HomeMy WebLinkAbout11 Accounting Software Agenda Item #
Memorandum
To: Board of Directors
From: Mary Chapman, Administrative Services Manager
Date: February 26, 2004
SUBJECT: Consideration of authorizing staff to proceed with the upgrade of the billing and accounting
hardware and software
1. WHY THIS ITEM IS BEFORE THE BOARD
In order to operate on current state-of-the-art software for billing and accounting, we will need to upgrade
our existing systems. The cost to do the upgrade was not included in the 2004 budget because I did not
think that we would be able to convert this soon. National Information Systems Cooperative (NISC) our
software vendor has over 300 other utilities that will be converting to the new software. Therefore, I did not
put any money in the budget. NISC has an opening in their conversion schedule which would allow us to
convert over the next few months. I need the Board to authorize this upgrade and the associated expense.
I have attached a breakdown of the expenses we will incur.
2. HISTORY
In 1999, the District moved its accounting software to Central Area Data Processing (CADP)now called
NISC. The following year, the billing software was moved. NISC has spent over$12.0 million doing a
complete rewrite of their billing and accounting software. The new software called IVUE is more "point
and click" like Windows products and will get us away from the old mainframe or legacy style systems
that we have always had. NISC will have 13 other utilities converted by the time we convert. They
currently have 152 out of 300 plus utilities scheduled for conversion between now and the end of 2005.
Our existing software will gradually be phased out.
3. NEW INFORMATION
With the opening in NISC's conversion schedule we could be live on the new billing software in May and
live on the accounting software in June if we act now. Each conversion takes a lot of prep work on their
part and some on our part. We will need to order a new server right away to make sure that it is up and
running by April 1, 2004. They will provide training here at the District office and over the Internet.
By converting to the new software now, we will be able to accomplish some of the items listed in the
District's strategic plan sooner and less expensively. The new software handles multiple service billing and
accounting in a much more user friendly way. The reporting is much better and uses a product called
Crystal Reports for report design that will more closely meet our needs. The billing software is JAVA based
and is more open which means that it will integrate more easily with the other software packages that the
District is trying to implement.
We are currently implementing an outage management system and this summer we will be installing an
electronic billing package. The electronic billing package in conjunction with the IVUE software will allow
customers to access their account over the Internet, receive an electronic bill, view and print their bills, view
their consumption history, pay their bill on-line and schedule their own service requests. The backbone of
these electronic systems is the billing system. It would be cheaper and more efficient for the District if these
electronic systems were integrated directly to the IVUE software. If we don't upgrade our billing and
accounting systems now, we will have to integrate to the existing software and later convert to the IVUE
software. Not all of these features will be available on the existing billing software if combined with the
electronic billing software.
4. RECOMMENDATION:
That the Board adopt the attached resolution dispensing with bidding and authorize staff to proceed with
the purchase of computer hardware, software, training and support services to provide for the District's
utility billing and financial accounting data processing needs.
That the Board further direct staff to bring back to the board financing options either through budget
adjustments or an outside lender.
COST ESTIMATE TO UPGRADE CUSTOMER BILLING AND
ACCOUNTING HARDWARE AND IVUE SOFTWARE FROM NISC -2/27/04
Computer System $44.000
System Software 17,810
System Integration Fee 3,500
Laser Checks 1,642
System Hardware& Software $66,952
Sales Tax 4,868
IVUE Implementation Fee/Conversion Costs 39,900
Out-of-Pocket Travel Expenses (estimate) 15,000
Custom Reporting Expenses 10,000
Total Upgrade Costs $136,720
RESOLUTION NO, 2004
OF THE
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION
WITH THE DISTRICT'S PURCHASE OF COMPUTER HARDWARE, SOFTWARE,
TRAINING AND SUPPORT SERVICES TO PROVIDE FOR THE DISTRICT'S UTILITY
BILLING AND FINANCIAL ACCOUNTING DATA PROCESSING NEEDS
WHEREAS, in November, 1999, the District purchased computer hardware, software, training
and support services from Central Area Data Processing (currently operating under the name
of National Information Systems Cooperative or NISC) to process its utility billing and
financial accounting data processing needs; and
WHEREAS, the District converted to the NISC accounting software in November, 1999 and
their billing software in November, 2000; and
WHEREAS, the District pays a monthly license fee to NISC to use their billing and accounting
software and does not own the software; and
WHEREAS, the Administrative Services Department has been implementing various
technological solutions to improve its efficiency, response time to the customers and services
available to customers; and
WHEREAS, NISC has rewritten it's billing and accounting software and is now offering its
new state-of-the-art software for upgrade to its clients which offer many software
enhancements and provide high tech service options to the District's customers, and
WHEREAS, purchasing a computer and billing and accounting software from another vendor
and developing interface software would not be desirable and would be very costly to the
District; and
WHEREAS, various California court decisions, including Graydon v. Pasadena Development
A enc , 104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive
proposals would be unavailing or would not produce an advantage and the advertisement for
competitive bids would thus be undesirable or impractical, a public agency may dispense with
competitive bidding; and
WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and
would not produce an advantage to the District and the advertising for competitive bids would
not produce an advantage to the District and would be undesirable; and
WHEREAS, Public Utilities Code Section 20206.4 generally requires that the District seek
competitive bids in connection with the purchase of goods; and
WHEREAS, the District finds that the computer hardware, software and support services
more nearly resembles a special service, for which no competitive bidding is required, as
opposed to a "good"; and
WHEREAS, the Public Utilities Code Section 16034 and Government Code Section 53060
provide that the District may, without competitive bidding, contract for special services and
advice in financial, economic, accounting, engineering, legal, administrative and professional
matters if such persons are specially trained and experienced and competent to perform the
special services required; and
WHEREAS, since National Information Systems Cooperative would provide a sole source of
purchase, installation, training and subsequent support and that the installation and
implementation would be smoother and more efficient because of it.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that it adopts the above
stated recitals as its findings.
