Loading...
HomeMy WebLinkAbout1999-07-27; City Council; 15327; Approve Agreement For Work Order Management Systeml -4. amk/PlN@ ENDA BILL CITY OF CAb-5BADICARLSBAD MUNICIPAL WATE\ L JISTRICT - AG AB# 15,327 TITLE- -- MTG. 7127199 APPROVAL OF AGREEMENT FOR WORK ORDER MANAGEMENT SYSTEM AND APPROPRIATION OF FUNDS DEPT. IS. RECOMMENDED ACTION: Adopt City Council Resolution No. 99.218 authorizing the Mayor to execute an agreement with Sussex Business Systems, inc. for a work order management system. Adopt Carlsbad Municipal Water District Resolution No. /b@ approving the agreement with Sussex Business Systems, Inc. and authorizing an appropriation from the water operations fund in payment of its share of the work order management system. ITEM EXPLANATION: The City’s current work order software is not Year 2000 compliant and will cease to function on January 1, 2000. Through a competitive proposal and evaluation process, the City has selected Sussex Business Systems, Inc. as the Contractor with the software package that best fits the needs of the City The Sussex Work Management System (SWMS) will include the following modules: Inventory, Inspections, Work Orders, Security, Integrated Report Writer, Customer Service and Image Management. The SMWS system will be implemented for use by the CMWD Operations staff as well as Fleet Maintenance. In addition to providing the basic Work Order Management software, the vendor has agreed to perform custom programming necessary to interface with the fuel dispensing program in use at Fleet Maintenance. FISCAL IMPACT: The total fees to be paid to the vendor shall not exceed $63,141.81 and shall cover the software / licenses, implementation, training, data conversion and custom programming costs. The costs are to be shared between the City and the Carlsbad Municipal Water District (CMWD). The City’s share of $33,142 has been appropriated in the 1999-2000 CIP from General Capital Construction funds. Staff is requesting that CMWD’s share ($30,000) be appropriated from the water operations fund balance. There are sufficient funds available in the fund balance for project costs. EXHIBITS: 1. City Council Resolution No. 9q-abg approving an agreement with Sussex Business Systems for the purchase of the Sussex Work Management Systems (SWMS) to replace the City’s current (non Y2K compliant) work order software. 2. Adopt Municipal Water District Resolution No. /L&O authorizing an appropriation from the water operations fund in payment of its share of the work order management system. 3. Agreement with Sussex Business Systems, Inc. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO., 99-268 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH SUSSEX BUSINESS SYSTEMS, INC. FOR A WORK ORDER MANAGEMENT SYSTEM. WHEREAS, the City’s current work order software is not Year 2000 compliant; and WHEREAS, Sussex Business Systems, Inc. possesses the software package that best fits the needs of the City; and, WHEREAS, there are sufficient funds available in the General Capital Construction Fund for the purchase of the new software; and, WHEREAS, the work order management software will be used by the Public Works department; and, WHEREAS, the City Council of the City of Carlsbad, California hereby finds it necessary, desirable, and in the public interest to authorize the replacement of the non Y2K compliant work order software. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as follows: 1. That the above recitations are true and correct. 2. That the Mayor of the City of Carlsbad is authorized to execute the agreement with Sussex Business Systems, Inc. - -- PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 27 th dayof JU~V , 1999, by the following vote: AyES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None ATTEST: QA&d. 5&&ztaw ALETHA L. RAUTENKRANZ, City Clerk \ (SEW PC RESO NO. -2- 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO., 1060 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT, CALIFORNIA, AUTHORIZING THE APPROPRIATION OF FUNDS TO PAY FOR ITS SHARE OF A WORK ORDER MANAGEMENT SYSTEM. WHEREAS, the District’s current work order software is not Year 2000 compliant; and WHEREAS, Sussex Business Systems, Inc. possesses the software package that best fits the needs of the District; and, WHEREAS, there are sufficient ftmds available in the Water Enterprise Fund Balance for the purchase of the new software and, WHEREAS, the work order management software will be used by the Water District Operations staff for activities that directly support resident services (in essence water meter installation, etc.); and, WHEREAS, the Board of Directors of the Carlsbad Municipal Water District, California hereby finds it necessary, desirable, and in the public interest to authorize the replacement of the non Y2K compliant work order software. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Carlsbad Municipal Water District as follows: 1. That the above recitations are true and correct. 2. That $30,000 is hereby appropriated from the Water operations fund balance for the Carlsbad Municipal Water District’s share of the new Sussex Work Order Management System. 4 PASSED, APPROVED AND ADOPTED at a Special Meeting of the Board of Directors of the Carlsbad Municipal Water District on the 27 th day of July 1999, by the following vote: AYES: Board Me&ers Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None PC RESO NO. ATTEST: ALETHA L. RAUTENKRANZ, Secretary -2- r-- 2 . _, 1 se AGREEMENT THIS AGREEMENT is made and entered into as of the 27 th day of July , 192, by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as “City”, and Sussex Business Systems, Inc. a private corporation, hereinafter referred to as “Contractor.” RECITALS The City’s current work order software is not Year 2000 compliant and will cease to function January 1, 2000. The City desires to replace the work order software. Through a competitive proposal and evaluation process, the City has selected Sussex Business Systems, Inc. as the Contractor with the software package 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 a software package. 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 fifteen (15) user license for use of the Sussex Work Management System (SWMS) (Office based module including Inventory, Inspections, Work Orders, Security, Integrated Report Writer, Customer Service and Image Management Modules). Said license shall continue in full -1 - rev. 2/26/99 I <-_ force and effect beyond the terms of this contract. All application software will be provided in executable form. The Contractor will also provide three (3) copies 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 the City’s multi-site, wide area network environment in accordance with their (the Contractor) pricing and service proposal. Contractor warrants that the software will perform the features and functions contained in the marketing literature delivered to City and the System Documentation. Attached hereto as Exhibit A and incorporated herein by reference. Contractor warrants that all of the software modules are Year 2000 compliant. The term “Year 2000 Compliant” software means that such software will: (a) store all date-related information and process all data interfaces involving dates in a manner that unambiguously identifies the century, for all date values before, during and after the Year 2000; (b) calculate, sort, report and otherwise operate correctly and in a consistent manner for all date information processed by the software whether before, during or after the Year 2000; (c) calculate, sort, report and otherwise operate correctly in a consistent manner and without interruption regardless whether the date on which the software is operated or executed is before, during or after the Year 2000; (d) report and display all dates with four-digit date so that the century is unambiguously identified; and (e) handle all leap years, including but not rev. 2/26/99 -2 - limited to the Year 2000 leap year, correctly. The company represents and warrants that it has performed all necessary testing to ensure compliance with the Year 2000 warranties contained in this Agreement. Contractor agrees that the first year of maintenance is free of charge, and the first year begins upon the initial City site’s cut over to the Sussex Work Management System (SWMS) product. Maintenance costs will be $6,600 per annum and are then fixed for three years. Contractor agrees to perform the necessary custom programming to create an import interface with the City’s Gasboy application and the Sussex Work Management System (SWMS) application. The cost of the needed interface shall not exceed $2000.00. Contractor acknowledges that City may need to move its computers (servers) and the software to another site, and that the City may move its software to another computer (server) that may be acquired some time in the future. Contractor agrees that City will acquire non-exclusive 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. 2. CITY OBLIGATIONS The City shall have the following responsibilities as set forth below: -3 - rev. 2/26/99 A. B. C. D. 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. 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. 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. 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. rev. 2/26/99 -4- 3. PROGRESS AND COMPLETION The work under this contract will begin within ten (10) days after contract signing, and be completed for the initial site (Carlsbad Municipal Water District) within (45) calendar days of that date. Work to be performed under this contract will begin for the second and remaining site (Fleet Maintenance / Garage) within (60) days after contract signing and will be completed within (60) calendar days. Extensions of time may be granted if requested by the Contractor and agreed to in writing by the Information Systems Director. The Information Systems Director will give allowance for documented and substantiated 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. The total fees payable for the software and services to be performed shall not exceed $63,141.81. The fees for the software and services to be performed shall be as set forth below: SOFTWARE/LICENSES Sussex Work Management System (SWMS) Office based module including: Inventory, Inspections, Work Orders, Security, Integrated Report Writer, Customer Service and -5 - rev. 2/26/99 Image Management Modules $33,004 Multi-Site Discount ($ 8,000) 15 User License $11,500 Multi-Site User License Discount ($ 2,300) Gas Boy Interface (custom programming) not to exceed $ 2,000 Sales Tax $ 1.937.81 SUB TOTAL: $38,141.81 IMPLEMENTATION Installation & setup assistance - 5 Days $4,000 Travel & Lodging Expenses - not to exceed $1,000 SUB TOTAL: $5,000 TRAINING Training - 4 days Travel & Lodging Expenses - not to exceed SUB TOTAL: $3,200 $ 800 $4000 DATA CONVERSION Carlsbad Municipal Water District (2 weeks at standard billing rate of $800 per day) Fleet Maintenance (2 weeks at standard billing rate of $800 per day) Data Conversion - not to exceed The fees shall be payable as follows: $16,000 -6 - rev. 2/26/99 A) 50% of the software, training, data conversion and implementation costs upon receipt of invoice following contract signing. 