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#00-3113 (IMSofTech)
AGREEMENT 16C3 THIS AGREEMENT, made and entered into on thisg~;l~day o~001, by and between IMSofrech, hereinafter called the "Contractor" and Collier County, a political subdivision of the State of Florida, hereinafter called the "County": WITNESSETH: COMMENCEMENT. This Agreement shall commence on the date of the issuance of a Purchase Order. The contract shall be for a five (5) year period, commencing on the date of the issuance of a purchase order, and terminating sixty (60) months thereafter. The County may, at its discretion and with the consent of the Contractor and approval of the Board of County Commissioners, extend the Agreement under all of the terms and conditions contained in this Agreement for an additional five (5) year period. The County shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect. STATEMENT OF WORK. The Contractor shall provide software, training, modification, conversion, and implementation in accordance with the terms and conditions of the specifications of RFP #00-3113 and the contractor's proposal hereto attached and made an integral part of this agreement and Addendum. THE CONTRACT SUM. The County shall pay the Contractor for the performance of this Agreement an estimated maximum amount of four hundred sixty thousand five hundred dollars ($460,500.00) based on the pricing set forth in Exhibit A, Schedules G and I-t, attached hereto, subject to Change Orders as approved in advance by the County. NOTICES. All notices from the County to the Contractor shall be deemed duly served if mailed by registered or certified mail, telefaxed, or emailed to the Contractor at the following Address: Debra Laskowski IMSofTech 112 E. Line Street, Suite 200 Tyler, TX 75702 Phone: 903-535-8222 16C3 o All Notices from the Contractor to the County shall be deemed duly served if mailed by registered or certified mail to the County to: Collier County Government Center Purchasing Department - General Services Building 3301 Tamiami Trail, East Naples, Florida 34112 The Contractor and the County may change the above mailing address at any time upon giving the other party written notification. All notices under this Service Agreement must be in writing. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a partnership between the County and the Contractor or to constitute the Contractor as an agent of the County. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits necessary for the prosecution ot the Work shall be obtained by the Contractor. Payment for all such permits issued by the County shall be processed internally by the County. All non-County permits necessary for the prosecution of the Work shall be procured and paid for by the Contractor. The Contractor shall also be solely responsible for payment of any and all taxes levied on the Contractor. In addition, the Contractor shall comply with all rules, regulations and laws of Collier County, the State of Florida, or the U. S. Government now in force or hereafter adopted. The Contractor agrees to comply with all laws governing the responsibility of an employer with respect to persons employed by the Contractor. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to use in any manner whatsoever, county facilities for any improper, immoral or offensive purpose, or for any purpose in violation of any federal, state, county or municipal ordinance, rule, order or regulation, or of any governmental rule or regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Contractor or if the County or its authorized representative shall deem any conduct on the part of the Contractor to be objectionable or improper, the County shall have the right to suspend the contract of the Contractor. Should the Contractor fail to correct any such violation, conduct, or practice to the satisfaction of the County within twenty-four (24) hours after receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured. The Contractor further agrees not to commence operation during the suspension period until the violation has been corrected to the satisfaction of the County. 2 16C3 TERMINATION. Should the contractor be found to have failed to perform his services in a manner satisfactory to the County as per this Agreement, the County may terminate said agreement immediately for cause; further the County may terminate this Agreement for convenience with a seven (7) day written notice. The County shall be sole judge of non-performance. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as to race, sex, color, creed or national origin. 10. INSURANCE. The Contractor shall provide insurance as follows: go Commercial General Liability: Coverage shall have minimum limits of $500,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent contractors; Products and Completed Operations and Contractual Liability. Business Auto Liability: Coverage shall have minimum limits of $500,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include: Owned Vehicles, Hired and Non-Owned Vehicles and Employee Non-Ownership. C. Workers' Compensation: Insurance covering all employees meeting Statutory Limits in compliance with the applicable state and federal laws. Professional Liability: The Consultant shall be solely responsible to parties with whom it shall deal in carrying out the terms of this agreement and shall hold the County harmless against all claims arising from the negligent acts, errors, or omissions of consultant by third parties. Special Requirements: Collier County shall be listed as the Certificate Holder and included as an Additional Insured on the Comprehensive General Liability Policy. Current, valid insurance policies meeting the requirement herein identified shall be maintained by Contractor during the duration of this Agreement. Renewal certificates shall be sent to the County 30 days prior to any expiration date. There shall be a 30 day notification to the County in the event of cancellation or modification of any stipulated insurance coverage. Contractor shall insure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Contractor shall provide County with certificates of insurance meeting the required insurance provisions. 16C3 11.0 INDEMNIFICATION. The Contractor/Vendor, in consideration of One Hundred Dollars ($100.00), the receipt and sufficiency of which is accepted through the signing of this document, shall hold harmless and defend Collier County and its agents and employees from all suits and actions, including attorneys' fees and all costs of litigation and judgments of any name and description arising out of or incidental to the performance of this contract or work performed thereunder. This provision shall also pertain to any claims brought against the County by any employee of the named Contractor/Vendor, any Subcontractor, or anyone directly or indirectly employed by any of them. The Contractor/Vendor's obligation under this provision shall not be limited in any way by the Contractor/Vendor's limit of, or lack of, sufficient insurance protection. The first One Hundred dollars ($100.00) of money received on the contract price is considered as payment of this obligation by the County. In no event shall IMSofTech's liability exceed one million five hundred thousand dollars ($1,500,000.00). This section does not pertain to any incident arising from the sole negligence of Collier County. IN NO EVENT SHALL IMSOFTEGH [BE LIABLE FOR SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING, WITHOUT LIMITATION, LOST REVENUES OR PROFITS. THESE LIMITATIONS SHALL APPLY EVEN IF IMSOFTECH HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND REGARDLESS OF WHETHER THE CLAIM FOR RECOVERY IS BASED ON (i) BREACH OF WARRANTY OR CONTRACT, OR (ii) NEGLIGENCE, STRICT LIABILITY OR OTHER TORT. THE RIGHT TO RECOVER DAMAGES WITHIN THE LIMITATIONS SPECIFIED IS COLLIER COUNTY'S EXCLUSIVE ALTERNATIVE REMEDY IN THE EVENT THAT ANY OTHER CONTRACTUAL REMEDY FAILS OF ITS ESSENTIAL PURPOSE. 12. Collier County Government is a member of the SW Florida Purchasing Consortium. It is hereby made a part of this Agreement that this Agreement may be utilized by members of the Consortium as well as other entities upon prior written approval by the Collier County Purchasing Department. The Contractor hereby further agrees that for each entity given written approval by the County to utilize this option, the Contractor shall provide the County a check in the amount of three percent (3%) of the annual purchases of license fees made under each entity's contract. Contractor shall be required to provide yearly documentation of each entity's total annual purchases in a form approved by the County. 13. 14. CONTRACT ADMINISTRATION. This Agreement shall be administered on behalf of the County by the Utility Billing and Customer ServiceDepartment. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the attached component parts, all of which are as fully a part of the contract as if herein set out verbatim: Contractor's Proposal, Insurance Certificate, RFP #00-3113 Specifications and Addendum/Addenda. 16C3 verbatim: Contractor's Proposal, Insurance Certificate, RFP #00-3113 Specifications and Addendum/Addenda. 15. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between the parties herein that this agreement is subject to appropriation by the Board of County Commissioners. IN WITNESS WHEREOF, the Contractor and the County, have each, respectively, by an authorized person or agent, hereunder set their hands and seals on the date and year first above written. ATTEST: ,,~,~ .~. !~. q~rock, Clerk of Courts ~xC, .......... ?' ~'7. '/ .. First Witness ?Type/print witness name']' Second Witness BOARD OF COUNTY .CO~ISSIONERS COLLIER COUNTY~ ".-. ,..,, ,~,,~ '!, ~? ~ , ' . IMSofTech Contractor By: ~ Signature Robert M. Broda President Typed signature and title ?Type/print witness name? Approved as to form and leg~: Assistant County Attorney (coxpora n$ stay) 16C3 AGREEMENT ADDENDUM This instrument, made this day of September, 2001, is an addendum ("Addendum") to the agreement by and between the Collier County Government, Collier County, Florida, (herein called "Collier County"), and IMSofTech, Inc., a Delaware corporation, licensed to do business in the State of Florida, and having its principal place of business at 112 Line Street Suite 200, Tyler, Texas 75702 (hereinafter referred to as "lMSofTech"). The agreement by and between Collier County and IMSofTech, dated September ,2001, read together with this Addendum shall hereinafter be referred to as the "Agreement". IMSofl'ech and Collier County are hereinafter sometimes referred to individually as a "Party" and jointly as the "Parties." WHEREAS IMSofTech has the right to grant a license to use those computer software programs, as more particularly described in Schedule A, Licensed Programs, attached hereto and forming part of this Addendum and which are hereinafter referred to as the "Licensed Programs"; AND WHEREAS IMSofTech desires to grant and is prepared to grant a license to use the Licensed Programs to Collier County and Collier County desires to obtain a license to use the Licensed Programs from IMSofTech on the terms & conditions hereinafter set forth; NOW, THEREFORE, in consideration of the premises and the mutual covenants herein set forth, and other good and valuable consideration, the sufficiency of which is hereby mutually acknowledged, it is agreed as follows: 1.0 Definitions. 1.1 Network Operating System. "Network Operating System" is defined as the Microsoft Windows 2000 Advanced Server network operating system. 1.2 Application Server Operating System. "Application Server Operating System" is defined as the Microsoft Windows 2000 Advanced Server operating system. 1.3 Data Base Software. "Data Base Software" is defined as the Microsoft SQL Server 7.0 data base product. 1.4 Modifications. "Modifications" are defined as those changes to the Licensed Programs that are listed in Schedule B, List of Modifications. 1.5 Application Software. "Application Software" is defined as the Licensed Programs and the Modifications. Page 1 16C3 1.6 Other Software. "Other Software" is defined as the Borland BDE software and all other software products that are required to make the Application Software operational. 1.7 Equipment. "Equipment" is defined as the network file server, application server, network equipment, printers, and microcomputers on which the Application Software, Network Operating System, Application Server Operating System, Data Base Software and Other Software will be installed and operated. The Equipment consists of those components listed on Schedule C, List of Equipment. 1.8 Network. "Network" is defined as the Equipment, Application Server Operating System, Network Operating System, Data Base Software and Other Software. 1.9 System. The entire computer system ("System") is defined as the Application Software and the Network. 1.10 Licensed Proqrams Documentation. The Licensed Programs documentation (referred to as "Licensed Programs Documentation") shall include, but not be limited to, the materials and documentation as set forth in Schedule D, Licensed Programs Documentation. Collier County shall have the right to reproduce any portion of the Licensed Programs Documentation for Collier County's internal use 1.11 Application Software Live Date. "Application Software Live Date" is defined as the date on which Collier County begins using the Application Software to process Collier County's daily utility billing and cash receipts operations in a live environment. 1.12 Days. The term "days" as used in this Addendum shall be defined as calendar days unless the term "days" is otherwise specified in this Addendum. If a day is designated as a "business day" rather than a calendar day and such business day falls on a Collier County holiday, the time period shall be extended to the next business day. 2.0 License of Software. IMSofTech grants to Collier County a limited, perpetual, non-exclusive, non-transferable and personal license to (i) install and operate the serialized copy of the Licensed Programs for Collier County's internal, in-house use by up to thirty nine (39) concurrent users and (ii) make copies of the Application Software for back-up purposes only ("Archival Copies") and test copies. Collier County agrees to affix a conspicuous written label to the Archival Copies which contains the copyright notice and all other information printed on the original media from which the Archival Copies are made. IMSofTech retains all rights to the Application Software and all other works of authorship of IMSofTech not expressly granted in this Addendum. IMSofTech grants the within license to Collier County for the total cost for the Licensed Programs as set forth in Schedule E. Pa~e 2 2090 16C3 IMSofTech represents and warrants to Collier County that IMSofTech is the sole owner of the Licensed Programs and has the exclusive right to grant the within license to Collier County. It is understood that there are no on-going license fees associated with the use of the Licensed Programs apart from the extension of concurrent user licenses, additional account records or addition of new modules not licensed under this Agreement. This license is not a sale of the original Application Software or any copies. IMSofTech, or its supplier, retains the ownership of the Application Software and all subsequent copies of the Application Software made by Collier County, regardless of the form in which the copies may exist. The Application Software, the accompanying written manuals and Documentation distributed with the Application Software, and the Archival Copies are copyrighted works of authorship of IMSofTech or its supplier and may not be copied, reproduced, modified distributed or transferred, by any means or in any form, without the express written permission of IMSofTech, except as expressly provided herein. Any unauthorized copying or use of the Application Software or Documentation is a violation of this Agreement and may also constitute a violation of the U.S. Copyright Act for which Collier County could be liable in a civil or criminal action. Collier County may physically transfer the Application Software from the designated server to another server or computer system, provided the Application Software is operated only on one server at a time. Collier County shall not be charged any additional fees or maintenance charges if Collier County transfers the Application Software to another server or computer system. Collier County may not electronically transfer the Application Software or operate it or any portion thereof in a timesharing or service bureau operation. Collier County may not translate, modify, adapt, disassemble, de-compile or reverse engineer the Application Software, or create derivative works based on the Application Software or Documentation or any portions thereof, except as expressly provided herein. The Application Software is provided for use in Collier County's internal commercial business operations only and must remain at all times upon premises owned or leased by Collier County. Except as expressly provided herein Collier County may not rent, lease, sub-license, sell, assign, distribute, pledge, transfer, encumber, or otherwise dispose of the Application Software or Documentation or any rights granted to Collier County herein, on a temporary or permanent basis, without the prior written consent of IMSofTech, which shall not be unreasonably withheld. 3.0 Application Software Pdce. Collier County will pay to IMSofTech the Application Software Pdce as set forth in Schedule E, Application Software Price, for the right to use the Application Software as described herein. The Application Software Price includes a thirty nine (39) concurrent user license and up to 60,000 active billing customers in the database. The cost to increase the number of active billing customers shall be ten thousand dollars ($10,000.00) Pa~e 3 16C3 per 10,000 additional active billing customers, and shall remain at ten thousand dollars ($10,000.00) per 10,000 additional active billing customers until July 31, 2004. After July 31,2004 the cost to increase the number of active billing customers shall be the lower of the following: (a) an increase which shall not exceed the percentage increase to any other customer; or (b) an increase which shall not exceed four percent (4%) per year to the base rate of ten thousand dollars ($10,000.00) per 10,000 additional active customers. The cost to increase the number of concurrent user licenses shall be seven hundred fifty dollars ($750.00) for each concurrent user license added and shall remain at seven hundred fifty dollars ($750.00) for each concurrent user license added until July 31, 2004. After July 31, 2004 the cost to increase the number of concurrent user licenses shall be the lower of the following: (a) an increase which shall not exceed the percentage increase to any other customer; or (b) an increase which shall not exceed four percent (4%) per year to the base rate of seven hundred fifty dollars ($750.00) per additional concurrent user. The Application Software Price defined in Schedule E includes the estimated price of the Modifications. Any changes to the estimated modification price as a result of the development of modification specifications as defined herein may change the Application Software Price and must be agreed to by both Parties in writing. 4.0 Project Schedule. The installation and implementation of the Application Software shall be performed as set forth in Schedule F, Project Schedule. In addition, the completion and delivery of any portions of the project shall be made in accordance with the Project Schedule. IMSofTech may, if mutually agreed upon in writing, delay the Project Schedule. Collier County may delay the Project Schedule by notifying IMSofTech in writing of the project delay. Any changes of the Project Schedule will extend the subsequent due dates in the Project Schedule by the amount of the delay. 5.0 Application Software Payment Payment for the Application Software will be made according to the schedule set forth in Schedule G, Payment Schedule, subject to the statutes of the State of Florida. Collier County, Florida as a political subdivision of the State of Florida, is exempt from the payment of Florida sales tax to its vendors under Chapter 212, Flodda Statutes. Collier County's Certificate of Exemption number is 21-07-019995-53c. Corporations, Individuals and other entities are impacted by Chapter 212, Flodda Statutes according to the type of service, sale of commodity or other contractual Page 4 ~:, 2000 16C3 arrangement to be made with Collier County. By submittal of the properly executed response to a Request for Proposal from Collier County, Florida IMSofTech has acknowledged that it is aware of it's statutory responsibilities for sales tax under Chapter 212, Florida Statutes. IMSofTech shall pay all taxes imposed on it by any other foreign, national, state or local taxing authority. For each payment outlined in Schedule (3, IMSofTech shall submit an invoice to Collier County's Project Manager. 6.0 Licensed Proqrams Installation and Pre-Training. On or before the date specified in Schedule F, IMSofTech shall complete the installation of the Licensed Programs on Collier County's Network ("Licensed Programs Installation") and make the Licensed Programs ready for Collier County's intended use. Licensed Programs Installation shall include but not be limited to the following: (i) the introduction of object code for the Licensed Programs onto the internal storage of the Network; (ii) the installation of all Other Software required to make the Licensed Programs operational; (iii) the verification of the Licensed Programs' readiness for use on Collier County's Network through the execution of a demonstration routine performed by IMSofTech and Collier County personnel on Collier County's Network and as certified in writing by Collier County of the successful execution of the demonstration routine; (iv) the generation of all master files and tables, initialized, and able to accept Collier County's data; (v) the installation of the programs or commands necessary to enable up to sixty (60) microcomputers on the Network to access and operate the Licensed Programs; (vi) the installation of the programs or commands necessary to enable any printed output from the Licensed Programs to print on any Network printer or system printer as agreed to by the parties; (vii) the delivery of all Licensed Programs Documentation related to the use and operation of the Licensed Programs installed. On or before the dates specified in Schedule F, IMSofTech shall provide Collier County with five (5) days of system pre-training and three (3) days of system administration training. The system pre-training and system administration training shall be billed to Collier County at the rate defined in Schedule H. 7.0 Development of Modification Specifications 7.1 Modification Specifications IMSofTech, with the participation of Collier County personnel, will perform a detailed analysis of the Modifications to the Licensed Programs. Such analysis shall include, but not be limited to, the following: (i) reviewing each function listed on the List of Modifications and discussing each modification in detail with Collier County personnel; (ii) reviewing the capabilities of the Licensed Programs and determining if a modification is required to satisfy the function listed in the List of Modifications; (iii) identifying how the Licensed Programs will be able to be modified to satisfy the requirements of the function; (iv) identifying the impact of the modification on the Licensed Programs and on the System; (v) identifying any system problems that 16C3 will result from the modification; (vi) providing a written specification for the modification. On or before the date set forth in the Project Schedule, IMSofTech shall deliver to Collier County the written specifications ("Modification Specifications") for all functions included on the List of Modifications. For each function listed on the List of Modifications, the Modification Specifications shall include where applicable, but not be limited to, the following: screen layouts, report layouts, data table layouts, processing narratives which define all functions to be performed by the modification, all calculations and data manipulations, all data verifications, all sequencing and timing considerations, the cost of the modification and the timeframe for completing and delivering the modification. 7.2 Review and Correction Period. Collier County shall have ten (10) business days after receipt of the Modification Specifications to review the Modification Specifications to determine whether they meet the requirements of Collier County. If the Modification Specifications do not satisfy Collier County's requirements, Collier County must notify IMSofT'ech in writing of any errors or exclusions within that ten (10) business day period. IMSofTech shall then have ten (10) business days after such notice to amend the Modification Specifications to correct all errors and exclusions. The amended Modification Specifications will then be presented to Collier County for approval as described above. For any subsequent reviews of the Modification Specifications by Collier County and correction of the Modification Specifications by IMSofTech after the first cycle of review and correction, each Party will be limited to five (5) business days to perform the review or correction of the Modification Specifications as described above. If, after forty (40) business days from the date IMSofTech presents the first version of the Modification Specifications to Collier County for review IMSofTech has not produced a Modification Specification that Collier County accepts, or if the cost of the Modifications exceeds the Estimated Modification Price listed on Schedule E by more than fifteen percent (15%), or if the timeframe for completing and delivering the Modifications does not allow Phase I of the system to go live in 2002, then Collier County may, at its option, cancel this Agreement. If Collier County cancels this Agreement as described in this section, IMSof-r'ech shall refund within thirty (30) days to Collier County all monies paid to IMSofTech by Collier County less $15,000.00. 8.0 Application Software Installation. On or before the dates specified in Schedule F, IMSofTech shall complete the installation of the Phase I and Phase II Application Software on Collier County's Network ("Installation") and make the Application Software ready for Collier County's intended use. Installation shall include but not be limited to the following: (i) the introduction of object code for the Application Software onto the internal storage of the Network; (ii) the installation of all Other Software required to make the Application Software operational; (iii) delivery of all source code for the Application Software on CD 16C3 Rom; (iv) the verification of the Application Software's readiness for use on Collier County's Network through the execution of a demonstration routine performed by IMSofTech and Collier County personnel on Collier County's Network and as certified in writing by Collier County of the successful execution of the demonstration routine; (v) the generation of all master files and tables, initialized, and able to accept Collier County's data; (vi) the installation of the programs or commands necessary to enable up to sixty (60) microcomputers on the Network, at the Administration offices, GladesFFeryl Road location and the Immokalee Road location, to access and operate the Application Software; (vii) the installation of the programs or commands necessary to enable any printed output from the Application Software to print on any Network printer or system printer as agreed to by the parties; (viii) the delivery of all Licensed Programs Documentation; (ix) the definition of backup scripts or routines that will perform daily, unattended, full system backups of the application server and full backups of the Microsoft SQL Server database used by the Application Software. The cost of the Installation is included in the cost of implementation services set forth in Schedule H and Collier County shall not be charged for any additional equipment, miscellaneous materials or Other Software that is required to make the Application Software operate on the Network. 9.0 Training. IMSofTech shall provide Collier County with on-site training as described in Schedule H, and at the prices specified in Schedule H. Any training requested by Collier County in addition to the training identified in Schedule H will be provided by IMSofTech at the rate of one thousand three hundred dollars ($1,300.00) per each eight hour day of training, exclusive of expenses, for one year from the Application Software Live Date. After one year from the Application Software Live Date, IMSofTech will provide training at the lower of the following: (a) an increase which shall not exceed the percentage increase to any other customer; or (b) an increase which shall not exceed four percent (4%) per year to the base rate of one thousand three hundred dollars ($1,300.00) per eight hour day of Training. Collier County may make video or audio tapes, for its own use and only for use by Collier County personnel, of any educational or training session provided by IMSofTech and/or its personnel. The content of each such educational and training session and the video and audio tapes thereof are subject to copyright owned by IMSofTech. Except for the use by Collier County set forth above, the video and audio tapes may not be copied or reproduced for any purpose without the express written permission of IMSofTech. At the request of IMSofTech and at its cost, Collier County will provide a copy of any such video or audio tape to IMSoFl'ech. Pa~e 7 16C3 10.0 Out-of-Pocket Expenses. The necessary and reasonable travel and lodging expenses for IMSofTech personnel traveling to Collier County for the delivery of services associated with this Agreement shall be the responsibility of Collier County in accordance with Florida statute, Chapter 112.061. All other expenses incurred by IMSofTech shall be the responsibility of IMSofTech. If IMSofTech personnel travel to the Collier County area to provide training or other services to Collier County and while in the Collier County area those IMSofTech personnel travel to another customer or potential customer of IMSofTech, IMSofTech shall charge Collier County a prorated amount for the reasonable travel and lodging expenses based upon the number of days that the IMSofTech personnel were at Collier County's location and the number of days that the IMSofTech personnel were at other customer or potential customer locations. 11.0 System Specifications. The most current version of the Licensed Programs Documentation, the Modification Specifications, and the IMSofTech Response to the Collier County Request for Proposal (attached as Schedule I) shall become the Application Software system specification ("System Specification") and shall constitute the functional specifications for the Application Software. If a conflict exists between the Licensed Programs Documentation, the Modification Specification and the IMSofTech Response to the Collier County Request for Proposal, the Modification Specification shall be the controlling document followed by the IMSofTech Response to the Collier County Request for Proposal, followed by the Licensed Programs Documentation. 12.0 Application Software Acceptance Testing. 12.1 Acceptance Testing. Upon completion of the Installation of the Application Software and the Training for the Application Software, Collier County will test each phase of the Application Software upon the Network to determine whether that phase of the Application Software, used in conjunction with the Network, operates in accordance with the Acceptance Tests set forth in Section 12.2 below ("Acceptance Testing"). The Acceptance Testing for each phase will be conducted by Collier County at Collier County's site and completed in accordance with the Project Schedule as shown in Schedule F of this Addendum. During the Acceptance Testing, the Application Software, Application Server Operating System, Data Base Software and Other Software must be the only software operating on the application server and the input devices that are being used to perform the Acceptance Testing. 12.2 Acceptance Tests. The following testing criteria will be used by Collier County in testing the Application Software ("Acceptance Tests"): (a) The Application Software meets the specifications and functions set forth in the System Specification; Pa~e 8 ':: ;'?):')(~ '~-~"-' '~?e,c~Ino],':~'~i,~,' C~on~lii. tant;~, in.c, 16C3 (b) The Application Software is capable of running a variety of tasks on a repetitive basis without failure with maximum response times as follows: Field to Field Edits Within Single Screen 0- I second Single-Record Update Response Within Screen Program 0- 2 seconds Multiple-Record Update Response Within Screen Program, under normal operating conditions 0- 5 seconds (c) The Application Software is able to operate on any Network input device and all Network input devices that meet or exceed the current published IMSofTech hardware specifications may simultaneously run the Application Software. In addition thereto, up to sixty (60) Network input devices that meet or exceed the current published IMSof'rech hardware specifications may simultaneously run the Application Software with average response times as described above in Section 12.2.b; (d) All reports generated by the Application Software are able to be printed to any Network printer which meets or exceeds currently published hardware specifications of I MSofiT'ech; (e) All Licensed Programs Documentation has been delivered and accurately reflects the operation of the Licensed Programs. The determination of the satisfaction of the test criteria during the Acceptance Tests shall be solely at the discretion of Collier County. Notwithstanding the performance criteria defined in Section 12.2.b, 12.2.c and 12.2.d, if during the Acceptance Testing of phase I of the Application Software, Collier County determines that the performance of the Application Software operating on the Network is not satisfactory, Collier County may, at Collier County's sole option, deem the Application Software unacceptable and elect to cease using the Application Software and return the Application Software to IMSofTech. Upon return of the Application Software to IMSofTech, IMSofTech shall refund within thirty (30) days to Collier County all monies paid to IMSofTech by Collier County, less fifty thousand dollars ($50,000.00.) 12.3 Review and Correction. Collier County will either (i) notify IMSofTech in writing that the phase of the Application Software meets the Acceptance Tests and is accepted by Collier County, (referred to as "Phase I or Phase II Acceptance"); or (ii) notify IMSofTech in writing that the phase of the Pa~e 9 16C3 Application Software fails to meet the Acceptance Tests. Collier County shall be deemed to have accepted the phase of the Application Software in the event no written notice of acceptance or deficiencies is provided to IMSofTech on or before expiration of the aforesaid acceptance test period. If Collier County notifies IMSofTech that the Application Software does not satisfy any or all of the Acceptance Tests, Collier County will set forth a list of the errors or omissions which have caused the Application Software not to meet the Acceptance Tests to the extent known by the Collier County. After notification of a failure of the Application Software to meet the Acceptance Tests, IMSofTech shall have twenty (20) business days from the date that IMSofTech receives the list of errors and omissions to modify or improve the Application Software to meet the Acceptance Tests. The modified Application Software will then be retested in the same manner as described above in Section 12.2 and Section 12.3. Collier County shall not be required to allow the acceptance testing to proceed for more than two (2) ninety (90) day periods. If the acceptance testing requires more than two (2) ninety (90) day test periods, Collier County, at its sole option, may elect to return the Application Software and receive a full refund of all monies paid to IMSofTech for the Application Software, less fifty thousand dollars ($50,000.00.) 13.0 Conversion. IMSofTech shall perform the conversion of Collier County's existing data to the IMSofTech system as defined in the Data Migration Workbook, Schedule K. The cost for IMSofTech to complete the data conversion for up to 60,000 billing accounts is defined in Schedule H. Collier County shall be responsible for providing the data from Collier County's current system to IMSofTech in the format defined in Schedule K. IMSofTech shall perform the conversion and make the data from Collier County's current system operational in the IMSofTech system as agreed to by both parties. Any conversion of data that is beyond the scope of the conversion as defined in Schedule K may result in additional conversion costs being charged to Collier County. The cost of additional data conversion shall not exceed five thousand dollars ($5,000) per 5,000 additional billing accounts converted. 14.0 Licensed Proqrams Warranties. 14.1 Warranty of Operation. IMSofTech warrants that for the period of one hundred twenty days (120) after Application Software Live Date, the Application Software used in conjunction with the Network shall operate in accordance with the System Specification ("Warranty of Operation"). Any errors or non-conformances to the System Specification within the warranty period shall be corrected by IMSofTech at no charge to Collier County. Collier County shall be entitled to unlimited telephone support and shall receive all updates, revisions, releases and new versions of the Application Software during the warranty period at no charge to Collier County. Pa~e 10 16C3 14.2 Patent and Copyright Indemnification IMSof'rech covenants and represents that the Application Software and all related materials supplied to Collier County hereunder do not infringe or otherwise constitute wrongful use of any copyright, patent, registered industrial design, trade mark, trade secret or any other right of any third party. IMSofTech shall indemnify and save harmless Collier County from any suit or proceeding (including without limitation any judgment awarded thereunder, any reasonable settlement agreed to, any costs incurred in complying with such judgment or settlement and any or all costs, including reasonable attorney fees incurred in respect of the same) brought against Collier County by reason of any such infringement or any wrongful use save where the same has arisen through Collier County's unauthorized modifications to the Application Software. Collier County shall notify IMSofTech in writing of any such suit or proceeding promptly after Collier County is served with process in respect of such suit or proceeding. Failing such notification, but without limitation to IMSofTech's obligation to indemnify as aforesaid, IMSof'Tech may either defend or settle such claim on Collier County's behalf provided, however, that IMSofTech shall in no event consent to any injunction, accounting or other equitable remedy without the Collier County's prior consent, such consent not to be unreasonably withheld. Collier County shall be entitled to be independently represented by counsel of its own choice. If the use of the Application Software or any related materials supplied to Collier County hereunder is enjoined as a result of such action Collier County may, at its option, forthwith terminate this Agreement and receive a full refund from IMSofTech for all monies paid by Collier County to IMSofTech as well as recover from IMSofTech all actual damages, costs and liabilities sustained or incurred by Collier County as the direct or indirect result of such infringement or wrongful use by IMSofTech, unless at any time prior to such termination IMSofTech, at its sole cost and expense, has with the agreement of the party pursuing such action either: (a) obtained for Collier County the right to continue using the Application Software or related materials in question; or (b) replaced or modified the Application Software or related materials in question so that there is no longer any infringement, provided that the replacement or modified Application Software or related materials in question function and perform in substantially the same manner and in accordance with the System Specification and as well as or better than the Application Software they replaced or modified, and provided further that any and all training, hardware and other costs occasioned by such replacement or modifications are borne by IMSofTech; and (c) the party pursuing such action waives, relinquishes and releases forever in wdting any claims which it does or may have against Collier County and any right to recover from Collier County any sums of money relating directly or indirectly to this Agreement and Collier County's status as a licensee and user of the Application Software; and 16C3 (d) IMSot'Fech promptly pays to Collier County any and all damages and costs actually sustained or incurred by Collier County as a result of such suit or proceeding. The obligations and rights of the Parties under this paragraph shall survive termination of the within license or this Agreement and are in addition to and not exclusive of the rights and obligations of the Parties set forth elsewhere in this Agreement. 14.3 Pre-programmed Termination Warranty. IMSofTech represents and warrants that the Application Software and any future version, release or update to the Application Software (or any portion thereof) does not contain any timer, clock, counter or other limiting design or routine which causes such Application Software, data files/tables, or any software on the System (or any portion thereof) to become erased, inoperable or otherwise incapable of being used in the full manner for which it is designed and licensed pursuant to this Agreement after being used or copied a certain number of times, or after the lapse of a certain period of time, or after the occurrence or lapse of any similar triggering factor or event. Furthermore, IMSot-I'ech represents and warrants that the Application Software and any future version, release or update to the Application Software (or any portion thereof) does not contain any limiting design or routine which causes such Application Software, data files/tables, or any software on the System (or any portion thereof) to be erased, to become inoperable, or to otherwise be incapable of being used in the full manner for which it was designed and licensed pursuant to this Agreement solely because such Application Software has been installed on or moved to a central processing unit or system which has a different serial number, model number, or other identification different from that system on which the Application Software were originally installed. If there is a timer, clock, counter or other limiting design or routine in the Application Software or any future version, release or upgrade to the Application Software (or any portion thereof), as defined in this section, IMSofTech shall immediately remove said timer, clock, counter or other limiting design or routine from the Application Software (or any portion thereof) and immediately correct, at no cost to Collier County, any data files/tables or any software on the System that was affected by said timer, clock, counter or other limiting design or routine. 14.4 Warranty of Compatibility. IMSofTech warrants that the Application Software is capable of operating as set forth in the System Specification; and, IMSofTech represents and warrants that the Application Software shall be fully compatible with the Network and all components of the Network. IMSofTech further warrants that the Application Software shall be fully compatible with all future versions of the Network Operating System, Application Server Operating System and Data Base Software as mutually agreed upon. If no agreement can be reached, this Agreement shall terminate and Collier Pa~e 12 16C3 County shall be permitted to modify the source code as defined in Section 17.0 of this Addendum. 14.5 Warranty of Non-Modification of Network Operatin.q System, Application Server Operating System, Data Base Software and OtherSoftware. IMSofrech warrants that the Network Operating System, the Application Server Operating System, Data Base Software and the Other Software installed on the Network shall not be modified by IMSofTech in any way. IMSofTech additionally warrants that the Application Software will operate as set forth in the System Specification on the unmodified versions of the Network Operating System, Application Server Operating System, Data Base Software and the Other Software. 14.6 Year 2000 Compliance Warranty. IMSofTech warrants that all Application Software and data files/tables and all future updates, revisions, releases or new versions of the Application Software and data files/tables are year 2000 compliant and shall, in every way, properly and accurately process, calculate, display and print transactions with dates in the twentieth century and transactions with dates in the twenty first century. If any additional equipment, software, or upgrades to equipment or software, are required to be installed on the Network to enable the Application Software or Other Software that was provided by IMSofTech to be year 2000 compliant, IMSofTech shall immediately provide and install that additional equipment, software or upgrades to equipment or software at no additional cost to Collier County. Any software that has been loaded onto the equipment by Collier County shall not be the responsibility of IMSofTech. 14.7 Warranty of System Performance. At any time, Collier County at its sole discretion, may test the System to verify the System performance. IMSotTech warrants for forty-eight (48) months after the Application Software Live Date that the System shall be capable of processing the transactions of sixty (60) simultaneous users with response time as defined above in Section 12.2, including the following: Customer account access by account number- one (1) second maximum response time Utility bill calculation for 500 customer accounts - eighty (80) seconds maximum response time Calculate bills, print a utility billing edit report to file and print utility bills for 500 bills generated dudng a billing run - five (5) seconds per bill maximum response time. Updating 500 customer meter reads into the IMSofTech data base from the Collier County meter reading data collection system - one hundred twenty (120) second maximum response time. Page 13 16C3 Processing a month end close process to completely close a month in the System - thirty (30) minute maximum response time. This warranty assumes that the Collier County's Network is operating within the manufacturer's specifications and that the Network has been properly configured. IMSofTech reserves the right to increase the Network requirements to coincide with future version releases. Collier County agrees to maintain the Network to meet IMSofTech's hardware requirements, or all warranties regarding performance levels, or software performance are null and void. To measure the System's performance, six (6) readings will be taken at different set times on different days of the week over a two (2)-week period. Data will be entered by nine (9) Collier County employees (herein called "Testing Personnel") at nine (9) input devices on the System. The nine (9) input devices used to input the data must be at the same location that has the application server on which the Application Software is operating. The nine (9) input devices can be any input devices listed on Schedule C at that location which has access to the Application Software. The number of Testing Personnel entedng transactions are as follows: One (1) Testing Personnel performing a utility bill calculation and printing utility billing edit reports One (1) Testing Personnel printing utility bills One (1) Testing Personnel updating customer meter reads into the IMSofTech database from Collier County's meter reading data collection system Two (2) Testing Personnel information Two (2) Testing Personnel Two (2) Testing Personnel performing inquiries into customer account entering cash receipts entering and maintaining work orders. Multiple transactions will be entered by each Testing Personnel with all Testing Personnel entering transactions simultaneously. The entry of the data by the Testing Personnel will be performed during Collier County normal business hours with up to fifty one (51) additional Collier County employees performing normal business processing of the Application Software on the System. This System performance testing assumes that all input devices that are used in the System performance testing are at the same location that has the application server on which the Application Software is operating, the input devices are connected to a minimum of 10Basel00 Ethernet hubs that are connected to the application server, all components of the Network are operating within the manufacturer's specifications and are properly configured and that during such testing periods all System activity shall be limited to the direct use of the Application Software. The response time from the Testing Personnel will be accumulated and used to determine if the System performs within the guidelines defined above in this section and in Section 12.2. Page 14 ..."