BE IT FURTHER RESOLVED BY THE Board of Directors that for the reasons set forth
above, the District finds that competitive bids for the purchase of billing and accounting
services including hardware, software, training and support services would be unavailing and
would not produce an advantage to the District and the advertisement for competitive bids
would not produce an advantage to the District and would be undesirable and costly.
BE IT FURTHER RESOLVED that the District finds that computer hardware, software,
software licensing, training and support services more nearly resembles a special service, for
which no competitive bidding is required, as opposed to a "good."
BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive
bidding for the acquisition of upgraded billing and accounting software systems and
associated hardware and software licenses and that the District staff is authorized to
purchase from NISC the necessary hardware, software and software licenses to operate said
system including installation costs, training and support services.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within
the District on the 3rd day of March, 2004 by the following roll call vote:
AYES:
NOES:
ABSENT:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By:
James A. Maass, President
ATTEST:
Peter L. Holzmeister, Clerk of the Board
VUH
The vision to see. The power to do.
Member Estimate
Prepared For
Truckee-Donner PUD
Truckee, CA
National Information Solutions Cooperative
February 18, 2004
All of our rates are subject
to change based on Board resolution.
iVUE
Truckee-Donner PUD AM
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The vision to see. The power to do_
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Extended Monthly Monthly Monthly
Description Price Maint. Maint. 1 Yr Maint. 3Yr
Computer System $ 44,000
System Software 17,810 326
System Integration Fee 3,500
Use Existing VPN/Firewall - -
Laser Checks 1,642 50
System Hardware and Software Total $ 66,952 $ 376 $ $
WE Implementation Fee 39,900
NISC Monthly Support Cost 5,009
Total One Time Fee $ 106,852
Total Monthly Fee $ 5,385
Note:
""The pricing presented above is based as a complete solution from NISC. Use or procurement of other systems,
equipment or software is subject to NISC integration fee and/or hourly installation charges.
One-time Cost Summary Page 2
WE
Truckee-Donner PUD February 18, 2004
a a
Agreements Standard (Customary)
11,600 $39,900
Implementation CIS
BIS
Engineering
Specialized programming
investments will be estimated
and provided at standard rates.
`Members may save up to
$5,000 with Self Keyed BIS
implementation.
Training Eight NISC visits for presite and
training requirements.
Computer based training
Travel Expenses
Bundled Advantage Standard Rates
Note:
"The pricing presented above is based as a complete solution from NISC. Use or procurement of
other systems, equipment or software is subject to NISC integration fee and/or hourly installation
charges.
