reference List
l Variable File Layouts
l Stores Issue and Overhead Summary
l Exception reports to highlight urgent conditions
l Minimum on-hand re-order report
l Multiple warehousing capability
l Bar Code interface available
l Automatic adjustment of re-order lead time as
history on a supplier is accumulated
HARRIS
COMPUTER SYSTEMS
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H anis Computer Systems provides complete “hands-on” training in the operation of all of the
hardware and software sold by the company. Our training programs are neither designed for,
nor intended to create “computer experts”. Harris systems are user-friendly and easy to operate.
Courses are structured to ensure that all users can make our products work for them, not the other way
around.
Training is conducted on-site for our customers’
convenience. Usually, training is conducted on the
same system and software that the users will be
using the following week.
The exact training requirements of an installation
vary from customer to customer. Some factors
effecting this are: the number of people to be
trained; their availability; and the subject matter for
the particular customer. All these factors have an
impact on the total number of days required.
The following summarizes the training given on
software, hardware and system management.
Software training includes:
l file creation
l data input
l journal preparation
l month-end reports
l month-end balancing
Hardware tmining includes:
l system start-up
l backing-up user tiles
l shutting-down
l changing printer ribbons, toner cartridges, paper,
etc.
System Manager training includes:
l password allocation
l security control
Our training commitment is to provide all of the
training required to enable your employees to
operate the hardware and software applications
effectively, and above all, comfortably.
Our trainers, in short, are from your field of
business. As a result, they have unique insights into
your requirements, know what you need to know
about your software, and how to instruct your
employees in its use.
Although advanced programming courses and Unix
training are available through Leamix, customers
should appreciate the fact that such training, as well
as in-depth knowledge of computer operations are
not required to enjoy the full benefits of any Harris
turnkey system.
HARRIS
COMPUTER SYSTEMS
Harris selects trainers who have had direct “hands-
on” experience in the fields for which our software
was developed. Utility Billing trainers have worked
directly with utilities. Each trainer knows how
he/she would have designed our software, and is
satisfied that our software meets those
specifications.
-c ‘. software
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r eatures
COMPUTER SYSTEMS
The following pages show some of the features available within the Harris Software.
The information provided would apply to all of the modules and sub modules within the
various applications. All of the colors and attributes of the screens and fields are user
definable by PC.
The Harris Software Suite features a full Graphical User Interface, with “pull-down”
menus and “point-and-click” capabilities. Our systems are Windows ‘95 or 3.X compat-
ible.
MAIN MENU
Navigation is quick and easy: simply single click on the menu item with the left mouse
button if you want to see additional features within that menu item, or double click to go
directly into the program.
HARRIS COMPUTER SYSTEMS
-r Upon single clicking on Account Maintenance, a sub-menu provides additional “look-
up” criteria as shown below. If more items are available than shown in the screen space,
a scroll bar appears automatically.
HARRI
COMPUTER SYSTEMS
Double clicking on Account Maintenance will open the account maintenance screen
shown below.
Using the button bar across the top, you can either “Add” a new customer or “Find”
and manipulate the data of an existing customer.
When searching for an existing customer, you can either click on the “Find” button or
press the “F’ key on the keyboard.
Any of the fields highlighted in the brighter yellow can be used to search for a customer,
or any combinations of those fields. You can search by:
a single field
multiple fields
a range within one or more fields (such as All customers between 100 and 200
on Main Street who are Owners, etc.. .)
After entering the search criteria, simply click the “OK” button at the top of the tight
hand button bar or double click on any field.
HARRI§ COMPUTER SYSTEMS
/- I I The system accesses the customers that met the search criteria.
At the bottom center of the screen, the system indicates the number of accounts that
meet the search criteria. In the case shown above, the system is displaying the 2nd cus-
tomer of 3 total customer meeting the search criteria.
COMPUTER SYSTEMS
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To view the next customer meeting the search criteria, simply click on the “Next” or
“Previous” button, or click the “Browse” button to see all possible customers in a
spreadsheet format.
From this screen, you can double click on any listed customer to bring their account
details forward.
HARRIS COMPUTER SYSTEMS
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Once the account has been selected, a variety of functions are available.
HARRIS
COMPUTER SYSTEMS
The button bar on the right features a variety of functionality, such as access to the fol-
lowing detailed information:
Meter(s) detail
Balance History
Notes specific to this customer
User Definable Fields that track data specific to the utility/municipality and not
part of the standard system.
An Operator TODO list (secured by sign-on ID)
Navigation capability predefined by the utility/municipality to go directly to
another program (such as Cash or G/L etc.. . .).
The button bar can include buttons that perform customized functions related to the util-
ity/municipality’s specific requirements of the software.
/-
By the clicking on the buttons located at the top of the screen, you can:
Find a different customer
Add a new customer
Update the customer
Delete the customer
By selecting the “Options” button, a pop-up window will list additional information
related to this account.
Premise Comments
kfeter Reading Corrents
Customer Service
Demand History
Electric Deposits
Electric Details
Electric LIetars
Electric Manual Estimate
Kiwzell-us Billing
Papen t Arrangsum ts
HARRI§
COMPUTER SYSTEMS
By selecting “Electric Consumption History” from the list (or “Water Consumption His-
tory for water customers) you can view a graph comparing this years consumption to
last years.
This graph can be printed at any time, or automatically printed on the customer’s bill for
their easy reference. The data is based on a rolling 24 month period, so you always see
the current month’s data and back.
HARRIS
COMPUTER SYSTEMS
By selecting “Payment Arrangements” from the Options list, you can view the cus-
tomer’s payment history.
“-3 HARRIS~
COMPUTER SYSTEMS
Adding a customer in the Harris System is quick and easy. Simply click the “Add” but-
ton in the Top Button Bar. A blank screen appears, highlighting the fields available for
data entry.
HARRIS
COMPUTER SYSTEMS
At the bottom of the screen, the system displays instructions relative to where the cursor
is residing. For example, in the screen above, the cursor is residing in the “account #,’
field, and the instruction at the bottom is “enter account number”. For further explana-
tion of a field’s requirements or function, the “Help” button displays on-line additional
and detailed field level help.
When entering data into a field that requires specific data stored in another table, the
“zoom” feature will list possible entries. In the screen below, the “zoom” feature is list-
ing all available streets starting with the letter “A”. You can narrow search criteria as
well, for example, only view streets named “Anderson” (Anderson Way, Anderson Ct.
etc.)
Double clicking on the desired data listed in the search will bring the data forward into
the field.
When accepting the data on new customer, if critical data has not been entered, the sys-
tem will return the operator to the Add screen and highlight the field(s) that require
input. This ensures that the correct and complete (critical) data has been entered.
HARRIS
COMPUTER SYSTEMS
SOFTWARE IMPLEMENTATION SCHEDULE
The following Implementation Schedule is a sample (as it relates to the Utility Billing System) of the responsibilities of Harris and the Client during the Implementation Process.
Many of the items that will be taken into consid-
eration will have been discussed during the con-
tract negotiation process. However, more detail
may be required before a finalized schedule can
be established. A similar schedule will be pre- pared for each of the applications and for the overall project.
Items for Consideration
J Software Modifications
J Data Conversions (Electronic & Manual) J Staffing Requirements (Vacations &
Workloads) J Testing J Training J Live Billing/Acceptance J Hand Held Meter Reading Device J Forms Requirements J Software Support J Billing Cycles J Documentation J Parallel Billing J Software Installation J Institution for PAP (Direct Debit)
Responsibilities
Harris Computer Sys terns
. Design, Program and Test Exceptions as per
contract . Provide Staffing Information
l Update Documentation . Perform Electronic Data Conversion as per
contract . Program Required Forms . Provide Training . Install Software and All Upgrades . Assist in Manual Conversion . Provide Interface for Qand Held Units
l Provide Telephone & Modem Support
l Create and Maintain Implementation
Schedule
Client
COMPUTER SYSTEMS
l Assist in Design and Approve Exceptions as
the basis for contract . Provide Staffing Information
l Create Testing Plan
l Create Parallel Billing Schedule
l Provide Forms Designs
l Assist in Electronic Data Conversion
l Undertake Manual Data Conversion . Verify Converted Data
l Perform Parallel Billing Runs
l Provide Documentation for Hand Held Meter
Reading Devices
l Provide Institution & Contact for Pre-
Approved Payment Plan . Live Runs/Acceptance of Harris System
SOFTWARE MODIFICATIONS
Software Modifications, Testing and Documentation
It is difficult to estimate the time required to com-
plete this phase of the schedule, as the complexity
and extent of the modifications varies between
sites. However, any such software modifications,
if any, would normally commence after the sign-
ing of the contract. The first step of this phase
would be a meeting between the Harris Project
Manager and the Client to review, detail and
design, any features that would be required in the
software as detailed in the Contract.