~'~d~ i~..;~ '~ec]'~?.© :>~i~.~~ C~'..~,~.~.:~;~] ~.~t~.~ ii'~TC~ 16C3 If the System does not perform within the performance criteria, IMSofTech or its agent shall immediately provide, at no cost to Collier County, sufficient personnel resources to optimize or enhance the System to perform within the performance criteria. If the time required for processing exceeds the performance criteria set forth in this section and in Section 12.2 by fifty percent (50%) or more, IMSofTech shall enhance or optimize the System to meet the performance criteria within fifty (50) calendar days from the completion of the two (2)-week testing period. If the time required for processing exceeds the performance criteria set forth in this section and in Section 12.2 by less than fifty percent (50%), IMSofTech shall enhance or optimize the System to meet the performance criteria within sixty (60) days from the completion of the two (2)- week testing period. If IMSofTech is successful in the enhancement and/or optimization of the System, and the need for enhancement and/or optimization was caused by Collier County's act or omission, IMSofTech may bill Collier County on a time- and-materials basis, at the rate defined in Section 19.0 of this Addendum, for the time IMSofTech personnel spent enhancing and/or optimizing the System. If IMSofTech is unable to enhance or optimize the System to perform within the performance criteria within the time periods set forth in this section, IMSofTech shall provide to Collier County, at no cost to Collier County, any and all additional equipment, software and service necessary to enable the System to perform within the performance criteria. IMSofTech shall, immediately upon installation of any additional equipment and/or software, provide sufficient personnel resources to allow the additional equipment and/or software to operate in conjunction with the existing computer equipment. If IMSofTech is not successful in the enhancement and/or optimization of the System and IMSofTech believes that the reason the System does not perform within the performance criteria is due to the Network not operating within the manufacturer's specifications or the Network is not properly configured, then a mutually agreed upon neutral third-party firm will be hired to evaluate the Network to determine if the Network operates within the manufacturer's specifications and is properly configured. If it is determined that the Network is not operating within the manufacturer's specification or is not properly configured, it will be the responsibility of Collier County to pay for the third-party evaluation and make the required enhancements to the Network. If the Network is deemed to be operating within the manufacturer's specification and is properly configured, IMSofTech shall be responsible to pay for the third-party evaluation and any required equipment, software and service necessary to enable the System to perform within the performance criteria. IMSofTech reserves the right to reasonably increase the hardware and network requirements for future versions and releases of the Application Software. Collier County agrees to maintain the Network to meet IMSofTech's latest published hardware requirements or all warranties regarding performance levels or Application Software performance are null and void. 16C3 Upon installation of any additional equipment, ownership rights to the additional equipment shall pass to Collier County, and Collier County shall receive good title to the additional equipment free and clear of all claims, liens, encumbrances and all other defects of title. All additional equipment, software and services required for the System to meet the performance criteria set forth in this section and in Section 12.2 shall be provided as promptly as is commercially reasonable. 14.8 Warranty Disclaimers; Exclusive Remedies. THE WARRANTIES SET FORTH IN SUBSECTIONS 14.1, 14.3, 14.4, 14.5, 14.6 AND 14.7 ARE EXCLUSIVE AND ARE MADE BY IMSOFTECH IN LIEU OF ALL OTHER WARRANTIES EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTY IMPLIED BY LAW CANNOT BE VALIDLY WAIVED. The remedy for breach of the warranty contained in each subsection of this Section 14 shall be Collier County's sole and exclusive remedy for any such breach. 15.0 Correction of Errors. 15.1 Mission Critical Processes. The following Application Software processes shall be considered mission critical ("Mission Critical Processes") when determining the priority of Application Software incidents: The ability to print utility bills The ability to complete a billing ru'n The ability to export data to file for offsite printing The ability to enter meter readings or import meter reading data from Collier County's external meter reading system The ability to calculate charges, and post adjustments The ability to post payments The ability to interface to the County Clerk's financial management system The ability to close out a day/month/cycle The ability to enter and process work orders. 15.2 Priority Classifications. Application Software incidents that are verified to be software discrepancies shall be given a priority classification defined as follows: Showstopper- defined as a discrepancy that results in the inability to complete any one or more of the Mission Critical Processes. Hot - defined as a discrepancy that does not prevent a Mission Critical Process. If not corrected, it may become a Showstopper, or if not corrected, the discrepancy creates significant additional hours of work for Collier County. High - defined as a discrepancy that is important to address, but one that does not or will not impact a Mission Critical Page 16 -,~i~.~ 2~,~o~'~ i;,~/ ~;?ec]~nc'~,'.>~~ ~.'.,~>~,~it.a~%~, 16C3 Process. The discrepancy may impact Collier County's ability to most efficiently conduct business. Medium - defined as a discrepancy that does not impact a Mission Critical Process and may only prove to result in a minimal impact on Collier County's ability to conduct business. Low - defined as a minor discrepancy that does not impact a Mission Critical Process or Collier County's ability to conduct business, such as misspellings, formatting adjustments, tab orders, etc. 15.3 Service Levels. IMSofTech agrees to respond to any notice from Collier County of any incident in the Application Software within one (1) hour after IMSofTech receives said notice from Collier County for all Showstopper and Hot incidents. IMSofl'ech will respond to any notice from Collier County of all other incidents in the Application Software within one (1) hour after IMSofTech received said notice from Collier County unless said notice is received after 6:30 pm eastern time in which case, IMSofTech shall respond to Collier County by noon the next business day. IMSofTech shall correct any Showstopper incidents in the Application Software within thirty six (36) consecutive clock hours after notification of the error, any Hot incidents within seven (7) business days after notification of the incident, any High incident within twenty five (25) business days after notification of the incident, any Medium incident within forty five (45) business days after notification of the incident and any Low incident within ninety (90) business days after notification of the incident. If a Hot incident causes Collier County personnel to perform more than six (6) hours of additional work over a two (2) day or less period of time, or if a Hot incident has not been resolved within seven (7) business days after IMSofTech received notification of the incident, Collier County personnel shall notify IMSofTech and priority classification of the Hot incident shall immediately be escalated to a priority classification of Showstopper. If a Showstopper incident remains unresolved for more than thirty six (36) consecutive clock hours from the time IMSofTech receives notice of the Showstopper incident, or if a Hot incident remains unresolved for more than seven (7) business days from the time IMSofTech receives notice of the Hot incident, at Collier County's sole option, IMSofTech shall immediately dispatch an IMSofl'ech support person that is experienced in supporting the Application Software to Collier County's location to correct the Showstopper or Hot incident. IMSofl'ech's support person shall remain on-site at Collier County location until the Showstopper or Hot incident is corrected. If an IMSofTech support person is dispatched to Collier County to correct a Showstopper or Hot incident it shall be at IMSofTech's sole expense. If a Showstopper incident remains unresolved for more than thirty six (36) hours from the time IMSofTech receives notice of the Showstopper incident, Collier County may permanently deduct from any future Software Maintenance Fee payments, as liquidated damages, the amount of one thousand dollars ($1,000.00) per day for every calendar day, or portion of a calendar day, that the Showstopper incident is not corrected on Collier County's system. If no future Software Maintenance Fee payments become due because of the termination of this Agreement by either party, or Collier County's decision to terminate Software Pa~e 17 16C3 Maintenance Service as defined in Section 20.8, IMSofTech shall pay the full amount of such liquidated damages to Collier County immediately at the time of such termination. Each remedy specified in this subsection shall be Collier County's sole and exclusive remedy for IMSofTech's failure to meet the applicable service level requirement. If a Showstopper or Hot incident is caused by a network, data base error, hardware error outside the control of IMSofTech or the negligence of Collier County, IMSofTech shall not be required to correct the Showstopper or Hot incident within the timeframes defined in this section 15.3. 16.0 Source Code. As defined in Section 8.0 of this Addendum, IMSofTech shall deliver to Collier County a magnetic tape, CD-ROM, computer disk or disks onto which shall have been recorded the Source Code for the Application Software (as hereinafter defined), together with the required supporting documentation, which shall be held by Collier County subject to the terms and conditions of this Section 16.0 at no cost to Collier County. Future updates of the Source Code and supporting documentation shall be provided with each update, revision, release or new version of the Application Software provided to Collier County. Collier County shall be entitled to verify compliance with the provisions of this section from time to time by inspection of the Source Code and supporting documentation provided to it by IMSofTech. For purposes of this Agreement the term "Source Code" shall mean the source code or codes of the Application Software including all updates, revisions, releases or new versions of the source code to correspond with all updates, revisions, releases or new versions of the Application Software which are provided to Collier County by IMSofTech from time to time, and shall include supporting documentation in sufficient detail to enable Collier County to use, support, maintain and enhance the Application Software. Except as provided for under this Section 16 and Section 17, Collier County shall not divulge, disclose or otherwise make available to any other party (other than its officers, employees, agents and subcontractors), or use the Source Code or any other documentation or confidential information of any kind provided by IMSofTech to Collier County in connection therewith without the prior written consent of IMSofTech. Collier County acknowledges that title and ownership of the Source Code shall at all times remain vested in IMSofTech. Except as provided for in this Agreement, Collier County shall not divulge to any person any confidential information or intelligence contained within or forming a part of the Source Code without the prior written consent of IMSofTech. Collier County shall use reasonable efforts to maintain the secrecy of the confidential information or intelligence contained within or forming part of the Pa~e 18 16C3 Source Code and shall disclose it only to those of its officers, employees, agents and subcontractors on a need to know basis. Collier County shall not make use of the information or intelligence contained within or forming part of the Source Code for the purpose of appropriating any commercial business opportunity available to IMSofTech. In addition to every other remedy available to IMSofTech at law or in equity, in the event that Collier County shall breach any of the within confidentiality provisions of this Section 16, it shall account to IMSoFFech for any benefit derived by Collier County by reason of such breach, and Collier County shall otherwise be liable to IMSofTech for any actual damage (but not including any incidental or consequential damages) caused to it as a result of such breach. 17.0 Collier County's Right to Modify the Source Code. Upon the occurrence of any of the following conditions ("Release Conditions"), or upon Collier County obtaining the right to use the Source Code as defined in Section 14.4, Collier County shall thereupon automatically be entitled to use and modify the Source Code and supporting Application Software Documentation as may be required by Collier County for purposes of using, supporting, maintaining or enhancing the Application Software: Upon a default by IMSot-rech in the performance or continuing performance of its obligations as described in this Agreement; or (ii) The making by IMSofTech of a general assignment for the benefit of its creditors or the appointment of a receiver, receiver-manager or trustee in bankruptcy of IMSofTech's assets and undertaking; or IMSofTech ceasing to carry on business in the normal course, for any reason whatsoever; or (iv) IMSofTech ceasing to provide adequate maintenance and support services for the Application Software on behalf of Collier County for any reason whatsoever; or (v) If the Collier County Board of Commissioners requires a function or report to be performed by the Application Software that the Application Software is not able to perform and IMSofTech does not provide a modification to the Application Software to enable it to perform the function or report within a cost and timeframe that is reasonable and agreed to by both parties. Collier County shall have no liability for its use of the Source Code or supporting Application Software Document pursuant to this Section 17 upon its reasonable, good faith determination that a Release Condition has occurred. Collier County personnel may perform modifications to the Source Code or Page 19 C-%;~iversi,%i Wo~'k['Rx~i~ V~:r~,,'io~ i .(.' ~.: 20C{.} b5- 'Fec],~nc.,,Tio~,/ c.,<~.n~uita~ts, 'rnc~ 16C3 Collier County may contract with a third-party firm to provide modifications to the Source Code provided that the third party firm executes an agreement prohibiting the third party firm from disclosing, distributing or using the techniques contained in the Source Code to or for any party other than Collier County. If Collier County or a third party firm performs modifications to the Source Code, IMSofTech may terminate the Software Maintenance Service in effect at the time the modifications were performed to the Application Software. If Collier County modifies the Source Code without the occurrence of a Release Condition or without obtaining the right to use the Source Code as defined in Section 14.4, IMSof'l'ech may terminate this Agreement and cease providing Software Maintenance Service for the Application Software. If IMSofTech terminates this Agreement, Collier County may continue to use the Application Software, the Source Code and supporting Application Software Documentation for as long as Collier County deems necessary for the sole purpose of operating Collier County's governmental business needs and Sections 16.0, 17.0, 27.0 and 28.0 shall survive the termination of the Agreement. Collier County personnel shall have the right to use, or contract with a third party firm to use, the Licensed Programs Documentation and the Source Code to create custom reports, interfaces with other external systems and convert data from the IMSofTech system to another system without the occurrence of a Release Condition or without obtaining the right to use the Source Code as defined in Section 14.4. If Collier County modifies the Source Code and IMSofTech is required to correct any incidents in the Application Software that were caused by the modifications, IMSofTech may charge Collier County on a time and materials basis to correct the incidents. 18.0 Project Staffing. 18.1 Personnel. IMSofTech shall staff this project with professionals trained in the design and implementation of the Application Software to be used in conjunction with the Network. The computer professionals assigned to complete the Agreement shall be mutually acceptable to IMSofTech and Collier County. IMSofTech shall assign as many people as necessary to complete the project on a timely basis, and each person assigned shall be available for an amount of time adequate to meet the dates set forth in the Project Schedule. 18.2 Proiect Manager. IMSofTech and Collier County shall each designate one (1) individual to serve as project manager ("Project Manager'') for the installation, testing and implementation of the Application Software. The Project Managers will have the authority to issue, execute or provide any approvals, requests, notices or other communications required or requested hereunder except payment requests or requests for the expenditure of additional Pa~e 2 0 16C3 funds which must be approved by the Collier County Board of Commissioners. The Project Manager for IMSoFFech during the implementation of the Application Software shall be Mr. Richard Pucket, the Project Manager for Collier County shall be Ms. Tammy Smith. During the implementation of the Application Software, IMSofTech shall not change Project Managers unless IMSofTech's Project Manager is no longer employed by IMSofTech or if Collier County requests a change in IMSofTech's Project Manager. In the event that IMSofTech's Project Manager changes, Collier County has the right to approve the new Project Manager assigned to the project, such approval shall not be unreasonably withheld. In the event that Collier County's Project Manager changes, IMSofTech has the right to approve the new Project Manager assigned to the project, such approval shall not be unreasonably withheld. 18.3 Status Meetings. Once every other week, or as otherwise determined by both parties in writing, the IMSofTech and Collier County Project Managers, as well as appropriate additional personnel involved with the particular tasks underway, will conduct project status meetings either via telephone conference or meeting at Collier County's offices to discuss the progress made by IMSof-Fech and Collier County in the performance of their respective obligations hereunder since the last such meeting. At each telephone conference or meeting, IMSot-Fech and Collier County will notify each other in writing of any problems or circumstances encountered since the last such meeting which might prevent IMSot-I'ech or Collier County from meeting any obligations hereunder. It shall be at Collier County's option as to whether the project status meetings are conducted via telephone conference or meeting at Collier County's offices. If Collier County opts to have the IMSofrech Project Manager attend a project status meeting at the Collier County offices, Collier County shall be responsible for the travel and living expenses of the IMSofTech Project Manager in accordance with Section 10.0 of this Addendum. 19.0 Additional IMSofl'ech Services. Any additional services requested by Collier County that are beyond the scope of the services defined in this Addendum shall be provided by IMSot'Tech on a time and materials basis. IMSofl'ech's billing rates for time and materials services is one hundred sixty five dollars ($165.00) per hour. Said billing rates shall remain at those rates until two years from the execution of this Agreement at which time IMSofTech shall provide time and materials assistance at the lower of the following rates: (a) an increase which shall not exceed the percentage increase to any other customer; or (b) an increase which shall not exceed four percent (4%) per year to the base rate of one hundred sixty five dollars ($165.00) per hour. Prior to commencement of any additional services, IMSofl'ech shall define in writing the labor-hours, billing rate, description of services and/or work to be performed, the changes or additions to the Application Software, the way in 16C3 which the Application Software will function upon completion of the modifications, including the impact on system performance, and the estimated time period for the services to be performed. Collier County shall not be charged for any services until the additional services are approved by the Collier County Project Manager in writing. Only after IMSofTech receives approval in writing will IMSofTech perform the additional services. 20.0 Application Software Support. 20.1 Software Maintenance Service. After the expiration of the Warranty of Operation for the Application Software, IMSof'l'ech shall make software maintenance service, (hereinafter "Software Maintenance Service"), available to Collier County. IMSot-I'ech shall offer Software Maintenance Service to Collier County for the Application Software on an annual basis. Software Maintenance Service shall include, but not be limited to, the following: (a) unlimited telephone support services concerning the use of the Application Software; (b) correction of all errors found in the Application Software within the timeframes defined in Section 15.0 of this Addendum; (c) correction of any Application Software non-conformances to the System Specification within the timeframes defined in Section 15.0 of this Addendum; (d) one (1) copy of each subsequent update, revision, release or new version of the Application Software and related material including the Source Code and related user and technical documentation for each subsequent update, revision, release or new version; (e) one (1) copy of the new or updated documentation for the Application Software which accurately reflects the changes in the update, revision, release or new version of the Application Software; (f) installation, by IMSofTech, of each update, revision, release or new version of the Application Software on Collier County's Network. IMSofTech shall first perform the installation in Collier County's test environment. After Collier County has tested the update, revision, release or new version of the Application Software in the test environment, IMSofTech will perform the installation in Collier County's live environment. (g) At least a quarterly review and optimization of Collier County's Application Software and data base and at any other agreed upon time. 16C3 On-site service shall be available to Collier County at IMSofTech's cost and at no additional charge to Collier County where on-site service is necessary to correct incidents, problems, deficiencies, defects or errors in the Application Software which cannot otherwise be corrected by way of remote support. 20.2 Annual Software Maintenance Fee. IMSofTech shall make Software Maintenance Service available to Collier County for the annual fee of forty two thousand dollars ($42,000.00), (hereinafter "Software Maintenance Fee"). Collier County will pay IMSofTech the Software Maintenance Fee for Software Maintenance Service for the Application Software upon expiration of the Warranty of Operation for the Application Software. The Software Maintenance Fee for the Application Software shall remain at forty two thousand dollars ($42,000.00). until two years after the expiration of the Warranty of Operation for the Application Software at which time the Software Maintenance Fee will be the lower of the following: (a) (b) an increase which shall not exceed the percentage increase to any other customer; or up to a ten percent (10%) increase per year to the net Software Maintenance Fee charged to Collier County in the previous year. If Collier County increases the number of active billing customers or increases the number of concurrent user licenses as defined in Section 3.0 above, IMSofTech may increase the Software Maintenance Fee by up to ten percent (10%) of the cost for the additional active billing customers or the additional concurrent user licenses. 20.3 Time and Materials Software Maintenance Service. At its sole discretion, and at any time, Collier County may elect to receive Software Maintenance Service on a time-and-materials basis or for the Software Maintenance Fee. IMSofTech's billing rates for time-and-materials Software Maintenance Service for the Licensed Programs is one hundred sixty five dollars ($165.00) per hour and shall remain at one hundred sixty five dollars ($165.00) per hour until two years from the expiration of the Warranty of Operation for the Application Software at which time IMSofTech will provide time-and-materials Software Maintenance Service at the lower of the following: (a) (b) an increase to the base hourly rate which shall not exceed the percentage increase to any other customer; or an increase which shall not exceed four percent (4%) per year to the base hourly rate of one hundred sixty five dollars ($165.00) per hour. If Collier County elects to receive software maintenance on a time-and- materials basis, all guaranteed service levels outlined in Section 15.3 of this Pa~e 23 16C3 Addendum, and system performance warranties outlined in Section 14.7 of this Addendum are null and void. In addition, system upgrades will no longer be provided at no charge. 20.4 Modifications in Updates, Revisions, Releases and New Versions. All future updates, revisions, releases or new versions of the Application Software as provided by IMSofTech shall not affect the Modifications that have been performed as defined in this Addendum. If the installation of a future update, revision, release or new version of the Application Software causes a Modification to not perform as originally written or as defined in the Modification Specification, IMSofTech shall, within seven (7) business days of notification from Collier County and at no charge to Collier County, correct the Modification so it functions as originally written or as defined in the Modification Specification. 20.5 Maintenance Hours. IMSofTech will respond to calls for service during normal working hours between 8:00 am and 8:00 pm eastern time, Monday through Friday. Collier County shall not incur any charges for Software Maintenance Service that is performed after the normal working hours to correct Showstopper or Hot incidents. 20.6 Software Maintenance Log. IMSofTech shall maintain a log of all support calls from Collier County to IMSofTech regarding problems with the Application Software or questions regarding the operation of the Application Software. The written log of all support calls shall include, but not be limited to, a short description of the support call, date, time, Collier County person initiating the support call, IMSofTech person receiving the call, description of support work performed by IMSofTech and the disposition of the call. On Collier County's request, IMSofTech shall provide Collier County with a copy of the written log of all support calls. 20.7 Government Mandated Software Chanqes. IMSofTech agrees to provide changes to the Application Software to enable the Application Software to comply with any and all processing or reporting required or mandated by the Federal government, the Governmental Accounting Standards Board or any pronouncement issued by the American Institute of Certified Public Accountants. Such required processing or report changes shall be made to the Application Software by IMSofTech within the required time frame as defined by the governing body or authority concerned. IMSofTech agrees to provide changes to the Application Software to enable the Application Software to comply with any and all processing or reporting required or mandated by the State of Florida provided that Collier County gives IMSofTech the specifications from the State of Florida regarding the processing or reporting requirement. Such changes to the Application Software shall be performed by IMSofTech within the required time frames defined by the State of Flodda. The changes to the Application Software identified in this section shall be performed by Page 24 Ccnver~i;:i<';i ~:,L',',:¥k['}o<'~i~ V~':.~ior~ i .~} ~"/ ~;{.~,'~{.} b? '"?~:~t;]~n,,';]o,:.~i:, C%q~:n~i!.',~'~',,t~.~, 16C3 IMSofTech at no charge to Collier County provided that Collier County has paid the annual software maintenance fee at that time. 20.8 Conversion Costs. If a conversion of Collier County's data is necessary due to an update, revision, release or new version of the Application Software, IMSofTech shall perform the conversion and bear the entire cost of the conversion. 20.9 Term. The term of Software Maintenance Service shall be for twelve (12) months and shall automatically renew for a twelve (12) month term upon the same terms and conditions as contained in this Agreement. IMSofTech shall not terminate Software Maintenance Service unless Collier County has defaulted as defined in Section 24.0 of this Addendum or has modified the Source Code as defined in Section 17.0. Collier County may, at its sole option, terminate Software Maintenance Service with thirty (30) calendar days written notice to IMSofTech. Collier County is guaranteed the right to purchase Software Maintenance Service from IMSotTech for as long as Software Maintenance Service is available on the Application Software. If Collier County terminates Software Maintenance Service, IMSofTech shall refund within thirty (30) days to Collier County the prorated amount of the Software Maintenance Fee that has been paid by Collier County to IMSofTech for any unused Software Maintenance Service. 21.0 Subcontractors. IMSofTech states that Schedule J, List of Subcontractors, is a full and complete list of the proposed subcontractors on this project and the class of work to be performed by each, and that such list will not be added to nor altered without written consent of the Collier County Project Manager. IMSofTech further acknowledges its responsibility for ensuring that the subcontractors listed herein are "qualified" (as defined in Collier County, Florida Ordinance 87-25) and meet all legal requirements applicable to and necessitated by this Agreement, including, but not limited to proper licenses, certifications, registrations and insurance coverage. Further, Collier County may direct IMSofl'ech to remove/replace any subcontractor that is found to be non- compliant with this requirement at no additional cost to Collier County. 22.0 Insurance. IMSofTech shall keep in full force and effect and maintain at its sole cost and expense the policies of occurrence based insurance during the entire duration of the work performed as defined in this Agreement. The Collier County Board of Commissioners shall be named as the certificate holder and identified as additional insured parties on the Certificate of Insurance. IMSofTech shall maintain insurance limits as defined in the IMSofTech Response to the Collier County Request for Proposal. IMSofTech's insurance shall contain Severability of Interests/Cross Liability coverage stating that IMSofTech's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. Page 2 5 C".'~'~':~:~:~!.'3~'~ W,'3~k~;~.>~.~i~ V~.¥~.,.~'~ i · :i.~ y:~":©r? ~.:.~/ ?~:,..chnc.;i.~.>!~i,' C,....~i~ ~..<.~:..~!, '~c 16C3 The insurance companies shall maintain at least an A rating in the most current publication of Best's Policyholder Guide and shall be licensed to do business in the State of Florida. Such insurance shall be primary insurance and any other valid insurance existing for Collier County's benefit shall be excess of such primary insurance. IMSofTech shall obtain such endorsements to its policies of insurance as are necessary to cause the policies to comply with the requirements stated herein. All policies or certificates shall contain no less than thirty (30) days prior written notice to Collier County of cancellation, non-renewal or material change in the insurance by certified or registered mail, return receipt requested. Should at any time IMSofTech not maintain the insurance coverage's required, as defined in the IMSofTech Response to the Collier County Request For Proposal, Collier County may terminate this Agreement or at its sole discretion shall be authorized to purchase such coverage's and charge IMSofTech for such coverage's purchased. Collier County shall be under no obligation to purchase such insurance, nor shall it be responsible for the coverages purchased or the insurance company or companies used. The decision of Collier County to purchase such insurance coverage's shall in no way be construed to be a waiver of any of its rights under this Agreement. 23.0 Indemnification. IMSot-I'ech, in consideration of One Hundred Dollars ($100.00), the receipt and sufficiency of which is accepted through the signing of this document, shall hold harmless and defend Collier County and its agents and employees from all suits and actions, including attorneys' fees and all costs of litigation and judgments of any name and description arising out of or incidental to the performance of this contract or work performed thereunder. This provision shall also pertain to any claims brought against Collier County by any employee of IMSofTech, any subcontractor, or anyone directly or indirectly employed by any of them. IMSofTech's obligation under this provision shall not be limited in any way by IMSofTech's limit of, or lack of, sufficient insurance protection. The first One Hundred Dollars ($100.00) of money received on the contract price is considered as payment of this obligation by Collier County. In no event shall IMSofTech's liability exceed one million five hundred thousand dollars ($1,500,000.00). This section does not pertain to any incident arising from the sole negligence of Collier County. IN NO EVENT SHALL IMSOFTECH BE LIABLE FOR SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING, WITHOUT LIMITATION, LOST REVENUES OR PROFITS. THESE LIMITATIONS SHALL APPLY EVEN IF IMSOFTECH HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND REGARDLESS OF WHETHER THE CLAIM FOR RECOVERY IS BASED ON (i) BREACH OF WARRANTY OR CONTRACT, OR (ii) NEGLIGENCE, STRICT LIABILITY OR OTHER TORT. THE RIGHT TO RECOVER DAMAGES WITHIN THE LIMITATIONS SPECIFIED IS COLLIER COUNTY'S EXCLUSIVE ALTERNATIVE REMEDY IN THE EVENT Page 2 6 ?,00~ ~.'~i~~ '?ec]';r',©]o~,~:/ ~','©~-'..ulta~',~:~, 17~c~ 16C3 THAT ANY OTHER CONTRACTUAL REMEDY FALLS OF ITS ESSENTIAL PURPOSE. 24.0 Default by Collier County. The nonpayment or nonperformance of any obligation of Collier County will not be deemed a default unless Collier County fails to cure the default within forty five (45) days after written notice to Collier County of such nonpayment or nonperformance. If Collier County fails to cure such default IMSofTech may terminate this Agreement. Any nonpayment or nonperformance by Collier County which is the result of a dispute between the Parties to this Agreement shall not be considered a default by Collier County. 25.0 Default by IMSofTech. The nonperformance of any obligation of IMSofTech will not be deemed a default unless IMSofTech fails to cure the default within forty five (45) days after written notice to IMSofTech of such nonperformance; provided, however, IMSofTech's time to cure a default under Sections 14.3, 14.6, 14.7 and 15.3 shall be the time set forth in those Sections and not forty five (45) days. If IMSofTech fails to cure such default, ceases conducting business in the normal course, becomes insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its business or assets, or avails itself of or becomes subject to any proceeding under the Federal Bankruptcy Act (other than a proceeding under Chapter 11 thereof) or any other statute of any state relating to insolvency or the protection of the rights of creditors, then Collier County may do any one or more of the following: (i) terminate this Agreement; (ii) suspend any payments due under the Agreement; (iii) pursue any remedy available to it at law or equity in addition to any specific rights or remedies set forth in this Agreement; (iv) continue to use the Application Software, Source Code for the Application Software and Licensed Programs Documentation for as long as Collier County deems necessary for the sole purpose of operating Collier County's business needs. 26.0 Governing Law. This Agreement, including all Schedules attached hereto and/or incorporated by reference herein, shall be governed and construed in accordance with the laws of the State of Florida. If any provision hereof shall be held to contravene any applicable law, such provision shall be deemed reformed to the extent of conforming to said law, and in all other respects the terms hereof shall remain in full force and effect. IMSofTech shall comply with all applicable laws, regulations and rules promulgated by any Federal, State, County, Municipal and/or other governmental unit or regulatory body now in effect or which may be in effect during the performance of this Agreement including without limitation all applicable laws, rules and regulations pertaining to equal employment opportunity. Any breach by IMSofTech of the foregoing laws, regulations and rules shall constitute a breach by IMSofTech of this Agreement. Any litigation or legal action to enforce or interpret this Agreement shall be filed and heard only in the state or federal courts located in Florida and Collier County and IMSofTech consents and submits to the exclusive jurisdiction and venue over any action, suit or other legal proceeding that may arise out of or in connection with this Agreement in such courts. Pa~e 27 16C3 27.0 Confidentiality of Collier County Information. IMSofTech acknowledges that all material and information supplied by Collier County which has or will come into the possession or knowledge of IMSofTech in connection with IMSofTech's performance is to be considered Collier County's confidential and proprietary information, disclosure of which information to or use by third parties will be damaging or which disclosure may be prohibited by law. IMSofl'ech agrees to hold such matedal and information in strictest confidence, not to make use of it other than for performance as defined in this Agreement, to release it only to IMSofTech employees requiring such information, and not to release or disclose it to any other party or otherwise violate applicable law with respect to any disclosure of information. 28.0 Confidentiality and Non-Disclosure of IMSofTech Information. Collier County acknowledges the Application Software and Documentation constitute copyright works of authorship and include confidential information of IMSofTech or its suppliers and represent and embody certain valuable proprietary information and trade secrets of IMSofTech or its suppliers. Except as otherwise provided for in this Addendum, Collier County agrees not to disclose or make available the Application Software or Documentation, or any part thereof, to anyone other than Collier County's employees and consultants who are required to have access to the Application Software or Documentation in the normal course of installation, operation or use of the Application Software or Documentation and who have a legal duty to protect such trade secrets and confidential information. Collier County agrees to implement reasonable procedures to prevent other persons from obtaining access to or use of the Application Software and Documentation. Collier County acknowledges that IMSofTech or its suppliers will suffer irreparable harm should Collier County fail to abide by the terms and conditions herein and that IMSofTech shall, in addition to recovering damages, be entitled to obtain injunctive relief from a court of competent jurisdiction to enjoin Collier County from violating this Agreement and/or infringing the proprietary rights of IMSofTech or its suppliers. The responsibilities and obligations set forth in this Section shall apply during the term of this Agreement and shall continue thereafter (i) with respect to trade secrets of IMSofTech or its supplier, as long as such information remains a trade secret under applicable law, and (ii) with regard to other confidential and proprietary information of IMSofl'ech or its suppliers, for a period of three (3) years after the termination or expiration of this Agreement. Collier County's responsibility regarding the confidentiality and non-disclosure of IMSofTech information shall not extend beyond any state or federal "freedom of information" or "dght to know" laws. 29.0 Risk of Loss. Risk of loss for Licensed Programs and. Licensed Programs Documentation, except for the loss caused by the acts or omissions of IMSofTech or its agents or employees, shall pass to Collier County when the Licensed Programs and Licensed Programs Documentation are delivered in apparently undamaged condition and receipt acknowledged by Collier County at Collier County's designated location. Pa~e 2 8 C',,';.~'~v~) ~Y.'.:i.~ qA'~. ~',,'~;'i~')~'~',.'~!~ V~.:: ~'~.: i,'.'~i~ i~ . -~ ¥ ; 2CQC }31; :'~eCi~L'~;}."'.i~/ C,C'..'~?:::~;.i '.-.'.&:~?..'.-7~ 16C3 30.0 Request For Proposal. The information provided in the IMSot-rech Response to the Collier County Request For Proposal set forth in Schedule I, shall be read as part of this Agreement. If any information in Schedule I is inconsistent with the terms and conditions of this Agreement, the terms and conditions of this Agreement shall control. 31.0 Waiver of Breach. Waiver of any breach of any term or condition of this Agreement shall not be deemed a waiver of any prior or subsequent breach of the same provision or of any other provision. No inspection, payment or order for payment of money, acceptance of the whole or any part of any work performed under this Agreement, or extension of time shall operate as a waiver of any provision of this Agreement, or of any power herein reserved to Collier County, or any right to damages or other relief permitted by law. No term or condition of this Agreement shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the Parties hereto. 32.0 Partial Invalidity. If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions of this Agreement will remain in full force and effect, and such invalid or unenforceable provision will be limited and curtailed only to the extent necessary for it to be valid and enforceable. 33.0 Hirinq of Collier County Employees. During the term of this Agreement IMSofTech may not offer to hire or in any way employ or compensate any of the employees of Collier County or persons who have been employed by Collier County within the immediate past twelve (12) months without the prior written consent of the Collier County. 34.0 Assignment. IMSofTech shall not transfer or assign any of its rights or obligations under the Agreement to any other party without the prior written consent of Collier County, which may be withheld for any reason. IMSofTech's responsibility for performance of the Agreement shall remain, even if Collier County should agree to such transfer or assignment. 35.0 Clear Understanding. If anything necessary for a clear understanding of any work or services to be performed by IMSofTech under this Agreement has been omitted from the provisions of this Agreement including Schedules, or if it appears that various instructions are in conflict, IMSot-I'ech shall secure written instructions from Collier County's Project Manager before proceeding with any work or services to be performed under this Agreement affected by such omissions or discrepancies. It is understood and agreed that the written terms and provisions of the Agreement supersede all verbal communications or agreements between the Parties. 36.0 Notice. Any notices permitted or required by this Agreement shall be deemed given when personally delivered or upon deposit with a qualified express mail delivery service, charges fully prepaid, return receipt requested, directed to the address shown at the beginning of this Agreement, or such other 16C3 with this provision. Alternatively, notices shall be deemed given when facsimile transmission is sent to the fax number shown at the foot of this Agreement and recipient acknowledgment is provided via return facsimile transmission. 37.0 License to do Business in Florida. For the duration of this Agreement, IMSofTech shall be licensed to do business in the State of Florida. IMSofTech's license to do business in Florida is attached as Schedule L. 38.0 Entire Aqreement. The agreement by and between Collier County and IMSofTech, this Addendum and the attached schedules, Schedule A, Licensed Programs, Schedule B, List of Modifications, Schedule C, List of Equipment, Schedule D, Licensed Programs Documentation, Schedule E, Application Software Price, Schedule F, Project Schedule, Schedule G, Payment Schedule, Schedule H, Implementation Services, Schedule I, IMSofl-ech Response to the Collier County Request for Proposal, Schedule J, List of Subcontractors, Schedule K, Data Migration Workbook, Schedule L, License to do Business in Florida, constitutes the entire Agreement between IMSofTech and Collier County. IN WITNESS WHEREOF, the parties have executed this Agreement on the date(s) indicated below. ATTEST: President Corporate Secretary/Witness By: Its: IMSof-r'ech, Inc. Date Second Witness Date: O/_ iLj-0 ) Conversion Workbook Version 1.0 Page 32 © 2000 by Technology Consultants, 16C3 ATTEST: ,, · Dwight E..B r_o.ck, Cl~k,, ,;, :. ChairmanA~.