HomeMy WebLinkAbout7.e. Approve RFP / Authorize Ad for Bids - Computer System � � � � � � � � � � � � � � � � � �
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� ADY6RTISEM�ttT F0� B� •
5ealed proposels aill be received by the Gity up to and including 2:QU
n'elock p. m., Tueedey, Ju»e 6t 1989 far ttse follorir�g;
Furnish, deliver end inste�ll a coreputer system and its a�sacieted operating
syste�p �oftrax•e, ePP�iiaatian eoftwer�e� suppliee, preventive �nelntenence,
and/or re�edi�l ��intenance service� to be furaished by �someone other then
the prapo�ing vendor, sufficient de#fnition to permit evaluetion of the
propasal es e whol�. In eddition� there muet be e clear identi#icetion o�
the vendor rrho rill have th� ultimete total responsibflity #or fnstall�tion
end inrple�entetion. TT►e �elected vendor she11 be cansidered es the prim�
cantractor end �hell eseu�►� tatel responslbility for insteliat;ian end
meinteeance far all hardNare and softrarQ in their praposel. Furthermar�� '
ali proposels, infor�ation end responses rfll be incorporated i.nta the RFA
and conaidered es the fin�I agreement hetreen th� Gity of Rosemaunt end the
successful vendor. Feilure to meet these obligetions shall result in the
cancelletion af any cantracts and farfeiture of the propasal band a�
liyuideted demeges.
Copies af eech prapoeal must t►e snbmitted in the prescrihed iorm�at snd
enclosed in a seeled envelope no leter than 2:t10 o'clock p. m. � Tuesday�
June 6� 19$9� marked cleerly ae folloxs: "Propasal far Uete Frocessinq
Equipment and/or So#trrere". All bids vill be opened publir..ly and rped
aloud in khe Gauncil Chambera of the Rose�aunt Gity Hell lmmedi:ately
following the close o# the bidding period. Only those bids in hand at the
closing time vill be eccepted and read a�.oud. The C3ty rfll not be
responsible for� lete �ail deliveries, end nc, bide riil he ecc�pted atter the
prescr�ibed bid ciasfng ti�►e.
Fro�asale for� the eystem and sQft�rere far tt,e City shell be deliv�red tc,:
' �tephan Jiik
Administretor/Clerk
, City of Ro�e�nunt
2875 145th St Vt, F.O. Box 530
Rosemqunt, Minnesote 55058
Each propossl shell !►e aecomp�nied hy e detailed completed copy of a
Proposal 8and 8nd Non-Callusian effidevit. The Proposel Bond shsll be
executed by en autfiorixed surety cnmpany end enclaaed rr�th t6e a#fidav#t in
the envelope rith the bid. The Propasai Bond shall he in �he emount oi five
(5Y.) percen�t of the total proposed bid emount.
EBCI'! V@hdpY` ia required to submit a copy oi the.ir most recentl�r sudited
finenciai state�ent. In ceBes rhere mare then ane v�ncior ie submitting a
single cr,mbiried propasal� ell vendors shall submit their �ost recently
audited financial statements.
Th� City uf Rasemaunt reservee the r�ight tc+ r•e�eat eny ar,d all bids and to
ewer�d the bid fn the best interest of the Gity. included hut not limit�d to�
price, previuus experience, eccess and taase of service, delivery date,
qual3ty end' capebi�ity.
!el_Stept,en_Jflk
Adrainistrator-lClerk
�
City of Rosemount, M�sota �
. May 11, 1989
The first payment on these bonds will be an interest payment due February 1, 1990 in the
estimated amount of $101,614. This payment wili come from a combination of interest
capitalized in the bond issue, investment earnings and anticipated assessment income for
the 1986 improvement projects. The semi-annual interest payment due August 1, 1990 and
the principal and interest payment due February 1, 1991 will be made from a combination of
interest capitalized in the issue for the projects which are to be assessed in 1990, as well as
projected assessment income for projects assessed in 1989 and a tax levy in the amount of
$91,360 expected to be certified this fall. After the February 1, 1991 principal and interest
payment, the debt service will be payable entirely from assessment income and tax levy
requirements. As with all improvement issues, the timing of principal repayment assumes the
assessments will be filed in the years and amounts estimated. Any deviation from these
assumptions may result in a cash shortfalL
Included in the principal amount of the issue is a provision for discount bidding in the
amount of $32,190. This discount provides the underwriters with all or part of their profit
and/or working capital for purchasing the issue. It permits them to reoffer the bonds at or
close to a par reoffering scale. The discount, representing $12.50 per bond, is a successful
marketing tool the City has used in all past bond issues, and we recommend its continued
use here.
We recommend the bonds maturing on or after February 1, 1996 be callable on
February 1, 1995, and any interest payment date thereafter, at•a price of par and accrued
interest. This call feature, representing $1,470,000, or approximately 57% of the bond issue,
will permit a prepayment of those bonds should substantial prepayments of assessments be
received or if future market conditions w.arrant a re�nancing of this issue. With the inclusion
of the provision for discount bidding, this call feature should not impair the marketability of
these bonds.
As with all issues of the City, we recommend an application be made to Moody's Investors
Service, Inc. of New York for a rating of this issue. We will provide Moody's with the
necessary data upon which they will make their rating analysis and make the application on
your behalf. We do not anticipate a change in the City's current"A" rating from Moody's.
We again remind you of the Tax Reform Act of 1986, which requires, among other things,
that issuers of tax-exempt bonds rebate to the fede�al government any arbitrage earnings on
the proceeds of the bond issue. One of the exemptions from that requirement is for issuers
of less than $5 million of govemment purpose tax-exempt bonds in any calendar year.
Earlier this year, the City issued $1,320,000 of General Obligation Water Revenue Bonds,
which together with the current offering totals $3,895,000 of government purpose bonds and
falls within this category. In view of the fact the City does not anticipate issuing more than
$1,105,000 of tax-exempt government purpose bonds for the balance of this year, this issue
will be exempt from that requirement.
We recommend these bonds be offered for saie on Tuesday, June 20, with bids received at
the offices of Springsted Incorporated at 12;00 Naon. At that time, all bids received will be
opened and verified for accuracy, and a bid tabulation will be prepared for presentation to
the Council for action that same evening. A representative of Springsted Incorporated will
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City of Rosemount, Mir�Tfesota •
` May 11, 1989
attend your meeting to provide recommendations as to the acceptability of bid proposals
received. Bond proceeds should be available sometime during the week of July 17.
Respectfully submitted,
J��l C7��''''�'.dZ
SPRINGSTED Incorporated
mmr
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CITY OF ROSEMOUNT,MINNESOTA �
19891MPROVEMENT BOND FUNDING REQUIREMENTS
Total Water Sewer Net
Estimated Fund Fund Trailways Required Issuance Aliowance Capitalized Total Assessable Year MSA City
Costs Contribution Contribution Contribution Costs Costs Discount Interest Costs Costs Assessed Contribution Share
�194 Shannon
Parkway $1,067,000 $50,000 $25,000 $ 992,000 $ 9,490 $13,520 $ 93,500 $1,t08,510 $ 822,990 1990 $221,650 $ 63,870
#195 West
Ridge#3 490,000 27,000 463,000 4,295 6,115 43,600 517,010 501,895 1990 15,115
#196
Vailey Oak
Phase IV 235,000 11,000 224,000 2,035 2,895 3,925 232,855 226,960 1989 •895
#191
Chippendale �
Avenue 229,000 229,000 2,260 3,220 4,025 238,505 65,445 1989 173,060
t986 Bonds
Required
Refinancing 471,600 471.600 4.520 6,440 -0- 482,560 108.065 374.495
Totals $2,492,600 $61,000 $27,000 $25,000 $2,379,600 $22,600 $32,190 $145,050 $2,579,440 $1,725,355 $221,650 $632,435
Investment Earnings q qqp
Net Bond Issue 2,575,000
NOTES
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1. Capitalized lnterest computed from Date oi Bonds,7-1-89,fo October 1 in year ofAssessment
2. Project#191,Chippendale Avenue Streets,was partially funded in 1988/mprovement(ssue. Of total costs estimated to be$450,000,only$229,000 is needed here. Assessments of$56,840 are pledged
to the 1988 issue and are not shown here.
3. Temporary lmprovement Bonds of 1986 mature August 1, 1989. Funds on hand together with bond proceeds wiU be used to retire the temporary issue. Funding requirement is shown as follows:
Principal Due 8-1-89 $2,150,000 D
lnterest Due 8-i-89 58,050 �
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� Total Due $2,208,050 �
ro Less Funds on Hand 1,736,450 �
, � (7i � �
Net Requirement $ 471,600
4. MSA contributron will be reimbursed annuaHy for next ten years at 522,165 per year. lnterest on these deferred receipts will be payable by the City.
Page 1 of 3
City of Rosemount, Minnesota
1989 Improvement Projects ByeSPRINGSTEDgInco$porated
Projected Assessment Income
PROJECTED ASSESSMENT INCOME
#194 Shannon Pkwy #195 West Ridge 3rd #196 Valley Oak Phase IV
Filing Date: 10/ 1/1990 Filing Date: 10/ 1/1990 Filing Date: 10/ 1/1989
Filing Collect Interest Interest Interest
Year Year Principal @ 8.750% Total Principal @ 8.750% Total Principal @ 8.750% Tota�
----- ------- -----,---- -------- ----- --------- -------- ----- --------- -------- -----
1988 1989
1989 1990 22,696 24,865a 47,561
1990 1991 82,299 90,163b I72,462 50,190 54,985c 105,175 22,696 17,873 40,569
1991 1992 82,299 64,810 147,109 50,190 39,524 89,714 22,696 15,887 38,583
1992 1943 82,299 57,609 139,908 50,190 35,133 85,323 22,696 13,905 36,597
1993 1994 82,299 50,408 132,707 50,190 30,741 80,931 22,696 11,915 34,611
1994 1995 82,299 43,207 125,506 50,190 26,349 76,539 22,696 9,930 32,626
1995 1996 82,299 36,006 118,305 50,190 21,958 72,148 22,696 7,944 30,640
1996 1997 82,299 28,805 111,104 50,190 17,566 67,756 22,696 5,958 28,654
1997 1998 82,299 21,603 103,902 50,190 13,174 63,364 22,696 3,972 26,668
1998 1999 82,299 14,402 96,701 50,190 8,783 58,973 22,696 1,986 24,682
1999 2000 82,299 7,201 89,500 50,185 4,391 54,576
TOTALS 822,990 414,214 1,237,204 501,895 252,604 754,499 226,960 114,231 341,1�
b) Includes interest from filing c) Includes interest from filing a) Includes interest fram filing
date to 12/31/1991. date to 12/31/199I. date to 12/31/1990.
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City of Rosemount, Minnesota Prepared May 9, 1989
1989 Improvement Projects By SPRINGSTED Incorporated
Projected Assessment Income
PROJECTED ASSESSMENT INCOME
#191 Chippendale Ave 1986 Remaining Assessments MSA Contribution
Filing Date: 10/ 1/1989 Filing Date: 12/31/1988 Filing Date: 10/ 1/1989
Filing Collect Interest Interest Interest •
Year Year Principal @ 8.750% Total Principal @ 7.500% Total Principal @ 0.000% Total
----- ------- --------- -------- ----- --------- -------- ----- --------- -------- -----
1988 1989 13,508 8,127a 21,635
1989 1990 6,545 7,170b 13,715 13,508 7,092 20,600 22,165 Oc 22,165
1990 1991 6,545 5,154 11,699 13,508 6,079 19,587 22,165 0 22,165
1991 1992 6,545 4,581 11,126 13,508 5,066 18,574 22,165 0 22,165
I992 1993 6,545 4,008 10,553 13,508 4,052 17,560 22,165 0 22,165
1993 1994 6,545 3,436 9,981 13,508 3,039 1fi,547 22,165 0 22,165
1994 1995 5,545 2,863 9,408 13,508 2,026 15,534 22,165 0 22,165
1995 1996 6,545 2,290 8,835 13,509 1,013 14,522 22,165 0 22,165
1996 1997 6,545 1,718 8,263 22,165 0 22,165
1997 1998 6,545 1,145 7,690 22,165 0 22,165
1998 1999 6,540 572 7,112 22,165 0 22,165
1999 2000 .
TOTALS 65,445 32,937 98,382 108,065 36,494 144,559 221,650 0 221,650
b) Includes interest from filang a) Includes interest from filing c) Includes interest from filing
date to 12/31/1990. date to 12/31/1989. date to 12/31/1990.
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ttCR L Ct1l1M ItT � RFP
The City of Rosemount tt�rough tt�e sttached RFP f� seeking to
purchese computer herdrer� #or use #n tfie Financial Offices
o# the Gity.
�quip�nent saught is at rninimum gfling to be a 386 besed
�rrocessor�, running et least 20 ilN�, employing e DOS t►ased
Operating Systems or the ebility t� emulete DOS to allor
working spread sheete from files in tne me�or programs on the
syste�. Further, the �ainimua► RA� vill !�e 4MH, upgr�edebie.
The mini�u�d Herd Disk Storage Kill be 120t1B� upgredeble. The
processor aill support use o# peraliel and serial pr�inters
that cen be eccessed from elth�r th� mein prnces�or or .
through the ma3n processar fra� the Emu,�eting AT's to allov
dir�ect printing �abs fram stend el.one pragrems on the AT'e.
The Working terminels vill be �86 hesed AT's vith 1 MH i�a�a
end a minimu� a# 40tiB hard di�k storage esch� e�uleting rrork
statfons in plece of dediceted du�b t�r�inals at each r�ork
station locetion.
The City ie reque8ting r�itt, thfs RFP the np�nrtunity ta laok
at Remote Data Er,try Unfts. Water �eter R�ading� by remate
un3t �rill be consldered at this time and the oppartunity ta
inc,�ude them in this RFP is very timely.
Due to the neture of progrem� of th�a type, saftvere
supporting these progrea� �pplication�s are in conRta�t upgrade
made �nd the Citp �acps�cta� thut far •t lee�t the fir�et tMelve
�onth� of op�ratinn on th� n�w sy�tem thet any upgr��d�a made
to the pragra�a� �rill be pert ai the initial c�fferir,g end rrill
be pre�ented to the City at the time of co�apletion et no
cost. Upgrades to be inaluded� can end r111 be total.
revr�ites of progrea�s underxay et the tim� af the RFA. The
City Steif rr311 revi�K very critically, each softrare p�ckage
to compare vt,at rre ar�e espak�l� of doing xith our pr�esent
system versus the syste�n propased tn eliminete those thet are
less cepeble then aur aurrent saftYare.
