HomeMy WebLinkAbout2004-08-17; City Council; 17761; Finance Cashiering System and Hardwaren
TITLE:
APPROVAL OF CONTRACT FOR THE PURCHASE OF
FINANCE CASHIERING SYSTEM, HARDWARE AND
IMPLEMENTATION SERVICES
AB# 17,761
MTG. 8/17/04
DEPT. FIN
DEPT.HD.’ [w
CITY ATTY.W
CITY MGRa
CITY OF CARLSBAD -AGENDA BILL -
RECOMMENDED ACTION:
Adopt Resolution No. 2004-276 approving the contract for $145,620.25 for the
purchase of Core Business Technologies One-Step Payment Processing System,
peripheral hardware devices, related training, and professional services for implementation
and interfaces.
ITEM EXPLANATION:
The City’s current financial system software, IFAS, was implemented in 1997. During the
implementation, the Finance Department determined that the IFAS cashiering module did
not have the functionality to accommodate the cash collection and receipting needs of the
various departments that accept payments throughout the City. More importantly, it did not
meet the Finance Department’s needs for tracking, recording and reconciling revenues.
Since then, many departments have implemented their own specific systems that
correspond directly to their business needs, e.g., Harris Utility Billing, Accela PERMITS
Plus, and Progressive Business License. Other areas without a specific software system,
such as the Police Department, have continued with a mostly manual process. As a result,
the daily reconciliation process in the Finance Department to balance daily revenues and
enter them into the financial system is time-consuming and cumbersome.
The cashiers at the Faraday Center collect a variety of payments, from utility bills to
transient occupancy tax (TOT) to business license renewals. However, due to the disparate
systems that generate these bills, the daily cash receipts processes are extremely manual,
requiring customers to wait longer than should be necessary to make payments and receive
hand-written receipts from the cashiers. Manual processing occurs because there is not a
central system that integrates the various cash collecting software systems that are specific
to departments within the City. For example, Accela’s PERMITS Plus software is used by
Community Development to process various permits for the public. Accela is used to
generate the permits requested by customers. The customer then walks to the cashier
station to make the payment. The cashier accepts the payment, enters it into Accela and
again into the cash register. This information is then re-entered once more into the City’s
financial accounting software to credit the correct general ledger account number. A similar
situation exists with the utility billing software, the recreation class registration software, and
the business license software. This duplicate data entry is not only time-consuming, but
also increases the chances of human error.
The solution is to implement a citywide cashiering solution, one that would make it possible
for citizens to make payments for almost any outstanding receivable at virtually any City
location with a cash drawer and accompanying software. Also, more citizens are requesting
that the City take online payments for receivables ranging from utility bills to library fines to
basic permits. The cashiering system selected by the City needs to be able to grow with the
City in the future as it moves toward more flexible methods of collecting payments.
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PAGE 2 OF AGENDA BILL NO. 17*761
Site
Faraday
As an initial part of finding a solution to the cashiering issues, a consultant was hired to
perform a business process redesign project to evaluate the current cashiering processes
and recommend improvements. The need for better financial controls and the current
inability for staff to perform automated transactions in a consolidated , shared database led
to the need for a software system solution. The Finance Department then issued a Request
for Proposal (RFP) for vendors to propose solutions to the City’s cashiering issues. A team
of representatives from various departments throughout the city that are currently involved
in collecting and receipting cash participated in the RFP review process. There were six
responsive proposals submitted by vendors. After extensive due diligence in the form of
proposal evaluations, on-site demonstrations, reference calls, and site visits, staff
recommends the purchase of Core Business Technologies One-Step Payment Processing
System (Core) and corresponding peripheral hardware. Copies of the RFP and Core’s
response to it can be found on file in the City Clerks office.
Workstations Type of Revenue Collected
2 at front counter All payments except Recreation and
The new cashiering system will allow a cashier at the Faraday Center to look up a
customer’s outstanding receivable for utility billing, permits, business license or
miscellaneous cash receipts via a software interface to the subsystem software (Harris,
Accela, Progressive, IFAS, etc.). The cashier can then collect the amount due, produce a
detailed, printed receipt, and record the payment, once, in Core. Core will then update the
subsystem via the software interface to show that the customer has paid his utility bill,
permit, business license or TOT. These interfaces will be developed in conjunction with
each of the software’s vendors. The use of interfaces to automatically update the various
systems with payment information will eliminate the current need to perform duplicate data
entry, handwrite receipts and reconcile numerous systems.
Police
Department
Senior Center
Core’s One-Step Processing System is flexible enough to be implemented in a variety of
ways, which can include a “one-stop shop” cashiering function or an individualized setup for
each site. The sites that will initially have a Core workstation for collecting payments will be:
I at reception desk
I at reception desk
Police-related fines and fees
Senior programs, donations,
classes, etc.
I Center- I I Librahfees
Currently, there is one cash register and processing station at the Faraday Center, with
receipts written by hand. The Police Department has a cash register but no accompanying
software. Receipts are also hand-written and all revenue is recorded manually at the end of
the day on a sheet of paper that is sent to Finance weekly. The Senior Center doesn’t have
a cash register, but uses a safe to hold cash and checks. There is no software either,
therefore all receipts are hand-written and revenue is recorded manually. The Senior Center
and the Police Department will enhance customer service by being able to accept credit
cards with the new system, which they cannot do now. Core will allow the collection of all
revenue at these sites to be posted in a standard, automated fashion to the financial
system, and produce a deposit report that can be included with the site’s daily deposit and
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PAGE 3 OF AGENDA BILL NO.
viewed remotely by the Finance Manager at Faraday, thus greatly improving internal
controls over the cash handling function.
17,761
The system will resolve the current issues of inconsistent cash receipting and processing by
providing a structure to the procedures via a user-friendly software solution. The system
also allows for growth in many areas, such as customer online payment transactions and
the ability to add cashiering stations at virtually any city location with a minimal degree of
effort.
This project has been reviewed and approved by the City’s Information Technology
Governance Committee (ITGC). The ITGC was established by the City in 2000 to evaluate
and prioritize proposed technology acquisitions to ensure they meet the City’s business
needs and technology standards. The cashiering system project was presented to the ITGC
and approved in March 2004.
FISCAL IMPACT:
The cost of the application software is $65,047.87, which includes the first year’s software
license fee. The cost of the hardware is $7,902.39, which includes cash drawers and bar
code readers. The cost of the system implementation is $72,700, which includes eight (8)
third party host system interfaces that will be paid as they are delivered and accepted by the
City. The total fee payable for the Services to be performed during the initial Agreement
term will not exceed $145,650.25. Sufficient funds have been appropriated in the Finance
Department 2004-05 budget for the system purchase and implementation. The ongoing
cost of the system maintenance of $7,900 will be paid out of the project budget for the first
year and then budgeted as part of the Information Technology budget for subsequent years.
Based on the cosvbenefit analysis, after implementation, there will be an annual net time
savings to the City valued at $40,000 per year. The time savings are mainly from the
elimination of duplicate data entry, electronic processing, and manual receipt writing.
EXHIBITS:
1. Resolution No. 2004-276 approving the purchase of Core Business Technologies One-
Step Payment Processing Software, hardware peripherals and related implementation
services and authorizing the Mayor to execute the related contract.
2. Professional Services Agreement for Cashiering System Services with Core Business
Technologies:
-Exhibits A-D of the Professional Services Agreement are attached
-Exhibits E and F are on file with the City Clerk
DEPARTMENT CONTACT: Lisa Hildabrand, (760) 602-2430, email: Ihild@ci.carlsbad.ca.us
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Exhibit 1
RESOLUTION NO. *OO4-276
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, APPROVING THE
CONTRACT FOR THE PURCHASE OF CORE BUSINESS
SOFTWARE, HARDWARE PERIPHERALS AND
RELATED IMPLEMENTATION SERVICES
TECHNOLOGIES ONE-STEP PAYMENT PROCESSING
WHEREAS, the City’s current financial system (IFAS) does not have a
cashiering system that can accommodate the internal controls and procedures
needed by the City, or grow with the City to provide customers with flexible
payment options; and
WHEREAS, a team of representatives from departments that are currently
handling cash collection in the City, along with a representative from Information
Technology, have selected Core Business Technologies to provide the new
cashiering system software and hardware;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the Mayor is authorized to sign the contract with Core Business
Technologies.
3. That the purchase of the One-Step Payment Processing system,
associated peripheral hardware and implementation services in the
amount of $145,650.25 is authorized to be funded from the Finance
Department budget.
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Exhibit 1
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City
il of the City of Carlsbad on the 17th day of Ausust
, 2004, by the following vote:
C un
AYES: Council Members Lewis I Finilla I Hall and Packard.
NOES: None
ATTEST:
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&%M
E M. WOOD, City Clerk
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Exhibit 2
PROFESSIONAL SERVICES
AGREEMENT FOR CASHIERING SYSTEM SERVICES
WITH CORE BUSINESS TECHNOLOGIES
is made and entered into as of the day of
2@, by and between the CITY OF CARLSBAD, a municipal
Core Business Technologies, a corporation ("Contractor").
RECITALS
A. City requires the professional services of a contractor that is experienced
B. Contractor has the necessary experience in providing professional
C. Selection of Contractor is expected to achieve the desired results in an
D. Contractor has submitted a proposal to City and has affirmed its
in the provision of cashiering system software and related services.
services and advice related to cashiering systems.
expedited fashion.
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, the
Statement of Work (the "Services") that are defined in attached Exhibit "A, which is
incorporated by this reference in accordance with this Agreement's terms and
conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable
professional care and skill customarily exercised by reputable members of Contractor's
profession practicing in the Metropolitan Southern California Area, and will use
reasonable diligence and best judgment while exercising its professional skill and
expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date
first above written. The City Manager may amend the Agreement to extend it for one
additional one-year period. Extensions will be based upon a satisfactory review of
Contractor's performance, City needs, and appropriation of funds by the City Council.
The parties will prepare a written amendment indicating the cost, effective date and
length of the extended Agreement.
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Once the Professional Services required by this Professional Services
Agreement are completed and accepted by the City, the software license and
maintenance agreement attached as Exhibit “D” will not terminate or expire except as
specifically provided for in that Agreement.
4. PROJECTSCHEDULE
It is anticipated that the Contractor will complete the work required by this
Agreement in accordance with the Project Schedule, contained in Exhibit “C”. However,
the City may approve scheduling, equipment and similar administrative changes,
provided these changes do not increase the compensation or term, or affect the
substantive provisions of this Agreement.
5. CONTRACTOR’S OBLIGATION
Except as specified in this Agreement, Contractor shall furnish all technical and
professional services, including labor, material, equipment, transportation, supervision
and expertise (collectively referred to as “Services”) to satisfactorily complete the work
required by City. Services to be provided to City are more fully described in Exhibit A
entitled “Statement of Work and will be further defined in the “Final Project
Specification.” All of the exhibits referenced in this Agreement are attached and are
incorporated by this reference. Maintenance and support obligations are incorporated
into the “Software License and Maintenance Agreement.”
6. CITY OBLIGATIONS
6.1 The City will fulfill its obligations as described in Exhibit A, entitled “Statement of
Work’ and within the Final Project Specification Document to be developed by the
Contractor in cooperation with the City project team.
6.2 Provide a Project Coordinator as the prime point of contact for the Contractor.
6.3 Project Coordination and acceptance criteria will be in accordance with the
schedules, definitions and functional descriptions contained within the Final Project
Specification to be developed by the Contractor in cooperation with the City project
team. The Final Project Specification Document will be effective upon written
acceptance by the City Project Coordinator and Contractor Project Manager.
6.4
coordination, and approval of a Project Coordinator based on the schedules, definitions
and functional descriptions of the Final Project Specifications. Request for approval of
deliveries will be provided in writing by the Contractor’s Project Manager. Approval or
rejection notification will be provided in writing by the Project Coordinator within ten (1 0)
business days. If there is a rejection, the City agrees to provide specific documentation
that will allow Contractor to cure the delivery based on the opportunities provided within
All work performed under this Agreement will be subject to the review,
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this agreement. Upon curing the delivery, Contractor will send a second request for
approval in writing, and the City will have 10 business days to provide written approval
or rejection notification. The City’s failure to respond will imply approval of the subject
deliverable.
6.5
with the Final Project Specification.
All the work performed under this Agreement will be completed in accordance
6.6 If the work performed by Contractor does not conform to the Final Project
Specification as determined by and documented by the Project Coordinator, City, at its
option, may request Contractor to re-perform the work at no additional charge to City or
may request a deduction from the contract price as mutually agreed upon between
Contractor and City.
7. SYSTEM ACCEPTANCE
7.1 Preliminary Test of Software, Hardware and Interfaces
After Contractor‘s completion of the delivery and installation of the hardware and
software components, the City will have thirty (30) days to identify system, hardware
and interface defects. The purpose of the preliminary test is to test the software’s
functionality and performance to determine whether the software meets the
requirements established in the City’s RFP (Exhibit “E”) and identified in the Final
Project Specification Document.
During the preliminary test period, the City will provide the Contractor with written
notice of any system, hardware andlor interface defects. Upon receiving notice, the
Contractor will: 1) act diligently and make best efforts to correct the identified defect(s)
within ten (IO) days, and (2) immediately upon completing the correction, provide the
City with written documentation that the identified defect has been corrected. While the
identified defect is being corrected, the City, at its election, may continue to test and use
the system.
Upor: the City’s receipt of the documentation of correction, the preliminary testing
period will resume. The testing, correction, and retesting process will continue until all
identified defects are corrected. In the event the City determines the number or extent of
the defects to be significant, the City may initiate additional tests the City deems
necessary in order to fully determine the extent of the problems and whether the
curative action by the Contractor has resulted in a successful repair. If, during the
course of correcting the defects, the Contractor determines it must provide on-site
support to correct the defects, it will be at no additional cost to the City. If it is
determined that the defect was caused by the City, the City will reimburse the
Contractor for all additional costs, including travel expenses.
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7.2 Acceptance
Entering into a production environment, which means that the system is being
used to process transactions and provide receipts to the public or 60 days after
preliminary testing, to include all of the services included in the Statement of Work,
Exhibit A, assuming all defects are cured, whichever comes first, will constitute
acceptance of the project.
7.3 Termination of Agreement
In addition to termination under Section 22 of this Agreement, the City may
terminate this Agreement by serving Contractor written notice to that effect, if after the
initial or any subsequent acceptance tests, Contractor does not correct the defects
pertaining to the Contractor’s response to the requirements in the City’s RFP, and the
Final Project Specification which Contractor has been informed in writing about and has
had reasonable time to cure. If such termination occurs, Contractor, at its sole liability,
shall refund all payments received under this agreement within thirty (30) days after the
City has relinquished the licensed rights granted in the Software License and
Maintenance Agreement (Exhibit “D”) by returning the software, hardware and
documentation.
8. COMPENSATION
8.1 Fees
The cost of the application software is $65,047.87, which includes the first year’s
software license fee. The cost of the hardware is $7,902.39, which will be paid in full
upon delivery of the hardware to the City. The cost of the system implementation is
$72,700, which includes eight (8) third party host system interfaces that will be paid as
they are delivered and accepted by the City. The total fee payable for the Services to be
performed during the initial Agreement term will not exceed one hundred forty-five
thousand, six hundred fifty dollars and 25 cents ($145,650.25). No other compensation
for the Services will be allowed except for items covered by subsequent amendments to
this Agreement.
Incremental payments will be made as outlined in the Payment Schedule,
Section 9.0 of the Statement of Work (Exhibit “A).
8.2 Cancellation of Components and Interfaces
The City may cancel the purchase of any components or interfaces for any
reason prior to its delivery and/or development by providing written notice to Contractor.
In the event of cancellation, fees specified in Section 6.1 above and in Section 8.0 will
be adjusted to give the City credit for the price of the component or interface, including
any related products and services. The Contractor will be compensated for any work
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done on cancelled interfaces should work have been started prior to cancellation by the
City as well as compensated for an incurred shipping charges for cancelled components
should orders have been placed prior to cancellation by the City.
9. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
10. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written
approval of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to 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 Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
11. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the
Services.
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12. INDEMNIFICATION
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 in whole or in part by any willful misconduct or negligent act or omission
of the Contractor, anyone directly employed by Contractor for whose acts Contractor is
found liable.
In no event shall Contractor be liable to the City for loss of profit, indirect, special,
or consequential damages arising out of any breach of this Agreement or of obligations
under this Agreement or the license granted or for any claim made against the City by
any other party. Contractor shall not be liable for any damages caused by delay in
delivery, installation or furnishing of the software or other program products or services
under this Agreement.
The parties expressly agree that any payment, attorney’s fee, costs or expense
City incurs or makes to or on behalf of an injured employee as a result of any willful
misconduct or negligent act by Contractor or employee of Contractor under the City’s
self-administered workers’ compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
Contractor agrees to defend City and hereby indemnifies and holds City
harmless from and against any and all claims, demands, actions, causes of action,
suits, liabilities, costs and expenses (including reasonable attorney’s fees) incurred or
suffered by City arising out of or related to allegations that the software provided
pursuant to this Agreement infringes any patent, copyright, trade secret, trademark or
other proprietary right of any third party. City shall provide Contractor with prompt notice
of any such claim and Contractor shall have the right to direct the defense and
settlement of such claim. In the event that the use of the software is enjoined, or
becomes, or, in Contractor’s opinion, is likely to become, the subject of a claim of
infringement, Contractor shall, at its own option and its own expense, either (i) obtain for
the City the right to continue using the software or (ii) replace it with a non-infringing
product.
Contractor agrees to indemnify, defend and hold the City and its officers, agents,
employees harmless from and against any and all claims, losses, damages, obligations,
liabilities and expenses (including attorney fees) arising from the City’s refusal to
produce Core’s confidential information pursuant to a request to review public city
records, after receiving a request for the item and after being instructed by Contractor
not to produce it.
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13. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement 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 services by
Contractor or Contractor's agents, representatives, employees or subcontractors. The
insurance will 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-:VI'.
13.1 Coveralqes and Limits.
Contractor will maintain the types of coverages and minimum limits indicated
below, unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
13.1 .I Commercial General Liability Insurance. $1,000,000 combined single-
limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
13.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
13.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation
limits as required by the California Labor Code and Employer's Liability limits of
$1,000,000 per accident for bodily injury.
13.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
13.2. Additional Provisions.
Contractor will ensure that the policies of insurance required under this
Agreement contain, or are endorsed to contain, the following provisions:
13.2.1 The City will be named as an additional insured on General Liability.
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13.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
13.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to
City sent by certified mail pursuant to the Notice provisions of this Agreement.
13.3 Providing Certificates of Insurance and Endorsements.
Prior to City's execution of this Agreement, Contractor will furnish certificates of
insurance and endorsements to City.
13.4 Failure to Maintain Coveraqe
If Contractor fails to maintain any of these insurance coverages, then City will
have the option to declare Contractor in breach, or may purchase replacement
insurance or pay the premiums that are due on existing policies in order to maintain the
required coverage. Contractor is responsible for any payments made by City to obtain
or maintain insurance and City may collect these payments from Contractor or deduct
the amount paid from any sums due Contractor under this Agreement.
13.5 Submission of Insurance Policies.
City reserves the right to require, at anytime, complete and certified copies of any
or all required insurance policies and endorsements.
14. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the
term of the Agreement, as may be amended from time-to-time.
15. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs
incurred under this Agreement. All records will be clearly identifiable. Contractor will
allow a representative of City during normal business hours to examine, audit, and
make transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement. The City is responsible for any transportation,
lodging, meals and other related costs for City personnel who travel to the Contractor's
site to examine the aforementioned accounting records.
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16. OWNERSHIP OF DOCUMENTS
Contractor, or its supplier, shall retain title and all rights to all programs,
documentation, and promotional material related to the software, except city
documentation and training materials. No buyer may market, lease, sell, transfer,
assign, or grant any interest in the license or programs to any third party.
In the event this Agreement is terminated, all work product produced by
Contractor or its agents, employees and subcontractors pursuant to this Agreement will
remain the property of the Contractor.
17. NOTICES
The name of the persons who are authorized to give written notices or to receive
written notice on behalf of City and on behalf of Contractor under this Agreement.
For Citv: For Contractor:
Name Lisa Hildabrand Name 34 SduGef
Title Finance Director Title ?)(&Ad L.4 ~dflaqt?/
Department Finance Address ,Ad&?(/ /& UI&LLec
City of Carlsbad
Address 1635 Faradav Avenue
Carlsbad CA 92008
Phone No. 40/- d3/ *@?@ ,X/ s/r3
Phone No. /760) 602-2430
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
18. CONFLICT OF INTEREST
City will evaluate Contractor’s duties pursuant to this Agreement to determine
whether disclosure under the Political Reform Act and City’s Conflict of Interest Code is
required of Contractor or any of Contractor’s employees, agents, or subcontractors.
Should it be determined that disclosure is required, Contractor or Contractor’s affected
employees, agents, or subcontractors will complete and file with the City Clerk those
schedules specified by City and contained in the Statement of Economic Interests Form
700.
Contractor, for Contractor and on behalf of Contractor’s agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
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have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
19. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances
and regulations which in any manner affect those employed by Contractor, or in any
way affect the performance of the Services by Contractor. Contractor will at all times
observe and comply with these laws, ordinances, and regulations and will be
responsible for the compliance of Contractor's services with all applicable laws,
ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and
Control Act of 1986 and will comply with those requirements, including, but not limited
to, verifying the eligibility for employment of all agents, employees, subcontractors and
consultants that the services required by this Agreement.
20. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and
regulations prohibiting discrimination and harassment.
21. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (IO) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem.
22. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the
Services, City may terminate this Agreement for nonperformance by notifying
Contractor by certified mail of the termination. If City decides to abandon or indefinitely
postpone the work or services contemplated by this Agreement, City may terminate this
Agreement upon written notice to Contractor. Upon notification of termination,
10
Contractor has five (5) business days to deliver any documents owned by City and all
work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the
percentage of work that Contractor has performed which is usable and of worth to City
in having the Agreement completed. Based upon that finding City will determine the final
payment of the Agreement.
Either party upon tendering thirty (30) days' written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
23. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company
or person, other than a bona fide employee working for Contractor, to solicit or secure
this Agreement, and that Contractor has not paid or agreed to pay any company or
person, other than a bona fide employee, any fee, commission, percentage, brokerage
fee, gift, or any other consideration contingent upon, or resulting from, the award or
making of this Agreement. For breach or violation of this warranty, City will have the
right to annul this Agreement without liability, or, in its discretion, to deduct from the
Agreement price or consideration, or othetwise recover, the full amount of the fee,
commission, percentage, brokerage fees, gift, or contingent fee.
24. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim
submitted to City must be asserted as part of the Agreement process as set forth in this
Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et sea., the False Claims Act applies to
this Agreement and, 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 City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
11
25. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
26. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon
City and Contractor and their respective successors. Neither this Agreement or any part
of it nor any monies due or to become due under it may be assigned by Contractor
without the prior consent of City, which shall not be unreasonably withheld.
27. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or
contemplated by it, along with the purchase order for this Agreement and its provisions,
embody the entire Agreement and understanding between the parties relating to the
subject matter of it. In case of conflict, the terms of the Agreement supersede the
purchase order. Neither this Agreement nor any of its provisions may be amended,
modified, waived or discharged except in a writing signed by both parties.
12
28. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR
*By:
ATTEST: (print name/title)
(e-mail address)
(sign here)
(print namehitle)
Y~o/Q Qore LL *+
**By:
c
(e-mail address)
If required by City, proper notarial acknowledgment of execution by contractor
must be attached. If a Corporation, Agreement must be signed by one corporate
officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-president
*+Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer@) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:
13
EXHIBIT “A”
STATEMENT OF WORK
This Statement of Work (“SOW’) is made and entered into between CORE
Business Technologies (“CORE”) and The City of Carlsbad, CA (hereinafter “The
City”) as of the date last written below (“Effective Date”).
This SOW is governed by, incorporated into, and made part of the Contract
between CORE and The City dated B-/B-dy. This SOW defines the tasks
and deliverables of both CORE and The City, under the terms of the Contract.
The terms of this SOW are limited to the scope of this SOW and shall not be
applicable to any other SOWS, which may be executed and attached to the
Ag reement .
In the event of any conflict between other provisions of the Contract and one or
more provisions of this Statement of Work, the provisions of this Statement of
Work shall govern.
This SOW consists of this signature page and the following sections that are
incorporated in this SOW by this reference:
1.
2. Tasks and Deliverables
3. Project Management
Introduction - Description of the Work
IN WITNESS WHEREOF, the duly authorized representatives of the parties
hereto have caused this SOW to be duly executed.
The City ofCarlsbad
National Sales Manager
CORE Business Technologies
Information Systems Division
14
1 .o INTRODUCTION - DESCRIPTION OF THE WORK
CORE will provide The City with the professional services listed within the
System Implementation Section of the Proposal (Exhibit “F”) for the purpose of
configuration and installation of the One-Step Payment Processing System, its
Transaction Based Processing Module, Check Imaging Storage and Retrieval
Module, Interfaces to various host systems [listed by type and whether it‘s real
time or batch integration]. On-Site installation and training will be provided for
the number of days indicated. Additional on-site training and installation support
is available at the listed daily rate.
2.0
2.1
2.1 .I
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
TASKS AND DELIVERABLES - OVERVIEW
CORE will:
Conduct a project design meeting at a location determined by the City for
the purpose of reviewing existing functionality, determining business
rules, determining modifications, if any, to the existing CORE interface
with IFAS Financials and review the interfacing of payments to
Progressive Business License System, Accela Permits System, Harris
Utility Billing System, and Class Recreation System.
As a result of the project design meeting an Initial Project Specification
will be prepared and delivered to the City within (5) business days from
the conclusion of the on-site design meeting.
As a result of the feedback to the Initial Project Specification a Final
Project Specification will be prepared for the formal acceptance of the
Parties. Once accepted the Final Project Specification will be
incorporated herein as the controlling functional document for all system
acceptance testing by the City.
Configure, customize, test, install and train the One-Step Payment
Processing system, its components, modules and enhancements, in
accordance with the project schedule contained within the Final Project
Specification.
Provide corrections for all deficiencies determined during system
acceptance testing to conformity with the Final Project Specification within
(5) business days of notification of said deficiency by the City to CORE in
an agreed to form. This is not intended to imply that all corrections will
take (5) business days to correct.