30% 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.) B) 10% of the software costs upon receipt of invoice following “cut over” to the Sussex system at the initial site (Carlsbad Municipal Water District). For purposes of this agreement, cut over shall be defined as the date when City discontinues the use of their existing work order software in favor of the Sussex Business Systems, Inc Software Application. C) 10% of the software costs upon receipt of invoice following “cut over” to the Sussex system at the subsequent site (Fleet Maintenance). For purposes of this agreement, cut over shall be defined as the date when City discontinues the use of their existing work order license software in favor of the Sussex Business Systems, Inc Software Application. D) Training costs will be billed as incurred, but shall not exceed $4,000. 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 completed. The provision rev. 2/26/99 -7 - 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. E) Data conversion costs will be billed as incurred, but shall not exceed a total of $16,000 for both sites (Carlsbad Municipal Water District / Fleet Maintenance). After review and analysis of the City’s current and desired future data structures, a data conversion specification (for each site) will be developed by the Contractor - and will serve as the basis for all data conversion work to be performed. F) The data conversion specification must be signed off by the City to initiate data conversion services. This document will be provided by the Contractor to ensure all data to be converted is identified, and the conversion process itself is understood by City employees. The specification will also be used as a “checklist” which must be signed off by the City when data conversion services have been completed by the Contractor. G) If the City chooses to not sign-off because the converted data does not meet the City’s requirements (as identified in the specification), Contractor will continue to provide Data Conversion services at no additional cost until City is satisfied and the sign-off is completed. The provision of additional data conversion services at no additional cost assumes City employees have clearly documented system conversion -8 - rev. 2/26/99 requirements, and that only information relevant to the Sussex system is being converted. 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 and a payment schedule for each requested project which may be accepted or rejected by City. If accepted by City in writing, Contractor shall submit an invoice to City for approval as defined in the related project payment schedule. Professional services provided during the course of this agreement will be at the rate of $100 per hour for off-site services or $800 per day plus reasonable and necessary expenses as incurred from the closest Sussex Business Systems Office for on-site services for any additional work contracted by City. 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. rev. 2/26/99 -9 - 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 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. 6. 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 -10 - rev. 2/26/99 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. IO. 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 monies paid to Contractor. 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. -11 - rev. 2/26/99 11. 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 seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its 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 grounds for the City to disqualify the Contractor from the selection process. (Initial) The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026, 3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference. (Initial) 12. JURISDICTION rev. 2/26/99 -12 - Contractor agrees and hereby stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this agreement in San Diego County, California. 13. 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 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 -13 - rev. 2/26/99 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 1986 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. 14. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the City 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. rev. 2/26/99 -14 - 15. CONFORMITY TO LEGAL REQUIREMENTS The Contractor shall cause all drawings and specifications to conform to all applicable requirements of law: federal, state and local. Contractor shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary. The City will provide copies of the approved plans to any other agencies. 16. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports, and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports, and studies shall be delivered forthwith to the City. Contractor shall have the right to make one (1) copy of the plans for its records. 17. REPRODUCTION RIGHTS The Contractor agrees that all copyrights which arise from creation of the work pursuant to this contract, done for the City of Carlsbad, shall be vested in City and hereby agrees to relinquish all claims to such copyrights in favor of City. 18. ASSIGNMENT OF CONTRACT The Contractor shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the City. rev. 2/26/99 -15 - 19. 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. 20. 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. -16 - rev. 2126199 21. 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. 22. 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. 23. EFFECTIVE DATE This agreement shall be effective on and from the day and year first written above. 24. CONFLICT OF INTEREST The City has determined, using the guidelines of the Political Reform Act and the District and 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 Political Reform Act and nothing in this agreement releases Contractor from this responsibility. 25. INSURANCE rev. 2/26/99 -17 - 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-:V” and shall meet the City’s policy for insurance as stated in Resolution No. 91-403. A. Coveraaes 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 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. -18 - rev. 2/26/99 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 ,OOO,OOO 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. 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 -19 - rev. 2/26/99 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. rev. 2/26/99 -20 - 26. 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: Title Information Systems Director Name Lee Rautenkranz Address 1200 Carlsbad Villaae Drive Carlsbad. CA 92008 Title CEO Name Bobby W. Summers Address 4151 South Shingle Road #3 Shingle Springs, CA 95682 27. BUSINESS LICENSE Contractor shall obtain and maintain a City of Carlsbad Business License for the duration of the contract. 28. 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 writing executed by the party against which enforcement of such amendment, waiver or discharge is sought. -21 - rev. 2/26/99 Executed by Contractor this CONTRACTOR: day of Sussex Business Systems Inc. (name of Contractor) By: -Bobby W. Summers, CEO (print name/title) ATTEST: By: (sign here) ALETHA L. RAUTENKRANZ City Clerk \ (print name/title) (Proper notarial acknowledgment of 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 Ass&@ City Attorney -22 - rev. 2/26/99 -. - /. CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California County of El 1 SS. c On Ju\ Y 14 1fq.s~ , before me, Date 1 - f . o-vrr 9- 9 Name and Title of Officer (e.g., *Jane Doe, Notary Public”) personally appeared I Name(s) ol Signer(s) 0 personally known to me ‘$r proved to me on the basis of satisfactory evidence to be the person wwhose namM&?al;e subscribed to the within instrument and acknowledged to me t t& t @be/My executed the same in t@bteir authorized capacity(iq@, and that by f@/Jber/t@ir signature&&on the instrument the person(eor the entity upon behalf of which the person@) acted, executed the instrument. Place Notary Seal Above Signature of Notary Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: Document Date: Number of Pages: 2 t Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer Signer’s Name: 0 Individual 0 Corporate Officer - Title(s): 0 Partner - 0 Limited 0 General El Attorney in Fact 0 Trustee 0 Guardian or Conservator q Other: Signer Is Representing: 0 1997 National Notary Association l 9350 De Soto Ave.. P.O. Box 2402 * Chatsworth, CA 91313-2402 Prod. No. 5907 Reorder: Call Toll-Free 1-800-876-6827 - h Lbrs1-r 14 Sussex Work Management System (SWMS) SWMSWater I Security-Inventory-Inspections-Work Orders-Parts-Customer Service-Reports SWMSWater provides a method of managing information for water infrastructure elements including hydrants, valves, water mains and other infrastructure components. The data is easily accessible to management for assistance in decision and consensus building. SWMSWater includes special features to help the user manage and operate their infrastructure work management tasks. Features include: a date field pop-up calendar, a comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size Inventory - Define your own node, line, component types and select the appropriate data fields - For example valve, hydrant, backflow, tee, pump, service line, main line, vehicle, tank and well sites. and screen placement. ; 1 I Reports - Use the integrated intelligent report generation wizard to create your specific water agency management and operational reports. The wizard simply walks you through the Customer Service - Record caller and problem details. Connect directly to the work order module to create a new or update an existing work order. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. generation of reports you require. Once created add the report to the report drop down selection menu for future use. Inspections - Create your own inspection types for such items as hydrants, valves and meters. Then select from the data element attribute list the fields you need for each inspection. Attach field-collected images to individual inspections. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template integrated generator. Generate an area hydrant-flushing template for use when creating scheduled work orders. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, HELP contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems, Inc. at (530) 672-3880, Fax: (530) 672-3884, Email Address: sussex@,soficom.net., Web-Site: Sussex-inc.com Sussex Work Management System (SWMS) SWMSFleet I Security-Inventory-Inspections-Work Orders-Parts-Reports-Customer Service I SWMSFleet provides a method of managing information for mobile equipment including service trucks, motor pool, construction equipment, buses, emergency vehicles, portable equipment, and associated parts inventory. The information is easily accessible to management for assistance in decision and consensus building. SWMSFleet includes special features to help manage specific work management tasks. Features include: a date field pop-up calendar, comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. Inventory - Define your own equipment, parts and component types, then select the appropriate data fields - For example vehicles, equipment, and other inventory items. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Inspections - Create your own inspection type definitions for any inspection or test type required. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. Work Orders - Expedite the creation of Support Services - All Sussex Business scheduled, preventive and unscheduled work Systems products are supported by a range orders by using the activity template of services including: training, on-line help, generator. Activities can be added or user documentation, help contact line, removed as required. Ability to print parts business consulting, project management information and inspection images with any and customized interface software (e.g. work order. billing, accounting, and fuel automation). For more information please contact Sussex Business Systems or your local representative at (916) 983-9518, visit our web site at Sussex-inc.com or email Sussex at sussex@softcom.net. SWMServices Sussex Work Management System (SWIM) Sussex Business Systems, Inc. (SBS) Sussex is ready to help you SWMServices is a collection of special services offered by Sussex Business Systems to assist in your business and operational decision making process. These services include training, business consulting, data conversion, custom software development, system maintenance, and project management. Use one of the components from the SWMServices portfolio to help complete your business project lifecycle. Sussex offers SWMS application training One of the services offered as part of the SWMServices portfolio is training the client’s staff in the use of the Sussex Work Management System application software package, for maintenance work management and work order scheduling. Need a system requirements report? Sussex Business Systems, Inc. as part of our business consulting services, can provide our clients with business, system requirements and other reports. These reports are based on studies completed with the user community to determine their needs, and to recommend a suitable solution. Recommendations can include software, hardware, operational procedures, data conversion and short or long term business planning. Convert your existing maintenance data Whether you are using an automated or manual work management solution, SBS can provide your data conversion answer. Sussex will review your present data collection and storage solution and recommend the best way to convert into SWMS. What is SWIGS? It is the Sussex Work Management System. Why not create an automated interface? Let Sussex Business Systems design and develop your automated system interface solutions or other special software requirements. For example, automate the data transfer or display between SWMS and your mapping, SCADA, modeling, accounting or billing application solutions. Display your inventory and inspection results for a particular node in a window on your displayed map. Sussex can analyze, design and develop software solutions to help meet your business needs. Is our system year 2000 compliant? Part of the Sussex SWMServices portfolio is to provide system maintenance, system support and system upgrades for SWMS. System maintenance is the process of providing corrections to application problems our clients may encounter in SWMS. System support is providing a client phone-in help facility and the availability of a Sussex application technician when required. System upgrades provide a new release of SWMS, which normally provide new enhancement to SWMS, and in some upgrades corrections to existing, but not critical, problems. Sussex is committed to meeting or exceeding our client’s needs with SWMS and the services provided. Please contact your local SBS representative or contact Sussex Business Systems, Inc. direct The Intelligent Work Management Solution For Your Office and Field Automated Maintenance Needs ‘+; . . .~ Sussex Work Management System (SWMS) is a windows based work management system that allows users to manage and control their field and office maintenance operations. SWMS maximizes your business 1:: knowledge to create a flexible database structure that can be modified to meet current and future operational _i. needs. SWMS is the desktop and field application tool for Water, Wastewater, Storm Water, Gas, Street, Fleet, Electric, Parks, Telephone, Cable and other maintenance based operations. f&f&?y>S $pq?;? ,_ .- i ,.‘: ” SWMS allows real-time entry of caller and problem detail information. The customer service module is integrated with the work order module so that a service call can be attached to a work order. The service call information is available for printing with the work order. The work order control button allows the user to associate a service call with a new or existing work order. % SWMS is a unique system that allows you total flexibility to define your own database attributes that become the :$$ basis on which the application system is built. SWMS has modules to accommodate your requirements for $$ attribute inventory & attribute inspection control, work order creation & updating, spare parts management (work g order interface provided), caller & problem detail logging (work order interface provided), system reports, system I:+ security, automated help system and complete documentation. Sussex Business Systems also offers an ad hoc Y;Y$ report generator, mapping interfaces, other systems interfaces such as accounting and billing, and a complete ;!$ portfolio of consulting services to support your business and operational needs. ,.,, ‘ %’ .* ,‘a><*A __-_- *v C.’ *‘.i’ ’ ,t’jj*** p”“.” _ 1.. e i* *s ;r “,..C..“..“‘, ^, ,k*, ,_ 1 I g,li: ), $i$ The work order history types and associated values are user %J$ defined to compliment the needs of your maintenance $$z department. Work order master templates help maximize &% the users time by providing a way of entering activity histories without recreating them for each new work order. These can be changed for individual work orders, while the master work order temolate remains untouched. d, ‘; ,,Q. _,- ,,“.~W ,l ., * r .b ‘S .,!i- .*v .‘il’.,%* .‘I SWMS allows users to customize data views and screen layouts. These are then saved with individual user logon IDS. Examples include the ability to assign a column a unique name, or determine whether a column is visible or is not displayed on the data screen. SWMS is your answer to a flexible; user defined complete work management system that employs the ‘I”, latest technology in a simple to understand yet sophisticated style. SWMS can meet your known ‘,.‘ requirements today and adapt to your future needs with little effort. The spare parts screen displays’ transactions, vendors, manufacturers and current parts 1 supply details. The parts location can be a ‘.“; physical building, part of a remote site or ;I. rolling stock. * $,: SWMS is the work management system for the next millenium. SWMS is year 2000 compliant. SWMS is available with a database. The loaded database aids the user in creating node, ,$$ line or component inventory and inspection definition types. $ The loaded database elements will correspond to your specific $‘: business requirements. The unloaded SWMS attribute i$ database allows the user or Sussex to populate the database 2% with the required attribute definitions. $55 *, *PI r4.‘i ,‘:~~~~~“i:!?:;!l~~~~,~~, :I’ ‘~~$j$~;i -GJ. ~~~@i~$~~~~~~~~~ -;^ ,yf. Attribute Inventory and Inspection data I$: r$., $i$ : :p~, i~~i,t~~!.iii”,~i,_::.i.-‘.,^~ &&, .~~: $1: ;$ field characteristics are created and 22: $;$oi’$,r. j%~$j~~gli!ip~~ I !J “‘~ .,...i.,:r,, selected by the user. This feature allows $j I the creation of new inventory or inspection 5;:‘; types whenever they are required. Display “q‘: inventory or inspection information by z; selection criteria including ID, date .1>. installed, address and any user defined z,\ field value. %?V G. . SpwspRrkrym 7o!mmt~suite%uo mcA= aa: (916) 9834518 Frr: (916) 9921445 ---a-=- \ Sussex Work Management System (SWMS) TM SWMSewerrM Security-Inventorv-Inspections-Work Orders-Parts-Customer Service-Reports SWMSewer provides a method of managing information for wastewater infrastructure elements including manholes, main lines, lift stations and other infrastructure components. The data is easily accessible to management for assistance in decision and consensus building. Inventory - Define your own node, line, component types and select the appropriate data fields - For example combined sewers, regulators, pumps, service lines, vehicles, valves and equipment. SWMSewer includes special features to help the user manage and operate their infrastructure work management tasks. Features include: a date field pop-up calendar, a comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. ., ,. ..,. “._“.“... ._ QG 1 INSPECTION INLIMBER I Reports - Use the integrated intelligent report Inspections - Create your own inspection type definitions for TV Inspections, smoke tests, dye tests and other inspections. Then select from the data element attribute list the fields you need for each inspection. Attach field-collected images to individual inspections. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template integrated generator. Generate templates for all regular scheduled work order activities. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. Customer Service - Record caller and problem details. Connect directly to the work order module to create a new or update an existing work order. generation wizard to create your specific wastewater agency management and operational reports. The wizard simply walks you through the generation of reports you require. Once created add the report to the report drop down selection menu for future use. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, HELP contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems or your local representative at (916) 983-9518, visit our web site at Sussex-inc.com or email Sussex at sussex@softcom.net. Sussex Work Management System (SWMS) SWMSFleet Security-Inventory-Inspections-Work Orders-Parts-Reports-Customer Service SWMSFleet provides a method of SWMSFleet includes special features to managing information for mobile equipment help manage specific work management including service trucks, motor pool, tasks. Features include: a date field pop-up construction equipment, buses, emergency calendar, comments field spell checker, vehicles, portable equipment, and associated column display control (size, name, parts inventory. The information is easily visibility), dropdown table code menus, accessible to management for assistance in definable data elements including name, size decision and consensus building. and screen placement. Inventory - Define your own equipment, parts and component types, then select the appropriate data fields - For example vehicles, equipment, and other inventory items. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Inspections - Create your own inspection type definitions for any inspection or test type required. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template generator. Activities can be added or removed as required. Ability to print parts information and inspection images with any work order. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, help contact line, business consulting, project management and customized interface software (e.g. billing, accounting, and fuel automation). For more information please contact Sussex Business Systems or your local representative at (530) 672-3880 or email Sussex at sussex@softcom.net. SWMitreet Sussex Work Management Systems Sussex Business Systems, Inc. (SBS, Inc.) Easy Management of Information SWMStreet provides a method of managing information for street int?astructure elements including surface type, surface material, median type, number of lanes, traffic statistics, roadway density, sign data, and other infrastructure components. The information is easily accessible to management for assistance in decision and consensus building. SWMStreet is different - Why? SWMStreet is an open architecture maintenance management system that allows the definition of surface type, surface material, roadway density, sign data, and other infrastructure component attribute fields. Do you need to know the different surface cover types and placement date within a certain geographic area? Yes, Well create more than one surface type and placement date field. Attribute Fields - Creating your system The fundamental design concept of the SWMStreet system is to provide application tools that allow the user to create their own attribute field definitions and then select the attribute fields to match the inventory needs of the department. Work Order Module - History in the making SWMStreet work order module allows the creation of scheduled, unscheduled and preventive maintenance work orders. Work orders can contain a mix of closed and open activities and user defined activity and costing criteria such as labor, contract, rental, lease, materials and equipment. Work Order Costing - Tracking the Cost SWMStreet provides the means of tracking and reporting the cost of a job any time during its existence. This assists in the budget tracking process and can be used to help provide budget information for management Spare Parts Inventory - How many are left? Spare parts are maintained and tracked to help predict the operational requirements for parts. This in turn can offer budget savings by maintaining a level of stock to meet your job needs. Customer Service Module - Who called us? SWMStreet maintains a history of call information linked to job work orders. Answer the question - Who was it that called about a sinkhole on Manzanita Ave.? Look in the customer service module and find the call history associated with Manzanita Ave. Inventory Module - Do we have enough material to complete the job? You receive a report of a sinkhole that requires immediate repair. Do you know the material type required your current backfill and patching material inventory, special traffic control needs, outside contractors that may be required, and other relevant information? SWMStreet allows you to pre-define this information to suit your needs. This information could save time and money. The SWMStreet inventory module allows the user to create attribute fields for surface type, surface material, roadway density, sign data, and other infrastructure components that meet your operational requirements. SWMStreet Reports - Hard copy evidence SWMStreet provides system-generated management and costing reports. SWMStreet also allows the user to define and create Ad Hoc reports for those unplanned or critical situations. Inspection Module - Plan your work needs. SWMStreet provides the ability to enter set-up (static) data and detail inspection data collected during a physical inspection. Do you need to know the total number of signs to be inspected for repair or replacement within a certain grid area? representative, call (530) 672~kJ30 or Email information on SWMStreet and other Sussex Work Management System (SWMS)TM SWMSPlank tk& Security-Inventory-Inspections-Work Orders-Parts-Reports SWMSPlant provides a method of managing information for plant equipment, parts, conduits and other infrastructure components. The data is easily accessible to management for assistance in decision making and consensus building. Inventory - Define your own equipment, parts and component types, then select the appropriate data fields - For example pumps, pipe segments, vehicles, valves and other equipment. Iv I ,,“.,._.” * _ ,,.., ,._._ Inspections - Create your own inspection type definitions for pump inspection, building inspections, equipment testing, and other inspection and test types. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template generator. Generate templates for all regular scheduled work order activities. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. SWMSPlant includes special features to help manage specific infrastructure work management tasks. Features include: a date field pop-up calendar, comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, help contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems or your local representative at (916) 983-9518, visit our web site at Sussex-inc.com or email Sussex at sussex@,softcom.net. Sussex Work Management System (SWMS) SWMSWater Security-Inventory-Inspections-Work Orders-Parts-Customer Service-Reports SWMSWater provides a method of managing information for water infrastructure elements including hydrants, valves, water mains and other infrastructure components. The data is easily accessible to management for assistance in decision and consensus building. Inventory - Define your own node, line, component types and select the appropriate data fields - For example valve, hydrant, backflow, tee, pump, service line, main line, SWMSWater includes special features to help and screen placement. the user manage and operate their infrastructure work management tasks. Features include: a date field pop-up calendar, a comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size vehicle, tank and well sites. Customer Service - Record caller and problem details. Connect directly to the work order module to create a new or update an generation of reports you require. Once created add the report to the report drop down selection menu for future use. Reports - Use the integrated intelligent report generation wizard to create your specific water agency management and operational reports. The wizard simply walks you through the existing work order. Inspections - Create your own inspection Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. types for such items as hydrants, valves and meters. Then select from the data element attribute list the fields you need for each inspection. Attach field-collected images to individual inspections. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template integrated generator. Generate an area hydrant-flushing template for use when creating scheduled work orders. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, HELP contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business System or your local representative at (916) 983-9518, visit our web site at Sussex-inc.com or email Sussex at sussex@softcom.net. The Sussex Field Management System TM Component Modules How do you make your data entry easier? Answer - You use the Sussex Bar Code Data Entry Module. The Sussex Work Management System and the Sussex Field Management System both take advantage of the Sussex bar coding data entry feature. To use the Sussex bar code data entry, in the in the appropriate data field, pass the bar coder across the bar code label. The will be entered and displayed on the screen. The system then automatically jumps to the next ~Q&$!~~: i data entry field. The module is being used in conjunction with the TV Inspection feature where the “/ “*,. er reviews the videotape. As defects are detected -selects the type and severity from a laminated sheet containing a graphic depiction of the defect type and a severity level in both words and bar code font. The selected item is then bar coding into the system. r: * , / ~.. i _, “,, i ,:,/* x FDC ‘4 ,i i “. 3” / s .I 1 j 3, 8s i * M&~m#wA- e/- J.. 04 d *jd-,w#,m‘wa i#,m/e WI *IxAw ajj*v,s : /* ” / , a_/ j _’ , * idy *:- ‘ 1 ?‘ &” Sussex Image Management - SWMS& SFMS encompass an image management feature that allows the user to attach an image to inventories, inspection and work order line items, spare parts or as part of a work order template. The system informs the user that an image is available to be displayed by creating a button as shown here . Press the button and view the image. The user can add, delete and print images that are captured using a scanner, camera, or it can be specialized information from the manufacturer’s manual. Incredible simple but incredible useful . *“‘ . ,‘^, i /),N,‘, I, a .,A a r.m / ‘Il*j, i”49~.~~,v~#v-*BI 4m i’ *,‘n** ,*n*l<- 4a~B.,#~w?##?~‘- S,” P “/ ‘e,-“i” e*- I #I a-0. 4‘ c 4r+ i-&ari-//” *-a The Sussex Field Management System (SFMS) - Consists of field versions of the office inventory, inspection and work order modules. The field inventory module allows the updating of existing inventory data and the creation of new data. The inspection field module is used to collect data about d inspections and field tests such as TV Inspections, node & component inspections, smoke tests and dye test. The field work order is used by field crews to complete work activity assignments. All information can be retrieved from the field devices and used to update the SWMS office database. All distributed information can, if required, have an image attached providing a pictorial data for the crew. For more information please contact Sussex Business Systems or your local representative at (530) 672-3880 or email Sussex at sussex@softcom.net The Sussex Field Management System TM Component Modules How do you make your data entry easier? Answer - You use the Sussex Bar Code Data Entry Module. The Sussex Work Management System and the Sussex Field Management System both take advantage of the Sussex bar coding data entry feature. To use the Sussex bar code data entry, positi data in the in the appropriate data field, pass the bar coder across the bar code label. The will be entered and displayed on the screen. The system then automatically jumps to data entry field. The module is being used in conjunction with the TV Inspection feature r reviews the videotape. As defects are detected selects the type and severity from a laminated sheet containing a graphic depiction of the defect type and a severity level in both words and bar code font. The selected item is then bar coding into the system. ,. Sussex Image Management - SWMS8c SFMS encompass an image management feature that allows the user to attach an image to inventories, inspection and work order line items, spare parts or as part of a work order template. The system informs the user that an image is available to be displayed by creating a button as shown here . Press the button and view the image. The user can add, delete and print images that are captured using a scanner, camera, or it can be specialized information from the manufacturer’s manual. ,I The Sussex Field inventory, inspection Incredible simple but incredible useful ” , ., I,,“*.’ -,.. Management System (SFMS) - Consists of and work order modules. The field inventory module allows the updating of existing inventory data and the creation of new data. The inspection field module is used to collect data about inspections and field tests such as TV Inspections, node & component field versions of the office inspections, smoke tests and dye test. The field work order is used by field crews to complete work activity assignments. All information can be retrieved from the field devices and used to update the SWMS office database. All distributed information can, if required, have an image attached providing a pictorial data for the crew. For more information please contact Sussex Business Systems or your local representative at 9 16) 983- 95 18, visit our web site at Sussex-inc.com or email Sussex at sussex@soficom.net - Sussex Work Management System (SWMS) SWMSFleet Security-Inventory-Inspections-Work Orders-Parts-Reports-Customer Service SWMSFleet provides a method of managing information for mobile equipment including service trucks, motor pool, construction equipment, buses, emergency vehicles, portable equipment, and associated parts inventory. The information is easily accessible to management for assistance in decision and consensus building. Inventory - Define your own equipment, parts and component ty-pes, then select the appropriate data fields - For example vehicles, equipment, and other inventory items. Inspections - Create your own inspection type definitions for any inspection or test type required. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template generator. Activities can be added or removed as required. Ability to print parts information and inspection images with any work order. SWMSFleet includes special features to help manage specific work management tasks. Features include: a date field pop-up calendar, comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, help contact line, business consulting, project management and customized interface software (e.g. billing, accounting, and fuel automation). For more information please contact Sussex Business Systems or your local representative at (916) 983-9518, visit our web site at sussex-inc.com or email Sussex at sussex@softcom.net. . .I - - Sussex Work Management System (SWMS) SWMStreet cm Security-Inventory-Inspections-Work Orders-Parts-Reports-Customer Service SWMStreet provides a method of managing information for street infrastructure elements including surface type & material, median type, lane numbers, traffic statistics, roadway density, street signage, and other infrastructure components. The information is easily accessible to management for assistance in decision and consensus building. Inventory - Define your own equipment, parts and component types, then select the appropriate data fields - For example signage, street segments, vehicles, trees and other inventory items. Inspections - Create your own inspection type definitions for any inspection or test type required. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template generator. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. SWMStreet includes special features to help manage specific infrastructure work management tasks. Features include: a date field pop-up calendar, comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. support Services - A11 Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, help contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems or your local representative at (916) 983-9518, visit our web site at Sussex-inc.com or email Sussex at sussex@softcom.net. - Sussex Work Management System (SWMS) SWMSewer Security-Inventory-Inspections-Work Orders-Parts-Customer Service-Reports SWMSewer provides a method of managing information for wastewater inf?astructure elements including manholes, main lines, lift stations and other infrastructure components. The data is easily accessible to management for assistance in decision and consensus building. Inventory - Define your own node, line, component types and select the appropriate SWMSewer includes special features to help the user manage and operate their infrastructure work management tasks. Features include: a date field pop-up calendar, a comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. data- fields i -For example combined sewers, regulators, pumps, service lines, vehicles, valves and equipment. FLCIW~DEPTH IINsPEclloN INuMeER I 11 FOOTA6EJDffi llNSRCllON 1 NUMBER 1 l! lm Reports - Use the integrated intelligent report Iuspeetions - Create your own inspection type definitions for TV Inspections, smoke tests, dye tests and other inspections. Then select from the data element attribute list the fields you need for each inspection. Attach field-collected images to individual inspections. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template integrated generator. Generate templates for all regular scheduled work order activities. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. Customer Service - Record caller and problem details. Connect directly to the work order module to create a new or update an existing work order. generation wizard to -create your specific wastewater agency management and operational reports. The wizard simply walks you through the generation of reports you require. Once created add the report to the report drop down selection menu for future use. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, HELP contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems or your local representative at (916) 983-95 18, visit our web site at Sussex-inccom or email Sussex at sussex&oftcom.net. . c Sussex Work Management System (SWMS) SWMSWater &t&j(-): oo- -- Security-Inventory-Inspections-Work Orders-Parts-Customer Service-Reports SWMSWater provides a method of managing information for water inf?astructure elements including hydrants, valves, water mains and other infrastructure components. The data is easily accessible to management for assistance in decision and consensus building. SWMSWater includes special features to help the user manage and operate their infrastructure work management tasks. Features include: a date field pop-up calendar, a comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size Inventory - Define your own node, line, component types and select the appropriate data fields - For example valve, hydrant, backflow, tee, pump, service line, main line, vehicle, tank and well sites. and screen placement. Customer Service - Record caller and problem details. Connect directly to the work order module to create a new .or update an existing work order. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template integrated generator. Generate an area hydrant-flushing template for use when creating scheduled work orders. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. Reports - Use the integrated intelligent report generation wizard to create your specific water agency management and operational reports. The wizard simply walks you through the generation of reports you require. Once created add the report to the report drop down selection menu for future use. Inspections - Create your own inspection types for such items as hydrants, valves and meters. Then select from the data element attribute list the fields you need for each inspection. Attach field-collected images to individual inspections. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, HELP contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business System or your local representative at (916) 983-95 18, visit our web site at Sussex-inc.com or email Sussex at sussexO,softcom.net. . , - Sussex Work Management System (SWMS) SWMSPlant I Security-Inventory-Inspections-Work Orders-Parts-Reports SWMSPlant provides a method of managing information for plant equipment, parts, conduits and other infrastructure components. The data is easily accessible to management for assistance in decision making and consensus building. Inventory - Define your own equipment, parts and component W-a then select the appropriate data fields - For example pumps, pipe segments, vehicles, valves and other equipment. Inspections - Create your own inspection type definitions for pump inspection, building inspections, equipment testing, and other inspection and test types. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template generator. Generate templates for all regular scheduled work order activities. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. SWMSPlant includes special features to help manage specific infrastructure work management tasks. Features include: a date field pop-up calendar, comments field spell checker, column display control (size, name, visibility), dropdown table code menus, definable data elements including name, size and screen placement. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, help contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems or your local representative at (916) 983-95 18, visit our web site at Sussex-inc.com or email Sussex at sussex@soficom.net. -- WORK MANAGEMENT SYSTEM Features Include: Special System Features SWMS is Year 2000 compliant Hide menu items (top bar and drop down item) based on security ID Create user defined data fields with associated edit criteria First (master) column on each data screen is user selectable Comments columns contain spell-checking ability Most date fields contain selectable pop-up calendar Drop down selection tables used for data selection and continuity Data Column Features Work Order Features Ability to size columns horizontally and vertically Select order of column to display on screen Ability to change column name Ability to hide columns as required on screen display *All saved under User ID for Individual User Screen Display* Create activity templates to help expedite work order creation Ability to use a ‘seasonal hold’ dates on individual work orders Activities can be closed without having to close work order Add new activities when work order is open or re-opened Ability to print work order with appropriate inventory information Create work order schedules for re-occurring work order events Work order cost updated and displayed as activities occur Attribute Inventory Features Create your own inventory types when required Select only the data fields required for each inventory type Attach graphics to inventory records Select inventories by node, line, component, date or address Field Inspection Features Create your own inspection types when required Select only the data fields required for each inspection type Ability to toggle between work orders in creation or update mode Attach graphics to inspection records Select inspections by node, line, component or date Spare Parts Features Ability to be updated and issued through work order module Static or rolling stock locations available Total stock availability whenever needed by location Customer Service Features View caller and associated problems on one screen display Ability to toggle between work orders in creation or update mode Integrated Report Writer Features Use the wizard to walk you through the creation of management and operational reports The SUSSEX WORK MANAGEMENT SYSTEM is a feature rich application tool that allows you to build a customized work management solution to meet your management and operational needs. Sussex Business Systems, Inc. 705 E. Bidwell St., #2-240, Folsom. CA 95630 Phone (916) 983-9518 Fax: (916) 984-0535 Web site: Sussex-inc.com SWMServicesTM Sussex Work Management System (SWMS) 0 Sussex Business Systems, Inc. (SBS, inc.) Sussex is ready to help you SWMServices is a collection of special services offered by Sussex Business Systems to assist in your business and operational decision making process. These services include training, business consulting, data conversion, custom software development, system maintenance, and project management. Use one of the components from the SWMServices portfolio to help complete your business project lifecycle. Sussex offers SWMS application training One of the services offered as part of the SWMServices portfolio is training the client’s staff in the use of the Sussex Work Management System application software package, for maintenance work management and work order scheduling. Need a system requirements report? Sussex Business Systems (SBS), as part of our business consulting services, can provide our clients with business, system requirements and other reports. These reports are based on studies completed with the user community to determine their needs, and to recommend a suitable solution. Recommendations can include software, hardware, operational procedures, data conversion and short or long term business planning. Convert your existing maintenance data Whether you are using an automated