This comm�nt sheet is pr•�sented as per�t af this RFA to meke
sure thet the abvious is not ov�r-loaked.
� f3EHERA4 TNFQRMATIQN �
Purpae� ot R�qut�t tar Fropo��l tRFF)
The purpoee of this Request for Proposal ie to provide int�rested vendors
xith the �ec�s�ary information and specificakione to�permit prepar�kion and
�ubmfesion of proposals for ca�puter hardrar�, sesocia�ted aperating eyetem
eaftware andlor application software, inetallation and msinkenance auppqrt
and training for coneideration by the City of Ro�e�oount.
Sum�ary of Rtquir�a��nts
The City of Rasemount` ptaposes ta aequire date pracesetng equipment er►d
related operating eoftxare alang with epplication eoftx�re neceeeary k4
provide th� City aith the cepebility to efficiently snd effectively p�rf�rm
the folloring functione:
i. Data Proceesina A_ppllcationB -
Financi�l Accounting artd Budgetin�
Accounts Psyable
Accounte Receiveble
Caeh Receipte
�'ixed Assets
Peyroll
U�ility Billing
Vendars Nill be required ta pr�ovide e means of trensterring
ex3sting deta records into the syetem they ar� proposing.
2. Per�eoneZ Ga�apu�ing - The City deeires to use personel computer�s in
plece of Btand�rd CRT ter�inals for e nua�her of users on the
systean. Tneee personsl computers viTl giye the users the
oppor�tunity end ehiiity ta use such pereonal co�nputer produetg e�
spreedsheet�, xord processors, and data besc� menegers. In this
regard it is deeir�ble to heve sn#trrare av�ilable on both the host
system and an the pereQnsl camputers ta allor the uploading end
dornloading of dats files betxeen the c�mputers. Personel
Ca�aputers ere to be con�i,gured to e��late terminels in back ground
to �llar usir�g th� perean�l computer as such rhile tending to e
back ground epplicetion. eliminating the need for more than ane
keyboard ger user.
The City is can�idering the purchage end installetian of data processing
equip�aent end softrare designed ta aperete in the exi�ting office
environment and rr3thout diertiption of present operaticans with the fc�lloKing
requir•e�►en#s:
i. S etem Oper�etion - All equipment end aaftrere must be designed ta
be operated by non-technic�l staff employees. The City requires a
data processing system rrhiah can be operated N3thout the necessity
of t�iring progre�mir,g staff.
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2. Multi-userlMulti-t�ekino - Equipment and aoft�ere prnpaee� ahs�li
provide multi-user and �ulti-tasking cepebilities. The eyet�m
mu�t be cepable oi expension to eccommodate additinnal users end
applications with minia�eL perfox•menc� degradetion.
3. Menu-drtven Dperation - SoftMere shell he �enu driven tor
equivelent), designed for an-lin�, multi u�er operation.
4• Equipment Qperating Enuironment - All equip�aent offered �nust be
v�rrented by the �enufa�turer, designed ta operate in the exist#ng
offfce environment, �nd shouid not require any spec�al air
. conditioning or unusuel electricel s�rvice.
5. Initiel Hardrere Ins#.ellation - Outlined belor ere the anticipated
components nf the equipment conf3guretian to he us�d in respnnding
to this RFP, R�commended changes ta this canfiguretion are
r�lco�ae and �hauid be li�ted eep�rstely ss an alternat�.ue
prapa�sal.
- 1 - CPU - 386 ar better
- 3 - IBt! Co�apatible P'C's xith �4+QAIH hard disks drives, i MB
- Ram, Ter�inal emmuletion
- Cep�bility tc► interfece rrith hand held data entry units ta be
- u8ed far �eter� re�ding input fr�to the utility billing.
- One hand heid dete entry unit
- Power lassltrensient surges prnteation
Th�s confiquretion aesumes the eLility tQ u�� exi�ting equip�nent
a�s tollox�st .
- TT O�ani 800 tR� $1G1 Arinter-
- AST 286 AT
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BACK4ROUMD INFOR1tATI0N
Rase�ount� Minnesote is an llrban City loceted 12 plus mil�s streight south
of the Stete Capitnl in St Peul, It hae both urb�en sprerl sreas end rurel
areas, enhanced 6y a defineble dorntorn �rea. The present population of
Ro�e�naunt is estimst�d by the Metropoliten Council at 7,420.
The City e�ploye�es 40 full-time and 60 part-ti�e end seasonal emp3oyees.
Tne City Council con$ists of the M�yor and four Coune#1 �embers.
lia�or Uepertment� of the City:
AUMINISTRATICIH - AdminietretortCl�r�k, Deputy Clerk� ar�d administretiv�
personnei responsible far the dey to dey operations o# the City.
FINANC& - Finence Directar, Deputy Finence Dir�c�or and �uppor-t steff
responsible for eccounting, budgeting, accounts payabie� eccaunts
rece3vable� cash receipting, util3ty billing, payroll, spec�isl assessmentg
and mator� vehiele license bureau functions.
PUBLIC WORKS - Public Morks Director and support staf# respar+sible far
inspectian, meintenence snd rep�ir of streets� $an�teary serer� systQm, end
rater distribuLfdn system.
PARKS AND R6CREATICfH - Rarks end Recreation Director end support steff
respaneible far �eint�nsnce of parks end open $�ace, park equipment,
operation of autdoor recreational, facilities and orc�anization of
recr�eatianel pr•c�gr���aing.
COM!lUNITY DEVELQPNEHT - Commun3ty Development Qirectnr, Building 0#fiaia.k
end support �ta#f reepan�ible far development end �n#arcement af C1ty Codes,
long and shart ter� planning end econom3c develap�ent activities,
POLICE DEFARTMENT - Poliee Chief. Lieutenant, tno Sergeants� six petrol and
a Secretary/Di�patcher provl.de ler► enforcement and are hous�d ir, tA� City '
Hell Complex.
FIRE DEAARTM�NT - The Fire Chief ieads 35 plus vQlunteer fire fighters in
providfng ffr� protection to the City fron� a sing3� fire hall camp.lex
loested on tMe �eme ca�pu� �s C3ty N�11,
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Existfng Equipment
Texes Instrua�ents 8usiness Syetem 661
5I2 K8 M�mory .
80 M8 Disk tCD14q0i
4 911 terminal�
2 Tex�� Instrument 81fl Pr�nt�rs
Existit�a Auto_„ �et�d g stg�s tSa#txere fro� Computaservir,e� In�. )
1. Finencial Aceounting and 8udgeting
2. Aecaunts Payebit�
3. Peyroll
4. Utiiity Biiling
5. Inventory
6. Purchase tlyders
7. Special Assessments
8.
Esti� '�a__a____ted Volu�es
Present Ave. fi�t Anntiel
Volu�e Y. Increase
�'insncial Account
Number of Funde 10p 15X
Average Number of sccounts per fund 150 �x
Numher of subsidiery expense aceounts 950 5Y.
Nnml�er of sub�sidiery revenue accounts 45f1 gy
Number of Depertm�nte I50 5x
Accaunts Pe aGle
Number of Active Vendors 700 5%
Number of Invoices each �onth 60Q 5y
Number af checks rr#tten esch month 250 5Y.
Aceaunts Recelvahle
Nu�ber a# Reeetpts per montA 3�0 �;�
Number of fund bree&dorn�s per month 1Sp0 �y,
Pe roll
Nursber of full ti�e snd part-time emp.toyeesl[1G
Number af payroll checks per manth i5Q
Number� of annual M-2's lOQ
Number of #undtdept distributians per check 6
Utilitv Bi131nq
NumbEr af Utility Custamers Ue� 31, 198? 1976
NumDer of Utility Cusior�ers 6ec 31. 198A I71€�
Av�rage nu�ber o# s�rvices per custamer 5
Tatal number of ser�vices ev�ileble �i. .
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A�DITIOHAL APPLICATTQNS
L#sted belor ere some functions/applicatians thet may he con�idered for
euta�etis,n 1n the futur�. Vaiu��s end r�cord sf2es ere not turnish�d as
ther�e has heen no research or development time spent on these epplic�t3one
for the City, Thie infar�rtation provided to the vendors to alert them to the
pas�iDility of future ea#tKare n€�eds.
Vendars thet respond to this RFP are expected to have expertiee anci
knavledge in lo�el gavernment functions and eativitie� needed ta develop
the�;e new epplieetions.
Tt,e epplicetions autlined er�e intended as faod for thought only end are
�ub�eat to ch�ng� baaed upon the aveilebilfty ot tunda� capab�.liti.es �nd
sophistication af the system �elected end the comp�exity of ir,stalling �nd
aperating the so#tvrere compsred to the t1mQ sevings en�ayed hy utilizing the
nev syst�m.
Vendor�e ere ta complete the follo�ei,ng softr�ere eheckliats and include fn the
�o#twere �ection af the�r RFP.
Currently Purch�se cost
Av�ilable or £st Cost
Applicatiun_ Yes or No to Dev�lop
Property Informetion Aceounting
�.icense and Fer�aits System
� . . � .. . .. . . . . . . . : r . . . � . .
Purchase Order� '
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tiEN RAL REGUIREltENTS
Sub�inion oi Propo��i•
Seele� propoa�ls vi11 he reoeived by the City na later then 2t00 4'alock
p.M., Tuesdap, June 6, 1989, for the falloring:
�'urr�ish, deliver end insta3l a car�puter system end its essaaieted operating
eyste� softrsre end instsll snd assist in the installetion of v�riou�
�ppliaation syatems dQscribed herefn far the Gity in accor•dance rrith
epecification� end for�ns of proposel conteined herein and prepered by the
City.
` Wtrere e praposel include� a reference ta equipment herdvar�e� e�so�iated
op�rating �y�tem eoftvere, epp�i,cati:on so#trere� sv�plies� prev�ntive
�aintenence� �nd/or r,���d3.el �eint�nance eervices ta be furni�taed by scameone
ath�r than tha+ propoeing ve�ndar, sufficient detinitiun af such equiprsent,
so#t�are. supplies, or services� must be included ta permit eva�.uetion ot
th� propasal a� e Nha�e, In edditian. there mu�t be � el��r identific�tion
of the vendor vho rill have the ultimate tatel respons#bility #ar
instelletion and taaintenance for ell: hardvere and sa#trer� in th�e prnpasal.
Furth�r�flre, a11 praposele, infor�ation and response.s Kill �e inearparated
into end mede s pert af any final agreement betxeen the C1ty o� Rose�aount
and suocessful vendor. Feilure to m�et these obl3gationa �he11 result in
the �ance3lation of any �ontracts and �c�rfeiture of the propasai bond as
1lquideted de�aege$.
Copies of each proposal must be suD�nitted in standard �ormst snd enclosed in
a sealed envelope et the ti�� and place speaified. 81ds shall be elearly
marked es #o2lovs: Propasel for Data Arocessing Equipment entl Softaere.
All bids rill be opened public.ly in the Cauncil Chea+bers of the City Hall at
2875 :t45th Street West� Ro�emour,t, Minneeota 55�68� et the t�me end date
speci#ied �n this Request for Pr•oposel. Propasels rhich are hsnd-del#vered
the day ot the opefling must t�e presente�d in the eppropriete o#iice at the
time for rhich the bids are eslled. The City will not be responsible for
late ma1l deliveries. and no bids will be accepted ii reaeived �fter the
time stipuleted in this RPP.
Pra�,osels fur th� sysEem for the City �Dould be meiied or delivered to:
Stephen J#lk, AdminiBtratarfClerk
Gity of Rosemount
2875 145th Street west, P.p. 8ox S10
Rosemount, Minneeota 55Qb8
Eact, propoBal shall be accompanied by a eompleted ca�,y of 8 PYU�10Sfl1 Etond
and Non-Collusion 8fffdsvit. The Proposal Band shell be executed hy en
authorized surety compeny and enclosed with the affidavit in the envelope
rfth the Did. The Proposel Band �hall be in the Amount a# Five Per�c�nt tSX!
af the total �+roposed emount.
Eaet� vendor i� required tcr sub�it A copy oi their most rerently �u�ited
finar�cia.t �t�te�ent. In casee rrt�e�re mare than ane ver►dor ie sub�ttt#ng e
single comi►ined propasal, �11 vendar� shall submit thefr most recer,t audit
statement.
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CONRITiQNB
Each vendor �ust comply vith all requirementa as direated ar re�uired by
tfiis notice. Notice is hereby given to all vendors that if their propoe�le
are INFORltAL, DEFECTIVE OR IRREGULAR, the ea�e may be re,je�cted immedietely.
All articles �ust conform to apecificatione and shall be Buh,jPet to
inspection at time of delivery before �cceptance. Mhere tao c�r more vendore
are deea�ed equai, the Ctty reservea the ri.ght to make the avs�rd to on� of
the aendors.
Vendora rill speci#y in their propasels tne delivery date ef their
e�ufp�ent, services andlor praducts� and deliver must be made on or� befcare
tt,e epecified detee. The City desiree the system ta be deliver�ed and
tnstalled es gaon es passi:ble, preferebly w�thin sixty t601 days after
selection. Because of paesible shipping gchedule canflicts the City rill
require delivery rithin rtinety t9G1 deys of avard ot contrAct. A late
delivery penelty of One Hundred tS10Q.00) liollers per dey may he asse�sed ff
de.tivery accurs beyond the ninety t90) days.
Prices far herdrere and saftvere quoted by vendare shall be firm pr�ces and
not subject to increase during the term of that RFP �am�n.letion Time
Agree�ent er�ising betreen the City end the sele�cted v�ndor as e result oi
said propasel. Vendors Mf11 quote on prices, less any applieable texes.
Th:ese specificetians will became part af the contr�ect between tAe City and
the �ucaessiui vendor. The City rill respect and cor�ply aith any reque�t by
vendors regarding confidentiallity of materials presented and rill at na
time allo�v review af �eteriels by enyc�ne ather then authorized City stei#.
RIt3NT OF' REJBCTIOR
The City of Ro�emount reservee the right t� re�ect eny or all propoesla and
accept the proposel it dee�� to be In The 8eat Intere�te Of Tha City,
considering itea�s including, hut not iimited to, prfce, previoug experience,
eccess and bess o# eervtcesbility� delivery date, qvality and capab.il3ty.
