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Public Safety Committee Meeting Committee Room- 10/13/2008- 12:30 PM
PUBLIC SAFETY
1. Approve the purchase and implementation of the Employee Online product
from Sungard Bi-Tech.
Attachments
2. Motion to approve acceptance of a Grant Award in the amount of $7,500.00
from the Council of Juvenile Court Judges of Georgia for the Purchase of
Services for Juvenile Offenders Program.
Attachments
Public Safety Committee Meeting
10/13/2008 12:30 PM
Employee Online Portal Implementation
Department:Information Technology
Caption:Approve the purchase and implementation of the Employee Online product
from Sungard Bi-Tech.
Background:Augusta currently uses software from Sungard Bi-Tech ("Bi-Tech") to
manage our Human Resources, Payroll, Procurement, and Financial and
Accounting functions. Within our system there is a wealth of
information available about each employee, but viewing this information is
restricted to certain personnel within the departments mentioned above and
is not available to the employees without contacting HR, Payroll, etc. There
is currently not a component that allows for any kind of self-service on the
part of the employees in regard to changing their address, looking up their
personal information, reviewing their benefit choices, etc. This means that
these activities can only take place during working hours and will therefore
impact productivity in every city department at some point.
Analysis:It is proposed to purchase the Employee Online program from Bi-Tech in
order to permit self-service on the part of employees in regard to their own
personal information. Access would be available via the internet, so
functions that have traditionally had to take place during working hours
could be done by employees whenever it was convenient for them. In terms
of security, access on the part of the employees would require that they
create an account on the system and then authenticate using a login and
password before access was granted to them. Employee Online would
permit the following activities, depending on what the responsibile
departments (primarily HR & Finance) would grant employees to do: - View
check stubs from past pay periods - View and modify benefits - View
position and salary information - View and update address and emergency
contact information - Change withholding amounts and view other tax-
related information - Update training information Modifications to records
are subject to approval by the department that is responsible for maintaining
the information before it is committed to the database. Efficiency is gained
because the employees themselves are empowered to review and change
some data related specifically to their personal information and benefits.
Since the source of information is the employee, the chance of error by HR
or Finance personnel is reduced, and the activity can take place at any time,
day or night, even on weekends and holidays.
Financial Impact:The cost of this project is approximately $36,000, including travel and
lodging for the Bi-Tech implementers.
Alternatives:N/A
Cover Memo
Item # 1
Recommendation:Approve the purchase and implementation of the Employee Online product
from Sungard Bi-Tech
Funds are Available in
the Following
Accounts:
Funding is available in 272015410.5424220 from approved 2008 IT Capital
funds.
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
1 CONFIDENTIAL
ADDENDUM TO THE SOFTWARE LICENSE AGREEMENT
I. License
This Addendum to the Software License Agreement dated November 12, 1997, is by and between
SunGard Public Sector Bi-Tech LLC, hereinafter referred to as SunGard, and Augusta-Richmond
County, hereinafter referred to as Customer, for a non-transferable, non-exclusive, limited scope,
term license to use SunGard’s proprietary software module(s) known as Employee Online.
The Customer is hereby granted the right to use the module(s) licensed herein, in conjunction
with SunGard’s proprietary application software previously licensed from SunGard, collectively
referred to as Software. Customer’s Software use is limited by the number of Concurrent Users
named in the original Software License and Support Agreement (“Agreement”), as it may have
been amended, between SunGard and Customer.
The term of the license granted by this Addendum shall continue in perpetuity, however;
SunGard’s obligation with respect to warranties and indemnities shall cease to apply if Annual
Support is terminated. SunGard shall have no liability with respect to Customer’s use of the
Software or services after Annual Support is terminated. Customer agrees that the Terms and
Conditions stated in the original Agreement are applicable to the Software licensed in this
Addendum. If any terms of this Addendum conflict with terms of the original Agreement, the
terms herein shall take precedence. No title to or ownership of the Software or any of its parts
is hereby transferred to the Customer and the Customer’s right to use the Software shall at all
times be subject to the restrictions set forth in the above mentioned Agreement and this
Addendum. The license granted hereby does not include licensing for any third party product
unless expressly stated herein.
II. License Fee, Annual Support, Installation and Professional Services:
The service charge(s) are as follows:
If services beyond those included above are needed, they shall be offered at SunGard’s then
current service rates. Any associated Travel, Meals, and Lodging will be billed as incurred.
