Agenda 01/13/2015 Item #16C 2 1/13/2015 16.C.2.
EXECUTIVE SUMMARY
Recommendation_to approve a change order to increase the annual estimated not to exceed amount
for contract number 11-5698 with N. Harris Computer Corporation by $104,000 for maintenance,
hosted credit card payment processing and technical services due to an increasing volume of
payments via the Web and telephone, and for programming services to develop critical interfaces
with City Works software to support Full-Scale Implementation Project Number 2 within the asset
management project.
OBJECTIVE: Increase the annual estimated not to exceed amount for contract number 11-5698
with N. Harris Computer Corporation for hosted credit card payment processing and technical
programming services.
CONSIDERATIONS: On January 24, 2012, under agenda item 16C4, the Board of County
Commissioners (Board) approved expenditures for contract number 11-5498 with N. Harris
Computer Corporation (Harris) in an annual amount estimated not to exceed $220,000. That
approval included annual software maintenance,technical services for system design and coding
modifications,and hosted payment processing for Web and telephone credit card payments.
Estimated expenditures for payment processing have increased as custom* move away from
traditional payment methods(lock box) to paying via the Web and by phone. Additionally, as
design of the asset management Cityworks work order application becomes more defined,
coding modifications to the billing system are necessary to provide interfaces between the billing
software application and the asset management software application City Works. Listed below
are the FY15 purchase orders proposed for Hams to fulfill maintenance, licensing, technical
services, training, and hosting functions for the Web and the Interactive Voice Response (IVR)
phone payment system.
1. Annual maintenance contract $ 72,000
2. Programming enhancements and after hours upgrades $ 40,000
3. Integration of City Works and water/sewer billing system $ 91,000
4. WR and Web payment hosting $121,000
Total Estimated Value of POs for FY15 $324,000
The increase for FY15 is primarily due to the integration of the City Works asset management
work order system with the iCIS water/sewer billing system as well as the increase in hosting
costs related to PCI compliant credit card payment processing for the Web and IVR. A summary
of those changes is summarized below.
Current BCC approved Estimate FY2015 Net Change from 2012 to
not to exceed annual Annual Spend 2015
amount
Maintenance $85,000 $72,000 ($13,000)
Licensing $15,000 $0 ($15,000)
Enhancements and after hours $40,000 $131,000 $91,000
upgrades . .. ...
IVR and Web Payment Hosting $80,000 $121,000 $41,000
Total $220,000 $324,000. $104,000
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1/13/2015 16.C.2.
FISCAL IMPACT: Funds are available in the Water-Sewer District Operating Fund (408)
approved FY2015 budget for credit card processing transaction fees, and in the Water and
Wastewater User Fee Funds(412 and 414)for the technical support.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
a majority vote for Board approval. ERP
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
this action.
RECOMMENDATION: That the Board of County Commissioners, Ex-officio the Governing
Board of the Collier County Water-Sewer District, approve a change order to increase the annual
estimated not to exceed amount for contract number 11-5698 with N. Harris Computer
Corporation by$104,000 for maintenance, licensing, hosted credit card processing, and technical
services.
Prepared By: Teresa A. Riesen, Accounting & Billing Manager, Financial Operations, Public
Utilities Division
Attachments: Harris Computer Systems Quote
Change Order#1
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1/13/2015 16.C.2.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.C.16.C.2.
Item Summary: Recommendation to approve a change order to increase the annual
estimated not to exceed amount for contract number 11-5698 with N. Harris Computer
Corporation by$104,000 for maintenance, hosted credit card payment processing and technical
services due to an increasing volume of payments via the Web and telephone, and for
programming services to develop critical interfaces with City Works software to support Full-
Scale Implementation Project Number 2 within the asset management project.
Meeting Date: 1/13/2015
Prepared By
Name: HendricksonLisa
Title: Operations Coordinator,Utilities Finance Operations
12/10/2014 11:00:10 AM
Submitted by
Title: Manager-Revenue,Utilities Finance Operations
Name: RiesenTeresa
12/10/2014 11:00:11 AM
Approved By
Name: RiesenTeresa
Title:Manager-Revenue,Utilities Finance Operations
Date: 12/11/2014 1:05:05 PM
Name: Joseph Bellone
Title: Director-Operations Support,Utilities Finance Operations
Date: 12/11/2014 3:29:12 PM
Name: HapkeMargie
Title:Recycling Coordinator, Solid&Hazardous Waste Management
Date: 12/12/2014 9:03:39 AM
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1/13/2015 16.C.2.