The actual design will be completed by Harris.
However, formal approval of this document is the
responsibility of the client. The programming of
any changes will commence immediately, after
and only until, Harris has received such approval.
The initial testing of any modifications will be
done by Harris as part of the development
process, yet it is the responsibility of the client to
sufficiently test them to ensure that their require-
ments have been met. Any corrections or
changes will be made by Harris before a final
review of the product takes place, at which point
the primary modification process will be com-
plete.
Any, and all updates to the documentation are the
responsibility of Harris and will be completed fol-
lowing the modification process. However, the
client is free to make as many changes to the on-
line documentation as they wish.
Responsibilities
Harris Computer Sys terns
. Discuss Requirements with Client . Initial Exceptions Design
l Final Design . Program Exceptions
l Test & Correct Exceptions . Review Product with Client
l Correct & Retest (ifnecessary)
. Review Product with Client . Update Documentation
l Complete Documentation
Client
. Discuss Requirements with Harris
l Review Initial Design . Review and Approve Design . Review Product with Harris . Accept Exceptions . Review Product with Harris
l Accept Exceptions
l Review Documentation . Provide Suggestions & Details
l Accept Documentation
DATA CONVERSIONS
Two methods of data conversion can be consid-
ered in the Implementation Plan; Electronic and
Manual. An Electronic conversion involves the
writing of programs to transfer the data from the
previous system into the Harris System, while a
Manual conversion involves manual keyboard
input.
A great deal of information is required before an
electronic conversion can take place, and the
extent to which the data can be electronically
converted, depends on the accuracy and availabil-
ity of this information.
J Hardware Platforms Involved J Operating Systems Involved J Specific File or Table Layouts
J Details on Data Types J Cross-Reference Between the Two Systems
J Accuracy of Data in Previous System
J Availability of Required Data
It is suggested that a checklist and approval docu-
ment be created specifically for the conversion
process to ensure timeliness and accuracy.
All of the required data may not be available
from the current system, therefore it may be nec-
essary to create logical defaults which Harris and
the Client both agree to, prior to running the con-
version program. These defaults can be corrected
or modified after the initial training session.
Any data that is either not available, cannot be
converted electronically, or that the client does
not want converted electronically, will need to be
converted manually. This process will begin dur-
ing the first training session, and completed prior
to the second session of training. It is sometimes
worthwhile to create a single input program to
help with the manual data entry. The Billing
Software’s existing programs may be used to
input this data, but a single entry program is gen-
erally much quicker. Harris has provided manual
conversions in the past, when time was an essen-
tial factor, however, the clients generally find the
process to be a very worthwhile and valuable
learning experience. It is necessary to test the
data for its accuracy and completeness following
the conversion, and this can be done using the
reports within the Harris Billing software. This is
essential in order to identify any problems that
may exist. The first electronic conversion will be
done on a selected few accounts to facilitate the
verification process, and any errors will be cor-
rected in the conversion program prior to con-
ducting another test. Once a successful conver-
sion has been completed, a conversion of the
entire database can take place.
q HARRIS
COMPUTER SYSTEMS
The ultimate test of the conversion will take place
when the parallel billing runs begin. Once the
parallel billing runs have been successfully com-
pleted, a final conversion can be done to bring the
database up to date before running “Live” on the
Harris System.
Responsibilities
Harris Computer Systems
. Discuss and Create Conversion Document
with Client
l Create Cross-Reference Document . Determine Defaults with Client
l Create Conversion Programs
l Test Conversion (Small Group) . Modify/Correct Conversion Programs . Test Conversion (Small Group)
l Create One-Time Entry Program
l Convert Full System
l Train Session 2
l Convert Database (up to data)
Client
. Discuss and Create Conversion Document
with Harris . Provide: File or Table Layouts, Access to
Data, Hardware Documentation, Operating
System details, Data Field Definitions
l Help Create Cross-Reference Document . Determine Defaults with Harris . Test Conversion (Small Group)
l Test Conversion (Small Group)
l Training Session 1 . Manual Conversion . Test Conversion
l Parallel Billing . Test Conversion . Live Billing
FORM REQUIREMENTS
A number of different forms are processed by the
Harris Billing Software, and each client may have
their own layouts/designs, or they may choose
from samples that Harris can provide. To ensure
that these forms can be programmed and tested
before the parallel runs, it is necessary for the
client to provide these layouts as early as possi-
ble. Harris will assist, if requested, in the design
of any changes that the client may wish to make
to their existing forms.
FORMS
J Regular Bill J Adjustment Bill J Reminder Notice J Service Orders (all) J Final Notice J Disconnect Notice/Collection Letter J Special Plan Letter
Responsibilities
Harris Computer Systems
. Program Forms
l Test Alignment
l Correct & Retest (if necessary)
l Review Forms with Client
Client
l Provide Copies/Layouts of Forms
l Review Forms with Harris
l Test Alignment
l Review Forms with Harris . Accept Forms
SOFTWARE INSTALLATION
Software Support
The Software Support Department is available to
respond to any questions or concerns that may
arise, and to correct any problems, should they
occur. They provide both telephone and modem
support to ensure a timely response to all calls,
and clients are encouraged to take advantage of
this service.
HAWWIS
COMPUTER SYSTEMS
Staffing Requirements
It is important to consider vacation schedules,
workloads, and previous commitments of all
employees who are to be involved in the imple-
mentation process (Harris & Client). It is impor-
tant to ensure that the parties who are involved
with the various stages of the process are avail-
able when needed.
It may also be necessary to hire outside tempo-
rary staff to assist with data entry.
Responsibilities
Harris Computer Systems
l Harris Staff Information
l Names and Responsibilities of those who will
be involved . Vacation Schedules, Seasonal Workloads and
Current Commitments . Advise Client should any Extra Staff be
required (temps for data entry)
Client
l Client Staff Information
l Names and Responsibilities of those who will
be involved . Vacation Schedules, Workloads and
Commitments
Software Installations
Harris will take care of all software installations
from the initial system set-up to the periodic
releases of software upgrades. This will include
the set-up of all printers and the creation of user
log-ins with basic security. The security will be
fine tuned for each specific user after the training
sessions. Any future releases of the software will
be installed by Harris via modem, and should
take less than thirty minutes to complete.
TRAINING
Phase I
All training is conducted on site using the client’s
actual hardware platform. Harris has created an
outline that must be followed by all trainers, to
ensure that nothing is overlooked, forgotten, or
misunderstood during the training sessions.
There is a training checklist to be completed by
the users which gives them the opportunity to
indicate where further training may be required,
or where they have chosen to overlook a particu-
lar item. A training review is held approximately
two weeks after its completion, and any problems
or outstanding issues will be addressed at that
time, with further training being scheduled if nec-
I essary. These procedures allow Harris to ensure
all of its clients receive the same thorough train-
~ ing.
The training process for the Billing software
involves three separate stages.
~ Manual data conversion begins during “Phase l”,
~ however, the bulk of the data entry is not com-
pleted until after this training session.
~ Session #l
J Control Tables J Customer File J Rate File J Meter File J Transformers J Overview of Journals J Street Lights J Security Lights J Water Heaters J GL Integration J Reporting (Verify Conversion)
J Meter Reading Input J Manual and/or Hand Held
ml COMPUTER SYSTEMS
Responsibilities
Ham’s Computer Sys terns
. Review Pre-Training Requirements
l Training at Client Site . Begin Manual Conversion . Preview of Session #2 (Requirements)
Client
. Review Pre-Training Requirements
l Training On Site
l Complete Training Checklist . Begin Manual Conversion . Preview of Session #2
l Complete Manual Conversion
Phase 2
“Phase 2” involves a review of the first training
session, and a detailed look at all of the day-to-
day functions of the Billing software. This phase
is not to begin until the conversion process has
been completed and an initial review of the data
has taken place. The first Parallel billing run will
be conducted, where the totals from both the
Harris and existing system will be compared. It
may prove helpful to have a program written to
help with the data verification process between
the two systems. A final conversion to bring the
database up to date will take place just before the
“Live” billing on the Harris system.