iVUE Implementation Level 2 Page 3
iVUE
Truckee-Donner PUD February 18, 2004
Level 2 Rate Monthly Support Summary, C/S&BIS Only
Number of Primary Service Agreements: 11,600
Primary Package
Service Type Total Monthly Fee
Base Monthly Fee $ 725 $ 725 $ 725 AM
Agreements: H/NFSG-
1-10,000 $ 0.260 $ 0.260 $ 2,600.00 The vision to set. The power too d� '
10,001.25,000 $ 0.250 $ 0.250 $ 400.00 I
25,00135,00 $ 0.135 $ 0.135 $ -
Over 35,000 $ 0,060 $ 0.060 $ -
Primary Service Fee Total $ 3,725.00
Type of Secondary Service: Water Type of Fixed Service: Water
Number of Secondary Service Agreements: 500 Number of Fixed Service Agreements: 11,100
Calculated Monthly Fixed Monthly
Service Fee Service Fee
Base Monthly Fee $ 125 $ 125,00 Base Monthly Fee $ 75 $ 75.00
Agreements: Agreements:
1-10,000 $ 0.135 $ 67.50 All $ 0.060 $ 666.00
Over 10,001 $ 0.060 $ -
Secondary Service Fee Total $ 192.50 Fixed Service Fee Total $ 741.00
Number of Users 25
First 10 Users $ 20 $ 200.00
Next 30 Users 10 1%00 Primary Service Fee $ 3,725.00
Over 40 Users 5 - Secondary Calculated Service Fee 192,50
Fixed Service Fee 741.00
User Fee 350.00
User License Total $ 350.00 Total NISC Monthly Support Cost $ 5,008.50
Hourly Rate for Programming or Member Services $ 100
Travel Expenses are not included and are invoiced seperately.
Level 2 Support Summary Page 4
iVUE
Truckee-Donner PUD February 18, 2004
UNIT EXTENDED MONTHLY
ITEM DESCRIPTION QTY PRICE PRICE MAINT.
1 Proliant ML530 G2 - Database Server 1 $ 41,150 $ 41,150 $
Dual Intel Xeon 3,06GHz Processors
4GB memory, Smart Array 6402/256 Controller
(12) 36GB 15K rpm Drives (RAID 10)
SuperDLT 160/320 TBU, 1000 Base-T Upg
Redundant Power Supply, CDRW/DVD 48x
Proliant DL360 G3 Application Server
Dual Intel Xeon 3.06GHz Processors
4GB memory, Integrated 5i RAID controller
(2) 36GB 15K rpm Drives (RAID 1)
HP StorageWorks DAT 40i (20/40GB)
3KVA UPS, 4-Port Console Switch
TFT560O KEYBOARD AND MONITOR (1U)
3-Year Priority Warranty Uplift 13x5,4Hr
CDRW/DVD Combo Drive 24x slim drive
2 SuperDLT 160/320 Media 30 95 2,850
Total Computer System $ 44,000 $
•
UNIT EXTENDED MONTHLY
ITEM DESCRIPTION CITY PRICE PRICE MAINT.
3 SuSE Linux Server Standard Edition 2 450 900 -
4 Oracle Unlimited Licenses (Processor) 2 4,800 9,600 290
5 Progress Workgroup 9 250 2,250
6 Progress Client Networking 9 140 1,260
7 Progress Annual Maintenance 1 562 562
8 I-net Crystal Clear Report Server Software 1 1,200 1,200 15
9 Crystal Report 2 419 838
10 MicroFocus Server Express 1 1,200 1,200 21
Total System Software $ 17,810 $ 326
System Hardware & Software Page 5
NUE
Truckee-Donner PUD February 18, 2004
s �
Member Extended Monthly
Item Model Description City Unit Price Price Maint.
1 (3) Check Overlays 1 $ 1,600 $ 1,600
2 NISC-400x Check Stock (Purchased in lots of 500) 2 15 30
(Choice of Blue, Green, and/or Brown)
3 NISC-2582 Envelopes (Purchased in lots of 500) 1 12 12
4 Use Existing LaserJet Printer 1
5 Use Existing MICR Toner 2 $
Laser Check Total $ 1,642
NISC Monthly Support $ 50
Printer Upgrade Option
7 IN-761885 Upgrade from HP LaserJet 2300N to $ 482 More
the HP LaserJet 4200N
35ppm, 48Mb Memory, 1200dpi
Note: Additional Check overlays are at$400 each.
Laser Check Page 6
ivuE
Truckee-Donner PUD February 18, 2004
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The vision to see. The power to do.
The following solutions are not required to implement iVUE but serve
to complement the core offering of NISC's WE CIS and BIS
applications by increasing productivity, customer service,
automation and data integrity.
Option Cover Page 7
Discovery
Truckee-Donner PUD February 18, 2004
8 B
UNIT EXTENDED MONTHLY
ITEM DESCRIPTION CITY PRICE PRICE MAINT.
1 Dell PowerEdge 2600 1 $ 7,650 $ 7,650 $
Intel®XeonTM processor, 2.8GHz,
2GB DDR SDRAM (2X1GB)
Keyboard, 2-Button Optical Mouse w/Scroll
17" Flat Panel Monitor
3.5 in, 1.44MB, Floppy Drive
(6) 36GB 15K RPM Hard Drives (RAID 10)
(2) 36GB 15K RPM Hard Drives (RAID 1)
PERC4/Di 128MB (2 Internal Channels) - Embedded RAID
Intel Pro 1000XT Copper Gigabit Network Adapter
24X IDE CD-ROM, 1400VA UPS
Windows 2003 Server w/5 cal
Redundant Power Supply
20GB Utility Partition Size Override for Windows 2003
3-Year Priority Warranty Uplift 9x5, 4Hr
2 Orion Software 1 1,200 1,200
3 Oracle License 20-Users 1 2,000 2,000 30
Outage Management Server Total $ 10,850 $ 30
Computer System Hardware And Software Page 8
NUE
Truckee-Donner PUD
Extended Monthly
Model Description Price Maint.