~$~; a~ toi~hail'alail,$ sig. atu~e oel$. Date: ~,/:>--(,,/~/ BOARD OF COUNTY COMMISSIONERS OF COI_~COUNTY F ORIDA BY: Oame~rter, Ph.D., Approved As To Form Assistant County Attorney 16C3 SCHEDULE A Licensed Programs The following is a list of the IMSofTech Licensed Programs: APPLICATION Utility Billing Customer Information Service Location Information Meter/Device Information Utility Billing Administration Meter Reading Management Batch Entry Management Periodic Transaction Management Cash Receipting Report Management Miscellaneous Accounts Receivable Rate Study Financed Impact Fees Technical Services Work Order Management Inventory Management Facilities Maintenance Management Transfer to General Ledger Report Management System Administration Company Information Management User Security/Settings Management Technical Services Configuration General Ledger Configuration Task Schedulers and Reminders O-Mail: Internal Messaging System Page 3 2 16C3 SCHEDULE B List of Modifications The following is a list of the Modifications that are to be installed and implemented by IMSofTech: Ability to automatically generate an Application for Service form and a letter of account for all new accounts or new move ins, see attached Application for Service and letter of account forms. Ability to identify a meter as a temporary meter. Ability to search customer account information on-line by any and all of the following: Folio number STRAP number Account number Name Billing address - Service address - Meter number. Ability to project anticipated utility receipts upon entry of a fiat or percentage rate increase amount. Ability to define effluent irrigation contracts for individual accounts. The contract must include the date of the contract, length of contract, per thousand-gallon usage rate and an optional minimum gallon usage amount. Ability to charge an account an effluent irrigation charge based on the account's effluent irrigation contract. Ability to generate a report of all effluent irrigation contracts that are at the end of their contracts. Ability to notify the operator on the screen that an account's effluent irrigation contract is at the end of the contract. Ability to define a maximum billing threshold. Ability to define beginning and ending dates on water and sewer rate tables. Ability to maintain a history of rate tables on the system. Ability to interface to ITRON model FS2, FS3 and G5R data collection devices (ITRONs) and data packs to perform the reading of customer meters. The Application Software must be able to interface to the handheld ITRON devices that collect meter readings via touch pad, readings entered by an operator and using wireless communication to the meters. Ability to preload the ITRONs with account information before readings are taken (see the attached file layout information for the data to be preloaded to the ITRONs.) Ability to select data to be uploaded to the ITRONs by cycle number and route number. Ability to download data from the ITRONs and create a file of the meter reads on the system. Ability to print an exception report from the meter reading data downloaded from the ITRONs. The exception report must be by cycle and route with all error conditions printed for the cycle and route. Pa~e 3 3 16C3 Ability to generate an unread meter report for each cycle and route. The report must show the number of meters read in the cycle and route, the meter reader ID and the serial number and sequence number for each meter that was not read. Ability to generate an edit report of the data downloaded from the ITRONs to the system. The report number by cycle and route and sorted by sequence number. The report must include the following: meter number, account number, sequence number, reading, time stamp and error code. Ability to maintain data read from the ITRONs and produce a mandatory edit list of changes. Ability to print a billing exception report that includes route number, ID number, name and address to determine if any accounts have not been billed. Ability to update utility billing files from the edited ITRON information and produce an updated register. Ability to bill different accounts or cycles (e.g., residential or effluent) on a different frequency (e.g., residential-every month; effluent-every other month). Ability to perform average billing for selected groups of accounts or cycles. The system will automatically generate bills for accounts using the average consumption and average billing amounts for the previous year (for use in rate analysis and management studies). Ability to bill special assessments on the utility bill. Ability to interface with the special assessments application. If an account's special assessment is paid off, the system must automatically update the utility billing application so the special assessment is not billed on any future utility bills. Ability to update the special assessments application with all special assessment billing and payment information processed in the utility billing application. Ability to prevent payments from being posted to terminated accounts. Flag that account is terminated and no payments can be accepted. Ability to process the lock box file of customer payments matching the account number on each record with an account in the utility billing master file. Processing the file must include generating a total of all payments received and printing a report of any records that have an account number that does not have a match on the utility billing master file. Ability to edit the file of customer payments to correct any payment data in the file. Ability to post the customer payments to the utility billing customer accounts after the processing has been verified as correct. The system must generate a cash payment register of all the payments posted. The system must have the necessary controls to not allow a file of customer payments to be posted to the utility billing system more than once. Ability for the system to automatically track customer billings and perform the direct debit processing 15 days after the customer billing. The number of days after billing that the direct debit processing is performed must be a user defined and maintained system parameter. Ability for the system to generate a report of all billing cycles with a status of the direct debit processing for those cycles. After a billing cycle has been completed the direct debit status will remain "open" or "unprocessed" until the direct debit processing has been completed. Page 34 Ccnversi~>n N'o~.~['x.oi~ "~,~:.¢sio~ i ~{} ~,': ;;(}0{.} }-;'2' ?~:.~c'h. tolc~:';. C.'.'.n~'RA~.tant~.~, 16C3 Ability to interface with a County Property database. The Utility Billing application must accept periodic data updates from the County Property database. Ability to print the loan amortization schedule for each customer with a financed impact fee. The loan amortization schedule must include at a minimum: payment number, month and year of payment, interest rate, scheduled balance, scheduled payment for the month, interest portion of the payment, principal portion of the payment. Ability to define a number of months at the beginning of the loan during which time no interest fees will be charged to the loan. Ability for the utility billing application to track all payments for financed impact fees. The system must track the payment date, amount paid to interest and principal. The system must also allow for the entry of additional principal payments. Ability to print a loan data sheet at any time. The loan data sheet must include the following: name and address of the person/company receiving the loan, account number, total amount of the loan, beginning date for the loan, total number of scheduled payments, interest rate, length of loan in years, payments per year, calculated monthly payment amount, total amount paid to date, total interest paid to date, number of payments remaining. Ability for the system to automatically calculate the payoff of a financed impact fee at any time based upon a payoff date. The system must calculate the amount of principal and the amount of interest due as of the payoff date to determine the payoff amount. The purpose of a general ledger module will allow and provide summary totals of revenue recorded, cash received and other adjustments to interface with the County's financial software. The intent is to maintain the subsidiary data on the U.B. system. Subsidiary totals will be transferred to the County's financial software. Ability to print an account master list, by cycle, route, in alphabetical or account number sequence. Ability to list customers in alphabetic order. Ability to track total consumption by: Month and year Meter size Rate code (i.e. commercial, residential, multi-family.) Ability to print mailing lists and labels by street address, cycle or route for special purposes. Ability to print a monthly usage and receipts report detailing water usage and dollars by: Residence class (i.e., single or multi-family, institutional, industrial, commercial, etc.). Meter size Date(s). Ability to produce management reports (from extracted data) on rates using "what if scenarios" by: Residential class - Meter size - Consumption - Date(s). Ability to produce a backflow report with: Account number Backflow device Site address. 16C3 Ability to produce fire meter report by: Account number - Site address - Mailing address. Ability to print a monthly history by account report for two years. The report would include actual and estimated usage as subtotals. All consumption would be net after adjustments. Average consumption by account would be calculated and printed on the report. Ability to print a separate list of accounts with zero (0) usage for the period. Ability to print a water and sewer consumption list for a range of customers (e.g., top 10, top 100, etc.). Ability to selectively print a monthly consumption list by meter size. Ability to print a detailed customer account report showing aged balances, readings and consumption. Ability to generate a Revenue Reconciliation report by service type, see attached report for report content. Ability to generate a water usage by usage level report. The report must be by usage level increasing in 1,000-gallon increments. The report must show the number of bills for each increment, the total consumption for those bills, the consolidation factor, the percent of total usage and the percent of total bills. The report must show the total number of bills and the total consumption. The report must be by service type. Ability to generate a water usage by usage level report by meter size. Ability to generate a report which shows the consumption from the meter reads compared to the consumption billed by cycle and route. Ability to print a meter report by the age of the meter. The report must be sorted by cycle with the operator entering an individual cycle or range of cycles to be printed. The report must show the cycle, route, name, address, meter number and age of the meter. Ability to print a route list in any of the following sequences: - Cycle - Route - Sequence - Address - Account number. The route list must include, cycle, route, sequence, account number, address, meter number, previous read and a blank area for the operator to write in the current read. Ability to print a cash edit report prior to posting to the general ledger. Ability to perform a customer account look-up using the customer's meter number. The system must allow the operator to enter the meter number and be able to drill down to inquire into meter information and customer account information. Ability to interface with Collier County's check validator equipment. The system must allow customer checks to be validated after entering the payment information into the system. Ability to allow an operator to enter and maintain the information that will be printed by the check validator. Page 3 6 16C3 Ability for the system to generate a unique receipt number for each check payment entered into the system. The system must print the receipt number on each check during the validation. Ability to inquire into a receipt transaction by entering the receipt number. The system must allow the operator to drill down to the customer account detail information after displaying the receipt transaction information. The following are the modifications that will be made by IMSofTech to the accounts receivable/miscellaneous billing application: Ability to sort the customer master file by: Customer number Customer name Balance Status. Aging (30, 60, 90 days etc.) Originating Department Date of Entry Ability to interface with the County's cash receipts application. The system must transfer accounts receivable/miscellaneous billing invoices to the cash receipts application to allow cash receipts to be posted to the invoices by the County's cash receipts application. The cash receipts information must be transferred back to the accounts receivable/miscellaneous billing application to associate the payments with the customer invoices. Ability to interface with the Clerk's Financial Management System. Ability to create a file of all daily general ledger transactions. The file of daily general ledger transactions must be in a format and on media that is able to be transferred to the Clerk's financial system to enable the transactions to be integrated with the Clerk's accounting system. The system must be able to track the general ledger transactions that have been sent to the Clerk's system to eliminate any duplicate transactions from being sent to the Clerk's system. Daily and monthly register of all bills generated on the system. The register must be in invoice number sequence. Ability to print notes for accounts sent to collection sorted by customer. Ability to charge interest on past due amounts that have been sent to collections. The following are the modifications that will be made by IMSofTech to the work order application: Ability to calculate the average response time to work orders by activity code, by department. Ability to print an exception report showing outstanding work orders past due dates by assignee or by date. Ability to print a work order "tickler list" in any of the following sequences: - By assignee or department By Site Address 16C3 SCHEDULE C List of Equipment The following is the equipment that has been implemented on Collier County's network: Server Minimum Configuration: DELL Power Edge 4400, 4GB RAM, Windows 2000 Advanced Server, Dual 933 MHz Processors, 100BT Network Interface Network File Server (Domain Controller): Compaq Proliant 1600, Intel Pentium Pro 200 MHz, 128MB RAM, 8GB RAID 5 Disk-Array, 100BT Network Interface, Windows NT SP4 Minimum PC Configurations: DELL Opti Plex GX110, 733/100 MHz Pill, 128MB RAM, Windows 2000 SP 1 Office 2000, DELL M781/M781mm Monitors, 3Com 3C920 Integrated Fast Ethernet Controller (3 C905C-TX Compatible), Creative SB Audio PCl 64v (WDM), Samsung CD-ROM SC-148F, IDE 10GB Hard Drive, Standard Floppy, Standard 101/02 OS Keyboard, PS/2 Wheel Mouse, Intel 810 Video Card DELL Opti Plex GX110, 733t100 MHz PIll, 128MB RAM, Windows NT SP 4, Office 2000, DELL M781/M781mm Monitors, 3Corn 3C920 Integrated Fast Ethernet Controller (3 C905C-TX Compatible), Creative SB Audio PCI 64v (WDM), Samsung CD-ROM SC-148F, IDE 10GB Hard Drive, Standard Floppy, Standard 101/02 OS Keyboard, PS/2 Wheel Mouse, Intel 810 Video Card Gateway E-4200, 128 MB RAM, Windows 2000, Toshiba CD-ROM XM-6602B, Standard Floppy, ATI Rage 128 GL AGP Video, 6.3GB Intel 82371AB/EB PCI Bus Master IDE Hard Drive, Standard 101/02 Key Keyboard, MS PS2 Intellimouse, 3Com Etherlink 10/100 PCI Net Adapter (3C905C- TX), Creative Sound Blaster Audio 128D, 400 MHz PI I, 15 in viewable monitor Gateway E-4200 w/External Zip Drive 100,400 MHz PII, Windows 2000, 128MB RAM Mitsumi CD-ROM FX401 lB, ATI Rage Pro Turbo AGP Video, Standard Floppy, 7.8GB Intel 82371AB/EB PCI Bus Master IDE Hard Drive, Standard Key 101/02 Key Keyboard, MS PS2 Intellimouse, 3Com Fast Ethernet XL 14100MB TX Ethernet Nic (3C905B-TX), 15 in Viewable Monitor Gateway E-4200, 128MB RAM, Windows 2000, Mitsumi CD-ROM FX-4821T!A, Standard Floppy, ATI Rage 128 GL AGP Video, 9.5GB Intel 82371AB/EB PCI Bus Master IDE Hard Drive, Standard 101/02 Key Keyboard, MS PS2 Intellimouse, 3Com Etherlink 10/100 PCl Net Adapter (3C905C- TX), Creative Sound Blaster Audio 128D, 550 MHz PIll, 17 in viewable monitor Gateway E-4200, 128MB RAM, Windows 2000, Mitsumi CD-ROM FX-4821T!A, Standard Floppy, ATI Rage 128 GL AGP Video, 6.3GB Intel 82371AB/EB PCI Bus Master IDE Hard Drive, Standard 101/02 Key Keyboard, MS PS2 Intellimouse, 3Com Etherlink 10/100 PCI Net Adapter (3C905C- TX), Creative Sound Blaster Audio 128D 450 MHz PIll, 17 in viewable monitor Xerox Work Centre 450C Class 2 Fax Modem ITRON Models: FS2, FS3, G5R Data Pack - Mobile Unit Printers (Collier County id numbers): HP DeskJet 870 CSE (Local printer) HP Laser Jet 4mPlus network printer (IT-1075) (IT-1073) (Qty 2) Pa~e 3 8 16C3 LA424 MultiPrinter (digital) using jet direct boxes (local) (Qty 2) HP Laser Jet 4 (IT-1094) (local) (Qty 2) HP Laser Jet 5000N network printer (receipt) (IT-9001) HP Laser Jet 4500DN network printer (IT-2545) Cannon BJC 5000 Color Bubble Jet (local) HP Laser Jet 4000TN network printer (IT~1810) (IT-2091) (local - Teryl Road) (Qty 3) HP Laser Jet 5M (IT-1095) (Local) (Qty 2) HP Laser Jet 2100TN (Local) Digital LG06 Green bar printer Digital LG31 Green bar printer Pitney Bowes DocuMatch Integrated Mail System Model H50 using the Lexmark OptraS 2450 120v 20 amp laser printer (local to the NT machine used for printing bills) (Qty 2) HP Color Laser Jet 8550 network printer HP Laser Jet 4050N (local - Teryl Road) HP DeskJet 855C (local - Teryl Road) Xerox Work Centre 390 Validators: ITHACA POS Series 50 ITHACA POS Series 150 Modems: US Robotics 56K Modem External (Qty $) Software: MVRS latest version Office 2000 Windows 2000 Advanced Server Windows 2000 Workstation Windows NT Crystal Reports Pa~e 3 9 16C3 SCHEDULE D Licensed Programs Documentation Welcome Kit: Welcome Letter with the following: Implementation Guide Class Outlines Instructions for viewing the Help and Reports on the CD Data Conversion Questionnaire Customer Questionnaire Instructions for viewing "lntro to Training" on the CD User Manual Data Conversion Workbook List of Database Tables and Views Training Workbook Demo Database Database Setup Approval Modification Specifications Sample Bill Forms Standard Reports Pa~e 4 0 16C3 SCHEDULE E Application Software Price The following is the price for the Application Software: Note: 1. APPLICATION Phase I Application Software Utility Billing and System Administration Estimated Modification Price Phase I System Price Phase II Application Software Technical Services Phase II System Price Total System Price LICENSE FEE $167,875.00 $130,000.00 $297,875.00 $29,625.00 $29,625.00 $327,500.00 For a period of twenty four months after the execution of this Agreement, Collier County may license the IMSofTech Financial Management application for the license fee of $60,000.00 for a 25 concurrent user license. The Financial Management application includes: Accounting and Financial Management Journal Maintenance, Accounts Payable, Purchase Order Maintenance, Statement Reconciliation, Chart of Accounts, Periodic Processes, Fixed Assets, Report Management System Administration Company Information Management, User Security/Settings Management, General Ledger Configuration, Task Scheduler and Reminders The license fee for each additional concurrent user shall be seven hundred fifty dollars ($750.00). The annual software maintenance fee for the Financial Management application shall be $9,000.00 or fifteen percent (15%) of the license fee. Pa~e 41 16C3 SCHEDULE F Project Schedule The IMSofTech Licensed Programs will be implemented in two phases. The two phases are defined as follows: Phase I - Utility Billing and System Administration Phase II - Technical Services Event Date Padial Completion of Customer Questionnaire the Must be complete prior to pre-training 20 days after execution of Agreement Installation of standard Licensed Programs the (all hardware and system software must be in place) 30 days after execution of Agreement Completion of System Administration Training the Programs 15 days after installation of standard Licensed Completion of Pre-Training the Programs 15 days after installation of standard Licensed Completion of Customer Questionnaire of 20 days after completion Pre-Training Delivery of Modification Design 60 days after completion of Pre- Training Acceptance of Modification Design 45 days after delivery of Modification Design Completion of Data Migration Workbook the 60 days after execution of Agreement Page 42 16C3 Delivery of Conversion Design of 10. Approval of Conversion Design 11. Completion of Test Conversion 12. 13. Installation of Phase I Application Software of Begin Phase I Acceptance Testing (including Clerk's Financial Management interface acceptance testing) 20 days after completion Data Migration Workbook 15 days after delivery of Conversion Design 60 days after approval of Conversion Design 150 days after completion Pre-Training 7 days after Completion of Phase I Training Page 43 16C3 SCHEDULEF Project Schedule Event Date 14. Phase I Acceptance of 15. Completion of Final Conversion Live 16. Phase I Live Processing 17. Installation of Phase II Application Software Agreement 18. Completion of Phase II Training 19. Perform Phase II Acceptance Testing 20. Phase II Acceptance of 21. Phase II Live Processing Acceptance 60 days after Completion Phase I Training 10 days prior to Phase I 30 days after completion of Phase I Acceptance 30 days after execution of the 90 days after Phase I Live 7 days after Completion of Phase II Training 45 days after Completion Phase II Training 45 days after Phase II Pa~e 44 ColiYe~sien W.'.'~ri~i',,~..oi~ Y~rsi.'.';:...'i 1,0 '2., 200(' 16C3 SCHEDULE G Payment Schedule Payment Date Payment Date Execution of Agreement System Price Acceptance of Modification Design System Price Acceptance of Conversion Design Price Installation of Phase I Software Price Acceptance of Phase I Software Price Completion of Data Conversion Price 60 days after Phase I Live Price Phase II Software Acceptance System Price 60 days after Phase II Live System Price Amount $32,750.00 $49,125.00 $11,000.00 $89,363.00 $104,256.00 $44,000.00 $29,787.00 $19,256.00 $2,963.00 $382,500.00 Amount Calculation 10% of the Total 15% of the Total 20% of Conversion 30% of Phase I System 35% of Phase I System 80% of Conversion 10% of Phase I System 65% of Phase II 10% of Phase II * The fees for training and installation services provided by IMSofTech shall be billed to Collier County on an as used basis and at the rate defined in Schedule F, Implementation Services. After IMSofTech completes a training session or 16C3 completes the installation of the Licensed Programs, IMSofTech will provide Collier County with an invoice for the amount of training or installation services provided. SCHEDULE H Implementation Services 16C3 Traininq IMSofTech Pre-Training 5 days @ $1,300.00 per day IMSot'Tech Administration Training 2 days @ $1,300.00 per day IMSof-I'ech System End User Training 23 days @ $1,300.00 per day Installation, Setup, On-Site Assistance and Data Conversion Installation, setup and on-site assistance 30 days @ $1,300.00 per day Data Conversion $6,500.00 $2,600.00 $29,900.00 $39,000.00 $55,000.00 Total Cost of Services $133,000.00 Note: On-site fees shown above are exclusive of expenses· Any expenses incurred by IMSofTech while providing implementation services to Collier County must be billed to Collier County as defined in Section 10.0 of this Agreement. Pa~e 4 7 16C3 SCHEDULE I IMSofTech's Response to the Collier County Request For Proposal Page 4 8 16C3 \jnvensys September 6, 2000 Subject: Collier County Government Request for Proposal #00-3113 Department of Utility Billing Services Integrated Software System Purchasing Director Collier County Purchasing Department 3301 Tamiami Trail East Naples, FL 34112 I would like to thank you for allowing IMSofTech to provide a proposal for the products and services requested in your request for proposal. I know that you will find our proposal to be both clear and comprehensive. IMSofTech looks forward to working with Collier County. We believe we have the best solution for the County's requirements and will work with the county to meet their needs both today and into the future. Once again, I thank you for the opportunity you have given us and look forward to discussing this project further. If you have any questions or require any additional information, please feel free to contact me at anytime. Sincerely, Regional Sales Manager IMSofTech, Inc. 800-259-8222 903-520-5752 Mobile 16C3 '?n --vensys A B C D E F G H I K L M N 0 p- Q R S HANC utility solutions Collier County RFP 00-3113 "Department of Utility Billing Services Integrated Software System" September 8, 2000 IMSofrech Company Overview Proposers Qualification Form Proposal Response Format Contract Proposal Insurance Forms License to do Business in Florida Functional Specifications Sample Bills Sample Reports Clarifications to Approach Responses (Technical Notes) Sample End User License Sample Maintenance & Product Support Program Terms & Conditions Product Description Document Brochure Implementation & Support Personnel Implementation Overview Training Overview Customer Service & Support Commitment Data Conversion Information User Group Agenda Invensys Annual Report Recommended Hardware List Addendums IMSofTech Line Street Tyler Texns 75702 LJSA Tel. ephane ~-1 903-535-e,222 Facsi,miie +1 903-535-9967 www,imsoftech.com 16C3 ensys As part of lmvensys, IMSofTech shares in a vast experience base and deep understanding of the industry allowing delivery of the best solutions to the utility market. invensys, plc. lnvensys plc is a global leader in controls and automation. It is currently traded on the London Exchange and has a market capitalization of $14 Billion US dollars. Invensys also expects to be traded on the US and Japanese markets sometime this year. Invensys Metering Systems, a division of lnvensys, has a wealth of knowledge in the utility market, lnvensys Metering Systems has a varied array of products and services adding up to over a 100 years of experience serving the industry. With an organization so broad, there are more than enough resources available to successfully complete any project. Management Structure Below is a high-level orga~i~.ation chart to better understand the Invensys organization. Invensys plc Organization ~ invensys Invensys plc Lo~:I Mamhe]l, Chatmmn lan StTacflan. Deputy Chaln1~n Allan M. Yurts, Chief Executive Ja~ F. Mue]l~'. Chief Operating Officer I I , I Induetrlel Home and Automation Commercial and Control Automation and Control Metering Systems intelligent Building Systems I Induet:'lal and Industrial Commercial D~em, P~r Suppl~ Sys~ and and S~toms Equlp~nt 16C3 en:sys Below is an organization chart of the Invensys Metering Systems division. This group reports into the Invensys Controls division on the organization chart above. IMSofrech is part of the Invensys Metering Systems division. Invemys Meumu$ S~t~ms Group ~Exec~ve Frank Diekmann I I I Dan Ham~s Get'nard Lahm Rick Emetic& Unionmwn, PA Lndwigsh~fen, G~nnny Raleigh. NC Se~t~ Technology I [ ' ' ' ~ ~ Mel~,~ing LTD Equin's~m' lr~ [ (lJnionlown, PA) Spanner Pollwl ! ,~ (DuBois, PA) Andov~r ~-- Se~ de Id~xico Ludwigshaf~ Em-om~*r l..in~t~d 1 (luaus, M~xlco) ~- Smith-Blair Precision Die C~tin~ ] (Tez~'kan~ TX) (Rtmellville, KY) 1.-- Precision Met~ (Orlando, FL) I Ross Stnan Mike Booth Raleigh, NC Raleigh, NC PreMex (Slovnlda) }=-- Meinecke J ~,~) t--. Meineck~ (sA) I Bob Btoda I Raleigh, NC & Tyler, TX [ Invensys was created in February of 1999 by the merger ofBTR, plc and Siebe plc. Invensys generates over $ lb in annual revenue in the utility sector alone under subsidiaries including: Equimeter (Invensys Energy · Measurement, pressure regulation and electronic volume Metering) correction equipment for the natural gas industry Eurometers · Ultrasonic gas meters Foxboro · Measuring instruments, process control systems, SCAD& LifeTimesM Services, MIS, and proven industry expertise come together into a unique, sensor-to-boardroom automation capability H. Meinecke ° Water Meters, AIVIR solutions IMServ · Provider of innovative services to ~ttilities Powerware · Un-intermptable power supplies and systems IMSofrech · Information Management Systems for Utilities Sensus Technologies · Water meters and AMR equipment Smith-Blair · Clamp and coupling products Wonderware ° Industrial automation software 16C3 en:sys IMSofTech IMSofI'ech, formerly known as TAABS, became a part of the Invensys (BTR) family in 1996. IMSofTech originally developed a DOS based utility information management system, which is still in use today. The division now offers a tree 32-bit networking Windows based solutions, the Oasis Suite system. IMSofrech has over 50 clients operating or implementing the Oasis Utility Billing and Customer Information System as well as over 700 clients operating on its MultiPlus Utility Billing System. IMSofrech also handles all the ongoing maintenance and Customer Support for these products through its dedicated Customer Support facility. IMSofrech operations facility is located in Tyler, Texas. The Tyler facility houses IMSofrech's Customer Support Center, Development Team and Implementation Group. The Customer Support Center's highly mined technical staff handles maintenance and support for all of IMSofrech's products. Besides selling systems directly, IMSofrech is the Information Technology arm of IMServ. IMSofrech is also the North American distribution, channel for Foxboro's IMIS product; an Oracle based management information system solution. Foxboro is a sister company and part of the Invensys group of companies. PROPOSERS QUALIFICATION FORM Firm Name: IMSofTech Address: 112 East Line Street City: Tyler CONTACT: Jim Valis State TX Zip 75702 Telephone: FAX #: E-Mail: (903) 520-5752 or (800) 259-8222 (903) 535-9967 Jvalis@imsoftech.com Major Industry concentrations: Utility Information Management Type of Firm: XX Corporation/Years in Business: Partnership/Years in Business: __ Sole Proprietorship/years in Business: Officers/Partners or Owners & Experience: Name Title 22 Experience in Work Listed Division of Invensys - See Annual Report Number of Personnel in Organization: Administration: 6__ Distribution Network Programmers: 8 Full-time Technical Personnel: 8 Quality Assurance 3 Marketing 6 Sales: 7 + Nationwide Support: 11 Training Annual Revenue: Software Sales $ 2,000,000.00 Support/Maintenance $ 700,000.00 User Group: Does a User Group Exist? yes (If yes, provide copy of last meeting schedule and agenda.) RFP 00-3113 "Department of Utility Billing Services Integrated Software System"l 6 C 3 References: Bank(s) Maintaining Account(s): First Union National Bank - Charlotte, NC Bank of America - Tyler, TX (2 accounts) Please provide references, preferably within Florida or the southeast area of the U.S., which use the same type of software proposed for Collier County. Govemment references are required. Date Number of Database Network Installed Users Used Used 10 SQL Windows NT Name: North Wales Water 12/1/97 Address: PO Box 1339, North Wales, PA 19454 Phone: 215-699-4836 Contact: Ritajean Joyce Name: Cedar River Water & Sewer 2/10/98 6 Address: 18300 SE Lake Youngs Road, Renton, WA 98058 Phone: 425-255~6370 Contact: Ron Sheadel SQL Windows NT Name: Warminster Water Auth. 12/22/98 Address: PO Box 2279, Warminster, PA 18974 Phone: 215-675-3301 Contact: Joe Guckavan 10 SQL Windows NT Name: Bear Creek Water Assoc. 3/2/99 Address: PO Box 107, Canton, MS 39046 Phone: 601-856-5969 Contact: Betty McCay SQL Windows NT Name: Guilford Water Authority 7/20/98 7 Address: 115 Spring Valley Road, Chambersburg, PA 17201 Phone: 717-263-2813 Contact: Larry Heck SQL Windows NT RFP 00-3113 "Department of Utility Billing Services Integrated Software System''1 6C3 Application Software: Current number of installations of the proposed software by your company? What percentages of those installations are comparable in customer size to Collier County? (For reference on Collier County's size, refer to Data Statistics on page 28) Approximately 60 installations with 2% of those comparable in size to Collier County. Current number of installations with comparable network and hardware configuration using the same operating system? 60, Microsoft SQL Version 7.0 and Microsoft NT Version 4.0 are required components of our system. See Attached Hardware Recommendation List 3. Location of Technical Support staff who will support Collier County installation? Tyler, Texas 4. In what language(s) is the application software developed? Delphi v.$ 5. What program development tools (or fourth generation languages) are used to develop and support the application software? Delphi v.$ 6. What database management software is recommended for use with the application software? MS SQL 7.0 7. What Report Wdters are used with the application software to generate user defined, on demand reports? Crystal Reports 8. When are future enhancements to the application software scheduled for release? What will they cost? At this time we anticipate the release of Version 3 in the 4"' quarter of this calendar year. Current policy dictates that customers with a valid Customer Service Agreement receive Version updates at no additional cost. Our target is to release an updated Version on an annual basis. 9. Is Source Code included in initial software price? If not, what additional cost is there to purchase Source Code? We don't supply Source Code. Escrow of Source Code can be arranged. -- 16 RFP 00-3113 ,,16C3 "Department of Utility Billing Services Integrated Software System : ~ 10. What is the warranty pedod for the application software? --' 120 days 11. Describe the services provided at no charge during the warranty pedod. Error corrections, updates, telephone support 12. Describe the services provided at no additional cost during the warranty period. Project management, assignment of a Customer Advocate, error corrections, updates, toll free telephone support. 13. Describe software modification policy. Software modification is available at a programming rate of $165.00 per hour. After detailed, written specifications are agreed upon by both client and IMSoftech, an estimated price will be submitted. If the job takes less time than anticipated the customer will receive a rebate, if the job takes more time, the customer will be billed the difference. System Utilities: 1. What system utilities are needed to operate in conjunction with the operating system? Microsoft NT 4.0 (cannot be Small Business Edition); Microsoft SQL Server 7.0 with service pack 2 (cannot be Small Business Edition); PC Anywhere 2. What third party utilities are recommended to supplement the operating system utilities? None Import & Export Data: Descdbe how data files can be imported and exported into Microsoft spreadsheets or word processing formats. See Clarifications to Approach Responses - Note 1 Security: List the security capabilities of the software application, program and database. List any third party secudty packages that will be required. Users belong to groups that can have a wide array of access rights. You may choose give a user full rights, read only dghts or you may choose to hide information or options. - 17 Application Software Interfaces: Describe your approach to interfacing the application software with other County programs and databases accessible by all users on the County's network. See Clarifications to Approach Responses - Note 1 Implementation & Training: 1. Describe your proposed Implementation Plan of the application software(s). a Project and Payment Schedule with key milestones. See Attached Implementation Overview Provide 2. Describe the on-site training sessions and number of hours included with the Training Phase of the application software(s). Cost for additional training services: $1,300.00 per (hour) (day). See Attached Training Overview Data Conversion: 1. Describe plan for accomplishing the Data Conversion Phase of the software applications. See Attached Data Conversion Information 2. How many conversion hours are included in the cost of the software? Based on conversion type chosen. 3. What are the hourly rates for additional conversion services? $105.00 per hr. Operating System: Name of manufacture and release version of Operating System required to run the software application. Cost of Operating System to Collier County. Windows NT 4.0 (cannot be Small Business Edition); Cost to Collier County, if IMSofTech is to provide it is invoice value plus 35%. Software Maintenance: 1. List all services included under software maintenance. See attached Maintenance & Product Support Program Agreement 2. What are the hours of software maintenance service available to users? 8:00 AM to 8:00PM 24/7 available at additional cost. RFP 00-3113 "r' pmmer t of Utility S mo s ht grated Soawar Syst,m] 6 C3 What is the response time to maintenance calls? Average response time is less than 90 minutes. 3. Describe the method for assigning a priority and suspense dates to maintenance calls. See attached Support Overview 4. Describe the escalation policy for resolving difficult software problems. See attached Customer Service & Support Commitment 5. Is software maintenance provided at no cost with all new releases of the application software? Yes Is software maintenance provided at no cost for all customization/modification of the application software? 7. Does your firm offer discounts on maintenance contracts purchased for a specified pedod of time versus a single year maintenance contract? Yes Documentation: What documentation is fumished with the software application? Check the following: X X Description of Documentation Application flowcharts Program flowcharts Narrative description of the application Narrative description of the program Detailed program specifications Screen layouts with detailed description of each field Report layouts of each report provided Data file layouts - Data dictionary Error handling Operator instructions Backup procedures Installation procedures Password and security instructions Other Number of Copies 1 19 RFP 00-3113 "r~pmment or'Utility Bi~i~,g Se,-'ioes hteg~ated So~e Syste.,,1 6 C 3 Representative Contracts Completed During the Last Three Years: Year/Project Agency Contact Person See References Listed Above Contact Person Kara Marcoux List Major Work Presently Under Contract: % Completed Agency 20% Big Bear City CSD 30% Fitchburg Utility District Pat Peterson 30% Provincetown Kathy Meads 5% City of Grenada Myrna Tilghman 5% Resource Conservation Ryan Willoughby 80% City of Middletown Andrew Bowman 30% Grande Prairie Marg Martel List Current Projects for Which Your Firm is Candidate for Award: Spokane County Utilities City of Santa Cruz Laurel Management Company ' 2O RFP 00-3113 "Department of Utility Billing Services Integrated Software System" 16C3 E] Yes ,~ No Are there any judgments, claims or suits pending or outstanding by or against you? [--J Yes ,~ No If the answer to either question is yes, submit details on a separate sheet. List ail lawsuits that have been filed by or against your firm/partnership/sole proprietorship in the last five- (5) years: Pursuant to information for prospective bidders/proposers for the above-mentioned proposed project, the undersigned is submitting the information as required with the understanding that it is only to assist in determining the qualifications of the organization to perform the type and magnitude of work intended, and further, guarantee the truth and accuracy of all statements herein made. We will accept your determination of qualifications without prejudice. Name of organization: IMSof'l'ech Title: Re.qional Sales Mana,qer Attested By: Title: Controller Date: September 6, 2000 21 RFP 00-3113 "Department of Utility Billing Services Integrated Software System" 16C3 THIS SHEET MUST BE SIGNED BY VENDOR Board of County Commissioners Collier County, Florida Purchasing Department PROPOSERS CHECK LIST I M P O R T A N T: Please read carefully, sign in the spaces indicated and return with your bid proposal. Proposer should check off each of the following items as the necessary action is completed: 1. The proposal has been signed. 2. The proposal prices offered have been reviewed. 3. The price extensions and totals have been checked. 4. The payment terms have been indicated. 5. Any required project schedules, descriptive literature, requested information, etc. have been included. 6. Any delivery information required is included. 7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has been included. 8. Any addenda have been signed and included. 9. The mailing envelope has been addressed to: Purchasing Director Collier County Purchasing Department 3301 Tamiami Trail East Naples, Flodda 34112 10. The mailing envelope must be sealed and marked with: · RFP Number; · RFP Title; · Opening Date 11. The RFP will be mailed or delivered in time to be received no later than the specified opening date and time. (Otherwise RFP cannot be considered.) ALL COURIER DELIVERED BIDSlRFPS MUST HAVE THE BID/RFP NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET. IMSofTech Company Name (~i~nature & Title Date 24 RFp 00-3113 o 'Uti ity ini g Servio mt mt d Softw Syst ml 6 C 3 CONTRACT PROPOSAL FROM: IMSofTech DATE DUE: September 8, 2000 @ 3:00 P. M. Board of County Commissioners Collier County Government Center Naples, Florida 34112 RE: RFP #00-3113 "Department of Utility Billing Services Integrated Software System" Dear Commissioners: The undersigned, as Proposer hereby declares that he has examined the Scope of Services, and informed himself fully in regard to all conditions pertaining to the work to be done. The Proposer further declares that the only persons, company or parties interested in this Proposal or the Contract to be entered into as principals are named herein; that the Proposal is made without connection with any other person, company or companies making a Proposal; and it is in all respects fail and in good faith, without collusion or fraud. The services to be fumished by us shall be performed in accordance with the requirements of the Request for Proposal #00-3113, Department of Utility Billing Services Integrated Software System. DESCRIPTION LUMP SUM PRICE Cost of Utility Billinfl, AR/Miscellaneous Billing & Work Order Services: Cost of Software Package $ Cost of ModificationslCustomizations $ Cost of Installation $ Cost of Training $ Cost of Post Warranty Maintenance $ Cost of Data Conversion $ Cost of 3rd Party Software $ Other Costs (please explain) $ Sub-total $ 187,000.00 130,000.00 39,000.00 19,500.00 5O,795.O0 55,000.00 481,295.00 Total Cost of Proposal 481,295.00 - 25 ' 16C3 RFP 00-3113 "Department of Utility Billing Services Integrated Software System' The undersigned do agree that should this Proposal be accepted, to execute the form of contract and present the same to the County Purchasing Director for approval within fifteen (15) days after being notified of the awarding of this contract. The undersigned do further agree that failure to execute and deliver said forms of contract within fifteen (15) days will result in damages to the County. IN WITNESS. WHEREOF, WE have. hereunto subscribed our names on this 6th day of September, 2000 in the County of Smith, in the State of Texas. IMSofTech aka Sensus SofTech Firm's Complete Legal Name Check one of the following: [-'] Sole Proprietorship ~ Corporation or P.A. r-] Limited Partnership J~ General Partnership Phone No. (903) 535-8222 FAX No, (903) 535-9967 112 East Line Street Address Tyler, TX 75702 City, State, Zip yP..e and Wdtten Signature Jim Valis Regional Sales Manager Title 26 1.0 nvensys I HANCE utility solutions Proposal Specification Attachment "A" Proposal No.: 00-3113-081500 Collier County Government RFP Response (Bid#00-3113) Software License: i-IIHANCE Utility, Solutions Active Record Limit: 50,000 Number of Concurrent Users: 25 Software Components: (per Product Description, attached) 1.1 Utility Billing and Customer Information Management · Customer Information Command Center · Service Location Information Command Center · Meter/Device Information Command Center · Utility Billing Administration · Meter Reading Management · Batch Entry Management · Periodic Transaction Management · Report Management 1.2 Technical Services · Work Order Management · Facilities Maintenance Management · Inventory Management · Report Management 1.3 System Administration · Company Information Management · User Security/Settings Management · Technical Services Configuration General Ledger Configuration · Task Scheduler and Reminders · O-mail: Internal Messaging System IMSo~ech ] 12 E Line Street Ty(er Texas 75702 USA Telephone *t 903-535~222 Fascimile +l 903-50~'~9967 www. imso~ech.com 2.0 Training 2.1 3 , nvensys On-site Training Days On-site: 15 On-site Training is provided by a IMSofrech Certified Trainer at $1,300 per day. Travel and Living expenses are not included and will be billed separately. 3.0 Implementation//nstaHation 3.1 Days required on-site: 30 Cost for on-site IMSofrech personnel is $1,300 per person per day. Travel and Living expenses are not included and will be billed separately. Customer will be billed only for days actually used. 3.2 Data Conversion Data Import Collier County is responsible for converting their existing database into the required format, as del'reed by IMSofTech, for import into the i-I~HANEE. system. IMSofrech will then be responsible for import, but not accuracy, of data into the i'nHANOE_system. 4.0 Maintenance And Support Gold Package: Call in support via 800 line; 8:00 am - 8:00 pm EST availability, Monday through Friday, normal business days. Software support requires a dedicated US Robotics Courier Modem, (or IMSofrech approved equal) and dedicated phone line for access. Minimum Baud rating of 28,800 5.0 Miscellaneous Items 5.1 Custom Software Requirements: Some items contained within the RFP will require customization. To offer a specific price, written specifications must be agreed upon by both parties. This requires detailed dvaluation and discussion of each item by IMSofieeh and Collier County. Our standard rate for custom programming is $165.00 per hour. The customization cost provided is an estimate only. IMSoffech ~1~ E L~e ~tre~t Tyler Texas 757~ U~A Telephone *1 90%535-8222 Fascimile +1 903-5~3-9967 ~w. imso~ech.com Pricing: Specification Item 1.0, Sot~are License Specification Item 2.0, Training Specification Item 3.0, Implementation/Installation Item 3.1, On-site Service Item 3.2, Data Conversion Specification Item 4.0, Annual Maintenance and Support Specification Item 5.0, Miscellaneous Items Item 5.1, Custom Sot~are $187,000.00 $ 19,500.00 $ 39,000.00 $ 55,0O0.OO $ 50,795.00 $130,000.00 Proposal Total: $ 481,295.00 Estimated Delivery and Schedule: Collier County has indicated that it is their desire to select a vendor by January 1,2001. After the vendor is selected, the targeted "live" date is to occur no later than September 30, 2001. If IMSoftech is selected as the vendor for this project in January 200 I, we insure that the system will be live by September 30, 2001. Typical implementation occurs within 120 days of receipt of order. IM$of'Tech Line Street Tyler Texas 75702 USg Teiephone +I 903-535-8222 Fascimiie +1 903-5~3-9967 www. imso~ech.com ( , nvensys Comments and Clarifications: 1) Computer hardware, NT network, Microsoft SQL and any additional required items not noted above, are to be purchased by Client and are not included in this proposal unless stated above. 2) Client is required to provide pcAnywhere 9.2 for Win95/98/NT/2000 by Symantec to obtain updates and required maintenance. 3) Seagate Crystal Reports report generator is included. 4) The Annual Maintenance and Support contract may increase by up to 15% per year, beginning 24 months from the anniversary date of the annual service contract. The Annual Maintenance and Support contract will commence upon completion of on- site system implementation. At the close of the ftrst 24-month period, IMSofrech will review account status of Client with regard to number of concurrent users and the number of customers on the system. IMSofrech reserves the right to increase the amount of the annual service contract at that time by no more than 15%. Thereafter, account status, as defined above, will be reviewed on an annual basis by IMSofrech. 5) Client is required to provide one ofthefollowing: · Option 1: Dedicated phone line access to server via 56k U.S. Robotics Modem, (PAS). Good speed and reliability for most support applications. · Option 2: ISDN Line. Digital access direct connection 128k. Offers more speed and reliability than Level 1. · Option 3:T1 line. Option for larger customers or those requiring fast communication. Can be utilized for low cost phone service as well as software support. 6) Pricing does not include any applicable tax. 7) Pricing is valid for 30 days from date of proposal. 8) Proposal is based on the information described within this specification and our best understanding of the customer's requirements. MSofTech Line Street Tyier Texas 75702 USA l"elephone ~-'~ 903-535~222 Fascimiie +1 903-5~-9967 www, imsoffech.com Collier County Florida Insurance Requirements INSURANCE TYPE REQUIRED LIMITS X 1. Workers' Compensation Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and Requirements. X 2. Commercial General Liability (Occurrence Form) patterned after the 1005 I.S.O. form with no limiting endorsements. Bodily Iniu .ry & Property Damage $500,000 Single Limit Per Occurrence X Indemnification: The Consultant, in consideration of One Hundred Dollars ($100.00), the receipt and sufficiency of which is acknowledged through the signing of this document, shall protect, defend, indemnify and hold Collier County and its officers, employees and agents harmless from and against any and al losses, penalties, damages, professional fees, including attomey fees and all costs of litigation and judgments arising out of any willful misconduct or negligent act, error or omission of the Consultant, its subconsultants, agents or employees, arising out of or incidental to the performance of this contract or work performed thereunder. This provision shall also pertain to any claims brought against the County by any employee of the named Consultant, any subconsultant, subcontractor, or anyone directly or indirectly employed by an of them. X This section does not pertain to any incident adsing from the sole negligence of Collier County. Automobile Liability Owned/No n-own ed/Hired Automobile Included $500,000 Each Occurrence Other Insurance as indicated below: a) Professional Liability $500,000 Per Occurrence The Consultant shall be solely responsible to parties with whom it shall deal in carrying out the terms of this agreement and shall hold the County harmless against all claims adsing from the negligent acts, errors, or omissions of consultant by third parties. RFP 00-3113 "Department of Utility Billing Services lnteg~:ated Software System" 16C3 Collier County Florida Insurance Requirements (Continued) X 6. Contractor shall insure that all subcontractors comply with the same insurance requirements that he is required to meet. The same contractor shall provide the County with certificates of insurance meeting the required insurance provisions. X 7. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability. X 8. Collier County Board of County Commissioners shall be named as the Certificate Holder. NOTE: The "Certificate Holder'' should read as follows: Collier County Board of County Commissioners 3301 East Tamiami Trail Naples, FL 34112 X 9. Thirty (30) Days Cancellation Notice is required. X 10. The Certificate must state the RFP Number and Title. BIDDER'S AND INSURANCE AGENT STATEMENT: We understand the insurance requirements contained in these specifications, and that the evidence of said insurance may be required within five (5) business days of the award of bid. Jim Valis, Regional Sales Manaqer Proposer of Proposer See Attached Insurance Certificate Insurance Agency Signature of Proposer's Agent 23 RODUCER AARSH USA INC ] ATTN~E,*OEEIJ. MAOILSON L2~' ARENDON STREET --'~L .)N, MA 02116 $1/) 421-0200 LS~I E BE :~TYLER..CAS-g9-o1 ,.,,~UR E D VISot'l'ech (formerly Sensus SofTech,lnc.) L. 2 E. Une StreM let, TX 75702 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. COMPANIES AFFORDING COVERAGE A NH TRAVELERS INDEMNITY CO. OF ILLINOIS COMPANY C OD~PANY THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE METED BELOVVHAVE BEEN IS6%JED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDI'rIOR OF ANY CONTRACT (DR OTHER DOCUMENT t/VI~-I RESPECT TO WHICH ]HIS CERTIFICATE MAY BE ISSUED C]R MAY PERTAIN, THE INSURANCE AFFORDED BY 7HE POLICIES DESCRIBED HEREIN IS SUB-~CT TOALL THE TERMS, I EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHCNVN MAY HAVE BEEN REDUCED BY PAiD CLAIMS. ~:.0 TYPE OF 1~SUR&~N~ P OLIGY NUM BE R POLICY EFFECTIVE POLICY E*XPIRATIOH LIMITS TR DATE (MMIDD/YY) DATE ~JM~D/YY) lB I (~EMERA[LIABILITY TC2JGLSA 120D517-5-Gg 0/31/99 04/01/01 GENERAL AGGREGATE $ 5,000i000 1- -- PROOUCTS-C~P/CP ^GO $ 5,000,000 MEROAL GENER,~. LI ~BILrTY CL,NMSMADE ~ OCCUR PERSONAL&~OVINJURY $ 5,000,000 ER'S & CONTRACTOR'SPROT EACH OCCURRENCE $ L 1Oval ; F1RE DAli^Gl= (pn y me lire) $ N/A .MJTOMOBILE LIABlUTY COMBINED ~NGLE LIMIT · ' ALL OWNED AUTOS BODILYINJURY SO-tEDULED AUTOS I HIRED AUTOS BODILYINJURY -- I NON-OWNED AUTOS I PROPERTY DAMAGE LeAMAeE LIABILITY AUTO ONLY EAACQDENT EXCESS LIABILITY i EACH' OCCURRENCE UMBRELLA F(~M i ^~G,'mE~^TE E~PCO'~a' L~arn~ t TDRJUB 120D514-A-00 04/01100 04/01101 EACH ACCIDENT $ 2,000,000 THE PROF'RIET~R/ ~ INCL DISEA,gE - POUCY LIMIT $ 2,000,000 OF~CERS~RE: I [ Exct T~2JUB 1:20D513-8-00 (AOS) 04/01100 04/01/01 DISEASE-EACHE~PLOYEE $ 2,000,000 OTHER L, ESGRIPTION OF OPERATIOMS&OGA'I'iONS/VEHIOLEMSPEGIAL ITEMS LIMITS MAY HAVE BEEN REDUGED BY PAID CLA~S AMD MAY HAVE UEOtiGTiaLES OR RETENT~H& - ~e certilicate holder is named as addtfonal insured on Ihe abovegeneral liability polio/. [.FPL # 00-3113 - "DEPARTMENT OF UTILITY BILLINO SERV1CES INTEGRATED SOFTWARE SYSTEM" SHOULD AMY OF '114E ABOVE DESC~BED POLIGIEE BE GAMCELLED BEFCRE THE ]~C"L~ ":.R COUNTY BOARD OF COMMISSIONERS EXPmA'nOa DATE THEREOF, THE ~NSURAMC; OOMPAMY WL' ENDEAVOR TO M,ML ]: ~MIAJVII TRAIL ~0 DAYS WRITTEN MOTIGE 1'O 'THE CERTI'IGATE HOLOER HAMED TO THE LEFT. qA,- ,~S, FL 34112 "UT FAJLURE TO M AIL SUCH NOTICE SHALL IMPOSE MO OBLIQATIOM OR LIABILITY OF L AMy K.D UPON THE ~OMPAMY. ITS AGEMT$ OR REPRESENTATIVES- Edged R Ford 16C3 !nvensys 1 HANC utility solutions Collier County RFP 00-3113 "Department of Utility Billing Services Integrated Software System" September 8, 2000 License to do Business in Florida This will be provided to Collier County when and if necessary. IMSofrech 112 E. Line Street Tyler 'Texas 75702 USA ietephane +1 903-535-8222 Facsimiie +1 903-535-9967 www,inlsoftech.¢on~ 16C3 GENERAL INTEGRATED SYSTEM FUNCTIONAL SPECIFICATIONS COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features The following functions and features are required in general by the proposed system: All programs within all applications of the system must be year 2000 compliant. All programs must be capable of properly processing all transactions in the year 2000 and beyond. Ability to provide on-line help functions for all data fields on all screens in all applications. Ability for printed output from any of the applications to be printed to any of the network printers. Ability to prevent any master file/table record from being deleted if that record is referenced in any other file/table. Ability for system tables to contain edit and validation rules to control data integrity. Ability for the tables to control posting rules for transaction processing. Ability to provide error messages in a standardized format. Ability for the operator to take an option to continue processing or cancel the program/job if an error message is displayed. Ability to maintain system documentation on-line. Ability to add user notes to on-line documentation. Ability to allow data records to be removed from active data files/tables and copied to archive files using the following methods: In each application define the length of time, records will remain in active data files/tables. After the length of time is exceeded, the records exceeding that amount of time will be written to an archive file and deleted from the active data file/table. Allow an operator to execute a program in each application that will copy records from the active file/table and delete the records from the active data file/table. The records will be archived based 16C3 Base Package YIN APPROACH Modification Custom Additional Cost YiN YIN $ Y Y Y Y Y Y Y Y N - SEE NOTE 2 G1 of 3 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features upon the operator's response to archiving parameters, i.e., length of time, active/inactive, etc. An audit trail report must be printed for all records written to the archive files and deleted from the active data files/tables. Ability to archive data to either disk or tape. Ability to access archived data to generate reports or screen displays of archived data. If an operator requests data to be printed or displayed and the data has been archived, the system must notify the operator that the data has been archived and the date and volume of the disk/tape on which the data has been archived. Ability to provide file access security. Specified users may add, change, delete, inquire or update files or any combination of the file functions. Ability to print a security log detailing all activities performed on the system along with all invalid security access attempts. The security log must track all activities by user and by workstation. Ability to restrict program access by user and/or input device. Ability to customize user menus based upon the security authorization of the user. Customized menus will list only those programs or functions to which the user has security access. Ability to print Satisfaction of Liens from Master files. Ability to view statements via the Internet, protecting the data integ['ity of the system. Ability to inquire and update records simultaneously without locking up the system. (If another user is currently editing a record there should be a message to notify the last user trying to update that file.) Ability to maintain a general ledger in the Utility Billing Application which will transfer totals to the 16C3 Base Packacje Y/N APPROACH Modification Custom Additional Cost Y/N Y/N $ N-SEENOTE2 N - SEE NOTE 2 N - SEE NOTE 2 N-SEENOTE2 Y PARTIAL - SEE NOTE 3 Y Y Y - SEE NOTE 4 N - SEE NOTE 5 Y G 2 of 3 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features a windows-based package. (See section under Utility Billing Specifications for General Ledger) Call Center operability where customers calling in have their billing information automatically populated on the screen would be preferred. 16C3 Base Package YIN APPROACH Modification Custom Additional Cost YIN Y/N $ Y- SEE NOTE I N-SEE NOTE5 G3 of 3 16C3 UI'ILITY BILLING FUNCTIONAL SPECIFICATIONS COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package Y/N 16C3 APPROACH Modification Custom Additional Cost Y/N Y/N The following functions and features are required in the utility billing system: ACCOUNT MAINTENANCE Ability to restrict file maintenance using system security. Ability to enter and maintain the following information during the initial set up of a customer account: Account number Folio number STRAP number Owner name address - Prefix street number - Direction - Street name - Street suffix - C~ty - State - Zip Code address - Prefix street number - Direction - Street name - Street suffix - C~ty - State - Zip Code Phone number Occupant name Billing name, address, phone number Legal description of the property (lot, block, section, township, etc.) - Sub Division TAZ Zone - Planning Community Permit Number - multiple - Classification (residential, commercial, etc.) - Meter serial number, size, location, and manufacturer - Date meter installed - Backflow device serial number, manufacturer - Date backflow device installed - Water billing units - Sewer billing units - Services billed - Account type. - Meter Type Y Y - SEE NOTE 6 UB 1 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Date Radio Wave Installed Ability to maintain master file information in an on-line, interactive fashion and automatically update a mandatory maintenance edit file each time maintenance is performed. The edit file will contain the master file data before and after the change and will identify the date and time of the change and the user that made the change. Ability to flag pre-existing site addresses during new account setup. Ability to have multiple mailing addresses where a date driven field will designate which address the bill should be mailed to during seasonal months. Ability to inquire on cash validation numbers to verify the account that the payment was posted to. Ability to perform an alphabetic search on the customer name or street address entered. The system will allow the entry of any portion of a customer's name or street address and display customer records beginning with the portion of the name or street address entered. The operator will be allowed to select any customer account displayed by pointing and clicking on the desired customer account. Ability to print a master file maintenance edit showing the date of the last file change. Ability to automatically generate an Application for Service form and a letter of account for all new accounts or new move ins, see attached Application for Service and letter of account forms. Ability to assign water and sewer impact fees to a customer account. The system must track the history of the impact fees and impact fee payments. Ability to enter notes on a customer's account. The notes must include a date of entry and a free form description. The system must allow the notes to be displayed on the screen in date sequence with the notes with the most current dates displayed first. 16C3 APPROACH Base Package Modification Custom Additional Cost Y/N Y/N YiN Y- SEE NOTE 7 Y- SEE NOTE 8 Y - SEE NOTE 9 Y - SEE NOTE 10 Y PARTIAL - SEE NOTE 7 CUSTOM PROGRAMMING REQUIRED Y Y UB 2 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Ability to flag an account with a warning flag. Any time an operator accesses the account a warning message will be displayed for the account. Ability to process five- and nine-digit zip codes. Ability to handle and correctly sort both company and individual names (i.e., one field for company name, first, middle and last name fields for individuals). Ability to provide full maintenance and inquiry functions for billing history, usage and current receivable status. Ability to automatically maintain the last 36 billing periods' usage, billing periods' dollars billed and payments for each service location. Ability to identify which address receives the bill: - Owner - Occupant - Other (e.g., building management company). Ability to flag an account to send billing information to multiple name and addresses, i.e., owner and occupant. Ability to display a field on the screen which indicates if an account has duplicate bills. Ability to print a list of accounts with duplicate bills listing the account numbers, names and addresses. Ability to identify meter by type and size. Ability to identify a meter as a master or a sub-meter. Ability to identify a meter as a temporary meter. Ability to identify a meter as a compound m.eter. Ability to identify a meter as a fire meter. Ability to track a history of all meters installed and meter change outs at each location. The system must track the meter serial number, date installed, size, manufacturer and meter reading information for each meter installed at the location. Ability to'track a history of all bacldlow devices installed at each location. The system must track the backflow device serial number, date installed and Base Packaqe Y/N 16C3 APPROACH Modification Custom Additional Cost YIN Y/N Y Y Y Y Y Y Y - SEE NOTE 11 Y Y Y- SEE NOTE 12 Y Y Y UB 3 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST ~,PPLICATION NAME: UTILITY BILLING Functions and Features manufacturer for each back"flow device installed at the location. Ability to enter owner or occupant data for a new resident before the final bill of the old resident has been calculated, without the loss of the old resident's history. Ability to search customer account information on-line by any and all of the following: - Folio number - STRAP number Account number Name Billing address Service address Meter number. Ability to maintain reading instructions by water meter and to print instructions on the route listing. Instructions should include meter location, warning information, etc. Ability to modify/edit instructions. Ability to project anticipated utility receipts upon entry of a fiat or percentage rate increase amount. Application must have postal capabilities with postal savings using bar code scanning capability. WATER AND SEWER RATES Ability to maintain water and sewer rates by account type. Ability to define water availability charges for single family, commercial, potable irrigation and effluent irrigation accounts as a fiat dollar amount per month based on the size of the meter. The water availability 16C3 APPROACH Base Package Modification Custom Additional Cost Y/N Y/N YIN Y Y PARTIAL - SEE NOTE 13 Y N - SEE NOTE 14 Y Y UB4of27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features charge for multi-family accounts must be defined as a fiat monthly amount for the first dwelling unit and an additional fiat monthly amount for each additional dwelling unit. Ability to define water usage rates on a per thousand gallon or an inverted rate structure as follows: - Accounts have a block usage threshold defined by meter size. Usage up to the block threshold is charged a per thousand gallon usage rate and all usage in excess of the block threshold is charged a different usage rate. Potable irrigation accounts are charged a per thousand gallon usage rate for all usage and a fiat charge based on the size of the meter. Effluent irrigation accounts are charged a per thousand gallon usage rate for all usage and a fiat charge based on the size of the meter. Ability to define effluent irrigation contracts for individual accounts. The contract must include the date of the contract, length of contract, per thousand- gallon usage rate and an optional minimum gallon usage amount. Ability to charge an account an effluent irrigation charge based on the account's effluent irrigation contract, and to flag the end of the contract. Ability to generate a report of all effluent irrigation contracts that are at the end of their contracts. Ability to notify the operator on the screen that an account's effluent irrigation contract is at the end of the contract. Ability to define the sewer availability charge for single family residential and commercial accounts as a fiat dollar amount per month based on the size of the meter. Multi-family accounts must be defined as a fiat monthly amount for the first dwelling unit and an additional fiat monthly amount for each additional dwelling unit. 16C3 Base Package Y/N APPROACH Modification Custom Additional Cost Y/N Y/N $ Y Y Y Y CUSTOM PROGRAMMING REQUIRED CUSTOM PROGRAMMING REQUIRED CUSTOM PROGRAMMING REQUIRED UB 5 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package YIN 16C3 APPROACH Modification Custom Additional Cost WN YIN $ - Ability to calculate a prorated availability charge from the previous read date to the final read date, plus usage. The prorated availability charge must be included on the first and final bill, including consumption. Ability to define a maximum billing threshold. Ability to calculate the sewer usage charge as a per thousand gallon usage rate times the number of gallons used up to the maximum billing threshold for the account. Ability to calculate the sewer usage charge as a per thousand gallon usage rate times the total number of gallons used. Ability to define beginning and ending dates on water and sewer rate tables. Ability to maintain a history of rate tables on the system. Ability to charge customers tapping charges based upon the type and size of the customer's meter. Ability to define and maintain a customer service charge schedule by meter size. Ability to include a customer service charge on a customer bill based upon the size of the customer's meter. Ability to handle one-time or recurring miscellaneous utility charges for such services as meter accuracy checks, locking meters, broken locks, City of Naples additional charges, etc. METER READING ENTRY Ability to perform on-line entry of meter reading data through data- entry screens. Ability to enter the following information during the entry of meter readings: - Read date - Operator - Account number - Cycle - Route Y CUSTOM PROGRAMMING REQUIRED Y Y CUSTOM PROGRAMMING REQUIRED Y Y Y Y Y PARTIAL - SEE NOTE 5 UB 6 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Service Meter number Reading Comments. Ability to make adjustments to meter reads entered into the system. Ability to accept automated reading through radio technology. Ability to calculate usage from the previous reading data automatically when the current reading is entered. Ability to flag a meter reading as a final bill or last -- reading upon final reading entry. Ability to re-sequence routes. -- ITRON METER READING INTERFACE Ability to interface to ITRON model FS2, FS3 data collection devices (ITRONs) and data packs to perform the reading of customer meters. Ability to preload the ITRONs with account information before readings are taken (see the attached file layout information for the data to be preloaded to the ITRONs.) Ability to select data to be uploaded to the ITRONs by cycle number and route number Ability to download data from the ITRONs and create a file of the meter reads on the system (see the attached file layout information for the data to be downloaded from the ITRONs.) Ability to print_ an exception report from the meter reading data downloaded from the ITRONs. The exception report must be by cycle and route with all error conditions printed for the cycle and route. Ability to generate an unread meter report for each cycle and route. The report must show the number of meters read in the cycle and route, the meter reader ID and the serial number and sequence number for each meter that was not read. 16C3 APPROACH Base Package Modification Custom Additional Cost YIN YIN YIN Y Y Y Y Y Y- SEE NOTE 16 Y - SEE NOTE 16 Y- SEE NOTE 16 Y - SEE NOTE 16 Y - SEE NOTE 16 Y - SEE NOTE 16 UB 7 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package Y/N 16C3 APPROACH Modification Custom Additional Cost YIN YIN Ability to generate an edit report of the data downloaded from the ITRONs to the system. The report number by cycle and route and sorted by sequence number. The report must include the following: meter number, account number, sequence number, reading, time stamp and error code. Ability to maintain data read from the ITRONs and produce a mandatory edit list of changes. Ability to print a .billing exception report that includes route number, ID number, name and address to determine if any accounts have not been billed. Ability to update utility billing files from the edited ITRON information and produce an updated register. Ability to bill different accounts or cycles (e.g., residential or effluent) on a different frequency (e.g., residential-every month; effluent-every other month). , IETER TURNOVERS AND CHANGE OUTS Ability to track the number of dials on a meter for each customer account. The number of dials must be used by the system to determine when a meter "turnover" has occurred. Ability to automatically process meter "turnover" without manual intervention and accordingly calculate usage correctly. The system must correctly process meter readings that are entered for meters that turnover from readings of "999" to readings of "000", and appear as exception edit on billing reports. Ability to automatically process meter change outs. For a meter change out, the system must allow the entry of the old meter's final read, the date of the change out and the initial read of the new meter. The system must- correctly calculate the water usage based on the old and new meter read information. Ability to enter a meter change without interruption of the billing cycle and final billing. PENALTIES Y - SEE NOTE 16 Y- SEE NOTE 16 Y-SEE NOTE 16 Y- SEE NOTE 16 Y - SEE NOTE 16 Y Y Y Y UB 8 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Ability to maintain penalty charge percentages in an on-line, interactive fashion. Ability to define penalty percentages by cycle. Ability to define a minimum account balance amount that will be used throughout the system for penalty processing. Accounts with outstanding balances below the minimum will not be charged a penalty. Ability to assess a penalty charge for past due bills. Penalties will be calculated as a percentage of the unpaid previous bill and be applied to the accounts service charges (i.e., water, sewer and miscellaneous charges.) Penalties are one-time charges on the unpaid previous bill and are not cumulative. Ability to define for each service type the general ledger accounts to which penalties for that service type will be posted. Ability to print a report of penalties charged to customers by service type with totals by service type. Ability to print a monthly penalty report which includes account number, name, penalty amount and amount due. The penalty report must be able to print for an operator entered date range, cycle range or account number range. Ability to flag selected accounts as exempt from receiving past due notices and penalties. Ability to add penalty charges after the due date of the bill automatically. Ability to define transaction types that are exempt from penalties (i.e., adjustments.) Ability to override manually penalty charges, by individual account, producing an audit trail. Ability to add a penalty X days after billing. The penalty period must be user defined to change the number of days. BILLING Base Packaqe YIN 16C3 APPROACH Modification Custom Additional Cost Y/N Y/N Y Y-SEE NOTE 17 Y Y Y Y Y PARTIAL- SEE NOTE 18 Y Y Y Y UB 9 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Ability to bill groups of accounts or billing cycles on different frequencies (e.g., residential-every month; commercial-quarterly; one selected cycle on a different interval than other cycles, etc.) Ability to generate one utility bill covering water and sewer charges, water and sewer availability, financed impact fees, effluent irrigation, potable irrigation, City of Naples water surcharge, special assessments and other miscellaneous charges and to itemize the charges separately. Ability to bill water district deposits, sewer district deposits, meter tapping charges and service charges to an account. Ability to post payments to the water district deposits, sewer district deposits, meter tapping charges and service charges and maintain a detailed history of the billings and payments of the deposits and charges. Ability to estimate water bills based upon the last 4 actual water readings for a customer. Ability to flag and generate a report of customers that have received 2 consecutive estimated water bills. Ability to manually override system-calculated estimates and readings. Ability to flag accounts as receiving actual bills, average bills or budget bills. Ability to perform average billing for selected groups of accounts or cycles. The system will automatically generate bills for accounts using the average consumption and average billing amounts for the previous year (for use in rate an. alysis and management studies). Ability to generate budget bills for accounts. The budget bill would be an estimated bill for the account based on a monthly billing amount entered for the account. At the end of the year the system must calculate the amount that would have been billed based upon the account's actual consumption and compare that to the total amount billed on the budget bills. The system must prepare the last bill of the year as the difference between the amount that would have been actually billed for the year less the total Base Package YIN Y 16C3 APPROACH Modification Custom Additional Cost YIN YIN Y Y Y Y Y - SEE NOTE 11 Y Y PARTIAL- SEE NOTE 19 UB 10 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features amount of the budget bills for the year. If the last bill results in a credit to the account, the credit must be able to be posted on-account to be applied to future bills or refunded to the account. SPECIAL ASSESSMENT BILLING Ability to bill special assessments on the utility bill. Ability to interface with the special assessments application. If a account's special assessment is paid off, the system must automatically update the utility billing application so the special assessment is not billed on any future utility bills. Ability to update the special assessments application with all special assessment billing and payment information processed in the utility billing application. BILL PRINT Ability to consolidate multiple meters for a single account on a single bill. Ability to optionally print an identifying code and definition for each charge on a bill. Ability to include the following on the bill: - Billing date Account number - Customer name and address - Rate class - Previous read date and reading (each meter) - Current read date and reading (each meter) - Consumption (each meter) - Water usage charge (each meter) - Service charges for each service - Penalty amounts - Adjustments - Credit balances - Past due amounts - Total amount due - Due date - Previous payment amount Previous payment date. For accounts with past due balances, the bill print will act as the customer's delinquency notice and will only 16C3 APPROACH Base Package Modification Custom Additional Cost WN WN WN Y Y CUSTOM - SEE NOTE 1 & NOTE 20 CUSTOM - SEE NOTE 1 & NOTE 20 Y Y Y UB 11 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features print a delinquency notice when an account is past due. Ability to print on the County's existing bills. (sample form attached) Ability to print on the bill each register reading for a compound meter. Ability to print summary bills with multiple accounts on one bill. The system must allow one account to be defined as a master account and other accounts assigned to the master account. The summary bill will go to the master account with all assigned accounts printed on the bill. Ability to sort bills by the 5-digit zip code and the 9 digit zip code. The accounts with 5 digit zip codes will sort separately from the accounts with the 9 digit zip codes. Ability to obtain a total count by zip code of the bills printed. Ability to print the customer bills in a format that is compatible with OCR equipment or print a bar code on the bill which will enable the bill to be scanned during bill payment. Ability to maintain comments for inclusion on all utility bills, reminder notices or shut-off notices. Ability to maintain comments per account that will print on that account's utility bill, reminder notice and shut-off notice. Ability to print payment remittance information (including last paymen, t date and amount) on the return stub of the current utility bill. Ability to printfinal bills daily or on demand, such as in cases of property closings. Ability to print free form message on bill. Ability to optionally print final bills without penalty charges. Ability to generate a file of customer bills to be printed. The file of customer bills will be used with Base Package YIN Y Y N Y Y Y Y Y Y Y Y Y Y UB 12 of 27 16C3 APPROACH Modification Custom Additional Cost YIN YIN COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features another application to sort and print the customer bills. Ability to create a batch file and automate print jobs. Ability to stop and restart print jobs at a particular account number. BILLING REGISTERS/REPORTS Ability to print a billing register before printing bills. This report will include the following: - Account number - Names and address - Usage - Past due amount - Current charges - Balance - Number of days covered - Date covered. The billing register must include all adjustments to customer accounts. Ability to print a summary billing register by cycle showing by service type the amount billed and the consumption. Ability to optionally print a billing edit before bills are printed showing: Total consumption Dollars billed for water Sewer and miscellaneous penalty charges Total dollars. Ability to create a billing exception report before completing the billing calculation. The billing exception report must list all accounts processed in the billing calculation that have potential problems, i.e., skipped reads, inactive service with consumption, date of read after date active, meters installed upon 91 days and beyond, etc. Ability to automatically print an estimated utility bill edit report showing all estimated bills for a period before bill printing. Ability to print an automatic mandatory list of estimated billings, by account. Base Package Y/N Y Y Y 16C3 APPROACH Modification Custom Additional Cost Y/N YIN Y Y Y Y Y Y - SEE NOTE 21 UB 13 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Ability to automatically print a mandatory billing register after bills are printed showing the same data as the billing register. Ability to print a mandatory billing register including the following data: Account number Customer name and address (billing location and service location) Cycle Charge by service type Consumption Previous read Current read - Read date - Total amount due - Balance forward. CASH RECEIPTS Ability to interface to the cash receipts application for processing of payments. Ability to prevent payments from being posted to terminated accounts. Flag that account is terminated and no payments can be accepted. Flag on shut-off accounts when payment is being entered, upon payment message should display stating service was shut-off for non-payment. Ability to create a demand bill. Ability to generate copies of previous bills Ability for the customer accounts in the utility billing application to be updated immediately by on-line transactions posted in the cash receipts application. Once cash receipts transactions are accepted and a receipt printed in the cash receipts application, the appropriate [ransaction will be posted to the on-line customer's account in utility billing. (If file is in use by another user, warning message will prevent system lock up.) Ability to assign a system wide priority to each service type defined in the system. The priority will be used when partial payments are made by customers. The amount of the partial payment will be distributed to the Base Package YIN Y Y Y N Y Y Y Y 16C3 APPROACH Modification Custom YIN YIN Additional Cost $ UB 14 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features customer's outstanding amount of the service type based on the priority of the service type. For example, if the service type, Water Availability, is defined as the highest priority, when a customer makes a partial payment the outstanding balance for the service type Water Availability will be paid first. Ability to integrate with OCR equipment or bar code scanning equipment for the payment of customer bills. The system must enable the paid bill to be scanned which will cause the system to access that bill record for the customer and post a cash receipt to the customer's account for the full amount of the bill. The County currently uses a lock box at a local bank to accumulate customer bill payments. The system must be able to process a file of customer payments received from the County's bank. The records in the file include the following information for every customer payment: account number, amount paid and check number. Ability to process the lock box file of customer payments matching the account number on each record with an account in the utility billing master file. Processing the file must include generating a total of all payments received and printing a report of any records that have an account number that does not have a match on the utility billing master file. Ability to edit the file of customer payments to correct any payment data in the file. Ability to post the customer payments to the utility billing customer accounts after the processing has been verified as correct. The system must generate a cash payment register of all the payments posted. The system must have the necessary controls to not allow a file of customer payments to be posted to the utility billing system more than once. DIRECT DEBIT PAYMENT PROCESSING Ability to flag a customer account as being a direct debit payment account. The system must display this flag during account inquiry, Ability to process direct debit payments on the system. For all customer's using the direct debit 16C3 APPROACH Base Package Modification Custom Additional Cost YIN Y/N Y/N Y Y Y Y - SEE NOTE 22 Y PARTIAL - SEE NOTE 23 Y UB 15 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features payment option the following information must be tracked and maintained in the system: Bank Name Branch Bank Address City, State, Zip code Bank Transit Number Bank Account Number Type of Bank Account (checking, savings). Ability for the system to track all changes made to a customer's direct debit information. Each change made to the direct debit information will be logged, identified by the user code of the operator making the change, date and time stamped. The system must be able to retain a history of all changes made to all customer direct debit information and generate a report of the information on demand. Ability for the system to automatically track customer billings and perform the direct debit processing 15 days after the customer billing. The number of days after billing that the direct debit processing is performed must be a user defined and maintained system parameter. Ability to charge a customer's account a service fee if the direct debit is not paid by the customer's bank. Ability for the system to automatically create a file of the direct debit payment information processed on a daily basis or by selected cycles. The file created must be in accordance with the NACHA rules. Ability for the system to generate a report of all billing cycles with a status of the direct debit processing for those cycles. After a billing cycle has been completed the direct debit status will remain "open" or "unprocessed" until the direct debit processing has been completed. Ability to set up a customer account as a prenote when the customer account is first set up to use direct debit processing. Customer's set up as a prenote will generate test direct debit transactions (identified as prenotes) to be sent to the bank for verification. Ability to print a notification on a customer's bill if the customer's bill is set up to be paid via direct debit. Base Package YIN 16C3 APPROACH Modification Custom Additional Cost YIN Y/N Y Y PARTIAL - SEE NOTE 24 Y Y N Y UB 16 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features The notification must include the date that the direct debit will be applied to the customer's bank account. DEPOSITS Ability to bill for deposits and accept cash receipts for deposits. Ability to refund deposits in mass by cycle. Ability to track deposits individually by account. Ability to define an interest rate to be used to calculate interest on deposits. Ability to calculate monthly interest on deposits. The system must post the monthly interest to the account and allow the interest to be applied against current or future customer utility bills. Ability to generate a refund for deposit interest accumulated for an account. SHUT-OFFS Ability to enter information on a customer's account regarding special payment terms given to the customer to pay an outstanding balance. A description of the special payment terms must be able to print on the shut-off report. Ability to print a shut-off report. The shut-off report will include all past due accounts. A delinquent account will be included on the shut-off report 15 days after the bill date of the bill, which showed the delinquent balance. The following information must print on the report: Account number · Name and service address Cycle and route Meter serial number Total amount due - Bill amounts due by aging category - Last payment amount and date - Special payment terms description. Ability to automatically charge each customer on the shut-off list a shut-off charge and change the status of the customer account to shut-off. Ability to Base Package YiN Y Y Y Y Y Y Y Y Y 16C3 APPROACH Modification Custom Additional Cost YIN YIN UB 17 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features automatically charge County customers one fee and automatically charge City of Naples customers a different fee (as defined in a rate table). Ability to provide separate general ledger account numbers to the shut-off charges and track the charges by general ledger account number. Ability for the operator to override the default shut-off charge. Ability to track, inquire, and print all transactions for customer accounts including, bills, cash receipts, penalties, shut-offs, turn-ohs, etc. Ability to print preliminary shut-off list. Ability to edit preliminary shut-off list. Ability for the system to automatically update shut-offs according to the preliminary edit of the shut-off list. ADJUSTMENTS Ability to make manual financial adjustments for items such as NSF checks. Ability to print an adjustment register that includes the following: Account number Account name and address Adjustment date Adjustment amount Description of the adjustment. Ability to print a report of all adjustments, the reasons for adjustment and the person who authorized the adjustment. The report should be able to be sorted by account, reason code or person authorizing the adjustment. CUSTOMER REFUNDS Ability to generate a customer refund for accounts with credit balances. The system must print a refund request which will include the customer name and address, amount of the refund, general ledger distribution, date and a description of the refund. The processing of the refund will remove the credit balance from the customer's account. Ability to issue a credit as required. Base Package YIN Y Y Y Y Y Y Y Y Y -y 16C3 APPROACH Modification Custom Additional Cost YIN YIN UB 18 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package YIN 16C3 APPROACH Modification Custom Additional Cost Y/N YIN Ability to print an audit trail of all credits issued. GENERAL LEDGER DISTRIBUTIONS Ability to prepare a file of the general ledger distributions generated by the transactions processed in the utility billing application. The file will be interfaced with the Clerk's finance system. The file must be in a format and on a media that is compatible with the Clerk's finance system. Ability to interface the following transactions to the Clerk's finance system: billing adjustments penalties cash payments lock box payments direct debit payments miscellaneous charges (NSF charges) any other accounting transactions generated through the billing application. Ability to generate a daily report of all transactions in the general ledger distribution file to be interfaced to the Clerk's finance system. This report will be used to reconcile the registers generated by the billing system with the accounting transactions being interfaced to the Clerk's finance system. Ability to assign default general ledger accounts to all utility billing charges. Utility charges will automatically accumulate by the default general ledger accounts. Ability to print a report of the general ledger distribution for the billing run. HIGH AND LOW US.~,GE Ability to define the quantity of water that will be used to determine Iow water and high water usage. The quantity of water will either be an amount in number of gallons or will be a percentage below or above the average water usage for the past X months. Ability to identify Iow volume water users as accounts whose water usage fall below the Iow water usage amount. Y Y Y Y Y Y Y - SEE NOTE 25 Y UB 19 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package YIN 16C3 APPROACH Modification Custom Additional Cost Y/N Y/N $ Ability to identify high volume water users as accounts whose water usage is above the high water usage amount. Ability to flag readings outside of the customer's normal range during entry or edit of the readings. Ability to optionally change the high and Iow ranges by account. Ability to redefine, without programming, the logic for readings outside the normal range. Ability to flag those readings outside the normal range on a high/Iow water usage report. Ability to print a high and Iow usage report. INTERFACES Ability to interface with the work order application. The system must be able to automatically generate a work order using the data from the utility billing application. For example, a shut-off must generate a work order using the location and tenant information and the activity to be performed from the utility billing application without the need for an operator to re-key that information into the work order application. Ability to interface with a County Property database. The Utility Billing application must accept periodic data updates from the County Property database. Ability to interface with the Property Appraiser's Database. The Utility Billing Application must accept periodic data updates from the Property Appraiser's Database. FINANCED IMPACT FEES Ability to define financed impact fee loans on the system. The loans must be tracked by folio number, account number, address and resident name. Ability to create a loan amortization schedule for each financed impact fee. The loan amortization schedule must be based on a user entered number of months and principal amount of the loan. Y Y Y N Y Y Y CUSTOM - SEE NOTE 1 & NOTE 26 CUSTOM - SEE NOTE 1 & NOTE 26 Y Y UB 20 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package YIN 16C3 APPROACH Modification Custom Additional Cost YIN YIN $ __ Ability to define an interest rate percentage to be used to calculate the interest on the financed impact fees. The interest rate must be able to be changed at any time. Any changes to the interest rate must automatically adjust the loan amortization schedules for all financed impact fees for all customers. Ability to define certain financed impact fee loans as having a fixed interest rate for the life of the loan. For example, all financed impact fee loans that were approved prior to April 12, 1996 have a fixed interest rate of 8.0%. Ability to define the beginning and ending date of the load payment for financed impact fees. Ability to print the loan amortization schedule for each customer with a financed impact fee. The loan amortization schedule must include at a minimum: payment number, month and year of payment, interest rate, scheduled balance, scheduled payment for the month, interest portion of the payment, principal portion of the payment. Ability to define a number of months at the beginning of the loan during which time no interest fees will be charged to the loan. Ability to interface with the utility billing application to create a billing type for the financed impact fee on the utility billing system. The monthly amount of the financed impact fee to be included on the customer's utility bill will be determined by the amount on the loan' amortization schedule. Ability for the financed impact fee to print as a separate line on the customer's utility bill. Ability for the utility billing application to track all of the financed impact fees billed to each customer. The utility billing application must track the interest and principal amounts and the total amount of the financed impact fee billed to the customer. Ability to interface with the cash receipts application to allow payments posted in cash receipts to automatically update the financed impact fees that were billed to a customer. The operator must be able to inquiry into a customer's account and see a history Y Y Y CUSTOM PROGRAMMING REQUIRED CUSTOM PROGRAMMING REQUIRED Y Y Y UB 21 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features of financed impact fees billed and payments received against the financed impact fees. Ability for the utility billing application to track all payments for financed impact fees. The system must track the payment date, amount paid to interest and principal. The system must also allow for the entry of additional principal payments. Ability to track pre-payments of financed impact fees. The pre-payments can be any amount up to the remaining balance of the financed impact fee. All partial pre-payments will reduce the principal amount of the loan but will not lower the monthly payment amount. Pre-payments will reduce the number of payments not the amount of the payments. Ability to track when an account's financed impact fee has been paid off. The system must interface with the utility billing application to ensure that the financed impact fee is not billed an any future utility bills after -the financed impact fee has been paid off. Ability to print a loan data sheet at any time. The loan data sheet must include the following: name and address of the person/company receiving the loan, account number, total amount of the loan, beginning date for the loan, total number of scheduled payments, interest rate, length of loan in years, payments per year, calculated monthly payment amount, total amount paid to date, total interest paid to date, number of payments remaining. Ability for the system to automatically calculate the payoff of a financed impact fee at any time based upon a payoff date. The system must calculate the amount of principal and the amount of interest due as of the payoff date to determine the payoff amount. GENERAL LEDGER General Ledger Accounting must be capable of operating on a cash, accrual, or modified accrual basis. Individual funds may operate on a different basis as chosen by the user. Entries to the ledger may be made directly by an operator through the use of entry journal vouchers or 16C3 APPROACH Base Package Modification Custom Additional Cost Y/N YIN Y/N Y PARTIAL - SEE NOTE 27 Y Y CUSTOM PROGRAMMING REQUIRED CUSTOM P, RORAMMING REQUIRED Y UB 22 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features may be produced automatically through interfaces with other applications. All entries whether direct or automatic should generate transaction records to provide an audit trail for all charges affecting the accounts. Reports are created and modified by the user without programmer assistance. Once reports are defined, they should remain available for printing and may be changed at any time. The user may choose certain accounts to produce automatic transactions when the selected accounts are charged, · Any general ledger account must have a short key coded for the account to allow selecting the account without typing a long account number. The purpose of a general ledger module will allow and provide summary totals of revenue recorded, cash received and other adjustments to interface with the County's financial software. The intent is to maintain the subsidiary data on the U.B. system. Subsidiary totals will be transferred to the County's financial software. REPORTS Ability to print an account master list, by cycle, route, in alphabetical or account number sequence. Ability to list customers in alphabetic order. Ability to generate a report of all maintenance performed on an account. The report will list the change to the account data, the date of the change and the operator making the change. Ability to print-customer accounts receivable reports including: Account number Name Site address Balance Last payment date Last payment amount. 