Session #2
J Review Session #1
J Data Verification
J Parallel Billing
J Verification of Totals
J Details for all Journals
J All Reports J Corrections & Adjustments
Responsibilities
Ham’s Computer Systems
. Review Pre-Training Requirements
l Training at Client Site
l Preview Session #3 . Final Conversion (up to date)
Client
l Review Pre-Training Requirements
l Training On Site
l Complete Training Checklist . Preview Session #3
l Complete Parallel Billing Runs . Live Billing
Phase 3
The final training session involves the month end
close and balancing, and therefore requires that
the first “Live” run has been completed. This
includes balancing the A/R Trial Balance to the
A/R Analysis, and verifying that the A/R Trial
Balance and Deposit Listing Totals agree with the
G/L. The verification of the Statistic Totals
against the G/L can take place after the comple-
tion of month end.
Session #3
J Review Sessions #l & 2 J Month End Close
J Balancing J Notices J Questions & Answers
Responsibilities
Harris Computer Systems
l Review Pre-Training Requirements with
client
l Training at Client Site
l Questions & Answers
Client
. Review Pre-Training Requirements
l Training On Site
l Training Checklist to Ensure all is Covered
and Understood
l Questions & Answers
Note: A Post-Training review will take place
immediately after the completion of
“Phase 3”, to determine if any further
training is required.
PARALLEL 8 LIVE BILLING
Parallel
lt is necessary to perform a series of Parallel
billing runs before going “Live” on the Harris
system. This process acts as a detailed test of all
of the day-to-day tasks involved with the Billing
process; from inputting the meter readings, per-
forming the calculations, and printing the bills.
The converted data, and all calculations are to be
verified against the existing system for both accu-
racy and integrity.
A Harris trainer will be on site for the first
Parallel Billing runs to help out where needed and
to provide that extra level of comfort that is
sometimes required when changing computer sys-
tems. All software modifications and pro-
grammed forms should be tested one last time to
ensure that nothing has been overlooked. It may
be advantageous to write a cross-reference pro-
gram, to assist in the verification of the two sys-
tems. The number of “Parallel” billings that are
required, varies from client to client, but general-
ly, once the users are comfortable with the sys-
tem, the “Live” billings can begin.
Responsibilities
Harris Computer Systems
. Help Create Schedule & Checklist . Perform Parallel Billing with Client
l Create Cross-Reference Program
l Software Support (Phone/Modem)
Client
l Create Parallel Billing Schedule & Checklist . Perform Billing with Harris . Verify all Calculations, Data and Reports for
their Accuracy . Perform Parallel Billing without Trainer
live Billing
The “Live” billing on the Harris system can begin
once the client has successfully completed a
series of Parallel billing runs, and afinal conver-
sion has taken place. All data should be re-veri-
fied after the final conversion to ensure that
everything is up to date, prior to running “Live”.
The Harris system will be solely responsible for
performing all billing functions. There is gener-
ally a Harris trainer on site for the first “Live” run
to ensure that everything goes smoothly, and the
Software Support department is also available to
provide assistance.
HARRIS
COMPUTER SYSTEMS
The following personnel will be committed to this project in either a full or part-time capacity.
Programmers responsible for base software product development:
Allan Wallace 12 Years Greg Woodbum 2 Years
John Wilson 13 Years Shahid Shaikh 1 Year
Abdellah Bellahsan 2 Years Afshin Rezvani 1 Year
Ahmet Ilkmen 2 Years Daniel Seguin 2 Years (5yrs - contract)
The Harr is Software Support Staff includes the following employees:
Anne Meissner 13 Years Richard Turner 4 Years
Jeff Lemke 8 Years Rene Boulay 3 Years
Kadie Baker 4 Years Tanya Baillie 3 Years
Todd Ross 4 Years Susan McCooeye 2 Years
The Harris Hardware and Network Support Staff includes the following employees:
Bruce Goodhue 10 years Rick Beyers 7 years
Mew Goddard 2 years Kathleen Fraser 1 year
Roxanne Skinner 1 year
Key Management personnel who will oversee all aspects of the project:
Dana McMillan
Tom Sandor
Allan Wallace
John Wilson
Cheryl Jefferies
Manager of 1 Year
Support Services
Vice President,
Operations
Manager of
Software
Development
Manager of
Software
Development
Manager of
Project
Management
& Training
1 Year
12 Years
13 Years
1 Year
Dana is responsible for both software
and hardware support and manages all
day-to-day corporate functions. Dana also
oversees quality assurance of the product.
Tom is responsible for software
implementation; including training,
upgrades, and support.
Allan, an owner of the company, is
responsible for porting over to the
Windows NT environment. He is also
responsible for the GUI versions of the
applications, report generators, drivers,
and other client tools.
John, an owner of the company, is
responsible for the development of the
Utility Billing and Customer Service
Applications. He is also responsible for
the GUI version of the applications.
Cheryl project manages key accounts.
She also schedules implementations and
training for new system sales.
El COMPUTER SYSTEMS
C -
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G enerally, a computer system is presented to its users in two ways. First there is what the users
see on the screens of their workstation. Then there is the description of what the users are
seeing as presented in the documentation that came with the system. Any discrepancy between
what the user is reading and seeing can be annoying, even confusing. The object of effective documentation
is to bridge that potential gap between what is, and what appears to be.
Computer systems are complicated. Hiring
contractors to prepare documentation for them can
make them incomprehensible as well. This is why
HARRIS has a full-time Documentation Specialist
on staff. This ensures that whenever a system
changes - even a little - the documentation is revised
and amended to ensure that what the user reads will
match what is on the screen.
Harris also uses the latest in publishing software to
produce effective manuals - packages such as
FramemakerTM, Pagemaker .rM, Core1 DrawTM , Core1
PhotopaintTM, and Quark Xpress TM. Our Coloured
laser printers aid in producing sharp, clear originals
that result in highly readable copies.
Manuals are written in an easy-to-read form, and
may be used in the absence of training to refresh the
user’s memory, although full training is
automatically delivered with each Harris system.
A manual is provided for each software application,
and is automatically delivered with training. This
means that if you have PUBS, General Ledger,
Accounts Payable and Inventory installed on your
system, you will receive a manual for each of these
components.
Manuals are either updated or replaced entirely free
of charge with each new software release. Update
packages are accompanied by a letter explaining
exactly how to update your existing manuals.
Modern publishing techniques also allow the
integration of sample system screens with the text.
In fact, the manual presents each unique screen that
is displayed by the system. We take pains to ensure
that our systems are understood by all users,
because a system that is not understood becomes a
liability, not an asset.
Recognizing the need for ease of use in our
software, we have begun the process of adding full
on- line documentation to all of our software.
Having the manual on the system means that should
you require information about a particular field or
module, initiating the help function will instantly
bring up the related documentation.
In addition, as shown, the user (with appropriate
security clearance) can add or update the
information to suit your particular installation.
When you are finished viewing the help, you are
returned to the same point at which the help was
initiated.
EachOnIhNmuaIhtdcn down 11110 IndMdUd Chptrn I" Ill. urn order I lh. .*m
HARRIS
COMPUTER SYSTEMS
User Documentation
Each installed Harris System are accompanied by two forms of user documentation: on-line help text
and hard copy user manuals. Samples of both are attached.
On-line Help Text
Harris on-line help text is field sensitive. The help text automatically begins with documentation specif-
ic to whatever field in which your cursor is residing. A user with proper security can also add text to the
on-line text, for further explanation or even customization to your company’s procedures.
Hard Copy User Documentation
Hard copy documentation is thorough and is very similar to the on-line help text. Copies of this docu-
mentation are available at no additional cost, and we typically provide two copies for every system
installed.
HARRIS COMPUTER SYSTEMS
‘_
f- Hard Coded Reports and ODBC Report Generator
Every system in the Harris Software Suite includes many hard coded reports typically required by
municipalities/utilities. However, because every utility operates uniquely, any open database compliant
report generator is compatible with the Harris database.
This means that you can report on any piece of data the Harris system tracks relative to any other piece
of data in the entire system. The report generators are easy to use, and can be password protected to
prohibit access to sensitive data.
By allowing you to use any ODBC report generator, you have complete control over the data tracked
by the Harris System. Reports can be detailed and fancy by presenting in full color with graphical
charts, or simple and quick by simply clicking on information desired. Reports can also be stored for
future use with new data sets and/or date ranges.