Further, the Gity reserves tAe right to make its selection solely on the
besis of the pr�apasels trritten ar oral. i� need�d?,
PAST SBRVICE AND EXPERI6NCE
The City reservee the right to re,�ect eny propos�l affering h�rdaere sndlor
eoftware th�t hae been proven in use to be unre2lable or unsui.table for the
vork to be aecomplished. Propasala of inexperienced vendars ar those xhu
have failed to properiy perform other contracte may be re�ected for �uch
cause. Vendare shall provfde the namee, ad�resses, phvne nua�ber and
description af thrQe municipaliti.es within the Stete nf Mi.nneaote that are
currently operating a syBtem aith the proposed softaare and s aimilar
hardrare configuratton to th�t pioposed.
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CiTY'S INVESTIt3ATI0NS
The City of Rosea�ount or its repieBentatives may make �uah invest�.gations e�
dee��+d nece��ary ta determine th� ability of vendore to pexform the wark,
and vendor�e ehs�ll furnieh to the City ell euch information and d�te for this�
purpoe� ae the City may requeet.
The City reser�ves the r3ght to re�ect eny groposel if the evidence sub�itted
by� or inve�tigation of, saeh v�nd€�r #sils to satisty the City thet surh
vendor is properly qualified to carry out the oaligatfons of the agreement
and ta eompl�te the rark conte�pleted therein.
P6RFORMANC6 BOND
The vendor vill� if avarded the contrsct, from the condttlan�s of thie RfP
and futni�h a per#or�ance bond satiefaetory to the City in the full smounk
of the �aard, for faithful p�r�ormance 8e required.
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SECTIOIt 4
PROPQSAL EVALUATION PROCESS
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PRQPOSAL �VALUXTIQN PRtiCESS
Proa��s
Coaiputer syete�s evaluetion will be eccnmplished by khe City and its
repreeentatives. The Ci.ty vill reviea end ev�luate eIl proposala sub�aitted
in reaponse to this RFP. Yendore �ay be eliminated from con�fderstion for
fetiure to fully co�pl.y rith the specificAkione af the RFP. The e�elQction
riil be beeed on the bid dee�ed to be moet coet effective rhile meeting
speeificatians responeibly, baaed upon, but not limited to, thP follartng:
availability and quality af epplication eoftMare; hardrare serviceabilf:ty
in ter�ns of utilities, ease o# opexatian; up�rsrd expandabillty in ter�e of
maximu� capaaity of pracessor and peripherals.
The Ev�lua#.ian end Selection pracees will:
1. D�termtne xhich vendors meet the "Mandetorq Requirements" epecified in .
the RFP.
2. Uetern►ine aAich vendore raeet the "Desired Requirements" specified 3n
the RFP.
3. The besis far the eve2uation af pr-opasels received w311 include the
follorring eonsiderations:
s. The v�ndar's performence record to-dete in meettng the
requirea�ents of their exiBting customers.
b. The a�aunt of vendor eupport thet Nill be aveileble for
canver�ion, imple�e�tetfc►n and ongoing moditications as they are
needed� requir€+d or request�d.
c. The finenciel stability� longevity and strength of the vendor.
d. The proven, existtng sppltcetion syete�ns the vendar� hes now far
immediet� implementetlon. TAe vendor's capabilitf�s fn ather
systen►� ar�es rill be treated as a positive factor.
e. The cost of the system ta include caBts incurred indirectly� �s
vell e� thoa� b�.iied direetly by the uendor.
f. The internel controls prnvided vithin the system rrhiah prevent
unauthoriaed accests to data, and provide adequate autift trafls.
g. The operetionel #lexibility durinq periods of syetem failure due
to �eehenical �el#unctian; i.e. , r�eorgenfaatic►n after a lightning
strike.
h. The eveiiability of users in the area to ailox reference
investtgation.
i. The quaiity uf system� program� operatur and user documQntation
pre►vided.
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�. Adherence to�Q requested proposal for�at. includee the :
thoroughness the proposal as �rell ae the f�t of
presentatian.
k• Equipment cepecities� cepebilfties and features.
1. The cepabiltty to provide the softr►are fea�tures and capabilities
outlined in Section 8� APPlication Softwere.
m. Hardrare/softxere serviae cepebility.
�. Cquip�ent and �oftrere modulerity end eaee� of upgr�sde.
o. The �►xperienee requtred and numher of in-hause data pr-ocessing
p�r�annel neceseary to 4perat� end maintain the system.
p. The number, typ� �nd experience af locel vendar steff.
q. The pa�tian of the toLel system that the vendar will pravid� .in
ter�ns of equipment, ingtallatian, conversicrn, softvaxe, eduesti�an
and treining support, �4ftxere support end equipment maintenance
service.
r. Ti��ly deli+rery of propa�ed syste�a therdvere &� saftxere).
s. The eepebility to pertarm conversi4n of existing dete filea.
4. D�ter�in� rhich vendor's propase�d e�yste� and support lends itself most
favarehiy to the City's current and future needs.
5. It�termine rh#ch vendor offers the "Least Totel Cost SyBt�a►".
Or�l Pr�entatione
Oral preeentations may b� requeeted by the Cfty as a pert of the oversll
ev�luation pxoce�e if the City feele it ts necessary. The City �ay select
any or a,ll vendore �t its diecretion, to hav� an oral presentatio�. If an
oral preaentatior� is deemed aeceg�ary, the City will furnish propaeere aith
guidelinee and lia�itatione far th� preeentation.
The Gity vill alao nokify the propoeer�, in r►riting, o.f the tim�, date and
place of euch preaentation. The notification rill also describe time 1lmits
and other criteria for the presentation.
Proposel For�st & Quality
Ta aseist in the ev�luation af propoeals resulting from this RFP, ik is
requested that eaah prapasel be written in a conefae �nd forthright manner
and that auperficial marketing etatemente be avoided. TMe quality caf the
prnpvaals euba�itted !ay a vendor ie viered as a basic indicetion of the
uendor's gener�l cepability end technical co�petenae. Ouality is
interpreted as: ti) comp.tetenees, t2) thoraughn�ss, (3? securecy, {4)
compltanGe aith propoeel instructione, t5) timeliness, and (6) khe
organization and canaiBenese of descriptive text �aterial. Ft:apoaala whieh
do not comply rith inetructipns may be eliminated from further
consideretion.
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The proposal should be esenteQ in a eingle bound volu�nd orqani�e� in
aections along the fol.�tng lines:
1. LETTER containing narrative for the propos�l, overall service and
product proposed.
2. PROPOSAL BOND.
3. NON-COLI.USION AFfIDAVIT.
4. VENDOR PROFiLEs
e. Nu�aber of years fn present location,
b. Lergest locei pro�ect. Include rrame and size af herdrere end
nature of eppiications autometed.
G. State nu�nber of year�s of experience vendor hae in data �raeessing
for city government.
d. Totel steff avsilabl�. Include eize of treining st�aff and
applicstio� telephone support personneL
e. Nua�ber of pr�ogrema�erfenalysts rorking on city applfcetions.
#. Indfcate if eny pending litigation exists.
g. Indicate type of ownership structure.
h. List three Minnesote cittes uBing the proposed soitti�r�e on a
aia�fler hardwere configuration. Include name and telephone number
of contect person.
i. Provide resumes of persannel that Nill be involved fn saftrax�e
support sndlar develop�ent, and instellatfon af the City's system.
�. Copy of mast recent eudited finsncial statement.
5. VENUOR SERYICES
s• Required .1eed tfine for the proposed herdrare.
b. Indicate #ecilfties available for� softxare development testing and
file canversian prior ta deltv�ry.
c. Indicate r►hat site preparation assistance is availabie.
d. indi�ate �h�t conversion aseistance is eveilable t4 the City.
�. Indicete th� amount af treining time provided in tt�e prpposeci
price (number of peopleR nu�ber of hours per applicatianl.
:f. If vendorte) is not e turr�key uendnr, the neme ar�d lacatlan of
each supplier must h� steted. Ind#cate aho vill be the prime
contrector re€�ponsible for fihe entfre installation.
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g. 8stiteated cost end duretion of operetor end epplicetions training
avsilable to City p�rsonnel - both initia� and ongoing.
h. Mlill a curr�nt capy af th� source code be pleced in the pos�ession
of a qu�lified �acrox agent? M311 proo� a# snch plaae�ent be
pravided to the City?
i. Co�t end availebility of softMare developsent or �naditication not
included in wain#.en�nce fee.
�. Meintenence re�pon�fv�n�ss - herdrere end soitYere. Tndicate the
nu�ber of qualifie*d �sint�nance personnel loceted rithin e
reasane4le diatance= rerranty periodp responee time= locetian o#
pot�ntiel beak up.
k. Type of operating eyetes softrare �upport thet ie eveilebl�.
State response tin�s and cust.
l. Is deteil daauwentation eveilable in �enuel for�? Indicete east�
3f any� of updetes.
�. li�thod Q# providing so#tvgre; i.e. � purche:e, rentBl, leaee�
lieen��� tAird party� ete. Indiaete orner o# saftMere. euthor,
werranty and cost of enhancements far eech app�icatian.
n. Softvare support. Indicete the manner in vhich applicatfon
softrere rrou�d be prov3ded end th� pricing errenge�eent for such
suPPort.
6. HARDMARE
e. Include pages 72 through 74 in Section 10 0# the RFP.
b. Dete prapased syete�n ennaunaed.
c. Hu�ber of unfts inetalled.
d. Equip�nent cnnfigur�tion. Assu�ptians and eelculetton� used to
determine canfiguretio�n; i.e. , we�ory �ize. diek cepacity. pr3nt
epeed� eic. A�so, expen�ion capabilities of the �yst�m.
e. /►maunt at �ini�aum increw�nta cf a�en�ory end co�t.
i. Di�k cepeaity - e�ount propos�d and mex3n�um emount, llp9rad�
cepacity -etat� incre�ent ��ounte snd coet, State ths eplit
betr��n fix�d and r�mavable, if a�ny.
g. piek requiren�ents analy�ia for initisl ap�Sllcations eoftxare.
State awount of storage required for operating eyetem, etc., and
each spplication. State percentege ava�lable for sdditionel
BRPlicstians.
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h. Printer - etate epeed, line length, coa�preesed print availebility�
character eet, upper andlor lorer case, print arethad, format
control, nu+aber of readeble capies, +rhether or nok l�tter quality
or near letter quaiity cepebility. Nu�nber of printere proposed,
and �axiwu� the sy$te� rlll support. include easple docu�eat
produced by proposed printer.
f. CRT's - nu�aber proposed, and �axi�aum supported by CP!!, maxi�u+�
dietance .froa� CPU. Doee proposed CRT have e eeparate ten key psd
and a epectal cursor control pad? State respon�e ti�e. Can City
personnel coneiatently expect an �verege of three seconds or lee�x?
�. peaeribe the data cQ��aunication capabilities of the propoaed
syetem.
k. Stete the opereting environment required. Include: tempereture
renge, hu�idity re�ge, B1'U output, cooling requiren�enls and faiee
floor require�ente.
1. Stet� the electricel require�nents,
�. Stete noiB� 2eve1 of the printertsf.
n. Stete hefght, ridth� depth and veight of eech co�nponent.
7. OPERATIHG SYSTEM
e. Includee pege �, from Section 11 of th� RFP.
b, L#st the oper•ating syste�n, coe�aunications softrare� utilitfes,
dete beise ssr►eg���nt syetea�, co�piiers� query 18nguages, repo�et
rri�er, on-lin� progr�w�ing teetures� etc,, propo�ed and th�ir
costs fan�-tise end wonthly)� if eny. Also, de�cribe hov long
eech propose►cl softMare product hes been aperetionel at ueer sftes.
c. Descrihe the �a�or featuree.
d. Mhat is ite uprsrd mot�ility af the syste� saftxare to s larger
ca�nfiguretion in the fa�ily?
8. APPLICATIQH SOFTMARE
e. Applicetian nerrativea for each propo��d applicetion.
b. Include eil af the eoitxere cepebilities Ghecklist peges, fnc.luded
in Section 8.
c. Mhet i� the uprard ca�pet�.6ility of the appl.icetion saftrar�e
shouid � future hardrere upgrade be necessery?
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9. COST SUN!(ARY � •
s. Include Attec?�aents A through G.
b. Particuler attentian �hould be paid to:
-Stating specific ct�st� involved ri,th eli softwere modificetians.
-I?eteiled pricing of each h�rdrere co�aponent proposed, i.e.,
provid� e pr3ce for e�ach tera�inel, printer, proees�or option, etc.
Do nat sui�wit e sing�� pric� for ell herdver� cosponents or groups
o� con�ponents.
-Nanthly n�aintenance cherges by equip�ent device.
-Estiw�eted aoet o� consu�able supplies; i.e., peper. report
bindere, ribbons, etc.
-One-time ine�te�lation cherges.
�Us�r Training costs.
10. IMPLE1tEHTAT�OW SCHFDULE
a. Prepare e d�teiled conversion schedule� identi.fying ell nec�ssery
conversion steps.
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SECTION 5
NBM 3Y5T6lt REOUIREXENTS
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REM SYSTEM REDUTREMENTS
The infor�etinn in this 8ectian af th� RFP is intended to sesist patentie.l
suppiiers of the City's futu�r� data processing resonrces to structure
Proposels apprapriete ta the specific needs af the city o�rgeni,zetion to be
served. it i: es�entia� thet eufficisnt prQceaei�g por�r and ma�s storege
be evaiiabie to service adequetely all concurrent ect�vitie� and enticip�ted
grovth, At th� �e�me tir�e, ev�ry effort �ust be made to provid� th�ee
eervfce� at the loreat cost tn th� taxpeyere.
The City feel� thet ongaing maintenence end support is a �se�or f�ctar in tf►e
selection of 1ts dete proceesing vendor. Therefore� vendare shou2d viev the
City ae � u�er of deta proces�ir�g rith mini�al data proceseing experience.
As e re�ult, th� vendor �ill b� r�quested ta provide a "turnkey" sy�tem
re#lecting h�rd�rere, eofLw�re� �eintenena� and support, WMieh Nill �eet the
processing nc�ede o# the City.
Cansequently. e significant degr�ee of support is expected fr�am the vendor
Mho shall be responsible for the follorting:
i. System aefinit#on.
This cansists of detsil�d de�initive system design work requir�d t❑
make this prapo�ed hsrdkare end sattvare system functic�na.i in the ciLy
env#ron�ent.
S. System I�plementetiar�.
This coneiste of the detailed pragrer��ing end system suppart reyuixed
to get tl�e hardrere end sa#t�rere syste�s up and runn3ng xithin the ti�e
frame specffied.