Provide administrative and User documentation customized to the Final
Project Specification.
15
2.2 The City will:
2.2.1 Provide facilities and appropriate personnel for the on-site design meeting.
2.2.2 Provide written response to the Initial Project Specification and all
subsequent versions within (5) business days from receipt.
2.2.3 Provide written acceptance of the Final Project Specification.
2.2.4 Allow Core to have remote access to host system test database instance.
CORE will conform to the security protocol of the City.
2.2.5 Provide access to the appropriate personnel as required by CORE during
configuration, development, installation and training.
2.2.6 Provide all computing hardware.
2.2.7 Schedule and conduct system acceptance testing as defined in the Final
Project Specification.
2.2.8 Report all deficiencies as determined during system testing and provide a
minimum of (5) business days for correction by CORE. This is not
intended to imply that all corrections will take (5) business days to correct.
3.0
3.1
4.0
5.0
PROJECT MANAGEMENT
Each party agrees to appoint a principal point of contact, identified in the
Project Specification as "Project Managers", to whom all communications
between the parties with respect to development of the Products shall be
directed.
PROJECT SCHEDULE
4.1 Award Contract
4.2
4.3
4.4
4.5
4.6
4.7
4.8 Final Testing at Carlsbad
4.9 Go Live
Pre-Installation and Design Meeting at City
Delivery of Initial Project Spec
Revision and Approval of System Specifications
System Development and Setup at Core
Quality Assurance Testing at CORE
Final System Installation and Training at Carlsbad
A preliminary project plan is attached as Exhibit C. Tasks and dates will be
addedkhanged as necessary during the implementation to facilitate the
project.
KEY DELIVERABLES
5.1 On-Site Design Meeting
5.2
5.3
5.4 Environment Build at City
5.5 Training at City
Delivery of the Initial Project Specification
Delivery of the Final Project Specification
16
6.0 HARDWARE
Core will provide the City with the hardware as specified in the Peripherals
Section of the Pricing Schedule, Exhibit “B”.
7.0 SOFTWARE
Core will provide the City with the software as specified in the Application
Software Section of the Pricing Schedule, Exhibit “B”, and assures that the
software will perform as specified in Core’s Proposal (Exhibit “F”) in response to
requirements established by the City’s RFP (Exhibit “E”).
8.0 INTERFACES
8.1 Core’s responsibilities include, but are not limited, to:
8.1 .I Design, develop, transfer, tailor and test all software required for
the following interfaces resulting in their operating in accordance with the
specifications as defined during the Pre-Installation and Design Meeting:
8.1 .I .I Harris Utility Billing System - Real Time Inquiry and Update
8.1 .I .2 Utility Billing Bank Payments - Batch Update
8.1 .I .3 Utility Billing Panini Payments - Batch Update
8.1 .I .4 Utility Billing PAP Payments - Batch Update
8.1 .I .5 Accela Permits System - Real Time Inquiry and Update
8.1 .I .6 Class Recreation System - Batch Inquiry and Update
8.1 .I .7 Progressive Business License - Batch Inquiry and Update
8.1 .I .8 Sungard Bi-Tech’s IFAS Financials - Batch Inquiry and
Update
8.1.2 Provide information and record layouts as necessary to third-party
vendors for their portion of the interfaces.
8.2 City’s responsibilities include, but are not limited, to:
8.2.1 Using its best efforts, provide, on request, currently existing
information, record layouts and documents necessary to establish interfaces with
local systems.
8.2.2 Notify all third-party vendors that Core is the City’s selected vendor
and request their assistance and cooperation when Core contacts them.
8.2.3 Assist Core when required in obtaining information from third-party
vendors where Core’s repeated efforts have been unsuccessful in obtaining the
requested information. If, after Core exhausts efforts to obtain the necessary
17
information, the City is also unable to obtain the information, the parties will meet
to discuss how best to proceed.
Design Meeting
Solution Library File
Trainingllnstallation
8.2.4 Provide City staff resources as reasonably required by Core to
assist in the testing of the interfaces installed.
Daily rate per day plus expenses
Not to exceed $25,000
Daily rate per day plus expenses
9.0 PAYMENT SCHEDULE
Real Time Interfaces
Batch Interfaces
Acceptance of System
Based on the Project Schedule defined in Section 4.0 of this SOW, and the
deliverables identified in Section 5.0 of this SOW, the City will pay the Contractor
as billed by the Contractor after completion of the following milestones:
$7,000 each $3,500 each
25% of $65,047.87 = $16,261.97
MILESTONES I AMOUNT BILLED
Software Installation of Base Software at City I 75% of $65,047.87= $48,785.90
At Initial Design Meeting
Hardware
Delivery of Hardware to City [ $7,902.39
All costs are detailed in Exhibit B, Pricing Schedule. Additionally, the number of
interfaces will not be finalized until after the Final Project Specification has been
developed. The implementation may not require as many interfaces as have
been identified in the Pricing Schedule.
18
Exhibit B
May 1 I, 2004
Qty Model Descripfion t Price Tofa/ Price
Application Software
1 RP
0 RPI CORE One-Step Client User License (Additional Single Client)
1 RP5
0 RP20
CORE One-Step Client User License (Initial 5 Client Block)
OPTIONAL Application Software
CORE One-Step Client User License (Additional 5 Client Block)
CORE One-Step Client User License (Additional 20 Client Block)
0 Credit Card Processing Software (site license, single merchant)
0 IPAYDD iPayment TranSuite - departmental deposit module (site license)
CORE will hold pricing for 24 months from award of contract on a
like or similar offering of the iPayment Transuite solution.
1 SW-LSA Annual Software License Fee -
- (15% annual - pricing based on total number of workstations)
Tax
Total Application Software
System Implementation
1
2
6
Solution Library File
Includes: Project Management, Design Planning, System
Configuration & Quality Assurance Testing
Third Party Host System Interfaces (Each) - Real Time (Requires Open Data Base Compliant Structure)
- Batch
Reports - Standard (Included in System Configuration)
- Custom
- ReportLink (web enabled)
2 Design Meeting
($1050.00/day & cust. pays expenses)
Estimated expenses
7 Trainingllnstallation
($1050.00/day & cust. pays expenses.)
Estimated expenses
Total System Implementation
Peripherals (Hardware)
(Individual unit pricing includes setup and staging by CORE)
3 TM6000 Epson Receipt Validation Printer with Cables
4 SLD2120 Electronic Cash Drawer with cable
4 MAGTEC Mag Strip Reader
1
4 MET-540 Barcode Scanner
TM-H600011 Epson Check Imager/MICR Reader
Tax
Total Hardware
$29,995.00 $29,995.00
$5,500.00 $0.00
$75,000.00 $0.00
$2,975.00 $0.00
$35,000.00 $0.00
$22,500.00 $22,500.00
$7,874.25
$4,678.62
$65.047.87
$25,000.00 $25,000.00
$7,000.00 $14,000.00
$3,500.00 $21,000.00
$0.00
$3,500.00
$5,000.00
$1,050.00 $2,100.00
$1,000.00
$1,050.00 $7,350.00
$2,250.00
$72.700.00
$800.00 $2,400.00
$285.00 $1,140.00
$1 75.00 $700.00
$1,578.00 $1,578.00
$379.00 $1,516.00
$568.39
$7,902.39
Exhibit B
Pricing Notes
This pricing scenario is for 8 One Step workstations, 3 batch interfaces and 2 real time interfaces. Based on the fact
that only one department will utilize iPayment in this scenario, it will be less expensive to deploy one additional
workstation versus iPayment. The savings would be 36,024.75.
* Check Imaging and Retrieval requires the use of the Check Imager/MICR Reader, model number TM-H600011
Installation and training for iPayment is based on two days if part of OneStep implementation or done via remote access. If on-
site services are required for iPayment only implementation, 4 days of service will be required along with customer paid
expenses.
Additional cost will be required for phased delivery projects.
Additional Custom programming (tailoring) would be at additional expense. ($1 50/hour)
CORE reserves the right to charge for anything outside the scope of the project.
CORE has priced training and installation for all Pc's at one location. Training will be in the
"Train the Trainer" format and will be at one location. CORE can install at all locations if desired
and will price this out as needed.
This quote assumes that the customer will provide the hardware, LAN and connection to the
information systems on the Mainframe or in the client server environment.
Remote Access is required for development to database.
CORE requires the ODBC drivers for MS ACCESS.
If a filesewer is to be used, then the customer is responsible for the fileserver database.
This can be Oracle, Access, SQL Sever or any ODBC compliant database.
It is assumed that the customer will take responsibility for the laying of cable and the physical
connection to the mainframe or the Client/Server.
The customer is responsible for remitting any applicable sales and use taxes
to the local and or State tax authority.
The customer is responsible for all reasonable expenses incurred during
pre-installation planning, installation & training and customization.
Reasonable expenses include airfare, lodging, transportation and meals.
If you buy hardware from CORE, your hardware warranty and maintenance agreement
resides with the original equipment manufacturer. CORE strongly suggests that you contract for
on-site maintenance of all hardware components.
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SOFTWARE LICENSE AND MAINTENANCE AGREEMENT
cfr-, THIS AGREEMENT is made and entered into as of the 1% day of
, 2004, by and between the CITY OF CARLSBAD, a municipal n c/
corporation, hereinafter referred to as "City", and CORE Business Technologies, Inc., a
State of Rhode Island private based C corporation, hereinafter referred to as
"Contractor."
RECITALS
City requires the product and services of a Payment Processing Contractor to
provide the necessary software product and services for a centralized payment
processing system; and Contractor possesses the necessary skills and qualifications to
provide the product and services required by the City;
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. GRANT OF LICENSE.
A. Contractor grants the City a non-exclusive license to use the specified
number of copies of the One-Step Payment Processing System. Each licensed copy of
a program may be used with a single central processing unit of the City's designation.
This includes a production, test and development environment for each license. The
license also allows for installation on replacement workstations or servers as necessary
for hardware upgrades.
-1- 12/13/99
B. It is specifically understood and agreed between the parties that all right,
title, and interest in and to any and all goods, with the exception of the City’s data and
any training documentation developed for the City, which are delivered to the City under
this agreement shall remain in the name of Contractor and shall not pass, transfer, or
otherwise inure to the benefit of the City until Contractor has received in hand good and
sufficient consideration and is otherwise paid in full under the terms of this agreement.
C. Except as specifically provided in this agreement, there are no other
warranties, express or implied, including, but not limited to any implied warranties of
merchantability or fitness for a particular purpose. In no event shall Contractor be liable
to the City for loss of profit, indirect, special, or consequential damages arising out of
any breach of this agreement or of obligations under this agreement. Contractor shall
not be liable for any damages caused by delay in delivery, installation, or furnishing of
the software or other program products or services under this agreement.
D. In the event the City makes use of any software programming in
connection with the equipment and software supplied by Contractor which is not
provided by or approved in writing by Contractor, the City acknowledges that Contractor
has made no representation or warranties with respect to any product not supplied by
Contractor concerning its performance on the equipment or service supplied by
Contractor. Contractor shall incur no liability to the City arising out of the use of such
software or devices or the furnishing of such services. The City acknowledges that no
software is being furnished to the City by Contractor except pursuant to this agreement
or separate license agreements between the City and Contractor.
-2- 12/13/99
i@
E. The City is granted the perpetual right to renew the Software License.
The annual Software License fee calculation rate for Contractor's One-Step Payment
Processing System will be held at not more than 15% of the licensed software cost for a
three-year period (36 months) beginning with the acceptance of the system in a
production environment, which means that the system is being used to process
transactions and provide receipts to the public. The annual Software License fee
calculation rate for Contractor's iPayment System will be held at not more than 15% of
the licensed software cost for a three-year period (36 months) beginning with the
acceptance of the system in a production environment. The calculation rate may not be
increased by more than 5% for any three-year renewal period thereafter (price fixed
within each 3-year renewal period). Upon payment of the annual license fee the City
shall be entitled to the maintenance and support as defined herein.
F. Contractor agrees to invoice the City 90 days in advance of the expiration
date of the annual License Fee. If at any time the City shall not timely pay the annual
license fee, the City's right and entitlement to utilize software provided by Contractor
shall terminate and therefore, so as to protect Contractor's rights with respect to said
software, the software includes a component which will cause it to no longer function if
the annual license fee is not paid within thirty (30) days after the due date. Please be
advised that although the program will cease to function, City will of course be able to
retrieve its data from said program. Failure to pay said annual license fee would also
result in City not being entitled to any of the other benefits of this Software License
Agreement, until said annual license fee is paid.
-3- 1211 3/99
3/
G. The City acknowledges the valuable and confidential nature of software
and that trade secrets are embodied in the programs, and shall use its best efforts to
maintain the confidentiality thereof. Pursuant to its obligations of confidence
hereunder, the City shall not disclose, provide, or otherwise make available to third
parties, for any purpose, any software provided from Contractor in any form without the
prior written consent of Contractor. The foregoing restrictions on disclosure shall
survive termination of this agreement.
H. The City's acceptance of any software from Contractor shall be conclusive
evidence of City's agreement that the use of such software is governed by this
agreement and/or the license agreement of the original manufacturer when applicable.
I. Contractor, or its supplier, shall retain title and all rights to all programs,
documentation, and promotional material related to the software, with the exception of
specific training documentation developed for the City. No City may market, lease, sell,
transfer, assign, or grant any interest in the license or programs to any third party.
Contractor may cancel, at its sole discretion, any license for violation of the terms of the
license or this agreement. In addition, Contractor may seek any legal or equitable
remedy available against the City for any violation of the terms of this license.
J. The City shall not print or copy in any form, in whole or in part, any
software provided by Contractor except for its own use. Any copies of the software
made by the City in any form as may be permitted hereunder shall be the sole and
exclusive property of Contractor and shall become subject to all terms and conditions of
this agreement. All copies of programs permitted hereunder shall remain in the
-4- 1211 3/99
32
possession, custody, and control of the City, or in the offsite storage facility used by the
City for disaster recovery purposes.
2. TERM OF AGREEMENT
This agreement shall begin after the warranty period and extend for a period of
one year from date of annual renewal of license in perpetuity, as long as the City
continues to pay the annual software license fee.
3. WARRANTIES.
The following warranties shall commence upon City's acceptance of the software
and remain in effect for one year after final acceptance:
A. The Software will be free of known viruses, worms and Trojan horses, and
any unknown code designed to disable the Software because of the passage of time,
alleged failure to make payments due, or otherwise (except for documented security
measures such as password expiration functions);
B. During the Warranty Period, the Software will perform in conformity with
the Specifications and Requirements. Specifications and requirements shall mean: All
written or electronic materials relating to the use or function of the software are provided
by the Contractor to the City or generally made available by the Contractor, including
but not limited to reference, user, installation, systems administration and technical
guides and manuals, and functional and technical specifications.
C. The software will:
(1) report and display all dates with a four-digit date so that the century is
unambiguously identified; and
(2) handle all leap years correctly.
-5- 12/13/99
33
D. All Documentation is in all material respects complete and accurate, and
will enable information technology professionals and other City employees with ordinary
skills and experience to utilize the Software for all purposes for which it is being
acquired by the City. The Documentation will be updated to reflect all releases of the
Software and any and all other modifications, enhancements, updates, error
corrections, improvements and the like provided by the Contractor, and all such
updates will be of equal or greater quality to the initial Documentation provided to the
City and will be delivered to the City within thirty (30) days after the release,
modifications, enhancements, updates, error corrections or improvements to which the
Documentation update applies has been delivered to the City;
E. The Software products are and will be general release versions that have
been fully tested at the Contractor's site in accordance with industry standards, and are
not beta or pre-release versions; and
F. All work performed by Contractor and/or its subcontractors pursuant to
this Agreement shall meet industry accepted standards of excellence, and shall be
performed in a professional and workmanlike manner by staff with the necessary skills,
experience and knowledge.
4. MAINTENANCE AND SUPPORT
A. Diagnosis of Problems
Contractor shall maintain technical personnel stationed at its facilities for
purposes of providing a telephone customer service to report problems and discuss
questions about operations. For diagnosis of problems, Contractor technical personnel
shall be able to access the City's system via CITRIX.
-6- 1211 3/99
8
B. Hours
Service hours are Monday through Friday from 500 AM to 6:OO PM Pacific time,
excluding the following holidays recognized by Contractor. An annual list of recognized
holidays would be provided by Contractor prior to the start of each calendar year.
Contractor or the City may designate other holidays each year (e.g. when
Christmas falls on a Saturday, Friday would be designated as a holiday).
C. Maintenance Responsibilities
(1 ) Maintenance on Licensed Software
(a) Products covered are the following:
Contractor‘s One-Step Payment Processing System
(b) Contractor will provide the City with any improvements,
modifications, updates or upgrades to the software that are announced by
Contractor to be generally available without charge to all users of the
software, including all related on-line documentation. City agrees to install
or load on a test server and production servers the enhancements, with
the remote assistance of Contractor at the City’s discretion if appropriate,
and as scheduled by the City
(c) During the term of agreement, Contractor will correct any
programming error which is attributed to Contractor and that is at variance
with contract documents or documentation. Such correction, replacement
and service will be promptly accomplished after the City has notified
Contractor of any such error in accordance with Contractor’s reporting
procedures, as follows:
-7- 1211 3/99
I. Notification to Contractor shall be in writing in an agreed to
format.
2. Notification shall include sufficient detail to allow for the
recreation of the subject programming error including proper reference to
the variance if requested by Contractor.
The City agrees to provide Contractor with audit trails and other
data, and with sufficient support and test time on the City’s computer
system to duplicate the problem and try to verify that the error has been
fixed.
(d) Contractor shall have no obligation to provide assistance in
correcting errors or problems arising in connection with any modifications
or alterations of the Licensed Software that may have been made by or on
behalf of the City without Contractor‘s express written consent.
(e) The City agrees to reimburse Contractor for any out-of-
pocket expenses incurred by Contractor in connection with duties
performed at the City’s request beyond those covered by this Agreement,
including travel to and from the City’s site, lodging, meals, telephone and
shipping.
(f) Enhancements as may be provided under this Agreement
shall remain the proprietary property of Contractor.
(9) Charges for maintenance on each software module are
included within the Annual Software License Fee.
-8- 12/13/99 9
(h) The City’s exclusive remedy for any defect in the software
for which Contractor is responsible shall be to repair or replace the
software listed in item (1) above. Contractor will attempt to remedy
promptly any programming error that significantly affects performance of
the software. Contractor cannot guarantee to remedy all minor errors.
Furthermore, Contractor is not obligated to correct, cure or otherwise
remedy any defect in the software if the software has not been properly
installed by non-Contractor personnel, is not operated and maintained
under normal conditions by qualified personnel, or is misused or modified
without Contractor’s consent, or damaged, or the City has not notified
Contractor promptly upon discovery of a defect. Contractor will provide
remote assistance to City personnel for the installation of upgrades
provided by Contractor. Contractor shall not in any event be liable for any
loss of profits, incidental, special, exemplary or consequential damages to
the City, or claims or demands against the City by any other party.
(i) In the event that a change in Contractor‘s One-Step
Payment Processing software not performed at the request of the City
results in a need to alter any of the third party interfaces that have been
identified in the Professional Services Agreement, all changes will be
covered under the terms of this maintenance agreement. Changes to the
interfaces resulting from any of the third party vendors’ software upgrades
will be billed to the City on a time and materials basis.
-9- 12/13/99
3T
D. Obliaations of the Citv
(1) The City shall be responsible for maintaining a sufficient staff to
handle normal day-to-day operation and support for the System, including but
not limited to such tasks as back-ups and report handling. It is acknowledged
and understood that the maintenance and support service to be provided by
Contractor hereunder is not intended to supplant City day-to-day operation and
support for the System.
(2) The City shall provide Contractor sufficient access to allow
Contractor to provide maintenance service on the Software.
(3) The City shall not perform, nor attempt to perform, or cause to be
performed, maintenance or repair to Licensed Software covered hereunder
during the term of this Maintenance Agreement except with the prior written or
oral approval of Contractor.
E. Charaes and Pavments
(I) Maintenance charges for the first one-year maintenance are
included within the Annual Software License Fee.
(2) Charges for on-site remedial maintenance that are not included in
the Maintenance Agreement are due and payable thirty (30) days from the date
of receipt of invoice.
(3) There shall be no additional maintenance charge for: Time spent
by maintenance personnel after arrival at the site awaiting the arrival of
additional maintenance personnel and/or delivery of parts, tools, or other
required material after a service call has commenced.
- 10 - 12/13/99
38
5. Software Failure/Downtime Response Services
Software failure or downtime response services are contained within Contractor’s
standard support services.
A. Coverage
A telephone number and an emergency priority procedure will be provided to the
City. The Emergency priority procedure must be followed to contact the on-call
specialist when a Software Failure or Downtime call is placed after hours.
After hours, Contractor shall make its best efforts to acknowledge such Software
Failure or Downtime calls within one (1) hour from the time that the call was placed to
the telephone number. Contractor’s on-call specialist shall assist in the determination of
the problem and offer technical guidance until the problem is resolved.
B. Hours
After Service Hours for Software Failure or Downtime calls are Monday through
Friday from 6:OO p.m. to 500 a.m. Pacific Time. The City will use Contractor’s
Emergency Priority Procedure for any off-hour support.
6. COVENANTS AGAINST CONTINGENT FEES
The Contractor warrants that their firm has not employed or retained any
Contractor 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
Contractor or person, other than a bona fide employee, any fee, commission,
percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting
from, the award or making of this agreement. For breach or violation of this warranty,
the City shall have the right to annul this agreement without liability, or, in its discretion,
- 11 - 1211 3/99
37
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.
7. COMPLIANCE WITH LAWS AND ORDINANCES.
The Contractor agrees to make itself aware of and comply with all local, state
and federal ordinances, statutes, laws, rules and regulations applicable to the
performance of its obligations under this Agreement, including but not limited to all
applicable federal, state and/or local laws regarding employment practices and
discrimination.
8. 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.
9. ASSIGNMENT.
The Contractor shall not assign this contract or any part thereof or any monies
due there under without the prior written consent of the City. Any assignment attempted
without the written consent of the other party shall be void. For purposes of this
Agreement, the term "assignment" shall include any transfer of rights or obligations
under this Agreement to a successor by merger or consolidation or to any person or
entity that acquires all or substantially all of the Contractor's capital stock or assets, and
- 12 - 12/13/99
$0
3-
shall include the Contractor's assignment of this Agreement to any person or entity to
which the Contractor transfers any of its rights in the Software.
IO. SUBCONTRACTING.
No subcontracting shall be permitted without the prior written consent of the City.
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.
1 I. CLAIMS AND LAWSUITS.
The Contractor agrees that any contract claim submitted to the City must be
asserted as part of the contract process as set forth in this agreement and not in
anticipation of litigation or in conjunction with litigation. The Contractor acknowledges
that if a false claim is submitted to the City, it may be considered fraud and the
Contractor may be subject to criminal prosecution. The Contractor acknowledges that
California Government Code sections 12650 et seq., the False Claims Act, provides for
civil penalties where a person knowingly submits a false claim to a public entity. These
provisions include false claims made with deliberate ignorance of the false information
or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks
- 13 - 1211 3/99
lfir
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 of Carlsbad to disqualify the Contractor
from the selection process.
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 here-in by reference.
If any claim or dispute exists under this contract, Contractor shall be required to
comply with the claim presentation requirements set forth in the government claims act,
Part 3 of Division 3.6, Government Code section 900 et seq.
12. JURISDICTION.
The Contractor agrees and hereby stipulates that the proper venue and
jurisdiction for resolution of any disputes between the parties arising out of this
agreement is San Diego County, California.
13. LIMITATIONS ON LIABILITY.
To the extent permitted by law, neither party shall be liable to the other party for
consequential, indirect, special damages, lost profits or attorneys' fees in connection
with any matters relating to this Agreement (except as provided in the indemnity
provisions herein).
- 14 - 1211 3/99
42
14. TERMINATION OF CONTRACT.
This agreement may be terminated by either party upon tendering thirty (30)
days' written notice to the other party.
15. SUSPENSION OF SERVICES
Notwithstanding anything to the contrary in this Agreement, in the event that the
City disputes in good faith an allegation of default by the Contractor, the Contractor
agrees that it will not terminate this Agreement or suspend or limit any of its
performance obligations or warranties or repossess, disable or render unusable the
software, unless 1) the parties agree in writing, or 2) an order of a court of competent
jurisdiction determines otherwise.
16. TRANSITION SERVICES.
Upon the termination or expiration of this Agreement, the City may request the
Contractor to perform and, if so requested the Contractor shall perform, certain
transition services necessary to migrate in an orderly and efficient manner from the
Software and services of the Contractor to another Software or service provider as may
be selected by the City (the "Transition Services"). "Transition Services" may include
working with the City to jointly develop a mutually agreed upon Transition Services plan,
notifying all affected vendors and subcontractors of the Contractor, freezing all non-
critical changes to the Software, perform the Transition Service plan activities,
answering questions regarding the Services or the Software on an as-needed basis,
and providing such other reasonable services needed to effectuate an orderly transition
to a new system.
- 15 - 1211 3/99
If the performance of the Transition Services requires the Contractor to incur
expenses beyond what the Contractor would othenvise have incurred in the
performance of this Agreement, then: 1) the Contractor shall notify the City of any
additional expenses associated with the performance of the Transition Services
pursuant to Section 8 of this Agreement prior to performing such Transition Services;
and 2) upon the City's written authorization, the Contractor shall perform the Transition
Services and invoice the City for such Transition Services; and 3) the City shall pay the
Contractor for such additional expenses incurred to provide the Transition Services
within thirty (30) business days of the date of the invoice. If required based on the
preceding sentence, the City shall pay the Contractor for Transition Services in an
amount which shall not exceed: 1) hourly rates for Other Services calculated at the
current daily rate, plus 2) "Allowed Out of Pocket Costs".