16C3 APPROACH Base Package Modification Custom Additional Cost Y/N YIN YIN Y Y Y CUSTOM PROGRAMMING REQUIRED Y Y - SEE NOTE 1 Y - SEE NOTE 11 Y - SEE NOTE 11 Y - SEE NOTE 7 Y UB 23 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package Y/N 16C3 APPROACH Modification Custom YIN YIN Additional Cost Ability to print customer list with: Account number Name Mailing address - Site address Based on account number and/or cycle number. Ability to track total consumption by: - Month and year - Meter size Rate code (i.e. commercial, residential, multi- family.) Ability to print mailing lists and labels by street address, cycle or route for special purposes. Ability to generate a report for a user entered date range and a user entered transaction code (billings, penalties, adjustments, miscellaneous charges, etc.) listing all transactions for the date range. The report must include transaction totals for each transaction code. Y - SEE NOTE 11 Y - SEE NOTE 28 Y - SEE NOTE 11 Y Ability to print a monthly usage and receipts report detailing water usage and dollars by: - Residence class (i.e., single or multi-family, institutional, industrial, commercial, etc.). - Meter size - Date(s). Y - SEE NOTE 28 Ability to produce management reports (from extracted data) on rates using "what if scenarios" by: Residential class Meter size Consumption Date(s). (Sample report attached) Ability to produc& a backflow report with: - Account number - Backflow device - Site address. N - SEE NOTE 5 Y - SEE NOTE 11 Ability to produce fire meter report by: Account number Site address Mailing address. :Ability to print a monthly history by account report for two years. The report would include actual and Y - SEE NOTE 11 UB 24 of 27 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features estimated usage as subtotals. All consumption would be net after adjustments. Average consumption by account would be calculated and printed on the report. Ability to print a separate list of accounts with zero (0) usage for the period. Ability to print a monthly customer balance report, noting all final balances. Ability to generate a report showing the average age of receivables for all accounts. Ability to print an aged accounts receivable report by service by cycle (see attached report.) The report must be able to print in summary or detail. Ability to print a Summary Accounts Receivable report by cycle showing a summary of the outstanding customer balances by service. The report must include the number of active, inactive, final, terminated and new service accounts for the cycle. Ability to print a penalty history report listing all penalties charged to accounts for an operator entered period of time. The report must be able to be run for one account, a range of accounts or all accounts. Ability to print a water and sewer consumption list for a range of customers (e.g., top 10, top 100, etc.). Ability to selectively print a monthly consumption list by meter size. Ability to print a detailed customer account report showing aged balances, readings and consumption. Ability to generate an on demand report or screen display for individual customer account history including, billings, payments, adjustments, penalties, shut-offs, NSF checks, etc. Ability to generate a Revenue Reconciliation report by service type, see attached report for report content. Ability to generate a water usage by usage level report. The report must be by usage level increasing in 1,000-gallon increments. The report must show the number of bills for each increment, the total 16C3 APPROACH Base Package Modification Custom Additional Cost WN YIN Y/N CUSTOM PROGRAMMING REQUIRED Y - SEE NOTE 11 Y Y - SEE NOTE 11 Y Y Y Y - SEE NOTE 11 Y - SEE NOTE 11 Y - SEE NOTE 11 Y CUSTOM PROGRAMMING REQUIRED UB 25 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package YiN 16C3 APPROACH Modification Custom Additional Cost YiN YiN $ __ consumption for those bills, the consolidation factor, the percent of total usage and the percent of total bills. The report must show the total number of bills and the total consumption. The report must be by service type. Ability to generate a water usage by usage level report by meter size. Ability to generate a report which shows the consumption from the meter reads compared to the consumption billed by cycle and route. Ability to generate a monthly consumption and revenue report by service type including the following information: number of accounts, billing amount, consumption, adjustments and receipts. The report must also list the same information by customer type, (residential, commercial, etc.) Ability to generate a monthly billing report showing by cycle the consumption and amount billed by service type with a total bill amount per cycle. Ability to print a meter report by the age of the meter. The report must be sorted by cycle with the operator entering an individual cycle or range of cycles to be printed. The report must show the cycle, route, name, address, meter number and age of the meter. CUSTOM PROGRAMMING REQUIRED Y - SEE NOTE 11 CUSTOM PROGRAMMING REQUIRED Y Y Y - SEE NOTE 11 Ability to print a meter report by the size of the meter. The report must be sorted by cycle with the operator entering an individual cycle or range of cycles to be printed. The report must show the cycle, route, name, address, meter size and meter number. Y- SEE NOTE 11 Ability to print a route list in any of the following s,equences: Cycle Route Sequence - Address - Account number. The route list must include, cycle, route, sequence, account number, address, meter number, previous read and a blank area for the operator to write in the current read. Ability to print a cash edit report prior to posting to the general ledger. Y - SEE NOTE 28 N - SEE NOTE 29 UB 26 of 27 16C3 ACCOUNTS RECEIVABLE/ MISCELLANEOUS BILLING FUNCTIONAL SPECIFICATIONS COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features The following functions and features are required in the accounts receivable/miscellaneous invoicing application: FILE MAINTENANCE Ability to maintain master file information in an on-line, interactive fashion and automatically update a mandatory maintenance edit file each time maintenance is performed. The edit file will contain the master file data before and after the change and will identify the date and time of the change and the user that made the change. Ability to add, change or inactivate customer account records. Ability to prevent archiving of customers with balances, unposted open items or transactions in the current year. Ability to perform a customer alphanumeric look-up 'when the customer number is not known, by entering the first characters of the customer name and displaying the customer numbers for customers with names beginning with the entered characters. Ability to sort the customer master file by: Customer number Customer name Balance Status. Aging (30, 60, 90 days etc.) - Originating Department - Date of Entry Ability to enter notes on accounts that are being sent to collection. INVOICING Ability to defi~e transaction types to be entered on an invoice, i.e., labor, equipment, administration fee, etc. Ability to set automatic general ledger account codes for transactions. Ability to enter a standard fee per unit for transaction types or Miscellaneous Fees. 16C3 Base Package APPROACH Modification Custom Additional Cost YIN YIN YIN Y Y Y Y Y- SEE NOTE 28 Y Y Y Y AR1 of 5 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Ability to enter on an invoice the transaction type, number of units and the system must calculate the total invoice amount for the transaction type. Ability to enter free form descriptions of services/fees on the miscellaneous bills. Ability to assign a department to each invoice. The department is the department for which the invoice is generated. Ability to verify customer information at the time of data entry. Ability to enter and track the billing address and the site address for the invoice. Ability to enter, on the invoice, the customer that is to receive the invoice. Ability to track, on each invoice, the work orders that were completed which resulted in the invoice. Ability to track by account, invoices, customer payments and statements by date. Ability to track, by account the average age of receivables. Ability to track for all accounts the average age of receivables. Ability to enter general ledger distributions for the amount of the invoice. Ability to automatically verify that the general ledger distribution equals the amount of the invoice and prevent the operator from posting any out-of-balance transactions. Ability to override automatic general ledger distribution account numbers. Ability to verify all general ledger accounts entered on an invoice. The system must not allow the entry of an invalid general ledger account number. "ASH RECEIPTS 16C3 Base Packa_qe YIN APPROACH Modification Custom YIN YIN Additional Cost $__ Y Y Y Y Y Y Y Y Y - SEE NOTE 11 Y - SEE NOTE 11 Y Y Y Y AR 2 of 5 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST .~APPLICATION NAME: UTILITY BILLING Functions and Features Ability to interface with the County's cash receipts application. The system must transfer accounts receivable/miscellaneous billing invoices to the cash receipts application to allow cash receipts to be posted to the invoices by the County's cash receipts application. The cash receipts information must be transferred back to the accounts receivable/miscellaneous billing application to associate the payments with the customer invoices. Ability to interface with the Clerk's Moore Financial Management System. Ability to process a partial payment by posting the cash receipt amount to the applicable invoice. The invoice will be displayed as an open invoice showing the original amount due, the cash receipt applied, and the outstanding amount due. Ability to post "on-account" payments without specifying a particular invoice number. Later, an "on- account" payment can be used to credit the open invoice. This "on-account" payment would be an advance payment if no receivable amount is on file. ADJUSTMENTS Ability to process accounts receivable adjustments to miscellaneous invoices that include proper approval and a description or reason code. Ability to generate an adjustment register listing all adjustments entered to customer accounts. Ability for small balances to automatically drop-off if the account balance drops to "$X" or below, and record adjustment to customer record ("Small Balance Write-off"). (This field must have a definable dollar amount range) PURGING DATA Ability to identify paid invoices to be archived by operator entered date range. Ability to archive paid invoices after printing an audit register. Ability to list paid invoices archived from the system. Base Package YIN 16C3 APPROACH Modification Custom Additional Cost Y/N Y/N $ __ CUSTOM PROGRAMMING REQUIRED CUSTOM - SEE NOTE 1 Y Y Y Y Y N - SEE NOTE 2 N - SEE NOTE 2 N - SEE NOTE 2 AR3 of 5 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Base Package YIN 16C3 APPROACH Modification Custom Additional Cost YiN WN $ INQUIRIES Ability to inquire into the open accounts receivable list of open invoices for a customer either by customer number, customer name and address. The system must also allow the display of all invoice payment history for an account. Ability to inquire into the status of open invoices and customer aging balances by account. Ability to charge interest or penalty fee if applicable. INTERFACES Ability to create a file of all daily general ledger transactions. The file of daily general ledger transactions must be in a format and on media that is able to be transferred to the Clerk's financial system to enable the transactions to be integrated with the Clerk's accounting system. The system must be able to track the general ledger transactions that have been sent to the Clerk's system to eliminate any duplicate transactions from being sent to the Clerk's system. REGISTERS/REPORTS Customer master listing (on request). This report will print in alphabetic order by customer and in numeric customer order. Daily and monthly register of all bills generated on the system. The register must be in invoice number sequence. Ability to perform aging of customer accounts receivable balances into current, 30, 60, 90 and over 90-day periods by customer. Ability to generate on demand a detailed aged trial balance report showing the current age of invoices selectively by customer or for all customers. Aged summary trial balance available by customer. - Selectively print a range of customers. Y Y Y CUSTOM - SEE NOTE 1 Y- SEE NOTE 11 CUSTOM PROGRAMMING REQUIRED Y Y AR 4 of 5 COLLIER COUNTY GOVERNMENT SOFTVVARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features Ability to print selectively a delinquency listing for customers with a balance within a dollar range, or over "X" dollars, and/or over "Y" days old. Ability to prepare periodic statements reflecting all open items to customers with: - Balances over a certain amount - Balances older than a given period - Selected by customer type code. Ability to print messages on statements that coincide with the severity of delinquency, i.e., notice, that account will be sent to Collection. Ability to generate collection letters for all or selected overdue customers. Ability to select overdue customers to receive collection letters by number of days overdue or dollars overdue. Ability to list all transactions for a given customer on: Statements Reports. Ability to list cash receipts along with the original corresponding open items on a report. General ledger cash distribution report: Daily Monthly For an operator entered date range. Ability to print notes for accounts sent to collection sorted by customer. 16C3 Base Package APPROACH Modification Custom Additional Cost Y/N YIN Y/N Y Y - SEE NOTE 11 Y Y Y Y Y Y Y - SEE NOTE 1 & NOTE 11 AR 5 of 5 16C3 WORK ORDERS FUNCTIONAL SPECIFICATIONS COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: WORK ORDERS Functions and Features The following functions and features are required in the work order tracking system: FILE MAINTENANCE/WORK ORDER ENTRY Ability to enter the following information for a work order: - Location of the work order Folio number Legal Description Date of the work order Name of owner Site Address - Telephone Number Permit # Mailing Address Backflow device (code driven) - Department of the work order - Type of work order to be performed - Description of work to be performed - Person entering the work order - Required completion date - Meter Location - Cycle and Route - Account Number Ability to maintain master file information in an on-line, interactive fashion and automatically update a mandatory maintenance edit file each time maintenance is performed. The edit file will contain the master file data before and after the change and will identify the date and time of the change and the user that made the change. Ability to enter the department to which a workorder will be forwarded for action. Ability to eliminate duplicate work orders with the option to override based on site address. Ability to define the work order review and approval process based upon the department receiving the work order. Work orders will be approved only by users defined in the review and approval process. Ability to enter customer complaints as work orders. 16C3 Base Packacle YIN APPROACH Modification Custom Additional Cost Y/N Y/N $ Y Y - SEE NOTE 30 Y N Y Y WO 1 of 7 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: WORK ORDERS Functions and Features Ability to track the date and time a work order was entered and the user entering the work order. Ability to add the following information to work orders: - Meter serial number Meter size Meter Location Cycle Route Site Address Account Number Equipment time Type of equipment - Inventory items used on a work order - Employee(s) assigned to the work order - Elapsed time to complete the work order - Man-hours to complete the work order - Description of work completed - Date work order completed. Ability to define up to 999 activity codes. Ability to assign one or multiple activity codes to a work order. Ability to define the standard hours for completing an activity. Ability to assign a priority code to work orders for scheduling and follow-up purposes. Ability to enter status information to show a work order as: Open Assigned Completed On hold Closed. Ability to maintain and enter user-defined miscellaneous information on a work order. Ability to define each employee that can be assigned to a work order. Ability to assign employees to a work order. Ability to display on-line or generate a daily employee schedule based on which employees have been assigned to work orders. Base Package YIN Y 16C3 APPROACH Modification Custom Additional Cost YIN YIN $.__ Y Y Y Y Y PARTIAL - SEE NOTE 31 Y Y Y N WO 2 of 7 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: WORK ORDERS Functions and Features Base Packane Y/N 16C3 APPROACH Modification Custom Additional Cost Y/N Y/N $ Ability to assign a target date for completion. Ability to record a revised completion date and the reason for the revision. Ability to calculate the average response time by activity code, by department. Ability to close a work order by entering a description of the work performed, completion date and time, person completing the work order, etc. The system must automatically change the status of the work order to closed. Ability to retain work order statistics on-line for at least 60 months. INQUIRY Ability to display work order information on-line including the status of a work order to answer customer inquiries about a work order. Ability to display all detail information related to the work order. Ability to display and/or generate a report of work orders awaiting review and approval. The display/report must be sorted by the user that is to review the work order. Ability for an operator to review, on-line, the outstanding list of open work orders and select the open work orders to be printed. Ability to access a work order by: Location Address Activity code Employee assigned to Departmedt assigned to Date Date completed Work order number Account Number Ability to inquire into the status of work orders by the user initiating the work orders and by a date range of work orders. Y Y - SEE NOTE 32 Y - SEE NOTE 32 & NOTE 11 Y - SEE NOTE 33 Y Y Y Y Y Y Y N N N Y Y Y Y WO 3 of 7 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: WORK ORDERS Functions and Features Base Packaqe YIN 16C3 APPROACH Modification Custom Additional Cost Y/N YIN $ INTERFACES Ability to interface with the utility billing application to automatically generate a work order based upon the function being performed in utility billing, i.e., final reads, re-reads, unlocks, etc. The system must automatically transfer data from the utility billing application to the work order application. The data that must be transferred includes folio number, address, owner name, date of work order, type of work order, cycle, route, subdivision, previous read for the account, etc. Ability to allow information entered onto a utility billing work order to be automatically transferred to the utility billing application to be reviewed and accepted by the utility billing operator. The system will not update the utility billing database with the information from the work order until a utility billing operator with proper security access reviews and accepts the data. INVENTORY Ability to enter inventory items used during the completion of a work order. Ability to interface with an inventory control application. If inventory is issued to a work order, the inventory will be automatically posted to the work order and the on-hand inventory quantity for the item will be reduced. Ability to maintain an inventory of meters and parts. Ability to automatically track the average cost of all items in inventory. Ability to receive inventory into stock. The inventory received into stock will increase the on- hand amount of the inventory and update the average cost based on the cost entered for the inventory received. Ability to track the manufacturer, model, size and serial number of each meter in inventory. Y N - SEE NOTE 34 Y Y Y Y Y Y WO 4 of 7 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: WORK ORDERS Functions and Features INVENTORY CONTROL Maintain all inventory item details Ability to maintain multiple warehouses and costing. Ability to use average pricing algorithm. Ability to support physical inventory. Ability to reduce inventory with issued and complete work orders. REPORTS Work order form. Ability to print a report showing outstanding work orders in any of the following sequences: - Due date Work order number DePartment Person assigned to the work order Activity code Work order status. Ability to print an exception report showing outstanding work orders past due dates by assignee or by date. Ability to print a work order "tickler list" in any of the following sequences: By work order number By due date within priority code By due date using a date range - By assignee or department - By activity code - By Account Number - By Site Address Ability to print a listing of all closed work orders by: Work order number Activity code - Date range - Assignee - Account Number · - Site Address Base Package Y/N Y Y Y Y Y Y Y 16C3 APPROACH Modification Custom Additional Cost YIN YIN $,__ Y - SEE NOTE 35 Y - SEE NOTE 28 Y WO 5 of 7 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: WORK ORDERS Functions and Features Base Packaqe YIN 16C3 APPROACH Modification Custom Additional Cost YIN YIN Ability to generate a report comparing this year's work order totals to last year's work order totals. Ability to print a report listing work orders by activity code and a percentage of each activity code to all work orders. Ability to print a list of all customer complaints and the status of the customer complaint. Ability to generate an actual to standard report for completed work orders for a user-defined period of time by: Activity Department Employee. Ability to generate a report by employee of all work orders performed by the employee with comparison of actual hours to standard hours and completion date to required date. Completed work order report by activity and person assigned to the work order. Ability to produce an annual report listing the following information: Total number of work orders processed Total number of work orders by type of service performed (activity code) Total number of hours used by activity code. Ability to generate an inventory on-hand report listing: - Inventory item number Inventory item description Quantity on-hand Average cost Value of inventory on-hand. Ability to generate a report of all inventory transactions (receipts and issues to work orders.) Y - SEE NOTE 11 Y - SEE NOTE Y- SEE NOTE 11 Y Y - SEE NOTE 11 Y Y Y - SEE NOTE 11 Y Y WO 6 of 7 16C3 RFP 98-2785 "Department of Utility Billing Services Integrated Software System" SAMPLE FORMS TOWN OF ANYWHERE P.O. BOX 999 YOUR CITY, YOUR ST 09999-0999 (xxx) xxx-xxxx /rH PAYMENT ~ ~MOUNT DUE ' O SERIES 1000 SAMPLE PLEASE R ETU'~ '~ ~'~ W~H PAYMEN-r' O SERIES 1001 SAMPLE PLEASE RETURN THIS PORTION WITH CHECK PAYABLE TOWN OF ANYWHERE P.O. BOX 999 YOUR CITY, YOUR ST 09999-0999 (XXX) XXX-XXXX O SERIES 1002 SAMPLE Check Here If Your Comments or Address Changes Are On The Reverse Side [] TOWN OF ANYWHERE RO. BOX 999 YOUR CITY, YOUR ST 09999-0999 (XXX) XXX-XXXX YOUR SYSTEM NAME HERE Your Address City, State Zip (XXX) XXX-XXXX 16C3 F SERIES 1000 SAMPLE SERVICE ADDRESS PLEASE RETURN THIS PORTION WITH YOUR PAYMENT TO: Your System Name Here Your Address City, State Zip (XXX) XXX-XXXX KEEP THIS PORTION FOR YOUR RECORDS SERVICE ADDRESS · YOUR SYSTEM NAME HERE Your Address City, State Zip (xxx) xxx-xxxx 16C3 F SERIES 1000 PD SAMPLE SERVICE ADDRESS PLEASE RETURN THIS PORTION WITH YOUR PAYMENT TO: Your System Name Here Your Address City, State Zip (XXX) XXX-XXXX KEEP THIS PORTION FOR YOUR RECORDS SERVICE ADDRESS YOUR SYSTEM NAME HERE YOUR ADDRESS CITY, STATE ZIP (XXX) XXX-XXXX CUSTOMER NUMBER: SERVICE ADDRESS: F SERIES 1001 MAKECHECK PAYABLETO: YOUR SYSTEM NAME ADDRESS CHANGES: SEE REVERSE SAMPLE PLEASE RETURN THIS PORTION WITH YOUR PAYMENT YOUR SYSTEM NAME HERE YOUR ADDRESS CITY, STATE ZIP (XXX) XXX-XXXX RETAIN THIS PORTION FOR YOUR RECORDS PREVIOUS CHARGES: PAYMENTS RECEIVED: CUSTOMER NUMBER: DUE DATE: SERVICE ADDRESS: PREVIOUS BALANCE FORWARD: CURRENT CHARGES: OTHER CHARGES: WATER USAGE (CUBIC FEET) CURRENT READING: PREVIOUS READING TOTAL USAGE: 13 PERIOD WATER USAGE: NET CURRENT CHARGES: TOTAL OUTSTANDING BALANCE: PAY THIS AMOUNT AFTER DUE DATE: MESSAGE SEND PAYMENTS TO: TOWN OF ANYWHERE P.O. BOX 999 YOUR CITY, YOUR ST 09999-0999 (91 9) 217-2212 16C3 PLEASE RETURN THIS STUB WiTH PAYMENT * 10% PENALTY IF NOT PAID BY DUE DATE F SERIES 1002 SAMPLE * 10% PENALTY IF NOT PAID BY DUE DATE SEND PAYMENTS TO: TOWN OF ANYWHERE P.O. BOX 999 YOUR CITY, YOUR ST 09999-0999 (919) 217-2212 PLEASE RETURN THI', 16C3 STUB WITH PAYMENT * 10% PENALTY IF NOT PAID BY DUE DATE F SERIES 1003 SAMPLE I]ll=lll~l * 10% PENALTY IF NOT PAID BY DUE DATE TOWN OF ANYWHERE P.O. BOX 999 YOUR CITY, YOUR ST 09999-0999 (XXX) XXX-XXXX 1 P6CU~:iT H I S STUB ECORDS AVERAGE DATE OF TIME OF METER BILLING DUE UNITS/DAY READING READING READ BY DATE DATE AMOUNT DUE AFTER PAYMENT MUST BE RECEIVED IN OFFICE BY DUE DATE TO AVOID PENALTY. F SERIES 1004 SAMPLE '--RETURN THIS STUB WITH PAYMENT TO: '~"' * TOWN OF ANYWHERE ~'~1]~'~ RO. BOX 999 i YOUR CITY, YOUR ST 09999-0999 * .,~-- ~ (XXX) XXX-XXXX 16C3 16C3 16C3 16C3 16C3 _7 UJ No~o~oo~o~o 16C3 16C3 16C3 16C3 16C3 I'M 16C3 LIJ 16C3 16C3 16C3 16C3 16C3 l 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 l I.-- o N ~ X L~ 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 1.1.1 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 E I 16C3 16C3 16C3 N X 16C3 E 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 16C3 LU 16C3 16C3 16C3 E 16C3 x~ ~ 16C3 16C3 Nee u. ir m 16C3 N X~ e. 16C3 16C3 16C3 ' jnvensys Handoff to Support During implementation, the Implememation Support Specialist will begin to prepare you to work with our support department. You will be given the support tech phone number and the information that you will need to gather when reporting an issue. You will also be introduced to your Customer Advocate. Easy Transition to Efficiency Past experience has shown us that a successful and smooth implementation is achieved through an active partnership. As we work together, we are committed to installing a quality product in a professional manner, and to provide you with technical support matched in the industry. IMSofIech I12 E. Line Street Tyler Texas 75702 USA le~ephone *t 903-535-8222 Facsimile +1 903-535-9967 www,imsoftech.com 16C3 16C3 16C3 16C3 16C3 el' 16C3 o a 1~ 16C3 16C3 16C3 invensys Clarifications to Approach Responses Note 1 - We have built an import/export facility called Genie (General Import/Export) in our system to help facilitate the movement of delimited ASCII data to and from other applications. Historically, the movement of data through the GeniE has been limited to General Ledger data for third party financial applications, payment information from lock boxes, and meter reading files from automated meter reading systems. The Genie could be used, modified, and expanded for application interfaces. Systems that share our native MS NT/SQL Server platform can of course easily access our SQL tables. We have created SQL views of the i-nFIANCE data to minimize the complexity for users to query their data for creating custom reports or exporting to other compatible third party products. Other Windows platform based applications can connect through ODBC. Microsoft Office products can access MS SQL tables and views. Therefore all users of the system working with a third party application capable of interfacing to a MS SQL 7.0 database can have access to the i-n[IANCE database for query purposes. While exporting of i-hi:lANCE data is usually a relatively simplistic task, writing to our data tables however, is a matter that requires individual review. The i-nl~ANCE MS SQL database is completely normalized. It is also a very comprehensive system that tracks a number of entities with multiple logical relationships. It is not an elementary task to master the elements, tables, and relationships that exists within the i-nHANCE database. Therefore, we approach the data connectivity to i-nFIANCE on a case-by-case basis. Note 2 -Archive is planned for a future release of our system. It has not turned out to be a priority for development in our first three. It is important to realize that due to the nature of the Intel based MS SQL platform that the ability to archive data is not as relative as it once was on legacy data systems. Plans for the archive system would include the ability to backup to multiple media types and allow for online query of archived data. Note 3 - The application does not record failed log-on name/password combinations. It does tag transactions with application user numbers, but not the workstation that the user was on - when the transaction was entered. Note 4 - Because of the open architecture of the application as described in Note 1, the ability to extract data and merge that data with Microsoft Office forms is always available. Additionally data can be exlracted and merged through the use of the ad-hoc report writer, Crystal Reports. IMSofTech 112 E. Line Street Tyier Texas 75702 USA Telephone --! 903-535-8222 Facsimile +"t 903-535-9967 ~,,w. Jm softech.com 16C3 Note Note Note Note Note Note Note Note 5 - Our system currently does not facilitate this functionality. It is planned for a furore release, however no scheduled release date is available as of yet. We are open to the prospect of providing this functionality through custom programming if it is needed prior to the scheduled release date. 6 - The attributes listed here for the customer account are not completely contained within the customer record. Because of the data model that we have implemented which isolates attx/butes associated with customers, service locations and meter/devices, many of the data fields listed are defined in tables other than the customer table. In addition, the application offers 60 user definable fields per table (customer, service location, meter/device and work order). The application also allows tracking for the address of a renter as well as of the owner so that a courtesy or duplicate bill can be sent to the owner in addition to the bill that is sent to the renter or tenant. 7 - Currently, we have a limited number of "audited" columns in the standing data tables. These include information related to a customer's billing information. The method of auditing which is implemented stores the old contents of the column as a "changed from" entry. The "changed to" entry is currently in the column or is the next entry in the audit table for that column. For example, an entry might read changed from "billing cycle 1". The next entry for this customer might read changed from "billing cycle 10", whereas the customer record now is assigned to billing cycle 5. The chain of changes would have been 1,10,5, with the user, date and time stamped for each recorded change. 8 - Service addresses remain in the system like inventory. The user may select an existing address. 9 - Unlimited-billing addresses for each customer may be maintained in the application. Currently with the use of the "Task Scheduler", you can schedule the system to remind you when billing addresses should be changed. As part of Version 3 which is due for a "Winter 2000" release, you will be able to enter the billing address and the effective dates and the system will make the necessary changes for you automatically. 10 -_Validation of cash applied to accounts is not a problem in our system. All financial transactions within our system have a transaction/audit number associated with it. Reports can be ran or created to query on the transaction numbers. 11 - This functionality could be obtained through the use of the ad-hoc report writer, Crystal Reports, which is included with the purchase of the application. 12 - We do not flag meters as being "temporary". The model of the meter could be desi~ated as a temporary type meter or a user definable field could be created. IMSot'Tech 112 E. Line Street Tyler Texas 75702 TeJepimne +1 903-.535-8222 Facsimile USA +1 903-535-9967 www. imsoftech.com 16C3 ( nvensys Note 13 - Meter number is not supported directly as a customer lookup. Within the meter maintenance screen, a meter number would be queried. This screen would give the current location of the meter. The customer account that is linked to the location would be displayed. When written, th/s sounds more complicated than it actually is. In the design of our application, the customer, the service location and the meter are separate entities that are linked together. You may move from one entity to another by double clicking. You wouldn't look up a customer by the meter number. You would look up a meter-by-meter number and then track it to the customer's account if customer information were needed. Note 14 - This is currently beyond the scope of our application. Future release plans do include rate code study functionality that could possibly facilitate this need. We are also open to customization for this type of functionality. Note 15 - The normal method of entering manual, keyboard entered, and readings would require that a book (route) or range of books (which could be equal to an entire cycle) be entered as a parameter. The computer would assemble all the accounts and meters in that book in the order that they are read. The operator could designate a reader and a description for the entry session. The operator then only enters the reading or requests that a computer- estimated reading be supplied. Readings can also be entered by customer account number or meter number if desired. Note 16 - The system will interface to the import file from the ITRON hand held. Customizations might be needed for some of your requirements. Note 17 - Penalties are linked at the rate code level. Any account could have several different penalty schemes applied to it, depending on the various linkages. For instance, water and solid waste could have completely different penalty schemes. Penalties are processed by cycle. Note 18 - You may flag accounts as being exempt from receiving penalties. Flagging accounts from being exempt from receiving past due notices would require custom programming. Note 19 - Our system does provide for average billing of groups. However, the' connection to rate analysis and management studies does not exist at this time. It is planned for a future release, however no scheduled release date is available as of yet. We are open to the prospect of providing this functionality through custom programming if it is needed prior to the scheduled release date. tMSofTech ;.)~ 02 I. JSA Line Street Tyier Texas Telephone +1 903~535-8222 Facsimiie +1 903-535-9967 www. imsoftech.com 16C3 Note 20 -_We are not aware of the attributes of your special assessment rules or the application that you wish to interface. Our system has the ability to charge for the assessment, track the payment of that charge, and report on the charge. It is possible that in order to meet all of your specifications custom programming would be required. Further analysis would be required to answer this definitively. Note 21 - Estimated readings are noted on calculation reports. However if you want to list only estimated readings, this functionality could be obtained through the use of the ad-hoc report writer, Crystal Reports, which is included with the purchase of the application. Note 22 - We have a standard lock box import process. This process may be need to be modified depending on the flexibility of the service you are using therefore custom programming may be required. Records imported that have an account number that does not match are posted to a suspense account so that they can be further researched. Once the research is complete and the correct account is found, it is an easy process to move the payment from the suspense account to the correct account. Note 23 - The application does not have the ability to stop payments from being posted twice. However the cash payment register notes payments that are overpayments to a customer's account. A quick review of these reports would show that the payments had been posted twice. Note 24 - The direct debit processing is a manually initiated process. Note 25 - We support only a percent above or below the previous usage on an account-by- account basis. The actual percentage plan is assigned to the meter by default in its meter model definition. The operator can over ride this. Note 26 - This would be a custom interface and more information would be required in order for us to determine feasibility and cost. lqote 27 - Custom programming would be required to allow for the entry of additional principal payments. Note 28 - Crystal, the ad-hoc report writer, would be needed to fully comply. Note 29 - Payments are posted in real time. Note 30 - The work order system is online and can easily be updated by users. The system will display who made changes on the W.O. The idea of a "master file" and an "edit file" does not really exist within our real-time system. IMSoffech 112 E. Line Street T~er Texas 75702 USA Telephone *1 903-535...8222 Facsimile +l <m~ ~.~r ~mc- ~w,r,',imsoftech,com 16C3 ' 'nvensys Note 31 - We support the following statuses: unprinted, printed, void and completed. Note 32 - The user definable fields would enable this information to be recorded. Note 33 - At the time the user entered the completion date they would also flag the WO as complete. Note 34 - Our system does not work in the exact manner in which you have described. However, we feel that we can provide you with a similar or better solution for the described requirements. The work order system is tightly integrated with utility billing. Customer service representatives have immediate real time access to all work orders from the customer's screen. They may drill down and work with the WO if they have the proper security profile. There is no real "approval" system within the WO system. However, it is goal to have many of the UB work orders auto-initiated or created via UB processes. Note 35 - Work order "past due" date is not normal terminology for our system. We do however track a completion date. A user defined date field could be labeled "Due date". From there a Crystal report could be mn to produce the required report. IMSoflech 112 E, Line Street Tyler 'Teaas 75702 USA Telephone +1 903-535-8222 Facsimile +l 903-535-9967 v,~ww, imsoftech.com IMSOFTECH END USER LICENSE AGREENIENT This Agreement (the "Agreement") is made as of the date specified below between IMSOFTECH (hereinafter "IMSOFTECH") and the undersigned party (hereinafter "Client"). In consideration of the promises and representations set forth herein and other good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the parties agree as follows: I. BACKGROUND. The following terms and conditions apply to any computer software programs ordered by Client from IMSOFTECH hereunder and licensed by IMSOFTECH for Client. For purposes of this Agreement, "Software" means only the specific computer software listed on Attachment "A" in object code. 2. LICENSE OF SOFTWARE. A. IMSOFTECH grants to Client a limited, non-exclusive, non-transferable and personal license to (i) install and operate the serialized copy of the SoRware for Client's internal, in-house use by the number of users designated in Attachment A and (ii) make one (1) archival copy of the Software for back-up purposes only ("Amhival Copy"). Client agrees to affix a conspicuous written label to the Archival Copy which contains the copyright notice and all other information printed on the original media from which the Archival Copy is made. IMSOFrECH retains all rights to the Software and all other works of authorship of IMSOFTECH not expressly granted in this Agreement. B. This license is not a sale of the original Software or any copies. IMSOFTECH, or its supplier, retains the ownership of the Software and all subsequent copies of the Software made by Client, regardless of the form in which the copies may exist. The Software, the accompanying written manuals and docomentation distributed with the Software (the "Documentation"), and the Archival Copy are copyrighted works of authorship of IMSOFTECH or its supplier and may not be copied, reproduced, modified, distributed or Irausferred, by any means or in any form, without the express written permission of IMSOFrECH. Any unauthorized copying or use of the Software or Documentation is a violation of this Agreement and may also constitute a violation of the U.S. Copyright Act for which Client could be liable in a civil or criminal action. C. Client may physically transfer the Software from the designated server to another computer syst~n, provided the Software is operated only on one server at a time. Client may not electronically transfer the Software or operate it or any portion thereof in a time- sharing or service bureau operation. Client may not translate, modify, adapt, disassemble, de-compile or reverse engineer the Software, or create derivative works based on the Software or Documentation or any portions thereof. D. The Software is provided for use in Client's internal commercial business operations only and must remain at all times upon premises owned or leased by Client. Except as expressly provided herein Client may not rent, lease, sub-license, sell, assign, distribute, pledge, transfer, encumber, or otherwise dispose of the Software or Documentation or any rights gr~mted to Client herein, on a temporary or permanent basis, without the prior written consent of IMSOFTECH, which will not be unreasonably withheld. 3. DELIVERY AND TESTING. IMSOFTECH shall deliver the Software to the Delivery Location as defined on the signature page hereof. Client agrees to accept as the complete Software that Software which is listed in this AgreemenL If the Client wants additional Software, IMSOFTECH may offer to provide it. In that case, the specification, license fees and the deliver/ date of such additional Software, together with the terms and conditions that apply, will form an addendum to this Agreement. 4. CONSULTING AND TRAINING. IMSOFTECH will provide consulting and Waining services (hereafter referred to as Professional Services) agreed to by the parties under the terms of this Agreement. All Professional Services provided under this Agreement shall be billed on a time and materials basis at the then current published prices. Notwithstanding any provisions of this Agreement, IMSOFFECH may freely utilize any and all ideas, concepts, methods, know-how or techniques related to programming and processing of data, discovered or developed by IMSOFTECH during the performance of Professional Services. 5. RESPONSIBILITIES OF CLIENT. Except as provided herein, with respect to the Software, Client shall be solely responsible for (i) their selection of the Software to achieve Client's imended results; (ii) their use, installation and operation of the Software, except as expressly set forth in Section 4; (iii) the results obtained therefrom; (iv) providing a safe and suitable location for installation; (v) providing and maintaining the appropriate environment for operating the Software; (vi) data entry and loading of Client data and maintaining back-up and archival copies thereof; and (vii) designating one (1) qualified and capable full-time employee to serve as Client's main point of contact with IMSOFTECH for all purposes with respect to the Software. 6. PAYMENTS AND TAXES. A. Payment shall be as outlined in Attachment "B", based on pricing as outlined on Attachment "A'. B. Unless specifically noted as included in total price, Client will reimburse IMSOFTECH for the necessary and reasonable costs incun~l by IMSOFT~CH representatives or their agents to perform Professional Services, or any other services hereunder, for travel and living expenses and any other reasonable and necessary expenses, when such services are performed for the Client. Payment for these reimbursable fees shall be due within 30 clays of the date of invoice. C. Client shall be solely responsible for any and all taxes and charges relating to the Software including all sales, use and property taxes, except taxes measured by IMSOFTECH's gross revenues or net income. D. The failure of the Client to make any payments on the dates due, as outlined in Attachment "A", shah constitute a default. In addition, any of the following events occurring prior to the full payment by Client to IMSOFTECH shall constitute a default: (i) refusal to accept delivmT of the Software; (ii) the return of the Software by Client without prior authorization from IMSOFTECH, (iii) the insolvency'or bankruptcy of the Client or the making by Client of an assignment for the benefit of creditors, or the consent of the Client to the appointment of a trustee or receiver, or the appointment without its consent, of a trustee or receiver, for the Client or for a substantial part of its property; (iv) the institution by or against the Client of bankruptcy, reorganiTation, arrangement or insolvency proceedings. Upon the occurrence of any such default, IMSOFTECH at its option and without notice to or demand on the Client may declare this Agreement in default and thereupon all Software and all rights of the Client therein shall be surrendered to IMSOFTECH. Client shall pay IMSOFTECH all costs and expenses including shipping charges, attorneys' fees, and collection service fees, incurred by IMSOFTECH in exercising any of its fights or remedies hereunder or in enfoming any of the terms, conditions or provisions of this Agreement. -1- Rev. INLIC0500 sys 1.2.8 Liens Management · Apply liens against properties with delinquent balances and track the progress/on of the legal process and the property owner's subsequent actions. Apply lien fees. 1.3 Meter/Device Information Command Center · Meters/devices are set up as separate entities in the system to allow for easy tracking, testing, maintenance and reporting. Detailed general information and detailed tracking information can be recorded for each piece of equipment. 1.3.1 1.3.2 1.3.3 1.3.4 1.3.5 Meter Maintenance · Track meters by serial number, current location, warranty information, and model information. View a complete history of the meter including readings, locations where the meter has been installed, attached equipment, last reading, removed/scrapped dates and meter tests. Systematic meter testing and replacement are supported. · A printed report on the meter or device's associated information is also available fi.om this screen. Register Maintenance * Track registers (one reading) as separate entities fi.om meters so that warranty/installation dates and transaction history are tracked at the electronic register level. The change out wizard allows for changing the meter, the register or both, MID Maintenance * Manage Meter Interface Devices such as radio read equipment, vehicle read equipment and phone read equipment. Backflow Maintenance (Water Industry Specific) - Set up different types ofbackflow prevention equipment to prevent water and chemicals fi.om flowing back to the water source. Company-defined Data . Store and view company-defined data fields for meters or devices. I tMSo~ech ~ ~ ~ E. Line Street "}'~ier Texas 7~702 US~ Telephone +~ 903-535-8222 Facsimile ~t ~03-535~9~7 www.imso~ech.com ,!nvensys 1.4 Utility Billing Administration 1.4.1 System Iaformation · Create street ad6resses, group/income centers, service location templates, meter types, and other information. 1.4.2 System Codes Set up some of the major system codes such as adjustment codes, deposit codes, penalty codes, reading group codes and payment plans. 1.4.3 Rate Code Maintenance · De£me and modify rate code information such as income center, units per step, measure, penalty, criteria method, rouading, prorate and minimum usage charge. Calculate "what-if" charges for a usage on the fly to respond to customer inquiries. 1.4.4 System Configurations · Set defaults for printing bill notices, meter readings, bank drafts, service locks, deposit refunds, reports, estimates and averages, lieas, balance write-off, level billing, formatting customer account numbers and other miscellaneous comCigurations. · Create Pop-up Screen Notifications for iaformation or waraings based on conditions specified for data fields in the Customer, Location, Meter, and Customer Payment screens. Payment Iaformation · Set defaults for payment priority, configure payment methods, set up receipt printer and validation messages and cash drawer defaults, and set parameters for receiving cash payments for non-utility billing charges (direct GL). General Import Export (GeniE) · Configure record layouts to import readings, payment files from lock box vendors, etc. and to export readings, billing files for third party print and mailing vendors, ba~k drafts, etc. 1.4.5 1.4.6 IMSofTech 112 E. Line Street Tyler Texas 75702 USA Telephone_ +7 903-53S~8222 Facsimile ~-~ 903-535-9967 www.imsoftech.com , ,nvensys 1.5 Meter Reading Management 1.5.1 Closing Reading Books · Close a single book of readings or a group of books. 1.5.2 Pump Station Management (Water Industry Specific) · Adjust pump station usages 1.5.3 Adjust Readings Maintenance · Perform manual meter readings, view reading files, edit meter readings, estimate meter readings in the absence of real readings, calculate and verify readings and apply usage and charges to customer accounts. 