HomeMy WebLinkAbout6.k. Authorization to Accept Quotes and Purchase Financial Accounting Softwareri
CITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
CITY COUNCIL MEETING DATE: January 21, 2003
AGENDA ITEM: Authorization to Accept Quotes and
Purchase Financial Accounting Software
AGENDA SECTION:
Consent
PREPARED BY: Jeff May, Finance Director
AGEND4%M #6 1K
ATTACHMENTS: Recommendation Letter from Accounting
APPROVED BY:
Supervisor; Software Quote and Additional Information;
11/19/02 Summary Authorizing Acquiring Quotes
We had money in the 2002 CIP budgets to acquire new financial accounting software. Staff received
authorization to solicit quotes in November. After receiving the quotes in late December staff has
been looking at the different vendors and their products and also looking at other cities and how they
utilize these software packages. After looking at these products we are prepared to recommend
choosing the quote on software we feel will best suit the City for the next several years. We have
sufficient funds in the 2002 budget to proceed with this project and are asking for your authorization
to proceed at this time. Those 2002 funds will actually be encumbered forward to 2003 to allow this
project to proceed forward without affecting the 2003 budgets. After your authorization we will begin
planning the switch over to the new software products with the vendor. I am estimating that we would
be up and running on the new software by May or June of this year.
In 2002, we had a total of $90,000 budgeted for this project ($60,000 from the Equipment CIP and
$10,000 each from the Water, Sewer & Storm Water Utility funds). The estimated cost is $28,152 for
the software and $4,325 for the first year's annual maintenance fee. There will be some additional
costs for conversion of our existing software that will be determined at a later date after we determine
how much we will do internally and how much we will ask the software vendor to do. We may save
additional dollars if we do not require the full amount of training that they are estimating. Any unused
funds will be utilized for later program add -ons that we decided not to purchase at this time. These
purchases would occur in the next 2 to 3 years as our comfort level with the software increases and
would not effect future budgeting.
RECOMMENDED ACTION:
Authorize staff to proceed forward with the purchase of Financial /Accounting Software for the City
of Rosemount and to acquire any necessary signatures.
COUNCIL ACTION:
Memo
To:
Jeff May
From:
Judy Miller
Date:
1/16/2003
Re:
Software Review
To summarize my findings between Incode (InVision software) and Springbrook software is actually
rather difficult. As we have previously discussed, the two programs are very similar in a lot of ways and
to say that one would suit our long term needs markedly better than the other would be hard for me to
do. Both software programs operate in the Window XP environment (Incode actually prefers this
operating system), both have direct deposit and multi -state reporting capabilities in payroll, and both
can create files in a PDF format for e- mailing or saving on the network. (I have asked Larry at AMI
Imaging for clarification on whether or not PDF files will transfer directly into DocuWare, and he states
that DocuWare can save the documents in PDF form or the PDF's can be printed to DocuWare
through the DocuWare Tiffmaker printer to create tiff images. Therefore, no significant costs should be
involved when utilizing our existing imaging system.) They both have web -based user forums, as well
as on -line help documentation throughout the modules. There are several features that I really like in
both software packages; one feature in particular is the fact that you can batch accounts payable entry
(example: council packet large check run as first batch and payroll transfers as second batch) and
process one batch completely through check printing and posting without affecting the other batch. I
am obviously very impressed with the capabilities of both packages compared to the DOS version we
have now.
At this time, I believe that I am ready to recommend the Incode /InVision software package for our
department. Several reasons stand out for me to recommend this.
1) Incode software is based on an unlimited number of users per license; Springbrook is purchased
according to user licenses. I don't foresee this causing a problem now, but in the years to come as
we add more modules, I believe we would have to purchase additional licenses, especially if we
want to give view only access to department heads.
2) Springbrook charges the "Implementation Management Fee" for each module that is not charged
by Incode, saving the city $5300 in fees at this time for the general ledger and payroll modules.
3) Springbrook has a GIS interface with Utility Billing, which I think looks like a great enhancement.
However, they do not have a GIS interface with the Fixed Asset module on the horizon at all. In
contrast, Incode utilizes a third party ODBC software link to act as a GIS interface with the Fixed
Assets and Utility Billing modules. This ODBC software is included in our quote at this time, so it
will be available for use with any future module installed.
4) One specific aspect of the Springbrook software that the City of Roseville was not pleased with is
the selection /deselection of checks to cancel in the bank reconciliation process. From my
observation, it would be easy to make a mistake here with the only solution being to start over at
the top of the list of checks again. An InVision user told me that the bank reconciliation segment
works "slick" for her. I have reviewed the reconciliation information provided by Incode and it
appears much easier to use than Springbrook. You simply enter in the first check number in a
block of checks, and the last check number in the block, and all checks in between are cancelled at
the same time.