Harris encourages municipalities/utilities to use or software as a tool to increase your productivity and
refine your processes. We provide a complete listing of all fields and their descriptions, so you can easi-
ly and quickly get to the information you need.
HARR1.s COMPUTER SYSTEMS
U nlike many other vendors, Harris offers an all-inclusive maintenance package. Under the Harris
maintenance plan, all enhancements and upgrades to our software are included, free of charge.
You can take advantage of those features at any time. This allows Harris to have all its clients on
the same version and release of our product; ensuring our clients of the most recent technology and fea-
tures available and permitting Harris to focus our support and development on the most current versions.
The Harris Maintenance Plan includes:
8:00 - 5:00 Unlimited Support (client’s time zone)
All Upgrades
All Releases
All modifications resulting from State and Federal Legislature
On-line support via modem
1 hour response time to problems
Immediate Response to critical items
Quality Assurance Reports (attached)
Upgrades and releases are accompanied by documentation that details the new features and instruction
for loading. You may chose which features you utilize. In reference to a major release, we handle the
load via modem, so we can monitor the effects on your system and prevent errors before they cause
problems.
The benefit of the Harris Maintenance plan is clear: to offer you the most recent technology and effec-
tive support without added expenses.
•l! COMPUTER SYSTEMS
S ixteen years of experience in the assembly of turnkey systems have revealed one important fact - a computer system sale never really ends. Long after the hardware components have been assembled and the software installed, there is still the operation of the system to worry about. Problems can develop. They may be as simple as a misunderstanding due to inadequate documentation, or as serious as a software “bug” that is causing inconvenience. For these reasons, we believe firmly in the importance of after-sales software service. Harris software maintenance contracts cover unlimited telephone technical support, correction of any bugs that might appear in the code, and new versions of
the applications software. The members of our staff are experts in our packages - many having had direct
experience in a Utility.
SOLUTIONS
Documentation
Once you have called, our Problem Resolution methodology guarantees you a one-hour response time. Our system is based on a problem escalation procedure that ensures client satisfaction. If the solution to a problem rests in documentation that the client does not have, that documentation is forwarded to the client.
If the solution to the problem is something that
should be known to all customers, existing
documentation is upgraded and distributed to them.
Depending on the nature of a particular problem, the
customer will be notified either by mail (for non-
critical items) or through our automated fax system.
Procedural
When a software “bug” is revealed, we will attempt
to provide a “work-around” solution, i.e., if the
problem is impeding customer activity, alternate
procedures are provided with which the client may continue working and avoid the problem.
Software Solution
Whether a “work-around” solution is possible or not, we will provide either:
l a “temporary” software solution, wherein additional or modified software is installed in, or communicated to the client site via modem
l a “permanent” software fix is distributed to all customers in a future release of software
Hot-line
Each problem is assigned a priority depending on
the degree to which the customer is being
inconvenienced. Any inconvenience is unacceptable
to us.
Problem Reporting & Resolution
The key to an effective service methodology is
simplicity. The problem reporting and resolution
methodology described on the following pages is
simple, and has proven to minimize inconvenience
to everyone.
I Your call is received, and an electronic “log entry” is
opened.
2 Our Administrator enters:
- Your name
- Degree of Urgency
- Your telephone number
- Date call received
- Time call received
- Contact - Nature of problem
- Product
- Product Specialist assigned to solve the
problem
A Hot-Line is available to all clients that will give
immediate access to our office. When you call
Harris, you will be speaking directly with our
Administrator - Software Support, not an answering machine.
COMPUTER SYSTEMS
/- 3 Our Product Specialist:
- Contacts you
- Dials-in to your system by modem
- Solves and corrects the problem or contacts
Software Specialist
- Notifies the Administrator
4 Our Software Specialist (if necessary):
- Contacts you
- Dials-in to your system by modem
- Solves and corrects the problem
- Notifies the Administrator
5 Our Administrator enters:
- Date problem solved
- Time problem solved
in the electronic “log entry”, and closes the tile
6 Our Administrator:
- Prints report of outstanding problems each
morning and afternoon
- Queries status of each outstanding problem
with the assigned Product Specialist
7 Sends a weekly report of outstanding problems to the
President for any necessary follow-up.
This approach to problem resolution not only
ensures our customers the highest level of
responsiveness but also allows us to track and
monitor the performance of our software products.
It helps to alert us to any pending problems that
may be developing and fix them before most of our
customers realize they exist.
HARRIS
DIGITAL HARDWARE
RECOMMENDATION
H arris Computer Systems is very willing to make our product data available to other systems, as
well as integrate to other systems. We encourage Utilities to use our software system as a tool to
build and interface/integrate to other systems important to your overall operation. The following
information should be of particular interest, as it relates to your existing environment.
CONNECTIVITY and [NTEGRATION
Hardware connectivity, physically, is easily attained using TCP/IP protocol. Thus, from a data
standpoint, we can achieve data inter-connectivity and transfer through industry standard ODBC dri-
vers or other layered products. We can also establish true non-Harris product integration by tying
databases together through tools that access your current databases or by receiving and returning
information through a known file format. In this environment, users will be able to access, transfer
and report on information, regardless of the software provider.
What this means to personnel is that with proper security, users can access, from their workstation,
information from every system regardless of the platform.
Users can benefit also by using one central database to verify information, such as street addresses.
Most importantly, users can access and update data through a single central system. Providing the
file structure is available, data can be created in one application and automatically used to update
other applications.
Harris has a staff dedicated to and experienced in connectivity and integration, including
l AS/400 Software Applications
l GIS Systems
l SCADA Systems
l Handhelds
l Misc. Software Systems
1HARRIS J
ATTACH-MENT A
GENERAL VENDOR INFORMATION
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Organization Information
1: Harris Computer Systems
2: 117 Centrepointe Drive, Nepean, Ontario Canada, K2G 5X3
3: Harris was founded in 1976.
4: Revenues for 1998 are projected to be approximately $6,000,000.
5: 45% of our revenues are from sales of our applications.
6: 40% of our revenues are from professional services and the balance of our revenues
are derived from maintenance income.
7: Harris has 72 employees of which 18 are in development, 8 in sales and the balance
are in support, implementation and general administration.
8: All support is provided from our Ottawa offrce. Support hours are 8:OOam to 5:OOpm
PST. 14 employees are dedicated to support.
9: Our help desk features are detailed under “Support & Maintenance.”
10: Harris Computer Systems is a privately held organization and as such does not
publish it’s financial results in Response to Proposals because they are open for public
review. We would be pleased to review our financial statements and stability with you in
person.
11: Harris develops it’s applications in a NT networked environment using lnformix as
the RDBMS. Our development servers are Digital Equipment Corporation AlphaServers.
The Harris applications are available to run on servers from DEC, HP and IBM.
Application Information
12: We are proposing three of our application modules, PUBS (Public Utility Billing
System), CARe (Calls and Requisitions) and our Miscellaneous Accounts Receivable.
13: The Harris applications are available to run on all major UNIX platforms including
HP, DEC and IBM.
-
14: Our client software may be run in a graphical or text format. The text format may be
run on any dumb terminal or on a PC under any flavor of Windows. Our client with a
graphical user interface will run under Windows 9x or Windows NT. The client is a
“thin” client, any PC that is capable of adequately running the Windows operating system
will be able to run our client without the need of any additional resources.
15: Our applications employ the Informix database engine.
16: Our version 5 was released in 1996.
17: Major releases are approximately every two years. Minor upgrades are
approximately every 3-6 months.
18: Version 5.2 is now being released, it contains features such as the capability to bill
for natural gas.
19: Our applications are 100% written in Informix.
20: The number of our clients whose service a population over 70,000 is approximately
thirty clients.
21: Total current installations including those in progress is 182. f’
22: The phases of our implementation are detailed under the section “Implementation &
Data Conversion.” The timeframe will be determined during pre-implementation
meetings. The length of time will be determined by factors such as staff availability
(Carlsbad and Harris), vacations, workloads etc.
23: Training is done on the City’s premises using the City’s data. All users and
supervisors who need to understand the system will be trained. We use a three phase
approach to training and is discussed in the section “Implementation & Data Conversion.”
24: Only Harris personnel are involved on the implementation process. The process is
all inclusive, we install the applications, convert your data, create forms/bills/notices,
train and provide on-going support.
25: We have provided our applications to a wide range of Utilities. Our clients range
from having a few thousand customers to upwards of 70,000 customers. We would
consider Carlsbad a medium size client.