3. Training.
Tt►is includee the education and tr�aining o.� city pereannel in the use
of the equipment end progra�s. Fu.11y doeumented system manuals must be
pravided to the City. Classroom training at the vendors location is
accepteble.
9. Ganversion.
This fnclude8 sutomated canvErsion oi date ffles from the existing
syste� to the new syetem
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�YSTEM CONSTRAIHT$
Because af the �nviron�ent in which the City desires ta operete, eeveral
system canstreints have he�n identified end �re outlined belov:
1. PER50NNEL GONSIDERATIONS. The City desfres to minimize technical staff
require�ents. Therefore� the syste�n proposed must be cepab�e of 6eing
opereted by existing pereannel who have experience �rith typevritexs and
cslculetors and caaiputers. It is recognized that a comprefiensive
u�erloperetor treining progrera rrill be requ3red. It is en#.icip�t�d
that all softrare meintenence� changes end modificatian xill be
eccorrtpliehed t�y the vendor selected, es the City doQs nat intend to
employ computer �rogrem�er�s. Proposels sha]l also include samples of
softrere documentetion.
2. SOFTWAItE SllFPQRT llPpATES. The vendor selected shell prov;ide a "hc�t
line" telephone number ta City personnel far re�olution o# oper�tion�l
questions� and assietance in isolating possibl� system fAults.
Saftvare modifications must be msde on a timely bas�s. Mhere required,
the vendor muBt he cepeble of communicat�.ng proqram updetes in
executeble for�aat directly to the City's installed syetem via
telephone.
3. DATA IHPUT AND INAUIRY. It is expected that all data entry Miii be
dane during normel t�usiness r�aurs, except for peek loeds. Daily
inquiries into all files can be expected. It is required `thet ell
users (through CRT's ar persanal co�aputers) be able -to acc�ss their
reapective deta file� end r�ecards rrithout interference, deley ar
contention.
9. FILE PRCIT�CTIQN ANU HISTORY. In ord�r to safeguard data file�� it ig
requir�ed thet provisfana h� mede for copying all tiles dsily ta a rnedia
thet can be stored in snother iacatfan. This "bsekup system" should
require no more than twer�ty-five t25) minutes to eaaomplish.
5. FILE S�GURITY. It is enticipated tDat all eo�aputer ff.tes xi�l be
ecceseed in an interactive �ode using GRT ter�ninals or p�r�onel
computers. es descrfbed in this RFP, Secu�rity ageinst uneathc�rized
access through the means of security pasallord techniques, rhich vfll
provide infarmatian only fram selected partions of the dete bese end
only to the respective user depert�nents.
6. CDNVBRSIQN. The City desireE to have a ma�ority of its existing deta
#iles converted to the nerr systers in or�der to �aeint�in operatians and
available infortaation at the existing level.
D�SIRABLE HARDMARE AND SUFTMAR�
Space Coneider�tion
The prc�posed system should be capable of residirtq iri accupipd office area.
Electrieal requiremente rill 6+e �ek end the ayetea� shoulci nnt require a
rsisad fioor. So�►e IlD devices aill be lacated fn rooms in ot,her part,s �f
the buiiding.
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• 3YSTEM HARDIIARE •
It haa been determined thet the propoeed hardaare canfiguration at a �infmwm
a�u�t be menu driven interactive, a�ulti-uaer, multi-tasking, multi-prc►ceeeor
�n�i be cspabie of cancurrenk batch processinq end int�ractive praceesinq.
The main proceseor me�nry ehall be suffl:cient ta mee� th� t�medfste n�eds of
the City based an eoftwar� and hardware propased, and be �xpand�ble by at
leaet 300% abav�t im�a�diat� requlr�m�+r►ts. Main proc�senr memory �he�.i ba�
larg� enou�h to hend.t� khe r�quir+��ents. M�in proceeeor memory ehall b�
lerge �nough to hendlo the operating syetem and spplicsetion �oftwer� �+ithout
slor doxn due to ext�n�ive erepping or overlaying. IBM PC edmpetible vork
statlons rith termfnal emulatian ehould be a major n��na� af I/0. Har�i di�k
should be th� me�or �aes etorage a�edie rith provieion for tape baGkup.
Propoa�d disk ehall be eufficfent to aacom�odate all ey�tem and epplication
software and current data files and rork filee. Total diek capecity of kh�
syetem must be expandable by at least 300X ebove the initial con#iguration.
Vendore sre required to eubmit detailing disk analyais for the operetin�
syste� and �ach aoftrare appliaation. Include speee allocated for program
starage, all rork arese, data etor8ge, etc. Indicate size propased and
per�ent of allocation.
One GPU pius four IB?! PC competible �nicro computers vith ter�ninal emuletian
cepebilfty, 1liB Ram� 40 MB herd disk� serial and parallel ports, MS-DOS and
color �aonitars pith grephic� cepel�ilities are requir�d.
The ebilfty to daMnloed dete fr�aw� tAe host system into such personel
co�nputer so#tvare products ee Latus 123 or Sy�nphany is highly desirablQ.
The ability to uploed dsta from these PC products for use in the host system
epplicetions fs elso desirebl�.
One letter quality dot n�atrix printer should be propnsed. This printer
shauld hBve a 24 pin print head end be cepable af prfnting at e speed of 200
eherecter� per �econd in letter-quality �aode. A leser prinier mey be
proposed es an aption� in plece of the dot metrix printer. Tfii� printer
will be used pri�aerily #or vord processing documents and extremely high
qnality is expected. Provide sa�ple output from the proposed printer.
One ne�r ietter quality d�t �etr•ix printer• vith aide cerriege ti36 calu�ns
ride) ehauid he propased. This printer shov3d have a 24 pin print head and
be capable of printing at a speed of 240 charactears per seconds. This
printer ehould have the ebility to serve as a serial end a parallel printer.
One "produetion" type printer vith xide earriege (13� columns xide) rith
paper• gtscking trey end stand. This printer ehoulcl be cepsble af printing
34U charecters per eecand �nd hav� dreft and letter quelity ebility. This
printer will be used primerily tor printing lengthy reports, utillty
statements e�d reeding cerds, and accaunts psyeble and payroll checks. This
pr�inter shauld heve the ability to serve ss a serfe� end a par-allel print�r.
Tt�e t,ardware� aperetir�g syBt�em spftrere end applicetion soft�vaxe being
proposed saust aperete eo that the average response time per transactian for
any user is no longer than three t33 seconds. Far purpases ai this
evaluetion, r�eeponse time is defir�ed to be "the emaunt af time elepsed
betWeen generatian a# an inquiry or enkry of data e�t a data communicati�ns
ter�inal and receipt o# a response at that same ter�inal".
-22-
• �
Reepanse time ae deftned here includes transmiseion time to th� compuker,
processing time et the co�+puter, includinq acceas kime to abtain end
maintain eny #ile recorde needed �nd tr�ns�leeion time beck to khe ter�i�e L
The hardvare configuration required should b� expandable ta meet the groath
of the City and the addition of nex spplic�tions Mithout any major hardrare
or eoftware ehanges; i.e. , changing CPU`s or rerrite of softrare.
SYSTEM 50FT1iAttE
The praposed syetem must have an �perettng eystem that aupporta khe
requirements lieted under "System Hardwsre", i.e. , s�n on-llne, real ti�e,
a�ulti-program i.nt�rsetive environment.
IltITIAL APPLIGATION SOFTMAR�:
The installation and perfor�ance of the appl�ication eoftwsre is �he single
moet importent ele�nent of the proposed system. System ecceptance and
peya�ente �ill be based an "Appiicet,�on Softv�re P�rfor�ance". any vend+�r
unwilling to accept this condttion need not su6�it proposa L
For any of the eof�aere cspabilities that gre not p�rt of a atanderd
package, tfie proposer muet stete the specified cost of the madificatlans and
the date available. A LISTTNti OF TIlIE AND MATERIALS QNLY MI4L MOT B� VIEMED
A8 AN ACCEFTABt,E RESFQNSE. These costs should be included in Attaehment C
and G.
Tu further essiat tAe City �.n evalueting the initial epplication �aftrare�
propos�ls shell include sen�ple� of reparte and other printouts� files end
other records uBed in the progra�a.
Ta furi,her a�sist the City in evelu$ting tl�e softrrer•e� proposal shall
include cost of providfng secand print optfons ta e11ar the City to continue
uee of exie�ing printed stock b for seleeting the vendors for�a�ete Qf print�d
form�. See ��mples of �xisting City forms listed as pert o# this RFP.
-23-
� �
GENERAL CHl�RACTBRIS'f ICS
Curr-ently Cen be Est Cost Dete
In Peckeqe Added to Develoa Availsble
Terminal aace�e e�curity eontrale
tprovide e co�p2ete d�serlption)
Print - Spaoling ,
Menu drlven epPlicetian programs _____,_^_ �
Multi - pragremaaing
Uocu�entationt
- Syetem daau�e�ntetion
- Progrsm docun�entetion
- Operetor instructians
Data com�nunications
Beckup Procedurea
Reetart Procedure�
Operator prompting and instruct-
ions displsyed an t�rminel
Capability to specify rhich
printer rill print a epecific
report �
Cepehility to print the content�
{for�nat end dete) of �ech display
aveileble on the visuel dfaplay
terminel
Cepeb#lity to diepley the contents
of a r�p�ait#a report on the
visuel diepley ter�inal
Vertical. ecrolling e�pebiltty
Horizont8l scrolling capebil�ty •
Hine charecter zip codes
Minimal redundency of stored deta:
i.e. praperty identfficeiion
nu�nbers stared only in one file,
r�th�r than in multiple files
Ouery lenguege
-25-
� �
GENERAL CHARACTERISTICS
Currently Gan b� Est Cost Dete
In Packaae Added to Develap Aveileble
8 1/2 X 11 page printing t132
compressed character�)
Program source code (kep�. hy a
trustee)
All repor�ts contein the folloying
informatian:
- Orgenizetion na�e
- Report tit2e
- Processing dete
- As of date
- Peges numbered in Bequence
- Sut�totals after every sort,
level, break� or es defin�d
by user.
- Grend Tatele
- Colu�n heeding descriptions
- All tebles �tored on
externel #iles, eaaessible
to the user, to a�lov tar
changes rithout requiring
pragre�n recompilation
Capahility to coa��unfcate rith
eoftMare �uppart site
Nu�eric keyped
Edit end Rea�onebiQness eh�eks at
epprapriete steges of date input
Balanaing ai date eniered egainst
a betch totel entered et point of
initiel date input
-26-
• •
t3EWERAL CNARACT$RIS1'ICS
Currently C�n be Est CQst Date
in P�ckaa� Ad ed to Develop Av�iJ.ahle
F°in�nai�l sy�tam automaticaily
pulls accounts p�yeble, payroll,
utility billing, epecial as�esemente,
aecounta receivable, cash receipting,
etc. , for upd�ting of appropriate
aacounts ,
Screen for�ets s3�iler to ane
enather in each epplicatic�n
Scrolling� escepe functions� date
entry procedares� etc. , ae�ae in
each aPPlicetion T..�
-27-
• •
SECTIQN 8
SPECIFTCATiOtiS �'OR INDIVIDUAL SO�TMARE APFLICATiOfIS
-28- -
! �
FItiANCiAL SYSTEM
Currently Can be Est Cos� Dete
In Paakaae Added to Develoa Availeble
Account Far�at:
Current Account Number structure
is: XXX-XXXXX-XXXX
�igite i through 3 are �lrrsys the
F'und Nu�ber
For Assets. Liebilitie$ and Revenue
Nccounts - Digits 9 through 8 ere
the accaunt number
For Expenses - Digits 4 through 8 ar�e
ths depart�nent or cost cenL�r
For As�etsR Liabiliti�s and Revenues -
Digit� 9 - 12 er� available far d@teiiing of eccounts
For Expen��s - Digits 9 through 12
ere the ab�ect codes tepecific
expense eetegori�s)
The current eccount structure can
be used
On-line file inquiry to eccount
msa�ter file in#ar�ation �and
trans�cstion hi�tory. �..�..., .
Chart of eccounts Iisting
End oi yeer pracessing to
cl�ar eccnunte
Cepabi2ity to pracess eubeequent
y�er tr�nsaotions bc�for� cowpl�tely ,
ciosing previau� y�ar
Audit treil repart for f3ie
�eintenenee
Master ffle listing
At least txelv� accounting
perinds
Ability to edd, chenge, inactivate
end delete accounts
On-line entxy end editing ai
trenseetions �
-30-
. �
FINAIICIAL SYSTE�I
Currently Can be Eet Cast Uate
In Aeckaae Added t4 Develop Available
2ero eccount balsnee editing
prior to d�letion
Dauble entry systea�
Debits = Credits caatra.i on ell
�ournal entries
Possible one-�ided entries
�lioMable
Trensactions mu�t be 3n belence
by f und f or poeting to occurr
interfacee rith other eccounting
syste�ne end applicetions
Autc►matic ,�aurnal reference
teudit triel)
Ability to print edit iists of
entri�� #rop� ather accaur►ti�ng
eyste�ng prior to po�ting
Option to print ell transections or
�ust current a�onth's �ren�ectiong
vith prior a�onth's detail aum�aarized
to beginning of the month balenees
Fund eccounting i�ciuding incom�
statements ior ent�rpri�� fur�ds
Provide �nteriace pith end eca�pt
eutomatic paetings �ro�n: peyroll�
aceounta peye�ble, acaounts r�ae�iveble,
utiifty billing� revenues�
expenditures �nd budgeting
Stor�d Dete a�ust inciudes
- Account type teseet, li�bility.
exp�nditu�re, revenue)
- Accaunt number
- Accaunt description end
length for e�ch e�gmer�t of
the accaunt numD�r #or�et
�alternetive: ecGount
deecri�ptione �neintained
in a eeperete #il�}
..31,
� �
FINANCIAL. SYSTEM
Currently Gen be £�k Gast pete
In P�ckeae Added to Qeveloq Av�tleble
r
- Fund typer cod�
- fund group code
- Debiticredit indicator for
aseets, liabflity, a�nd equfty
acaaunts �
- Pr�evious three yeer epproved
budget for r�venu� end
expenditure eccounts
- Current ye�r budget far revenue
-32-
� �
FINANCIA6 SY&TBM
Currently Can b@ Est Cost Dete
In Peckaae Added to Develou Aveileble
- Fund type cade
- Fund group code
- Debtt/credit indic�tar for
a�sete, liabiliky, and equity
eccounte
- Previauaa three y�ar epproved
bu+dget for rev�nue and
expendlture accounte
- Current year Dudg�� #or revenue
end expenditure eccounta ,
- Month-to-d�te trenaaction
tatal� tr�venua�s end
expenditure��
- Yeer-to-dete treneaction
totals fr�ve�ues end
expend�.tures)
- ttTD end YTU debit and �redit
totals for b�lance �heet
accounts
- Account bal8nces far asset
and liebility accounts
- Last traneectlon dete
- AQiiity to retain deteil oi
trensection far current
year
- Ability ta retein deteil oi
trensactions #ar prior
three yeere
GQneral L�dger Deteil Trial
Belance:
- Li.st de�bit end credit
bale�r,c� for each eccaunt
- Sequence ie hy eccount
nu�nDer
- Print rarning r�esseg�s
if out of belenc� .