or manual work management solution, SBS can provide your data conversion answer. Sussex will review your present data collection and storage solution and recommend the best way to convert into SWMS. What is SWMS? It is the Sussex Work Management System. Why not create an automated interface? Let Sussex Business Systems design and develop your automated system interface solutions or other special software requirements. For example, automate the data transfer or display between SWMS and your mapping, SCADA, modeling, accounting or billing application solutions. Display your inventory and inspection results for a particular node in a window on your displayed map. Sussex can analyze, design and develop software solutions to help meet your business needs. Is our system year 2000 compliant? Part of the Sussex SWMServices portfolio is to provide system maintenance, system support and system upgrades for SWMS. System maintenance is the process of providing corrections to application problems our clients may encounter in SWMS. System support is providing a client phone-in help facility and the availability of a Sussex application technician when required. System upgrades provide a new release of SWMS, which normally provide new enhancement to SWMS, and in some upgrades corrections to existing, but not critical, problems. Sussex is committed to meeting or exceeding our client’s needs with SWMS and the services provided. # Please contact your local SBS representative or contact Sussex Business Systems direct at (916) 983-9518, Email Sussex@softcom.net or visit our web site at Sussex-inc.com for more information on Sussex Business Systems products. - Sussex Business Systems Company Structure Sussex Business Systems is a small business enterprise located in Folsom, California. Founded by Charles Kostal, Chris Saill, and Bob Summers. Sussex Business Systems offers quality software products and consulting services to Cities, Counties and other municipal agencies. Sussex Business Systems Mission Statement is ” To provide professional software products and consulting services that meet or exceed the requirements of our clients.” Collectively, the three owners of Sussex Business Systems have over thirty years of experience working with clients in the municipal and private sector, providing customized and packaged software and hardware solutions, consulting services, specialized equipment and long range corporate planning. Presently other consultants are contracted as required to complete specific tasks, with the future plan to hire permanent staff. These contractors will be hired from the base of people with whom the owners have had prior experience, thus, they are a known entity and their work habits are of a professional nature that can be relied upon to provide a professional product or service. The owners of Sussex Business Systems believe the time is right to enter this particular market segment, due to the following reasons; (1) Our softzoare and consulting services are supported by many years of marking in the industry and gaining the trust and confidence of our clients; (2) Companies presently offering products have produced their software in isolation from the users, that is, u~ithout consulting the user to determine their needs. Sussex Business Systems has consistently consulted with prospectiz)e clients to ensure our softzvare provide the ideal solution; (3) Products have been released zvithout Beta testing in a live environment. Sussex Business Systems has identified Beta sites for conducting tests; (4) De-regulation of the Gas 6 Electric industry is creating a more competitizje atmosphere zbithin the industry requiring stricter control to meet a profitable bottom line on the balance sheet. Sussex Business Systems can proztide the products and services to help manage the zeork load, control the invent0 y and manage the work force; and (5) Existing firms oflering products and services continue to attack the market as individuals and not as a joint efirt. Sussex Business Systems intends to create alliances with companies offering compatible products and services, to offer the client a product and service package that eflectively meets their needs. Company Owners Profile Charles Kostal was National Sales Manager for Hansen Information Technologies serving clients throughout the United States, Mexico, and Canada. Mr. Kostal was charged with marketing all software systems and services to Cities, Counties and other municipal agencies. His responsibilities included proposal creation, product presentations, large account marketing, marketing material creation, and management of a national sales force. At SRECO-FLEXIBLE Mr. Kostal is the National Sales Manager responsible for domestic sales and marketing, promoting specialized closed circuit video inspection equipment and services to State & Municipal Agencies, Cities, Counties, and various private sector markets. Chris Sail1 spent nearly ten years with Systemhouse in Canada and the United States. Systemhouse is one of the largest firms offering system integration services to state and local government. While at Systemhouse in Canada, Mr. Sail1 worked for the Alberta, Saskatchewan, and Ontario Provincial governments, and Edmonton Telephones as a consultant, working on long range system plans and selecting hardware and software solutions. For nearly six years at Hansen Information Technologies, a leading provider of maintenance management solutions, Mr. Sail1 had responsibility for overseeing all projects, managed by project managers, from inception through user acceptance. Tasks included; proposal creation; project direction; system review and client management. Mr. Sail1 has also worked as a consultant for a large Geographic Systems Integrator in Denver, CO. Bob Summers was a Project Manager at Hansen Information Technologies for over six years and managed the installation of both large and small maintenance management systems. These systems were installed on a variety of Novell networked PCs, Client/server systems (Sun, IBM, and DEC) and on DEC VAX Ethernet systems. Most of the installed systems were customized to meet specific requirements and included products such as interfaces to mapping systems, pen computer collection systems and truck mounted TV inspection systems- At Objective Systems Integrators (OSI) Mr. Summers managed the installation of fault management systems for large organizations such as Ameritech Cellular, American Communications Services and Pacific Bell. These systems were developed using fourth generation programming tools and state-of-the-art databases. . , . _*; .’ _ U.“. . r Sussex Business Systems Brief Company Overview Sussex Business Systems is located in Folsom, California. Founded in 1994 Chris Saill, Bob Summers and Charles Kostal. Sussex Business Systems offers quality software products and consulting services to Cities, Counties and other municipal agencies. Sussex Business Systems Mission Statement is “To Provide Professional Software Products and Consulting Services that Meet ot Eweed the Customers Expectations’. Collectively, the three owners of Sussex Business Systems have over twenty-five years of experience working with clients in the municipal and private sector market, providing customized and packaged software and hardware solutions, consulting services, specialized equipment and long range corporate planning. The owners of Sussex Business Systems believe the time is right to enter this particular market segment, due to the following reasons; (1) Our sofiware and consulting services are supported by many years of working in the industry and gaining the trust and confidence of our clients; (2) Sussex Business Systems listens to our clients to ensure our software and consulting services meet or exceed their expectations; (3) Sussex Business Systems believes in detailed beta testing of software applications prior to release to the client, to insure system functionality and data integrity. (4) De-regulation of the many utilities is creating a more competitive atmosphere within the industry requiring stricter control to meet a proJitable bottom line. Sussex Business Systems can provide the products and services to help you manage your workload, facilitate accurate inventory control, and help manage your work force; (5) Sussex Business Systems is creating new alliances with companies oflering compatible interface solutions and services, to offer our clients more options to meet their changing work management needs. SUS-Y WORK MANAGEMENT SYSTEP -%VMSjrM PRODUCT SUMMAR Y - SBS, INC. What is SWMS? SWMS is a windows based user application tool that helps you manage and control your infrastructure work management operations. SWMS is an affordably priced easy-to-use maintenance management and work order desktop application. SWMS maximizes your business knowledge to create a flexible database structure that can expand to meet any future business needs. SWMS is the desktop user application tool for Wastewater, Water, Storm Water, Plant, Street, Parks, Gas, Electric and other infrastructure maintenance based operations. SWMS - Whv is it Uniaue? SWMS allows you total flexibility to define your own database attributes that become the basis on which you build your application system. First, you enter the database attribute field definitions (e.g. ‘Color’) and attach edit default values (e.g. ‘Red’, ‘Blue’, etc.). Then select the attribute fields required to create your inventory and inspection data entry screens. Now, define your work order history type activities (e.g. Labor, Material, Equipment, Rental, Leasing, etc.) and work order cost calculation attributes. You are now ready to start entering your operational data and creating work orders. Why Should You Use SWMS? SWMS is based on more than 20 years experience gained from working with infrastructure maintenance operations, like yours. SWMS is a flexible windows based user application tool that allows the creation and later inclusion of database attribute fields to match your changing business and operational needs. SWMS is year 2000 compliant, ready to take you into the next millennium. SWMS is ODBC compliant, able to adapt to various database engines including Microsoft’s Access. Clearly, SWMS is a ‘turn key’ solution for most work management operations. Sussex Work Management Sys Security-Inventory-Inspections-Work Orders-Parts-Reports-Customer Service I SWMSFleet provides a method of managing information for fleet infrastructure elements including trucks, forklifts, TV Vehicles, cars, equipment types, engine parts, and other infrastructure components. The information is easily accessible to management for assistance in decision and consensus building. Inventory - Define your own equipment, parts and component types, then select the appropriate data fields - For example vehicles, equipment, and other inventory items. Inspections - Create your own inspection type definitions for any inspection or test type required. Then select from the data attribute list the fields you need for each inspection or test. Attach field-collected images to individual inspections and tests. Work Orders - Expedite the creation of scheduled, preventive and unscheduled work orders by using the activity template generator. Activities can be added or removed as required. Ability to print inventory information and inspection images with any work order. SWMSFleet includes special features to help manage specific infrastructure work management tasks. Features include: a date field pop-up calendar, comments field spell