17. FORCE MAJEURE
A. Neither party shall be liable for any failure or delay in the performance of
its obligations pursuant to this Agreement (and such failure or delay shall not be
deemed a default of this Agreement or grounds for termination hereunder) if all of the
following conditions are satisfied: 1) if such failure or delay (a) could not have been
prevented by reasonable precaution, and (b) cannot reasonably be circumvented by the
non-performing party through the use of alternate sources, work-around plans, or other
means; and 2) if and to the extent such failure or delay is caused, directly or indirectly,
by fire, flood, earthquake, hurricane, elements of nature or acts of God, acts of war,
terrorism, riots, civil disorders, rebellions or revolutions, court order, or other
- 16 - 12/13/99
44
circumstances beyond the non-performing party's control (excluding acts or omissions
of the non-performing party's vendors or subcontractors).
B. Upon the occurrence of an event which satisfies all of the conditions set
forth above (a "Force Majeure Event") the non-performing party shall be excused from
any further performance of those of its obligations pursuant to this Agreement affected
by the Force Majeure Event for as long as (a) such Force Majeure Event continues and
(b) the non-performing party continues to use commercially reasonable efforts to
recommence performance whenever and to whatever extent possible without delay.
C. Upon the occurrence of a Force Majeure Event, the non-performing party
shall immediately notify the other party by telephone (to be confirmed by written notice
within two (2) days of the inception of the failure or delay) of the occurrence of a Force
Majeure Event and shall describe in reasonable detail the nature of the Force Majeure
Event. If any Force Majeure Event prevents the Contractor from performing its
obligations for more than thirty (30) days, the City may terminate this Agreement.
D. Labor shortages, strikes, slow-downs, walkouts, lockouts, and industrial
disputes shall not constitute "Force Majeure Events" and are not excused under this
provision.
E. Year 2000-related failures in the Contractor's products or information
systems (or those of its subcontractors or suppliers) shall not constitute "Force Majeure
Events" and are not excused under this provision.
18. INDEMNIFICATION.
To the fullest extent permitted by law, Contractor shall indemnify, defend and
hold harmless the City and the City's officers, agents and employees from and against
- 17 - 1211 3/99 4s
any and all loss, damages, obligations, liabilities and expenses (including reasonable
attorneys' fees) for which the indemnified party shall be found liable arise directly or
indirectly from:
A. any infringement of any United States or Canadian copyright, trademark
or patent, or misappropriation of the trade secrets of any third party, in connection with
the Licensed Product (or any allegation of any of the foregoing) ("Infringement Claims");
or
B. any act(s) of negligence or willful misconduct by Contractor or any of its
agents or employees including but not limited to any liability caused by an accident or
other occurrence resulting in bodily injury, death, sickness or disease to any person(s)
or damage or destruction to any property, real or personal; or
C. the City's refusal to produce any item of "Confidential Information" (as
defined in a Confidentiality Agreement) of the Contractor pursuant to a request to
review public city records, after receiving a request for such item and after being
instructed by the Contractor not to produce it; or
D. any claims by any persons or entities supplying labor or material to the
Contractor in connection with the performance of the Contractor's obligations under this
Agreement ("Labor and Material Claims").
Indemnity for Infringement Claims shall be contingent upon the City: 1) giving
prompt notice to Contractor of any such Infringement Claim(s) which Contractor is
otherwise unaware of; 2) the Contractor having control over the defense of such action,
provided the City shall have input as to all matters affecting the City; and 3) the City
reasonably cooperating in the defense of such action.
- 18 - 1211 3/99
4@
If an Infringement Claim occurs, the Contractor shall within thirty (30) days after
receipt of the City's written notice of such claim or the date on which the Contractor first
becomes aware of such claim, whichever is sooner, either: 1) procure for the City the
right to continue using the affected product, service or component and deliver or
provide such product, service or component to the City; or 2) repair or replace the
infringing project, service or component so that it becomes noninfringing, provided that
the performance of the Software or any component thereof shatl not be adversely
affected by such replacement or modification. In the event the Contractor is unable to
comply with either subsection 1) or 2) of this paragraph within the thirty (30) day time
period described above, the City shall have the right to terminate this Agreement for
default. In the event of such termination, in addition to any other remedies available to
the City at law, under this Agreement or otherwise, the Contractor shall pay to the City
within ten days of the City's notice of termination a pro rata portion of all License Fees
paid as of the date of termination.
In no event shall Contractor be liable to the City for loss of profit, indirect, special,
or consequential damages arising out of any breach of this Agreement or of obligations
under this Agreement or the license granted or for any claim made against the City by
any other party, even if Contractor has been advised of the possibility of such a claim.
Contractor shall not be liable for any damages caused by delay in delivery, installation
or furnishing of the software or other program products or services under this
Agreement.
It is specifically agreed that the City maintains the responsibility for the auditing
of transaction data. The action or lack of action taken by the City as a result of
- 19 - 1211 3/99
43-
transaction processing is the sole responsibility of the City. Contractor is not liable for
any losses or consequential damage.
19. 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: Title
Name
Address
For Contractor: Title
Name
Address 3 &A k?
& &oV,Aefif-&: PQr OJ9fq
Arch itectlLicense N um ber:
ArchiteWLicense N um ber:
20. SUCCESSORS OR ASSIGNS.
Subject to the provisions of Paragraph 18, "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.
- 20 - 12/13/99
48
21. SURVIVAL OF PROVISIONS.
The Sections of this Agreement which pertain to license, representations and
warranties, obligations upon termination, transition services, remedies, and
indemnification, shall survive the termination of this Agreement.
22. CONFLICT OF INTEREST
The City has determined, using the guidelines of the Political Reform Act and the
City's conflict of interest code, that the Contractor will not be required to file a conflict of
interest statement as a requirement of this agreement. However, Contractor hereby
acknowledges that Contractor has the legal responsibility for complying with the Political
Reform Act and nothing in this agreement releases Contractor from this responsibility.
23. ENTIRE AGREEMENT.
This agreement, together with any other written document referred to or
contemplated herein, and the Purchase Order for this contract 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 - 1211 3/99
4q
24. EFFECTIVE DATE.
This agreement shall be effective on and from the day and year first written above.
Executed by Contractor this day of 920
CONTRACTOR: CITY OF CARLSBAD, a municipal
(name of Contractor)
(sign here) n (print nameltitle) ATTEST//
City Clerk By:
(sign here)
(print namehitle)
(e-mail address)
(Proper notarial acknowledgment of execution by Contractor must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or
assistant treasurer must sign for corporations. Otherwise, the corporation must attach a
resolution certified by the secretary or assistant secretary under corporate seal
empowering the officer(s) signing to bind the corporation.)
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
- 22 - 12/13/99
sb
Exhi bit E
Citywide Cashiering Solution RFP
Please keep on file at
City Clerk’s Office
Citywide Cashiering Solution
Request far Proposal
May 12,
f GENERAL INFORMATfON
City of Carlsbad, California
PROPOSALS ARE DUE TO THE PURCHASING DEPARTMENT PRIOR TO:
lune 6,2003 @ 4:OO P.M.
Please submit the original proposal plus nine (9) copies, and one (1) electronic copy
either on floppy disc or CD. Proposals should be received at 1635 Faraday Avenue,
Carlsbad, CA 92008, by the Purchasing Department by 4:OO p.m. on June 6,2003.
FOR ADDITIONAL INFORMATION CONCERNING THIS PROPOSAL PLEASE
CONTACT:
Jeanne Deaver
XDconsulting, Inc.
3760 Convoy Street, Suite 332
San Diego, CA 92111
jdeaverQxdconsuIting.com
(858) 492-5462
All questions must be submitted in writing to Ms. Deaver
at the above email address or physical address.
1
GENERAL INFORMATION e
CITY OF CARLSBAD, CARLIFORNIA
RFP - Citywide Cashiering Solution
0 Vendor should submit original proposal packet plus nine (9) copies and
one (1) electronic copy either on CD or Floppy Disk to facilitate
evaluation.
0 Proposals should be received at 1635 Faraday Avenue, Carlsbad, CA
92008 bv 4:OOp.m. on June 6.7003.
The proposal packet should be addressed as follows:
RFP - Citywide Cashiering Solution
City of Carlsbad
Purchasing Department
1635 Faraday Avenue
Carlsbad, CA 92008-7314
A committee will evaluate proposals submitted. During the evaluation process, the
City of Carlsbad reserves the right, where it may serve the City of Carlsbad's best
interest, to request additional information or clarifications from firms submitting
proposals. At the discretion of the City of Carlsbad firms submitting proposals may
be requested to make oral presentations as part of the evaluation process.
The consultant selected for this project may be precluded from participating in
bidding for goods or services on any subsequent projects that may result from
consultants' recommendation.
The City of Carlsbad reserves the right to retain all proposals submitted and to use
any ideas in a proposal regardless of whether that proposal is selected. By
submitting a proposal the vendor is providing a guarantee to the City that, if chosen,
they will be able to provide the proposed services during the period of time discussed
in this Request for Proposal ("RFP"). There is no expressed or implied obligation for
the City of Carlsbad to reimburse responding vendors for any expenses incurred in
preparing proposals in response to this request. The City of Carlsbad also retains the
right to accept late proposals with good cause. Such cause will be at the discretion of
the City.
The City reserves the right to reject any or all proposals for any reason and then seek
new proposals or take other action.
2
City of Carlsbad
Request for Proposal: Citywide Cashiering Solution
Index of Contents
Section
I. Scope and Background Information
II. Submittal Instructions
Attachments To Be Submitted by Vendor
A
B Customer References
C Solution Features and Requirements
D Critical Business Requirements
E Cost Estimate
F Proposal Form
Appendices
1 Listing of Technology Infrastructure
2 Sample Agreement
3
Genera I Vend or I nfo r ma tio n
City’s Guide to Technology Standards
Page
4
9
13
15
16
21
23
24
25
29
37
3
I. Scope and Background Information
A. General
The City of Carlsbad, California, is located 35 miles north of the City of San Diego on
the southern California coast. The City serves an area of 42 square miles with a
population of over 88,000. It is anticipated that build-out will occur in approximately
15 years with an ultimate population of approximately 120,000. We can be found on
the web at: www.ci.carlsbad.ca.us.
The City incorporated in 1952, and has a Council/Manager form of government. The
City Council consists of a Mayor and four Council Members. The City’s fiscal year
begins on July 1 and ends on June 30. The combined operating budget for the City is
in excess of $141 million with a capital budget of approximately $38 million. The City
of Carlsbad has approximately 610 full-time employees and 511 part-time
employees. It is organized into 22 departments and agencies spread over 30
locations.
The City provides the full range of services normally associated with a municipality
including police, fire, parks and recreation, library, planning and zoning, building and
engineering, water and sewer services, various maintenance services and
administration. Solid waste collection is provided through a franchise arrangement
with a local refuse collection service.
B. Vendor Responsibilities
The City of Carlsbad is publishing this Request for Proposals to select the services of
a qualified vendor to provide a citywide cashiering solution that will accommodate
both basic and complex cash receipting transactions. The solution should have the
ability to establish a master customer database that can be accessed from any
cashiering station in the event that the City determines in the future that a
decentralized cashiering approach is feasible and desirable. The supplied solution
should address the following:
0 Provide up-to-date account information.
Provide fast research capabilities.
0 Provide on-line transaction history.
0 Increase customer options for payment and account access.
0 Standardize cash collection, receipting and depositing procedures.
0 Integrate with the City’s General Ledger system (Sungard Bi-Tech’s IFAS
system, version 7.2.
0 Provide secure cash collection and storage.
4
0 Eliminate redundant and manual processes.
0 Increase time savings with automation of rote tasks.
In addition to supplying the basic solution and related implementation and training
services, additional effort may be required in the form of customized programming
and/or technology consulting. Ideally the proposed solution would integrate with
other systems already in place at the City.
The City of Carlsbad intends to implement this solution using a three-phased
approach , described below:
Phase 1: Implement the selected solution at the Faraday complex (primary
cashiering site) providing access to the Finance department.
Phase 2: Installation of the solution in a pre-selected test site, with access to
the same cashiering functions as the Phase 1 installation.
Phase 3: Final phase of the project would result in implementation of the
suggested solution throughout the entire enterprise (approximately 9 sites).
This phase may or may not be implemented, depending on the outcome of
Phase 2's pilot project.
The total, long-term solution of all three phases is what vendors should submit in
their proposals, with implementation broken down and priced by phase.
C. Objectives
This RFP focuses on the City's need to provide effective and efficient service to our
internal and external customers in cashiering. The scope of the project is the
collection, processing and deposit of payments throughout the City. The following is
a graphical representation of the project scope. This diagram is not meant to depict
the final solution transaction flow; rather, it is to illustrate how transaction
information could flow. Vendors are expected to present their own solution for
addressing the needs and goals of the City.
5
Police Department
Recreation/Pod/
BlUlNG TRANSACTIONS
We have identified our primary requirements for this Citywide Cashiering Solution in
Attachment C. However, the list may not be totally inclusive. Based on your expertise
in this industry, please include in your response any additional recommendations for
products or services that you believe are necessary to help us meet our objectives.
D. Current Computing Environment
There are approximately seven hundred (700) networked Compaq PC clients
connected to eight Compaq servers city wide used for file and print services. The
desktop PC’s are Pentiums, each with local drives and at least 128mb RAM running
Windows NT/2000 with Novel1 Netware Client32 software, Groupwise, Internet
Explorer browser, Reflections and Microsof? Office 2000 application suite. The
network topology is 100/10mb Ethernet to the desktop with a 1000gb backbone.
6
The City’s wide area network (WAN) consists of 23 sites. The network is a wide area
routed T1 environment with both IPX and TCP/IP protocols in use. Novel1 Netware
5.1 is the network OS. Novell’s eDirectory provides consolidated directory services.
eDirectory is linked via XML to Microsoft’s Active Directory for directory
sync h ro n iza t ion.
The City’s Finance system (Sungard Bi-Tech’s IFAS software) runs on an HP 9000
server with a Unix operating system and lnformix 7.31 database.
For a complete listing of our technology infrastructure please see Appendix 1.
7
E. Current Data Environment
The City currently supports the following database platforms: lnformix 7.31, SQL
Server 7.0, SQL Server 2000, Microsoft Access 2000 and Lotus Domino R5.09. We
will be installing an Oracle database in 2003. Listed below is a high-level diagram of
our current database links.
City of Carlsbad Database Links
QvabZOQ2 0~1eboa)l
AccOSS (Faraday)
T
8atc" I c _~_ I
8
II. Submittal Instructions
A. Vendor Information (submittals):
Please submit ten (10) hard copies and one (1) electronic copy on floppy or
CD-ROM of your proposal(s) to the City of Carlsbad.
Please provide the following information in this order:
Section I - General Vendor Information must be returned completed in the
format identified in “Attachment A.”
Section II - Please provide 3 - 5 company references for past projects whose
requirements most closely match ours. In addition to basic contact person
information, please provide the length of time the system has been in
production, the operating platform running the system, and any extra features
implemented at this site. Please use the format in “Attachment B.”
Section 111 - Solution Features and Requirements must be returned completed
in the matrix format identified in “Attachment C.”
Section IV - Explain how your solution will address the City’s Critical Business
Requirements identified in “Attachment D.” Please describe in detail how the
solution you are proposing will meet each of the requirements, or if you
cannot meet the requirement. Do not simply refer to the Requirements
Checklist in “Attachment D.” Also, if you have a similar business need that is
being addressed by another client, provide the contact information for that
client.
Section V - Explain your implementation methodology and include a Gantt
chart illustrating a proposed timeline for implementation of each of the
phases from the time a contract has been signed. Additionally, estimate the
amount of effort required by City staff during the implementation in
corresponding areas, Le., technology, finance, etc.
Section VI - Please describe your firm’s past experience and performance on
comparable government engagements with an emphasis on local or City
experience. Sample implementation time lines and or project plans should be
included as well.
Section VI1 - Please describe your firm’s experience in integrating your system
with your customer’s existing third-party applications. For example, integration
with: Permits, Business Licenses and Accounts Receivable systems.
Section Vlll - Solution maintenance terms and conditions.
Section IX - Additional information relative to the project.
Section X - Cost breakdown must be returned in the matrix format identified
in “Attachment E.”
Section XI - Billing and payment expectations.
Section XI1 - The selected vendor will be required to sign a contract in a form
similar to that presented in “Appendix 2.” Any anticipated changes should be
outlined in the proposal. If you do not submit any changes, the evaluation
committee assumes you will be willing to sign a final contract incorporating all
the terms and conditions in the sample.
B. Eva I uation Criteria
A review committee will judge the merit of Proposals received in accordance
with the general criteria defined herein (not in order of importance). Failure of
proposers to provide in their Proposal any information requested in this RFP
may result in disqualification of the Proposal. The sole objective of the review
committee will be to select the Proposal that is most responsive to the City’s
needs.
Adequacy and completeness of the Proposal with regard to the
information specified in the RFP.
Technical content of the Proposal and methodology that is relevant to
the project.
Ability to meet the Critical Business Requirements.
Previous background and experience relevant to this project. Client
references will be the primary determinant.
Maintenance Terms and Conditions.
Financial Stability. If a vendor is selected as a finalist, the City will
require a copy of their audited financial statements and a list of
pending litigation.
Level and quality of customer support services. Client references will
be the primary determinant.
And finally, total initial costs and future cost projections including
maintenance fees. The total cost will be considered in the analysis,
but cost will not be used as the sole consideration.
10
C. Scope Changes, Additions And Deletions
All changes in proposal documents shall be through written addendum and
furnished to all Proposers. Verbal information obtained otherwise will NOT be
considered in the award process.
D. Rejection of Proposals:
The City of Carlsbad reserves the right to reject any or all Proposals and to
waive informalities and minor irregularities in Proposals received and to
accept any portion of Proposal or all items of Proposal if deemed in the best
interest of the City to do so.
E. Vendor Questions:
All questions must be submitted in writing and addressed to Jeanne Deaver of
XDconsulting, at jdeaver@xdconsuIting.com or 3760 Convoy St., Suite 332,
San Diego, CA 92111. Vendors should provide a contact e-mail address so
that all questions asked by any vendor and the subsequent reply can be sent
to all proposers. All questions must be submitted by 5:OO p.m., May 27, 2003.
Answers will be compiled and e-mailed to each vendor by May 29, 2003. A
hard copy will also be mailed via US Postal Service to each vendor on May 29,
2003.
F. Proprietary Information:
Any restrictions on the use of data contained within a Proposal must be clearly
stated in the Proposal itself. Proprietary information submitted in response to
this RFP will be handled in accordance with applicable City Procurement
Regulations and the California Public Records Act. Otherwise, all information
submitted, except company financial data, will become public information.
G. New Equipment:
All equipment supplied under this contract shall be new, unused, current
production models equipped as described in the manufacturer's published
literature and specification sheets. The bidder shall note any variations
between the equipment bid and the literature and the specification sheets
submitted. The equipment specified herein shall be equipped with those
items normally supplied in the stream of commerce.
H. Response Materials Ownership:
All materials submitted regarding this RFP become the property of the City.
Responses may be reviewed by any person at Proposal opening time and after
final selection has been made. The City has the right to use any or all system
ideas presented in reply to this request, subject to the limitations outlined in
Proprietary Information above. Disqualification of a proposer does not
eliminate this right.
1. Incurring Costs:
The City is not liable for any cost incurred by Proposers prior to issuance of an
agreement, contract or purchase order.
J. Acce pta nce of Pro posa I Content:
The contents of the Proposal of the successful Proposer will become
contractual obligations if contractual agreements action ensues. Failure of
the successful Proposer to accept these obligations in a purchase agreement,
purchase order, contract, delivery order or similar acquisition instrument may
result in cancellation of the award and such Proposer may be removed from
future solicitations.
K. Presentation :
All proposals shall be prepared in a comprehensive manner as to content;
however, no necessity exists for expensive binders or promotional material.
All costs, including travel and expenses, incurred in the preparation of this
proposal shall be borne solely by the proposing firm.
12
I Attachment A - GENERAL VENDOR INFORMATION
Please provide the following information about your organization and application software:
Company name.
Corporate address.
Number of years in operation.
Annual revenue.
Percent (%) of total revenues from proposed product.
Em DI ovees:
Total:
Development Staff:
Sales Staff:
Training Staff:
Other:
Names and qualifications of individuals assigned to the project, including their role in the
project and in similar projects
San Diego area support (location/times/number of employees).
Other available support (location/times/number of employees).
Application name(s).
Application modules available.
Type of user interface (Client/setver, Web browser, etc):
Server hardware/operating system options.
Client hardware/operating system options.
Database options.
Reporting tool options.
13
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
Date proposed application first written.
Frequency of major upgrades/ re1 eases.
Date of last major upgrade/release and release number.
Estimated next release and significant improvements.
Languages used, by percent (i.e., 25% Cobol, 25% C, 50% SQL).
Total current similarly sized cities as customers.
Total current installations.
Typical implementation time.
Typical hours required to implement (city staff time and vendor or implementation partner
staff ti me).
Do you provide implementation services? Yes: { } No: { I If no, list any third party organizations qualified to implement your system that you feel would
be appropriate for this project. Include contact name and number.
Typical installation size (number of users, etc.).
Describe any new versions currently under development.
List any user groups (national and local).
Please indicate your future strategic direction for your proposed system solution, including
strategic partnerships and a Ilia nces.
14
I
Attachment C - Solution Features and Requirements
Please check the box if the solution you are proposing meets the functional requirement.
-
#
1.
2.
3. -
4.
5.
6.
- 7.
- 8.
9.
10.
11. -
- 12.
13.
City of Carlsbad
Citywide Cashiering Solution
J R EQU I REM ENT
TECHNOLOGY
Store data in a relational database with common data available to all users
Support a user-friendly Windows interface
Support remote locations accessing main server’s database via a WAN
Support network printers for both screen printing and report printing
Allows capability of establishing local as well as global settings, i.e., various types
of functionality is not either “all on” or “all off”
Users should be able to leave a screen and call up another screen or window,
then return to the first screen to complete the transaction or inquiry
Provide table-driven validation with the provision for user-defined tables and
codes
Values should be editable via tables and not hard-coded
Workstations should operate on Windows 2000 or XP
Support an unlimited number of independent cash drawers
Provide secure access through Web browsers for authorized users to create,
read, update and/or delete information based on user-definable security
para meters
System supports touch screen functionality
Support transaction volumes up to 1,000 per day without noticeable system
slowdown
I
16
City of Carlsbad
#
14. -
- 15.
- 16.
17. -
-
18.
19.
20. -
- 21.
-
22.
23.
24. -
25.
~~ 26.
27.
28. -
29.
30. -
31.
32. -
33.
34. -
Citywide Cashiering Solution
4 REQUIREMENT
Ability for cashiering workstations to operate offline and resynchronize when
connection is reestablished
System must be able to complete any transaction, including receipt printing
within 30 seconds
Support a minimum of 25 concurrent users
Adhere to requirements set forth in the City’s Guide to Technology Standards
(Appendix 3)
I
SECURITY I
Require only one sign-on to identify users and their security privilege. I
Secure data by department or any other organizational grouping.
Provide security settings at various levels for assigned users based on type of
transaction, ediyview capabilities, location, department, subsystem or other
levels
Automatically log out a user when terminal has been inactive for a pre-
determined, user-defined length of time
DATA
Ability to maintain the following data related to sales transactions:
Transaction ID
Location
Transaction type
Customer name
Customer number or ID
Date and time of transaction
Multiple transactions with applicable account numbers, customer
numbers, system reference numbers, permit numbers or citation numbers
for each transaction I
Check number
Amountdue
Amount paid
Balance owed
Sales tax amlied
Employee ID (Cashier ID)
17
City of Carlsbad
-
#
35.
36. -
37.
38.
39.
40.
- 41.
42.
43.
44.
45.
-
-
46.
47.
- 48.
49. -
50.
5 1.
52. -
53.
54.
55. -
Citywide Cashiering Solution
J REQUIREMENT
I TvDe of Davment
Credit card authorization ID
ACH authorization ID
Discounts
Price or discount override
User-defined fields for specific data capture
I FUNCTIONALITY I
Performs credit card authorizations through cash stations I
Accepts multiple forms of payment for one transaction
Supports bar-code, OCR and magnetic strip scanning of invoices/bills/cards
Supports bar code of inventory and non-inventory item tags
Manages sales and cash drawer by Employee ID
Provides cash drawer batching and balancing
Supports voided and aborted transactions down to subsystem level (interfaced
systems)
Allows acceptance of large bills ($50 and $100)
Allows the posting of $0 sales for no charge transaction or providing change
Allows posting of discounts I
Allows posting with coupons and/or gift certificates
Calculates total due for all transactions by one customer, records amount
tendered and calculates change due
Maintains tax tables and automatically calculates taxes due, where applicable
Does not calculate tax on non-taxable items
Provides for returns and credits
18
#
56.
57.
58.
59.
60.
61.
62.
63.
64.
65.
66.
67.
68.
69.
70.
71.
72.
City of Carlsbad
Citywide Cashiering Solution
REQUIREMENT
Ability to issue credit memos
Supports multiple pricing structures per item by customer type (e.g., seniors,
children, resident, non-resident, etc.)
Automatically deducts inventory upon sale of item
Creates list of items needing restocking by location
Provides online transaction history inquiry by date, subsystem, location and
customer
Ability to search by customer name, account number, GL account code,
subsystem type, address, transaction type, data, dollar amount, check number
Posts detail transaction data to subsystem and summary data to general ledger
Ability to accept online transactions via an internet browser
Ability to route transactions electronically for approvals or processing, based on
transaction type (workflow)
Ability to generate online transaction confirmation to customer via e-mail
Ability to perform real-time credit card authorization
I
Ability to consolidate transactions by type and system to reconcile to daily cash
drawer totals (daily transaction report)
Ability to generate deposit slips to include types of payments tendered (i.e.,
checks, cash, credit), and totals of bills (ones, fives, tens, etc.)
Ability to implement functionality in phases, rather than all at once
Ability to balance cash drawers on demand for auditing purposes, and then
return to finish remaining day’s transactions
I
Ability to close out other cashier sites remotely
Interfaces directly with credit card approval functionality
19
#
73. -
- 74.
- 75.
76.
77. -
78.
79.
80.
81. -
82. -
83.
84. -
85.
86. -
87.
88.
89.
90.
91.
92. -
93.
94. -
95.
