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Public Safety Committee Meeting Commission Chamber- 7/26/2010- 12:30 PM
PUBLIC SAFETY
1. Approve Reorganization of Projects Related to City Software.
Attachments
2. Discuss/approve the Certified Physical Agility Test (CPAT) as the new
physical exam used to evaluate fitness as a part of the new proposed hiring
process for firefighters.
Attachments
Public Safety Committee Meeting
7/26/2010 12:30 PM
Cancel Employee Online and Authorize Database Conversion
Department:Information Technology
Caption:Approve Reorganization of Projects Related to City Software.
Background:IFAS, licensed by Sungard, Inc., is the finance, accounting, and purchasing software
for the city of Augusta. On October 21, 2008, the commission approved the
purchase of Sungard's Employee Online (EO) software to provide employees
with access to their personal data stored within IFAS. Since that time, the city has
contracted with ADP, Inc. to manage employee benefits information. The
implementation of EO had already been halted pending the negotiations with ADP
since there was an opportunity to use just one software for this need instead of two,
and ADP is the more comprehensive software package.
Analysis:Sungard is aware of this situation and has granted Augusta credits for all the funds
that were spent on the EO package. IT has identified a need to change database
platforms for the IFAS software (saving approximately $60,000 per year) that those
funds can be applied to.
Financial Impact:There will be a cost of approximately $33,000 to move databases, but this change
will save $60,000 in operating costs each year due to the consolidation of databases.
The $33,000 capital outlay is from approved IT capital budget funds.
Alternatives:N/A
Recommendation:Approve Reorganization of Projects Related to City Software
Funds are Available in the
Following Accounts:272015410.5424220 $33,000
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Confidential Page 1 Professional Services Addendum
ADDENDUM TO THE SOFTWARE LICENSE AGREEMENT
I. Understanding
This Addendum to the Software License Agreement dated November 12, 1997, is by and between
SunGard Public Sector Inc., hereinafter referred to as SunGard Public Sector and Augusta, GA,
hereinafter referred to as Customer.
Customer currently runs their IFAS Software system on an Informix database on a UNIX Server.
The services listed below are for moving that system to an Oracle database on a UNIX Server.
II. Professional Services
SunGard Public Sector shall provide the following professional services to Customer at the rates
set forth below.
III. Pay Agency Products
In accordance with Supplement which is attached hereto, SunGard Public Sector shall invoice the
following Pay Agency Products and services to Customer at the rates set forth below.
Note: The Microfocus License is for a single UNIX Server (Production). If additional UNIX
servers are implemented, additional licensing will be required.
IV. Payment and Expense Reimbursement
The amounts noted above shall be payable as follows:
Professional Services: On invoice monthly, as incurred.
SunGard Public Sector Professional Services Hours Rate Total
Initial Installation Process 30 185 5,550
Initial Data Roll 24 185 4,440
Mock Data Roll 24 185 4,440
Final Data Roll and Go-Live 24 185 4,440
Weekend Uplift for Go-Live Fixed N/A 1,500
Test Account Creation 8 185 1,480
Remote Project Manager - Installed Clients Fixed N/A 3,278
Totals $25,128
SunGard Public Sector - Pay Agency Products Total Users or
Processors
Microfocus COBOL Server Express
- Server Express Compiler 4,250 1 usr
- Server Express Run-Time Bundles 3,300 2 bdl
Totals $7,550
Attachment number 1
Page 1 of 3
Item # 1
Confidential Page 2 Professional Services Addendum
Remote Project Management: 50% on the Execution Date and 50% upon Completion
Pay Agency Products Hardware & Software Fee: 100% on the Execution Date
Pay Agency Products Initial Annual Maintenance: 100% upon the Execution Date.
Annual Maintenance Fees for subsequent terms shall be invoiced by and paid directly to
the Vendor.
Actual shipping charges are additional and will be due upon delivery.
Any associated Travel, Meals, and Lodging will be billed to Customer as incurred. Such travel
and living expenses will be governed by SunGard Public Sector’s Corporate Travel and
Expense Reimbursement Policy and will be invoiced on a monthly basis in arrears
Pricing is a good faith estimate based on the information available to SunGard Public Sector at
the time of execution of this Addendum. The total amount that Customer will pay for these
professional services will vary based on the actual number of hours of services required to
complete the services. If required, additional services will be provided on a time and materials
basis at hourly rates equal to SunGard Public Sector’s then-current list price rates for the
services at issue.
Payments hereunder are due within thirty (30) days from the date of invoice.
.
SunGard Public Sector Inc. Augusta, GA
BY:
BY:
PRINT NAME:
PRINT NAME:
PRINT
TITLE:
PRINT
TITLE:
DATE SIGNED:
DATE SIGNED:
Attachment number 1
Page 2 of 3
Item # 1
Confidential Page 3 Professional Services Addendum
PAY AGENT SUPPLEMENT
1. Additional Definitions. “Pay Agency Products” means the products and services of those vendors
(in each case, a “Vendor”) that are identified in an Exhibit 1 (the “Pay Agency Products”).