26: In order to access our applications we do not require that all users be located within
the same physical building. If the City has multiple locations from which the end-users
must access the applications, all that is required is that a wide area network exists. All
remote users will have the same access as local users but may be effected by decreased
response times if the wide area network contains bottlenecks.
/-
27: Version 6 is due by the end of 1999. The major changes will include the ability to
use Windows NT as the server operating system as an alternative to UNIX, our
applications will run with Oracle, Sybase or Informix and the graphical front end will be
rewritten in visual basic:
28: Security is both easily defined and robust. Our implementation of security works on
multiple levels. First you decide if an individual can access any specific module. If they
have access to a module you decide if they can change, add/delete or update any
information down to the field level.
29: Harris User Groups are located in Canada, New England and the Pacific Northwest.
We expect critical mass will be met in California within the year to support a local user
group.
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ATTACHMENT B
CRITICAL BUSINESS REQUIREMENTS
1: The Harris system will not limit Calsbad in it’s choice of payment methods it will
accept. Current Harris clients are doing direct debit and accept credit cards, payments
from banking via the internet are handled the same as a direct debit. We support the
ACH protocol. If the banks Carlsbad will need to do fund transfers with are not banks
Harris has already created an interface for, we will need to know the format of the data
and an interface would be created free of charge.
2: The systems infrastructure of Carlsbad is typical of our clients. Specifically, we have
already interfaced to or run with Novell networks, HP9000, Itron systems, ArcInfo and
Bi-Tech applications. We have interfaced to numerous DTS remittance processors, if
we’ve not interfaced with the Panini, it will be provided free of charge. We will require.
more information on the necessary interface to the Sierra Permits Plus software. Our
native RDBMS is Informix.
3: Our billing rate setup allows for a near unlimited number of active rates (approx
2,000,000,000.) Rates may be determined by calculation, percentage change or flat rate
change. In fact, a single rate may contain any or all of these change types. Our billing
table allows for up to seven blocks and may contain minimums or maximums. All rates
are set by effective date and are stored indefinitely. If you know what you’re rates will be
on Jan 1, 1999, these rates may be created now and the system will automatically use
these rates beginning on that date. Conversely, if a billing error from a year previous is
discovered, the effective rate and consumption history exists to re-calculate the correct
rate. Proration among multiple rates and dates is automatically handled by the system.
4: Our system currently handles 36 service types and may be expanded if you find a need
for more. Typical services include water, sewer, refuse, electric and gas. Current clients
are pondering adding services such as internet service, security alarm service but have yet
to implement these. Each service may be a separate receivable and is reported to the
general ledger as such.
5: Two Southern California Utilities are using our billing system in conjunction with Bi-
Tech financials, Lake Arrowhead and La Habra. No restraints are placed on general
ledger account structures. Posting from any of your services may be made to any GL
account. Additionally, a single service may post to multiple GL accounts. The multiple
postings could be based on account type, residential vs commercial or within an service
type-
/-
h
6: Access of account information by the customer would be significantly different than
how the staff will access the data. Many of our customers are planning to allow Internet
access to account and service information but none have yet implemented this feature.
Internally we have created and tested the ability of allowing access via a browser front-
end. Our method will require a separate server to act as a tirewall between your
production server and the Internet. We are currently installing an interface to a Lucent
Technology interactive voice response system for one of our clients. We do not have a
preferred nor do we recommend IVR suppliers. It may be necessary to create a cost
modification for interfacing to a new IVR system.
The staff will be able to call up the record of a customer through a wide range of
customer data. Queries may be made using any of the indexed fields in conjunction with
any of the other fields. Our system uses a “query by example” method which allows the
use of filters and wildcards. Searchable field include but are not limited to: name,
account #, premise address including number, street, town, region and zip, identification
#, phone #, cycle/route/walk etc. Comments are stored for each customer and for each
service location. The CARe module is both a customer contact tracking system and a
service order system.
/-
Customer complaints as well as any and all interactions with your customers are tracked
within the system. A complaint would be assigned a code as defined by Carlsbad and
could automatically trigger a service order. All recorded interactions with a customer
stay linked with that specific customer. If the customer moves to a new premise or leaves
the City for a number of years then returns, this information follows the customer.
Additionally, we track information relative to a premise or service location. In the case of
a complaint of “brown water”, this information has importance relative to the premise and
will be retained with the premise history, these notes will be available regardless of who
is occupying the premise.
The comment section pertaining to the customer and the premise are free-form notes.
The amount of data that is retained on the system is only limited by available disk space.
Any account in a special time sensitive circumstance such as a lien or in foreclosure are
managed via “ticklers.” Ticklers are setup via user defined codes such as “foreclosure”,
which is time stamped as to when an action must be taken and will appear automatically
when the date arrives. Along with each tickler is a free form comment and descriptive
text.
7: The Harris system will accommodate up to 999 billing cycles. We suggest the City
divide it’s customer base so billing runs are evenly proportioned within the current billing
intervals.
f-
/- 8: Customer requests would be handled by a service order type defined by Carlsbad. The
types of service orders are unlimited and are user defined. A service order may trigger a
one-time or recurring charge which would appear on the standard billing and be posted to
the appropriate general ledger account. Each service order type is able to generate a form
that lists the necessary information for the field personell, each listing of information is
specific to the service order type. The information to be listed is at Carlsbad’s discretion.
The field service department is able to view a list on-line showing each pending service
order. From this list you may view who took the call and when, comments, when service
was promised, who the service call was assigned to and when the service call was
completed. If necessary, the field personnel may access the related account and view the
premise or customer history for notes specific to the service order. These same notes may
be updated by the field personnel to detail the work as it progresses.
9: The System includes many stock reports that are typical of the Utility industry, a listing
of the reports is attached. Most reports have selection criteria to refine each report to the
level of detail desired. Additional reports may be created within the system using the
internal report writer or the system may be queried or reported upon using any standard
ODBC compliant report/query tool such as Crystal Reports or Microsoft Access. If you
wish to know who had consumption greater then “X” on the 500 block of Main Street
during a month beginning with the letter “M” - this is easily accomplished and may be
done on-line in real-time.
10: Sample screens are found under the section titled “Software Solution.” It is not
feasable to show the navigation flow within this document, we will detail this in a demo.
Each Utility conducts their business in a slightly different way and will use our system to
best fit their needs. To allow for these variances, we’ve provided the ability to create
custom navigation events which may be in the form of a button added to a menu or in a
simple hot-key. This flexability allows for each staff member to adjust the system
navigation to best suit their job responsabilities.
11: Security is both easily defined and robust. Our implementation of security works on
multiple levels. First you decide if an individual can access any specific module. If they
have access to a module you decide if they can change, add/delete or update any
information down to the field level. For instance, if students were hired for summer help
updating your database you may decide the only screen they could access would be the
main customer information screen and the only fields they could modify would be the
telephone number field.
f--
YQU decide which fields you wish to track via an audit trail. The audit trail will record
who made changes, when the change was made and what the information was before and
after any changes. Security levels may be set at the individual level or by groups of
employees and a single individual may be listed in more than one group. The security is
based on login so regardless of what station an individual is using the security is in place.
f-
12: The CARe module that is being proposed produces service orders. We have a
separate module for work-orders. Harris defines service orders as typical day to day tasks
such as turn-on/turn-offs, move ins, disconnects etc. Work orders are capital projects
such as additions for a new sub-division or repairs to your distribution network.
information on our Work Order module may be found under the heading “Software
Solution.” We are recommending our Miscellaneous Accounts Receivable module. One
function of this module is to produce billings for services outside of your traditional
services (water, sewer, refuse) and may be integrated with other third party work order
systems. We would require more information before determining if any costs would be
involved in the integration.
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Application Software Module
PUBS
Public Utility Billing System
CARe
Calls and Requisitions
Miscellaneous Account Receivable
TOTAL
ATTACHMENT C
COST SUMMARY
Other Required Software
Client Licenses (25)
Training
Implementation Consulting
Data Conversion
TOTALS
Purchase Price
$50,000
$35,000
$20,000
$105,000
$8,750
$37,500
$18,500
$30,000
$199,750
Annual License Fee
$9,000
$6,300
$3,600
$18,900
$18,900
Pricing Notes
The annual license fee is the maintenance charge and begins in year two, the first year of
maintenance is free of charge. Maintenance costs are fixed for three years. Following
years are based on the previous years cost plus the change in the published Consumer
Price Index (CPI.)