- 4pt;tun ta print trial
h�3ence �rith detaf 1
transactions or su�nmarized -33-
FItiANCIAL � •
SYSTEM
Currently Cen be Est Gost Date
In Packene Added ta Develop Av�iieble
General Ledger:
- Option to print in detail:
or summary
- Option to select epeciffed
eccounts
- Optian to se�ect epecified
eccaunting periode
- Optian to print preli�inery
or fin�l
Belance Sheet hy Fand:
- Includes e belance sheet
fc►r esch fund
- Includes all non-aubsid3ery
accounte rith ending be2aneQs
- Calculates totel esaets,
totel iie6�ilities, re�erves
end fund balenae
Coa�Dines Belence Sheet ( all tund
tYPes end acc� graupe):
- Liats co�bined eccount
total� by fund type and
account group
Stet��n��t of Revenuee, Expenditures
and Ch�nges in Fund aelence:
- A4�iiity to report on single
fund or user determin�d
renge of fund�
- Report current perfad end
year-tc-date hudgeted revenue
end �xpene�a� actu�l r�ver�ue
and expen�es, and related
verfancee
- Include beginning of the
yeer fund belence
-34-
FINANCIAL SYSTElI ! ,
Gurrent.ly Gen be Est Cost Dete
ir� Packe�qe Added to Uevelop Available
- Include current period and
year-to-date budgeted incresee
(decreaset to fund baiance,
actual increase tdecresee) to
fund balance and relsted
variances
- P�riod �nding account
belence tbudgeted, actual
end verience)
- List b�ginning belenc��
recef pts. disDursea�ents.
trens�er in end out�
ad�ustments end ending belance �____�
- Allor n�ultiple user defined
sart sequ�naes
Repart Opt�onBs
- Capebility to print r�parts
for e preliuinary c�osing
befare e final closing i�
made
- Aveileble upan request
- Use� �ultlple user def�.ned
sort eequences
- Allors user defined renge
of dete
- Use of #orarat or s�quena�
files sa u�er can deiine
reporte. level of su��►arizetion
end de�ired subtotsi�ing
- Ability to post transactions
and print reparts at any time
durfng month
Caa�plience rith Gav�rnn►�nkel
Account Auditfng and F3n�ncfel
Reporti�ng iGAARF) principele published
by the Hetionel Counci.l on Gav�rrtm�ntel,
Account is required. It is not required
to pr�fnt reports in �the ea�e for�$t as .
autlined in GAAFR, horever, the
inior�ation mu�t be available
in the �yste�.
-35-
FINANGIAL SYSTEM
• Currently Csn b� Est Cost Date
In Packaqe Added ta,Develoo Aveileble'
Auto�atic oQ�p�ri�on o# ao�put�r :
gen�rated b�tch aontrol totq2 ta
�snually ent�r batah aontrol totsls,
Mh�r� :ppliatble on tran�action�.
Budget Preperetion Morkeheet;
- Prior three year`e actual
revenu� and exp�nditare
tnfarrastion
- Curr�ent yeer budget end
ectuel year-to-dete amounts
- Prior three yeer'e budget
- Frovide apece far vriting
next year r�queet�d budget
- tlse ae e turn-�-round doau�aent
to praduce tinel budg�t
- Auto�aatically roil appraved
budgets into the next ye�r•�
appropriatio�na
- Allow for ed�ustmenta to ,
eurrent yeer budget
- Ability to budget �►ontniy or
annual2y by eccount nu�nber
- Cepability to specify en
ennuai percent budget incresse
on specifi�d aceounts
- Abilfty to p�rform "tthet i#"
budgeting
Final Budget Report:
- Gist the eppraved final
budg�t in d�teil by account
- Option ta pririt monthly at
annusllY �. , T_..,
-36-
• •
FIRANCIAI. SYSTEM
Cur�rently Can De Eat Cost Dete
In Peckeqe Added to D�velop Availeble
Actual snd Estia�ated itevenue
Report:
- For eaah revenue eecaunt
lisLs
Annael Budget
Ad�usted ennuel budqet
Actual rev�snue aoll�ction
tareneectionB
8alenc� of unreelized
rev�nvea
- Qption to print:
All detailed transections
f ar the y�ar
Year-to-d�te be3ancea
ehc�wn in aetual end
esti�a�ted r��venur reporte
Current period det�il
Mitt� prior period'� ,
ectivity cond�nsed to
beginning ot period
tatsl�
Selected eccount�
Apprapriation Stetus and Hi�tory
- For e�cA exp�nditur•e
sccount iist:
Annuai Budget
Ad�usted ennual budget
Aetnel expenditure
trensections
Unepent budget belanee
-37-
• �
PIltANCIAL SYSTBM
Currently Gen be Hst Coat Dete
In Aackeqe Add�d to Qevelotr Aveilable
- Option to print
AI1 d�teil tran�ectiona
for the ye�r
Current p�riod detail
Mit� prior period'8
eatfvity condeneed to
beginning of tt�e perit�d
totala
Yeer-to-dete belances
reflected as pert of the
ectual and esti�nated
expenditure report
Selected sacaunts
Report �ptians
- AveileDle on request
- Multiple us�r defined sort
sequences
- Sel�ction ai e d��irc�d
renge of data
U�e a# for�aet or sequence f31e
�o users cen define reports
level ot su�serization end
degired subtoteling
Auto�etic comparigon of computer
genereted betch cantrol totel io
�nenuelly entered betch control
totel� rh�re epplfcab.te on
transections
-38-
ACCOUlt1'S PAYABLE � •
Currently Can be Est Cost Dete
In Packea� Added to Qevelot� Aveileble
�n-lfne entry snd trensactinn
ed3ting
File meintenenoe pracessing
Automstic invoice terms
Ter�ns override allowed
Stored Dete tiuet Include:
- Vendor nua�b�r
- 9�ndor name
- Vendar addres�
- Vendor tel�phane nu�ber
- Contact Per�on
- Ter�as
- C�srrer�t be�ana�
- Total purchese� le�t year
- Total purchee�s Y-T-D
Sp�ll ont the doller #igure
inserted an the checke
Abilfty to handle hendvritten
check�
fixpenditure Appraval Li�st:
- Lists e11 exp�nditures to ,
be poid by fnvoice xltAin
v�ndor
- Inc2udee �enually prepered
ch�cks
- Capebility t4 print only
invoiee� due for pey�aent
rfthin a specffied tf�e
periad
-40-
ACCOUM7'S PAYA84E � •
Currently Cen b� Est Cast Uete
in Peckeqe Added to Develar� Available
- Includes � co�p�rison of
expenditure to un�pent
budget b�lanc�, vith e�
rar�ing aieesag� if
�xpenditure wl11 �►xce�±d
the budget
- Graupe �nd tutals invaice
deecriptio»s and s�aunts
bp fund
Cash Dishurse��nts Journe?.s
- Geteil aud3t tr#al hy
eacount r�u�ber
Autc�natically generate general
ledger entri�s rhich inelude
check nusber� date paid. vendor
nen� end de�crtption
Capa�ility to support �ultiple
sash in b�rnk account�s and �ultiple
aGcounte payeble accaunts
Yertdt►r file iieting
Cash requir�ments report �
Chc�ck Regist�re
- Detail eudit triel of ca�h
di�Durs�wents by benk cad�
by chgek nua�)aer
- Al�l3ity to run report
by date range ar cheek
nun�ber renge
- Ataility ta run report
of autstending checke only _
- Ability to run report of
vaid check� only
- Ability to run report af
eancelled che�ks only
- Ability to run report af
all checks
-41-
ACCOUNTS PAYABl.E
• �
Currently Can be Est Cost pete
In PeckeQe Added to Deveiop Avreil�ble
Computer qenerat�d cheeks
and remittance edvice
Cepebility to proc�ss vendor
eredit rie�no's
Hol.d pey�nent code far di,sputed
invoicee
Yendor #nquirie�
Check reconcilietion proaessing '
Diepley of gro�s� dfecount end n�t
Agtng of open peyable by future
user defin�d ti�e period
Vendor Purchese Analysis:
- Lists current b�l�nce end
tote2 purchese� iesL yeer
end year-to-dete
Yendor elphebetia list
Audit trial report for file
Maintener,c�
Report Optionse
- Aveil�ble upon regueet
- Different eart �eque�c��
- S�lectian of � �pecific
renge
Auto�aetia couperfson oi ao�put�r
genereted l�atch contral totele to
a►enu�lly entered batch con#.roi
t�tal. �rhere epplica6le on
trenssctions
Expedited Tnvoice Ability
-42-
� FIXBD ASSBTS �
'fhe fixed A�eete ltodul� provides for th� �aintenance aad reporting of sil eeset items ovn�d by
the Ciky. It auto�atically co�putes depreciation and rill calculat� depreciatian expenee for
ali or sel�t�d aeset i,te�e. Autoa�atically interfaces rith the Fund lladuie for expens+�
firansactian postiag.
- 5eriel nu�ber
- As�et descriptior�
t�eke or wod�2)
- Aaquisition dattt
- Fund aacount nuAber
Location
- Orlginal coet
- Class code
- Lif� in �ronthe
- bepreciation aad�
- Sslvage value
- In�ura�ble velue►
- Source oi funding
i f und �caount � )
- Ye�ndor ne�
- Year-to-�lete accur�uloted
depreaiatien
��
- Totai accuwulated depreciatio�
�
- Sch�iul�c! replace�ent dst�
-43-
RIXED AS3ETS � !
Ability to #nquire on-l3ne to tA�
a�eet inventory file by esset
nuwber
Interface suto�eticelly rith tAe
fund eccaunting �odule. Psss
eu�wary depreciation
trenaacfi.ion data
Ability to :ort waater f�.le by
class code
�I �►u�, �s8e
Gln�rate an As�et Maeter File
listing including=
- As�et nuwher
- Serial nu�ber
- Asset description �
t�neke or wodel?
- Aaquieition date
- Fund eeaount nu�Ler
- Locetion
- Original cost
- Cless code
- Life in �onths
- Depreciation aoda
- Sslveg� value
.��.
- Insurable value
- Source ot funding
#f und account �)
- Vendor ns�e
- Prior year sacuwulated
depreaf�tton
��
_44_
F�X�o ��,� � i
D�v�lopeient or
Coet to Modification:
Garrently D�velop or by Vendor or Dste
In Psck�Qe tlodifv Third �srty Aveilable
- Year to date accu�ulated
d�precistion
- Tatel e�cu�ulated depr�ciatian
- Curr�nt �onth deprecietion
- Net book value
��,_....
- Schedul�d replea��ent date
AlioM the ebility to ��i�t ell 1te�s ar ta select by fund eccount nur�ber.
ADility ta eort file in tund 4ccount end clees cod� arder.
Generete s �onthly Aaset Journal shoring
d�teil for all eeset postings. Fosting
ahauld include depreciation expense
and acau�uiated depreciation for
ail depreciable a�sets.
Ability ta print an Ass�t Register
�ieting ell treasaction� poeted ta
the asset fil�. Generate aft�r
any tile seintenance 3s perforwed.
Ab3lity to print �ee�er ffla by
clsee eode.
Ahility to prfnt e�set �ist in
�und eca4nnt �nd tben cless
code order.
Ability to auto�atiaally g�enerete
list o# a�aet� due for
replace�nt.
-45�
a
FAYROLL • •
CurrentZy Can be Est Co�t Date
In Peakeae Added to Develop Aveilable
Provide for the falloring
peye�nt frequenaiess
- Sen�3-Annu�l
- Manthiy
- Bi-reekly
Hourly e�playee praces�ing
Seleri�d e�nployee proc�s�ing
Abiiity tp en�er default payroll
dete
Al.�or aertain deductions to b�
teken during e sp�cf#'ic psy
period dnring the �onth
Allov �nultipl� deductions p�r ,
e�p.toyee - minimu�a 20
Al1oY the folloving typ�a of
auta�atic deduation:s
- �lat dall�r sa�ount
- Flat dallar emount xith ,
e Ii�it
- PQrcentege of groae pay
- Percentege af graes pey
�rlth � li�it
- Dallar �nount p�r reguler
or nverti�.+ hour
Al1aM one-tia�e deductions
Allox deduction averridee
Pravide ior PfiRA tPu613c
Ewployee� Rettresent Syste�)
deduct#ons end reporting
Allo� a�ultiple pay�nt typ�� per
e�p}oyee t�ini�u� 2Q) ex., regulgr,
overtf�e, si.ck, holidey� vecetion
Pravide for Minne�oLa Stetc�
rithholding taxes
-47-
PAYRQLL � •
Gurrently Cen be Est GoBt Date
In P�ckeq� Added to Develon Availeble
Provide for He�lth Insuranc�
deductione - Multiple plane �re
sveileble to e�ploye�s
Provlde for deferred co�np�nsetfon
plen deduetian� tpre-tex3.