5) Roseville was also not as happy with the budget reports offered through Springbrook. With Incode
customers, I didn't hear of any problems in that area, and all three of the users I spoke with told me
about how good the support staff was for writing any requested report that was needed. Please
note that we will need to do more work up front with Incode in the G/L module in determining what
our needs are. From what I understand, there are no "canned" reports in the G/L package and
they customize all reports to our needs.
6) The first six months of maintenance are provided with Incode as part of the purchase. Fees will be
due seven months after install for maintenance contracts. With Springbrook, maintenance fees are
charged from the day you are "live" on the software. As a result, choosing Incode could save us
approximately $2500 during the first year. ,
7) Looking ahead at the addition of future modules, costs are significantly higher through Springbrook
for Utility Billing, Meter Reading Interface, Fixed Assets, Budgeting and Accounts Receivable for
several examples.
8) Also looking ahead to the Utility Billing module, I like the fact that with InVision, you can set up
statement groups and print all billed accounts associated to one customer on a consolidated
statement (such as Flint Hills, builders, etc.). With Springbrook, linking multiple accounts for a
customer seems to be available only through the "Government E- Customer Service" module for
Internet account access. However, I have not confirmed this with CIT, and this feature could
potentially be changed in Springbrook by the time we install Utility Billing.
9) Again looking ahead at future potential purchases, I like the Central Information System in Incode
as well, that makes customer information available in all modules once set up (crosses Utility
Billing, Permitting, Code Enforcement, etc.). If other departments would link up with us through
Incode software in the future, there is a potential for staff timesavings on not duplicating set up of
accounts across modules.
In conclusion, I feel that both software packages could probably meet our needs. I heard positive
comments from users of both software providers about good support services, both through phone
calls and e- mailing. (Both do use PC Anywhere for modem links, which provide quick access to our
data or to problem solve if necessary.) I probably heard more enthusiastic comments regarding
Incode's support services, but I think we would be well served by either provider. Overall, I feel the
satisfaction level was higher with Incode software than with Springbrook; from the software itself to the
support services. I was also influenced by the fact that the City of Hibbing, which has a population
similar to ours and was a past DOS client with CIVIC, did an extensive search for new software and
found that for them, Incode far exceeded Springbrook. Hibbing has been very happy with InVision
software and has no regrets about selecting Incode as their software vendor. I have talked to several
cities about Incode since I could not do an on -site evaluation of the software, and I have found every
one of them to be very pleased with the software and the support services. Whether they paid Incode
to convert their data ( Pipestone did this for U/B only; all others including Pipestone entered all G /L,
Payroll and A/P information themselves) or not, they found no significant problems with the software
after implementation, even in the Utility Billing module. I feel that Incode will suit our needs and provide
additional services and software modules in the future at a more reasonable cost than Springbrook.
• Page 2
Summary Investment
Summary Investment
Annu Maintenance Fees
InVision License Fees
14,520
InVision Software Maintenance
4,125
Third Party Hardware & Software
2,592
Third Party Maintenance
200
Estimated OnSite Training (79 Hours)
9322
MN State Income Tax (6.5 %)
1718
Total Purchase Price
28,152
Total Annual Fees
4,325
(Plus Expenses)
(First 6 months at no charge.)
Monthly lease purchase payments
878 (10K -99K 36 mo)
System Support
800
(Optional)
Note: Training is billed for actual time spent onsite. It often comes in less than the estimate.
Expenses are billed for room/board, $.361mi. and $20/hr. travel time. More than likely, your installation representative would
come out of Rochester, MN.
Notes
1. Training, hardware installation, conversion assistance, and travel expenses are estimates only. Customer will be Invoiced for actual expenses.
2. Annual maintenance fees begin seven (7) months after installation of the application.
3. Third party software maintenance is invoiced directly from the third party vendor,
4. Lease purchase payments are an estimate only.
5. Prices are subject to change 90 days from date of Issue.
6. Some of the items listed in the price response contain multi -year warranties, others contain 90 day warranties Therefore the annual maintenance
amounts do not uniformly begin on a 12 month basis. Annual maintenance fees will take effect after the warranty period expires.
7. Internet access and e-mail capabilities are required. Must be accessible from work (home accounts are not adequate).,
www.incode-inc.com
1212012002
Software License, Training, and Maintenance Fees
S
Software License Fees 14,520
Estimated OnSite Tracing (79 Fours Q $118/Hr.) 9,322
Subtotal 23,842
www hwode- inc .com
12/2012002
Estimated InVision Annual
InVision License
Optional
On-Site Maintenance Support
Application Software
Ouannity
Fee
I tems
Assistance Hours Fee
InVlsfon financial Applications
General Ledger
1
5,500
20 1,375
Budget Preparation
1
0
2 0
Check Reconciliation
1
0
1 0
General LedgerJE Impart
1
550.