96. -
City of Carlsbad
Citywide Cashiering Solution
REQUl REM ENT
Ability for customers to choose Spanish language screens
INTERFACE
Creates daily cash receipts batch file for Accounts Receivable and General
Ledger for each department in format required by the following systems:
Sungard Bi-Tech Financials
Harris PUBS
CLASS Recreation Scheduling
Accela PermitsPlus
Sirsi Library Management System
Progressive’s Business License
0 Yardi (formerly Nan Mackay) Housing Section8
The City’s internal data hub
Updates subsystems in real time
REPORTING
Ability to produce the following standard reports:
0
Standard receipts printing
Current day and MD sales report
Credit card authorization report
Cash receipts by cashiering site and drawer
0 Dailv cash receiots reoort I
Discount type
Sales by type (cash, credit card, credit memo, gift certificate, check, etc.)
0 Ad hoc reports
Standard reports that allow user to sort, select and subtotal criteria before
report is run
Provide a user-friendly report writer with the following capabilities:
Select data fields desired
Surmort standard mathematical notations
Print fields in any order
Support global calculation definitions (macros)
Model a report format on a previous one
20
Attachment 0 - Critical Business Requirements
1.
2.
3.
4.
5.
6.
7.
8.
9.
The following requirements have been determined to be critical as they relate to the selection of a
best-fit solution. As such, please provide in detailed written form a description of how your proposed
solution will meet the specific critical requirements. Also, if you have a client with a similar business
need that is currently being addressed by your solution, please provide the client's contact
information.
The solution must have the ability to interface to all subsystems used by the City that involve
billing and/or collections (listed in Interface Section of Requirements, #74-80). The primary
purpose of these interfaces is to determine if there is an outstanding receivable for a
customer, update the subsystem with the payment information and then post the amount
received to the appropriate account number in the general ledger.
The solution must have the ability to accept multiple forms of payment (cash, check, credit
card, etc.) at any of the three types of cashiering locations that the City may use - site, kiosk
or website.
All components and aspects of the solution must follow the City's Guide to Technology
Standards (Appendix 3).
The solution must be scaleable, Le., have the flexibility to expand the number of users
(cashiering stations and staff generating reports or other research information) and the
transaction volume without significant impact on system performance.
The solution must have a database that is easy to maintain and will not require the City to
hire additional staff for this purpose.
The solution must have a database that is straightforward to access. It should only require
user (not IT) level skills to access customer history and generate reports of customer
activity.
The solution must be able to accept multiple transactions for one customer (utility bill,
building permit, library fine, ambulance fee, recreation class payments, etc.) and apply the
payments to the corresponding subsystem.
The solution must accommodate multiple pricing structures, such as senior discounts,
multiple family member discounts, non-resident vs. resident charges, etc.
The vendor must provide a list of standard reports that come with the solution.
10. The solution must include a user-friendly report writer that staff can use to create
customized or ad hoc reports.
21
11.
12.
13.
14.
15.
The customer receipt format must be flexible to include a variety of information based on
the type of transaction performed. A user (not IT staff) should be able to create customized
receipts without too much difficulty.
A daily reconciliation report must be produced by a central location that will include a
consolidation of all cash receipt transactions from every remote site in order to balance to
the general ledger.
Use of the solution must be fairly easy and intuitive, with a new user obtaining core
functionality understanding and competence to perform standard transactions after 30
minutes of training.
The solution must allow security assignments by a minimum of the following levels: location,
user, subsystem, and screen.
The vendor must provide strong implementation support and post-live assistance, evidenced
by successfully providing these services for other similar organizations.
22
I Attachment F - PROPOSAL FORM I
THIS FORM MUST BE THE LAST PAGE
OF YOUR ORIGINAL PROPOSAL AND COPIES!
Citywide Cashiering Solution
The undersigned hereby certifies that he/she understands the specifications, has read the
document in its entirety and that the proposal prices contained in this proposal have been
carefully reviewed and are submitted as correct and final. Proposer further certifies and
agrees to furnish any or all products/services upon which prices are extended at the price
offered, and upon conditions contained in the specifications of the Request for Proposal.
The following information must be filled out in its entirety for your proposal to be considered:
Company Name:
Address of Principal Place of Business:
Phone/Fax of Principal Place of Business:
Address, Phone/Fax Number of Majority
Owner Principal Place of Business:
Authorized Representative:
Sign at u r e/Ti t I e
Printed Name
Acknowledgement of Addenda (if applicable)
#1 #2 #3
24
Appendix 1 LISTING OF TECHNOLOGY
INFRASTRUCTURE
1. Network I nf rast ru ct u re
a. Novel1 5.1 / eDirectory Version 8 (for file, print and
a ut hen t ica t io n services)
b. Microsoft NT4 and 2000 servers (for application and database
services)
c. TCP/IP IPX/SPX
d. Ethernet 10/100/1000
e.
f. Novell’s Zenworks, Norton Anti-virus
g-
h.
i.
40 + Compaq servers in multiple locations across the city
3Com and Cisco routers for wide area communication
3Com Level 2 10/100 switches to desktop
3Com gigabit backbone at large sites
2. Desktop PC’s
a. Compaq Pentium computers
b. 400+ Windows 2000 stations, 200+ NT 4.0 stations
C. Fo u r-yea r re place me nt cyc I e.
d. All workstations have at least 256 MB of memory
e. Microsoft Office 2000 is the standard office suite.
3. HP 9000
a.
b.
C.
d. 3.2 Gb Ram
e. 92 Gb hard space
f. 3 - tape drives for OS backup, database backup and
transaction logging
g. Database software is lnformix 7.31
h. Model K580 - Runs Bi-Tech’s IFAS (HR, Purchasing &
Financials), Accela’s Permits Plus (Land based Permitting) &
Harris PUBS system (Utility billing).
Model D390 - Runs same applications - used as a test and /
or d eve1 o pme n t system.
Two HP 9000’s - 1 Model K380,l Model D390.
Operating system - HP-UX 10.20
4 - 240 Mhz Processors
i.
4. HP 3000 (this system will be replaced in Fall 2003)
a.
b. Operating system - MPE/IX
c.
d.
HP 3000’s - Model 968
6 Gb hard space on two drives
Runs Data Research Associates, Inc. INLEX application (library
catalog software)
25
5.
6.
7.
8.
9.
10.
11.
Library Catalog - Internet Access (this system will be replaced in Fall
2003)
a. HP Net Server
b. Operating System: NT 4.0
c.
d.
e. IIS 3.0
Web server with the interface for library card catalog
Running Taos with Orbix database
Geographical Information System (GIS)
a.
b. Operating System: Windows2000, IIS
C.
d.
Compaq Database Server (l), Compaq Web Server (1)
ESRl product suite: ArcGlS 8.x; Arclms; ArcSDE
Database software is lnformix 2000 SDE
Office Automation
a.
b.
d.
e.
f.
Citrix
a.
b.
C.
C.
Microsoft Word (2000)
Microsoft Excel (2000)
Microsoft Access (2000)
Microsoft PowerPoint (2000)
Browser: IE 5.x
E-Mail: Groupwise 6.x
Compaq Servers (2)
Operating System: Windows2000
Running Citrix Meta Frame Server
Document Management System
a.
b.
C.
d.
Compaq Database Server (l), Compaq Web Server (1)
Operating System: NT 4.0, IIS
Database software is SQL 2000
Running File Net Management Services
Telestaff
a. Compaq Workstation
b. Operating System: NT 4.0
c. Runs: Telestaff - Fire department staffing software
Firepoint
a. Compaq Server
b. Operating System: NT 4.0
c. Runs: Firepoint - Fire incident reporting/analysis software
26
12. SQL Server 2000
a.
b. Operating System: Windows2000
C.
d.
e.
f.
Compaq Servers (2) - one production, one test/development
Database software is SQL 2000
Runs: Hansen Technologies’ IMSV7 (Maintenance Mgmt)
Runs: Yardi’s Housing System (Section 8)
Runs: Cartegraph’s Pavementview (Pavement Mgmt)
SQL Server 7.0
a. Compaq Servers (2) - one production, one test/development
b. Operating System: NT 4.0
C. Database software is SQL 7.x
d. Runs: Bender’s Mainstar (Facilities maintenance system)
e. Runs: Bender’s Mainstar (Fleet maintenance system)
f. Runs: Class Software Solution’s Centreserve (Recreation
scheduling & billing system)
g. Runs: Progressive Solution’s LicenseTrack (Business license)
13. Training Room
a. Compaq Server
b. Operating System: Windows2000
C. Image and application server for training room
14. Multiple Windows2000 Domain Controllers
a. Operating System: Windows2000
15. Web Site Hosting
a. SPARC Ultra 1+
b.
C.
d. Hosted by Verio
4x9 GB storage (mirrored with 18GB usable)
Standard browser is Internet Explorer. Netscape is also in use.
16. Intranet
a. Compaq NT Server 4.0
b. IIS 4.0 lntranet WebServer
C. Cold Fusion Server 4.5
d. Web pages are maintained using Cold Fusion/MS Front Page
17. Computer Aided Dispatch (this system will be replaced in 2003)
a. DEC VAX 4100 (2)
b. Operating System: VMS
c. Runs: PRC’s Computer Aided Dispatch
27
19.
18.
20.
2 1.
22.
23.
IVR
a. Compaq Server
b. Operating System: Windows 2000
C.
d.
Runs: Selectron’s Interactive Voice Response System
Currently, system links to the Utility Billing System
Request for Action System
a. Compaq Server
b. Operating System: Windows 2000
C.
d. Runs: Knexa’s SuiteResponse
Database software is Lotus Domino 5.09
Storage Management System
a. IBM Server
b. Operating System: Windows 2000
C. Runs: Tivoli’s Storage Management System 4.3
Voice ma i I
a. Centralized Octel Serenade 200 using 40 ports
Phone System Network
a.
b.
Three (3) NEC NEAX 2400 IMX’s linked with NEC’s Fusion
Two (2) NEC NEAX 2000 IVS’s linked with NEC’s CClS
In Fall 2003, we will be installing a new Library Management System
from Sirsi that will run on
a. HP9000
b. Operating System: HP-UX 1l.x
C. Database software is Oracle 9i Standard
28
Awendix 2 - SAMPLE AGREEMENT
(This document to be used for Agreements over $lO,OOO in value, remove before finalizing)
AGREEMENT FOR (Insert Tv~e of Professional Services) SERVICES
(Insert Name of Contractor)
THIS AGREEMENT is made and entered into as of the
corporation, (Tity"), and ,a 9
("Contractor").
day of
,20-, by and between the CITY OF CARLSBAD, a municipal
RECITALS
A.
that is experienced in
B.
City requires the professional services of a
Contractor has the necessary experience in providing professional services and advice related to
C.
D.
such work.
Selection of Contractor is expected to achieve the desired results in an expedited fashion.
Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and
Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined
in attached Exhibit "A', which is incorporated by this reference in accordance with this Agreement's terms and
conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill customarily
exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area,
and will use reasonable diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of from the date first above written. The City
Manager may amend the Agreement to extend it for - additional year periods or parts thereof in an
amount not to exceed dollars ($ ) per Agreement year.
Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of
funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of
the extended Agreement.
4.
Time is of the essence for each and every provision of this Agreement.
TIME IS OF THE ESSENCE
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
dollars ($ ). No other compensation for the Services will be allowed except for items covered by
subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention
until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A"
City Attorney Approved Version W.01.02
29
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of
Contractor's independent calling, and not as an employee of City. Contractor will be under control of City
only as to the result to be accomplished, but will consult with City as necessary. The persons used by
Contractor to provide services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to
which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of
Contractor or its agents, employees or subcontractors. City will not be required to pay any workers'
compensation insurance or unemployment contributions on behalf of Contractor or its employees or
subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers' compensation payment
which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of
Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification
amount from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor
subcontracts any of the Services, Contractor will be fully responsible to 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
Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor
will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor
of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the
contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
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 in whole or in part 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.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of
an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost
for the purposes of this section, and that this section will survive the expiration or early termination of this
Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement 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
services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will 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".
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City
Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap
on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no
representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are
adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor
will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense.
30
City Attorney Approved Version W.01.02
10.1.1 Commercial General Liabilitv 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 will apply separately to the work under this Agreement or the general aggregate will be
twice the required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's work for
City). $1 ,OOO,OOO combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Comwnsation and Emdover's Liability. Workers' Compensation limits as
required by the California Labor Code and Employer's Liability limits of $l,OOO,OOO per accident for bodily injury.
Workers' Compensation and Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor's
profession with limits of not less than $1 ,OOO,OOO per claim. Coverage must be maintained for a period of five years
following the date of completion of the work.
10.2.
contain, or are endorsed to contain, the following provisions:
Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement
10.2.1 The City will be named as an additional insured on General Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will
be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it
and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the
Notice provisions of this Agreement.
10.3
Contractor will furnish certificates of insurance and endorsements to City.
Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement,
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City
will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums
that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or
deduct the amount paid from any sums due Contractor under this Agreement.
10.5
copies of any or all required insurance policies and endorsements.
Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be
amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All
records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to
examine, audit, and make transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the
Agreement for a period of three (3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is
the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its
agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will
have the right to make one (1) copy of the work product for Contractor's records.
City Attorney Approved Version W.01.02
31
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all
claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who
on behalf of Contractor under
are authorized to give written notices or to receive written notice on behalf of City and
this Agreement.
For City: For Contractor:
Name
Title
Department
City of Carlsbad
Address
Name
Title
Address
Phone No.
Phone No.
Each party will notify the other immediately of any changes of address that would require any notice or delivery to
be directed to another address.
16. CONnICT OF INTEREST
City will evaluate Contractor’s duties pursuant to this Agreement to determine whether disclosure under the Political
Reform Act and City’s Conflict of Interest Code is required of Contractor or any of Contractor’s employees, agents,
or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor’s affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained
in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor’s agents, employees, subcontractors and consultants warrants
that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by
this Agreement. Contractor further warrants that neither Contractor, nor Contractor’s agents, employees,
subcontractors and consultants have any ancillary real property, business interests or income that will be affected by
this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any
manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor.
Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible
for the compliance of Contractor’s services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply
with those requirements, including, but not limited to, verifying the eligibility for employment of all agents,
employees, subcontractors and consultants that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination
and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve
any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of
City Attorney Approved Version W.01.02
32
Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented
dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be
of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved
party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts
and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the
action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit
the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this
Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to
abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this
Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days
to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City
will make a determination of fact based upon the work product delivered to City and of the percentage of work that
Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that
finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this
event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and
closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total
will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the
portions of tasks completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide
employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to
pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or
violation of this warranty, City will 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 the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of
the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with
litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code
sections 12650 et sea., the False Claims Act applies to this Agreement and, 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 City seeks to
recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's
fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided
for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of
California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any
other county.
City Attorney Approved Version W.01.02
33
24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their
respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be
assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along with
the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the
Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent
and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions
of this Agreement.
CONTRACTOR
*By:
(sign here)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By:
City Manager or Mayor
(print namdtitle)
**By: ATTEST:
(sign here)
(print namdtitle) LORRAINE M. WOOD
City Clerk
City Attorney Approved Version W.01.02
34
If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Comration,
Agreement must be signed by one corporate officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:
Deputy City Attorney
35
City Attorney Approved Version W.01.02
EXHIBIT “A”
SCOPE OF SERVICES
Itemized List of what Contractor will do for City and at what price.
City Attorney Approved Version W.01.02
36
I Appendix 3 - Guide to the Technology Standards I
The Technology Standards on the following pages have been developed to assist in steering our
organization to its Technology Vision as defined in the Strategic Technology Plan. The intent is
to not only develop technology standards that will guide us to the future; but to also document
and publish those standards to heighten awareness as projects are proposed and proceed through
the process. With established standards, the information is available and should be used at
multiple stages of a project.
These standards should be used, at a minimum, in the following instances:
1. When an employee or Community of Interest (COI) is considering any technology
solution;
2. When an employee or COI is preparing an RFP to be placed on the street for a
technology project;
3. When an employee or COI is analyzing proposals or evaluating solutions to develop a
recommended solution.
NOTE: The Information Technology Department will be using these standards in their
evaluation of all technology projects. The information concerning consistencies, inconsistencies,
impacts on infrastructure, and pricing will be reported to the ITGC for consideration during their
review of project requests.
Refer to Administrative Order No. 53 for additional guidance concerning the use of technology.
Those standards are not replicated in this document nor are they replaced by this document.
37
April 14,2003
TECHNOLOGY STANDARDS
HARDWARE “UMBRELLA STANDARDS”
The City considers hardware purchases to be a long-term investment. To protect that investment,
the ITGC feels that the business needs of the City would be best met by ensuring that all
hardware purchases are guided by a high-level set of “Umbrella Standards”. Those “Umbrella
Standards” are:
The hardware should be from one of the leading manufacturers.
The hardware should have a proven track record.
The hardware should be reliable.
Hardware, within categories, should be purchased from a single manufacturer (i.e. switches
from a single manufacturer, routers from a single manufacturer, servers from a single
manufacturer).
There should be assurance of the availability of future support.
The necessary features of the hardware should integrate with existing hardware.
There should be assurance of the availability of technical support.
0
0
Hardware: Communication
Compatible with Ethernet and TCP/IP.
Hardware: Desktop
Desktop PC’s should be Pentium-based Compaq/HP, and shall be upgraded in accordance with
the City’s Replacement Policy.
Hardware: Printers
0
0
HP printers compatible with the city’s network operating system are preferred.
Desktop PC’s should not have locally connected printers.
Hardware: Servers
Ethernet capable Hp, IBM, or Sun systems meet the umbrella standards. > >
All systems shall provide the ability to continue operating in the event of any single disk
failure.
To provide for application testing, verification and training, an additional server may be
required to be included as part of the project.
Availability of on-site technical support is required.
When an application requires a mini-computer, HP is the preferred solution.
When an application requires a Pentium-based computer, Compaq/HP is the preferred
solution.
0
38
April 14,2003
SOFTWARE “UMBRELLA STANDARDS”
The City considers software purchases to be a long-term investment. To protect that investment,
the lTGC feels that the business needs of the City would be best met by ensuring that all software
purchases are guided by a high-level set of “Umbrella Standards”. Those “Umbrella Standards”
are:
e
e
e
e
e
e
e
e
e
e
The software should be from one of the leading manufacturers.
The software should have a proven track record.
The software should be reliable.
There should be assurance of the availability of future support.
There should be assurance of the availability of technical support.
The software should be capable of common data exchange.
The software should run on, and be compatible with, the city’s current desktopherver
environment (see Hardware Standards).
Security passwords should authenticate to the supporting operating system or the City’s
central Network Operating System.
Technical and user documentation should be provided.
Technical and user training should be provided.
Software: Applications
When considering the purchase of software for a project, the software should qualify under all of
the high-level “Umbrella Standards”, and should also be evaluated based on the following
standards:
e
e
e
e
e
e
e
e
e
e
e
e
e
The software should be commercially available.
The software should meet at least 85% of the user requirements.
The software should be able to run on multiple database platforms (see Database Standards).
If the software requires a Pentium-based solution, it should run on a Compaq/HP System.
If the software requires a mini-sized server, the software should be able to run on multiple
servers (see Hardware Server Standards).
The software should be licensed for three environments: production, development and test.
The software should be friendly to the end users.
The software should contain an application programming interface (MI).
There should be a vendor-provided data dictionary.
The software should be able to provide user-level and database-level security.
The software should integrate with the city’s current network operating system.
If the proposed users are located at more than one facility, the software should be designed to
operate over a wide area network.
The software should be ODBC (Open Data Base Connectivity) compliant.
39
April 14,2003
Software: Database
Current city preferences are SQL Server and Oracle, which meet the umbrella standards as well
as the following standards:
0 Structured Query Language based
0 ODBC compliant
0 Network capable
Software: Desktop
Contact the IT Department for the version currently supported of the following:
0 Microsoft Office
0 Reflections
0 Groupwise
0 Adobe Acrobat Reader
0 Norton Antivirus
0 Microsoft Internet Explorer
Software: Operating Systems
DesktoD:
Server:
Network:
The city’s current platform is Microsoft Windows 2000/NT.
Unix-based, Windows 2000 and Netware are preferred.
The city’s current network operating system is Netware NDS/eDir with Microsoft
Active Directory for authentication.
Software: Other
Contact the IT Department for the version currently supported of the following:
0 ReDort Writer: Crystal Reports
0 GeoaaDhic Information Systems: ESRI’s ArcGIS and Arcview
OTHER STANDARDS
Backum:
0
0
0
Anything on a shared drive or server needs a minimum of daily backups.
The daily back-up retention period is 30 days. Email is retained for a period of 7 days.
Tivoli Storage Manager is the City’s enterprise backup method.
Remote Access:
0 Remote access to the city’s private network is via Citrix ICA Client or through an
intermediate Secure Shell.
40
April 14,2003
Security:
0
0
0
0
0
Applications must have sufficient levels of security to protect the data.
Access to the city’s private network is restricted to authorized employees. At a
minimum, passwords must be changed semi-annually.
Temporary access to the city’s private network may be authorized for others who have a
contractual relationship with the city. Passwords will be valid for four (4) weeks.
Authorized access to city databases shall only be granted when required to perform city
responsibilities.
Internet access to city data shall occur through a separate, controlled network.
For detailed information, refer to the IT Security Document.
Additional IT Securitv Measures:
0
0
0
Access to computer network infrastructure must be authorized by IT.
All users accessing the city’s private network will use a secret password consistent with IT
password criteria.
No administrative level password shall be known by anyone other than those current IT staff
members requiring it in the performance of their responsibilities.
Shared Drives:
Shared Drives: Desktop
0 Desktop PC’s should not have shared hard drives unless the facility has no access to a file
server.
Shared Drives: Servers
Every file server should have a shared community drive accessible by the users in that facility.
0
0
Files placed on community drives must be restricted so only the author may make
modifications.
Databases that need to be accessed by multiple users across departments shall be on a
database server.
Every file server should have a separate designated shared area for each department that accesses
that server.
0
0
0
0
Access to designated departmental areas will be restricted to users in that department.
Each department will be responsible for content and levels of access within their
departmental shared area.
Work assignments requiring joint access between departments may necessitate an additional
shared area. (The sharing departments shall determine levels of access.)
An employee’s city documents should be saved on their network drive (F:/), which is
restricted to their access.
April 14,2003
41
0
0
0
0
Desktop applications reside on local drives.
Data resides on a server or shared drive.
Users are encouraged to purge unnecessary documents on a regular basis to preserve storage
space.
Only documents pertinent to city business shall be stored on city resources.
Recognizing there may be a need to retain historical data, the Information Technology
Department may review alternate storage methods or removal with the affected department.
Applications in the future may utilize a data hub in an effort to:
0
0
0
Improve the availability of accurate, consistent data;
Reduce the occurrence of multiple versions of similar data; and
Provide the ability to share data more readily.
42
April 14,2003
Exhibit F
Response to
Citywide Cashiering Solution RFP
Please keep on file at
City Clerk’s Office
City of Carlsbad, CA
Response to:
Request for Proposal
Citywide Cashiering Solution
Due Date: June 6,2003
Prepared by:
CORE Business Technologies
2224 Pawtucket Avenue
East Providence, RI 02974
L ..
CORE Business Technologies’ Response to City of Carlsbad. CA
Request for Proposal for a Citywide Cashiering Solution
June 6. 2003
STATEMENT OF INTENT ..................................................................................................................................... 2
STATEMENT OF CONFIDENTIALITY ............................................................................................................... 2
LETTER OF TRANSMITTAL ................................................................................................................................ 3
SECTION I . GENERAL VENDOR INFORMATION ........................................................................................ 4
SECTION 11 . CUSTOMER REFERENCES ..................................................................................................... 17
SECTION 111 . SOLUTION FEATURES AND REQUIREMENTS ................................................................. 20
ADDITIONAL ~[NFORMATION ................................................................................................................................. 26
SECTION IV - CRITICAL BUSINESS REQUIREMENTS .............................................................................. 43
SECTION V . IMPLEMENTATION METHODOLOGY ................................................................................. 63
SECTION VI . CORE’S EXPERIENCE .............................................................................................................. 67
SECTION VI1 . SYSTEM INTEGRATION EXPERIENCE ............................................................................. 71
SECTION VIII . SOLUTION MAINTENANCE TERMS AND CONDITIONS ...................................... ....... 72
SECTION M . ADDITIONAL INFORMATION RELATIVE TO THE PROJECT ....................................... 73
SECTION X . COST .............................................................................................................................................. 78
CORE’S PRICING WORKSHEET ....................................................................................................................... 82
PRICING NOTES ................................................................................................................................................... 82
SECTION XI . BILLING AND PAYMENT EXPECTATIONS ......................................................................... 83
CORE SOFTWARE LICENSE AG~E ................................................................................................................ 85
SECTION XII - CONTRACT EXCEPTIONS ..................................................................................................... 86
[e:€ ... HEWING You COMPETE FOR THE FUTURE I
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
STATEMENT OF INTENT
CORE Business Technologies has based our proposal on the requirements, specifications and information that is contained in the City of Carlsbad request for Proposal for a Citywide Cashiering
Solution. CORE Business Technologies has made every attempt to provide the best solution for your
automated cashiering needs based on our 16 years of experience and our preliminary understanding of the City’s environment.
CORE Business Technologies has offered a customized payment processing solution that we tailor to fit the environment of the City. With each new environment, there may be some external factors that CORE
cannot control. With that, our estimates, responses and projections cannot be taken as expressed or
implied warranties. We have taken the information that was contained in the RFP and provided a solution
to address those needs. Exact specifications are determined at the time of the Design Planning Meeting
on-site when CORE can see your environment up close.
This document is specifically tailored to the City of Carlsbad and all illustrations and related data and
descriptions are considered proprietary to CORE Business Technologies and highly confidential.
Illustrations are specifically marked as confidential.
It is understood that receipt of this document constitutes agreement not to reproduce, distribute, discuss,
or otherwise reveal its contents to any party other than the individuals directly involved in its evaluation for
the City.
CORE Business Technologies asks that the nature of our responses be kept in strict confidence unless
mandated by law.