Multiple def�rred campensetian
plens ere aveileble ta Cfty
Eraployees
Provid� #or externeliy �tor�ci
earnings, tex deduction tsbles
thet are user-�einteinable
Capahility to splii selari�s
end ell.or distribution to
�ultiple general ledyer eccauats
Allor ior intartgce to e�ccounting
system Dy pravid#ng the capebility
to allocate payroll cost� by
depert�ent or cost center
Auta�►atic int�rfece xith accounte
peyeble far ea�p2oy�e Mithholdinge
end e�aplayer overhead costs
Pern�it peyroll ad�uet�neets
Void check processing - auto�atic
ed�ustiag entry of e�ployee� ans!
e�nployer cost� to be int�rfaced
into general ledger ecaounting
Byetem
Pravide the cepability for each
depert�nent to ent�►r peyral2 tor
employ�es rithia their
depert�nt
Allox overti�ne pey to be camputed
as:
- Streight tia�e
- Ti�ae and on�-half
- Dauble ti�e
Ailor for �ernings sub�ect to
FiCA but not fed�rel and stste
rithhold�ng texe�� for �xe�pt .
employees
-48-
PAYROE.L � �
Currently Gan be Est Cost Dete
In Aeckeqe Add�d to Develo�+ Avaiieble
Allor non-cash psy a�ount to bs
added to gros� to compute �'ICA
Tex
Allor for �iscell�neoue e�player
overheade {ex. City share oi
ineurence)
Allor for r�a�unerations suD�eat
to tex�tion �ut alreedy received
oat�ide of the p�qroll systee
Accrue end report� far �ach
eppliaabl� e�ployee, current
end career-to-det�s eick leeve,
vecetfor� hours end holidey
Allor sul�tiple checks to L�
vritt�n to �,n erplcy�e during
e pay p�riod
Provide soaie means to euto�etically
reduce the rithholding awount�
vhrn lerge nu�b:r�s oi avertiw�
haurs er�e rorked
Provfd�+ for ��nual check entry
Alio�r #or opt#ansl d�ductian of
additional stats or f�derel
Mithholding tax, stated either
es a peraent ar a fiat atnount
�--
Frovide �.he abiiity far direct
depa8it of paychecks end praduee
e pay etub tor those e�ployees
Autowaticeily updet� tlte sGca�ntf ng
syste�n ait�r epprovel of all edit�
by tinenc� depart�ent
Allov ov�rride of nor�ael pe�r ret,e
end/or entry of a�ultiple pay
reteB based on rork p�rfor�eci
Aecrue end treck t►re uee of
vacetlan day� far esch e�ployee
besed on user-d�fined accrual
methods ivarying aecruel for
full-ti�e vs. pert ti�� end
e11aM fur maxia�u�n eccruais
-49-
�! i -
PAYROGL
Currently Can be �Sst Cost Dete
In Feckeae Added to ��velop Avafl�ble
Accrue sick leave at a ueer-
defined rake per aanth york�d, up
to a user defined �a�xiaua� end
treck it� use
Auto�aatf�all}r reduc� secrued
vacetion ead �ick leev� es they
ere tak�n
Allar ao�p�rison ot cae�put�r
g�nereted betch contral total
tQ wenuaily enter�d ear�trol
tatel
Coa�pute end r�port the eeplayer's
sha�re of peyroll texe� in total
and by dep�rta�nt end fund
Provide e peycheck rith the
falloring a�ini�aus infor�a�tion:
- Nea�e� gaar�s. city. stete
and zip code
- Peyroil periad ending dete .
- Cheak nuesber
- Dete oi check
- �let pay a�ount
- Spell out dollar e�►ount
- 6�aployee nun�ber
Prnvid�e a psyetub rrith Lhe
following �ein��u� !.n#or�etion:
- fi�aployee nao� and eddress "
- Hours - reguier and overti�e
- Earni»ge thi� p�riod -
reguler, over-tia�, other
- Gross Pey
- Peyr�oll period ending date .
-50-
PAYROLL • •
Current2p Can b� Est Gost Dete
In Packet�e Added to Deveiap Aveila�ble
- Government deductione -
Federal �►ithholding, �'ICA,
State rithholdinqe, PERA,
Medicare
- insurence snd other deductians
hQspftal, life, other, union
�iscellaneaus
- Net Pey
- Year-to-date infarmetion -
eernfngs, Fed�ral Mithholding,
FICA� Stete xithhold#ng, PERA,
Medicere
- Eerned, used and eccrued
belence� o# vaaation hours
- Earned, u��d end accrued
belanc� of sick ti�e
- Earnedt u8ed end eccrued
bslenc� of eo�p-ti�e
- Bmploy�e Nua�ber
Pravidc� the folloring docun�ents
and r�ports:
- Aayroll �ournal� current.
MTA, YTD, QTD
- aeteii payrall r�gister
- Dedu�tion regfster -
��nplaye� end ��ployer
shar�, curre►nt, MTd,YTD,41TD
- Check reconciliation repart
- Outstanding ch�ck report
- Depart�ent �aarnings r�port
- THx ledger - e►�nployee and
e�ployer shere, curr�nt,
MTD, YTD, OTb
� PBRA r�ports
- Eivarterly rr�ge� detail
inc3uding �reek� rorked
-51-
PAYROLL • •
Gurrently Cen be Est Cost' Date
In Peckeqe Added to D�ve�ot� Availeble
- !lnion reports
- Sick leave and vscation
eccrual report {earned�
ueed and balenc�?
- Bond d�ductions
- Audit treil of eli file
�aintenance chenges {before
and after 1n�or�etion)
- Detail and reaap o# ell
accounting trsnsactiun� p�r '
PeY Period tby fund snd
depart�ent/ca�t c�nier)
- At�iiity ta det�rmine sarting
end sequr�ncing of report and
to sp�cify �el�cted rsnges
- Employec+ list - include
ee�ployee nua�t�er, ne�e and
sddress end current rate
o# pay
5tar�d Dete Nu�t include:
- Fund Nu�ber
- Deperta�e�nt #an��er
- E�ap�oyee ne�ae� �ddr��s, phone
- aate af Birth
_ E�aploy�� Nu�b�r
- Stetue code, tfull-ti�me, -
part-tia�, inectius, retiredl
- Sociel S�curity i�u�her r '
- Mar•i.tai 5tetus
- HU�ber of �'eder�el
exemption�
- Numb�r of Stete
exe�nptions
-52-
PAYROLL �
•
Cur�rently Can be Est Gost Date
In P�ckeqe Ad�ed t4 DevelaR Aveilab].e
- Employment date
- Tersinetfon date
- Nu�ber of pay p�riodslyear
- Pay period code tbi-Meek1Y,
a�anthly� other)
- Pay type thourly� sa2ary�
a�aount nat to exceed, etc. ?
- Pey ret� thouriy, salery)
- Huarber nf houre xorked per
yc�er tc�x. 20A0� 2i90� 1 per
employee
- E�ployee and Ew�ployer
�xe�pt taxee by emp2oyee
- Kele/Fen�ale code
- YTD ed�u�tments
- YT� Federel vithhaiding tax
- YTD FICA
- YTD PERA
- YTD Stete Inco�ne tex rithheld
- YTD tor esch deduction
- YTD �nedicere
- Extx�s Federel xithholdinge
- �xtra S�tste rfthholdings
- tllnimum Federal xithhaldi.ngs
- M1ni�um State Withhold3nqs
- tlTD earefnga
- 0TD earnings
- YTb earnings
-53-
PAYROGL , S
Gurrently Can be Est Cost Qate
In Peckege Added to Qevelop Available
- Non-taxebl�+ earni�ngs YTD
- Non-texeble earnfnge oTD
- Non-texable �arnings MTD
- YTD Bick houre
- Sick lesue accrued
- YTD vecatian houre
- Vacation ieave Hccrued
- PERA un3t nu�ber
- PERA mea�ber nu�ber
- PERA tYPe tbasic, P & F
cnordineted)
-54-
UTILITY BILLIIiti • •
Currently Can be Est Cost Det�
In PsckeQe Added to ,Develop Avsile6le
� Dn-line data entry and editing
of traneections
Batch updeting vitA trensaction
edit ii�ting
On-line n��ster file maint�nenc�
_ Interfe�ce Mith aash rcaceipt� end
g�nerel led er e ste�r
9 Y
Allor deposits to be refunded or
deducted froa� finsl bill
Pravide cepability to ed�ust
and/or corr�ct custo�ner's hill
rith adequete audit treil
Allow correction of current
end prevlous a�ter r�edinge
Overrid� nora�al bi211nq e�nount
or usage
Arnvide far quart�rly or n�anthly
; calcui�tions �nd Diiling�a of the
#olloving service�:
- Mleter
S�rer
Cepsbility to celculeke billings
rhen n�eter turnover occurs
Allov for �neter turnover an
a�eter �ith diff�rent nu�aber
oi diel digit�
, Rrovide for use -
r �ainteinahle
'� rat� teblee Mith li�ited
eecessibility through pessrord
protect3on
Provfd� r�ap�bil3ty ta calcuiste
e�tia��ted Dills for tvo manth�
end celculet� ectual �mount due
for the third �anth after tl�e
quarterly reading hae been
entered
Provide cep�bility to c�iculete
actual er�ount due #ar th� quarter
end fill thet tot�l on a �onthly �
be�is
-56- � __,._...._.__.,.�
UTILITY �IL�INti
• Currently Can b� fist Cost Date
In Peckaqe Added to D�velap Availeble
Provide for flexible rate
strueture for each scrvice
by cueto�ner type and biiling
ty��:
- Fixed and �ninimue� cherges
- 5tep-rete charges per �ervice
t�ultiple - up to trelve
step rat�e)
- Flet plus step-rete chsrges
- Ability to test rates efter
changes heve heen �ade
rithout updeting customer
- Flet cherge per unit
- Provid�s for querterly
mini�nu�► fixed eharg� d�p�nding
on seruice tppe
- Frovid� sales tex ao�putetion
on user eelect�d s�+rvices
- Al1oM far uaer msintainable
eeles tgx rate
- Persit p�nelti�� to be
celculated on u�er-select�d
services in user defined
emount or p�rcent�ge
- Perr�it override or exewpt
atetus of penaltie: tor
certain custo�ers
- Charge or drop peneltiea by
specific �ustaser et et�y tim�
- Provide for tex exe�pt
�tetus for certein custa�ers
- Provide sbility to eutaa�eticelly
dfstribute ce�h r�ceipt� to
epFroFriate s�rv3ce snd charg�
catc�gorie�
-57-
UTILITY BIL4IN6 •
Currently Gan � Est Cast Date
In`Pecksae Added to Develoo Availeble "
- Allov partiel pSyn�ents to
be posked and distributed
�anually or �►uto�natically.
Auto�aatic distribution could
be in order of the eervicee
sequence on the bill, or
percentege of bill totel,.
Report ehouid ehor detail
dollare to esah service
category tpay�ents and
acaflunts reeeiveble>
Mgintain contral totals for the
fol3avfngt
- Nua�ber of eacounts proceee�+d
- Total aesh pasted
Ability to send delinquent notices
on e+�lected �caount: and a
duplicat4 notia� to property
ovner rhrre apprc�prlete
Ability to grint �e�ag@s on '
hilling ste:te�nent
On-lfne inquiry ta cross reference
snd s�arch fcr custon�er accaunts
using any of the follorfng:
- Custo�er's na�e
- Account nu�nb�r
- Servic� eddrees
- Speciel nu�ber
Frovide for billing of one-time
cAerg�s ti.e. r�p�irs, e�ter
instslletion, a�iscellsneous,
etc. )
Stored Data huet Includ�:
- Acaount r�umher
�_
- Cuetomer ne�e. eddrees,
nine digite zfp code
-58-
UTILITY BILLING
• �urrentiy Can b� Est Cost Date
In Peakaae Added to Develop Availeble '
- Cuetomer telephane nuwber
- Service sddress
- S�rvicee pravid�d - biliing
cade t i.e, rater, se�rer,
gerbage)
- Tex claesifications ti.e.
taxable, non-t�xab2e?
- Peneity ellored tyes or no?
- Custo�er type Ei.e,
residentiel� commercial,
3netitutionel}
- Accovnt etatus, tactive�
fnactive� deleted)
- DepoBit nua�ber
- Deposit emount
- Orner naa�e� eddress� nine
digit zip code
- Pereel nua�ber
- Henk nua�ber
- Meter seriel number
- !let�r eize
- Instell date
_ Date re�oved {disconnected}
- tlet�r �eke
tlaintain the folloMing mini�um -
current end historical infor�etion
�ar each customer t�ini�u� af 12
billing periods):
- !lonthly ed�ustmente
- W�,ter nieter reeding
tcurrent and previou�)
- Mhether actuel or eeti�aeted
reeding
-59-
U'fILITX BILI.IIiG • �
Currently Can be E�t Cost Dete
In PeckaQe Added to Develap Aveilable
- Wat�+r consu�nption t 12
billing periad�f
- M18ter cherges f12
billiag period�)
.,._.��
- Gerbege aherges t12
btlling periode)
_.._____--
- S�ver aharg�s fi2
billing periods?
- Niscelleneous charges t12
ailling periods)
- Recap of mpnthly cherges.
Feyw�ente and adjustments
- A�nount currently due
- Dete of peya�ent
- Awourtt ot pay�ent
- Gurr�nt end pest due
billing a�ount
- Aecount belences
Generete postcerd bill rith the
falloring �ini�u� infor�aetion:
- Custa�er reteined pdrtion:
Account nu�ber
Service fro� dete
Serviee to date _
Present �aeter reeding
#or eech eervice
Previaas meter reading
t f or each service)
Consu�aptf on
Het Amaunt
Billing code ti.e,
vete�r, serer)
Total e�nount
-60-
UTILITY BILLINQ
� Currently Cen b� E�t Caet Dgte
In Packaae Added to Develoo Aveilable
- Return portion
Cu�toiaer n�we and sddress
Account nu�t�er
Amount due
Billing dete
Customer �naste�r file lieting
generat�d on us�r det�r�ained
sort sequence
Gen�rate a postcard rater �etc�r
reeding nat3licetion tGusto�r
name end eddrees is printed on
bath fielvea. Custo�r eccount
nua�her is printed an custo�r
r�turn�d portion)
Provide eusta�aer �ailing labels
Generete metc�r r��ding �heete
f or eech cuetoa�er
Ut,ility History stetus report: '
- A1i aurrent intor�aetian
ior ane �aaoun�
- Consu�ption and cherges
tor 12 6illing periods
Utility billing r�gister tlist all
billing infor�►etion prior to Dill
pr#nting)
Fart3gl billing edit li�ting all
custa�ers and their current and
previoue reading an�t current asege
vtth all custo�ners vith a►i�Bing
readinge highlight�d
Tex exeapt ecaaunt listing
Final bill report
Qeteil accounte receivable repart
thet can be printed et anytia�.