The client licenses are the Harris graphical user client, the cost is $350 per concurrent
user.
Harris Computer System certifies that the prices included in this pro-
posal shall remain firm for a period of one hundred and twenty days
from the date of submission of this Request for Proposal. Further, it is
agreed that the content of this proposal will remain unchanged during
this period, notwithstanding any further negotiated pricing.
Dated the 28th day of August, 1998
<<
&&oun t Represen t&ve
Harris Computer Systems
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HARRIS COMPUTER SYSTEMS
- -
-
SAMPLE CONTRACTS
<-
FT2 -. AGREEMENTFORTHEACQUISITIONANDSUPPLYOF
COMPUTERHAFWWARE,SOFTWAREANDRELATEDSERVICES
.-
BETWEEN:
N. HARRIS COMPUTER CORPORATION,
having its head office at 117 Centrepointe Drive, Suite 200,
in the City of Nepean, in the Province of Ontario,
(hereinafter called “HARRIS”)
OF THE FIRST PART
-and-
ABC COMPANY,
located at
in the city of , in the state of
(hereinafter called “THE CUSTOMER”)
OF THE SECOND PART
Subject to the terms and conditions provided in this Agreement, HARRIS herein agrees to
supply a computer system comprised of the components set forth in the attached Schedules A
and B.
In consideration of the mutual covenants herein, the parties hereto now agree as follows:
1. The recitals set forth above are confirmed to be true and incorporated into this
agreement.
.I
2. This agreement shall continue in full force and effect and shall survive the supply,
delivery and installation of the system.
3. The system shall be composed of the hardware set out in Schedule “A”, and the
Acquisition Agreement 1
,- application software set out in Schedule “B” attached hereto, all of which form
part of this agreement.
4. The full and complete purchase price of the system, including hardware as
detailed in Schedule “A”, and software license fees as detailed in Schedule “B”,
excluding any applicable Taxes, is: $ U.S.
The purchase price shall be payable as follows:
Hardware (and third party Licenses):
50% on date of contract signing
50% upon installation.
Software: 50% of all software and services on date of contract signing
20% of each package on installation (software and services)
20% of each package after training (software and services)
10% of each package on Cut Over (software and services)
For the purposes of this agreement, cut-over shall be defined as the mutually
agreed upon date, when the CUSTOMER discontinues the use of their existing
software application in favor of the similar HARRIS Software Application. -
5. The hardware is to be delivered to THE CUSTOMER site within 120 days of
contract signing.
6. THE CUSTOMER agrees that loss or damage to the system by fire, theft, misuse
while in the possession of THE CUSTOMER, shall not relieve THE
CUSTOMER from making the payments provided for herein and should
therefore adequately insure the system.
7. HARRIS warrants that the hardware shah be free from defects and workmanship
for a period of one year from date of installation of the hardware at THE
CUSTOMER’S office, and that the software shall be free from defects in
material, content and workmanship for a period of one year from date of Cut
Over. THE CUSTOMER has reviewed the current documentation that HARRIS
has provided for all modules listed in “Schedule B.” HARRIS warrants the
software will meet or exceed all features and functionality as described in the
provided documentation. THE CUSTOMER’S remedy, and HARRIS’ liability
under the foregoing shall be to repair or replace the defective item, providing
THE CUSTOMER agrees to give HARRIS prompt notice of any defect.
8. JXAFUUS agrees to provide on-site training for the software systems listed in
Schedule “B” at the cost stipulated in Schedules “B”. All other or additional
training will be chargeable at the following daily rate:
Acquisition Agreement 2
,-
9.
10.
11.
12.
13.
,-
$1,000 per day, plus reasonable and necessary expenses as incurred from the
closest HARRIS office.
HARRIS agrees to provide THE CUSTOMER with service for the hardware,
and maintenance for the software in accordance with the terms and conditions set
out in the “Hardware and Software Maintenance Agreement” which forms part of
this agreement. Prices for both hardware service and software maintenance are
based on THE CUSTOMER entering into an agreement with JLARRIS for both.
Should THE CUSTOMER elect not to enter into an agreement with HARRIS to
supply either the hardware service, or the software maintenance, then HARRIS
reserves the right to amend pricing.
Both parties agree that HARRIS, for the protection of its licensed software
sources, shah have the right to retain them. THE CUSTOMER is only entitled
access to same in the event that HARRIS is unable to, or does not respect its
obligations under this agreement.
All warranties, representations, terms and covenants given herein shall survive
and not merge on the delivery of any of the equipment herein.
No failure or delay on the part of either party in exercising any power or right
hereunder will operate as a waiver thereof, nor will any single or partial exercise
of any such right or power preclude any further or other exercise thereof or the
exercise of any other right or power hereunder, no modification or waiver of any
provision of this agreement nor consent to any departure by either party therefrom
will in any event be effective until the same will be in writing and then such
waiver or consent will be effective only in the specific instance and the purpose
for which it was given. No notice to or demand on, either party in any case will
entitle such party to any other or further notice or demand in similar or other
circumstances.
HARRIS agrees to submit itself solely to the jurisdiction of the courts in the
Province of Ontario with respect to suits arising in connection with this contract
Acquisition Agreement 3
r..;- - THE CUSTOMER acknowledges that it has read this agreement, understands it and agrees to
be bound by its provisions.
ACCEPTANCE
N. HARRIS COMPUTER
CORPORATION
ABC COMPANY
Per Per
Printed Name
Title
Printed Name
Title
Date Date
Acquisition Agreement 4
SCHEDULE “A” - Hardware Configuration and Charges*=
Acquisition Agreement 5
w:-
SCHEDULE “B” - Licensed Software, Services and Charges
Software Cost
Training
Data Conversion
Hardware
Licenses
CONFIDENTIAL INFORMATION
This information is provided to the Recipient for the sole purpose of
evaluating the Harris Computer Systems Proposal and shall not be
disclosed or copied to any thirdparty without the prior written consent
of Harris Computer Systems.
Acquisition Agreement 6
N. HARRlrs COMPUTER CORPORATIONS*‘.
LICENSE AGREEMENT
N. HARRIS COMPUTER CORPORATION (hereinafter called HARRIS), with offices at 117
Centrepointe Drive, Suite 200, in the City of Nepean, in the Province of Ontario, grants a
perpetual and non-exclusive right to use the computer software itemized below to:
Full Name:
(hereinafter called “THE CUSTOMER”)
Address:
Phone Number: ( 1
THE CUSTOMER agrees to the terms and conditions set forth in this agreement and agrees to
pay a License fee to HARRIS for the use of the Software. The Software (hereinafter called the
Licensed Software) itemized as follows:
DESCRIPTION
As listed in Schedule “B” of the agreement for the Acquisition and supply and any and all
additional software packages it may purchase from HARRIS subsequently is solely for THE
CUSTOMER’S own internal business purposes at the address identified above, and only on the
following designated CPU (indicated both CPU model and serial number):
CPU Model .
Serial No.:
Supplier Full Name: N. Harris Computer Corporation
(hereinafter called “HARRIS”)
*-
Address:
Phone Number:
117 Centrepointe Drive, Suite 200
Nepean, Ontario K2G 5X3
(613) 226-551 I
License Agreement 1
F-i, rC 1. The right to use the Licensed Software as provided for in this agreement shall remain in
effect for an unlimited period unless terminated as provided herein.
2. THE CUSTOMER agrees to hold the Licensed Software in confidence for HARRIS.
THE CUSTOMER further agrees the disclosure of the Licensed Software or any portion
thereof (including methods or concepts utilized therein) shall be limited to THE
CUSTOMER’S own employees and that it is THE CUSTOMER’S responsibility to ensure
that its employees do not breach this confidentiality. THE CUSTOMER shall appropriately
notify each person to whom any such disclosure is made that such disclosure is made in
confidence and shall be kept in confidence by him. THE CUSTOMER further agrees to
take all reasonable precautions to prevent disclosure to other parties. Nothing in this
paragraph shall prevent the normal exchange of information between utilities.
3. THE CUSTOMER agrees that it has no rights with respect to the Licensed Software other
than those rights granted by this License Agreement and the Agreement for the acquisition
and supply of computer hardware, software and related services to which this is a schedule,
and that HARRIS is and shall be exclusively entitled to all patents, copyrights, trade secrets,
trade names, registered or unregistered, and all other rights, franchises, and licenses in respect
of the Licensed Software in CANADA and in all other places.