2
June 6,2003 CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
CORE Business Technologies 2224 Pawtucket Avenue
East Providence, RI 02914-1784
401 431 0700 Telephone
401 434 2227 Fax
www.corebt.com [e:€ June 5,2003
Proposal Evaluation Committee RFP - Citywide Cashiering Solution
City of Carlsbad
Purchasing Department
1 63 5 Faraday Avenue
Carlsbad, CA 92008-73 14
Re: City of Carlsbad RFP - Citywide Cashiering Solution
To the Proposal Evaluation Committee:
CORE Business Technologies Inc, is pleased to submit this response to the City of Carlsbad,
California Request for Proposal for a Citywide Cashiering Solution.
CORE Business Technologies is a provider of payment processing solutions for Cities, Counties
Utilities and Universities nationwide. Our proposal contains our recommended solution for
addressing the provision of the cashiering system software, maintenance and implementation
services for the City. With over 80 city and municipal implementations nationwide and a strong
16 year history of providing and supporting cashiering solutions CORE provides the City with an
established product, outstanding support and experienced implementation staff.
CORE’s Payment Processing Systems integrate to financial and customer information systems
and provide an enhanced cashiering front-end for all payment processing activities. In addition,
CORE’S solutions are set up to take advantage of many parameter-driven functions enabling
end users to modify elements of the software as business changes.
CORE systems can also be implemented in phases to better suit the City’s needs. CORE’s
payment processing solutions will contribute considerably to the City’s objective of improved
productivity and automated workflow processes while providing connectivity, scalability,
portability and consistency across all modules.
To enhance productivity and audit capabilities, CORE can provide the City with the latest
technology involving imaging and research functionality with CORE’s integrated Document
Imaging and Retrieval Module, which is quickly becoming an indispensable element of the
cashiering process. With the Document Imaging module, cashiers can scan a check (or other
transaction document such as a bill stub), capture the image which then appears on screen and
then retrieve the image and related transaction for research and audit purposes.
Older technologies do not enable this research capability. However, the current technologies
deployed by CORE enables the storage of images of bill stubs, checks and other remittance
media and provides cashiers and supervisors with instant research and retrieval functionality
dramatically redhcing search time while significantly enhancing user productivity and audit
capabilities.
CORE’S quality services begin with an initial meeting to analyze your business processes and
continue with implementation and production system support throughout the life of the contract.
At CORE, we believe that a full and complete understanding of your environment, business
process and individual needs is the basis for a long-term, successful partnership with our clients.
With the experience of nearly 200 site installations over the past 16 years, our professionals have
in depth knowledge of many types of environments. Our proposal demonstrates CORE’S:
0
0
0
Innovative technical approach and proven methodology for implementing an effective
payment processing system tailored to meet your exact needs.
Proven ability to deliver training, documentation, maintenance and support.
Understanding of the City’s business process through comprehensive analysis to deliver the
best solution to you.
Understanding and commitment to city and county governments.
The CORE team looks forward to working with the City throughout the decision and
procurement process. If there are any questions or any additional information as a result of this
proposal, please contact me at (401) 43 1-0700 ext. 1445 or via email at jkosh@corebt.com.
Sincerely,
CORE Business Technologies
U
Jason Kosh
Regional Marketing Specialist
Information Systems Division
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION I - GENERAL VENDOR INFORMATION
Please provide the following information about your organization and application software:
Company name.
Wonderware, Inc. dba CORE Business Technologies
Corporate address.
2224 Pawtucket Avenue
East Providence, RI 02914
Number of years in operation.
20 years
Annual revenue.
$12 million
Percent (%) of total revenues from proposed product.
12.5% on an annualized basis
Emplovees:
Total: I00
Development Staff: 20
Sales Staff: 6
Trainingstaff: 6 7-1
Other: 68 .I -
Le:€ ... HELPING YOU COMPETE FOR THE FUrURE 4
.I
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
~
Names and qualifications of individuals assigned to the project, including their role in the project
and in similar projects
Approximately six CORE professionals are assigned to the City upon contract award.
Following are titles and responsibilities of the individuals who would be assigned to the
City. Specific professionals will be named at a later date and will be determined by the
scheduling of the project and individual availability.
National Sales Manager (Sales & Initial Functional Design)
0 Software Engineering Manager (Design & Project Management)
Software Engineer (Software Development)
0 Senior Software Engineer (Software Development)
Field Application Engineer (Quality Assurance, Installation, Training and
Senior Support Analyst (Application Support) Support)
Resume synopses of CORE representatives who may be assigned to the City can be found
below and on the following pages. All CORE individuals assigned to work on the City’s
project have experience with environments similar to that of the City.
Please note that because of the competitive nature of the industry, names are not provided
at this time.
0 National Sales ManagedProduct Manager
With over six years experience working in CORE’s Payment Processing Division, this individual has extreme in-depth knowledge of all aspects of the cashiering system
proposed from the sales, technical and support points of view. As manager of the Sales
Department and as a system design expert, this individual possesses unique perspectives
on providing an exact solution for the client. With over five year‘s design expertise, this
individual meets with clients to discuss the features and functionality desired and
suggests the solution that best accommodates the client‘s needs. With extensive
technological knowledge and comprehensive account management expertise, this individual works with the software engineer department to design system specifications
and facilitate system installation from start to finish as well as overseeing CORE’s
continuous system support services.
0 Software Engineering Manager
With over eleven years experience as a One-Step Payment Processing System Software Engineer, this Software Engineering Manager is responsible for customization and
management of CORE’s software in customer accounts throughout the United States and
Canada as well as management of CORE’s support team. This individual is instrumental
in providing the latest in payment processing functionality and peripheral capability to
client accounts, providing CORE customers with recommendations and system design techniques that enhance the transaction processing environment.
[e:€ ... ”G YOU COMPETE FOR THE FUl-mE 5
June 6,2003 CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
0 Quality Assurance Specialist
As one of CORE's Quality Assurance Specialists, this individual has comprehensive
knowledge of the One-Step Software and all of its features and functionality. With over
four years experience, this individual establishes release procedures, conducts quality
assurance procedures and documents all results. This individual is also responsible for
testing system specifications to simulate conditions in real-time customer environments.
Other responsibilities include issue and enhancement reporting, tracking, and resolution
and code review participation.
0 Field Application Engineer
This individual has over four years experience as a Field Application Engineer installing
and providing training and support for One-Step and CORE's web-based iPayment
module clients. Responsibilities include serving as project manager for implementation of
One-Step for Windows and serving as a liaison between Software Engineers, developers,
CORE management, customer contacts and sales representatives. This individual
outlines expectations for the client during implementation and training and ensures that all
proper hardware is ordered, tested and shipped to the client's site. In addition, other
responsibilities include facilitating the installation process, performing on-site installation
of the software, educating the end-user on its proper usage and working closely with the
development team testing the software and documenting the results.
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
.a
8.
Fa
San Diego area support (locationltimeslnumber of employees).
While CORE does not have a support office in the San Diego area, software problems,
failures, or questions and concerns may always be brought to the immediate attention of
CORE’s Information Systems Division through our Hotline. All calls are forwarded to a
CORE Field Application Engineer (FAE). CORE FAEs have a complete and thorough
understanding of the OneStep Payment Processing System. FAEs have provided training
and support for hundreds of One-Step System operators, administrators and supervisors.
In our experience, we find that our Hotline support program provides the most effective
method of troubleshooting almost any problem that may arise in the normal day-today
operation of the One-Step system software. Hotline availability Is 6:OO a.m. to 3:OO p.m.,
Monday through Friday, PST. Pager support is available from 3:OO p.m. to 6:OO p.m. PST.
1. When a Hotline call is received by CORE, it is routed to a CORE FAE.
2. The FAE begins by gathering information about the problem and is able to either: provide a solution immediately, or instruct the customer to gather specific, additional information.
3. When all the information available has been analyzed, the customer is provided with either: a solution to the problem or a Workaround” while the Field
Application Engineer consults with Software Engineers before providing a solution.
Part of problem analysis includes simulation of the problem at CORE’s site by recreating the customer environment and the error, under controlled conditions. If a
problem is reproducible, the FAE is often able to observe patterns or existing
conditions the customer did not recognize. In this way it can be determined if the problem is CORE-software-related, or Cityenvironment-related.
4.
5. In either case, a remedy for the situation is initiated as soon as possible upon authorization by the City. In the unlikely event a problem is directly caused by an
existing deficiency to CORE’s software, the Tx” is relayed by the FAE to Software Development upon completion and incorporated in an update to all customer
accounts.
6. If additional help is needed, the call is forwarded to the Software Engineer assigned
to the City.
On-site assistance for software failures is rarely needed. Remote diagnostic capabilities
are maintained via a direct IP connection or a mirrored environment that we maintain at our
site.
Dial-up support is a custom option that enables your CORE FAE assigned to “see” exactly
what problems are occurring through on-line access to a designated workstation via
LapLink or other third party software (PCAnywhere, etc.). One copy of the software is
required for each site desiring remote interface capability. CORE recommends that the City
consider this approach in lieu of actual on-site support.
A cost-effective alternative to on-site service is Epson’s Spare in the Air option. (Epson is
the provider of the printers proposed.) Epson will express ship a replacement unit the
same day a customer calls to report a failure. The replacement unit arrives the next
business day. The customer installs the replacement unit and ships the failed unit back to
Epson.
CORE has over twenty west coast clients; time zone differences have never posed any
support problems.
I
:...HELPING YOU COMPETE FOR THE FUTURE 7
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003 .*
3.
10.
~~
Other available support (location/times/number of employees).
An important factor in evaluation of today’s software products is product support. CORE’s
dedication to customer satisfaction and service is the motivating force behind every
product and service we supply. CORE’s philosophy is centered on providing complete,
comprehensive customer support to a level that exceeds expectation. The One-Step
Payment Processing system software is supported for the life of any contract between
CORE and the City.
CORE personnel are available to the City for assistance with any aspect of the system.
Upon contract award, CORE assigns the customer a CORE Field Application Engineer
(FAE) who is in charge of testing and installing the One-Step Payment Processing System
and providing on-site training. That FAE becomes the customer’s primary contact for
implementation and any problems or questions that arise.
The FAE:
0 Serves as the project manager for implementation of the system. u Serves as the liaison between Software Engineers, developers, CORE
management, customer contacts and sales representative regarding the client’s
project.
Outlines expectations for the client during implementation and training.
Ensures that all proper hardware is ordered, tested and shipped to the client’s
site.
Facilitates the installation process. Performs on-site installation of the software
and educates the end-user in its proper usage.
0 Works closely with the development team testing the software and
documenting the results.
Provides on-going hotline support.
Thirty (30) support professionals comprise the support department. The support team is
located in CORE’s Rhode Island headquarters.
Software problems, failures, or questions and concerns may be brought to the immediate
attention of CORE’s Information Systems Division through our Hotline. All calls are
forwarded to a CORE Field Application Engineer (FAE). CORE FAEs have a complete and
thorough understanding of the One-Step Payment Processing System. FAEs have
provided training and support for hundreds of OneStep System operators, administrators
and supervisors. Please see CORE’s response to item 8 for a description of CORE’s
hotline.
Application name(s).
OneStep Payment Processing System
[e:€ ... HELPING You COMPETEFOR THE FuruRE 8
June 6,2003 CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
jpplication modules available.
0 Check Imaging
Check Writing
iPayment Transaction Suite
0 Transaction Type Processing Module
0 Trust Tracking Module
0 Undistributed Payment Module
0 Interface Control Module
rype of user interface (Clienthewer, Web browser, etc):
The OneStep Payment Processing System utilizes a clientkerver interface. The optional
iPayment module utilizes a web browser interface;
Server hardware/operating system options.
CORE’s One-Step system is network independent. CORE’s two-tier application approach
allows the City to utilize an existing database server. Our approach does not require the
use of a dedicated application or database server and allows the City to maximize the use
Df its existing hardware and infrastructure to eliminate thousands of dollars of hardware
cost and ongoing support services.
Client hardware/operating system options.
Windows 95, Windows 98, Windows 2000, Windows NT, Windows XP and Windows ME
Database options.
CORE’s solutions are specifically designed to maximize the use of the existing technology
and assets of our clients. The use of shared database assets is the traditional
implementation approach for the application data and configuration stores. All of CORE’s
solutions are developed to utilize ODBC communication standards to facilitate the goal of
RDBMS independence, platform independence and client asset utilization. Integration to
host applications is provided through the use of ODBC, SQL or High Level Language
Application Programming Interface development methods. CORE’s solutions are
designed specifically to interoperate across multiple host systems and platforms and
provide a unified processing environment.
CORE recommends a connection to an ODBC compliant DBMS such as Oracle Server or
Microsoft SQL Server (which may reside on the same server or a separate server),
including any software necessary to make that connection.
Reporting tool options.
Any ODBC compliant reporting tool can be utilized. CORE recommends Crystal Reports
Report Writer.
Date proposed application first written.
The One-Step Payment Processing System was first written in 1987.
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
18.
19.
20.
21.
22.
23.
24.
Frequency of major upgradesheleases.
Standard upgrades are released an average of once or twice a year.
Date of last major upgradelrelease and release number.
Version 1.2.2 was released May 1,2003.
Estimated next release and significant improvements.
As of this writing, the next release date has not been established. The 2003 second quarter
release includes imaging, database performance enhancements, additional search and
audit tools and more flexible components.
Languages used, by percent (i.e., 25% Cobol, 25% C, 50% SQL).
C++ using Microsoft Foundation Classes (100%)
Total current similarly sized cities as customers.
30+
Total current installations.
CORE has over 200 site installations in municipal, higher education and utility markets.
Typical implementation time.
Typical implementation time varies from three to six months and is dependent upon the
number of host systems that need to be interfaced and the level of integration desired.
Le:€ ... HELPING You COMPETE FOR THE FUTLJRE 10
All data, demiflons, gaphics, end omer infwmetiDn mntahd in this documan! are pmpierarv to CORE Business Techmlo~es end highly ~~Mial.
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
25. Typical hours required to implement (city staff time and vendor or implementation partner staff
time).
A function of the Design Planning Phase is to assign project tasks and responsibilities.
Successful system implementation relies heavily on the City’s timely completion of all
system specifications. The system task outline illustrated below is typical of a new system
installation. We have outlined this plan for your review.
Task Description
Contract execution completedlP0 rec’d by CORE
Installation & support team assigned
I
Responsibility
City
CORE
Pre-Installation Planning meeting held
Credit card authorization/SSP contracted
Specification of custom code submitted to the City
CitylCORE
City
CORE
Firm and final signed system specs submitted to CORE
Screen Design at CORE Begins based on the City’s Specs
Custom coding begins based on the City’s specs
Custom coding of MF communications based on specs
[+a€...rnrNG YOU COMPETE FOR THE FUTURE
City
CORE
CORE
CORE
11
Hardware system components testing begins at CORE
Software system components testing begins at CORE
Delivery of hardware/software system components
Connection of hardwarejperipheral system components
On-site testing of system Interfaces
Training of the City’s trainers by CORE
All data, dasmipthns, mix, and @?her inlMnation mntained in this document are pmprietary to CORE Business Techml~es and hwly mfidentiaf.
CORE
CORE
CORE
CORE
COR E/C ity
CORE/City
System acceptance City
.- CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Following are City staff time estimates needed to implement the system.
Design Visit
Project Manager - Four days
Cashiering Supervisor - Four days
Accounting Representative - Four days
Oracle DBA - Two days
Various Systems Programmers - X @ One day each
Specification Review
Project Manager - Two days
Cashiering Supervisor - One day
Accounting Representative - One day
Oracle DBA - One day
Various Systems Programmers - X @ One day
Implementation
Project Manager - Ten days
Oracle DBA - Five days
Various Systems Programmers - Ten days
Systems Analyst
Installation
Project Manager - Five days
Cashiering Supervisor - Five days
Cashiers - X @ Two days each
Accounting Representative - One day
Oracle DBA - One day
Network Administrator
Various Systems Programmers - X @ One day each
TOTAL
Project Manager - 21 days
Cashiering Supervisor - 10 days
Cashiers - X @ 2 days each
Accounting Representative - 6 days
Oracle DBA - 9 days
Network Administrator - 5 days
Systems Analyst - 10-14 days
User Implementation Coordinator - 15-20 days
Application Administrator 5-8 days
Various Systems Programmers - 10 days and X @ 3 days each
[e:€ ... HELPING YOU COMPETEFOR THE FUTURE 12
CORE Business Technologies' Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
June 6,2003 .-
Following are typical duties associated with each position:
Systems Analyst
0 Provides design meeting support
0 Provides testing coordination for the City
Provides issue reporting during test phase
Application Administrator
0
0
Participates in Design meeting
0 Coordinates issue reports
Support ongoing parameter based configuration by the City
Establish and maintain users, etc.
User Implementation Coordinator
Participates in design meeting
0 Participates in system training
Provides testing support
Participates in initial city training
Network Administrator
0 Establishes user profiles
0 Installs emulation software (possibly)
0 Performs miscellaneous associated tasks
0 Provides rollout support
Provides support and registry access during installation
Oracle DBA
0 Sets up user profiles
0 Runsscripts
0 Performs miscellaneous associated tasks
Establishes database instances or table spaces (test, play, production)
Provides TNS names file (or provide information and CORE will create)
[e;€ ... HELPING You COMPETE FOR THE FUTURE 13
June 6,2003 CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
26.
27.
28.
29.
~
Do you provide implementation services? Yes: { X } No: { 1 If no, list any third party organizations qualified to implement your system that you feel would be
appropriate for this project. Include contact name and number.
A detailed description of CORE’s implementation services can be found in CORE’s
response to section V of this proposal.
Typical installation size (number of users, etc.).
CORE’s installation sites vary in size from 5 workstations to 250 workstations. The average’
installation is 25 workstations.
Describe any new versions currently under development.
CORE’s new modules in development extend the application to the web for constituent self
services.
List any Gr groups (national and local).
There are no user groups at this time.
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
. June 6,2003
30. Please indicate your future strategic direction for your proposed system solution, including
strategic partnerships and alliances.
CORE’s iPayment Transaction Portal is the cornerstone of our strategic product direction.
Leveraging our existing solutions, the Transaction Portal will provide institutional access
to our client and web based payment processing system and modules as well as access to
eCommerce management and configuration tools. CORE believes that consumer access
to eCommerce services will continue to be provided though institutional portals and will
continue to provide integration objects and strategic planning assistance to our clients to
maximize the use of unified solutions such as bill presentment and payment authorization
gateways.
Product development initiatives include:
0 Payment Authorization Gateway
0 Bill Presentment Module
0
0 PayAgent Management Module
Web Based Payment Plan Manager
CORE Business Technologies continues to develop product enhancements and modules
to assist our Municipal clients in providing intproperable, unified transaction processing
solutions. Existing solutions include:
0 CORE’s One-Step Payment Processing System
Transaction Type Processing Module Trust Tracking Module
Undistributed Payment Module
Interface Control Module
Check Writing Module
0 iPayment Transaction Suite
Departmental Deposit Module
Call Center Processing Module
PayAgent Processing Module
iPayment SearchLink
iPayment ReportLink
As a payment processing system provider, CORE often works with larger information
system providers to integrate our software and functionality with their systems. As a
result, CORE has developed a great depth of knowledge and experience regarding what
clients need our system to do with the larger systems.
CORE’s partnerships and affiliations include:
c3 PeopleSoft Partner
~~TQD~artner
Epson Value Added Reseller
Lotus Notes Business Partner;
0 Microsoft Development Partner.
0 Oracle Business Alliance Partner;
IBM Value-added Reseller;
Novel1 Platinum-Level Dealer (Service, Support and Sales);
[e:€ ... HELPING YOU COMPETE FOR THE F7JTuRE 15
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution June 6,2003
0 Indiana Cash Drawer Authorized Reseller;
0 Authorized Dealer for Mita, SAVIN, Muratec, RlSO and other products
and services and
Sales and Service Authorized for Compaq, IBM, Dell, Unisys, Hewlett Packard, and
most other major brands.
As a Peoplesoft Partner, CORE provides integration to Peoplesoft products that allow you
to utilize our industry-leading payment processing systems for all payment and cashiering-
related functions while provididg superb integration with Peoplesoft products. The same
can be said with CORE’S partnership with SCT and our integration with their Banner
product. Both Banner systems and One-Step offer a high degree of integration.
Information flows between them, speeding processing and improving efficiency. The
systems share demographic information, eliminating redundant data and reducing data
entry requirements.
On the hardware side, CORE is a Value Added Reseller of the peripheral products we
provide with our software. CORE provides our clients with a consistent hardware and
peripheral environment with the best product values. As a value-added reseller, CORE
resells peripheral products at a competitive price while providing products, services and
support that help clients achieve full potential of their own businesses which in turn help
them serve their clients better.
With these affiliations, CORE ensures our customers of the latest in technological
advances in the payment processing arena.
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION I1 - CUSTOMER REFERENCES
Please provide 3 - 5 company references for past projects whose requirements most closely match ours.
In addition to basic contact person information, please provide the length of time the system has been in
production, the operating platform running the system, and any extra features implemented at this site.
Please use the format in “Attachment 6.”
Please see the next page.
ce:€...HELPWG YOU COMPETE FOR THE FUTURE 17
All data, desm.pibns, yaphlcs, and other infomaiim miained In this &cummi am pmpietary to CORE Business TechnObQieS and highly mntdential.
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CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION I11 - SOLUTION REATURES AND REQUIREMENTS
Please check the box if the solution you are proposing meets the functional requirement.
City of Carlsbad
Citywide Cashiering Solution
#
-
REQUIREMENT J
TECHNOLOGY
Store data in a relational database with common data available to all users 1 J
2.
-
3.
Support a user-friendly Windows interface J
~~ ~ ~
Support remote locations accessing main server’s database via a WAN J
J 4. Support network printers for both screen printing and report printing
5. Allows capability of establishing local as well as global settings, Le., various types of functionality is not either “all on” or “all off J
6.
~
Users should be able to leave a screen and call up another screen or window, then
return to the first screen to complete the transaction or inquiry J*
Provide table-driven validation with the provision for user-defined tables and codes 7 J
8. Values should be editable via tables and not hard-coded J*
9.
-
10.
11.
-
-
~
Workstations should operate on Windows 2000 or XP J
Support an unlimited number of independent cash drawers J
~~
Provide secure access through Web browsers for authorized users to create, read,
update and/or delete information based on user-definable security parameters J*
* Please see Additional Information section on page 26 for details.
[IOZ..HELPING You COMPETE FOR THE nmJRE 20
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution June 6,2003
13.
14.
12. I System supports touch screen functionality
J
J
Support transaction volumes up to 1,000 per day without noticeable system slowdown
Ability for cashiering workstations to operate offline and resynchronize when
connection is reestablished
IJ
19.
20.
J
J
Secure data by department or any other organizational grouping.
Provide security settings at various levels for assigned users based on type of
transaction, ediffview capabilities, location, department, subsystem or other levels
System must be able to complete any transaction, including receipt printing within 30
seco n d s
23.
Support a minimum of 25 concurrent users
16. I
Transaction ID
J Date and time of transaction
Adhere to requirements set forth in the City’s Guide to Technology Standards
(Appendix 3)
27.
Require only one sign-on to identify users and their security privilege.
18. I
J Customer number or ID
I
28. J o Multiple transactions with applicable account numbers, customer numbers,
system reference numbers, permit numbers or citation numbers for each
transaction
Automatically log out a user when terminal has been inactive for a pre-determined,
user-defined length of time
22. I Ability to maintain the following data related to sales transactions: I J*
24. 1 Location lJ
25. I Transaction type lJ
26. 1 Customername IJ
29. 1 o Checknumber lJ
* Please see Additional Information section onpage 26 for details.
Le2 ... HELPING YOU COMPETE FOR THE FUTURE 21
CORE Business Technologies' Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution June 6, 2003
Amountdue i 33.
J
37.
Amount paid
I 40.
J
c
n Balance owed
1 44.
J
45. 1
Sales tax applied J
CI Employee ID (Cashier ID) J
Type of payment J
Credit card authorization ID J
ACH authorization ID J
Discounts J
Price or discount override J
User-defined fields for specific data capture J
Accepts multiple forms of payment for one transaction J
Supports bar-code, OCR and magnetic strip scanning of invoices/bills/cards
* Please see Additional Information section on page 26 for details.
J
[*:€...HELPING You COMPETE FOR THE FUTURE 22
Supports bar code of inventory and non-inventory item tags J
Manages sales and cash drawer by Employee ID J
Provides cash drawer batching and balancing J
Supports voided and aborted transactions down to subsystem level (interfaced
Allows acceptance of large bills ($50 and $1 00)
systems) J*
J
Allows the posting of $0 sales for no charge transaction or providing change J
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
J 50. Allows posting of discounts
J 51.
52.
-
Allows posting with coupons and/or gift certificates
~
Calculates total due for all transactions by one customer, records amount tendered
and calculates change due
Maintains tax tables and automatically calculates taxes due, where applicable
Does not calculate tax on non-taxable items
J
J 53.
J 54.
55.
- ~ ~~
Provides for returns and credits J
56. J Ability to issue credit memos
Supports multiple pricing structures per item by customer type (e.g., seniors, children,
resident. non-resident. etc.)
57. J
@ 58.
59.
60.
-
-
6fla-W Automatically deducts inventory upon sale of item
~~ ~~
Creates list of items needing restocking by location
~
Provides online transaction history inquiry by date, subsystem, location and customer J
61.
62.
-
Ability to search by customer name, account number, GL account code, subsystem
type, address, transaction type, data, dollar amount, check number J
~
Posts detail transaction data to subsystem and summary data to general ledger J
63.
64.
- J* L Ability to accept online transactions via an internet browser
Ability to route transactions electronically fo transaction type (workflow)
Ability to generate online transaction
&&ih@&
Is or processing, based on
65.
66.
- J
~
Ability to perform real-time credit card authorization J
67.
-
68.
69.
-
Ability to consolidate transactions by type and system to reconcile to daily cash
drawer totals (daily transaction report) J
J Ability to generate deposit slips to include types of payments tendered (Le., checks,
cash, credit), and totals of bills (ones, fives, tens, etc.)
Ability to implement functionality in phases, rather than all at once J
* Please see Additional Information section on page 26 for details.
[e:€ ... HELPING You COMPETE FOR THE FuruRE 23
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
73.
74.
I Ability to balance cash drawers on demand for auditing purposes, and then return to
finish remaining day’s transactions
Ability for customers to choose Spanish language screens
INTERFACE
Creates daily cash receipts batch file for Accounts Receivable and General Ledger
for each department in format required by the following systems: J*
71. Ability to close out other cashier sites remotely
77.