GASB Module with Adjustments and Reporting
1
3,000
Accounts Payable
1
4,250
20 1,063
Purchase Orders
1
4,250
Faced Assets
1
1,250
Inventory Control
1
2,250
Project Accounting
1
3,500
Payroll/Personnel
1
5,500
34 1,375
Distributed Time Sheet Entry
1
2,750
Human Resources Systems
Base Package
1
3,500
- Employee Management
- Leave Tracking
- Safety / Acmdent Tracing
- Benefits Administration
Position Control / Budgeting
1
2,500
Applicant Tracking
1
1,250
Employee Self Service (bruiser based)
1
1,250
Training Management
1
1,000
Cafeteria Plan Administration
1
1,000
COBRA Billing
1
750
InVision customer Relationship Management Applications
Utility CIS System
1
6,500
Service Order Management (included in CIS)
N/C
Complaint TrackdnglCode Enforcement (requires Conte
1
2,000
CIS Contact Management
1
1,000
CIS Property Management
1
1,000
Central Cash Collection
1.
2,000
Accounts Receivable
1
2,250
Permits and Inspections
1
3,000
Business License
1
2,000
Ambulance Billing " (Requires Accounts Receivable)
1
1,250
Certretery Records "
1
1,250
SMART
1
1,500
U /SQL Data Dictionary (Training is not on site)
1
1,250
2 313
Form Prlrnting Solutions
Fortes Overlay (includes 4 forms per suite)
1
1,500
Secure Signatures
1
1,000
Each Logo (scan and prepare for use)
1
125
Each Signature (scan and prepare for use)
1
125
Custom Forth Overlay (hourly rate - expect $750 - $2500)
1,000
Interface Software
Wwoonson Tax Roll Interface
1
1,500
Payroll - Electronic Time Clock Interface (Generic)
1
1,500
Payroll - Electronic Time Clock Interface (KRONOS)
1
2,000
Dafamatic Handheld Meter - Reader Interface
1
750
Other Hankfhekd Meter- Reader Interface
1
1,500
-
Autocke Interface to Court
1
1,200
Police (non- INCODE) Interface to Court (XML)
1
2,000
-
Laserfiche InVision Financial Suite Interface
1
2,000
Laserfiche InVision InCourt Suite Interface
1
2,000
Laserfiche InVision CIS Suite Interface
1
2,000
Laserfiche Barcode plug -in
1
2,495
Laserfiche Barcode plug -in Maintenance
1
675
New Customer Discount
New Customer Discount (12%)
-1,980
Subtotal
14,520
79 4,125
Project Managern ent
Project Management
1
5,100
NIA
S
Software License Fees 14,520
Estimated OnSite Tracing (79 Fours Q $118/Hr.) 9,322
Subtotal 23,842
www hwode- inc .com
12/2012002
Third Party Products and Services
Description Quantity Purchase Price Annual Maintenance Warranty Provider
Transoft U/SQL ODSC Connectivity Product (Per Seat) (This is used for custom reporting) 2 990 N/A
AcuCorp Run Time (Windows) #users 5 602 N/A
AcuCorp AcuServer Distributed Data Server Software - Limited (Less than 25 users) 1 1,000 200
(This is a file manager program which prevents corrupt files, etc.)
Third Party Product Totals Lease Purchase Totals
Subtotal 2,582 200 81
www. incode -inc. com
12/20/2002
CITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
CITY COUNCIL MEETING DATE: November 19, 2002
V
AGENDA ITEM: Authorization to Solicit Quotes for Financial
Accounting Software
AGENDA SECTION:
Consent
PREPARED BY: Jeff May, Finance Director
AGENDA NO.
ATTACHMENTS: None
APPROVED BY:
We have money in the 2002 CIP budgets to acquire new financial accounting software. Staff has
been looking at different vendors and their products for the past several months and also looking at
other cities and how they utilize these software packages. After looking at these products we believe
that we are prepared to solicit quotes on software for the City. We anticipate that the cost for the
software that we will be purchasing will be under $50,000 so we will not be required to go out for
formal bids. Based on our purchasing policy, we are still required to receive Council authorization to
solicit quotes for items between $25,000 and $50,000. We have sufficient funds in the budget to
proceed with this project and are asking for your authorization to proceed at this time.
RECOMMENDED ACTION:
Authorize staff to solicit quotes for the purchase of Financial /Accounting Software for the City of
Rosemount.
COUNCIL ACTION:
h?pp COMO