4. THE CUSTOMER agrees that it will not use or grant any rights to use the Licensed
Software or any portion thereof except as authorized herein, and that it will not make or have
made, or permit to be made, any copies which are not necessary to the use by THE
CUSTOMER for which rights are granted hereunder. THE CUSTOMER agrees each
necessary copy shall contain the same proprietary notices or legends which appear on the
Licensed Software or which are applicable to such portions thereof.
5. Neither the Licensed Software nor this License Agreement may be assigned or otherwise
transferred except that THE CUSTOMER may temporarily transfer the Licensed Software
to another CPU if the CPU on which the Licensed Software is first used malfunctions. Such
transfer shall be allowed only until the original CPU is fixed. If THE CUSTOMER wishes
to transfer the original CPU to a new address HARRIS must be notified of the new address.
TERMINATION
6. THE CUSTOMER agrees HARRIS may immediately terminate this License Agreement in
the event THE CUSTOMER fails to observe the terms and conditions set forth herein and
fails to remedy the Breach within seven (7) days after receipt of written notice from
HARRIS or its authorized representative. In the event of unauthorized use or transfer of the
Licensed Software by THE CUSTOMER, HARRIS will be entitled to equitable relief as
well as money damages.
_- 7. In the event this License Agreement is terminated in accordance with clause 6 of this
Agreement, THE CUSTOMER agrees to provide HARRIS with a signed and dated written
notice that THE CUSTOMER has destroyed all of their copies of the Licensed Software.
License Agreement 2
Such notice must be received by HARRIS within fifteen (15) calendar days following notice
of termination.
8. THE CUSTOMER agrees that HARRIS is author&d to make reasonable inquiries
concerning THE CUSTOMER’S compliance with the terms of this License Agreement.
HARRIS may require THE CUSTOMER to take reasonable protective measures where
those measures are lacking.
GENERAL
9. Either party shah be deemed to have assented to,any .variation in the terms of this Agreement
or to different terms unless such assent includes an express waiver of the applicable terms of
this agreement, is in writing, and is signed by all parties. Moreover, any waiver is only for
the particular matter specified herein and shall not constitute any waiver of any other terms of
this Agreement.
10. This License Agreement contains the entire License Agreement between HARRIS and THE
CUSTOMER with respect to the subject matter thereof as of its date.
11. This License Agreement and the Agreement for the acquisition and supply of computer
hardware, software, and related services to which this is an attachment, covers the entire
terms and conditions by which THE CUSTOMER may have possession of the Licensed
Software.
12. HARRIS agrees to submit itself solely to the jurisdiction of the courts of the Province of
Ontario with respect to suits arising in connection with this contract.
,-
License Agreement 3
*;‘.
rC THE CUSTOMER acknowledges that it has read this agreement, understands it and agrees to
be bound by its provisions.
ACCEPTANCE
N. HARRIS COMPUTER
CORPORATION
ABC coMPANY
Per Per
Printed Name Printed Name
Title Title
Date Date
License Agreement 4
,-
-
HARDWARE & SOFTWARE IMAINTENANCE AGREEMENT
BETWEEN:
N. HARRIS COMPUTER CORPORATION,
having its head office at 117 Centrepointe Drive, Suite 200,
in the City of Nepean, in the Province of Ontario,
(hereinafter called WARIUS”)
OF THE FIRST PART
-and-
ABC COMPANY,
located at
in the city of , in the State of’
(hereinafter called “THE CUSTOMER”)
OF THE SECOND PART
1. HARRIS agrees to perform Hardware Service and Software Maintenance upon the terms
and conditions hereinafter set out.
2. Service and Maintenance shall be provided by HARRIS for a period of one year,
commencing one year after Cut Over. HARRIS guarantees the availability of Hardware
Service and Software Maintenance at current prices for a period of three years.
For the purposes of this agreement, Cut Over shall be defined as the mutually agreed upon
date, when the CUSTOMER discontinues the use of their existing software application (where
currently installed) in favor of the similar HARRIS Software Application.
.c The CUSTOMER may terminate the Service and Maintenance Agreement one year after Cut
Over. The CUSTOMER must provide thirty (30) days notice for such termination.
Maintenance Agreement 1
/- 3. If THE CUSTOMER retains HARRIS’ maintenance service for more than one year, THE
CUSTOMER shall pay to HARRIS the Service and Maintenance charges more
particularly set out in Schedules “A” and “B” . There is no maintenance fee during the 90-
day warranty period which commences upon installation. It is understood that:
a) The Hardware Service charges itemized in Schedule “A” shall be invoiced monthly in
advance, during the terms of the contract.
b) The Software Maintenance charges itemized in Schedule “B” shall be invoiced
annually in advance. All other charges for software development not covered under
this agreement, shall be invoiced by HARRIS in accordance with HARRIS’ normal
invoicing procedures.
c) All invoices shall be due and payable within thirty (30) days from the date thereof.
4. HARRIS agrees to Service the hardware, and Maintain the software, during the term of
the contract.
i. “Service” shall be defined to include the following:
a> .- The provision of “As Needed” remedial service and maintenance during HARRIS’
normal business hours, more particularly defined as the period from 8:30 a.m. to 5:00
p.m., daily, Monday through Friday, excluding statutory holidays. HARRIS will
maintain a sufficient number of lines and representatives to answer calls.
,-
b) The provision of preventative maintenance as in the opinion of HARRIS or THE
CUSTOMER is required to comply with manufacturer’s specifications and to maintain
the equipment in good operating condition.
c) The provision of new or the equivalent to new replacement parts found by HARRIS to
be necessary to maintain the equipment in good operating condition, including all labor
necessary for replacement parts, adjustments, cleaning and lubrication. HARRIS will
advise THE CUSTOMER of such necessary service.
d) The provision of loaner sub-systems to ensure maximum equipment utilization.
e> The provision of technical service such as (i) diagnosing errors, malfunctions, and
defects, (ii) providing technical services to correct any errors, malfunctions, and
defects, (iii) helping keep software in compliance with any hardware changes that are
pre-authorized by HARRIS. Enhancements, modifications, and additions to software
are free of charge when mandated by State or Federal law. Enhancements,
modifications, and additions to software when requested by The Customer may require
additional cost depending on the nature of the changes.
Maintenance Agreement 2
7-:. ii. “Service” shall be deemed not to include the following:
a)
b)
cl
4
e)
The provision of service by HARRIS during periods outside HARRIS’ normal
business hours, as defined herein.
The provision of labor, parts and other expenses necessary to repair damage caused by:
Attempts by THE CUSTOMER or other non-HARRIS personnel to Maintain or
repair the equipment,
accident, negligence, or other causes external to operation of the equipment itself.
servicing of modifications, or accessories or devices added to the equipment by THE
CUSTOMER or at THE CUSTOMER’S direction, except by mutual agreement in
writing between JURRIS and THE CUSTOMER.
5. In the event that THE CUSTOMER requests Service as a result of malfunction for any
other causes more specifically defined in Paragraph 4. ii) herein, HARRIS shall submit to
THE CUSTOMER an estimate of the charges required to place equipment in good
operating condition, and THE CUSTOMER shall pay HARRIS for such Service as it
authorized at HARRIS’ standard rates for labor, parts, and other charges.
6. HARRIS agrees to Maintain the software more particularly described in Schedule “B ”
during the term of this contract. “Software Maintenance” shall be defined to include the
following:
a) The provision of “As Needed” support to respond to emergency calls of suspected
software failure within one (1) hour during HARRIS’ normal business hours, more
particularly defined as the period from 8:30 a.m. to 590 p.m., daily, Mondays through
Fridays, excluding statutory holidays. Harris will maintain a sufficient number of lines
and representatives to answer calls.
b) Determine the cause of the suspected failure and take corrective measures if the failure
is determined to be caused by:
i. errors in the supplied software (operating system, processors, utilities and
programs, routines, source codes, object codes, and related software and services.)
ii. destruction of the integrity of data due to hardware failure, power failure or other
reasons beyond the reasonable control of THE CUSTOMER.
,-
c) Changing file sizes if the supplied file structure proves inadequate.
d) Providing advice as to the usage of the application systems supplied by HARRIS.
Maintenance Agreement 3
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,C
FT;.. e) Implementing new versions of the application software packages, exclusive of training,
as and when they become available. Such new versions may include, but not be limited
to, modifications required due to changes in State or Federal Laws.