IJ
Accela Permitsplus J
72. I Interfaces directly with credit card approval functionality
79.
80.
81.
lJ
Progressive’s Business License J
Yardi (formerly Nan Mackay) Housing Section8 J
The City’s internal data hub J
84.
1 Sungard Bi-Tech Financials I
o Current day and YTD sales report
o Standard receipts printing J
75. 1 Harris PUBS
86.
lJ
Credit card authorization report J
76. 1 CLASS Recreation Scheduling IJ
78. 1 Sirsi Library Management System IJ
82. 1 Updates subsystems in real time IJ
I I/* 83. I Ability to produce the following standard reports:
85. I o Cash receipts by cashiering site and drawer IJ
* Please see Additional Information section on page 26 for details.
[iZ..HELPING You COMPETE FOR THE FlJTuRE 24
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003 \-
o Daily cash receipts report 87.
88.
- J
89. o Sales by type (cash, credit card, credit memo, gift certificate, check, etc.)
Ad hoc reports
Standard reports that allow user to sort, select and subtotal criteria before report
is run
Provide a user-friendly report writer with the following capabilities:
Select data fields desired
90.
91.
-
J
J
J
J* 92.
-
93.
Model a report format on a previous one
94.
J
95.
96.
o Discounttype IJ
~~ ~-
Print fields in any order IJ I
o Support standard mathematical notations
~ u Support global calculation definitions (macros) IJ
I
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Additional Information
TECHNOLOGY
6. Users should be able to leave a screen and call up another screen or window, then return to the first
screen to complete the transaction or inquiry
Cashiers working on workstations with a licensed copy of the One-Step Payment Processing
System software have access to the other applications on the workstation.
In addition, cashiers can open multiple payfiles while working within their current payment
files by using the Video Journal command from the Tools application menu.
The extensive audit trail and interactive electronic video journal (an on-screen version of the
paper audit trail) that record all important transaction information. With the video journal
(which is displayed alongside the payment form screen), cashiers can review current and
prior transactions, conduct searches and perform voids and tender corrections all from one
<If31 #1Zlr 01 17701-1 17Ju101 02 OOPM 250 50
'0013'
Received of RM General
Trans Type 1 - General TR
Being for TW3E535 Last Name 35QBN2 Amt 200 00
Total Amt 200 00 Acct 101-00011-5000
4 6/1 #12-2> 0117701-1 17JulOl 02 OlPM
Wl
200 00 '0014' 2 TEMS AMT DUE $450 50
Check# 1234 350 00 Check 100 50 Cash I
I_____-___________
Received of SMITH ELECTRONICS General
Trans Type 1 - General TR
Being for ELECTRICTY USE
Last Name SMITH. JEAN
Arnt 250 50 Qtv 1 Total Amt 250 50 Comments ASKEDABOUTBALlWCE DUE Aect 101-0001 2-2000 4 611 tl3-1 z 0117701-1 24Ju101 0951AM 250 50 *0015' 1 lTEblS ARlT DUE $250 50 251 00 Cash Change $050
[e;€ ... HELPING You COMPETE FOR THE FUTURE 26
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
Cashiers can resize video journals, move journals to another part of the screen and view multiple
video journals at once. Multiple video journals can be viewed on one screen.
June 6,2003
8.
Megavat El~rlnr Co noor
, . __ _. ,-.. . . Student pamenis screen 111 DoB-oZnsnsrs
SludenllD 1621978 Term 199960 Last Name Smlm
FlW Name Aaron
Check311 -1,50000 Check
I t DelsliCode F103
GenuaiRceeipts f
Values should be editable via tables and not hard-coded
CORE'S Transaction Types solution enables the City to determine what fields are required,
what fields are protected, what fields are optional, what fields can be overridden, etc.
depending on the menu and transaction that is selected. Therefore, when a cashier is flowing
through a receipt, the information that is required for the cashier to input has been pre-
determined by the system administrator.
Following is a sample illustration of one of forms used to define custom configuration data.
Transaction Type Data can be
maintained by your Administrative
Personnel using the MS Access
Graphical User Interface created
for the City. Data which can be
configured by your Administrators
can include transaction types,
payment plan information and
general or custom information, for
example. Following is a sample
illustration of one of forms used
to define custom configuration
data and the corresponding field
definitions.
Transaction Type Item Table Illustration
-. [I:€ ... HELPING YOU COMPETE FOR THE lwTuRE 27
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003 .-
0 Transaction Type ID
Required. Part of the Primary Key. Foreign key to Transaction Type table. It may only be used to tie
Items to Transaction Types with the Multiple Item Indicator set to Y'.
0 Sequence Number
Required. Part of the Primary Key. This value is used to determine the display order for all items
within a particular Transaction Type.
0 Description
Optional. Description associated with the item
GL Account Number Property
Required. The following values are valid: E -This field is editable for this item.
P - This field is protected for this item.
GL Account Number Default
Optional.
0 Amount Property
Required. The following values are valid:
One of the following optional values may also be provided:
E - This field is editable for this Trans Type.
P - This field is protected for this Trans Type.
+ - Force the Amount field to be positive (taking tender in). - - Force the Amount field to be negative (giving tender out).
0 Amount Default
Optional. Fixed dollar amount to be placed in the Amount field. If an Amount Default Percentage is
also provided, the two default amounts are added together.
0 Amount Default Percentage
Optional. This percentage is multiplied by the Distribution Amount and the result is placed in the
Amount field. If an Amount Default is also provided, the two default amounts are added together. NOTE: The total percentage for all Items within a Transaction Type may be greater than or less than
100%.
L
0 0
0 0
m U s - P n
coo
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6, 2003
11. Provide secure access through Web browsers for authorized users to create, read, update
and/or delete information based on user-definable security parameters
The security profile entry form displays and allows editing of user security profile
information. Security profiles define classes of users and the administrator controlled
functions to which that allowed access. One-Step provides a standard set of
administrator controlled functions that are controlled through the use of privileges.
Custom programmers can provide additional custom privilege items for their
administrator controlled functions.
The security profile entry form is displayed when you choose a security profile item or
folder within the tree view of the configuration program.
Security Code This is the record key field. It must be a unique number between
1 and 999. You must click on this field to modify it.
Profile Name Names the class of users this security profile is intended for (Le.
Trainees). The security profile name can be up to 20 characters
long.
Describes the security profile. The description can be up to 80
characters long.
Lists both the standard and custom privileges available in the
program.
Description
Privileges
[!:€...HELPING YOU COMPETE FOR THE FUTURE 30
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
SECURITY
18. Require only one sign-on to identify users and their security privilege.
19. Secure data by department or any other organizational grouping.
20. Provide security settings at various levels for assigned users based on type of transaction,
ediffview capabilities, location, department, subsystem or other levels
One-Step extensive security features prevent unauthorized access into the system.
Password security is provided for access to operations. A valid log-on ID and password is
required before a user is allowed into the One-Step System.
One-Step’s password retention period is administrator-controlled through the
Configuration program.
The City can also specify a separate log-on for payment posting where only the original
cashier or supervisor can re-open an active payfile or where only a supervisor-level
password allows the re-opening of a balanced payfile. Security also works remotely
providing receipt type level use for operators at remote locations. All users must log into
the system with their own distinct password, which is encrypted upon entry. Each user’s
password is related to hislher security profile dictating the system functions to which
helshe is allowed access. City supervisorsladministrators can modify the passwords and
security profile through the OneStep Configure Program. The number of security levels is
unlimited.
The following is a list of parameter-based configurations. Additional parameter-based
configurations may be determined and added specifically for the City during Design
Planning.
Security Profil
TYPE DESCRIPTION
Banks
Branches
Controls
Licenses
Printers
Securitv Profiles
Tend e rs
Users
Workstation
Workstation
Preferences
Receipts
Individual bank definition and endorsement information.
Branch definition information. This includes banks, controls,
tenders, users and workstations.
Information used to define limits such as maximum cash, password life, data and archive paths, etc.
One-Step software license information used to verify that you are an authorized user of One-Step.
Definition of printer types that will be assigned to users granting administrator-specified privileges within the One- Step software.
Definition of profiles that will be assigned to users granting
administrator-specified privileges within the One-Step
software.
Definition of the allowable tender types that may be used by
branches.
Definition of authorized users of the One-Step software.
Definition of workstations that will operate the One-Step
software.
Information used to define workstation preferences such as journal mode, toolbar, status bar and decimal point.
Definition of receipt messages. -
Screen Illustrations
- - .. .. . . . .
CORE Business Technologies' Response to City of Carlsbad, CA
Reouest for ProDosal for a Citwide Cashierina Solution
June 6,2003
Maintaining user profiles, adding new users and editing existing users are simply accomplished
through the following screen.
CONFIDENTIAL
All users are assigned a security profile. A unique feature of the One-Step is the ability to create an
unlimited number of security profiles through the Configure Program. Access to this is provided by
clicking on the Security Profiles file in the Configure Program.
Through the following screen, security profiles are given a user-defined name and description. All
fields, functions and screens are available for secured access simply by selecting the action to which
that cashier will have rights.
Can perform all privilege functions
#MJSample custom security item
81 10, Use the Codiguration program
#112, Perfotm database mawename
#114. Logon outslde of user's home Branch
#118, Switch among different Branch Offices
#1 Z Resize toolbarlstatusbar
#126, Createtopen payment files
81 3, Open other user's payment files
#132, Open a locked payment file
#134, Open on!y ths user's video lournals
#1 35, Open other user's video lournals
#140, Modify a payfile posting date
#141, Modify payfile control data
#144, Void a payment transactm
#146, Void a tender transacbon
#148, Ewt a partially posted tender dialog
#201, Run the management reports dalog
#202, Modify/Save Management reports
CONFIDENTIAL
[e:€ ... HEWING YOU COMPETE FOR THE FuruRE 32
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003 .-
DATA
22. Ability to maintain the following data related to sales transactions:
23.
24. Location
25. Transaction type
26. Customer name
27.
28.
29. Check number
30. Amount due
31. Amount paid
32. Balance owed
33. Sales tax applied 34.
35. Type of payment
36.
37. ACH authorization ID
38. Discounts
39.
40.
Transaction ID Date and time of transaction
Customer number or ID Multiple transactions with applicable account numbers, customer numbers, system reference
numbers, permit numbers or citation numbers for each transaction
Employee ID (Cashier ID)
Credit card authorization ID
Price or discount override
User-defined fields for specific data capture
One-Step maintains a complete audit trail and interactive electronic transaction journal
(an on-screen version of the paper audit trail) for all transactions, recording important
system and transaction events and notable items the City deems necessary. The audit
trail is printed on up to two-ply roll or fan fold paper. If preferred, automatic transaction-
by-transaction printing of the audit trail can be disabled and instead may be generated
at end-ofday or at the cashier's convenience.
One of the most powerful system tools available for tracking payment activity is the
interactive electronic transaction journal. The interactive electronic transaction journal
is the electronic image of the printer journal tape. Unlike the paper journal, however, the
interactive electronic transaction journal cannot be lost or damaged, because it is part
of the payment file itself. Any part of the interactive electronic transaction journal can
be reprinted to either the journal printer or a system printer.
The journal is normally displayed along side its payment forms. However, it can be un-
docked and placed anywhere on the screen. The journal automatically positions itself to
the last transaction when you open it.
Advance Search allows a search of all transactions processed through One-Step by a
number of individual or combined criteria. Cashiers can search by dollar amount, date
or type of payment. This searching capability can occur across all work (payment files)
processed, including historical dates.
Searches by any string, such as date, account number, amount or interactive electronic
transaction journal text are also available. Upon locating the transaction(s), reprint
options are available for all search functions. See the illustration on the following page.
June 6,2003 CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
PayfleNbr 1 POW Date I TtanNb 1 AcelNLn 1 Amou~l A]
13445 $25 36 10/23/2001 5 13445 $3596 I lOR3RDOl 1 0809833 630 00 10/23/2001 2 8676876 $3000 A 10/24/2001 2 9879879 $3 00 io/24/2mi i 9879079 $30 OD 10/24/2001 2 0809803 so 00
f
Results appear in the display box. To
view the interactive electronic
transaction journal associated with
the item for which you are searching,
select the desired item and its
interactive electronic transaction
journal appears in the right panel of
the screen. You may print the search
results list, the interactive electronic
transaction journal and the receipt for
the transaction, if desired.
Cashiers can also view remittance
documents associated with a
particular transaction with the
advance video journal search. Please
see the next page.
10/25/2001 1 5879879 moo -~ ~ 10/25/2001 2 6363648 $30 00 10/26/2001 1 243 $24 54
11/01~001 1 58na79 $30 Do i0/30/2om 1 8mm t120m
11/01/2001 2 5345435 uo 00 11/01/2001 3 8876877 $30.00 ll/Ol/MOl 1 987987 $40 00 11/01/m1 3 97987987 16000 ll/OU2@nl 2 00320261 nwoo 11/0Z/MO1 1 111111 $lo500 J
Clly Of El PaSD Office: 1 City Cafhierr
&le# m2%301-1 Posl Dale 101?5/01 hu Oct25,mOl 10 2iAM
." Open File ''
General Receipl? GLN~. oiioi-~mo~ .405065 Tianr Type: MPl . Geneial Pelmils Pemt tl 9379679 Peimll Type BUILDING Last Nm SMITH Err1 Name JOHN Mlddeltubd R Addisss ANYPLACE
Chy ANYCITY Stale US Zp 012345 Amt. 30 00 Qty: 1 Total& 30 00
CerVLiff: TEST CERT Issue Date 10/25/01 ExpaahOn Dalett- lO/E/Ol Bond Expne: 10/27/01 Comments TESTING FOR COMMENTS
~~~~~~t n: TEST PROJECT
~oii ni .I > Jl29801-1 250cN11 102iAM 3loO '0001'
1 ITEMS AMT DUE WOO hck8 987987 30 00 Check
RtntReepI ]I Edt
CONFIDENTIAL
01299381 101m 1 01303012 10/30/2001 i 8768768 $1 20 W 0130501.2 11/0l/2031 1 9879379 woo i 013O501 2 11/01/2001 2 5345435 0130501.2 iiimm 3 8676877 0130501.5 llKIl/2CIll 1 987987
r..Z..HELPNG YOU COMPETE FOR THE FVrURE 34
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
The optional multifunctional EPSON Point of Sale device enables MlCR reading and
check stub imaging. With One-Step, cashiers can receive a check as payment, scan the
check through the (the check image appears on screen) and receive authorization.
Check imageslbill stubs may be captured and stored and associated with the
transaction for later retrieval using the advance search tool. Data captured during the
image process includes: check image and parsed MlCR line (includes ABA routing #,
account # and check #) which in turn can be used as search criteria. Please see the
illustrations below and on the following page.
The check image is scanned and its
image appears on
screen.
CONF :IDEI UTIAL
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
The Advance Video Journal Search dialog enables you to view the document image and
associated transaction.
-~ Please enter your seach criteria
Postmg Date Rage Bv 01/16/2003
AocomtNbc 1-
Pa*k rp TTramNbr I-'
Payment Screen Select Payment Screen 3
TenderTypr I A
hnt 1- TO 1-
MdeoJournalText I-'
I II Search - Reset
0301 61 3 1 01 A612003 1 123456 $1 m 0301 61 3-1 01 I1 612003 2 123456 $1 00 0301 61 3.1 m /I 612003 3 123456 $1 w 0301 61 3-1 m /I 6/2003 4 123456 $1 00
03016132 Ol/16/2003 1 123456. $270 13
03016132 01/16/2003 2 123456 $270 13
Megawatt Electric Co Office: 1 SDC Branch
'* Ooen File *=
le# 03016132 Post Date 1/1612@03 hu Jan 16 2003 n5 07PM General Recepts Tram Type GCS GC Services Sernces Numbs 123 45-6789 Name CARTER KIM Unit Amount 270 00 Quantity 10000 SubTold 270 00 Tax. 013
Totat 270 13 From Drop Box GLACcm.int Items 26 Item[s] G Lit Amt 10 00 GL# Amt 20 00 GL# Arnt 1000 GL# Arnt 1000 - GL# Arnt 10 00 G L# Amt 10 00 GL# Ark 1000 GL# Arrt 1000 G L# Amt 1000 G L# Arnt 1000
TdA 7713 m I
CheckNbr 1 ChechgAcdNb I BankRouling --
The check image is scanned and its image appears on 1
screen.
If you select an item
which includes a stored document image, the information
will appear in the
bottom right hand
portion of the screen.
To view the image, single click the item.
The document image
will be retrieved from
the Document Image Table and displayed
in a pop up Document
Image dialog.
CONFIDENTIAL
:IDENTIAL
...
........................................ rm*.Tbm a*ln prngrur.
36
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
FU NCTlONALlTY
47. Supports voided and aborted transactions down to subsystem level (interfaced systems)
Changes such as voids or tender correction are conducted through the advance search
interactive electronic transaction journal and are protected by security profile. Any
voids or corrections are inserted in the audit trail directly following the original
transaction. The electronic transaction journal records all functions in addition to
standard transaction information. The journal provides logging of all user alert
messaging or warnings and the user-action taken. User ID and date and time stamp are
recorded for all activities. Once a transaction is receipted the system, One-Step does
not allow any adjustments, but allows for voiding and reprocessing (as permitted by the
cashier's security profile.) Please see the following pages for descriptions of voiding
and error correction procedures. (Please note that the following is an excerpt from the
One-Step User Manual.)
Voiding
Operators with the proper security access can use the Void Transaction dialog box to void data
from any previous transaction. (Security access is determined by the operator's security profile
defined in the User Configure Program.) The void function reverses the entire transaction.
1. In the video journal, right click on the transaction you want to void in order to display
the pop-up dialog.
2. Select Void Transaction.
CONFIDENTIAL
3. Click Void in the void transaction dialog box.
4. The tender dialog appears. Click on Void Tender Entry to void the tender. Note: The
transaction is not voided in its entirety unless all tenders are void.
5. The void is now complete.
[e:€ ... HELPING YOU COMPETE FOR THE FUTURE 37
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Error correction
If you posted the wrong tender amount or the wrong tender type, you can use the Correct Tender
command to correct these errors. (If the payment transaction itself is wrong, you must use the void
function to correct it.)
1. Choose Correct Tender from the Command menu.
2. Enter the number of the transaction to correct. You may use the up or down arrow keys to
increment or decrement the transaction number respectively.
3. Press ENTER.
4. The tender(s) used in the transaction will be displayed in the Tender dialog which can then be
voided and corrected.
When the Recall Tender dialog displays, the transaction number of the last transaction displays
automatically. If you need a different transaction, simply enter the transaction number. If you are not
sure of the transaction number, you can use the browsing feature to review the available transactions.
Correct Tender
Operators may also correct tender as described below.
1. Right click on the tender
information in the video journal
for the tender you want to
correct.
2. Select Correct Tender in the pop-up
dialog box.
3. First, void the tender that you want to
change by clicking on the Void Tender
Entry button. Then choose the tender
with which you want to replace the
voided tender. Click on Post Tender
Entry.
CONFIDENTIAL
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
58.
63.
64.
70.
Automatically deducts inventory upon sale of item
An inventory control module is available as an option to track quantity and sales.
Ability to accept online transactions via an internet browser
A web based constituent payment module is available as an option. Pricing would be
based on requirements which are currently unknown and not specified in the RFP.
Ability to route transactions electronically for approvals or processing, based on transaction
type (workflow)
CORE provides various levels of process controls by security. Specific approvals by
workflow are not available.
Ability to balance cash drawers on demand for auditing purposes, and then return to finish
remaining day’s transactions
End of day settlement totals are available on an individual cashier, office or enterprise
basis. Control totals for balancing are provided on-line by payfile. One-Step can be set
up to prompt cashiers to balance when the maximum cash drawer limit is reached.
(This parameter is defined by the City and preset by authorized personnel.) Endofday
balancing is available by user’s security access.
The cash drawer balancing process is conducted on screen. The cash drawer balancing
dialog is the focal point for balancing the payment file. As you count your cash, the
total is plugged into this screen and can be compared with the Available Tender cash
amount. As you verify and enter the other non-cash tender to be deposited, the
overlshort amount for the file is computed.
A payment file is “balanced” when the tender total equals the posting total. The process
of balancing is simply to prove that the tender totals reported (what you say you
collected) do in fact match the actual cash and other tender in your drawer. When they
do not match, the payment file is “out of balance” and you must re-count tender and
check the journal for possible posting errors. If you are still out of balance after re-
checking, the difference is assigned to the payment file overlshort category.
[e:€ ...HELPING YOU COMPETE FOR THE FUTURE 39
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
When you are ready to balance, select the balancing function. This can be done by
pressing Alt+F4, selecting Balancing from the Tools menu or clicking the balancing
icon in menu bar.
-.
Bundler d Loose Bills
I -Deposit# 1
DEposit Date
Screen 1
Screen 2
1. Select the desired bank for the deposit. CONFIDENTIAL
2. Check the tender totals against the payment file totals. They should be equal.
3. Count out your starting (float) cash amount from the drawer. You can use the cash
counting dialog for this purpose. By doing so, you can then create a cash count report
which can be left in the drawer as an audit summary of the contents. This is often
useful when a supervisor needs to verify the float amount.
4. Use the cash count dialog to count the remaining cash in the drawer. Click on the
Cash button. The Count Cash Screen (Screen 2) appears in which you can type in the
number and types of bills in the drawer. One-Step automatically totals the bills and
coins and displays the total amount in the Cash Deposit Amount in the Cash Drawer
Balancing Screen (1). The cash counting dialog is integrated with the cash drawer
balancing dialog so that the total of the cash you count automatically plugs into the
bank deposit. If the amount does not match, count it again.
Repeat this until you count the same amount twice. Cash errors
caused by accidentally posting just the wrong tender type will be
found when you verify the non-cash tender.
Check. A Check Tender Transactions Screen (Screen 3)
appears listing all the checks that cashier has accepted for that
drawer. Do the same for Money Order. If you kept your tender
in order, they should match the order of the list. Make any
necessary tender corrections. If the tender correction involves
cash. your cash balancinq amount will also change. Note that
Use the Check List to verify your non-cash tender. Click on #7 Check 1111 15 00
11w 00
5.
19 Check 1111
errors'in non-cash tende;can always be traced and corrected.
Screen 3
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
6. Click the Visa (or Mastercard) button to bring up
Visa Transaction Screen (Screen 4) which lists all
the Visa (or Master Card) account numbers that
cashier has accepted. One-Step automatically totals the check and Mastercard amounts that
appear in the Cash Drawer Balancing Screen
(Screen 1).
7. All the amounts are totaled automatically and the
grand sum appears in the Deposit Total field in the
Cash Drawer Balancing (Screen 1). This screen is
useful for deposits as well as cash drawer
balancing.
en 4
CONFIDENTIAL
8. If the Over/Short field is zero, you are in balance
and ready to post a bank deposit.
After balancing, the cashier runs any desired end-of day reports such as Cashier
Collection Report, Cash Count Report and Check Tender Report. All cash count reports,
medialcheck listings, payfile totals and deposit slips can be printed directly from the
balancing screen. The cashier may then close and lock the payment file or continue
processing.
INTERFACE
74. Creates daily cash receipts batch file for Accounts Receivable and General Ledger for each
department in format required by the following systems: . Sungard Bi-Tech Financials
75. Harris PUBS
76. CLASS Recreation Scheduling
77. Accela PermitsPlus
79. Progressive’s Business License
78. . Sirsi Library Management System
80. . Yardi (formerly Nan Mackay) Housing Section8
81. The City’s internal data hub
82. . Updates subsystems in real time
CORE’s solutions are specifically designed to maximize the use of the existing technology and
assets of our clients. The use of shared database assets is the traditional implementation
approach for the application data and configuration stores. All of CORE’s solutions are
developed to utilize ODBC communication standards to facilitate the goal of RDBMS
independence, platform independence and client asset utilization. Integration to host
applications is provided through the use of ODBC, SQL or High Level Language Application
Programming Interface development methods. CORE’s solutions are designed specifically to
interoperate across multiple host systems and platform and provide a unified processing
environment.
CORE can provide batch and real-time integration. Integration is based on the availability and
cooperation of the system vendors.
REPORTING
83.
84. Standard receipts printing
Ability to produce the following standard reports:
0 Current day and MD sales report
85. Cash receipts by cashiering site and drawer
[e;€ ... HELPING You COMPETE FOR THE FrrruRE 41
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003 .‘ ~
86. w Credit card authorization report
87. # Daily cash receipts report
88. w Discount type
89. w 90. w Ad hoc reports
91. w
Sales by type (cash, credit card, credit memo, gift certificate, check, etc.)
Standard reports that allow user to sort, select and subtotal criteria before report is run
Please see CORE’s response to item 9 in section IV for information about CORE’s report
generator and reports.
92. Provide a user-friendly report writer with the following capabilities:
0 Select data fields desired
93. Print fields in any order
94. Support standard mathematical notations
95. Support global calculation definitions (macros)
96. Model a report format on a previous one
Additional reporting capabilities can be provided through an ODBC report writer. If desired, Crystal Reports can be offered as an option.
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION JY - CRITICAL BUSINESS REQUIREMENTS
The following requirements have been determined to be critical as they relate to the selection of a best-
fit solution. As such, please provide in detailed written form a description of how your proposed solution will meet the specific critical requirements. Also, if you have a client with a similar business
need that is currently being addressed by your solution, please provide the client‘s contact information.
The solution must have the ability to interface to all subsystems used by the City that involve
billing and/or collections (listed in Interface Section of Requirements, #74-80). The primary
purpose of these interfaces is to determine if there is an outstanding receivable for a customer,
update the subsystem with the payment information and then post the amount received to the
appropriate account number in the general ledger.
Traditional One-Step projects provide for the posting of cash receipts in real-time to host
systems such as Utility Billing, Accounts Receivable, Licensing and Permit System.
The One-Step Payment Processing System can query against and return information from
virtually unlimited numbers of host systems to provide a customer centric view across all
City receivable systems.
CORE’s customer account module allows for the association of multiple system accounts
to a single primary ID. With the customer account module, the entry of a single customer
account will result in the retrieval of associated receivable system account IDS and the
ability to query information from all receivable systems.