Customer shall have the option of purchasing Annual Software Support. Annual Software
Support is eighteen (18) percent of the undiscounted License Fee. The first year's Support is
due upon execution and subsequent renewals will be prorated to run concurrently with the
existing support schedule. The annual Software Support period commences upon execution.
Annual Support in future years shall be increased annually by the change in the Consumer
Price Index (CPI) from the previous year, plus 2%.
IFAS Product Quote License First Year
Support Hours Rate
Professional
Services Total Price
Employee Online 14,610 2,630 - 17,240
- Training 40 160 6,400 6,400
- Special Tasks 32 185 5,920 5,920
Installation Fixed N/A 3,600 3,600
Remote Project Manager - Installed Clients Fixed N/A 2,388 2,388
Total $14,610 $2,630 $18,308 $35,548
20% License Discount ($2,922)($2,922)
Net Total $11,688 $2,630 $18,308 $32,626
Attachment number 1
Page 1 of 2
Item # 1
2 CONFIDENTIAL
Whenever any services are provided by SunGard at a Customer location or any other location
requested by Customer other than one of SunGard's locations, Customer shall reimburse
SunGard for reasonable travel (including travel from origination points other than SunGard’s
headquarters location), lodging, meal and related expenses incurred by SunGard personnel in
providing such services. Airfares shall be coach or economy. Meal reimbursement for
consulting or training or travel days will be at the per diem rate for Customer’s area as set by
the IRS. Ground transportation may include rental cars (intermediate or economy), bus,
taxi/shuttle (including tips) and/or personal car mileage (at current IRS rate). Lodging
arrangements will be made with safety, cost, proximity to Customer, and reputation of the
facility in mind. Items of a personal nature will not be charged to Customer.
Customer will be provided with a copy of the Traveler’s expense report; however copies of
receipts will not be provided without an additional charge.
Customer shall also reimburse SunGard for freight costs (including in-transit insurance, if
necessary) associated with the delivery of Software, hardware and/or third party software.
III. Payment
Due upon execution of Addendum Fee
100% IFAS License Fees $11,688
IFAS Annual Support (1st Year) 2,630
Fixed Professional Fees 5,988
Total Due $20,306
To be billed as incurred Fee
Professional Services $12,320
Total Due $12,320
If applicable, 100% of the sales/use tax is due on the taxable amount for this Addendum at
execution.
SunGard Public Sector Bi-Tech LLC Augusta-Richmond County
BY:
BY:
PRINT NAME:
Aaron Johnson
PRINT NAME:
PRINT
TITLE:
President
PRINT
TITLE:
DATE SIGNED:
DATE SIGNED:
Attachment number 1
Page 2 of 2
Item # 1
SunGard Public Sector Bi-Tech 890 Fortress Street Chico, CA 95973
Software Price Quote
September 22, 2008
Ms. Indria Davis
Augusta - Richmond County
530 Greene Street, Annex 101
Augusta, GA 30911
This pricing is valid for 60 days
Quotation Notes:
1. Training and Special Tasks hours are billed as incurred. Travel, meals and lodging are billed to the client as incurred.
2. Maintenance is 18% of the list price.
3. Sales tax applies to the Software and Annual Support purchased. Please add the applicable sales tax.
Thank you for the opportunity to provide this information. If you have any questions please let me know.
Sincerely,
Mark A. Johnson
Regional Sales Manager
530-879-2908
mark.johnson@sungardps.com
IFAS Product Quote License First Year
Support Hours Rate
Professional
Services Total Price
Employee Online 14,610 2,630 - 17,240
- Training 40 160 6,400 6,400
- Special Tasks 32 185 5,920 5,920
Installation Fixed N/A 3,600 3,600
Remote Project Manager - Installed Clients Fixed N/A 2,388 2,388
Total $14,610 $2,630 $18,308 $35,548
20% License Discount ($2,922)($2,922)
Net Total $11,688 $2,630 $18,308 $32,626
Attachment number 2
Page 1 of 1
Item # 1
Public Safety Committee Meeting
10/13/2008 12:30 PM
Grant Award for Purchase of Services for Juvenile Offenders Program
Department:Clerk of Commission
Caption:Motion to approve acceptance of a Grant Award in the amount of $7,500.00
from the Council of Juvenile Court Judges of Georgia for the Purchase of
Services for Juvenile Offenders Program.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 2
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