1 Software 3 Seats $ 7,500
2 Support $.01 per meter per month for 1st 25,000
3 Support $.005 per meter per month for all
meters over 25,000
Total $ 7,500 $
Options
$ 2,000 each add'I seat
Included: 1 Visual Utility MapView license per Staking Sheet seat
MapView, conversion (if needed), System Hardware, 3rd party Software, on-site Training and Expenses
are additional costs.
All prices subject to change
Note: Please contact Engineering for estimate on setup and installation.
Staking Page 9
NUE
Staking Page 10
iVUE
Truckee-Donner PUD February 18, 2004
Rates effective January 1, 2003
• •
Pre-Printed Single Side Both Sides Single Side Both Sides
Postcard 7 x 8 1/2 7 x 8 1/2 8 1/2 x 11 8 1/2 x 11
Laser Print (per bill) $ 0,0350 $ 0.0550 $ 0.0500 $ 0.0750
Impact Print (per bill) $ 0.0400
Insert and Mail Bill direct to consumer 0.0400 0.0400 0.0400 0.0400
Paper Cost 0.0132 0.0132 0.0181 0.0181
Carrier Envelope 0.0155 0.0155 0.0158 0.0158
Courtesy Return Envelope 0.0141 0.0141 0.0149 0.0149
Sort and Mail as Postcard 0.0300
$ 0.0700 $ 0.1178 $ 0,1378 $ 0.1388 $ 0.1638
Cost per piece for additional
inserted items - maximum 2 - $ 0.015 $ 0.0150 $ 0.0150 $ 0.0150
Bill Print CD $50.00 Per Month (Includes (1) Cycle)
Cycles $30.00 Additional Per Cycle Per Month
Bill Print CD's are mailed the day after each bill print. Bills are burned onto the CD in full color using a pdf format.
CD bills can be loaded on a server and shared over a network. Electronic CD bills can be modified (must purchase
Acrobat PDF Writer), emailed and printed in color with a color printer. All CD's are indexed by account number and
include a quick search function to enable fast lookup by account number or character string. CD bills include a
rolling 30-day snapshot of bill prints.
Inserts-Up to three additional items may be inserted in addition to your statement and return envelope. For insert
specifications contact the AMS department. NISC can provide inserts through a local printer. Inserts must be
received 3-to-4 days prior to the statement processing.
Programming time to complete a new bill print normally range between 40-80 hours depending upon the complexity
of the bill print format. A delinquent print normally requires 12-16 hours of programming depending upon the
complexity of the format. Hours will be charges and current Member hourly rate.
A minimum charge of$35 applies to all production jobs for any standalone print job such as Final Bill Immediate,
Delinquent Notices, Special Bill runs, etc. An additional .01 will be bill for jobs during the last 4 working days of the
month and the first 2 working days of the month.
** Costs do not include postage **
NISC will insert the bill and return envelope into a carrier envelope and mail from St. Peters, MO zip code 63376.
Only the 63376 will show on the carrier envelope.
Mail Room Services Page 11
iVUE
NOTES:
I. Pricing based upon Compaq's U.S. Systems Price List, 5-1-03. Prices and lease rates subject to change.
II. "' The Compaq ProLiant and it's internal components carry a three year on-site warranty which Includes
Compaq response from 8AM to 5PM, Monday through Friday. Where a warranty upgrade is indicated the on-
site response has been uplifted to Compaq's 4-hour priority response if Member is within 100 miles of Compaq
service facility.
III. Price Summary includes an estimate only for shipping, transit insurance, or applicable taxes. Additional
interoffice cable/adapters required for terminal, PC's or printer connection lie: four conductor, thinwire
ethernet, etc.). are NOT included. Deinstallation of existing hardware is the member's responsibility.
IV. Future database software may require an additional license fees.
V. NISC will provide on-site installation support. Travel expenses are the responsibility of the Member.
VIIII. Sample lease factors from Buccanneer Finance good through: April 30, 2003
36 Months 148 Months 160 Months
Fairmarket Buyout 0.029691 0.02389 0.02019
$1.00 Buyout 0.031841 0,024751 0.02052
Notes Page 12