The One-Step System will interface with existing City systems in real-time or in batch for
the retrieval and posting of all transactions. One-Step also provides real-time access to the
mainframe-based applications using HLLAPI. Real-time integration to other host
applications is also available through industry-standard development methods.
One-Step has the ability to interface to one or more systems, using the same or differing
methods, so that common customer information can be retrieved in real-time. The
information can be displayed on the payment screen including the use of dialogs to
provide more detailed information. Upon posting a transaction, one or more systems can also be updated in real-time and the customer information can be included on a receipt as
necessary. Batch processing for updating and inquiry is also available.
All of the references listed in CORE’s list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
43
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
2.
3.
The solution must have the ability to accept multiple forms of payment (cash, check, credit card,
etc.) at any of the three types of cashiering locations that the City may use - site, kiosk or
website.
Cashiers can select method of payment from a pop-up menu on screen or by a hot key.
The number of distinct tender types accepted is unlimited. Combinations of tenders can
be accepted at once during any single (single stub) or multiple (multiple stubs)
transaction. For example, a customer can pay a bill using five different checks, or four
checks and a money order, or three checks, cash and a credit card, etc.) Media types are
user-defined. In addition to cash, check and other standard media types, the system will
accept any other media the City designates as acceptable payment. The City can modify
payment media types accepted with the User Configure Program. All tender types
presented are recorded on the audit trail, the interactive electronic transaction journal (an
on-screen version of the audit trail) and receiptslendorsements.
The One-Step Payment Processing System has been web-enabled and may currently be
configured for the collection of electronic tenders such as credit cards, debit cards and
other ACH type activities via kiosk entry. CORE will be glad to recommend companies who
specialize in kiosk for collection of cash or check at the request of the City. CORE would
be involved with point to point interface to the host system, enabling the City to leverage
the interface that CORE has already developed.
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
All components and aspects of the solution must follow the City’s Guide to Technology Standards
(Appendix 3).
CORE has reviewed the City’s Guide to Technology Standards and foresees no issues in
complying with the standards published.
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
4. The solution must be scaleable, i.e., have the flexibility to expand the number of users (cashiering
stations and staff generating reports or other research information) and the transaction volume
without significant impact on system performance.
The One-Step System handles an unlimited amount of transactions. The number of
transactions processed per day, month, etc. is limited only by the speed of the operator.
Response time is not significantly affected. The One-Step System is able to store a large
number of transactions without causing delays in processing. Server response time may
be affected by the existing network structure; high traffic through the network may also
have a potential effect on response time. The One-Step communication process for both
inquiry and update does not change based on transaction volume.
City staff may also add workstations (with the purchase of a license for each additional
workstation) and users without affecting system performance. System administrative
capabilities can also be handled through the User Configure Program. With the Configure
Program, administrators or supervisors can easily setup security features, access
parameters, license renewal, bank endorsement messages, etc.
In order to meet both our customer’s immediate needs and their long term challenges,
CORE has designed a solution that is extremely flexible and scalable. This solution is geared around Transaction Types that can be added, modified or removed as needed. I
This approach allows a system administrator with little technical background to control
the behavior of their solution. This extends all the way from customizing the look and feel
of the payment screen including the ability to set field prompts, field masking, default
values, “requiredness” (Le., whether a field is required, optional or protected) to the ability
to control internal processing such as which system it inquires against, which system it
updates, etc. This approach has repeatedly allowed us to deliver more functionality than
our customers had expected.
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City% proposal.
CORE Business Technologies’ Response to City of Carlsbad, CA
Reauest for ProDosal for a Citvwide Cashierinq Solution
June 6.2003
5. The solution must have a database that is easy to maintain and will not require the City to hire
additional staff for this purpose.
Transaction Type Data can be maintained by your Administrative Personnel using the MS
Access Graphical User Interface created for the City. Data which can be configured by
your Administrators can include transaction types, payment plan information and general
or custom information, for example. A sample illustration of one of forms used to define
custom configuration data and the corresponding field definitions can be found on pages
26-28.
In addition, the One-Step Configure Program enables system administrators to easily
maintain parameter-based system configurations with system flexibility to meet ever-
changing business requirements through configuration parameters. The following is a list
of parameter-based configurations. Additional parameter-based configurations may be
determined and added specifically for the City during Design Planning.
TYPE DESCRIPTION
Banks
Branches
Controls
Licenses
Printers
Security Profiles
Tenders
- Users
Workstation
Workstation
Preferences
Receipts
Individual bank definition and endorsement information.
Branch definition information. This includes banks, controls, tenders,
users and workstations.
Information used to define limits such as maximum cash, password life,
data and archive paths, etc.
One-Step software license information used to verify that you are an
authorized user of One-Step.
Definition of printer types that will be assigned to users granting
administrator-specified privileges within the One-Step software.
Definition of profiles that will be assigned to users granting administrator-
specified privileges within the One-Step software.
Definition of the allowable tender types that may be used by branches.
Definition of authorized users of the One-Step software.
Definition of workstations that will operate the One-Step software.
Information used to define workstation preferences such as journal mode,
toolbar, status bar and decimal point.
Definition of receipt messages.
All of the references listed in CORE’S list of references on page 18 have similar
business requirements. CORE will be happy to assist the City in contacting CORE
clients whose One-Step system contains the functionality described in the City’s
proposa I.
[!:€...HELPING YOU COMPETE FOR THE FUrVRE 46
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
6. The solution must have a database that is straightforward to access. It should only require user
(not IT) level skills to access customer history and generate reports of customer activity.
Cashiers can perform and inquiry and retrieve customer and account information by
keying in a partial account information and pressing the inquiry hotkey.
Following is an illustration of the resulting screen after a cashier performed an inquiry on
a customer with the account number 11 1 I1 11 11 1. The transactions conducted for that
customer appear in the journal search screen. Selecting a particular transaction will bring
up the associated journal on screen.
All of the references listed in CORE’s list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
Reports on customer history can also be generated. Please see CORE’s response to item
9 on page 50.
Wad Jm 122an 09 07AM Ill 11 1111 11 Sorace Wdarl Name: Smith Susanl Addmr ZChciryAvsl Uy LaV& State NVI AdBlnfo SSNl
Accovl Payment Sneerl Tuc Jul 23,ZOOt 03’OlPE
Mdit Data 3333333331dOA (tl
-11111111111 accant Payment Screerd Smce Wmdowl Name Srdh Sutml Adds 2ChiyPvel Uy La Vtgarl State “I Addit Info SSNl Ad61 Data 313313333tlM #l b1021631 2 251uD2 01 m 20001 ’0002’1
Sourcc Window
NYL: Smich, Suss
Address 2 Cherr)
Addit Info: SSU
0220401-2 235~102 03 01
02206011 07/25/2002 2
CONFIDENTIAL
[e:€ ... HELPING You COMPETE FOR THE FUTURE 47
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
7. The solution must be able to accept multiple transactions for one customer (utility bill, building
permit, library fine, ambulance fee, recreation class payments, etc.) and apply the payments to
the corresponding subsystem.
Upon posting of the initial transaction, One-Step automatically sets itself to accept
additional transactions from the same customer without duplication of static information
such as name, address or other fields.
The system increments the amount to be paid by the customer with each entry forming a
“list” and records each list item on the audit trail and video journal accordingly. When all
transactions have been entered, the customer can pay with single or multiple tenders.
As each line item amount is entered or scanned in, One-Step keeps a running total and
displays the total at the top of the payment screen. In this example, the customer is paying
three transactions with a complete total of $585.00. /
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
CONFIDENTIAL
[e€ ... HELPING You COMPETE FOR THE FUTURE 4a
CORE Business Technologies’ Response to City of Carlsbad, CA Reouest for ProDosal for a Citvwide Cashierina Solution
8.
June 6.2003
The solution must accommodate multiple pricing structures, such as senior discounts, multiple
family member discounts, non-resident vs. resident charges, etc.
One-Step enables cashiers to select discounts, when appropriate, during the processing
of a transaction where multiple pricing structures would occur.
CONFIDENTIAL
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
[*:€...HELPING You COMPETE FOR THE FUTLJRE 49
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
9. The vendor must provide a list of standard reports that come with the solution
One-Step provides reports on all information processed through OneStep. A variety of
OneStep standard reports is available and can be generated at any time. Generation of
reports does not interfere or conflict with normal operation of the system. Printing occurs
simultaneously with transaction processing. CORE provides management reports,
Transaction Type Report Generators and Transaction Type General Ledger Report
Generators for querying transaction data. In addition to the standard reports,
customizable reports are also available.
The following standard reports are included:
0 workstation end-ofday report
branch/division end-ofday report
transaction type report
source reports
undistributed reports
payfile reports
revenue by fund -total department
general receipts and fiscal services receipts
all branched individual statement of receipts
comparative summary statement of receipts
comparative statement of total issues and receipts
Cashier Collection Report
Summary information of all transaction processing activity is provided on Collection .. Reports, Collection Reports can be taken for a day, week, month, or range of dates
spanning the month, and for an operator or an office as a whole.
All reporting is provided to the customer‘s exact specification based on field information
recorded by the One-Step system. The One-Step can be customized to generate reports
based on any data field@) - name, address, etc. - and any others required in any format,
based on the parameters that each individual customer specifies.
Branch Collections Report
Totaling of payment data on Collection Reports includes totaling by revenue account
distribution (by bank), by tender type, by transaction source or type and by payfile
(including overlshort total, bank ID, and transaction totals). Reports also detail average
entry speed, cumulative void counts, void percentage rates, average balancing time,
cumulative overlshorts, overlshort error percentages, and transaction counts by source or
type.
In addition, the Branch Collection Report:
displays and prints a summary of all collection activity in seconds
lists each bank deposit, all transaction totals, overlshort, etc.
computes total dollars and documents in a payfile
[4:€...”G You COMPETE FOR THE FUTURE 50
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
In a single keystroke, cashiers can call dollar information on the current payfile to the
screen. Other screens can be created for the display of information to the customer’s
exact specification. Hard-copy reporting on each payfile will also be accommodated to
exact customer specification. This information can be generated in compact (statistics
only) format or in as much detail as required.
Check Tender Report
The Check Tender Report provides an itemized list and summary totals of all tender
payments posted. This list of checks, money orders, and other non-cash tender is
suitable for inclusion with the bank slip. The report is printed on demand to the journal
printer, typically at end-of-day to assist in balancing.
Cash Count Report
The Cash Count report provides a breakdown of the loose bills and coins and
bundleslrolls of bills and coins entered through the screen. The Cash Count Report can
be printed any time before or after updating the screen, when counting out your starting
cash drawer amount and when counting out the cash collected.
One-Step provides a robust report generator for a wide variety of reporting needs.
Custom reports can be created and saved in minutes. One-Step is also compatible with
any ODBC report writer for in house reporting. Below is a review of the report
generating dialog that is available. Custom report generators are also available. Please
see the following pages for illustrations.
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
I
CONFIDENTIAL
[e:€ ... HELPING YOU COMPETE FOR THE FUTURE 51
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6, 2003
The Transaction Type Report Generator enables administratorslsuperisors to amend report
parameters that have been previously defined.
The Transaction Type Report Generator provides reporting in both a detailed and summary
format. The summary format will include details for all selected transaction types processed
with the indicated date range. Detail reporting expands the summary report to show
information about each individual transaction within the reporting time frame.
1.
2.
3.
4.
5.
CONFIDENTIAL
[e€ ... HELPING YOU COMPETE FOR THE FUTURE 52
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
General Ledger Account Number Totals Report Generator
June 6,2003
The General Ledger Account Number Totals Report Generator provides for General Ledger Account
number totals for selected branches or workstations within selected date ranges by selected payfiles
(batch of work).
1.
2.
3.
4.
4 I
CONFIDENTIAL
[a;€ ... HELPING You COMPETE FOR THE FUrURE 53
CORE Business Technologies' Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
June 6,2003
General Ledger Account Number Report Generator
General Ledger Account Number Report Generator provides reporting in both a detailed and summary
format. The summary format will include details for one or all General Ledger Account numbers
processed with the indicated date range. Detail reporting expands the summary report to show
information about each individual transaction within the reporting time frame.
3.
4. Press
5. Selected desired payfiie(s).
4 1
CONFIDENTIAL
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Reports appear on screen when first generated. Cashiers have the option to send them to a
printer.
CON F I D ENTl AL
CORE also provides web-based reporting functions. Please see the following page.
[~FZ...~P~G YOU COMPETE FOR THE FUTURE 55
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Report Link
Report Link allows users to generate and display One-Step Payment Processing management reports. Using a web browser, users navigate to the One-Step Report page and enter information on which they
wish to run the report. They simply select the report format, the payfile number, branch, date, user,
bank and/or other filters. The resulting detail or summary report appears on screen.
OneStep Report Generator
Pleare EnteryOYr repon oneria:
Rspon Fmmat tornpM Paylle Repon -
Core Business Technologies
Multiple Branches
Selected Files IHPZDDI - 9612001
Branch# IO1 lain office
09mon1
11 52AM
Page 1
I
PayFile# Pod Date Cnt Status User# Close Date $Banked- $Posted- OverEhorI
0120802-1 07R7ROD1 2 Updated 13 OB/lMOOl moo om mol
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PayFile Tram Void Void Avg Avglime Over Over Short Short
Coum Count Count Rate EntriMr Balancing Count Amount Count Amount
1 2 2 100% 2/Hr OMins 0 5om o IO m
Transadion Totals render rotais
hunt Payment Screen Amount Count Tender Name Amount
1 Financial Transacllons $100 00 1 Cash oom
1 $100.00 Iom __
Bank Deposits
AccounY Bank Name Amount -
L&l&mYt .._
CONFIDENTIAL
[e:€ ... HELPING YOU COMPETE FOR THE FrrruRE 56
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
10. The solution must include a user-friendly report writer that staff can use to create customized or
ad hoc reports.
One-Step is compatible with any ODBC report writer for in house reporting. Payment
totals and transaction statistics are provided in all reports. Totals are summarized by
transaction type, tender and banking. The City can use any ODBC-compliant report writer
software for ad hoc reporting. CORE recommends Crystal Reports.
Crystal Reports is a flexible, user-oriented application product. Application features
include:
The ability to define report headings, header rows, format and page setup.
The ability to define searches using multi-level options and character search strings.
Boolean searches and variable searches using an extensive list of operands.
Logical comparisons and subset comparisons and sorting.
Multi-level nesting of search on specific parameters.
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
[!:Z ... ”G You COMPETE FOR THE l!lJTmE 57
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
11. The customer receipt format must be flexible to include a variety of information based on the type
of transaction performed. A user (not IT staff) should be able to create customized receipts
without too much difficulty.
Receipts and endorsements are generated automatically by the One-Step and record date
and time, posting date, receipt number, batch number, cashier number, receipt number,
transaction number, account number, payment type, list count, list total, transaction
amounts and tender collected. The last four lines of the receipt are available for the City’s
use for greetings, messages, etc. The header and footer are also customizable. During
Design Planning, CORE works with the City to determine receipt design. Receipts can be
reprinted on-demand, or the reprint feature can be disabled based on security profile at
the City’s option. Please see the sample illustration below.
Sample Receipt Illustration
Post Branch Receipt Transaction Date No4 ~ N/ andTime
Accovat No.
Batch No.
1014 05/19/00 Brl #32
Transaction No.
and
List Count -b
Transaction Amounts b 50.00 CHECK PD +-- Tender Collected
Fri May 19, 2000 I I :I 0 AM */
0 11 99 $100.00 123-45-6789 Tuition Fee .-
0 12 99 $50.00 098-76-5432 LabFee
Payment Type
2 ITEMS: TOTAL 150.00 a List Total
100.00 CASH PD
For DEPOSIT ONLY First National Bank
Second CUSTOM LINE
Third CUSTOM LINE
Fourth CUSTOM LINE
Receipt information can be modified by City personnel (with the security privileges to do
so) using a screen similar to the one illustrated below.
Receipt Traiie
CONFIDENTIAL
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
Le:€ ... HELPING You COMPETE FOR THE FUTURE 58
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
12.
13.
A daily reconciliation report must be produced by a central location that will include a
consolidation of all cash receipt transactions from every remote site in order to balance to the
general ledger.
The Branch Collections Report provides totaling of payment data that includes totaling by
revenue account distribution (by bank), by tender type, by transaction source or type and
by payfile (including overlshort total, bank ID, and transaction totals). Reports also detail
average entry speed, cumulative void counts, void percentage rates, average balancing
time, cumulative overlshorts, overlshort error percentages, and transaction counts by
source or type. In addition, the Branch Collection Report:
displays and prints a summary of all collection activity in seconds
lists each bank deposit, all transaction totals, overlshort, etc.
computes total dollars and documents in a payfile
This also can be handled remotely by CORE’S Report Link module described in CORE’S
response to item 9 above.
All of the references listed in CORE’S list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
~~ ~ ~ ~
Use of the solution must be fairly easy and intuitive, with a new user obtaining core functionality
understanding and competence to perform standard transactions after 30 minutes of training.
One-Step’s GUI interface provides users with easy-to-use, easy-to-learn screen navigation.
All screens and functions are accessed through the pop-up menus which prompt the user.
The same ‘logic’ is used throughout the system. Once becoming familiar with One-Step,
users are able to quickly and efficiently navigate the system.
The intent of the OneStep Payment Processing System training course is to familiarize
users with the processing functions of the OneStep Payment Processing System so they
may Comfortably and confidently operate the software to its fullest extent. Training is a
combination of hands-on, lecture and problem solving. Training is conducted at the City’s
site. On-line training is also available. CORE’S trainers closely supervise “students” as
they work with the system ensuring proper usage of the system’s functionality.
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
Prompts are provided on screen to guide the cashier through the transaction process.
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CONFIDENTIAL
In addition, help can be accessed for assistance at any time during operating of the
application. Users simply tab to any field on the screen and press the Help key.
One-Step describes the field the user is in and guides the user to the next step.
Help information is given for any field, function or screen - including custom-
designed features, at your option.
Hotkeys and shortcut keys are also available.
All of the references listed in CORE'S list of references on page 18 have similar
business requirements. CORE will be happy to assist the City in contacting CORE
clients whose One-Step system contains the functionality described in the City's
proposal.
[e;€ ... HELPDIG YOU COMPETE FOR THE FUTURE 60
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
The solution must allow security assignments by a minimum of the following levels: location, user,
subsystem, and screen.
Security profiles are maintained by City Administrators through the User Configure
Program. There are an unlimited number of security profiles. During system log-on,
security profiles are retrieved and settings are used to determine availability of system
Features and functions for the identified user.
All One-Step users must be defined in the One-Step Configuration file. An administrator
will typically define several levels of security profiles, each of which reflects a certain level
of user capabilities. How these levels are defined are strictly up to the administrator and
the requirements of the offices that use the applications.
The security profile system is designed for progressive levels of authority and capability.
An initial profile could be a trainee profile that has the minimum amount of capability. The
next profile level could be a counter clerk that has more capability. The next profile level
could be a supervisor who has the ability to modify Trainee and Counter Clerk security
profiles in their branch.
All transactions posted through OneStep include the user’s ID number, but not that user’s
security level. Following are a few of the security rights available. Custom security rights
can be defined by City administrators.
0 Use the Configuration program
0 Perform database maintenance
0
Resize toolbarktatus bar
Createlopen payment tiles
0
0
0 Void a payment transaction
Logon outside of user’s home branch
Switch among difference branch offices
Open a locked payment file
Open only this user’s video journal
Open other user’s video journal
Modify a payfile posting date
Run the management reports dialog
Please see CORE’s response to item 18-20 on page 30 of this proposal.
All of the references listed in CORE’s list of references on page 18 have similar business
requirements. CORE will be happy to assist the City in contacting CORE clients whose
One-Step system contains the functionality described in the City’s proposal.
[.OZ..”G YOU COMPETE FOR THE FUTURE 61
..
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
15. The vendor must provide strong implementation support and post-live assistance, evidenced by
successfully providing these services for other similar organizations.
An important factor in evaluation of today’s software products is product support. CORE’s
dedication to customer satisfaction and service is the motivating force behind every
product and service we supply. CORE’s philosophy is centered on providing complete,
comprehensive customer support to a level that exceeds expectation. The One-Step
Payment Processing system software is supported for the life of any contract between
CORE and the City.
CORE personnel are available to the City for assistance with any aspect of the system.
Upon contract award, CORE assigns the customer a CORE Field Application Engineer
(FAE) who is in charge of testing and installing the OneStep Payment Processing System
and providing on-site training. That FAE becomes the customer‘s primary contact for
implementation and any problems or questions that arise.
The FAE:
Serves as the project manager for implementation of the system.
Serves as the liaison between Programmer Analysts, developem, CORE
management, customer contacts and sales representative regarding the
client’s project.
Outlines expectations for the client during implementation and training.
Ensures that all proper hardware is ordered, tested and shipped to the client’-
site.
Facilitates the installation process. Performs on-site installation of the
software and educates the end-user in its proper usage.
Works closely with the development team testing the software and
documenting the results.
Provides on-going hotline support.
Software problems, failures, or questions and concerns may be brought to the immediate
attention of CORE’s Information Systems Division through our Hotline. All calls are
forwarded to a CORE Field Application Engineer (FAE). CORE FAEs have a complete and
thorough understanding of the One-Step Payment Processing System. FAEs have
provided training and support for hundreds of OneStep System operators, administrators
and supervisors. Please see CORE’s response to Section V for a description of the
Implementation Plan.
[ez..HEmG YOU COMPETE FOR THE FUTURE 62
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
~~~~~ ~ ~ SECTION V - IMPLEMENTATION METHODOLOGY
Explain your implementation methodology and include a Gantt chart illustrating a proposed timeline for
implementation of each of the phases from the time a contract has been signed. Additionally, estimate the
amount of effort required by City staff during the implementation in corresponding areas, Le., technology,
finance, etc.
CORE utilizes a time-tested parallel approach in providing system changeover for organizations
adopting the One-Step Payment Processing system. The following Implementation Plan provides
the City with a successful method for implementing the proposed system in an efficient and cost
effective manner. The plan goes far beyond the software installation process to ensure that the
One-Step System is addressing the City’s needs and provides for maximum return on investment.
A description of each phase of system implementation is outlined.
Desicm/Discovew Phase
During the designldiscovery phase of system implementation, representatives of the City and
CORE will meet to discuss and advise on the many topics which will affect the installation of the
One-Step system.
CORE will set up a meeting date immediately upon receipt of a purchase order for the One-Step
System. The team assigned to you will provide assistance and project management to the City as
much or as little as required. Our professionals will work with your assigned Project Manager to
streamline the implementation process. This includes assistance in specification of screen
design and any custom code required as well as coordination of installation and training at the
site.
Modification, delivery of equipment, installation, training and all aspects of system implementation
are discussed including:
0
0
0
0
0 Real-time host data exchange
0
0
0 Keyboard mapping
0
0
0 Delivery locations, training locations
0
0 Network design
0
0
0
0
Establishment of goals and objectives for the preparation phase, installation phase
and post-installation phase of system implementation
Modification for update, validation and edits
File transfer path options and preferences
Batch header record formatting, if any
Screen designs from layout to expected functionality
Scanned data mapping into screen fields
Automatic field calculations, validations and inquiries
Chosen credit card authorization service provider (if any)
Chosen credit settlement service provider (if any)
Designated the City trainers and acceptance testers
Specification of configuration and communication paths
Definition of any modifications or coding requested by the City
Specification of keyboard, magnetic stripe, bar code and OCR mapping
Topics that your personnel add to the agenda
Any and all factors that significantly impact the transition process and items that need to be
addressed in order to ensure a successful installation phase are reviewed and discussed during
Design Planning. An initial project specification (a blue print for the project) will be prepared and
delivered by CORE. Feedback from the City is expected within a timeframe determined in the
63
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
specification. Modifications and adjustments are placed in the final specification and forwarded to
the City.
When the scope of this project has been defined and both CORE and the City are ready to
proceed, each item above (and any other items that have been discussed during the Design
meeting) will be completed. All work to be performed and the time frame for completion of the
project is determined during Design Planning. To ensure that system implementation is
accomplished within the determined time frame, CORE’s team assigned to the City will rely on
exact specification of all desired custom items at the time of Design Planning. Development and
coding of the City’s Specification at CORE’s site will be performed by this same team of CORE
professionals to ensure that the expected system is, in fact, the system which is installed. Once a
complete specification is provided, the next phase of implementation can begin.
Close communication between the City key representative@) and CORE’s team of professionals is
maintained during the Design Planning phase of system implementation. After the on-site visit,
CORE professionals frequently engage in conference calls and other means of communication with
the City personnel to ensure project task completion is commencing as planned. All items
developed for the City require approval prior to design commencement. Completed, signed
specifications of the desired system should be provided to CORE after Design Planning.
CORE professionals will review and make recommendations for improving workflow processes
and all other factors relative to the new system as part of Design Planning. Other
recommendations resulting from Design Planning may affect the level of configuration necessary
and will be outlined and quoted as such.
Preparation Phase
After Design planning, CORE personnel return to our site and prepare the One-Step system for
installation. Work commences on the following:
Screen Design
According to your specification for color and layout
Automatic field calculations, check digits, etc.
Automatic field mapping from scanned sources (bills, credit cards)
Fields which automatically execute validations or inquiries
Performance Configuration
Configuring each user ID, password and password validation
Configuring tender types to be accepted
Designating maximum cash back, maximum cash in drawer, etc.
Designating automatic logoff interval
Setting up security features for supervisor-level users
Setup of hot keys for your most-used functions
Prior to shipment, One-Step Payment Processing System testing is performed at CORE’s facility
and consists of any and all testing which can be performed without mainframe communications in
place. This includes hardware testing to insure that all components arrive from the manufacturer
undamaged, complete and operational.
Installation Phase
The installation phase includes actually installing the hardware, installing the software onto the
system, setting up the proper procedures and standards and ensuring that all aspects of the
system are operational through extensive testing in a live environment. CORE works with your
organization to complete installation as soon as possible, given the required milestones that must
be met for quality control purposes.
64
June 6,2003 CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
Design Planning meeting held
Specification of initial project specification submitted to
the City
Configuration based on initial specification begins at
CORE
City reviews specification
Final project specification submitted to the City
Once the system is installed at your site, another series of system testing begins and all
functions are thoroughly examined and proofed. Testing at your site mainly consists of
any and all communications related to data update and retrieval from your mainframe.