2. Pay Agent Designation. Customer designates SunGard Public Sector as Customer's pay agent
for data processing related purchases and acquisitions, for the sole and exclusive purpose of allowing
SunGard Public Sector, on behalf of Customer, to make payment to each Vendor for Customer’s
procurement of the Pay Agency Products under the terms and conditions of agreements (each a “Vendor
Agreement”) to be executed and made by and between Customer and Vendor. Customer covenants and
agrees that it will promptly take all actions reasonably necessary to effect such designation of SunGard
Public Sector as Customer's pay agent as provided for in this Section 2; and SunGard Public Sector
covenants and agrees that, promptly after receipt of payment from Customer, SunGard Public Sector will
make payment to each Vendor for Customer’s procurement of the Pay Agency Products.
3. Pay Agency Products Procurement. SunGard Public Sector will, as soon as reasonably
practicable, obtain for Customer, as Customer’s pay agent, the Pay Agency Products from the Vendor,
FOB Vendor’s place of business, for use by Customer in each instance pursuant to the applicable
Vendor Agreement. SunGard Public Sector will remit payments made to SunGard Public Sector by
Customer promptly upon customary terms for the Pay Agency Products to the Vendor on behalf of
Customer. CUSTOMER IS HEREBY ADVISED THAT VENDOR, AND NOT SUNGARD PUBLIC SECTOR,
ASSUMES ALL RESPONSIBILITY FOR AND LIABILITY IN CONNECTION WITH THE PAY AGENCY PRODUCTS.
SUNGARD PUBLIC SECTOR IS NOT AUTHORIZED TO MAKE ANY REPRESENTATIONS OR WARRANTIES THAT
ARE BINDING UPON VENDOR OR TO ENGAGE IN ANY OTHER ACTS THAT ARE BINDING UPON VENDOR, EXCEPTING
SPECIFICALLY THAT SUNGARD PUBLIC SECTOR IS AUTHORIZED TO REPRESENT THE FEES FOR THE PAY
AGENCY PRODUCTS AS THE SAME IS PROVIDED FOR IN EXHIBIT 1 AND TO ACCEPT PAYMENT OF SUCH AMOUNTS
FROM CUSTOMER ON BEHALF OF VENDOR. IN NO EVENT WILL SUNGARD PUBLIC SECTOR BE DEEMED TO
HAVE TAKEN TITLE OR ANY SIMILAR RIGHT OR INTEREST IN OR OF ANY PAY AGENCY PRODUCTS IN THE CHAIN OF
DISTRIBUTION TO CUSTOMER, AND TITLE OR SUCH SIMILAR RIGHT OR INTEREST IN OR TO THE PAY AGENCY
PRODUCTS WILL BE DEEMED TO VEST IN CUSTOMER ONLY AS OTHERWISE PROVIDED FOR IN THE VENDOR
AGREEMENT.
4. Term of Pay Agency. SunGard Public Sector’s status as Customer’s pay agent will expire
promptly after SunGard Public Sector remits payment of the Pay Agency Products license fee to Vendor
on behalf of Customer.
5. Disclaimer of Warranties. Customer agrees and understands that SUNGARD PUBLIC SECTOR
MAKES NO WARRANTIES WHATSOEVER, EXPRESSED OR IMPLIED, WITH REGARD TO THE
PAY AGENCY SOFTWARE. ALL WARRANTIES (IF ANY) ARE PROVIDED TO CUSTOMER BY
VENDOR. SUNGARD PUBLIC SECTOR EXPLICITLY DISCLAIMS ALL WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
6. LIMITATIONS OF LIABILITY.
(a) LIMITED LIABILITY OF SUNGARD PUBLIC SECTOR. EXCEPT FOR ITS OBLIGATION TO
REMIT PAYMENT RECEIVED FROM CUSTOMER TO THE VENDOR PURSUANT TO THIS
AGREEMENT, SUNGARD PUBLIC SECTOR WILL HAVE NO LIABILITY WHATSOEVER IN
CONNECTION WITH THE PAY AGENCY SOFTWARE. IN NO EVENT WILL SUNGARD PUBLIC
SECTOR BE LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL AND/OR
OTHER DAMAGES WHATSOEVER, WHETHER BASED ON BREACH OF CONTRACT, TORT
(INCLUDING NEGLIGENCE), PRODUCT LIABILITY, OR OTHERWISE, AND WHETHER OR NOT
SUNGARD PUBLIC SECTOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.
Attachment number 1
Page 3 of 3
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 2
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 2
Page 2 of 2
Item # 1
Attachment number 3
Page 1 of 2
Item # 1
Attachment number 3
Page 2 of 2
Item # 1
Public Safety Committee Meeting
7/26/2010 12:30 PM
Certified Physical Agility Test
Department:Clerk of Commission
Caption:Discuss/approve the Certified Physical Agility Test (CPAT) as the new
physical exam used to evaluate fitness as a part of the new proposed hiring
process for firefighters.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 2