Includes su�msrized receivable
information 6y fund �nd aecount
number
8illing ad�ustaients report
-61-
UTILITY BII.LItIa •
Currently Cen be� Est Gost Dete
In Packeae Added ta Develaa Av�,ilable
Utility Ages Trial 8alance by
Cueto�ers
- Curr�nt
- 40 days fro� billing tIQ
dey� a�€t�� a�e a�te�
- 60 deys fro� btlltng {20
days a�ter du@ dat�)
� over 60 deys fro� biliing
- et other user defin�d
intervels
- Telephon@ nu�ber for contect
Delinquent Accounts Report:
- Act3ve cuetoeiers
- Nonactive custon�ers
- CasA r�ceipts �ournel
Consumptic►n anely$is report fram
�ach of the servicc��:
- !lonthly by �ustomer type
- Totel units bill�d
- Total a�nount (dollare) bill�d
- Total nu�nba�r of cuato�ers
billed
- Averege billfng per austo�ner
- Av�reg� con�u�ption per
cu�to�er
- Yeer �nd reparting by
cu�tamer and by services
-62-
UTILITY BILLIliO
• Currently Can be� Est Co�t Uete
In Packaoe Added to DeveloQ Aueileble
Recelculation of current billing.
Besed on previoue eeti�ated
biilinq� - the abiliky to bill
utilitie�a f i.e. �ater, ser�r, etc>
baeed on esti�et�d usege in cases
rhere �eter readinge are not
evailabl�. Reealaulation
shoulsf updete the �ccount statue
rhen a current r�ading ie provided
end ee�ti�ate� have not been accurete.
Previous billings that M�r� eetimat�d
rould h+�ve to be reacalculs�t+�d to
reilect carrect current hi.11ing.
Auton��tic usage estimatian based
on prior 12 peripds u�eqe for
eccounta with no curr�nt meter
reedings:
Auto�aetic esti�nation cherge far'
eccounts where usage ras e�ti�net�d
due to no reading
Multipl� penelty celculetion
methods end recelculation b��ed
on cesh penelty applicetion
Cepeble af report Mriting �unctions:
i.e. . sort by n��. address,
coneumption, emount due, etc.
Budget billing cepabilities
Ability to co�nbine a�nitiple
metere for billing rith
individual �et�r detall t�x.
tlaster �eter vith eubtrective
nietere end tlsster e�ter rith
edditive �aetere). Situetian '
rher� wet�r service is billed
on tatel usege on �ester meter
and serer is biiled on the r�et
usege of the �naeter less
the subtractive.
Freationelf�e hillings by
percentege - the ebi�ity to �
prorate e billing in case an
, account ie clased during e
billing aycle. ti.e. moving)
Nigh/lor report end rereeds
-63-
Provide o�► line inquiry � �
- Custo�er ne�a�
- Addr�ss
- Account nun�ber
Cr�dit billfngs identified in
edit repart�
Credit bill#ngs identified on
billing stateeents
Rate t�ettng and forecastingt
- Usear�defin�d cuetoa�er bese
for future periada
- Us�r-detined consu�aption
b�se far future periods
- Usege infor�etion for
�e�leated period: by
selecte�d �ervices or
custo�ers
- A�ility to pro�ect future
rev�nue rith ue�r defined
rate fncrea:e based on
aelected period ar p�riods
u�ege by eel�cted servicas
- Ahility to intertece r3th
euto�ated weter reading
herdrere such ss hand-held
dete entry units.
-64-
ACCOUNTS REC£IVABLE AND �H REGBtPTB •
Curr�ntly Cen be fist Cost Date
In Packa�te Added to Develav Avaflel�le
Capebility to eupport �ultiple
caeh in bank accou�te and
multiple sccounte recelvable
accounts
On-lin� dete entry end editing
of trens�ations
Hatch updeting xith trensection
edit listing
Provide helance forrard and/ar
open ite� accounting
On-1in� a�ast�r tf1� ��int�nance
Full pay�nents euto�aticelly
dietributed to �pproprfate
#und beeed on orig#nel invoiae
diatrtbut3on
Pertiel pey�nt to b� poated
inanually or euto�natically.
Autaa�atfa distribution cauld
be in ord�r of the itew�s btlled
or a percentege o# the invoice.
Reports �hould �hor detefl of the
doliar to eech itew tpay�nts snd
sccounts rec�ivsbl�)
Ability ta enter default inaoice
date for ell invoice� in betch
Auto�atic interfece �rith c�eh
receipt� end generel l�dger �y�tem
Pera�it manually Mritten in�cice
processtng
ADility to heve co�sentg arr invaicea
and credit �aemo's
pption ta epply late chsrges to
selected accounte
Cir•ite off re�afning eccounts
: Stetement messege capabflity
Print return teer strip on
�tat�m�nt �rhich cen be a�ailed
fn rith pay�ent •
-66-
• •
ACCOUNTS RECEIVABLE AND CASH RECEIPT3
Gurrently Gea be Est Coet Qete
In PeekeqQ Added to Develop Aveileble
On-line inQuiry to eacount fil�s
Gredit �nemo proce�sing
Id�ntify eccounts receiveble
by fund
Stored Deta w�ust ina�ude:
- Account Infor�aetion:
Account Nun�her
Newe end eddresa
Nine digit zip code
T�lephone number
Fir�anae cherge cod� -
exe�npt t yes or no)
- Accounts receiveble typ�
(i.e. belance farrerd,
open ite�, finence cherge)
- Le�t peyn�ent dete
- MTD billing e�aunte
- YTD billing ae�ounte
Deily accounts receivable �ourpel
for e�.l state�nts (tnvoiae+s)
iesued vith general ledger
acaoant totals
Da�ly aesh receipts'end
ed�ust�aents 3ournel �rith
generel ledger account tote3�s
- Date
- Transactlon typ� t1.�.
pay�ent, credit a�mo,
ed�ustwient, unapplfed cash)
- Re#erence nu�her
-67-
ACCt�JNTS RECEIYABLE AIID �H [tECEIPTS •
Currently Cen be fist Coat Dete
In Peckaae Add�d ta Develot� Av�ilable
Lat� aherge: �ournal
Aacount stete�entas
- Account ne�e and address
- Account nu�ber "
- State�ent dete
- llessege
- Deteil stetement
lnfor�ation:
All open item� et end
o# previcuB �onth
All invoice�lite�e iesu�d
since lest st�t��ent
All cash rec�ipts
proces�ed tor n�onth
Account ad�usta�nts
pracessed during wonth
Lete cherges� i#
aPPropriate
Bnding bslence due
Accnunts receiveble aged tr#el
balence by eccount
1lester file listing
Account hfstory ledger td�teil
of transeatioas
Report Options:
- Aveileb3e upon request
• - Ditfer�nt sort �equences
- Selection of e desir�d
range of dete
-68-
! i
AFFIDAVIT
State of
County of
Befare �e, an officer of said Stete� eutharized by leM to edminister oaths personelly ce�e
vho, on oath� says that the att�ched proposal is sub�nitted independently of eny ath�r bid
proposel� end thet this bidder has no inter�st, directly or indirectly, in sny other bid or
proposel for seid data proceBsing equipe►ent end servicee and thet this bidder rill nat reaeiv�
eny com�aission or eu■ �heteaever� direatly or indirectly, on the sale of seid dstg proct�ssing
equip�ent and aervices in the event so�ne other person, es�ocietfon, firm� or earparation
should be declered ao� bidder or ararded the contrect or sele far said date processing
equip�ent and s�rvicee.
Affiettt
Srorn to and subscribed before �e,
thie the dey of — . 1989.
-70-
COMPONENT/MODEL� SPECIFICATIDNSfCOKM�NT
Processing Unit: What yeer rae #t intro d?
Horr n�any units installed?
Available Us�r Meeory:
Fropo�ed KB Meximum ' KB
Minimum Incre�entls) KB Cost
CPU Gycl� Time►s . HSEG
Me�nary Aecess Ti�e: NSEC
Parer Failure Recovery Cepa,bflity?
Yes No
Inputl0utput Ports:
Prapoeed �aximum
Minimum inare�aentte) Goet
Disk Storage: Cepaciky: MB
Average Access Tin�e: MS�C
Models Tranefer Rete: KBPS
Ne�ck i?i�k up�rsda► a�p�aity� KS
Next Diek upgrad� coeta �
Nu�b�r Unites
Meximum Disk Storege Cepecity Availeble:
!tB
Dtsk�tte Storages Diakette eize inchee
' Cep�ciky KB
Models Mua�ber of drivee propoeed
ltaximu�n nu�aber of drtu�� avaiieble
1�ext drive upgrede aoet S
Nu�ber Unik�s
Tape/Cassette Storage: Cepscity: MB
tcircle� one) Trensfer rate: KBPS
Model: Density: BFI
Meximum Reel Size: Ft.
Maxi�un� Tape/Ca�e�tte Storege Capacity
Number Units: Available: HB
Letter Duality Printer �ae�,d: �P�
or Lseer Printer Line Length: Char
Char�ster Se�t s
Nodel: UPPer/Lorer Case:
Print ltathod:
Formet Contra.ts
Number Unite: tlumber of Reedable Copies:
Coa�preBsed Print? Yes , No
Neer L.etter iluelity Sp+�etl: CPS
Printer Line� Length: Char
Charecter Set:
Madel: UPper/Loxer C�se:
Print 1lethod:
Farmet Controle
Hu�►ber of llnits: NumDer a# Readable Copies:
Co�apressed Print? Yes Ho
-7'L-
"Production" tYP� • Speed: �
CPS
Printer Line Length: Cher
Cfiaracter Set:
liodel: �PPer/Lover Cae�:
Print !lethod:
Far�oat Contral s
Nu�ber of Unite: Nun�ber of Readsble Copies:
Co�preaeed Print? Yee No
CRT Terminala: `Screen Si2e tinch�s) t Vert Hor
Nu�aber of Chere�ters: Rov Coi
Model: Inverse Video ar N3ghlighting?
Character Set: Char
UpperlLoM�r Case:
Ten Key Pad4 Audfo Signel�Y
Nu�b�r Units: Special Function Keys4
D�teched K�yboerd? Yes No
Tran�fer Rate: KBPS
11ex#�u� Dietence fram CPU/ ft.
Mexisu� Humber :upport�d by proposed CPl!?
Lncal Remate
Wh�t i� the practicel nun�ber t3 ��c response time)?
PC Vtcrks�etiona Descr3ptionst
�oa��:
Nua�6er Unites
Co�►sutticati.on�e Equip�ent s t?�scription a
Model:
Porer Line Conditioner: Description:
=73-
CRTlSerial Printer Expan�: �
Hor many CRT's or seriel printers cen be added to the proposed aonfiguretion betQre addYtione:
I/0 sdeptore� controliere, ports� �ulti-plexere or eny other expension
devices ere r�quired?
Mhet expansion device� ere required to eaa edditional CRT's or ser�al. pxinters beyand the
nusber shorn ebove? State de�scription end coet.
Mhet �dditional �ein eie�ory is requ3red rith th� eddition of e CRT or serlal printer to
achiev� three s�cond everage re�pone� ti�e from all CRT's? Mhet is the cost of this �nemory
expension?
QPERATING ElIVIROtiliEi#T:
Please stete the opereting require�ents for the propo�ed cawputer aonffguretion.
Require�nent Specificatione
Enviroasental Temperetur� Renge: F to F,
Humidity Renges X to X
BTU Outp�t: BTU/Hour
(For CPU and me�s storege devices only> ,
Flaor Spece Square Foatege Required: Sq. Ft.
Floar Loeding: Pounde/Sq. Ft.
filectricel PoMer: Hz YAC V. A�nps
Nu�ber af protected lal�en) lines requiredt
�YPe of receptacles
F[ais� Levels L�tter GMuality Printer Reting:
Decibels
Leser Duelity Printer R�tings
D�cibels
Cabling betreen deviaes Type
Maximu� distence af
Devicee #cas Proc��eing _
Unit Qistance
Oth�r Requir•e�ente or RecoM�n�ndetionB:
-7 -
• •
�ERATIIIG SYSTEM SOFTMARE
Is ap�reting syste�e softMere inc2uded in the prapaeal? Yes Na
If no� explein.
If ye�, rhet opereting ffiyete�n� so�tMere is being prapaaed4
Mhat releted hardrare #e�ailies doee 1t run on?
Dae� your operating �yBtes support:
Users pri+nerily by betch ar real-tiaie?
ltulti-progra�n�aing/tesking? Yee No
If yee� r�sx3nrus re�liatia nur�ber oi co»curr�nt �obs:
Dynamic �llocation of all evailable� us�r memory? Y�e No
Virtusl lte�aory? Yee No
3ecurity? Yes No
I# ye�, haw �any levels and rh�t tYP@?
Spooling7 tCircles input/outputlboth?
Variou� fiie eccess a�ethods: tli�t?
Interective data entry end inquirY Yes No
Share files and re�ouraes rithin s netrork? Yes No
Date baae method? Yes Mo
If yes, is ther� a query language?
�o�king at #iie lev�l? Yes No
Locking at record level? Yes No '
Are Utilitiee end co�piler r�eident on disk? y�� p�p
Hox much �aain a���ory ie required by the operating system?
Ninia�um KB Maxi�num Kg
Yhet languege eompilere are required?
Mhat communications protacol softrere is svatlable (and epplicable BRS rates�?
Li.st the an�-ti�►e end ongoing aoe�.s �ssocieted rith this oper�ting system.
-76-
___ . _.,_._ �
_ __ ��
SEGTION 12
ATTACHM�NTS TO 8E COMPLETED
�7�--
.�.►
H
�
<
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•
,
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w .+
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c �
�r a'
t �
M *, _ _ _ - - - - - - - - - - - - - - - - - - - - - - .- _ _ - - - - - - - - - - _ _ _ _ _ _ _ _ _ �
� � �
.+ w �
.e s ,
ti
�.
w
s
�
� �
- Attsah�nt B
lt�intonana,� Contract Options
Su�yst�w� or Co�ponent�
xt�� #_ t � Maint�in� 11,�tth1Y CharQe �'i�!l��o�t
I � �
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I � �
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-79- TOTAL
Att�ah�ent C
�'tvar! and T�chniasl Support �aea
Sr�t��, Propra� or Sottvar� SottM�r� Annu�i 8up�ort
�t�� � Cowoan�nt ���ia Go.�� ��� ,�'��..��
i ..r_ ,
! I I
I � � �
i � � �
1 � � �
1 � � �
t � � �
i � � �
1 1 � �
� 1 I 1
i � � �
F � � �
1 � � �
� I I I
1 � � 1
! i i r
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i i � �
t i i i
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i I I 1
r � � �
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i � i �
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i i � i
i � i �
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i � f �
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1 1 � �
i } � �
i � � �
1 � � �
r i � �
r � i �
� i � i
Total Tot+tl
�
'!0'1'AL
-80-
- - - - - - - - - - - - - - - �
t
F
�
•
o - - - - - - - - - - - - - - - - -� - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
e e
_ '�
C
i"' +�1
O �
` E„�',� - - - - - -� - - -- - - - - - - - - - �- - - - - - - - - - -- - - - �- - - - - - - - - - - - - - -- - �
i
•
- - - - - � � � - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
�
s
o �
.�
•
C
• R
+.r a
� �
� �
C .