checker, column display control (size, name, visibility), dropdown table code menus, detinable data elements including name, size and screen placement. Parts - Record parts detail information including location, vendor, manufacturer, description, and current quantity fields and transaction fields. Reports - Use the integrated report generation wizard to create your specific agency management and operational reports. The wizard simply walks you through the generation of reports. Once created simply add the report to the report drop down selection menu for future use. Support Services - All Sussex Business Systems products are supported by a range of services including: training, on-line help, user documentation, help contact line, business consulting, project management and customized interface software (e.g. mapping, billing, accounting). For more information please contact Sussex Business Systems or your local representative at (916) 983-9518, visit our web site at sussex-inc.com or email Sussex at sussex@softcom.net . - &-+Gi-K MANAGEMENTSYSTEM Features Include: Special System Features SWMS is Year 2000 compliant Hide menu items (top bar and drop down item) based on security ID Create user defined data fields with associated edit criteria First (master) column on each data screen is user selectable Comments columns contain spell-checking ability Most date fields contain selectable pop-up calendar Drop down selection tables used for data selection and continuity Data Column Features Work Order Features Ability to size columns horizontally and vertically Select order of column to display on screen Ability to change column name Ability to hide columns as required on screen display *All saved under User ID for Individual User Screen Display* Create activity templates to help expedite work order creation Ability to use a ‘seasonal hold’ dates on individual work orders Activities can be closed without having to close work order Add new activities when work order is open or re-opened Ability to print work order with appropriate inventory information Create work order schedules for m-occurring work order events Work order cost updated and displayed as activities occur Attribute Inventory Features Create your own inventory types when required Select only the data fields required for each inventory type Attach graphics to inventory records Select inventories by node, line, component, date or address Field Inspection Features Create your own inspection types when required Select only the data fields required for each inspection type Ability to toggle between work orders in creation or update mode Attach graphics to inspection records Select inspections by node, line, component or date Spare Parts Features Ability to be updated and issued through work order module Static or rolling stock locations available Total stock availability whenever needed by location Customer Service Featnres View caller and associated problems on one screen display Ability to toggle between work orders in creation or update mode Integrated Report Writer Features Use the wizard to walk you through the creation of management and operational reports The SUSSEX WORKMANAGEMENTSYSTEM is a feature rich application tool that allows you to build a customized work management solution to meet your management and operational needs. Sussex Business Systems, Inc. 705 E. Bidwell St, #2-240, Folsom. CA 95630 Phone (916) 983-9518 FAX: (916) 992-1445 Email: sussex@softcom.net - SWMServices Sussex Work Management System (SWMS) Sussex Business Systems, Inc. (SBS. Inc.) Sussex is ready to help you SWMServices is a collection of special services offered by Sussex Business Systems to assist in your business and operational decision making process. These services include training, business consulting, data conversion, custom software development, system maintenance, and project management. Use one of the components from the SWMServices portfolio to help complete your business project lifecycle. Sussex offers SWTMS application training One of the services offered as part of the SWIMServices portfolio is training the client’s staff in the use of the Sussex Work Management System application software package, for maintenance work management and work order scheduling. Need a system requirements report? Sussex Business Systems (SBS), as part of our business consulting services, can provide our clients with business, system requirements and other reports. These reports are based on studies completed with the user community to determine their needs, and to recommend a suitable solution. Recommendations can include software, hardware, operational procedures, data conversion and short or long term business planning. Convert your existing maintenance data Whether you are using an automated or manual work management solution, SBS can provide your data conversion answer. Sussex will review your present data collection and storage solution and recommenG die best way to convert into SWMS. What is SWMS? It is the Sussex Work Management System. Why not create an automated interface? Let Sussex Business Systems design and develop your automated system interface solutions or other special software requirements. For example, automate the data transfer or display between SWMS and your mapping, SCADA, modeling, accounting or billing application solutions. Display your inventory and inspection results for a particular node in a window on your displayed map. Sussex can analyze, design and develop software solutions to help meet your business needs. Is our system year 2000 compliant? Part of the Sussex SWMServices portfolio is to provide system maintenance, system support and system upgrades for SWMS. System maintenance is the process of providing corrections to application problems our clients may encounter in SWMS. System support is providing a client phone-in help facility and the availability of a Sussex application technician when required. System upgrades provide a new release of SWMS, which normally provide new enhancement to SWMS, and in some upgrades corrections to existing, but not critical, problems. Sussex is committed to meeting or exceeding our client’s needs with SWMS and the services provided. Please contact your local SBS representative or contact Sussex Business Systems direct at (916) 983-9518, Email Sussex@softcom.net or visit our web site at Sussex-inc.com for more information on Sussex Business Systems products. . The Sussex Field Management System Component Modules How do you make your data entry easier? Answer - You use the Sussex Bar Code Data Enby Module. The Sussex Work Management System and the Sussex Field Management System both take advautage of the Sussex bar coding data entry feature. To use the Sussex bar code data entry, intbeinthe~p~edatafieldandpassthebarcoderacrossthebarcodelabel.The will be entered and displqed on the screen. The system then automatically advance to data entry field. The module is being used in conjunction with the TV Inspection feature whatthe~reviewsthevideotape.Asdefectsarederecped,tbetypeandseverityareselected~ma laminated sh&t containing a graphic depiction of the defect type and a severity level in both words and bar code font. The bar code device is then used to enter the selected data into the system. Sussex Image Management - SWMS& SFMS encompass am image maaagement feature that allows the user to attach an image to inventories, impection aud work order line items, spare parts or as part of a work order template. The system informs the user that au image is available to be displayed by creating a button as shown here . Press the button and view the image. The user cau add, delete and print images that are caphrredusingascannerorcamera,orit~bcspecializedinformation~mthe~u~smanual. Incredible shpk3 but incredible useful The Sussex Field Management System (SFMS) - Consists of field versions of the office inventory, inspction and work order modules. The field inventory module allows the updatiq of existing inventory data and the creation of new data. The iuspedion field module is used to collect data about impectious and field tests such as TV hqections, node & coqonent iuspedions, smoke tests and dye test. The field work order is used by field crews to complete work activity assignments. All information can be retrieved from the field devices and used to update the SWMS office data&se. Ml distributed tiormation can, if required, have an image attached providing a pictorial data for the crew. For more information please contact Sussex 3usiness Systems or your local representative at (916) 983-95 18, visit our web site at Sussex-inc.com or email Sussex at sussex@soficom.net Sussex Business Systems Sussex Work Management System (SWMS) Confidential Customer Price List Description Software Base (SWMS) System (Includes first user license): (Modules included: inventory, inspections, work orders, security access, integrated intelligent report writer, system reports, on-line help and one set of user documentation) Parts Inventory Control Module $3,750.00 Caller Management Module $3,750.00 Image Management $3,750.00 Cost of User Workstation Software: 2- 5 Workstation License 6- 10 Workstation License Additional 1 l- 15 Workstation License Additional 16 -20 Workstation License Additional 2 l- 25 Workstation License Additional Note: For quote on more than 25 users or for a site-licensing price please contact Sussex Business Systems. $ 6,OOO.OO J $5,500.00 J $4,750.00 $3,750.00 $2,500.00 Install Custom Attribute Field Definitions - per type (e.g. Water, Sewer, Plant) Field Modules Portable Field Module $ 1,250.OO Field Distribution/Retrieval Module Bar Code Data Entry Module (including bar code hardware) (per Workstation) $3,750.00 $ 750.00 $ 1,350.oo Professional Services: Training per day (Sacramento area) System Installation per day (Sacramento area) Training per day (Remote location), plus expenses System Installation per day (Remote location), plus expenses Business and System Consulting Services, plus expenses Annual Service and Maintenance (AS&M) (Includes: phone support, system module release upgrades, system module correction releases). Cost is based on actual software purchase price $ 600.00 $ 600.00 $ 800.00 $ 800.00 $ 800.00 15% Cost $13,500.00 Date: Summer 1998 Pricing subject to change without notice Sussex Business Systems Sussex Work Management System (SWMS) Example Pricing for: City of Carlsbad, CA Description Office Base Work Manaeement Svstem for Fleet Mamwemenk Base (SWMS) System (Includes first user license): (Modules included: inventory, inspections, work orders, security access, system reports, integrated report writer, on-line help and one set of user documentation) Cost $12,500.00 J Parts Inventory Control Module $3,750.00 J Image Management $3,750.00 Workstation License; 2-5 Users $6,000.00 d ., . , -. Lu+~qUJtw;l;*~ / ;.j;;; “. j _: .t.....‘-s Professional Services: i++w%pM*s - .. :>. j ‘.. ‘, i ..’ - __ lhpaj@i*pd.;~W~*~s .; . . . ! : _ .I Training @ $800 per day for 2 days 1,600.OO On-Site System Instabfion one day, plus out of pocket expenses $ 800.00 Annual Service and Maintenance (15% of total sofbmre cost) T ~.:;(@s!yW.phone @ppq% .w#p-y module .g!pp-wad+.srsterp.-~d$e ; ~.~@$@o&ele4js@, ; 1: , I<. i (, ; ; ’ . . . . * F ‘, ; , : , :.. ;. . i,, ‘, - ,J. -:3,,, i i i ‘. c L. _:.. : i ._i i. Total Cost: $3,000.00 : .z ., i ‘,._ :. -.., , ~j i I .‘-‘.. ( . / ;,:a,. : j : .; ?