7. Software Maintenance shall be deemed not to include the following:
a) The provisions of Software Maintenance by HARRIS during periods outside
HARRIS’ normal business hours, as defined here. Phone support outside of normal
business hours, when available, shall be at no additional charge. HARRIS makes no
representation as to the availability of outside-normal hours phone support.
b) The provision of labor, and other expenses necessary to correct errors caused by:
i. attempts by THE CUSTOMER or other non-HARRIS personnel to change or
correct the software.
ii. accident, negligence, or other causes external to the operation of the equipment
itself.
iii. The Agreement shall not cover any application programs not developed by
HARRIS or any programs which are using files which are being modified by
programs not developed by HARRIS unless Harris pre-approved the application
program.
iv. The Agreement does not cover enhancements or modifications to application
programs other than as provided, except to make such programs perform to the
standard accepted by THE CUSTOMER, unless Harris pre-approved the
enhancement or application.
8. In the event that THE CUSTOMER requests software support, or development over and
above what is covered in this Agreement, as defined in Paragraph 4 and 7(a) herein,
HARRIS shall submit to THE CUSTOMER an estimate of the charges required for this
software support or development and THE CUSTOMER shall pay HARRIS for such
software as it authorized, at either a fixed price or on a per diem basis as agreed upon by
HARRIS and THE CUSTOMER. Per diem rates shall be $l,OOO.OO per day plus
reasonable and necessary expenses as incurred from the local HARRIS office.
,-
9. In the event that THE CUSTOMER requests servicing of the hardware or maintenance
of the software by HARRIS outside HARRIS’ normal business hours, labor will be
chargeable by HARRiS as well as travel time and expenses, at HARRIS’ standard rates.
HARRIS agrees to provide such Software Maintenance subject to availability of its
personnel. Charges for Software Maintenance provided outside of HARRIS’ normal
business hours as defined here shall be at HARRIS’ standard rate of $120.00 per hour
Maintenance Agreement 4
_vs.- /- computed to the nearest one-half hour, with a minimum charge per call based upon a
two-hour period.
10. The parties agree that this service contract has been entered by both parties on the
assumption that the equipment shall remain in its present location at THE CUSTOMER’S
main premises at during the term of the contract. If at any
time during the period of this contract, ‘THR &STOMER requires the main equipment
including cables to be relocated either within the existing premises or at a new site, THE
CUSTOMER agrees to notify HARRIS and both parties will collectively agree as to the
necessity of HARRIS’ involvement to move the equipment, including uncabling and
recabling if necessary. Should HARRW.:service be retained, THE CUSTOMER shall
pay HARRIS its standard rates for labor expended in connection with the relocation of the
equipment, and shall give HARRIS reasonable notice of its intention to move the said
equipment. In the event that the equipment is moved by THE CUSTOMER or by
non-HARRIS personnel, without the agreement of HARRIS, then any resulting damages
shall be billable.
11. In order to facilitate the performance by HARRIS of its obligations pursuant to this
contract, THE CUSTOMER shall be responsible for following proper operating
procedures including but not limited to:
a> maintaining adequate backup using HARRIS’ procedures provided with the system
and ensuring that data entered since the last backup can be reconstructed,
b) controlling the file usage and packing files as required, using HARRIS’ procedures
provided with the system,
cl ensuring employees cease work when the employee of THE CUSTOMER becomes
aware of a failure having occurred and seeking HARRIS’ advice as to whether the
system can safely be used.
d) provide HARRIS personnel with full and free access to the equipment, including all
necessary working space, heat, light, ventilation, and electrical current and outlets at
no cost to HARRIS;
e) notify HARRIS forthwith of any equipment failure;
f) Maintain at THE CUSTOMER’S expense site environmental conditions in
accordance with specifications established by HARRIS for the equipment being
maintained, as shown in the site preparation guide attached as Schedule “D”.
,- 12. Unless otherwise stated in Schedule “A”, charges in Schedule “A” are exclusive of U.S.
Taxes where applicable. Any additional taxes or charges however described, which are
levied on or measured by the agreement or the price of the services furnished by HARRIS
Maintenance Agreement 5
shall be calculated in addition to the charges itemized in Schedule “A” and “B”. THE
CUSTOMER agrees either to pay HARRIS the amounts of such taxes and charges or to
provide the necessary evidence to obtain an exemption from payment thereof. Such taxes shall not include any taxes measured by HARRIS’ operations, including income taxes.
13. THE CUSTOMER agrees that HARRIS’ liability for any breach of warranty, expressed
or implied (including without limitation of the foregoing any warranties of merchantability
or fitness), and for J3ARRIS’ liability of any kind, including liability of negligence with
respect to the performance of service hereunder and all other performances by HARRIS
under or pursuant to this agreement, .shall be limited to the correction by HARRIS of any
defective maintenance service by restoring the equipment to good operating condition and
shall not include liability for lost profits, incidental or consequential damages, or for any
claim or demand against THE CUSTOMER or any other party. THE CUSTOMER
agrees to hold HARRIS harmless for any injury to the person or property of, or for any
loss, expense, or damage incurred by, any employee, customer, invitee of THE
CUSTOMER or of any other person or party, except agents or employees of HARRIS,
however caused, and whether such injury, loss, expense or damage appears prior to or
subsequent to the commencements date of this contract, if such injury, loss, expense, or
damage arises in any manner out of or connected with the equipment maintained or with
the service provided hereunder or otherwise out of HARRIS performance out of or
pursuant to this agreement. THE CUSTOMER’S obligation to indemnify HARRIS will
not apply to any damages incurred by HARRIS due to the acts of its agents or employees.
This provision in no way limits or affects the representations and/or warranties provided
by Harris to THE CUSTOMER pursuant to the License Agreement or the Agreement for
Acquisition and Supply of Computer Hardware, Software, and Related Services.
14. Neither party shall have the right to assign any rights or obligations pursuant to this
contract without the written consent of the other party hereto, provided however that a
successor in interest as a result of a merger, assignment, purchase or other transfer of the
entire undertaking of either party shall acquire all interest of such party hereunder.
15. The parties agree that there is no representation, warranty or collateral condition affecting
this agreement other than as expressed herein in writing. The terms and conditions of this
agreement shall prevail notwithstanding any variance of the terms and conditions of any
order submitted by THE CUSTOMER, and this agreement shall not be deemed or
construed to be modified, amended, rescinded, canceled or waived in whole or in part,
except by agreement in writing executed by both of the parties hereto.
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Maintenance Agreement 6
- -4
16. THE CUSTOMER agrees that prices for both the Software Maintenance and Hardware
Service, are based on THE CUSTOMER entering into an agreement with HARRIS for
both. Should THE CUSTOMER elect not to enter into an agreement with HARRIS to
supply either the Hardware Service or the Software Maintenance then HARRIS
reserves the right to adjust its pricing.
17. This agreement shall be subject to and governed by the laws of the State of , and
the parties consent to jurisdiction of the courts over this Agreement and over
the parties in any proceeding to enforce this Agreement.
IN WITNESS WEREOF the parties hereto have hereunto set their hands and seals as of the
date first written above.
ACCEPTANCE
N. HARRIS COMPUTER
CORPORATION
ABC COMPANY
Per Per
Printed Name Printed Name
Title Title
,- Date Date
Maintenance Agreement 7
,.- SCHEDULE “A” - ANNUAL HARDWARE MAINTENANCE COSTS
Maintenance Agreement 8
,-
.-
SCHEDULE “B” - ANNUAL SOFTWARE MAINTENANCE COSTS
Maintenance Agreement 9
City
February 12,1999
N. Harris Computer Corporation
Attn: Ms. Melanie Judge
117 Centrepointe Drive, Suited 200
Nepean, ON K2G 5X3
RE: U~kll’Y BLLINE SYSTEM CONTRACT
Enclosed for your reference are copies of Carlsbad City Council
Agenda Bill No. 15,043 and Resolution No. 99-47. These documents
went before the Carlsbad City Council on February 9, 1999, when the
Resolution was adopted.
Also enclosed is an original and fully executed contract for the
provision of utility billing software and ancillary services.
If you have any questions regarding this contract, please call Ms.
Aletha (Lee) L. Rautenkranz, Information Systems Director, at
/760) 434-2809.
g&b+
Kathleen D. Shoup
Sr. Office Specialist
1200 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 - (760) 434-2808 @