� - - - - - - - - - - - - - - - - - - - - - - - - - - •- - - - - - - - - - - *�- - - - - - - - - -
` �
i�1 y N
vi �.i
C .1 �
� � �
M - �.�i 9�i r
��.+ C � 00
< O �
�+�1
•
C
w
� - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - -
�
.� �
i ' �
� �
..,,
C
.A
�
. Attaah�nt F •
Conv�r�ion Co�ts
Describe hov the exieting date filee vill be convert@d to your propased conftguration.
Prepere s detailed conversion �ch�dule iclentifyinq all nccee��ary canvereion �teps,
esti�atect hour�. rho rould b� aesianed eeah taek tusere to vendar) nnd corr�saondino coat.
r
_g�_
� �
Att�ch�nt 13
Total Co�t SuMnrp
Itn Cn�t
,_.,_,�.. �., ,.�,.�,.�_. ....� , „�
1
Hardrar�► �
i
i
Softrar� I
I
1
T�chnie�l Support Services tsnnual) �
1
1
Hardxar� ltaintenanae tannual? �
l
I
Conv�rsio� Coete �
i
i
Training �
1
I
Tran�partetion Co�ts �
i
1
Qth�r Coets ldescribels �
t
f
i
i
t
1
1
fi
Deduction for Trede-in of folluMing equip�nt: 1
I
No Trad�► - in �
----- ------------------------------ .,..__---- ----------- ---+-------- --- _ ___-_
TOTAL
_8q._
�. ,
' � • •
REQUEST FOR STATEMENTS �F QUALIFICATIONS
. FOR
SPACE NEEDS ANALYSIS
FOR THE :
CITY OF ROSEMOUNT �
PROPOSALS DUE: 4 :00 P.M. , JUNE 6, 1989
LOCATIAN: CITY OF ROSEMOUN�
2875 145TH STREET W.
ROSEMOUNT, MN 5506$
� •
'� '
TABLE OF CONTENTS
I. PURPOSE OF REQUEST
II. INSTRUCTIONS TO PROPOSERS
�. III. STATEMENT OF QUALIFICATIONS
IV. ABBREVIATED SCOPE OF WORK
V. PROPOSAL EVALUATiON �
VI. FROPOSAL CONTEXT - GENERAL INFORMATION
1
. . . �
REQUEST FOR STATEMENTS OF QUALIFICATIONS
SPACE NEEDS ANALYSIS
CITY OF ROSEMOUNT
I. PURPQSE OF REQUEST
The City of Rosemaunt is requesting statements of
qualification (SOQ' s) for consulting services by firms or
combinations of firms to perform a space needs analysis for
• Rosemount City offices and facilities. The analysis will
consist of needs identification in the areas of functional
needs, space needs and relational needs and will con�inue
through the development of schematic implementation plans.
Detailed information concerning the City' s needs is outlined
in the following Request for Statements of Qualifications.
II. INSTRUCTIONS TO PROPOSERS
A. Spacial needs will be based on City supplied
information as to numbers and use of City staff.
� B. Al1 SOQ' s shauld be sent and all questions and
correspondence should be directed to:
Stephan Jilk
City Administrator
City of Rosemount
2875 145th Street W.
Rosemount, MN 55068
C• All SOQ' s must be received no later than 4 :�0 p,m. ,
Tuesday, June b, 1989. They will be apened and
reviewed by City staff and a recommendation for firms
to reeeive the RFP' s will be given to the City Couneil
Qn June 20, 1989. Twenty eopies of the proposal must
be presented.
'� D• The City wil]. notify all proposers of the firms to
receive Requests for Proposai for �final consideration
by June 23, 1989.
III. STATEMENT OF QUAI,TFICATIONS
A. Title Page
Show the SOQ subject, the name of the propaser' s firm,
loeal address, telephone number, name of the eontaet
person, and the date. In the event that a combination
of firms is proposed, please indicate the lead firm.
B. Table of Contents
Include a clear identification of the material by
section and by page number.
2
5 � �
C. Frofiie of the Firm or Firms
1 . State whether the lead firm is local, regional ,
national or internationaL
2. State the location of the office from wh�.ch the
work would be done and number of pro�essional
�taff employed �t that office.
3. The name, experienca and qualifications af the
person that would be responsible for the
management and administration of a contract with
the City.
4. The qualifications and resumes of the professional
staff that would be assign�d to City projects.
S . The availability of the aforementioned staff.
6. Describe the range of activities performed by the
local office,
7. identify and describe any subcontractors that
would be utilized in gerforming the scope of
services preseribed, their names, addresses, and
whi,ch phase they would execute.
D. Proposer' s General Approach to Space Needs Analyses
1 . The S�Q shouXd address in summary fashion; the
generai approach of the firm or combination of
firms to similar analyses.
2. The SOQ shall identify an estimated time frame for
the completion of an analysis as oiatlined in the
general app�oach.
: E. Previaus Space Needs Analysis Experience and Disclosure
Statements
i . A represe�tative list of previous municipal and
private-sectar clients, projects, specific
activi�ies gerformed and the name of a person` who
may be eontacted at the municipality.
2. A list of current municipal ' and private-sector
eiients, projects in pragress, specific activities
being perform�d and �he name of a person wha may
be contacted at the municipality.
3. A list of previous or current projects performed
for the City of Rosemount .
3
• �
4. Building design, eievation drawings and schematics
representing work performed by this firm on
similar projects.
� 5 . A certification that the firm/firms ox employees
thereof are not orr the "List of Persons or Firms
Currently Debarred for Violations of Various '
Publie Contracts Incorporating Labor Standards
Provisions . "
IV. ABBREVIATED SCOPE QF WQRK
A. General Purpose of the Space Needs Analysis
The general purpose of the Rosemount Space Needs
Analysis is ta develop a decision making tool for
future considerations o� capital and operating budgets.
The analysis wa.11 allow the City to plan facilities,
thereby permit�ing prudent fiscal planning and
adequate, una.nterrupted serviee provision for City
residents.
B. General Work Elements
The Space Needs Analysis wi11 focus on the following
work elements:
I . Identify existing and estimate future special use
space needs such as canfersnce rooms, reeords,
st'orage spae� and lu�nch raoms.
2. Develop space requirem�nts for existing personnel
and equipment and project building requirements in
squar� feet and equipment needs for future
personnel.
3. Identify spatial relationship needs far existing
and future employees, functions' and equipment.
4. Develop schematic plans for potential facilities
development ar expansion.
5. Develop time tables and indieators far expansion
need for facilities and identify antieipated cost
estimates to the City for these projects.
C. Facilities and Func�ions
The work elements above will apply to a11 Municipal
Cer�ter functions including: Administration, Community
Development, Finance, Parks and Recreation and Public
Works. They will also apply to all aspects of the
Police Department and the Fire Aepartment.
4
-- . • • �
V, PROPOSAL EVALUATION
A. The City intends to issue a Request for Proposals (RFP)
to the SOQ respondents evaluated ta be best qualified
. to perform the work for the City.
B. The SOQ' s will be evaluated by a selection team. The
team will rank the SOQ' s and. p�ovide this information
to the City Administratar.
C. 5election of the firms to be invited to respond to the
RFP in this regard shall be based upon the following
criteria:
l . An evaluataon of the consultant ' s �echnical
qualifications, wozk experience and av�ilahle
resources.
2. Performance appraisa3s from past and existing
clients.
3. Previous ci�y experience with the consultant firm.
D. The City shall not be liable for any expenses incurred
�y the proposer including but not limited to expenses
assaciated with the preparation of the SflQ.
E. The City of Rosemount reserves the right to reject any
and all SOQ' s or to rec�uest add.itional information from
alI proposers.
VI. PROPOSAL CONTEXT - GENERAL INFORMATION
A. City Organization
The City of Rosemount was incorporated in 1971 as a
statutory, plan A city. It has a Councii -
Administrator farm of govearnment. The City provides a
full array of municipal services including water,
sewer, and street lighting utilities; fire, police and
civil defense protection; and general administrative
functions.
1 . City Cauncil - The Rosemount City Council is the
final review and approval authority regardirtg all
contracts, payments, plans, improvements,
policies, procedures and other business of the
City. The City Council, eomposed of four members
- and the Mayor, is the legislative and poliey
making hody o� the City. The Mayor, who presides
over �he City Council meetin�s, is elected at
large for a twv year term. The Councilmembers are
eleeted at large for four year terms .
5
. � ! �
2. City Administrator - The City Administrator
reviews and coordinates all matters coming before
the City Council . He is responsible for the
implementation of �ouncil direction and the
coordination and management of City depar�ments on
a daily basis.
3. City Staff - The City Administrator implements
Council direction through the depmrtment heads of
sev�n City Departments. They are Police, Fire,
Publie Works, Finanee, Community Development,
Parks & Recreatian, and Admi�nistration.
$. Demographic Statistics
The City of Rosemount is a fast growing city. Its
gopulation grawth and the predominanee of two income
households places a significant demand on City services
��a .��G�.1�.t�.eg. A summary of the City' s population
growth is outlines in the following tab�e :
1980 U.S. Census 5,083
1988 Metropolitan Council Estimate 7,400
1989 City Staff Estimate 3/1/89 8, 5-00
Rosemount ' s growth is expected to continue into the
future due to its locational amenities and the cnrrent
enuironment and pressures for household formation.
Conservative estimates place the City' s population near
18,000 by 2000. As a result of the mobility associated
wiCh in-migration, the population is very young with a
median age of thirty-two and less than five percent of
the populatian over sixty. The growth places
substantial demand on City services and facilities .
C. Economic Overview
The City of Rosemount is a third ring suburb which is
roughly fifteen percent developed. It has
approximately 140 acres of commercially zoned land and
2464 acres of industrial land. In excess of 200
bus�nesses are located in Rosemaunt. This employment
base provides job opportunities to more than 4, 700
persons.
D. Facilities
� The City has a variety of facilities which will be
considered in the Space Needs Analysis. They are
generally described below:
1 . Municipal Center
6
' •
, � �
a. Administrative Offices - The administrative
portian of the municipal center currently
houses 21 employees in the departments of
Administration, Community Development,
Finance, Parks & Recreation and Public Works.
. The offiaes are spread over 8,000 square feet
on two levels. The municipal center was
completed in 1986.
b. Palice Department - The police portion of the
municipal center currently supports 22
employees in standard or ratating shifts in
an area of 3,000 square feet on one 1eve1.
It includes specialized features including
garage access, holding cells, security
entrances and communications eqixipment.
c. Council Chamber and Lobby - The public areas
. of the munieipal center comprise
approximately 8,000 square feet.
d. Support & Storage Areas - Support , storage
and mechanical areas comprise the remaining
2,000 square feet of the facility.
2. Fire Station - The one existing fire station
building was constructed in I975 . it contains
8, 500 square feet and houses equipment and
administrative areas for 36 volunteer fire
fighters. It is the only fire station facility
currently in operation by the City. A recent
study completed under a separate process indicated
several options for location of fire facilities
for the community.
3. Maintenance Facility - The existing maintenance
facility is a base of operations for 8 reguiar
maintenance employees and 15 seasonal employees in
streets, utilities and parks maintenance in 7,388
square feet on one level.
E. Affirmative Action
The City of Rosemount, Minnesota, has adopted a policy
that it will not discriminate in employment practices
on the basis of race, color, creed, religion, national
. origin, sex, age, marital status, public assistance
status, veteran status, handicap or disability; that it
has agreed ta take affirmative action to recruit
minorities, women and handicapped persons into its
employment; and that it will transact business only
with firms who have adopted similar non-discriminatory
and affirmative aetion policies.
7
f
, .. . ; � � . . . . � . . . . � � . � � � ,
•
In cases where a contaract with the City of Rosemount
will exceed $50,Q00 and the number of full-time exceeda
twenty (20) in the company making a Proposal, in its -
Proposal the company must furnish the City of Rosemount
with documentation that shows the company has adopted a
written affirmative action policy. This proof is not
neeessary at the time of the SOQ.
Cantracts which exceed $SO,OOO wil3� not be awarded to
companies of more than twenty full-time employees which
fail to provide verification of an affirmative action
pQlicy.
8
�I���� I
. ' . � � . .. � .
� CITX OF RQSEl�tOUNT
;
( RESOLUTION 198Q -
, --__
; •
� A RESOLUTION ItESCIND2NG RESOLUTION 1989-47 AND
� APPROVE THE PLANS AND 3PEG�FICATIONS
i
i ANB AUTFtORIZING ADVERTISEMENT OF BIDS
� WEST RIDGE 3RD ADDITION UTILITY & STREET IttPROVEPiENT3
j PROJECT �L95
WIiEREAS, the Consulting Engineers Por the City have prepared final plans and
� speeifications for West Ridge 3rd Addition Utility & Street Improvements, Project
� #195, and such plans and specifxcations have been presented to this Gouncil for
t
l approval; and
!
� WHEREAS, the Consulting Engineers advertised a different bid opening date from
What was published in Resolution 1989-47;
� • ,
, NOW THEREFORE BE IT RESOLVED, by the City Council of the Gity of Rosemount,
� Minnesota:
�
' l. Such plans and specifications are hereby appro�ed and ordered placed on �
' file in the office of the City Clerk.
�
� 2. The City Clerk sha11 prepare and cause to be inserrec� in the official `
� City newspaper and in the Construction Bulletin an advertisement for bids upon �
� the making of sueh improveroents under sucti approved plans and specification� for
Project �I195.
� 3. The advertisement shall be publi�hed in each o€ said publications at
' least once not less than three weeks before the date set for opening bids, shall
? specify the work to be done, sha11 state that bids will be publicly opened on i
� June 8, 1989 at lO:OQ o'elock a.m. at Rosemount City Hall in said CiCy and that
; no bids will be considered unless sealed and fiied with the City Clerk and �
i accompanied by a cash deposit, eashier's check, bid bond or certi£ied check
i payable to the City Clerk £or five (SX) percent of the amount o£ such bid.
�
, ADOPTED thi.s 16th day of P1ay, 1989.
,
�
Rollan Hoke, Ptayor
ATTEST: �
�
Stephan Jilk, Administrator/C1erk