1.6 Batch Entry Management 1.6.1 Batch Payments · Enter a batch of customer payments in a fast and easy manner by manual entry, by bar code scanner, or by importing a payment file from a third party. For keyboard entries, set up a default method of payment so that it is not necessary to enter method information for each payment. 1.6.2 Open Transactions · Close open transactions and produce summary reports by audit number. 1.7 Periodic Transaction Management 1.7.1 Print Bills/Notices · Print f'u'st bill notices, second bill notices (late notices) and disconnect notices. An entire bill nm or a single bill can be reprinted, revised and reprinted, or voided. 1.7.2 Bank Drafts · Allow customers to pay for balances directly from their bank accounts. Generate pre-notification files and bank draft files. Termination Services · Terminate services for non-payment for multiple accounts at once. Company-defined parameters determine which accounts are eligible for termination. A preview report allows individual accounts to be 1.7.3 IMSofTech ~12 E. Line Street 'i'~ier Texas 75702 USA 'Telephone +1 903-535-8222 Facsimile -*-'~ 903-535-99~7 www.imsoftech.¢om 1.7.4 1.7.5 1.7.6 1.7.7 1.7.8 1.7.9 1.7.10 1.7.11 1.7.12 :L, nvensys removed from the terminate services list. If termination of services requires a field activity, work orders for locking the meter at the customers' location are automatically generated by this process. Refund Deposits/Interest · Process refunds for elig/ble accounts, apply credits to accounts receivable balances, calculate any interest to be included with each customer's refund, and specify which accounts to process based on user definable criteria. Apply Penalties · Apply penalties to multiple accounts at once based on company- defined criteria. Select accounts based on billing cycle numbers and penalty group. Redistribute Credits · Redistribute an account's credit in one income center to offset a balance due in another income center for that same account. Close Period · Create and print activity reports for the current period, reprint reports created from a previous period close out, and close out the current period. Transfer to GL · Transfer accounting transactions created in the Utility Billing portion of i-nHANCE to the Accounting and Financial Management portion. Create a detailed report showing all account entries to be made. This tmn.qfer may be exported to a third party accounting package as well. Process Payment Plans · Transfer payment plan accounts receivable balances back to normal accounts receivable account by billing cycle. Balance Write-Off · Manage bad debt accounts by moving the balance of a delinquent account to a write-off account in the general ledger. System Integrity Reports · Check for "errors" and unusual conditions that should not exist in the system such as a customer who is active with no attached location. Charge non-metered accounts · Produce calculations for non-metered services such as garbage collection and streetlights. IMSofrech Line Street Tyler Texas 75702 USA Telephone +1 903-535~8222 Facsimile ~-1 903-535-9967 ~'ww.imsoftech.com 1.8 3 "jnvensys 1.7.13 1.7.14 Miscellaneous A/R · Allows customers to be billed for services and goods provided through a work order. This feature alloWs for the markup of inventory items, labor, and equipment use and overhead. Level billing reconciliation Report Management 1.8.1 Adjustment Code Listing List each adjustment code, a description of the code, the default mount of the code, and whether or not the default mount can be modified for each group and income center. 1.8.2 Deposit Listing List all the security deposits that are attached to customer accounts. Lists each customer's name and account number, the date a deposit was made, the amount the customer has paid so far, the amount the customer originally owed, the amount the customer has lef~ to pay, the deposit type and the service location for which the deposit was made. At the end of the report is a listing of the total number of deposits, the total amount paid, the total amount of original deposits and the total amount still due from the customer. Unread Meters Listing · List all the active meters in a route that have not yet been read during the current reading period. Included on the report are the customer account number, customer name, group, meter number, book/sequence number, parcel number, service location and meter read date. Route/Book Worksheet · Print the worksheet that meter readers use for recording manual meter readings. Each customer's name, service address, account number, book/sequence number and meter number appear on the worksheet. 1.8.3 1.8.4 IMSoflech ~12 E. Line Street 'T'yier 'lc×as 75702 USA · Tetephone +i 903-535-8222 Facsimile +1 903-535-9967 www,im~oftech.com ;nVensys 1.8.5 1.8.6 1.8.7 1.8.8 1.8.9 1.8.10 1.8.11 Rate Code Listing * List the rate code, its group & income center, its criteria method, its penalty type, its distribution codes and a description of the rate code. Also lists the attributes of the rate code, such as its multiplier, how charges are prorated, how charges are rounded, and its charging method. Provides a graphical representation of a rate table showing usage and charge steps, multipliers for each step, and whether or not a step is prorated. Accounts Receivable Report · Print a report of aged receivables for each account in a selected billing cycle in various levels of detail. Payment Plan Accounts Receivable Report · Print a report for the payment plan or deferred AR in various levels of detail. Detailed Transactions Report · Print reports for various types of transactions such as adjustments, charges, deposits, payments, penalties, direct GL and general ledger transactions. Set up selection criteria such as date ranges, period number ranges, audit number ranges, amount ranges, billing cycles, group/income centers and more. Printing Labels · Print mailing labels for customer accounts. Accounts can be selected by billing cycle, customer status, customer type, and customer class. Liens Report · Print report for liens in general, filed, or recorded status with detail including releases and notes. System Settings Report Print report for all system settings as configured in Utility Billing Administration. IMSofTech !12 E, Line Street Tyler Texas 75702 USA Telephone +~ 903~535-8222 Facsimile ~-I 903-535-9967 '~vww.irnsoftech.com ' jnvensys 2.0 Technical Services 2.1 Work Order Management · Track inventory, labor, and equipment usage, and miscellaneous costs and generate invoices fi.om work orders. Work order processes and job types can be set up as templates to provide the required labor, stock, and equipment as defaults when work orders are created. Track project costs by cost centers with project, phase, and priority codes. Billable work orders are automatically charged to the customer's account when the work order is completed. 2.1.1 2.1.2 2.1.3 Work Order Process · Create job types to define work order processes. Job types include preventative tasks such as "test a meter," corrective tasks such as "replace a faulty meter," and routine tasks such as "new installs." · Job processes provide templates for specific tasks so that a work order at a location is set up with the needed labor, stock, equipment entered as defaults. This includes price information, which is the amount, that the customer will be billed if this work order is "billable" to the customer. · Certain job processes trigger additional processes within I-III-q~,NCE such as "new installation." When the work order is closed, the Location maintenance screen is opened so that the user can update the Location's book/sequence information, set the start date if charges are to be prorated, and cormect the Meter to the Location. Work Order Status · View the current status of the order, including its origin- a manual entry or an automatically generated work order via a hand held reading device by a field operative or by the Lock Services process. Equipment Management · Create a list of the utility's equipment so that a backhoe can be added to a specific work order and the usage is logged and used in determining the total cost of the work performed. Record the location of the equipm~'nt and define a default cost and price for the item. IMSofTech I12 E. Line Street Tyler Texas 75702 USA 'reiephone +! 903-535-8222 Facsimile 4-1 903-53529967 www.imsoftech.com ( nvensys 2.1.4 2.1.5 2.1.6 Labor Management · Define all the employees who will be assigned to work orders and record their wage information for work order costing and pricing for normal and overtime rates. Markup Management · Create markup codes to facilitate markup of billable items used in work orders that will be billed to a utility's customer. Markup may be by percent or flat rate. Company defined data fields · Store and view company defined data fields for Work Order. 2.2 Facilities Maintenance Management · Control a preventative maintenance program by systematically structuring routine preventative maintenance duties for the utility's assets. Users can initiate work orders when the need for additional corrective work is discovered. The system tracks which work has been completed and which is still outstanding. 2.2.1 2.2.2 2.2.3 2.2.4 Equipment Management · Create a list of the utility's equipment so that, for example, a backhoe can be added to a work order and the usage logged and used in determining the total cost of the work performed. Record the location of the equipment and define a default cost and price for the item. Procedure Management · Create templates for tasks including the procedure class (maintenance, repair, cleaning, etc.), estimated hours, skill set or employee required, and if a work order and its associated job type is required. Schedule Management · Trigger tasks based on elapsed time since the last maintenance or based on a set calendar date. Worksheet Management · Create worksheets as requisitions to perform maintenance work on company equipment. IMSofTech i12 E. Line Street Tyler 'fexas 75702 USA Telephone +~ 903-535-8222 Facsimile +i 903-53~-9967 www.imso&ech.com !L lnvensys 2.2.5 Labor Management · Define all the employees who will be assigned to work orders and record their wage information for work order costing and pricing for normal and overtime rates. 2.3 Inventory Management · Complete integration isthe foundation of the i-IIHANCE Utility Information Management System and Inventory control highlights this outstanding product feature. The tight interface between the Inventory data and the General Ledger streamlines the necessary movement of information. Inventory levels are constantly being updated with receipts and allocations. The warehousing function supports multiple warehouses, including mobile service units or trucks. 2.3.1 2.3.2 2.3.3 2.3.4 Stock Management · Define and maintain inventory items by category, size, unit of measure, brand or model, and material codes. Apply markup codes to each stock item for pricing. Control inventory costs by specifying the maximum quantity on hand and the reorder points to prevent depletion of items on hand. Record the physical location of the item and its exact storage bin. · Enter default GL expense and asset distributions. · View historical data of the vendors who have supplied each item, the most recent cost, the vendor's part number, and purchase order information. Receive Stock · Add stock by a miscellaneous receipt or a remm from a previous issue. (Stock received via Purchase Orders is automatically added to the inventory.) Issue Stock · Issue stock by a miscellaneous issue or a return to supplier. Vendor Management · Maintain vendor information such as contact name and phone number, taxpayer ID, VAT ID, status, bank name and account number, tax code, default GL distribution codes, invoice terms, invoice terms and discount percentage. tMSoftech I12 E. Line Street Tyler Texas 75702 USA Telephone +1 903-535-8222 Facsimile +1 90.3-535':9967 www.imsoftech.com Invensys 2.3.5 · View quality certification, poor service record, federally mandated minority codes, and 1099 types. · Display each vendor's oUtstanding invoices and paid invoices with complete historical data; balances by period, calendar year, fiscal year, or lifetime for purchases, discounts, credits, and payments; monitor complete purchase order information. Inventory Transfer · Transfer stock from one warehouse to another such as from the main warehouse to a mobile service unit or truck. 2.4 2.5 Transfer to General Ledger · Transfer information regarding transactions created by Technical Services on demand, daily, weekly, or monthly. This transfer file can also be exported to a third party general ledger application. Report Management · Access critical, on-demand information concerning work orders, inventory, facilities maintenance, equipment, and procedures, including re-order point listings and meter inventory tracking. IMSofTech ~12 E. Line Street Tyler Texas 75702 USA Telephone +] 903-535-8222 Facsimile -~, 903-53S-9967 ~m,~w.imsoftech.com 3.0 Accounting and Financial Management (optional Function, see Proposal Spec(/ication) The goal of the i-IIHANC:E Utility Information Management System is to enable management to make informed and timely assessments of their operations. This goal is realized through the high degree of integration within the System. At the center of this integration is the Financial Management System. The System may be tailored for use within a governmental organization since Fund Accounting structures and procedures are fully supported. A high degree of flexibility is obtained by allowing user definition of numerous aspects of the accounting system. Some of these aspects include fund type definition (governmental, fiduciary, enterprise, and proprietary), account segment definition (fund, sub-fund, department, sub-department, account, and sub-account), heading and totals with subtotaling definition, various default accounts (accounts payable, accounts receivable, cash, etc.), user-defined journals, and powerful reporting options. Maj or sub-sections of Financial Management include: General Ledger, Accounts Payable, Accounts Receivable, Fixed Assets, Bank Reconciliation, Purchase Orders, integration with Utility Billing and Technical Services, and the interface with Payroll. 3.1 Journal Maintenance · Each joumal transaction carries a transaction number, a date on which the transaction should be posted to the General Ledger, a batch number, a transaction note, and a separate description. · Journal screens require the user to balance the entry prior to a save operation, and if the fund segment is active, the system does not allow a user to compromise the fund accounting system with an out-of-balance transaction. · Support for automatic reversals of transactions which have been posted allow easy correction of mistakes while maintaining an audit trail of the General Ledger system. · New vendors and new General Ledger accounts can be added in real time inside journal screens. IMSofTech ~12 E. Line Street Tyler 'l'e×as 75702 USA Tetephone +1 903-535-8222 Facsimile +l 903-535-9967 ww~,v.imsoftech,com nvensys 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7 3.1.8 Disbursements Journal · Record all invoices paid (hand written check) or due (check will be printed by Accounts Payable). Sales tax is supported and vendor files are automatically updated for 1099 purposes. Cash Receipts Journal · Speed revenue entries including cash, interest earned, and deposits. (However, most cash entries are entered automatically by the utility billing system.) General Journal · Adjusting, opening, and closing entry designations are supported. Budget Journal · Enter annual budgetary amounts as an initial or amended budget and specify further by monthly amounts in the form of dollar amounts or percentage allocations. Encumbrance Journal · Encumber amounts reserved by a purchase order or a contract. User defined Journals · Define sub ledger journals, company-defined special journals such as Petty Cash allow grouping of similar transactions into one journal for reporting purposes. Due/to Transfer In/out Journal · Reduce the potential for errors and the effort of recording the loan or transfer of money from one fund to another. This is especially useful when individual bank accounts are maintained per fund but only one account is used for check writing purposes. Repeating transaction support · Reduce time and effort when entering repetitive information. 3.2 Accounts Payable · Record invoices for later payment, maintain vendor information, print and void checks, all integrated fully with the General Ledger and Purchase Order system. 3.2.1 Vendor Maintenance · · Maintain vendor information such as taxpayer ID, VAT ID, contact name and phone number, status, bank name and account number, tax IMSofTech Il2 E. Line Street Tyier 'Texas 75702 USA Telephone +i 903-535-8222 Facsimile *I 903435=996? ~w~v.imsoftech,com 3.2.2 code, default GL distribution codes, invoice terms, invoice terms and discount percentage. · View quality certification, poor service record, federally mandated minority codes, and 1099 types. · Display each vendor's outstanding invoices and paid invoices with complete historical data; balances by period, calendar year, fiscal year, lifetime for purchases, discounts, credits, and payments; and complete purchase order information. · Store and view company defmed data fields for Vendor. Process Checks · Utilize an intuitive wizard that steps through each selection screen by drilling down to the lowest level of information. 3.3 Purchase Order Maintenance · The Purchase Order system is a comprehensive tool to record all of the relevant information concerning the regular orders of various items from vendors to maintain efficient operations. · Initiate purchase orders manually or automatically from the warehouse function. · Receive line items individually, partially or fully. · Prorate additional costs against the received good. · Automatically increment purchase order numbers or manually enter them one by one. · Designate items as inventory so that the inventory system will be updated to reflect the order and cost information. 3.4 Statement Reconciliation for Banks · Mark checks, deposits, and miscellaneous items as cleared and leave those items that have not cleared for later reconciliation. 3.5 Chart of Accounts · Create and maintain the distribution codes and segment maintenance for the accounting system. IMSofTech ~12 E, Line Street Tyler Texas 75702 USA · Tetephone +l 903-S35-8222 Facsimile +t 90%53~-9967 www,imsoftech.com 'dnvensys 3.6 Periodic Processes 3.6.1 Process Fiscal year-end Close · Activate this process and the system automatically completes this complex procedure. 3.6.2 Import Payroll Data · Execute this simple process to transfer the transactional data from the third party payroll application. 3.6.3 Budget Forecasting · Perform financial planning and analysis. This wizard will build a budget based on the Utility's current actuals or from a previous budget. Visually analyze budgets through bar and line graphing charts. 3.7 Fixed Assets · Perform complex asset depreciation calculations and maintain specific information pertaining to each company asset. Access all the pertinent information for each company asset from determining the asset's location to calculating its book value. 3.7.1 Asset Maintenance · Create assets and maintain the location, analysis code, asset distribution, project reference, business percent use, asset distribution, IRS asset classification code, and IRS asset tax code. · Acquisition Maintenance Track vendor, owner reference, acquisition date, price (if billed to a customer via billable work orders in Utility Billing), original cost, VAT amount, salvage value, and historical value. · Enhancements Maintenance Tract improvements made to the asset. · Depreciation Maintenance Maintain analysis codes and distributions for depreciation expense and accumulated depreciation. Determine how the asset will be depreciated by applying IRS defined depr~iation strategies. One strategy may be applied to the books while up to three methods may be compared in reports. IMSofTech t12 E. Line Street Tyler Texas 75702 USA Tdephone +~ 903-535-8222 Facsimile +1 903-53S-9967 www.imsoftech.com ;: 6C3 (..'nvensys · Disposal Maintenance Track disposal information for an asset such as the disposal date and amount gained or lost. · Insurance Maintenance Track insurer, insured value, premium, policy number, and renewal date for each asset. · Asset Receipts Received assets into the System by entering all pertinent information; updating GL from this entry is optional. 3.7.2 Asset History Editor · Record asset depreciation data from a previous set of books prior to the implementation of the J-I~HANC2E system. 3.8 Report Management Create powerful reports to aid in critical decision making processes toward more efficient operations. · Trial balance report and worksheet · Comparative single fund and consolidated funds income statements · Combined departments income statement - provides a departmental comparison by fund. May also be printed for multiple funds. · Single funds abridged income statement - provides a textbook style financial statement. May also be printed for multiple funds. · Comparative single fund and consolidated funds balance · Single funds abridged balance sheet - provides a textbook style financial statement. May also be printed for multiple funds. · Account activity financial reports - a monthly detail and a YTD detail report. · Budget comparison, Monthly and Yearly budget reports. · Journal reports for each journal provide a transactional list of journal entry activities for a specific period of time to validate journal entry data. · Accounts Payable reports such as the working check register, the final check register, vendor reports, 1099 listing, vendor aged reports by vendor or all vendors with outstanding balances, open invoice report, and various other reports in summary or detail. · Purchase Order reports provide the detailed activity of ordered items, including a report for outstanding PO's. · Bank reports include the bank reconciliation reports. IMsofrech 112 E, Line Street Tyler Texas 75702 USA Telephone +I 903-535-8222 Facsimile +1 903-535:9967 ~v.imsoftech.com nvensys Segment Listing reports provides the accounts hierarchy listing (the Chart of Accounts List) including the attributes for each distribution. Fixed Asset reports include the Asset Code listing for asset tax, asset classes, and depreciation methods, Summary Asset L/sting for the company's assets, Book Value, Depreciation Expense Listing, and the Insurance Renewal report to determine upcoming expiration dates on each asset. IMSofTech Line Street Tyler Te×a$ 75702 USA Tetephone +I 9133-535-8222 Facsimile +1 903-535-9967 www. Jmsoftech.com ' ,. nvensys 4.0 System Administration The i-IIHANOE Utility Information Management System provides for a high degree of flexibility to meet the needs of the customer. User definition and maintenance are the keystones of the system. With access directly into the Windows system AP1, many of the user interface settings can be modified on a per user basis. 4.1 Company Information Management · Record company phone and mailing, physical, and shipping addresses. 4.2 User Security/Settings Management · Configure settings for menu displays, color themes, font selection, confu'mation messages, flyover help response times, and look up auto timer delay. · Set up group and individual security profiles, including passwords and administrator rights. To restrict access of data, user security profiles are used to control whether data is "visible" (full access), "read only," or "hidden" (not even shown on the user's menu tree). This allows the system administrator to control access by specific end users for specific screens down to the lowest level. 4.3 Technical Services Configuration · Set up costing methods to be used in inventory costing, parameters for work order printing, and default inter-fund information. Define whether 4.4 General Ledger Configuration 4.4.1 Accounting Default & Switches Tailor General Ledger operation by various options: · Use 13 accounting periods - allows for auditors to make their entries in a highly visible area. · VAT - Value Added tax for Canada and Europe · · Analysis Codes - for activity based cost accounting IMSoflech ~I 2 £. Line Street Tyler Texas 75702 USA letephone +1 903-535-8222 Facsimile +t 903-535'~99fi7 www.imsoftech.com nsys 4.4.2 · Departmentalized Assets - Allows for a department to be reported as a full financial center, much as a fund would normally be reported. · Budgeting switches including requirement of a balanced budget. · Post by user - Restricts the posting of journal entries to the user that input those entries. Otherwise anyone can post any pending transactions. · Edit vendor balances - Allows operators to modi~ beginning balances for vendors. · New distribution warning - After 3 to 4 months of operation, this option may be checked so that a warning is displayed when a previously unused full distribution in input by the user. · Tax exempt · Default AP discounts - Allows the system to display the account that has been designated as the "discounts account" on the AP journal screens. · Last fiscal month - indicates the final month of the financial year. · Reports - Configure all report settings, AP check print settings, and Purchase order settings. · Periodic Switches - Vendors and Accounts that are not used for a set period of time and have no balances may be deleted by the System. Set warnings for budgetary conditions such as a line item entry that will exceed the budgeted amount for that account. Configure other system settings for maintenance of funds, departments, sub-departments, accounts, and sub-accounts; accounts payable, accounts receivable, fixed assets, purchase orders, asset maintenance, and bank maintenance. IMSofTech Line Street Tyler Texas 75702 USA '[etephone 4.! 903-535-8222 Facsimile 4~1 903.535-9967 www.imsoftech.¢om invensys 4.5 Task Scheduler and Reminders · Schedule such processes as apply penalties, print notices, redistribute credits, and repeating transactions to be performed at a future time/date. A designated user can be notified of the success or failure of the scheduled process via an electronic message inside i-HHANEE (O-mail). 4.6 O-Mail: Internal messaging system · Send electronic messages to other i-llHANOE end-users via O-mail. Th.is provides a basic electronic messaging system that can be used for communicating information, deadlines, or non-billing issues such as "Staff meeting at 2 p.m. today." Users can be notified across multiple databases. For utilities without an internal e-mail system, O-mail provides consistent, on-demand communications between all operators, whether read-only or full access. IMSofTech 112 E, Line Street Tyler 'l'exas 75702 USA · Telephone +~ 903-535-8222 Facsimile -.'! 903-535-9967 www.imsoftech,com in~NC~ Customer/Billing Command Center Puts the Power of Tnformafion Back in Your Hands. ~n~,~r:~ pr.ovides the support and information access to enable utilities to be truly customer focused. From a single screen you can access complete customer demographic information. Payment history, locations, contact history and more may be viewed or modified from the command center. A full-featured customer note- pad allows for unlimited notes on the customer accounts. In contrast, many utilities' billing and customer service capabilities are location-centered. They bill by address and equipment location. Consequently, when a customer moves, your history--in essence, your relationship with that customer--is lost and must be rebuilt. KnowLedge is Power Information in and of itself is useless. The real power comes from the ability to take that infor- marion-- on your customers, about your equipment and workforce--and turn it into an actionable menu of options. in~,~cE empowers you and your staff to do precisely that. Information from the customer maintenance screen is automatically integrated into the Financial and Technical Systems to generate billing, initiate work orders and repairs or to track meters and devices at the customer's location. The ResuLt: · Enhanced responsiveness to customers' needs · Increased productivity and efficiency · Elimination of redundant entries Finano~/ management screens include easy viewing of general ledger, bank recondliab'an, accounts payable, purchase order, amounts receivable, payroll and.~xed asset accounts. Customer management command center screen allows.for easy access and maclibrarian of virtually any customer data. Technica~ se~ces ~creens provide fnstant access to project management, war~ or, ers, inventory and warehousing data. ln~c~ provides the sti~i~!~rt ~nd information '~fi?!e~able utilities to be "~ly customer focused. ?rom a single screen you :-gan access and modify customer information, his- contact and more. U1 cally for utilities. With this fully integrated system, you can take a payment, generate billing, initiate work 16C3 -© - Financial Management - Fund Accounting struc- tures and procedures required by governmental organizations, as well as corporate type accounting methods, are fully support- ed by in~,~cE Utility Solutions. A high degree -- of flexibility and function- ality is provided by allow- _ ing the user to define numerous system features. Financial management {k.~ tightly integrated with Utility Billing and Technical Services. Wechnicat Services Inventory management is critical to the success of any enterprise. With i~IIHANCE, you can plan, schedule, make assignments and monitor all time and costs related to the management and maintenance of facili- ties, and inventory from issuance of work orders through project completion. With i~HANCE integrated Technical Services feature, it's easy. System Administration I~HANCE provides for a high degree of flexibili~ to meet your utility's needs. System security is built in from the ground up, with your system administrator determining the level of security used in each area of the system. The abili~ to define and maintain ~e present system and even customize the system for ~ture growth is the keystone of i~H~C~ Utili~ Solutions. Seagate ~ Crystal Reports Reports E~H,~'qcE Utility Solutions provides numerous standard reports in each of the functional areas of the system, i~H,~Nc~ also provides Crystal Reports, a state-of-the-art Ad Hoc reporting and analysis system that allows the operator to create user-defined reports quickly and easily. Comprehensive Training and Support On-Site and On Cart. IMSofTech is committed to quality products and service. To that end, our highly trained personnel are on-site during the installation and complete implementation of your system. In this way, you can be assured that the efficiency of your organization is optimized and that you are in complete control of your business. Should questions arise after installation, our full team of support technicians is available to assist you. Service and Support · Our new support program provides you the flexibility of choosing the support hours that meet your particular company's needs. · Well designed, highly developed training program and outside implementation assistance including conversions. ,, · Expansion planning and system updates. Over 20 Years of Innovation I~H~4C~ Utility Solutions is the culmination of more than 20 years of experience creating management information solutions for utilities. With one of the largest support staffs in the industr55 we are at the fore- front, deliver/ng dynamic solutions that help utilities and municipalities - manage their resources and provide timely service to their customers. IMSofTech is a recognized industry leader, pro¢iding innovative products, superior customer support and service to utilities throughout the United States, Canada, Europe, and the Middle East. Enhanced Productivity · Eliminates multiple entries · Increases responsiveness · Reduces labor hours · Ease-of-Use · Utilizes familiar system formats · Allows users to access informa- tion from multiple service areas from a single screen · Access, reference and modify information with a touch · Updates information between service areas instantly, automatically System Design · 32-Bit Windows Apptication · Client/Server · Object Oriented · SQL Server · "GUI" Graphical User Interlace · WIN ExpLorer "Tree Navigation" 16C3 Utility Information Management Systems Implementation Overview Any purchase of a new Customer Information and Utility Billing system is an important one to your business. You need to clearly de£me your requirements and be sure that any product chosen meets them all. However, an omen overlooked but equally important aspect is the project installation or implementation. A quality implementation will go a long way to ensure that you get the most value out of your new system in both improved efficiencies and lack of disruption. We at IMSofrech pride ourselves on our customer service. It is critical to us to provide you not only with a product of the highest quality but also a valuable and constructive project experience. Below is an overview of what to expect from IMSofrech during the implementation stage of your project. What to expect? When undertaking any project, a qualified project team must be specified. At IMSofTech this is done immediately after receipt of a complete order. During the implementation, a number of different IMSofrech professionals are involved during the various steps. Below are the key people in your implementation team. Implementation Team Each customer project is assigned an implementation team consisting of a Project Manager, Implementation Support Specialist(s) and an Implementation Specialist(s). Implementation Project Manager- coordinates all activities associated with your implementation project plan, and is your primary point of contact during the implementation. Implementation Support Specialist - installs the product, sets up the database and works with the implementation team in preparing customer projects for implementation. Implementation Specialist - trains users on the utilization of the new system and provides on-site support during implementation. IMSofTech 112 E. Line Street Tyler Texas 75702 LJSA '[eJephone *1 903-535-8222 Facsimile +l 903~535-9967 www,imsoftech.com '(!nvensys Completion of ORA (Organizational Requirements Assessment) and Gap Analysis The Organizational Requirements Assessment (from here forward to be called ORA) is a data acquisition tool that has three distinct process stages. ORA #1 The first stage (ORA #1) took place during the sales process. This informal preliminary stage assisted us in ensuring that our software is a good fit for the way that your business operates. It also helped us identify if any custom programming would be required and was a necessary step in establishing a high level understanding of your overall system. O.R.A. #2 After an order is placed, you will soon receive a Welcome Kit. As one part of this Welcome Kit you will find a questionnaire (ORA #2). This questionnaire is more comprehensive and gives us the information we need to begin setting up your database. Information on your chart of accounts, report formats, bill formats, etc. are gathered at this point. We request that you complete this as quickly as possible and if necessary, a member of the Implementation Team would be able to assist you. ORA #3 The third stage (ORA #3) will be completed when you attend training. At this stage we require information fi:om you to complete implementation but can only be answered after at least a minor understanding of the new system. During training, you will meet with the project manager to complete ORA #3 and to discuss the status of your project. Our goal is to make you feel as comfortable with and know as much as possible about your new system and how it will integrate into your business. Confirmation of Hardware Requirements and Program Installation At this point you should have your required hardware as defined by the Required Hardware document. The Implementation Manager will coordinate the on-site installation visit by the Implementation Support Specialist. During this visit, the Implementation Support Specialist will verify your Windows NT setup, install and configure your SQL Server, install the demonstration database install the on-line help, setup the client workstations, test the RAS capabilities and set- up any other items required by your system. The Implementation Support Specialist will also test your bill printer with our standard bill formats to verify compatibility. Several other major processes will be tested as well to ensure that there are no speed issues pertaining to the hardware and network environment. This visit takes place before you attend training to allow you to use the demonstration database on your system when you return from training. iMSofrecln i12 re. Line Street Tyler Texas 75702 USA 'Felephone +1 903-535-8222 Facsimile +1 903-535-9967 ~',,v,i m so f~e cb.corn dnvensys Training "Research confn-ms that learning is most rapid and retention highest when multiple senses are involved. Experience proves mistakes made in a classroom are far less costly than errors made in production (on-the-job)." ...Sun IT IS09001 training standards We believe training is one of the most critical parts to your success and happiness in using your new system. We highly recommend classroom training, but no matter which training option you select you will be exposed to a variety of issues. Even though the nature of the instruction is broad, it proVides in-depth setup and workflow training in a hands-on environment. There are numerous exercises that drill on all the basic functions. Students will leave training with a workbook, handouts and workflow diagrams. It is our desire that the student(s) leave training comfortable with and knowing exactly how they are going to integrate the use of their new system into their day-to-day operations. The purpose of our training is to increase your satisfaction with our product through efficient use of the system and increased productivity. We want you to get the maximum benefits from your technology investment. Test Conversion and Verification Ideally, the conversion process is a very painless and effortless experience. However, this only occurs through exhaustive up-fi:ont planning and a full understanding of the issues involved. No matter which method you have selected for conversion, our Implementation Team will be directly involved in every step of the conversion to ensure as smooth a transfer of data as possible. Once your database has been setup your data properly formatted, we will then process a test conversion, enabling us to verify that the data has been transferred accurately. After verifying the integrity of the database, key processes, such as bills and calculations are tested to ensure accuracy. If the database proves to be sound, it is backed up, burned on to a CD, packaged with another CD with the program files and sent to you for another round of testing. Your Project Manager will work with you to ensure that this testing is handled properly. Final Conversion Final conversion will be the last time your data is extracted fi:om the old system and placed into your new system. Your Project Manager will work closely with you to aud use the test plan developed during the Test Conversion stage to ensure the data is accurate. Once we are certain the data is correct, we will create a CD then be on our way to your location for the implementation. IMSotTech 112 E. Line Street Tyler Texas 75702 USA Telephone +1 903-535--8222 Facsimile +1 903-535-9967 v,.~w,irnsoft ech.com Implementation (Install) The Implementation Process is stressful if for no other reason than it means change. Preparation will decrease the stress. When the Implementation Team has completed all the pre- implementation work they are more than prepared. Once the Implementation Support Specialist art/yes on-site, a typical Implementation will encompass at least the following tasks (this may vary depending on functionality requested and size of your system): Restore Database · Check the Database Integrity · Install new program files · Verify the Database configurations · Make up previous business days' work · Close out each business day made up · Process current business day's work (If caught up) balancing each day · Balance to A/R (old system running parallel) · Close out day · Verify Database automated functions · Address special billing cases · Enter meter information for in stock items · Enter meter readings · Process Readings (Apply Charges) · Address questions on critical processes · Discuss Financial Management · Place call to introduce Support Department · Print bills · Discuss Monthly procedures · Review installation of software upgrades/updates · Finish miscellaneous items · Answer questions Our goal is to leave you fully implemented, with bills processed and ready for mailing, and to leave you with the skills you need to continue to operate the software successfully. tMSofTech 1~2 E. Line Street Tyler Texas 75702 USA Telephone ~-1 903~535~222 Facsimile +~ 903~535-9967 ~,~,irnsoftech.com ( nvensys / HANC utility solutions Training Overview We believe training is one of the most critical parts to your success and happiness in using your new system. We highly recommend classroom training, but no matter which training option you select you will be exposed to a variety of issues. Even though the nature of the instruction is broad, it provides in-depth setup and world'low training in a hands-on environment. There are numerous exercises that drill on all the basic functions. Students will leave training with a workbook, handouts and workflow diagrams. It is our desire that the student(s) leave mining comfortable with and knowing exactly how they are going to integrate the use of their new system into their day-to-day operations. The purpose of our training is to increase your satisfaction with our product through efficient use of the system and increased productivity. We want you to get the maximum benefits from your technology investment. IMSofrech training provides in-depth setup and workflow training in a hands-on environment. There are numerous exercises that dr/Il on all the basic functions. Class sizes are limited so that there is time available for question and answer periods to cover company specific issues. Students will leave training with a workbook, handouts and workflow diagrams. It is our desire that the student(s) leave training comfortable with and knowing exactly how they are going to operate all aspects of their business. It is also imperative that students who attend mining go back and begin to train the other users immediately. The more time everyone spends using and getting familiar with the software the smoother and easier the implementation. All students should be PC literate and Windows proficient before attending the training. Participants need to be familiar with: · Mouse usage . · Logging on/off · Working with directory trees, i.e. opening tree, expanding/reducing tree, etc. · Multiple window views · Opening/closing multiple windows · Sizing windows tMSofTech Line Street Tyler Texas 75702 USA '[e~ephone +1 903-535-8222 Facsimiie +l 903-535-9967 ~w,ir~lsoftech.com nvensys Upon leaving, the students will receive a self-study certification test. Each student should complete and return this assignment with it subsequent reports to 12MSofrech for evaluation within two weeks of training. Certification will then either be earned or the IMSofTech trainer will contact the student and provide additional coaching, instruction, etc. Once certification is complete, students will receive a certificate declaring them a "Certified System User". The benefits of the certification process include a practical demonstration of a students': · Basic knowledge · Specific knowledge · Hands-on skills in using the system · "Can-Do" attitude; self-sufficiency The purpose of our training and certification process is to increase your satisfaction with our product through efficient use of the system and increased productivity. We want you to get the max/mum benefits from your technology investment. Classroom training is included in the base proposal and is the recommended .option. On-site training is available if required. 112 E, Line Street Tyier Texas 75702 USA Telephone -t 903-S35-8222 Facsimiie *'I 903-$35.-9967 ~'e,',,w.i msoft ec h.c o m invensys l IiiHANQL.. Utility Information Management Systems Customer Service and Support Commitment IMSofrech is committed to providing you with the highest level of customer service and support in the industry. We support not only our products but also the people who use them. This means prompt and efficient resolutions provided by courteous and well mined support professionals that are part of one of the largest support teams in the industry. With your Service Agreement, IMSofrech commits to work diligently to ensure that all mission critical processes are error free. The following is a general list of what we view as mission critical processes. Mission Critical Processes IMSofrech recognizes that the Maintained Software must enable American Water/Buffalo to perform at a minimum certain mission critical processes in order to conduct business. The major processes that comprise a working system are deemed to be: · Ability to print bills. · Ability to complete a bill nm. · Ability to export data to file for offsite printing. · Ability to enter meter readings. · Ability to calculate charges, and post adjustments. · Ability to post payments. · Ability to close out a day/month/cycle. These mission critical processes form the basis of the priority classifications for software discrepancies. These mission critical processes form the basis of the priority classifications for sot~0vare discrepancies. IMSofl'ech !12 ~., Line Street Tyler 'Te×a$ 75702 Telephone +'t 903-535-8222 Facsimile +i 903-535-9967 www,imsoftech,com ( nvensys Priority. Classifications Incidents that are verified to be software discrepancies will be given a priority classification, de£med as follows, by the llVlSofTech Inc. Customer Support Manager: · Showstopper - defined as a discrepancy that results in the inability to complete any one or more of the mission critical processes outlined above. · Hot - defined as a discrepancy that does not prevent any mission critical function. If not corrected, it may become a showstopper, or if not corrected, the discrepancy creates significant additional hours of work for the Client and their staff. · High - defined as a discrepancy that is important to address, but one that does not or will not impact any mission critical function. The discrepancy may impact the Client's ability to most efficiently conduct business. · Medium - def'med as a discrepancy that does not impact any mission critical function and may only prove to result in a minimal impact on the Client's ability to conduct business. · Low - defined as a minor discrepancy that does not impact any mission critical function or the Client's ability to conduct business, such as misspellings, formatting adjustments, tab orders, etc. Service Levels Response Time: 95% of all initial incident calls will be responded to by a IMSofrech support technician within one (1) hour of entry of the call into the technical support queue. Resolution Time: defined as the mount of time taken from the point a discrepancy is initially identified as an incident to when a correction to the discrepancy is provided. A correction is defined as replacement distribution media, corrective code, or documentation, which rectifies the discrepancy. A correction may include, but is not limited to, workarounds, update disks or electronic transfer equivalent. IMSofrech, Inc. strives for the following with respect to resolution time by incident priority: · $howstopper - A correction to the discrepancy will be delivered within 36 hours from the time the discrepancy is confirmed as a "Showstopper". · Hot - A correction to the discrepancy will be delivered within 10 business days from the time the discrepancy is confn-med as a "Hot". High - A correction to the discrepancy delivered within 25 business days from the time the discrepancy is confirmed as a "High". · Medium - A correction to the discrepancy delivered within 45 business days from the time the discrepancy is confirmed as a "Medium". · Low - A correction to the discrepancy delivered within 90 business days from the time the discrepancy is confamed as a "Low". tMSofredl ~12 E, Line Street Tyter Texas 75702 USA Telephone +'1 903-535-8222 Facsimile +I 903-535-9967 www.imsoftech,com Rev. $51ST0500 lnvensys IMSofrech, Inc. is responsible for: · Providing telephone support for the i-I~HANCE application sot~are, including both standard and custom code. · Fixing any reported errors that are verified to be software bugs · Assisting in and providing a limited number of views for Crystal reports. (We urge you to have at least one person on staffthat is proficient in writing Crystal Reports). · Providing updates/new versions to the i-[IHANCE application software and database. · Setting up required database maintenance tasks IMSofrech, Inc. is not responsible for: · Hardware problems, hardware/operating system configurations, or problems with SQL. · Data integrity problems caused by the above · Errors found in any software other than the i-[IHANCE application · Problems caused by data manipulation performed outside of the i-I~HANrn. E application The Customer is responsible for: Hardware problems, hardware/operating system configurations, or problems with SQL. Errors found in any software other than the i-[I~ANCE application Problems caused by data manipulation performed outside of the I-llHANCE application · Establish a backup schedule · Verify that database maintenance tasks are executing successfully, in the event of failure, contact IMSofTech · Ensuring all updates are installed properly in a timely basis · Monitoring database growth, the customer will also be responsible assuring that the server has the required disk space available · Adequately trained people · Identification of a primary contact person for customer support to communicate status, verify incidents resolved · Internal procedures for business processes · Internal procedures for reporting & documenting errors/problems/questions with the application IMSofrech is committed to customer service. We believe that our customers are purchasing more than just a software program. They are purchasing a solution to their business problems. We believe in supporting our customers' needs through our products and providing the best customer service in the industry. To this end, IMSofrech will be there to support your needs both today and into the future. tMSofTech Line Street Tyter Texas 75702 USA Teiephone +I 903-535-8222 Facsimile +I 903-535-9967 www.jrnsoftech,com Re*', 5;15'7'0500 16C3 HANC utility solutions Required Format For Data Import The import process is basically a two-stage import where it first reads all of the data from the text import file and then in stage two processes it and creates entries in the actual database. It is intended for use only within a running i"nHANCE system and assumes that the required set-up of the system has taken place pdor to import. Currently there is only one file involved in the import and all records in that file are of exactly the same type record structure. This import record is a fixed length field record format. This means that every record in the file is the same length long and that each field in that record is the same for all. There are fiilervariables in between each of the major fields. For now these should be filled with a "1" (vertical bar or ascii code 124) character. There should be one record for each customer that you want created. Assumptions: All currency amounts should have the decimal included in the field. · Dates should be in MM/DD/YYYY or MM/DD/YY preferably padded with zeroes for those sections that are one character (ex." 1/1/98 "would be "01/01/98 ") · If the data you are sending is less that the field size, left justify the data and pad to the right for text type fields and right justify and pad to left with zeros for numeric type fields. Limitations of import: · Fields which are underlined are not currently used. · If you want an income center's information converted, you must place some balance information in the total balance array. If it is blank for that income center, the system will no longer consider it. If the balance for that income center is zero, place a '0.00' in that field. · Between different meter models and if they are all set to same values, the system will create all meters as the same model. 