Name: HerreraSandra
Title: Manager-Procurement, Purchasing&General Services
Date: 12/16/2014 10:50:59 AM
Name: JohnsonScott
Title: Manager-Procurement, Purchasing&General Services
Date: 12/17/2014 9:45:16 AM
Name: MarkiewiczJoanne
Title: Director-Purchasing/General Services, Purchasing&General Services
Date: 12/17/2014 10:06:32 AM
Name: HallSwainson
Title: Procurement Specialist,Purchasing&General Services
Date: 12/17/2014 11:28:33 AM
Name: PepinEmily
Title: Assistant County Attorney, CAO Litigation
Date: 12/18/2014 8:34:10 AM
Name: YilmazGeorge
Title: Administrator-Public Utilities,Public Utilities Division
Date: 12/22/2014 7:52:16 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 12/22/2014 9:30:16 AM
Name: UsherSusan
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 12/29/2014 1:08:33 PM
Name: FinnEd
Title: Management/Budget Analyst, Senior, Transportation Engineering& Construction Management
Date: 12/31/2014 9:44:37 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 1/6/2015 2:03:25 PM
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1/13/2015 16.0.2.
r Cuty
Te
Purchasing Department
.. ..:, lervioes division
Change Modification Form
/' Purchasing
X Contract Change Request ❑Work Order Modification
Contract#: 11-5698 Change#:rJ_ POIWork Order#: N/A Project Name: Utility Billing Services
Integrated Software System
Project#: N/A Project Manager: Teresa Department: UBCS Contractor/Firm Name: Harris Computer
Riesen Systems
Original Contract/Work Order Amount iiit 140,000.00 10/11/11 1603 Original BCC Approval Date; Agenda Item#
Current BCC Approved Amount �� �:220,000.00 1/24/12 1604 Last BCC Approval Da Date; Agenda Item#
Current Contract/Work Order Amount l220,000.00 10/10/2016 SAP Contract Expiration Date (Master)
Dollar Amount of this Change
' :004,000.00 131.43% Total Change from Original Amount
Revised Contract/Work Order Total $ 324,000.00 47.27% Change from Current BCC Approved Amount
Cumulative Changes $ 184,000.00 47.27% Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Original completion date: Last approved completion date: Revised completion date (includes this
10/10/2016 10/10/2016 change): 10/10/2016
Number of days added: 0 Each step on the contract modification checklist form has been reviewed prior to me
submitting for approval (this box must be initialed by Project Manager)
❑Add new task(s) ❑ Change task(s) l Delete task(s) X Other(specify): Increase for
technical services
1. Provide a detailed and specific explanation of the requested change(s)to the task(s) and/or the additional days
added:
Additional Enhancements and After Hours Upgrades and 1VR and Web Payment hosting services are needed
2. Provide detailed rationale for the requested change:
Coding modifications to the billing system are necessary to provide interfaces between the billing software application and
the enterprise asset management(EAM) software application City Works for meter inventory.
Estimated expenditures for PCI compliant credit card payment processing have increased as customers move away from
traditional payment methods (lock box) to paying via the Web and by phone.
3. Provide explanation why change was not anticipated in original scope of work:
Coding modification needs were identified as design of the EAM application becomes more defined.
The volume of payments via the Web and telephone increased more rapidly than anticipated.
4. Describe the impact if this change is not processed:
The City Works Enterprise Asset Management software will not interface with the Water/Sewer Billing System causing
delays and errors matching installed meters to the correct customer accounts.
Customer demand to utilize electronic payment options will exceed contracted funds available to pay the associated costs.
Type of Change I Modification
Revised: 7/26/13
1
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r❑ 1. Planned/ Elective ---❑ 2.Unforeseen conditions/circumstance 3. Quantity or
[❑ 4. Correction of error(s) -- 112 5.Value added 0 6. Schedule 1/13/2015 16.C.2.
Change Requested By
❑ Contractor/Consultant ❑_ Owner X Usin. De•artment
Design Professional ■ Regulatory Agenc sped : ❑ Other(pecify):
Purchasing Professional Participated in Negotiation of Change/ Modification: • Yes ❑ No
Approved by: I Date: fitio//y
Name and Title:,
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ost .0 n-fc: /��G�lt fit tn.faiU 'tRL
Reviewed by: 1' Date: 2/1
Procurement Strategist's Name:c-->
c_.X.4.Aattel,>0."/ /(
Revised:7/23/13
2
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1/13/2015 16.C.2.