CORE’S Field Application Engineer will simulate at least one day’s worth of transaction
processing in order to test successful update to your mainframe. This includes verifying
system installation and ensuring that all screens and any custom functions are operating
according to specifications within your environment.
CORE/ City
CORE
CORE
City
CORE
Software testing is also performed to insure that any integration customization we perform
(i.e. OCR credits, etc. for your peripherals) is functioning properly. One-Step software
testing of all screens and any custom functions are then performed to insure that the
software is operating according to Specifications. This includes checking of screen
designs, reporting, user prompts and messages and any other tailored items that are
specific to your site.
Review and acceptance of the final project specification
Configuration by CORE based on final specification is
completed
Hardware system components testing begins at CORE
Software system components testing begins at CORE
Successful system implementation relies heavily on the City’s timely completion of review
of all system specifications. The system task outline illustrated on the following page is
typical of a new system installation. We have outlined this plan for your review.
City
CORE
CORE
CORE
Contract execution completed/Purchase Order received
by CORE
Delivery of hardwarelsoftware system components
Connection of hardwarelperipheral system components
On-site testing of system Interfaces
~~
Schedule Design Planning Meeting
CORE
CORE
CORE/ City
Training of the City’s personnel by CORE
System acceptance
CORE/ City
City
Please see the implementation plan on the following page. The time frame may be
accelerated based on the needs determined by the City during the design meeting.
[+O:&~ELPING You COMPETE FOR THE FUTURE 65
I 0 u E
3
.-
PI e,
0.
CORE Business Technologies’ Response to Ci of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution June 6,2003
Please describe your firm’s past experience and performance on comparable government engagements
with an emphasis on local or City experience. Sample implementation time lines and or project plans
should be included as well.
CORE’s history, experience and dedication to our clients make us stand out above our
competition when it comes to providing quality services and products.
With over 70 city and municipal implementations nationwide and a strong 16 year history of
providing and supporting cashiering solutions, CORE provides the City with an established
product, outstanding support and experienced implementation staff.
CORE Business Technologies’ quality services begin with an initial meeting to analyze your
business processes and continues with implementation and production system support
throughout the life of the contract.
At CORE, we believe that a full and complete understanding of your environment, business
process and individual needs is the basis for a long-term, successful partnership with our clients.
Our professionals have in depth knowledge of many types of environments. Our proposal
demonstrates CORE’s:
0
0
0
0
Innovative technical approach and proven methodology for implementing an effective
payment processing system tailored to meet your exact needs.
Proven ability to deliver training, documentation, maintenance and support.
Understanding of the City’s business process through comprehensive analysis to deliver the
best solution to you.
Understanding and commitment to city and county governments.
CORE’s project services include:
0
0 Host system analysis;
0
0 u On-line administrator assistance and
Hot-line application support
Complete business process analysis with written change recommendations as needed;
Customized electronic and hard copy user manuals;
Complete administrator and user training;
An onaite design meeting with your team to fully understand your business practices and
cashiering needs begins the process. After this initial analysis, CORE’s professionals design a
specification document tailored to your exact business and cashiering needs. The project
specification is reviewed by your team and modified as necessary by our team. Once the final
specification is approved by you, we begin the actual system assembly. It’s all tailored to your
business needs. From screen color to field names to lookup inquiry procedures, it’s all about your
City and what works best for you.
Once the assembly phase has ended, we begin testing and quality assurance procedures. From
there, the installation, implementation and training processes begin, topped off with our quality
support services.
During the training process, a CORE certified trainer visits your site to educate your staff on the
processing functions of the OneStep Payment Processing System so they may comfortably and
[a:€ ... ”G You COMPETE FOR THE FuruRE 67
CORE Business Technologies’ Response to City of Carlsbad, CA Request for Proposal for a Citywide Cashiering Solution
June 6, 2003
Formal Approval of Specification
DeveloDment
confidently operate the software to its fullest extent. Training is a combination of hands-on,
lecture and problem solving. On-line training is also available. CORE’s trainers closely supervise
‘‘students’a as they work with the system ensuring proper usage of the system’s functionality.
0612 9/2 00 I N/A
07/02/2001 - 07/27/2001 4 Weeks
In addition, CORE provides your staff with detailed, customized-for-you training guidesluser
manuals and administrator manuals with easy to understand descriptions and illustrations of One-
Step features and procedures, complete with a detailed table of contents and index.
Once we’re confident that you’re proficient using the operating procedures, we’re available for
support with whatever aspect of the system you need.
An important factor in the evaluation of today’s software products is product support. CORE’S
dedication to customer satisfaction and service is the motivating force behind every product and
service we supply. CORE’s philosophy is centered on providing complete, comprehensive
customer support to a level that exceeds expectation. The One-Step Payment Processing system
software is supported for the life of any contract between CORE and the City. Under the terms of
the One-Step license, the City is also entitled to:
0
0
Solutions or “workarounds” to a problem relating to the software program as such
solutions become known to CORE;
All updates, enhancements and refinements to the current version of the licensed
software which the original manufacturer normally supplies in the course of product
development;
Any changes or updates to the current documentation as a result of program
maintenance.
With dedicated staff for account management, implementation, training and support, our clients’
relationship is with the CORE team. CORE’s team approach will provide continuous, on-going,
reliable support with no dependency on any individual effort.
Following are sample installation schedules for two of CORE’S clients.
City of El Paso Installation
The following is a tentative, very aggressive implementation schedule created to meet the City of
El Paso’s September lSt “GO Live” date for Peoplesoft Financials. It is dependent on the efforts of
all involved. Any delays or unexpected complications will affect our ability to deliver by
September lst.
I Delivery of Initial Specification I 06/25/200 1 I N/A I 5Days
Review and Revision of Specification 1 06/25/2001 - 06/29/2001
I Provide Sample Batch Update Files 1 07/30/2001 I 2 Weeks
I Quality Assurance I 07/30/2001 - 08/10/2001 1 2 Weeks
I Installation & Trainina Visit I 08/13/2001 - 08/17/2001 1 1 Week
I Customer Testing I 08/20/2001 - 08/31/2001 I 2 Weeks
I Live Processinsl I 09/01/2001 I N/A
Who
CORE
El Paso & CORE
El Paso
CORE
CORE
CORE
EI Paso & CORE
El Paso
El Paso
[-e:€ ... HELPrNG YOU COMPETE FOR THE FUTURE 68
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
The following table summarizes the functionality to be delivered to the City of El Paso. The Phases I & II
represent all deliverables contained within the original contract. All functionality listed under Future
Phases represents functionality outside the scope of the original contract so there will be additional costs associated. The long term goal is for the City to provide a solution through One-Step so that people can
go to any payment location and pay any type of item.
Functionality
One-Step
Locations
Payments
Accepted
System
Interfaces
Other Functionality
'hase I
I -City Cashiers
1 Comptrollers
(Research)
AIR
For example: Property
Damage, Leases, Legal
Notices, etc.
Miscellaneous
Financials
For example: Museum,
Petty Cash
Disbursements, etc.
Licenses
For example: Business,
Food Handling, etc.
Permits
For example: Building,
etc.
Loan Payments
To be done as
Miscellaneous Financial
or AIR transactions.
11 Peoplesoft Financials
11 Peoplesoft AIR
Phase II
iPayment Web
Application
Financial transactions
over the web.
Credit Card
Functionality
Web-based Video
Journal
Future Phases
7 Building Services
3 PropertyTax
Payments
Permit System
Live 9/1/2001
License System
Live 9/1/2001
PropertyTax
System
[e:€ ... HELPING YO" COMPETE FOR THE FUTURE 69
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Customer Testing
County of San Diego Installation
4. w03/03 - TBD I San Diego
Tentative Schedule
Live Processing
The following is a tentative implementation schedule. It is dependent on the efforts of both San
Diego and CORE. Any delays or unexpected complications will affect the schedule. (Note: San
Diego was implemented in three phases. Following is phase three.)
\ TBD San Diego
Design Visit fl/t .@ San Diego 8, CORE
Delivery of Initial Specificatioh ’ I .MI1 5/02, - CORE
70
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION VI1 - SYSTEM INTEGRATION EXPERIENCE
Please describe your firm’s experience in integrating your system with your customer‘s existing third-party
applications. For example, integration with: Permits, Business Licenses and Accounts Receivable
systems.
CORE regularly utilizes TCP/IP backbones to interface to other systems using solutions such as
ODBC, SQL, Oracle’s native DB API or other APls. Our solution provides great flexibility.
Over the last 16 years, CORE has developed interfaces to hundreds of host applications including
proprietary legacy based applications and standard offerings from companies such as Peoplesoft,
SCT, SAP, Oracle, JD Edwards, SPL and more enabling account number validation, outstanding
balance display and payment information transmission for posting on demand or at scheduled
times.
CORE’s philosophy in integrating heterogeneous platforms is to satisfy the host systems while
providing a powerful, flexible administrative tool to coordinate them. During the initial design,
CORE will identify the initial system interfaces to be provided. The City would then use the
configuration tools provided by CORE to specify which Transaction Types will utilize which
system interfaces. Over time, as the City’s needs change, new system interfaces can be added.
Transaction Types can then easily be configured to transition from one interface to another. As a
result, CORE’s One-Step solution becomes the common front end as host systems are upgraded
or replaced.
[e:€ ... HELm You COMPETE FOR THE FUTURE 71
CORE Business Technologies' Response to City of Carlsbad, CA Reouest for Prooosal for a Citvwide Cashierino Solution June 6,2003
SECTION VI11 - SOLUTION MAINTENANCE TERMS AND CONDITIONS
Upon payment of the annual license fee (15%) and acceptance of said annual license fee by CORE,
the buyer shall be entitled to:
a.
b.
C.
d.
e.
Reasonable phone support in the form of counsel and advice on the use of the software or
designated buyer personnel;
Corrections for problems diagnosed as defects in the software program when provided by
the original manufacturer;
Solutions or "workarounds" to problems relating to the software program as such
solutions become known to CORE;
All updates, enhancements, and refinements to the current version of the licensed
software which the original manufacturer normally supplies in the course of product
development;
Any changes or updates to the current documentation as a result of program maintenance.
In the event the documentation is completely revised or a new edition is published, such
new editions or complete revisions will be provided as part of the current software product
in filling any new orders after the date of publication, and otherwise may be purchased
separately for the then-current price.
Please see CORE'S Software License Agreement for additional details.
[!:€...HELPING YOU COMPETE FOR THE FlJTuRE 72
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION M - ADDITIONAL INFORMATION RELATIVE TO THE PROJECT
CORE Business Technologies’ mature, time-tested and proven One-Step Payment Processing System
application provides features and functionality that meets and exceeds all of the City’s requested
cashiering system functionality. With over 70 City, County and Municipal implementations nationwide, 100
employees (including 30 dedicated to support) and a strong 16 year history of providing and supporting
cashiering solutions, CORE provides the City with an established comprehensive cashiering product and
outstanding support.
With CORE’s One-Step Payment Processing System. account information and transaction history is
centralized. Literally, information is available at the touch of a key. Inquiries can be performed by cashiers
without leaving the main payment screen. Updates can occur in real-time so account information is up-to-
date. Security is impeccable. Only cashiers with the appropriate security access as determined by their
security profile can perform certain cashiering activities. In addition, everything is recorded on the video
journal, an electronic tape of the transaction and cashier activities.
The design of CORE’s Payment Processing Solution enables us to accommodate newer technologies
adopted for the larger Financial, Customer Information and Human Relations systems. Our professionals stay
ahead of the technological learning curve - developing new concepts and greater system flexibility. Through
their dedication and commitment, CORE has a proven track record of customer satisfaction. Our
commitment to long-term single source relationships with our customers makes us a leader in this industry.
CORE helps customers find cost-effective solutions for implementing powerful systems that provide the very
highest level of functionality.
CORE has successfully configured our system to unique environments since 1987, enabling thousands of
users to bring new levels of service to their customers. CORE‘s payment processing system:
0 Boosts accuracy and efficiency in processing customer payments.
0 Provides flexibility and management controls.
0 Transforms organizations into service-driven, streamlined operations.
0 Offers versatility and scalability with its modular design.
0 Consolidates revenue receipting for single and multiple systems.
0 Provides for continuous processing when network or host systems may be unavailable.
0 Maximizes your customer‘s investment, improves business processes and supports
current and future changes in their business for years to come.
Typical customer requirements as they relate to payment processing and cashiering which CORE
provides our customers include:
Cash Receipting ChecWCredit Card Processing
0 Payment Processing 0 Imaging & ACH
0 Centralized Audit Point 0 Undistributed Payment Tracking
Host Interface(s) 0 Late Payment - Fees
0 Multiple Payment type acceptance Point of Sale
0 Multiple Tender Type acceptance 0 Refunds and Check writing
Today, cashiering functionality and financial solutions are an integral part of obtaining productivity and efficiency. CORE Business Technologies’ Payment Processing Solutions will improve cashiering, revenue
processing and departmental revenue transactions.
CORE’s payment processing solutions have been implemented throughout California and other west coast states at numerous public sector clients including:
City of Riverside, California
73
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
County of San Diego Department of Revenue and Recovery, California
Douglas County, Nevada
In addition, CORE provides web enabled solutions called iPayment Transaction Suite and iPayment
Departmental Deposit. Please see the following descriptions:
iPa-$nent Transaction Suite '_>
Wst-General ReGeipts via-the web and accept monies to post to customer accounts.
_- - -.
-7 Perform real-time inquiry and update -w y%2'%%% 8
Void or review receipts after they've been posted.
Enter multiple user deposits for each Deposit File.
Group and balance transactions by Deposit File.
Store transactions in an ODBC compliant database.
Report on transaction history using any ODBC compliant reporting tool ci(:;g LX~ "I 'jhJc& '
Transaction Suite Confiburation Program
nse information, users, transaction types, item types and tender types.
various offices into the cashiering process.
0 Process departmental deposits using a web browser with no additional software or configuration.
0 Void or review departmental deposit transactions after they've been posted.
0 Group and balance transactions by Deposit File.
0 Store transactions in an ODBC compliant database.
0 Report on transaction history using any ODBC compliant reporting,tool such as Crystal Reports.
Departmental Deposit Configuration Program
Set up departments, license information, users, transaction types, Items types and tender types to be
used in the Departmental Deposit Web Page.
Other One-Step features that would be beneficial to the City and enhance productivity include:
Auto Recovery
CORE has a powerful capability called Auto-Recovery which enables the cashier to continue processing off-line in the event of power interruption or communication failure to either the mainframe or file server.
Each workstation will operate stand-alone and collect transactions off-line. The One-Step system then
continuously tries to re-establish communication in the "background" while the cashier processes
transactions concurrently.
In a real-time environment, automatic recovery occurs when the One-Step system has reestablished
communication with the mainframe or file server, automatically uploading all transactions not received
while the cashier continues to process payments. The One-Step then notifies the cashier when the system
goes back on-line, again without interrupting cashier processing in any way.
If during automatic recovery, the cashier was processing a customer transaction that required the
mainframe to perform a lookup, the lookup would take priority. Automatic recovery is initiated
automatically without causing a delay or requiring the cashier to touch a single key.
[!:€..."c YOU COMPETE FOR THE RrruRE 74
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Trust Moduk’)
One-Step Transaction Type Module allows for the creation of transactions recording and disbursement of revenue. Additionally, CORE has develope
can be - u needed. See the sample illustrations below.
ich
ing of deposits and release activities. Cashiers S
T1a - Cash PerI. Bond -
1.
2.
3.
4.
5.
6.
7.
Select the desired New Transaction Type from
the drop down list on the General Receipts Screen.
Select Add Trust from the Tools menu or press
Ctrl+F11 to bring up the Add Trust dialog. With
this dialog, you can:
0 Create a Trust record.
0 Create a Trust Transaction record.
Enter ID, Name, Address and any Trust
comments.
Enter Amount. CONFIDENTIAL
Enter any Transaction Comments.
Select Release Date by clicking a .
Click OK. The trust has now been added to the database of available trusts.
W:Z ... HELPING YOU COMPETE FOR THE FUTURE 75
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Modify Trust
1.
2.
3.
4.
5.
6.
7.
Select the desired Modify Transaction
Type from the drop down list on the
General Receipts Screen.
Select Modify Trust under the Tools
menu or press Ctrl+Fll to bring up the
Modify rust dialog.
Enter Trust number and press Tab.
The Trust Type and balance appears in
the protected fields.
Enter ID, Name, Address and any Trust
Comments.
Select Release Date by clicking
The calendar dialog appears. Select the
desired date and click Select.
On the Modify Trust dialog, click OK. The trust has now been added to the database of available
trusts.
AddlRelease Funds
I.
2.
3.
4.
5.
6.
7.
a.
Select the desired AddlRelease Trust
Transaction Type from the drop down list on
the general payment Screen.
Select AddlRelease Funds under the Tools
menu or by pressing Ctrl*F11.
Enter Trust Number and press Tab.
Upon entering a Trust Number, this multi-line
field will be populated with summary
information on the trust including.
Select Add Funds or Release
Funds.
Enter Amount.
Enter any Transaction Comments.
Click OK.
CONFIDENTIAL
76
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
Undistributed Payment Module
Undistributed transactions are used to process revenue without a known final account or invoice
destination. They may be applied to the correct account later.
Access to this screen and the application of undistributed funds are limited by security profile.
CONFIDENTIAL
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION x - COST
Cost breakdown must be returned in the matrix format on the following pages.
[+9:€...HELPl?.IG YOU COMPETE FOR THE FUTURE 78
(3 0 0 N
W- E 3 7
1
I
-r
L
Lc 0
I
U a,
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.-
-
C 0 c a, > C 0 V
.-
\ E 0
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.-
I
CORE Business Technologies' Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
CORE'S PRICING WORKSHEET
Application Software
RP
RP
SW-LSA Annual Software License Fee
CORE One-Step Client User License (Initi@lientglock)
CORE One-Step Client User License (Addition
7 /-Credit Card Processing Software (site license, single merchant)
1 Total Application Software
System Implementation
Solution Library File
Includes: Project Management, Design Planning, System Configuration &
Quality Assurance Testing
Third Party Host Interfaces (Each) (See Notes)
- Real Time (Requires Open Data Base Compliant Structure) * 3
- Batch
Reports
- Standard (Included in System Configuration)
- Custom
- ReportLink (web enabled)
Design Meeting
($1 050.001day & customer pays expenses) , llrl Lb+J
Training/lnstallation fl5 &L>J7
($1050.00/day & customer pays expenses.)
$29,995.00
$75,000.00
(15% ) .. .
$2,975.00
$25,000.00
$7,000.00
$3,500.00
$0
$3,500.00
$5,000.00
$1,050.00
$1,050.00
Total System Implementation
* Total Software Investment
Peripherals - individual pricing includes setup and staging at CORE'S office
TM600011
i L\;!:t ' ' TTM-U375
Receipt Validation Printer with MlCR Reading and Check Imaging*
JournalNalidation Printer
$1,578.00
$800.00 \\zd'41 MAGTEC Mag Stripe Reader $175.00
-7 $285.00 SL 2-I~J Electronic Cash Drawer - ct' \
Bar Code Reader P- -Or
$35,000.00
Le:€ ... HELPING You COMPETE FOR THJ? RrruRE 82
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
CORE Interfaces Include: n Applicable CIS System -- ? n Sungard Bi-Tech Financials Update
0 Harris PUBS Update n Class Recreation Scheduling Update
0 Sirsi Library Management System Update n Progressive Business License Update
(3Cfl;l’’
---._
ry File.” This module requires purchase of TM
ck Imaging. If imaging capability is not
JournalNalidation Printer is an option.
We propose integration to various host systems outside of the A/R System to be updated in a batch ?ode. Any
real-time integration to third patty host systems will depend on cooperation and access provided by 3 party vendors.
The Annual Software License Fee includes help desk support and system base systems upgrades. Specific client modification requests or enhancements may be billable at the then published hourly or daily rate.
Additional cost will be required for phased delivery projects above the 3 stated phases.
CORE reserves the right to charge for anything outside the scope of the procurement response. The rate for
additional development service is $1 50.00lhr or $1 050.00lday.
Trainer“ format at one location. Travel time between muttipf&tocations may require an increase in the number of
service days required.
puting hardware, LAN andlor WAN and connection to
e responsibility of the customer.
CORE has priced training and installation for all PCs $.ne loqation. - ? raining will be provided in a “Train the
Test environme ended during the staging and development phase. CORE
e establishment of remote access.
The customer is responsible for remitting any applicable sales and use taxes to the appropriate tax authority.
The customer is responsible for all reasonable expenses incurred during the on-site design meeting, training and installation. Reasonable expenses include airfare, lodging, transportation and meals.
If you buy hardware from CORE, your hardware arranty and maintenance agreement resides with the origindl
manufacturer. CORE strongly suggests that you Lm=sRe malntmmof alf hardwareE6mponents.
CORE’S Payment Te&e 40% with order, 40$ with deIive& 4’20% on acceptaye.
,^ /‘
\ i \ \ , /
[e:€ ... HELPING You COMPETE FOR THE FuruRE 83
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
SECTION XI - BILLING AND PAYMENT EXPECTATIONS
CORE’s payment terms are 40% (forty percent) on purchase order, 40% (forty percent) on delivery and
20% (twenty percent) on acceptance. Please see CORE’s Software License Agreement on the following
pages for additional details.
[e:€ ... HELPWG You C*MPETEFOR THE RmJRE ab
J
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
CORE Software License Agreement
HELPING You COMPETE FOR THE FU~URE 85
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
The selected vendor will be required to sign a contract in a form similar to that presented in “Appendix 2.”
Any anticipated changes should be outlined in the proposal. If you do not submit any changes, the
evaluation committee assumes you will be willing to sign a final contract incorporating all the terms and conditions in the sample.
CORE Business Technologies has reviewed the proposed contract language and agrees in
principle with many of the proposed terms and conditions. This proposal is being submitted with
the understanding and expectation that CORE will have the opportunity to work with the City to
finalize a mutually acceptable contract. CORE’s standard Software License Agreement has been
provided to facilitate the discussion. Material changes to CORE’s standard Software Agreement
may require an appropriate change to the license fees.
CORE Business Technologies takes exception to the following items in the City’s Sample
Agreement:
9.
12.
13.
14.
INDEMNIFICATION
CORE takes exception to item 9 and proposes the following alternative language:
“CORE agrees to defend Customer and hereby indemnifies and holds Customer harmless from and
against any and all claims, demands, actions, causes of action, suits, liabilities, costs and expenses
(including reasonable attorney’s fees) incurred or suffered by Customer arising out of or related to
allegations that the software provided pursuant to this Agreement infringes any patent, copyright,
trade secret, trademark or other proprietary right of any third patty. Customer shall provide CORE
with prompt notice of any such claim and CORE shall have the right to direct the defense and
settlement of such claim. In the event that the use of the software is enjoined, or becomes, or, in
CORE’S opinion, is likely to become, the subject of a claim of infringement, CORE shall, at its own
option and its own expense, either (i) obtain for the Customer the right to continue using the software or (io replace it with a non-infringing product”
ACCOUNTING RECORDS
CORE wishes to add the following language to this document:
“The City is responsible for any transportation, lodging, meals and other related costs for City
personnel who travel to the Contractor‘s site to examine the aforementioned accounting records.”
OWNERSHIP OF DOCUMENTS
CORE takes exception to item 13. In its 16 years of development of its software application, CORE
has developed proprietary methodologies, tools, code, plans, etc. which are classified as trade
secrets. In so much as many of these trade secrets overlap with any additional modification work
required by this project, CORE must maintain rights to the intellectual capital these secrets bear.
CORE wishes to replace item 13 with the following alternative language:
“CORE, or its supplier, shall retain title and all rights to all programs, documentation, and
promotional material related to the software. No buyer may market, lease, sell, transfer, assign, or
grant any interest in the license or programs to any third party. CORE may cancel, at its sole
discretion, any license for violation of the terms of the license or this agreement In addition, CORE
may seek any legal or equitable remedy available against the buyer for any violation of the terms of
this license. ”
COPY RIGHTS
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution June 6,2003
CORE wishes to strike item 14.
20. TERMINATION
CORE wishes to strike the last two sentences of paragraph one of item 20 and substitute the
following alternate language:
“City and Contractor will make a determination of fact based upon the work product delivered to
City and of the percentage of work that Contractor has performed which is usable and of worth to
City in having the Agreement completed. Based upon that finding City and Contractor will determine
the final payment of the Agreement.”
CORE wishes to strike the last sentence of paragaph two of item 20 and substitute the following
alternate language:
“City and Contractor will make the final determination as to the portions of tasks completed and the
compensation to be made.”
CORE Business Technologies is confident that, if selected, CORE will be able to reach a mutually
agreeable contract with the City. In over 16 years CORE has never failed at reaching agreeable
contract terms and conditions to meet the Customer’s objectives.
CORE Business Technologies’ Response to City of Carlsbad, CA
Request for Proposal for a Citywide Cashiering Solution
June 6,2003
I Attachment F - PROPOSAL FORM 1
THIS FORM MUST BE THE LAST PAGE
OF YOUR ORIGINAL PROPOSAL AND COPIES!
Citywide Cashiering Solution
The undersigned hereby certifies that he/she understands the specifications, has read the document in its
entirety and that the proposal prices contained in this proposal have been carefully reviewed and are
submitted as correct and final. Proposer further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions contained in the specifications of
the Request for Proposal.
The following information must be filled out in its entirety for your proposal to be considered:
Company Name: Wonderware, Inc. dba CORE Business Technologies
Address of Principal Place of Business: 2224 Pawtucket Avenue, East Providence, RI 02914
Phone/Fax of Principal Place of Business: 401-431-0700 (phone) 1401-434-2227 (fax)
Address, Phone/Fax Number of Majority
Owner Principal Place of Business: same as above
Authorized Representative: I< / Rt3\,?nai (Vlcrr\cdm gpetidi$
Signaturenitle
Printed Name 3ClSUvl COSh
Date &fit. 5 ! 2W3 +- U#2 Acknowledgement of Addenda (if applicable) A (c \\ #3
[Ico:€...HELPi?G YOU COMPETE FOR THE FUTURE 88