(.. ;./ : : i,..: * : t ! I... i . . . . / ;. :” i : ._ $32,650.00 Oetional service Additional on-site Training, (per day), plus expenses Additional Consulting Work, local and remote, (per day), plus expenses Data Conversion, (per day) plus expenses Note: All travel and expenses are charges at actual cost. $ 800.00 tf $ 800.00 J % 800.00 d , k;2$Q,OO ,^. . .__, . . ,/ September 13,1998 Sussex Business Systems Brief Company Overview Sussex Business Systems is located in Shingle Springs, California. Founded in 1994 to provide quality software products and consulting services to Cities, Counties, Municipal, and Private Sector Entities. Sussex Business Systems Mission Statement is “To Provide Professional Software Products and Consulting Services that Meet or Exceed the Customers Expectations’. Collectively, the three owners of Sussex Business Systems have many years of experience working with clients in the municipal and private sector, providing customized and packaged software and hardware solutions, consulting services, specialized equipment and long range business planning. The owners of Sussex Business Systems believe the time is right to enter this particular market segment, due to the following reasons; (1) Our software and consulting services are supported by many years of working in the industry and gaining the trust and confidence of our clients; (2) Sussex Business Systems listens to our clients to ensure our sofiiva~e and consulting services meet or exceed their expectations; (3) Sussex Business Systems believes in detailed beta testing of sofmare applications prior to release to the client, to insure system functionality and data integrity. (4) De-regulation of the many utilities is creating a more competitive atmosphere within the industry requiring stricter control to meet a profitable bottom line. Sussex Business Systems can provide the products and services to help you manage your workload, facilitate accurate inventory control, and help manage your workforce; (5) Sussex Business Systems is creating new alliances with companies offering compatible interface solutions and services, to offer our clients more options to meet their changing work management needs. Companv Owners Historv Charles Kostal was Product Manager/National Accounts Manager for a work management software firm for several years serving clients throughout the United States and Canada. Mr. Kostal was responsible for marketing the software products and services to Cities, Counties, and selected Utility markets. His duties included proposal creation, product demonstrations, account management, and trade show representation. For many years, Mr. Kostal was Western National Sales Manager for a notable manufacturer of municipal/utility maintenance and inspection equipment. Mr. Kostal’s duties included management of the domestic sales force and new product development. Chris Sail1 spent several years with Systemhouse in Canada and the United States. Systemhouse is one of the largest firms offering system integration services to state and local government. While at Systemhouse in Canada, Mr. Sail1 worked for the several provincial governments, and Edmonton Telephones as a consultant, working on long range system plans and selecting hardware and software solutions. For many years as General Manager for a work management software firm, Mr. Sail1 was responsible for overseeing projects, from inception through final user acceptance. Tasks included; proposal creation; project direction, system review and client management. Mr. Sail1 has also worked as a consultant for a notable Geographic Systems Integrator in Denver, CO. Bob Summers was a Project Manager at a work management software firm for many years and managed the installation of both large and small maintenance management systems. These systems were installed on a variety of Novell networked PCs, Client/server systems (Sun, IBM, and DEC) and on DEC VAX Ethernet systems. Some of the installed systems required customized software applications, including specialty software interfaces and field data collection applications. Mr. Summers worked for a large telecommunications company and managed the installation of fault management systems for notable telecommunications companies such as Ameritech Cellular, American Communications Services and Pacific Bell. These systems were developed using fourth generation programming tools and state-of-the-art databases. - .-4 WORK MANAGEMENT SYSTEM Features Include: Special System Features SWMS is Year 2000 compliant Data Column Features Work Order Features Attribute Inventory Features Field Inspection Features Spare Parts Features Hide menu items (top bar and drop down item) based on security ID Create user defined data fields with associated edit criteria First (master) column on each data screen is user selectable Comments columns contain spell-checking ability Most date fields contain selectable pop-up calendar Drop down selection tables used for data selection and continuity Ability to size columns horizontally and vertically Select order of column to display on screen Ability to change column name Ability to hide columns as required on screen display *All saved under User ID for Individual User Screen Display* Create activity templates to help expedite work order creation Ability to use a ‘seasonal hold’ dates on individual work orders Activities can be closed without having to close work order Add new activities when work order is open or re-opened Ability to print work order with appropriate inventory information Create work order schedules for re-occurring work order events Work order cost updated and displayed as activities occur Create your own inventory types when required Select only the data fields required for each inventory type Attach graphics to inventory records Select inventories by node, line, component, date or address Create your own inspection types when required Select only the data fields required for each inspection type Ability to toggle between work orders in creation or update mode Attach graphics to inspection records Select inspections by node, line, component or date Ability to be updated and issued through work order module Static or rolling stock locations available Total stock availability whenever needed by location Customer Service Features View caller and associated problems on one screen display Ability to toggle between work orders in creation or update mode Integrated Report Writer Features Use the wizard to walk you through the creation of management and operational reports The SUSSEX WORK MANAGEMENT SYSTEM is a feature rich application tool that allows you to build a customized work management solution to meet your management and operational needs. Sussex Business Systems, Inc. 705 E. Bidwell St., #2-240, Folsom. CA 95630 Phone (916) 983-9518 FAX: (916) 992-1445 Email: sussex@softcom.net Sussex Business Systems NEWS UPDATE Announcing the Opening of our New Office Complex in ( the Gold Country of Northern California Isl ussex Business Systems is pleased to announce the opening of our new office complex located in Shingle Springs, California (approximately 20 minutes east o Sacramento). Our new address is 4 15 1 South Shingle Road #3, Shingle Springs California 95682. 1 The building is located just off Highway 50 at the Shingle Springs exit. Our new office complex sits on approximately seven fenced acres and we currently occupy over 3,000- sq. ft. of office space with plenty of room for future expansion. Our new location will allow us to better serve our customers and accommodate our planned business expansion. Our growth In 1998 was quite favorable and the business climate for 1999 should allow us to continue to expand our customer base and make good use of our new facilities. ‘;!q This move shows our commitment to both our ” ,. ,_ ;; _., ““r !j4 &sting and future clients. Sussex is ,, ^ ,‘.t=j ,$$ committed to providing the best software “” “” applications and consulting services to the municipal and utility industry. Please feel free to visit us whenever you are in the vicinity - remember we are only a stone’s throw from Lake Tahoe. For more information on Sussex application software products and professional services please contact Sussex Business Systems at (530) 672-3880, or e-mail: Sussex@softcom.net Sussex Business Systems NEWS UPDATE Calaveras County Water District installs the Sussex Work Management System (SWMS) 1 ussex Business Systems is pleased to announce that Calaveras County Water District of California has installed the Susse: Work Management System (SWMS) for their water and sewer departments. Calaveras County Water District has operated since 1947 as a county water district for the purpose of providing water and sewe services to the residents of Calaveras County. The District includes all of Calaveras County in the central Sierra Nevada foothills, whicl was historically part of the Gold County, in the northeastern region of California. The district boundaries encompass approximatek 640,000 acres of land. The western portion of the Couhty was once dominated by cattle ranching but has undergone a shift to residentia development. With elevations starting at 200 feet, the western portion of the County is also the site of numerous water and hydroelectric projects. The population of the County as of The District currently provides water services residential/commercial customers in four to approximately 2,900 customers in six Calaveras County Water District has selected January 1997 was approximately 36,500. to approximately 8,300 municipal am improvement districts and sanitary sewer service improvement districts. Sussex Business Systems to provide the following software modules: security, inventory, inspections, parts, work orders, customer service: and the integrated report generator. SBS is also providing consulting services including: training, network hardware recommendation: and data conversion. Calaveras is using the Sussex Work Management system to meet both their water and sewer work managemen requirements. Also, Sussex is expected to be retained to create interface software between the Sussex Work Management System and thl proposed billing system and GIS system to be used by the County. Sussex Business Systems (SBS) is a Northern California based company whose owners have more than twenty five years of maintenance management experience working with Cities, Counties, Municipalities and private Utilities. All Sussex products are supported by i range of professional services including consulting services, application training, data conversion, project management, custon programming, system interface creation, requirement documents, and system application maintenance support. For more information on products and services please contact Sussex Business Systems at (530) 672-3880 or e-mail: Sussex@softcom.net 4151 South Shingle Road, Suite #3 Shingle Springs, CA 95682 July 30, 1999 Sussex Business Systems, Inc. Bobby W. Summers, CEO 4151 South Shingle Road, #3 Shingle Springs, CA 95682 I AGREEMENT FOR WORK ORDER MANAGEMENT SYSTEM I Enclosed for your reference are copies of Carlsbad City Council Agenda Bill No. 15,327 and Resolution No. 99-268 Resolution No. 1060. These documents went before the Carlsbad City Council and the Carlsbad Municipal Water Board on July 27, 1999, where the enclosed Resolutions were adopted, approving the agreement referenced above. Also enclosed is a copy of the fully executed agreement. If you have questions concerning the agreement, please call Kerry Jezisek, Information Systems Department, at (760) 434-2884. &ID !ci, Kathleen D. IT h&p Sr. Office Specialist 1200 Carlsbad Village Drive * Carlsbad, CA 92008-1989 l (760) 434-2808 49