CHANGE ORDER
CHANGE NO. 1 CONTRACT NO. 11-5698
BCC Date:10/11/2011
Agenda Item: 16C3
TO: Harris Computer Corporation
1010 WSW Loop 323
Tyler,TX 75701
DATE: 11-18-2014
PROJECT NAME:Utility Billing Services Integrated Software System
PROJECT NO.: 50105
Under our AGREEMENT dated October 11,2011
You hereby are authorized and directed to make the following change(s) in accordance with terms
and conditions of the Agreement: Reallocate amounts between items and increase IVR and Web
Payment Hosting and Miscellaneous enhancements and after hours upgrades as shown in the attached
Exhibit i Roadmap of Changes to Harris Contract.
FOR THE(Additive) Sum of:$104,000.00, One hundred and four thousand dollars and zero cents.
Original Agreement Amount $140,000.00
Sum of Previous Changes $ 80,000.00
This Change Order add $104,000.00
Present Agreement Amount $324,000.00
The time for completion shall not be increased nor decreased due to this Change Order. Your
acceptance of this Change Order shall constitute a modification to our Agreement and will be
performed subject to all the same terms and conditions as contained in our Agreement indicated above,
as fully as if the same were repeated in this acceptance. The adjustment, if any,to the Agreement shall
constitute a full and final settlement of any and all claims of the Contractor arising out of or related to
the change set forth he • ,including claims for impact and delay costs.
Prepared by: ��' Cog Date: / 2//
Teresa Riesen,Accounting&Billing Manager,
'
Tcial Operaf ns,Public Utilities Division
Accepted by: ..� LU. ��' Date:
t .�/D iV
ulie'Kenney
Harris-computer Corporation
Approved by: ,../ / Date: 7.,/e1M/
Josepv Bell6ne,iDirector,Operations Support
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Approved by. '21 . 6,;;./ /�/O/Y
orge Y.+`1 A•nunistr tor,Public Utilities Division
If 1p
Approved by: `sd..ia Dater ., it! /
Sw; n a Procurement Strategist
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k1�, HARRIS
Proposal for EAM Project Management and Programming Support
October 3, 2014
Collier County is moving ahead with the implementation of Azteca CityWorks. One of
the County's objectives of this project is to include integration between the CityWorks
Electronic Asset Management (EAM) system and the Harris inHANCE iCIS Customer
Information System currently in place at Collier County. To meet this integration goal
Harris will provide bath project management and programming services. All labor rates
and travel and living expenses will adhere to the existing Harris contract with the County
(AGREEMENT#11-5698).
The labor rates from AGREEMENT#11-5698 are as follows:
R&D Design and Coding (R&D Staff) $150.00
Product Technology Consulting and Testing $140.00
(Professional Services Staff)
Product Training & Non-Complex Report $125.00
Writing Services (Customer Support Staff)
The travel and living reimbursement schedule from AGREEMENT#11-5698, is as --.
follows:
Mileage S0.445 per mile
Breakfast $6.00
Lunch $11.00 '
Dinner $19.00 I
Airfare Actual ticket cost limited to tourist or coach class
fare
Rental car Actual rental cost limited to compact or standard-
size vehicles
Lodging Actual cost of lodging at single occupancy rate with
a cap of no more than $150.00 per night
Parking Actual cost of parking
Taxi or Airport Limousine Actual cost of either taxi or airport limousine j
iirCI' ).--,
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HARRIS
Harris proposes the following professional services which will include multiple on-site
visits of Harris personnel as well as remote assistance during this project:
Hours Unit Cost Total Cost
R&D Design and Coding (R&D Staff) 320 $ 150.00 $48,000.00
Product Technology Consulting and Testing 200 $ 140100 $28,000.00
•
Total Services Cost $76.000.00
Travel and Living Expenses $15,000.00;
TOTAL SERVICES AND TRAVEL & LMNG EXPENSES COST $91.000.00
This proposal is an estimate of the required scope of services that will be provided by
Harris. The County shall pay Harris for the performance of this proposal in accordance
with the above schedules, subject to change orders as approved in advance by the
County. Payment will be made upon receipt of a proper invoice and upon approval by the
Project Manager or his designee, and in compliance with Chapter 218. Fla. Stats.,
otherwise known as the "Local Government Prompt Payment Act".
To order sign&date this sheet. Either fax or email signed quote back to diaskowskieharriscomputer.com
Above Order Accepted and Approved By:
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