16C3 Total length of record: 7981 Description Fields marked with an asterisk are always required. *accountn,,mher as string*15 The account number should be the customer's account number and has to be unique in the system. This should not contain any separation characters (ie. If their old account number was 123-102910-22 then you would send 12310291022) *active as string*l Active has to be either A or I for Active or Inactive name as string*55 This is the complete name. Use either this or the individual fields below. If you use this field, the system will attempt to split the customer's name into pieces. If you fill in the surname, firstname, etc. then this field will be ignored and the name will be split the way that was passed in. firstname altname See ~name" above as string*35 as string*20 as string*20 mailingaddressl as string*40 This is the mailing address that you want printed on the bill to send to the customer. mailingaddress2 as string*40 This is the second line of the mailing address. city as string*20 City for the mailing address. Please try to keep these consistent between as many records as possible. state as string*15 as string*7 This is the postal code for the mailing address zipextension as string*6 If you have an extension to the normal postal code (zip+4 etc) homephonen,,mher as string*20 workphonen-mher as string*20 The phone numbers should not have the separators in them (ie. (903)535-8222 should just be 9035358222) ssnum as string*15 Government id for the customer (ex. Social security number) miscl as string*10 misc2 as string*10 misc3 as string*10 These three fields can save any 10 characters of information that you want saved to the customer record. 16C3 billcomment as string*40 Comment to be printed on the bill bank. name as string*20 The bank that the customer is to be drafted from. Note that the bank name should be exactly like the other banknames that is the same bank in other customer accounts. This is needed to group them together. checkingnumber as string*25 Bank account number if the customer is drafted. timesoverdue as string*4 Number of times the customer has been overdue this year. penalizable as string*l Set to 'Y' if the customer is penalizable (can have penalties assigned to them) or 'N' if they are not. AltSort as string*30 CustAltId as string*IS This is a field that could be used to have data regarding the id of the customer (mother's maiden name, driver's license, etc) ClassName as string*20 *** not used currently *** This will be used to determine which class the customer will be created as. servicelocation as string*40 prefix as string*5 street as string*20 building as string*6 apartment as string*5 Either servicelocation or the prefix/street/building/etc, should be filled in. This will be the service location of the customer. If you put it into the servicelocation field, the system will attempt to split it into building/prefix/etc. If it cannot split it, it will save the literal text to another service location address that does not have to be split. If servicelocation is filled in, the system will try to split it via the first word is numeric, the second word is a prefix if it is a recognized compass direction (N, S, E, W, etc) and the rest is saved as the street. parcelnum as string*20 Unique identifier f~ the location. lot as string*20 block as string*~0 Property descriptions. owneraccountnum as string*15 The account number of the customer account that actually owns this service location (if different from the customer living there) n,,mherofresidents as string*3 The number of residents that are living at the service location. This is used sometimes by the rates for charges. routecomment as string*40 16C3 Comment to be printed on the routebook worksheet. Basically just a comment about the location. Service Location Misc i as string*10 Service Location Misc 2 as string*10 Service Location Misc 3 as string*10 These are just text fields that you can send miscellaneous data to that will be associated with the service location. ~PS as string*IS Map Coordinates as string*lB Service location alt sort as string*10 The import data is set up so that there are a total of 18 income centers that are charged for metered services. This is further broken down into three groups (elements 1-6, 7-12, and 13-18) This was done to allow the import to handle systems that have more than one meter per account {electric and water for example). There is also a 3 element section added to the end for a penalty for each of the three groups (one for each). These will be elements 19, 20 and 21. Element 22 is reserved for misc charges/balances. 19-22 so not have rate code assigned to them- they are not ratecodes(18) as string*5 Array of rate codes that will be connected to the corresponding income center. These rate codes must be set up before the import is run or they will not be connected. totalbalances(22) as string*13 The balance (decimal included) for each. This field determines if this income center gets created at all. If completely blank nothing will be created for this income center_, any other value and we will create. agedbalance(22,14) as string*13 An array of charges that corresponds to the income centers above. There will be 14 periods of balances converted. Use this to age the total balance. Note that the total balance of this income center will always be what is in the totalbalance field. The agedbalance array is just used to break the total balance up into separately aged balances. If they do not equal it will take the most recent aging and use until it has allocated all of the balance. ageddates(14) as string*10 The date of transactions that relate to the agedbalance() above. Note that there is only one date for all income centers for that period. deposits(3) as string*13 depositdate(3) as string*10 The system allows each customer up to three deposits. lastinterestdate(3) as string*10 Last date that interest was applied to this deposit. metern,,-her(3) as string*10 The system allows up to three meters to be imported. They are connected to the three groups. This can also be an MID number for the device connected to this meter. If so, during the import the system will use serialnumber as the actual 16C3 meter number and create MIDs using the meternumber. Please left justify this field. serialnumber(3) as string*15 book(3) as string*4 sequence(3) as string*4 Book + sequence has to be unique in the system. This is the meter ordering factor for reading the meters. Books are a grouping factor and sequence is an order within that book. rolloverdigits(3) as string*3 The number of digits that the meter has. multiplier(3) as string*7 This is a multiplier that is automatically applied to any reading that the user enters. This is done as a convenience for the user so that they can only enter digits that change. Many meters have implied or painted-on digits that never change- the system can supply these so that the user does not have to actually type them in. expectedhigh(3) as string*15 expectedlow(3) as string*iS The next expected high/iow reading for this meter. This is a range check during the reading process that alerts the user for entries that fall outside of this range. If left blank, the system will not attempt to detect an out of range reading. readingshistory(3,14) as string*15 readingsusage(3,14) as string*15 readin~dates(3,14) as string*10 These are the reading history entries for the meters. Readingshistory is the actual reading, readingsusage is the usage for that meter for that period and readingdates is the dates that the meters were read. pumpn,,~her(3) as string*2 *** not used currently *** A pump is a number 1-99 that connects a set of meters together for the purpose of loss analysis. meterunits(3) as string*2 This is the unit of measure that this meter is in. Please use ~GA" for gallons and "CF" for cubic feet etc. The import program will ask the user how they want to map the meter models so this is not critical. £eserved as string*605 This is reserved for our use later. *crlf _ as string*2 This should always be set to ascii %13 and %10 (carriage return/line feed) 16C3 Preparation Before the import runs there are several items that must be completed in the i-nHANCE system. These are in addition to getting the system running normally. Groups The system should have a group 10, 20 or 30 that will correspond to groups 1, 2 and 3 in the data. If a group number is missing, the system will not convert the data for any of that group. Income centers The system should have an income center of 10, 20, 30, 40, 50 and 60 that will correspond to 1, 2, 3, 4, 5, and 6 in the data. If not there, the data will not be imported for that income center. Adjustment codes An adjustment code should be set up for each income center to be imported. This code will be chosen during import by the user for the system to register all beginning balances with. Deposit codes Deposit codes should be set up for each deposit type they want to import (up to three). All deposits imported will be the same for the same position... (i.e. Deposit(I) for account A will be same type as meter(l) for account B) GL COA The chart of accounts should be set up prior to import. Customer classes A default class for a customer should be set up prior to import. Billing cycles All billing cycles that the system will need for the books will need to be set up prior to import. The system will map the individual books passed in with the billing cycle that the user chooses. All customers with the same book will be in same billing cycle. If the customer does not have a book, the system will ask for a default billing cycle for them. Meter models All meter models to be created should be set up. The system will find all unique combinations of rollover, multiplier, etc. and ask the user what meter model that should be when created. Service location A warehouse service location should be set up and flagged as a warehouse for the system to briefly assign all meters to. 16C3 sys Advanced User's Seminar '00 Las Vegas September 20 - 22 Presented by - Dan Campbell Itinerary.for i-nHANCE THURSDAY MORNING 08:30 9:00 10:30 10:45 11:15 12.'00 01:00 02:45 03:00 04:00 Continental & Registration Introduction and presentations by Bob Broda, support manager, and business analyst, customer advocate Break Overview of the basic outline of the system. We will go over some tips and do a refresher course of basic operations. Why did it do that?! Review of system setup and configurations. (Rate codes, adjustments, GL setup, etc) Lunch - Provided by IMSofTech Why did it do that? ! Review of system setup and configurations. Continued. Break Forgotten features. Bank Drafts, Lock services, Balance write-offs, CASS certification End of day 1 IMSofTech 112 E. Line Street Tyler Texas 75702 USA Te[e,~hone +1 903-535-8222 Facsimile +1 903-535-9967 ¢.,w-6,,im so rte cb.co m 16C3 FRIDAY MORNING 08:30 09:00 10:30 10:45 12:00 01:00 02:45 03:00 04:00 Continental Breakfast Review the i-nHANCE reports and the reconciling of them to each other and to the Transfer to GL Break Continue reviewing the i-nHANCE reports and the reconciling of them to each other and to the Transfer to GL Lunch - Provided by IMSofTech Crystal Reports Break Question and answer End of Day 2 IMSofTecb t12 E. Line Street Tyie:' Texas 75702 Yeiephone +1 903-535-8222 Facsimiie USA +t 903-535-9967 www,imsoftech.com C:onso[id ted profit and toss account (unaudited) 16C3 Notes Six months Six months ended ended Year ended 30 September 30 September 31 March 1999 1998 1999 £m £m £m Turnover E~.isting ope rations AcQuisitions Ongoing ooerations Disposal group Total continuing operations Discontinued ooe rations 3,363 i 3,227~ : 6,550 ~ 76 i - i - 6,550 3,439 i 3,227 i i 9~9' ~"i, ~ .'023': 4,408 [ 4,2s0[ 18i ' 61q ,. [ 853 L .4~589 ....... 4:86! ............... ~'4!.4 operating 'P~ofit'befo~e exceptional items and ation 512 484i 995 Existing operations Acquisitions 515 484 995 On~!nt~.0perati?s 59 ~2 .................. i'~3 Disposal §roup Total continuing operations $74 556 1,118 '~:,~;~i~', ,;;~ ;~F;;;~i~F;~ ........... ~4 ............. 8~ ................. .. ~'~ ........... :": ': ..................................................................................... 608 641 1,243 Operat ng exceptional items ............................................. (89) (34) (181 ) .E~}~l~.u.~t ~,r! n§ .?s.ts ~ .............. (~1~) ................. (~0) Impairment Operating profit before ¢oodwill amo~isation 519 567 1,02z Goodwilt amortisation 501 560 1,00z Operating profit ....................................................................... Total operating profit .................................................................. 502 564 1,008 Corporate exceptional items. "-"'"'""'"': "":"'"'"":"'" ' "closure within cont,nu,n.g.op.eraz,ons -2 ................... ~!?! .................. !:;~;72) Profit/(Ioss) on sate of fixed assets ........ - - (46) Merger transaction expenses Profit on ordinary activities before interest and taxation ~ 516 223 478 436 119 295 Profit on ordinary activities b.e.f??.~X~!~n ~-~)~ ~)'r~' ~ ~&~it' ~ ~ ~li'~ ~"~'~:ti~;iti es 3 (132) (286).., (390) Profi~([oss) on ordina~ a~ivities a.er taxatio, Minority interests - equity 300 (171 ) (10~) Profit/(loss) for the per od ............................................. Di~,ia~ias 4 (93) (169) (374) Retained profit/(io~s) for the period :207 (340) ....... 7.:9P ........... (.4:~f).l~ .............. (2.:/)p .Ear~in§~ p.e.r Sh. are (basic and diluted) Earnings per share (continuing operations, before exceptional items and goodwilt amortisation) 5 9~Op 7.9p 16.4p ~verage exchange, rates for the·periOd 1.60 1.66 1.65 -$ to £1 ¢1 't~)£i' ..... 2.98 2.93 2.88 Yen tO £i 1'86'66 22¢'69 .... 2'1'i.16 The results for the period have been translated into stertin§ at the appropriate average exchan§e rates. 6 invensys ptc Consol idated balance sheet (unaudited) Notes 16C3 30 September 30 September 31 March 1999 1998 1999 £m £m £m Fixed assets intangible assets 6 726 448 513 Tangible assets . 3,160 3,126 3,270 31 31 35 Investments in associated undertakin§s 0t~he~ investments ' ' 26 13 19 3,943 3.618 3,83/ Current assets Debtors: amounts falling due within one year 21~5~ ....... ~2~'86~ .............. 2','2~3 Investments 19 24 18 ~ ........... ii'i ~ .................... ~,i] Cash and short-term deposits 4,801 5,926 4,73z Cred tors amounts fat ng due within one year 6~i~'ei-' C'r~d'itors (2;~i'~ ............ i~2','i~ i~) ........... (4,418) (5,056) (4,26 ~ ) Net current assets 383 870 47 ~ Total assets less current liabilities 4,326 4,488 4,301~ Long-term borrowings (1,239) (1,130) (1,019) ..... 6tl~'~ F '~ F~a'i'{~'FS' ('~'~6~ ............. ~'i'~i~i .............. (1,365) (1,258) (1,14~) Provisions for liabilities and charges (742) (689) (78lj) ~ 2,219 2,541 2,37 ~ Called up share capital Share premium account :T .......... 2S - - Capital reserve Merger reserve Profit and loss account 1,792 2,274 1,837 ' funds e ui 2,001 2331 2 13~ Shareholders - q ty ..................................................................... , ....................... 'Mi~:jf~j;"i'r~:~[S' ~'i'~'i~lin~ ri~]eq'~Ji~y 218 210 236 2,219 2,541 2,37 ,.~..~t Net assets ...... i~et"~'~t~ ~;,;it'fi'p~L;L;iS',','Sii;' ~it~i~"6f~'i,;86'd~iiiT'ad'Ci~a"6~a;, .................................. ~'S':ii~ ...... 33.8% 28.7% Period end exchange rates 0M"~0'~.~' The balance sheet has been translated into sterling at appropriate period end exchange rates. 7 Invensys pic , nvens s IYIHANQE Ut~tity Information l~l~nagem~nt Recommended Hardware/Network Specifications Workstations: · WIN 95, WIN 98 or NT v.4.0 Work Station · PH 400 Processor or above (450 Recommended) · 64 Meg RAM (minimum) · 2 Gig Hard Drive · 4 Meg Video Card · Minimum of 15" Monitor SVGA (17" Recommended) · CD ROM · At least 1 workstation needs to have a Zip Drive Customers Processor Memory Hard Drive Space Summation - Up to 5k Pentium 1II 512 10 Gig = 2 Gig Data + 2 Gig Log+ 12.4 Gig = 2Gig NT + 400 Meg SQL7+ 450 6 Gig Temp, Sensus, Backups, Maint 10 Gig Hard Drive Space jkto 15k Pentium III 512 15 Gig = 3 Gig Data + 3 Gig Log + 17.4 Gig = 2Gig NT + 400 Meg SQL7 + 450 (Dual) 9 Gig Temp, Sensus, Backups, Maint 15 Gig Hard Drive Space 15kto 55k Pentium III 512 25 Gig = 5 Gig Data + 5 Gig Log + 9 Gig 27.4 Gig = 2Gig NT + 400 Meg SQL7 + 450 (Dual 15 Gig Temp, Sensus, Backups, Maint 25 Gig Hard Drive Space Xeon) > 55k Refer to RFT RFT RFT Factory Server, NT Certified: · Additional hard drive space: · Microsoft SQL Server 7.0 = 400 Meg (cannot be any Small Business Edition) · NT Server 4.0 = 2 Gig minimum (cannot be any Small Business Edition) · Server Hardware: · 56k US Robotics Courier V. Everything · 15" SVGA · CD ROM · 2 Meg Video Card · TCP-IP Configuration Preferred · PAS Configuration to allow for remote login · MS SQL Server v. 7.0 with service pack 2 (required) (cannot be any Small Business Edition) IMSoffech 112 E. Line Street Tyler Texas 75702 USA '['e[ephone +t 903-535-8222 Facsimile +1 903-535-9967 w~*r~,}n~softec B,co~ dnvensys Network: · windows NT v.4.0 Server with service pack 4 or greater (cannot be any Small Business Edition) · 10Base T Cat 5 UTP cabling · PCI NIC Cards (10 Base T) · 10/100 Megabit per second System Back Up Recommendation: · HP/(Colorado Memory System) - Comparable w/HD space · Seagate Exec with SQL Server Option Battery Back Up: · Back Up "Smart UPS" for server w/network monitor Printers: · lip Laser, (several models), HP 4000 Series or I-IP 8000 Series Recommended · Dot Matrix - OkiData 3410 only Note: This document is intended to be a general specification, not a specific recommendation for your business application. A final specification should be completed by your local hardware/network provider. Sensus Sofrech can be contacted for any questions and should be allowed final review of the specification to insure compliance with Sensus Sofrech software products. Installation and support by a local provider with experience installing and supporting PC computer hardware, NT Networks/MS SQL Server is the preferred option. For network installation, the local provider should have a Microsof~ Certified Systems Engineer (MCSE) or an NT Product Specialist on staff. Revised 6/22/00 IMSofTech Line St~'eet Tyler Texas 75702 USA 'Fetephone -1 903~535-8222 Facsimile +7 903-535-9967 www,imsoftech.com COLLIER COUNTY GOVERNMENT 16C3 PURCHASING DEPARTMENT SUPPORT SERVICES DIVISION 3301 EAST TAMIAMI TRAIL GENERAL SERVICES BUILDING NAPLES, FLORIDA 34112 (941) 774-8425 FAX (941) 732-0844 http-~/co.collier.fl.us ADDENDUM DATE: TO: FROM: SUBJECT: August 2, 2000 Interested Bidders..'"~'~ Lyn M. Wood, C.P.M. Public Utilities Purchasing Agent Addendum # 1 - Bid #00-3113 - "Utility BElling Integrated Software" Addendum #1 covers the changes on the following pages for the above-referenced Bid: If you require additional information please call Tammy Smith, Information Technology Department at 941/403-2376 or me at 941/774-8407 or by e-mail at L_xmWood~_,collier gov.net. NOTE: Words..., ''+ .... ~..,.~' *~',, ,, ..... ....~,~', have been deleted, words underlined have been added. CC; Jo-Anne Learner, Support Services Administrator Edward Finn, Intedm Public Utilities Administrator Maggie Bowies, information Technology Tammy Smith, Information Technology RFP 00-3113 "Utility Billing Integrated Software System',_ RFP #00-3113 Utility Billing Integrated Software Addendum #1 16C3 The following are responses to questions raised in the Pre-Proposal Conference held on July 18, 2000 at 1:30 p.m. 11. THE-FUNCTIONAL SPECIFICATIONS ARE TO BE CONSIDERED A WISH LIST AND NOT ABSOLUTE REQUIREMENTS. IF FUTURE RELEASES OF UPGRADES ARE PLANNED, PLEASE SO NOTE ON THE FUNCTIONAL SPECIFICATIONS. SOL SERVER IS PREFERRED AS ALL COLLIER COUNTY EMPLOYEES ARE LICENSED. THIS DOES NOT, HOWEVER. EXCLUDE OTHER TYPES OF SERVERS SHOULD THEY BE PROPOSED HEREUNDER.. On page G3 of 3, to populate screen with billing information, customer name and address would be keyed in or when customer enters account number via telephone. On page UB1 of 27, TAZ stands for Traffic Analysis Zone which is The STRAP is a number that identifies a piece of property. On page UB17 of 27, the deposit capability is currently not used, but user would like to have available. User requires a prime vendor. Subcontractors may be used upon approval of Collier County. If subcontractors are to be used, an explanation should be provided of how the prime and subcontractors will interface with user after the system is live. Interface with Clerk's Finance is only through the General Ledger. Current system of utility billing is Network Computer Corp., currently Sandpiper Systems, which resides on a 3100 VAX system.. Budget for software is $600,000 as of October 1, 2000 You may request an electronic copy of the Functional Specifications from Tammy Smith at Tammysmith_~.colliergov.net. Goals are to have a vendor chosen by January 1, 2001 and the system live by September 30, 2001. ADDENDUM #1 12. User is considering a parallel process after going live with the vendor running the new process. 13. Visits can be scheduled to see current operations. Contact Tammy Smith at 941- 403-2376 or via email at Tammysmith_(C. colliergov.net. 14. On page UB1 of 27, there are several addresses. A courtesy bill can be sent to an owner while also billing the tenant of a property. 15. Printing bills is a part of this process and a Siemens laser printer is currently being used. 16. Although the standard contract is required, additional clauses may be negotiated and incorporated into the contract by Exhibit. 17. Although we have asked for an interface with an inventory system, we currently do not interface with an inventory system. 18. The Special Assessments program currently in use is a "home grown" system on an alpha server. This system is to be replaced. We will want to be able to bill special assessments, such as impact fees, where interest rates can change on an annual basis. 19. Utility Billing would like to have bar coding capability. 20. Demo disks should be accompanied by a letter stating that the information contained on the disk is considered a "trade secret" and that the disk should be returned upon completion of the RFP. Disks accompanied by such a letter will be sealed and will not be subject to the Sunshine Law should anyone request to review the file. RFP 00-3113 "Utility Billing Integrated Software System"_ 16C3 Q: A: Telephone Questions and Answers Received as of July 17, 2000 ADDENDUM #1 Does Collier County intend to purchase new handheld devices or automated cash drawers? The County currently has handheld meter reading devices and cash drawers. This RFP-applies to the application itself. As a separate attachment, Proposers may include information on these devices. Q: What platforms are you currently using in Collier County? Q: What type of file servers do you use? Q: Should our company bid if they are using an IBM system? A: Q: Taking the information directly from the RFP, the County currently uses Windows NT 4.0 server and will be migrating in the near future to Windows 2000 server. The preferred database is Microsoft SQL 7.0, which must reside on a Windows NT 4.0 or 2000 server. SQL server 7.0 is preferred only, because all users are currently licensed and the County would not have to purchase additional licenses. Other database systems will be considered as long as they are "True Relational Databases." Will other database solutions be considered since the RFP states that SQL Server 7.0 is preferred? A: Collier County has researched vendors of utility billing integrated systems and realizes that SQL Server 7.0 is only one of the available database options. We prefer SQL 7.0 because we currently have several other applications that use it and all users in the County are licensed. Other database options will be considered and graded fairly using the criteria provided in the RFP. Q: You indicated Collier County would like a Work Order System. Can you descdbe a typical work order? A: There is no typical work order. One work order can be to repair a main break, the next to install a meter, t. he next a no water complaint and the next to test a backflow. Distribution writes a work order for every job. 'All employees must account for eight (8) hours per day on a work. order. Therefore, each employee usually has one work order that accounts for vehicle maintenance and stocking of their trucks, along with the other work orders for jobs they complete. RMP 00-3113 "Utility Billing Integrated Software System" Q: You also mentioned that you would like an inventory system. alone at the beginning until Collier gets a new financial system? 16C3 ADDENDUM #1 Will this run stand A.' No, this inventory system is meant to replace the Mainsaver Inventory program we are currently utilizing. As the Department of Revenue generates approximately 30% of the work orders, we are currently duplicating all of the data entry for these work orders. Distribution desires to have an inventory system that would capture the parts utilized for each job and then generate basic inventory reports. On a daily basis, we need to know parts on hand, parts on order and number of each part used year to date. The only tie-in to the Clerk's system occurs at the end of the year when we provide a report to them of overall usage by part for the year and number of each parts on hand as of October 1. Q: Page UB 23 of 27 under General Ledger states: General Ledger accounting must be capable of operating on a cash, accrual, or modified accrual basis. Individual funds may operate on a different basis as chosen by the user. Is this a must? Our system operates on accrual basis only. Can you offer a clarification on whether you are Iookin0 for a system to do all three or at least one. A." This is another wish list on the County's part. This is NOT a must. It does not need to have all three capabilities included in the package. However, the package must operate on an accrual basis. Under the current structure, data is only transmitted to accrual funds. Therefore, we are requesting a GL system that accommodates accrual. RFP 00-3113 "Utility Billing Integrated Software System"_ 16C3 COLLIER COUNTY GOVERNMENT CURRENT DATA STATISTICS ADDENDUM #1 The following processing statistics are representative of the County's current data volumes. Volumes are grouped by application area. UTILITY BILLING Average number of certificates of occupancy issued per month Total number of active billing accounts Estimated number of active billing accounts in 3 years Number of billing cycles per month Data Volume 274 42,000 50,000 35+ Finals ~'"'~'~""~ -- 10 '"'"' Average number of services billed per account Average number of shut-off notices per month Average number of final reads per month Number of months of billing and payment history retained on-line Number of financed impact fees tracked monthly Number of Bank Drafts processed monthly O"7~ 4 600 650 3 yrs. 1,500 5,200 ACCOUNTS RECEIVABLE/MISCELLANEOUS BILLING Number of customer accounts tracked Average number of miscellaneous' invoices issued each month Average number of line items per miscellaneous invoice Average number of open invoices at month end Data Volume 100 500 5-7 240 RFP 00-3113 "Utility Billing Integrated Software System" WORK ORDER TRACKING Average number of work orders per month Average number of open work orders at month end Number of work order types Number of workers schedule on work orders Number of months of history retained on-line 16C3 ADDENDUM #1 Data Volume 5O0 150 5-10 ~2 4__~0 12 RFP 00-3113 "Deparmn en t at'Utitit,,' B illi n g S¢~w ices Integrated Software System" 16C3 (RDBS). The preferred RDBS is Microsoft SQL Server 7.0 or the most current production release at the time of implementation, which will reside on Microsoft NT 4.0 Server or a Windows 2000 Server. (Note: The county currently has Microsoft SQL Server 7. 0 licenses for all users of Business Applications.) Ail proposals must clearly specify the minimum Workstation and File Server requirements necessary to support the application software and databases. These specifications must clearly define the.minimum response times, which will be used by the vendor and the County as performance testing benchmarks prior to final acceptance. A growth factor of three years and 30% should be included in the File Server requirements. IMPORTANT NOTES: Should your company have an NT or SQL Server product scheduled for release, please bid the NT product and indicate its scheduled release date. Should your company currently be migrating or scheduled to migrate to Windows 2000 in the near future, please bid Windows NT Workstation 4.0 operating system and indicate your Windows 2000 Professional scheduled release date. Windows 95/98 will not be considered sufficient for this Utility Billing System, as it does not conform to our current standards; No consideration will be given to proposals that recommend an altemative to the County's universal network or client-server workstation configuration. While database software other than Microsoft SQL 7.0 Server will be considered, the integrated solution highly recommended in this RFP will require that all application database solutions must interface with the County's current MS SQL Server application databases. An advantage will be given to proposals that recommend MS SQL Server 7.0 application database solutions. All sOftware application solutions must be able to co-exist with other applications operating in the County's Microsoft client/server environment. Some sites in the County may be too remote to be linked with full-time network connections and will require radio or telephone communication solutions. Performance testing will be required at these sites prior to final selection. FAILURE TO FURNISH A DETAILED TECHNICAL DESIGN CONFIRMING COMPATIBILITY WITH THE COUNTY'S FUNCTIONAL AND TECHNICAL REQUIREMENTS MAY BE ASSUMED, AT THE COUNTY'S SOLE OPTION, AS NON-COMPLIANT AND MAKE A PROPOSAL SUBJECT TO REJECTION. COLLIER COUNTY GOVERNMENT SOFTWARE~FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features upon the operator's response to archiving parameters, i.e., length of time, active/inactive, etc. An audit trail relSort must be printed for all records written to the archive files and deleted from the active data files/tables. Ability to archive data to either disk or tape. Ability to access archived data to generate reports or screen displays of archived data. If an operator requests data to be printed or displayed and the data has been archived, the system must notify the operator that the data has been archived and the date and volume of the disk/tape on which the data has been archived. Ability to provide file access security. Specified users may add, change, delete, inquire or update files or any combination of the file functions. : ~bility to print a security log detailing all activities performed on the system along with all invalid security access attempts. The secudty log must track all activities by user and by workstation. Ability to restdct program access by user and/or input device. Ability to customize user menus based upon the secudty authorization of the user. Customized menus will list only those programs or functions to which the user has secudty access. Ability to print Satisfaction of Liens from Master files. Ability to view statements via the Internet, protecting the data integrity of the system· Ability to inquire and update records simultaneously without locking up the system. (If another user is currently editing a record there should be a message to notify the last user trying to update that file.) Ability to maintain a general ledger in the Utility Billing Application which will transfer totals to the Moore '~ovemment System financial package. This system 16C3 APPROACH Additional Package Modification Custom YIN Y/N Y/N Cost $__ '-- G 2 of 3 COLLIER COUNTY GOVERNMENT SOFTWAREFEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features, will be a windows-based system in l;he next two to three years. (See section under Utility Billing Specifications for General Ledger) Call Center operability where customers calling in have their billing information automatically populated on the screen would be preferred. 16C3 APPROACH Additional Package Modification Custom YIN YIN Y/N Cost $__ G3of3 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features_ charge for multi-family accounts must be defined as a fiat monthly amount for the first dwelling unit and an additional fiat monthly amount for each additional dwelling unit. _ Ability to define water usage rates on a per thousand gallon or an inverted rate structure as follows: - Accounts have a block usage threshold defined by meter size. Usage up to the block threshold is charged a per thousand gallon usage rate and all usage in excess of the block threshold is charged a different usage rate. - Potable irrigation accounts are charged a per thousand gallon usage rate for all usage and a fiat charge based on the size of the meter. Effluent irrigation accounts are charged a per thousand gallon usage rate for all usage and a flat charge based on the size of-the meter. Ability to define effluent irrigation contracts for individual accounts. The contract must include the date of the contract, length of contract, per thousand- gallon usage rate and an optional minimum gallon usage amount. Ability to charge an account an effluent irrigation charge based on the account's effluent irrigation contract:Land to flag the end of the contract. Ability to generate a report of all effluent irrigation contracts that are at the end of their contracts. Ability to notify the operator on the screen that an accounfs effluent irrigation contract is at the end of the contract. Ability to define the sewer availability charge for single family residential and commercial accounts as a fiat dollar amount per month based on the size of the meter. M~lti-family accounts must be defined as a fiat monthly amount for the first dwelling unit and an additional flat monthly amount for each additional dwelling unit. APPROACH Additional Package Modification YiN YIN Custom YIN $ __ Cost UB 5 of 27 COLLIER COUNTY GOVERNMENT SOFTWARE FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING EUr~ctions and Features Ability to add a penalty X days after billing. The penalty period must be user defined to change the number of days... Ability to bill groups of accounts or billing cycles on different frequencies (e.g., residential-every month; -- commercial-quarterlY; one selected cycle on a different interval than other cycles, etc.) Ability to generate one utility bill covedng water and sewer charges, water and sewer availability, financed impact fees, effluent irrigation, potable irrigation, City of Naples water sumharge, special assessments and -- other miscellaneous charges and to itemize the charges separately. _ Ability to bill water district deposits, sewer district ~eposits, meter tapping charges and service charges ~ .) an account. -- Ability to post payments to the water district deposits, sewer district deposits, meter tapping charges and service charges and maintain a detailed history of the billings and payments of the deposits and charges. Ability to estimate water bills based upon the last 34_ actual water readings for a customer. Ability to flag and generate a report of customers that have received 2 consecutive estimated water bills. -- Ability to manually override system-calculated estimates and readings. -- Ability to flag accounts as receiving actual bills, , average bills or budget bills. _ Ability to perfc~rm average billing for selected groups of accounts or cycles. The system will automatically generate bills for accounts using the average consumption and average billing amounts for the -- previous year (for use in rate analysis and management studies). _ 3ility to generate budget bills for accounts. The ~)udget bill would be an estimated bill for the account APPROACH Additional Pack;;cje Modification YiN YiN Custom YIN Cost UB 10 of 27 COLLIER COUNTY GOVERNMENT SOFTWAREFEATU RES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features. --Ability t(2 create a demand bill Ability_ to qenerate coDies of previous bills APPROACH Additional Package Modification YIN YIN Custom Cost YIN $ UB 14a of. 27 16C3 COLLIER COUNTY GOVERNMENT PURCHASING DEPARTMENT 3301 EAST TAMIAMI TRAIL SUPPORT SERVICES DIVISION GENERAL SERVICES BUII,DING NAPLES, FLORIDA 34112 (941) 774-8425 FAX (941) 732-0844 http-~/co.collier.fl.us ADDENDUM DATE: TO: FROM: SUBJECT: August 8, 2000 Interested Bidders Lyn M. Wood, C.P.M. ~,~t? Public Utilities Purchasing Agent Addendum # 2- Bid #00-3113 -"Utility Billing Integrated Software" Addendum #2 covers the following change for the above-referenced Bid: Change: The header on the Functional Specifications. Under "Approach", the word "Additional" should be over the word "Cost". The word "Base" should be inserted over "Package". A copy of page G 1 of 3 is attached hereto as a sample. You may request an updated electronic.copy of the Functional Specifications from Tammy Smith at TarnmySmithd'C_.colliergov.net. You may request an updated hard copy of the-Functional Specifications by fax to 941-732-0844. NOTE: Words have been deleted, words ~ have been added. cc: Tammy Smith, Information Technology COLLIER COUNTY GOVERNMENT SOFTWARE~FEATURES CHECKLIST APPLICATION NAME: UTILITY BILLING Functions and Features upon the operator's response to archiving parameters, i.e., length of time, active/inactive, etc. An audit trail report must be pdnted for all records wdtten to the archive files and deleted from the active data files/tables. Ability to amhive data to either disk or tape. Ability to access archived data to generate reports or screen displays of archived data. If an operator requests data to be printed, or displayed and the data has been archived, the system must notify the operator that the data has been archived and the date and volume of the disk/tape on which the data has been archived. Ability to provide file access security. Specified users may add, change, delete, inquire or update files or any combination of the file functions. Ability to pdnt a security log detailing all activities performed on the system along with all invalid secudty access attempts. The security log must track all activities by user and by workstation. Ability to restrict program access by user and/or input device. Ability to customize user menus based upon the secudty authorization of the user. Customized menus will list only those programs or functions to which the user has secudty access. Ability to pdnt Satisfaction of Liens from Master files. Ability to view statements via the Intemet, protecting the data integrity of the system. Ability to inquire and update records simultaneously without locking up the system. (If another user is currently editing a record there should be a message to notify the last user trying to update that file.) Ability to maintain a general ledger in the Utility Billing Application which will transfer totals to the Base Package YIN 16C3 APPROACH. Additional Modification CuStom Cost YIN YIN $ .~ G2of3 'COLLIER COUNTY GOVERNMENT 16C3 PURCHASING DEPARTMENT SUPPORT SERVICES DIVISION 3301 EAST TAMIAMI TRAIL GENERAL SERVICES BUILDING NAPLES, FLORIDA 34112 (941) 774-8425 FAX (941) 732-0844 http'~/co.collier.fl, us ADDENDUM DATE: TO: FROM: SUBJECT: August 18, 2000 Interested Bidders Lyn M. Wood, C.P.M. Public Utilities Purchasing Agent Addendum # 3- Bid #00-3113 - "Utility Billing Integrated Software" Addendum ~ covers the following for the above-referenced Bid: See questions from prospective proposers and answers attached. If you require additional information please call Tammy Smith, Information Technology Department at 941-403-2376 or me at 941/774-8407 or by e-mail at LynWood~collier_aov.net. cc: Tammy Smith, Information Technology 16C3 Addendum #3 Questions and Answers for RFP 00-3113 Please explain what TAZ Zone is... this is explained in the RFP addendum, which you should have received but it refers to Traffic Analysis Zone. There are 100 in Collier County, areas where we look at cumulative traffic volumes, we look at what is happening in these sections and track on them from year to year. The Utility Billing Application needs a field available, this would be used primarily for growth management studies and rate analysis studies. This is also a field that we will need to be able to link to the application that houses our permitting data. Please explain what STRAP number is... Section Township Range And Parcel. In Collier County this is used to identify the piece of property. Please explain what is meant by "Ability to inquire on cash validation numbers to verify the account the payment was posted to"? Is this receipt number? No, the validation number is not the receipt number. These are 2 separate items. The validation number is the number that is generated when the check for a payment is validated. On the back of the check our validator assigns a number. This number can be used to inquire on an account. The receipt number can also be used to inquire on an account. Please explain how a fire meter gets billed... A fire meter is billed when thers is consumption. It is billed once or twice during the year when the system is tested (per legal requirements), when there is a fire, and whenever it shows consumption. It bills for consumption only for fire and for testing. If consumption occurs other than that noted above, it bills for the base size of the meter plus conSumption. 16C3 COLLIER COUNTY GOVERNMENT PURCHASING DEPARTMENT SUPPORT SERVICES DMSION 3301 EAST TAMIAMI TRAIL GENERAL SERVICES BUILDING NAPLES, FLORIDA 34112 (941) 774-8425 FAX (941) 732-0844 httpd/co.coHier, fl.us DATE: TO: FROM: SUBJECT: ADDENDUM August 29, 2000 Interested Bidders '\ Lyn M. Wood, C.P.M. Public Utilities Purchasing Agent Addendum # 4- RFP #00-3113 - "Utility Billing Integrated Software" Addendum #4 covers the following change' for the above-referenced Bid: See questions from prospective proposers and answers attached. If you require additional information please call Tammy Smith, Information Technology Department at 9411403-2376 or me at 941/774-8407 or by e-mail at LynWood@collierg0v.net. cc: Tammy Smith, Information Technology 16C3 Addendum #4 Questions and Answers for RFP 00-3113 Please explain what TAZ Zone is... this is explained in the RFP addendum, which you should have received but it refers to Traffic Analysis Zone. There are 100 in Collier County, areas where we look at cumulative traffic volumes, we look at what is happening in these sections and track on them from year to year. The Utility Billing Application needs a field available, this would be used primarily for growth management studies and rate analysis studies. This is also a field that we will need to be able to link to the application that houses our permitting data. 2. Please explain what STRAP number is... Section Township Range and ~. Parcel. In Collier County this is used to identify the piece of property. Please explain what is meant by "Ability to inquire on cash validation numbers to verify the account the payment was posted to"? Is this receipt number? No, the validation number is not the receipt number. These are 2 separate items. The validation number is the number that is generated when the check for a payment is validated. On the back of the check our validator assigns a number. This number can be used to inquire on an account. The receipt number can also be used to inquire on an account. Please explain how a fire meter gets billed... A fire meter is billed when there is consumption. It is billed once or twice during the year when the system is tested (per legal requirements), when there is a fire, and whenever it shows consumption. It bills for consumption only for fire and for testing. If consumption occurs other than that noted above, it bills for the base size of the meter plus consumption. SCHEDULE J List of Subcontractors 16C3 Technology Consultants, Inc. Beaverton, Oregon 503-469-0744 Page 4 9 16C3 SCHEDULE K Data Migration Workbook for I1 HANCE Utility Solutions a product of IMSofTech, Inc. Prepared for: Marlene Benoit April 27, 2001 Technology Consultants, Inc. Beaverton, Oregon 97005 503.469.0744 Page 50 16C3 Data Migration Workbook Copyright © 2001 by Technology Consultants, Inc. Beaverton Oregon. Ail rights reserved. No part of this book may be reproduced or transmitted in any form, by any means (electronic, photocopying, recording, or otherwise) without prior written permission of Technology Consultants, Inc. with the specific exception of facilitating record keeping by the authorized user. Ail brand names and product names used in this book are trade names, service marks, trademarks, or registered trademarks of their respective owners. Table of Contents Introduction to the Data Migration Process ................................................................................................... 53 1. Establishing Project Dates ................................................................................................................. 53 a. Client Tasks-Data Mapping phase delivery .................................................................................... 53 b. Technology Consultants tasks-Data Mapping conversion ..............................................................53 c. Client Tasks-Review of Mapped Data ............................................................................................ 55 d. Technology Consultants tasks-Final Conversion ............................................................................ 55 e. Client Tasks-Go Live ...................................................................................................................... 55 2. Workbook Overview ......................................................................................................................... 55 3. How to use this workbook ................................................................................................................. 57 4. Definition of some terms ................................................................................................................... 57 Survey Phase ................................................................................................................................................. 58 1. Survey Checklist ................................................. ~ .............................................................................. 58 2. Utility Billing Survey ........................................................................................................................ 58 3. Data Extraction .................................................................................................................................. 58 a. Documentation ................................................................................................................................ 58 b. When to Pull Data: .......................................................................................................................... 58 c. Pulling the Data: ............................................................................................................................ 58 d. Timing the Data Extraction ............................................................................................................. 58 4. Data Dictionary: ................................................ , ............................................................................... 58 5. Producing Balancing Reports: ........................................................................................................... 59 Balancing Reports ......................................................................................................................................... 59 6. Creating Balancing Procedures ......................................................................................................... 59 a. Individual account balancing ........... ............................................................................................... 60 b. System Balancing ............................................................................................................................ 60 7. Survey Phase Conclusion .................................................................................................................. 61 a. Shipping Survey Phase Documentation .......................................................................................... 61 b. Establishing Implementation Dates ................................................................................................. 61 Field Mapping Phase ..................................................................................................................................... 62 1. Field Mapping Checklist ................................................................................................................... 62 2. Data Translation Tables ..................................................................................................................... 62 3. Field Mapping Document .................................................................................................................. 62 4. Special Account Characteristics ........................................................................................................ 63 5. Ship field map ................................................................................................................................... 63 6. First phase data conversion ............................................................................................................... 64 7. Data Translation Tables ..................................................................................................................... 64 8. Data Mapping Review ....................................................................................................................... 64 a. Balancing ........................................................................................................................................ 64 b. Quality Assurance Review .............................................................................................................. 64 c. Issues List ........................................................................................................................................ 64 d. final conversion plan time line ........................................................................................................ 65 9. Review Completion Deadline ............................................................................................................ 65 Final Conversion Phase ................................................................................................................................. 66 1. Retiring system shut-down ................................................................................................................ 66 2. Final Data Extraction ......................................................................................................................... 66 Page 51 '.?.; 200(; ~>V '".-?.c]~,z'~.<;,]©~:;, C~'F~i,~]t;a~V.',~3, ~'~c. 16C3 3. Final Conversion ............................................................................................................................... 66 4. Conversion Validation ....................................................................................................................... 66 a. Balancing ........................................................................................................................................ 66 b. Quality Assurance Review .............................................................................................................. 66 c. Issues List ........................................................................................................................................ 67 5. Go-Live Decision .............................................................................................................................. 67 6. Post conversion adjusmaents .............................................................................................................. 67 7. Begin Live Operation ........................................................................................................................ 67 Appendix A - Survey Phase Checklist .......................................................................................................... 68 Appendix B-Utility Billing Survey ............................................................................................................... 69 1. Organization Information .................................................................................................................. 69 2. Computer System Information .......................................................................................................... 69 3. Utility Billing Information ................................................................................................................ 69 4. Sewer (If Applicable) ........................................................................................................................ 70 5. Water (If Applicable) ........................................................................................................................ 70 6. Tax (If Applicable) ............................................................................................................................ 71 7. Meters (If Applicable) ....................................................................................................................... 71 8. Technical Information ....................................................................................................................... 72 Appendix C-Conversion Balancing Form ..................................................................................................... 73 1. Individual Account Balancing ........................................................................................................... 73 2. System Balancing .............................................................................................................................. 74 Appendix D - Field Mapping Phase Checklist ............................................................................................. 76 Appendix E - Field Map ............................................................................................................................... 77 Appendix F - Special account categories ...................................................................................................... 89 Appendix G - Data Mapping Quality Assurance Review ............................................................................. 90 Appendix J - Final Conversion Time Line and checklist ............................................................................. 92 Appendix K - Final Conversion Quality Assurance Review ........................................................................ 93 Pa~e 52 C~.~;~w.~.r~'~';~'~ ~%~r:i~';q),:.,k V~::~,':::~c~ 2 .~? 5> 2(~':.'~0 by ~?.'?ch~'~cii<>!i~i7' "i<.>n~.-r--~]Zit&nt~, i~'r~c~ 16C3 Introduction to the Data Migration Process The decision to purchase a new system represents a sizeable project to transfer the information from the retiring system to in-HANCE Utility Solutions. This workbook is designed to help accomplish this task. The phrase "the devil is in the details" is certainly applicable to any conversion effort. The quality of the result will be directly correlated to the attention paid to the details along the way. To successfully complete this workbook you need to either have personal knowledge of the information stored in your current system and how it is used by your organization or ready access to someone who does. You do not need to be a computer "guru" and you do not need to have extensive knowledge of how in-HANCE will work. However, you d__qo need to know most of the details regarding the information you currently have stored in your computer about your clients. It is also essential to commit adequate time to the completion of the tasks. Establishing Project Dates The work you and Technology Consultants perform is highly interdependent during this data migration process. Setting a conversion date is always a high priority but must be done taking this interdependence into consideration. The following outlines the deliverables for each party that establishes when and how dates are set. All of the deliverables and tasks are explained in detail as you work through this workbook. Client Tasks-Data Mapping phase delivery Before Technology Consultants can begin work on the conversion or set a date for the delivery of the first pass of the data conversion the client must complete the following tasks. You need to establish the date these items will be completed. · Sign the conversion work order · Complete the Utility Billing Survey · Create a Conversion Balancing Procedure · Extract source system data · Balance the Extracted Data · Provide a Data Dictionary Provide a rate code translation table in conjunction with IMS · Provide other Data Translation Tables · Produce a field map · Install all necessary hardware and software · Complete the special account characteristics table · Ship mapping items to Technology Consultants Deliver Mapping Information to Technology Consultants / / Technology Consultants tasks-Data Mapping conversion When the above information is received a conversion specialist is assigned to the conversion and a completion date for the Data Mapping phase established. This date will be up to 4 weeks after receipt of the initial information. Page 53 :~.> 2000 ?.,~/ Tec]'..nc.':,]:.;:i~/ C'or~u].t.'.&r~,~, '~.'nc. 16C3 Deliver Mapped Data base to Client / / 16C3 Client Tasks-Review of Mapped Data After you have received the mapped data you will need to complete the following tasks. The delivery date of your final data, (the date on which you will go live with the new software) will be determined by the date you complete these tasks. Balance Conversion · Complete Client Review Checklist · Respond to Issues list · Sign off on Data Mapping Phase · Set Final conversion data extraction date · Extract Final conversion data · Balance Final conversion data · Ship Trial Conversion items to Technology Consultants Deliver Trial Conversion Information to Technology Consultants / / Technology Consultants tasks-Final Conversion When the above information has been correctly received your conversion specialist will run the final conversion. This usually takes 1-2 days. Deliver Final Conversion to Client / / Client Tasks-Go Live After you receive the final conversion you will need to complete the ~llowing tasks before going live with your new system. These tasks usually take a few hours. · Balance the final conversion · Complete the final conversion Client review checklist · Review the final conversion issues list · Make a go live decision · Complete post conversion adjustments · Begin live operation Go Live Date / / Workbook Overview The workbook is made up of 3 major sections. They will take you step-by-step through a process that will result in the successful transfer of the data from your retiring system to in-HANCE. Specialists at Technology Consultants familiar with the process of transforming computer data will do most of the work. However, you will need to provide critical pieces of information that will assure their work is accurate. If at any time in the process you are not clear what you should do or if you feel there is some problem that is not being addressed, please contact your account manager at Technology Consultants immediately. The migration includes 3 phases, which are: 1. Survey Phase-In this phase you will provide: · Information about your organization · Information about your retiring computer system Page 55 611:2000 by ?echnelogy {'london]tan%s, 'T.'nc. 16C3 · Samples of reports from your retiring system · A balancing procedure to validate future phases of the migration · Data from the retiring system · A Data Dictionary for the retiring system 2. Field Mapping Phase-In this phase you will provide: · A detailed map of the data in your existing system · A thorough review of the first conversion results · Validation of the balancing procedure · Descriptions of any conversion errors · A final implementation time line · Sign off on the completion of the data mapping phase 3. Final Conversion Phase-In this phase you will: · Perform tasks on the final implementation time line · Balance the final conversion · Validate the final conversion results · Complete any post conversion data entry requirements · Begin using the new system · Signoff on the completed conversion Page 56 J~? 200~~, b:/ '?ech~]c;i~y cc;~:y-~ "c~f'~.,~; 'Thc. 16C3 How to use this workbook This workbook is intended to be a working document for the migration process. All of the necessary forms, checklists, etc. are included. You should be able to start working through the items in the survey phase section and follow this workbook step by step through the entire process. You will complete and forward several forms to us throughout this process. Please keep copies of the pages you send to us for your records. Throughout the workbook you will find "Completed" blocks like the one at the end of this paragraph. These are provided to clarify action items and assist you in making sure nothing is missed. Please check them off as you make progress through the workbook. ['-]Completed Definition of some terms There may be some terminology used in this workbook and through the documentation that is unfamiliar. The following definitions are provided to ensure clarity. Checklists-Throughout out the process there will be lists of items to help you make sure nothing has been left out. Each item needs to be initialed and dated as it is completed. Data Dictionary- A description of the data fields in each of the tables in the data base. The data dictionary includes the name, data type (number, alpha, date, etc.) and field length of each field. Data Pull-The removal of a copy of the current data from your current computer. Mapping-This term is used to describe the process of identifying where the information required by your new system can be found in the old system. Printed Report-This is usually a financial report, such as an Aged Accounts Receivable Report, used to verify account balances during data migration. Retiring system- The software program you are currently using. It is being replaced by your newly purchased system - in-HANCE. Survey-A form used to submit information of how you use your Retiring System in your operation. Please turn to the next page and lets get started!! Page 57 16C3 Survey Phase The survey phase provides Technology Consultants with the initial information to begin your data migration project. 1. Survey Checklist As you complete each step in the survey phase, you will record that it is complete by using Appendix A-Survey Phase Checklist. The checklist is found on page 68. Utility Billing Survey Complete Appendix B - Utility Billing 69. Survey found on page [] Completed Data Extraction Extract the data to be used in the data mapping phase of the project using the following procedure. It is extremely important that this procedure is followed. Doing so will avoid many errors in the field mapping phase of the migration process. Data Extraction Procedure: Documentation It is critical to carefully document the procedures you use to pull the data from your current system. You will be required to exactly duplicate this process during the Final Conversion Phase of the migration project. If the data is not extracted in exactly the same manner on each phase of the migration it can adversely affect the outcome of the final conversion product. When to Pull Data: Establish a time of day to pull the data when no users will be on the current system. The information from your data must match the reports you will print. Therefore, no additional entries or calculations can be made on the system until you have completed the data extraction and report generation. Pulling the Data: Extract the data files from your old system. If you have pcANYWHERE, call and schedule your data pull with your account manager. We can then coordinate the data pull with your report generation. If you do not have pcANYWHERE please call your account manager to discuss obtaining pcANYWHERE or some other methods of extracting data from your current system. Timing the Data It is [] Completed Extraction important to note how much time is required for you to complete the data extraction process, including printing reports and balancing. This time will be needed to establish the final conversion time line. Note the time on Appendix J. Data Dictionary: This helps us identify each field in the retiring system. You can find this information in one of two ways. First check your current software's user guide. Second your in-house technical staff may be familiar with the current Page 58 CO~y, re~'S~:;n Wor~ibook V~:'~s~'~:~ 1,0 ~i: 2000 by Tec]Ino].og/ Con~R~]tants, Y~tc, 16C3 [] Completed Completed system or the technical consultant who sold you the software can usually help you. If none of these options work, our programming team may be able to guide you through the process. The Data Dictionary should include the following information. Data Dictionary Field names Field sizes Data Types i.e. Alpha, Numeric, text, currency etc... Validation Rules Defaults field values Field descriptions-Written descriptions of how fields are used and what information they contain. Producing Balancing RepoNs: It is essential that balancing reports be printed at the same time the data is extracted. If this does not occur, it will be necessary to repeat the entire data extraction process. It is not possible to balance the data migration process if any transactions occur between the printing of reports and the extracting of data. Using the reports feature of your current software either print, save to disk or print to a text file each of the follow reports or their equivalents. It is preferable to have the reports printed to file. They will aide significantly in the reconciliation stage of the conversion, if it turns out to be difficult to balance your data. Balancing Reports Aged Receivables Open Balance Deadbeat List Deposit Register Usage History Customer Receipt History To It is Creating Balancing Procedures assure accuracy in the migration process, it is essential to reconcile the conversion at each stage. Appendix C is a sample document that you can use for balancing and reconciliation. In all likelihood you may want to create your own balancing form and procedures to coincide with any current balancing procedures you already have. However, this sample should be a good starting point. necessary to balance the conversion at both the account level and at the system level. It is also necessary to balance each service and charge type that you track. If history is being converted, this balancing also needs to include reconciling the aging. If you choose to create your own balancing/reconciliation form, please label your document "Appendix C- Page 5 9 ~.> 2000 16C3 System Balancing" as there are numerous references to this form throughout this workbook. The purpose of establishing balancing/reconciliation procedures is for you to decide on how you want to handle isolating sources of differences in balances between your retiring system and in-HANCE. When Technology Consultants runs the first phase of the conversion, you will be asked to review the data as it appears in in-HANCE to verify that accounts balance properly. If accounts do not balance properly, you will need to use your reconciliation procedures to isolate the reason(s) why. For example, if your retiring system produces a grand total of $10,000 outstanding and in-HANCE initially returns $10,500, what will you do to isolate the difference? To help you in creating your balancing procedure, here are a couple of ideas: · Verify balances by service; which service is out of line? · Verify balances by aging period; what period is out of line? · Verify balances by route; what route is out of line? · Once you have reduced the area of error to a minimum, go though accounts one by one to find the difference. At each phase of the migration you will be required to sign off the balancing as evidence that the migration process has worked properly. Be sure to include any items in the balancing process that you feel are necessary to allow you to provide this signoff. You will need to complete this balancing form and send it to us TWICE during the migration: 1. With the initial data extraction in the survey phase 2. With the final conversion extraction Individual account balancing Appendix C needs to provide for balances by service and by aging for a minimum of 2 accounts. In all likelihood, you will want to track at least 12 accounts to get a good sample to work from (if you choose to use Appendix C as your procedure, feel free to make photocopies of the Appendix to track as many accounts as you'd like). At each phase of the migration you will need to provide the balances as they exist at the time of the data extraction on the retiring system. When you send Appendix C with the Survey Phase, you should complet the "Retiring system" columns. When Technology Consultants complete each phase to in-HANCE, you will review the account you are tracking and fill out the "in-HANCE" and "Difference" columns when the conversion is returned to you. System Balancing In addition to balancing several accounts, the balancing needs to also balance the entire system. The aged balances for every service and charge type tracked by the retiring system should be included on the balancing form. In the same fashion as the individual account balancing you should complete the "Retiring system" columns. When Technology Consultants completes each phase to in-HANCE, you will review the accounts you are tracking and fill out the "in-HANCE" and "Difference" columns when the conversion is returned to you. Pa~e 60 16C3 [] Completed Survey Phase Conclusion Shipping Survey Phase Documentation Forward the completed checklist, reports, and data to: Technology Consultants 3720 SW 141st Ave. Suite Beaverton, Oregon 97005 210 [] Completed Establishing Implementation Dates After Technology Consultants has received the Survey Phase information, it will be reviewed for completeness. If everything is included your project will be assigned to a conversion specialist to do the technical aspects of the conversion. You will be contacted by your account manager to schedule a turnover of your project to the conversion specialist. During this turnover the dates for the remaining phases of your migration will be set. [] Completed You should proceed to the Field Mapping Phase of the project and begin gathering the necessary information. If you have questions before you are contacted by your account manager, feel free to call for assistance. Page 61 16C3 Field Mapping Phase This phase of your work will ensure that we properly transform the data in the retiring system into its correct form and location in in-HANCE. Work with your technical department to produce a summary of your existing fields. If you are unsure of the layout of your existing field data our programming department can assist you. 2. Field Mapping Checklist Complete the Field Mapping Phase Checklist found in Appendix D on page 73 as you complete the items in this phase of the project. [] Completed [] Completed Data Translation Tables Many of the fields in your retiring system will need to be translated into a new format to be useable in in-HANCE. An example of this might be billing cycle codes. It is not likely that the codes used by the retiring system will be compatible with the code in in-HANCE. This translation process begins by producing lists of the various codes used in the retiring system. Most systems will print the lists showing all of the codes you currently use in your system. Print each of the following list of codes that apply to your system and set them aside to be mailed to Technology Consultants when you finish Appendix E & F. If other codes are discovered by Technology Consultants during the field mapping that require translation, you will also be asked to provide lists of those codes. :a Translation Tables Billing cycle codes Billing class codes Billing periods Water service IDs Water rate codes Water meter size codes Sewer service IDs Sewer rate codes Sewer size codes Electric service IDs Electric rate codes Electric size codes Garbage service IDs Garbage rate codes Garbage container size codes Additional service IDs Additional rate codes Additional size codes Field Mapping Document Completing the field mapping document (Appendix E) will likely be the most tedious task you will do during the Page 62 conversion. consuming. particular quality of 16C3 It will probably also be the most time However, the attention to detail given to task will have a significant impact on the the migration process. this [] Completed [] Completed The field map is divided into sections for: · General information · Customer · Service Location · Water · Sewer · Electric · Garbage · Additional Services Each section contains the information required to set up the associated information in in-HANCE. The purpose of Appendix E is to help Technology Consultants identify the information in the data you sent us. Start by opening a general account information screen or Customer screen in your existing system. Following the example shown on and explained on page 26, write the account number, of the account you opened, in the 'Account Number' column on the Field Map (page 28). Write the value associated with each individual Item # in the 'Value' column. Do this for each Item # on the Field Map. If your current system does not include some of the items write a 'NA' in that 'Account Number' column. After you have identified all the information that can be found on the general information screen or Customer Screen print that screen. The screen shot will be another reference for us. Repeat the above process until all of the 'Value' fields has been filled or marked 'N/A' Special Account Characteristics In addition to the field mapping there are several categories of accounts that need to be identified. Appendix F is provided to document accounts in each of these categories. Please provide a list of 3 account numbers that fall in each of the following categories accompanied by screen prints showing the pertinent information. 1. Overpaid or Negative Balance Accounts 2. Accounts with deposits 3. Delinquent Accounts 4. Deadbeat accounts 5. Accounts with multiple meters 6. Accounts with compound meters 7. Accounts with subtract meters 8. Other unique account categories Ship field map When you have completed up through item 20 on the Appendix D - Field Mapping Checklist, ship field mapping phase information to Technology Consultants. This information, combined with the data sent during the survey phase, will be Page 63 16C3 used to create the first pass of your converted data. You will likely be contacted several times by the conversion specialist assigned to your account to answer questions regarding these documents. EJ Completed First phase data conversion With the information you have provided in the Survey and Field Mapping Phases, Technology Consultants, will be able to make the first run of the conversion program to move your data into in-HANCE. During this process you will likely receive calls to get clarification on some of the information you have provided. This first conversion will take approximately 1-2 weeks to complete. Data Translation Tables The lists of system codes you provided in the Survey Phase will be reviewed and compared to the data found in the retiring system. If we discover additional codes, we will ask you to provide translation information for them. Data Mapping Review Once the data has been mapped by the conversion specialist from the retiring system to in-HANCE you will be sent a data base to review. Your review is extremely important to discover any errors that may have occurred in the mapping process. Although every effort will be made to avoid mapping errors, it is inevitable that some will occur. Your assistance is critical in discovering these. The following steps will take you through this review process. Balancing [] Completed Review Appendix C-System Balancing Form. You should validate the individual account balances and retiring system records balance to the in-HANCE records and report any outages you discover. To validate the balance find the accounts in in-HANCE that you placed on Appendix C. Write the balance for each service and time period shown in in-HANCE for that account on Appendix C and compare them to the retiring amounts. Sign Appendix C indicating you have performed the balancing function and either note problems or found none. Fax a copy of Appendix C to Technology Consultants (503.469.0545). Quality Assurance Review Complete the Customer Quality Assurance Checklist (Appendix G). This is a minimum list. Anything more you check is a great benefit in your conversion. If you find problems with the data, note them in the comments section of the QA list. Each item you find in your QA review needs to be discussed with your conversion specialist. [] Completed Issues List Along with the converted data, you will also receive FORM0029-Conversion Issues List. You need to review and respond to each item on the issues list. When you have balanced the conversion, completed your QA review and responded to each item on the issues list, return the documents to your 16C3 [] Completed conversion specialist. You will jointly determine if a rerun of the data mapping phase is required or if required changes will be made in the final phase. When you and your conversion specialist are satisfied the data mapping is accurate, the conversion will proceed to the final conversion phase. final conversion plan time line Once you are satisfied the conversion is accurate, you will need to establish a final conversion time line. In conjunction with representatives from IMSofTech, Technology Consultants and your organization, complete Appendix J-Final Conversion Time line. [] Completed [] Completed Review Completion Deadline You will also receive a letter of explanation with the data mapping phase giving you a date to complete the review by. IT IS ESSENTIAL TO MEET THIS DATE. FAILURE TO DO SO WILL RESULT IN ADDITIONAL CONVERSION COSTS AND A DELAY IN YOUR FINAL IMPLEMENTATION DATE. Page 65 16C3 Final Conversion Phase During the final conversion phase of the conversion project you will make the final extract of data from your retiring system, review the final conversion output and go live on in-HANCE. Follow Appendix J, developed in the Filed Mapping phase, to assure all items are completed in the correct sequence and time frame. [] Completed 3. Retiring system shut-down At the time identified in the final conversion time line close out all entries in the retiring system, log all users out of the system and perform the normal backup procedures used with the system. Once the system is shut down and backed up, all entries must be held until the final conversion is complete. Any entries entered into the old system after this point will be lost and not brought forward in the conversion process. Final Data Extraction You will need to follow the exact procedure you used in the survey of the project to pull data from your system. Refer to the Data Extraction procedure on page 58 to accomplish this extraction. [] Completed Fo~ardtheextracteddata~rthefinalconversionto: Technology Consultants 3720 SW 141't Ave. Suite Beaverton, Oregon 97005 210 Final Conversion Upon receipt of the final data extract the final conversion will be run by Technology Consultants. When the final conversion is returned it will include any final conversion issues and the necessary information for you to perform the final balancing. Conversion Validation Before going live with the converted system you will need to perform the final validation steps to assure the conversion has worked correctly. Be sure to complete the final validation before beginning production use of in-HANCE. Balancing [] Completed Review Appendix C-System Balancing Form as in the Field Mapping phase of the project. Any balancing problems need to be reported immediately and a determination made if the conversion has been successful. Quality Assurance Review Complete the Final Conversion Customer Quality Assurance Checklist (Appendix K) again as you did in the Field Mapping phase. Any unexpected items found on the QA checklist need to be reported immediately and a determination made if the conversion has been successful. [] Completed _ Page 66 16C3 Issues List [] Completed [] Completed [] Completed You will also receive a revised copy of FORM 0029-Conversion Issues list. The resolution to all issues will be included. Any unresolved items will remain on the list. Any new issues will be added to the list and a determination will need to be made if the conversion has been successful. Go-Live Decision Once the conversion has been balanced and quality assurance performed, you will need to make a formal decision to go live with in-HANCE. Once this decision is made, it will become extremely difficult to return to operations on the retired system. Post conversion adjustments If any post conversion adjustments or corrections have been identified, they should be made as soon as the go live decision has been made unless other arrangements have been made during the conversion process. Begin Live Operation At this point you are ready to begin live operations with in-HANCE. For the first several days and for the first billing cycles, more than usual attention should be paid to the details of operation of the new system. Any unexpected results should be reported immediately to IMSofTech. If the issues involve conversion corrections, IMSofTech will contact Technology Consultants with the necessary information to make corrections. Congratulations on a successful data migration!! Page 67 Appendix A - Survey Phase Checklist ,Complete Task d by Date Comment 1. Complete Appendix B- Utility Billing Survey 2. Stop all users of current system during data extraction 3. Extract data from existing system 4. Print reports from existing system 5. Resume use of current system 6. Develop Appendix C-System Balancing form 7 Forward the following Be sure to keep · copies for your items to Technology records Consultants: · This Checklist (Appendix A) · utility Billing Survey (Appendix B) · Extracted Data · Data Dictionary · Printed reports · Appendix C-System Balancing 8. Contact your conversion specialist to let him know your survey phase information is on its way and how it was sent Page 68 Appendix B-Utility Billing Survey The purpose of this survey is to provide the information that is required for us to successfully convert your data in an accurate and efficient manner. Please include any attachment that you feel will more amply answer a question. 4. Organization Information Organization Name: Mailing Address: Phone Number: Fax Number: Modem Number: e-mail address: Computer System Information Can you provide a data dictionary or file layout of your data? Please provide the name, phone number and e-mail address of an individual experienced on your current system. Utility Billing Information How many customers do you have? Do you provide billing services for any other district(s) other than your own? If yes how many? Do you bill them for the same services as your primary district.? How many billing cycles do you have? How can they be identified in your current system? When in the month do you process your billing? How many service addresses do you have? How many years of history do you have in your current system? How many months of financial history do you require to be converted? How many months of consumption history do you require to be converted? In your current system, how do you handle ~deaclbeat', collection, or write-off accounts? Page 69 Do you shut off delinquent accounts? YES NO Do you charge a reconnect fee? YES NO If YES how much? How does your system identify Active and Inactive Customers? Do you support backflow devices? If so, does your current system track this information and how can it be identified? Is there is more than one unit (home, apt., etc.) per lot? If Yes, how is the number of units associated with the lot? How can they be identified? Do you track the parcel ~ or tax id # for the property? If so please list the format the number is listed in: Other (Explain): Sewer (If Applicable) Please provide information as it applies to the following: Bill fiat rate Bill usage (consumption) Strength Factors Reduction Ratios Multiple Dwelling Units for Meter Notes or comments about sewer: Water (If Applicable) Please provide information as it applies to the following: Bill flat rate (consumption) Bill usage Do you track multiple EDUs (Equivalent Dwelling units or % of units attached to one meter)? If yes, how can they be identified? Notes or comments about water: Page 70 Tax (If Applicable) Do you bill tax as a separate service or item? Notes or comments about tax: Meters (If Applicable) Please list the characters or numbers used to identify meter size as they appear in the system. If any accounts that have multiple meters how can they be identified? If any accounts have compound meters, how can they be identified? If any accounts that have subtract meters how can they be identified? What kind of meter reading devices are used to read meters: Manual Hand Held Touch Reads (Wands) Radio Read How can they be identified in your current system? What units of measurements do your meters use? Gallons Cubic Feet Acre Feet Kilowatts Kilovolts Technical Information What kinds of tools do you have available to use to transmit data? 31/2" floppy zip drive CD writer 4 mil DAT Do you have a modem? Do you have pcANYWHERE? Do you have an Internet connection? INTERNAL USE ONLY Material verified by. Placed in queue Anticipated start. ID % Page 72 Appendix C-Conversion Balancing Form 5. Individual Account Balancing Use a comparable report from your retiring system to obtain the "Retiring Balance" information. Use the iR-HANCE Aged accounts Receivable report limited by account number to obtain the "i R-HANCE Balance" information once Technology Consultants has returned the conversion to you. Sample Acct %1 S~mple Acct #2 Service in-HANCE Retiring in-HANCE Retiring Balance Balance Difference Balance Balance Difference ~ater 0-30 days 31-6¢ 60-9¢ 91-12£ Over 12( Sewer 0-30 days 31-60 60-90 91-120 Over 120 Elec. 0-30 days 31-60 60 90 91-120 Over Penalty 0- 30 days 31-6( 60-9( 91-12£ Over 120 Tax 0-30 days 31-60 60-90 91-120 Over 120 Assess. 0- 30 days 31-60 60-9G 91-12~ Over 120 'Other 0-30 days 31-6( 60-9( 91-120 Over 120 Page 73 System Balancing Use a comparable report from the retiring system to obtain the ~Source Balance" information. Use the in-HANCE system Aged accounts Receivable report to obtain the ~Converted Balance" information. Attach copies of both reports to this balancing form. Service in-HANCE Retiring Balance Balance Difference Water 0-30 days 31-60 61-90 91-120 Over 120 Sewer 0-30 days 31-6C 61-9( 91-120! Over 120 Elec. 0-30 days 31-60 61-90 91-12~ Over 12C Penalty 0-3¢ days 31-60 61-90 91-120 Over 120 Tax 0-30 days 31-6C 61-9C 91-12C Over 120 Assess. 0-30 days 31-60 61-90 91-12~ Over 12C Other 0-30 days 31-6£ 61-901 91-120 Over 120 Grand Total 31-60 61-9~ 91-12Q Page 74 Over 120 Balancing, Quality Assurance, Issues Signoff By Date noted) In Balance Out of balance Page 7 5 ~... "' ~ ~' " ~' ~ 7~C ~ Appendix D - Field Mapping Phase Checklist Item Complete No Task d by Date Comment 1 2 Complete Appendix E-Field Map 3 List of billing cycle codes 4 List of billing class codes 5 List of billing periods 6 List of water service IDs. 7 List of water rate codes. 8 List of water meter size codes. 9 List of sewer service IDs. 10 List of sewer rate codes -11 List of sewer size codes 12 List of electric service IDs. 13 List of electric rate codes. 14 List of electric size codes. 15 List of garbage service IDs. 16 List of garbage rate codes 17 List of garbage container size codes. 18 List of additional service IDs. 19 List of additional rate codes. 20 List of additional size codes. 21 Complete Appendix F-Special account categories 22 Ship the following items to Technology Consultants: · Appendix E with Attachments · Items 2-20 above · Appendix F-Special Account Categories 25 Complete ~FORM0029-Converslon List will be returned issues list" produced by with the converted Technology Consultants data 26 Complete Appendix G-Conversion Quality Assurance log 27 Complete Appendix C-Balancing Work sheet Page 76 16C3 16C3 ,~..'~ © © 16C3 I I I I I 0 ! I ! I 16C3 C 0 © 16C3 16C3 0 © 16C3 16C3 16C3 0 16C3 16C3 16C3 ';:il c Appendix F - Special account categories Account Category Overpaid/Negative Balance Accounts with deposits Delinquent Accounts Deadbeat accounts Accounts with multiple meters Accounts with compound meters Accounts with Subtract meters Other unique account characteristics(specify) Other unique account characteristics(specify) Account Numbers Page 89 Appendix G - Data Mapping Quality Assurance Review Item Checked by Notes/Problem Active Accounts Inactive ~ccounts Residential accounts Commercial accounts Other customer types Customer names Owner names Last name search Services addresses Mailing addresses Phone numbers Route numbers Read sequence numbers Deposits Overdue accounts Current accounts Overpaid accounts Payment history Charge history Rate codes of each type translated correctly Rate codes match each service type Each service type Meter numbers Meter sizes MXU Ids Remote meters Meter multipliers Measurement unit Number of dials Billing Period Bill Cycle Run billing for each customer .... Page 90 Co~iv~rsio~i ~onkbook V~rs~o]i i.{) ~ 2000 ~y Technol©gy Consu]tanL~, ~nc~ type Aged receivables report Open Balance report Customer list report Preview Open Balance Report Preview Customer List Report _ Page 91 Appendix J - Final Conversion Time Line and checklist Item Completion Assigned to Comments Date Time 1. End final entries to retiring system 2. Perform backups on old system 3. Extract conversion data 4. Send conversion data to Technology Consultants · Extracted Data · Printed reports · Appendix C- Balancing form 5. Perform final Technology data conversion Consultants 6. Download Technology converted data to Consultants target system 7. Balance final conversion 8. Review final conversion issues list 9. Perform final conversion QA review 10.Make ~Go-Live" decision il.Perform post conversion entries and adjustments if needed 12.Begin Live Operation 13.Contingency plan in the event of an unsuccessful conversion Page 92 Appendix K- :inal Conversion Quality Assurance Review Item Checked Notes/P~oblem by Active Accounts Inactive accounts Residential accounts Commercial accounts Other customer types Customer names Owner names Last name search Services addresses Mailing addresses Phone numbers Route numbers Read sequence numbers Deposits Overdue accounts Current accounts Overpaid accounts Payment history Charge history Rate codes of each type translated correctly Rate codes match each service type Each service type Meter numbers Meter sizes MXU Ids Remote meters Meter multipliers Measurement unit Number of dials Billing Period Bill Cycle Run billing for each customer type Aged receivables - 93 16C3 report Open Balance report Customer list report Preview Open Balance Report Preview Customer List Report !6C3 SCHEDULE L License to do Business in Florida The following is a copy of IMSofTech's license to do business in the State of Florida: - o~Sep,14, 200]~ 9:12AM4?s~lMSofTech 903-535-9967 · i]~partmnrl ~;f ~tate I certify the attached is a 't~ue and ¢~3rrect copy of the application by IM$OFTECH. INO., a Delaware corporation, authorized to transact business within the State of Florida on May 24, 2001 aa shown by the records of this oft'ic;e. Tho document number of this corporation is F01000002866. Given under.my_h?nd a_n._d, th.e. Great Seal et tl~e ~a~ o1 i-iorlcta at TaJlahassee, the Capitol. this the Thirtieth day of May, 2001 Sep-18-ZO01 OZ:SZ~ From-I~RSd CASUALTY ~ooUCF.,R ~H U~ IN~ A~ ~LY~ J~NSON ~ ~RaNDON ~, ~ 02116 ~1~ 421~?~ IE~U~D 112 E. Line ~t MAR~H U,,~ INC. ATTN 13WGNDOLYI~ JOHNSON ~ ~RENDON B~, ~ 02116 (61~ 421~?~ SlEBE ~SSEN~t 112 E. Line ~t ~ler. ~ 75?02 Sep.18, 2001 1'54PM IMSoftech 903-535-9967 No,9924 P, 2/2 . 4' , ',:.. 9118/01 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HO~DIR. THIS CERTIFICATE DOES NOT AMEND. ~XTEND OR THt~ IS TO CERTIFY THATTHE POUCIES OF INSURANCE US'TED ~ELOW HAV~ SISN 18SUED ¥O THE INSURED NAMID ABOVE POP THE POUCY PERIOD INDI~vATF.,O. NOTWITH~T/UdDING ANY REQU~REMENI'. TERM OR CONOmON OF ANY OON~ OR OTHER DOCUMENT WITH R, BSPE~ TO WHICH THIS cERTIRICATt MAY I~ lUUED OR MAY PERTAIN, THE'IN~JRANCE AFFORDED BY TH~r POUGI~ DESCRIBED HEREIN I$ SUBJECT TO ALL 'FHG J ~J~MS, EXCLU$1ON~ ANO CONINllON$ OF 8U~H POLICIES. UII41T~ SHOWN MAY HAVE BEEN REDUCED BY P,~D ;;IA/MS, TYPE OFINBURAH©S GENERAl,. UAmUTY ~ CI.AM~ MADE ~-] OCCUR OWNER'S & cOKrRACTOR6 P~ , A,L.'I'ER THE COVERAGE AFFORDED BY THE POLICIES BELOW. - - COMPANIES AFFORDING COVERAGE 00MPANY A TRAVEL, ER~R INDEMNITY CO OF CT COMPANY B TRAVELERS INDEMNITY' CO. OF ILLINOIS C ZUFUCH AMERICAN II~.CO O IKIU~Y EFFECTIVE POUCY ~XPIRATIO# GATE (MIJmD/YY] DATE tallli~OI)h"Yj UMIT$ $ 04/01/01 04/01102 SCHC-.OUI.ED AUTOS HIRED AuTOs TC2JI~GL 12005175-TIL-01 LMBILffy AUTo TC2~CAP 12006161-1"OT-01 (TX) 04/01/01 TC2JCAP 120D511~-TIL-01 (ADS) 0~01ml CQ~81NEO ~UGLE UNLIT D4/01/02 8OOIIiY INJURY D4/01."02 I~r F,mq~ BODILY INJURY PROPERTY 6,~0,000 $,000,000 5,000,000 5,000,000 2,OOO,000 S S 04/01/01 04/01/02 $ 04/01101 04/01102 $ 2,000,000 2,000,000 04/~1/01 D4/01/02 $ 2,000,000 F. XOESS LL~HtUTY 1~,4m~m,a.A i,,otw ~ 33 73 524.,00 o'fl'lER ~ L~I~RI;LM, Fora ~ ~toP~j OR. ..~_-:~A~'~iGN OR OPERATIONStLQOATIOI/&;~;;~A,&~&;~.ClAL ITEMS D~DUGTIB~ OR ~; ~ 0~3113 '~ep~c of Utility Bi~g Se~ ~tegratad ~f~ze Sys;m ~'~[~~~' .... e, ..... , ",'~ .~' ..... · ~,.~' :.. "" '.2~,,,~~~~~~~~" ' ~" ' ~' ' '~: '~ "" ' ' ~g .... ' 3301 hsC T~ ~Z ~PI~oN DATE Tfl~P, ~l mOU~C6 ~OMPANy WI~ ENO~VOK TO MAIL · -hples, ~ 3A112 ~ DAYS WRJTTEN NOT)OI TO THE G~RTIRIOATE flOk~ER NAMED TO THE ~FT, BUT F~LURE TO MML SUCH NOY~l Bfl~ ~$~ lo O~GA~OH DR ~L~V OF ~Y ~ND gPOfl THI OOMP~Y, ~ AGENTS OR REPR~GNTA~IB. ~l ...... '" ~UH UiA W0. ' ' ~ ' <~' ' : ~ ~,. ',~ · '~',.. · -- ". .........~ ~ ,.,. d · , ..........................