Item 24 Staff Report Acquisition of Hardware, Software, Installation, and Training for a New Administrative Computer System (Finance/Accounting, Budget, Payroll, Personnel, Business License, General Database, and Office Automation).COUNCIL AGENDA
DATE: 12/16/91
ITEM NO. ,
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
DATE: December 12, 1991
TO: MAYOR AND TOCOUNCIL
FROM: TOWN MANAGER`
SUBJECT: ACQUISITION OF HARDWARE, SOFTWARE, INSTALLATION, AND TRAINING FOR A
NEW ADMINISTRATIVE COMPUTER SYSTEM (FINANCE/ACCOUNTING, BUDGET,
PAYROLL, PERSONNEL, BUSINESS LICENSE, GENERAL DATABASE, AND OFFICE
AUTOMATION).
RECOMMENDATION:
Authorize Manager to negotiate a contract with Hewlett-Packard Inc. and Pentamation Inc. for an
administrative computer system and associated services (this does not include a specialized police, library,
or geobase system). A negotiated contract will be returned to you for approval.
BACKGROUND:
The current Wang system is more than ten years old. It no longer provides adequate support in managing
the Town's finances. For example, the programming changes necessary to produce employee W-2s for
1990, caused us to issue advances and then to re -process payroll after the legal pay date. Additionally, the
delay of up to forty-five days in knowing our financial status compared to budget, seriously impacts our
ability to make real-time financial decisions.
In FY 1988-89, Council approved a staff -prepared information systems plan. The plan outlined the Town's
automation shortfalls and liabilities of the existing Wang hardware and accounting, database, and word
processing software. Specific Wang finance system liabilities include:
Account balances are not known in real-time (e.g., up to 45 days after the fact).
Year-end financial status reports do not reflect auditor's adjustments.
Federal and state reporting requirements require special software changes (e.g., W-2 reporting for
1990).
Adequate software data input safeguards do not exist (e.g., the system allows Journal entries to be
entered in reverse; erroneous account numbers may entered).
Accounts Receivables is non-existent requiring stand-alone PC based A/R and double entry of
receivables information to Wang system.
Business Licenses module is non-existent in the accounting system requiring manual update of
receipts to the Wang system.
Purchase Orders system is not integrated to Payables module requiring manual tracking.
PREPARED BY: Brian N. Jones, Information Systems Coordinator
SYS40;C:\WP50\REPORTS\QUANTUM
12/12/1991/Thu/1618/BNJ 12/12/91 4:18 pm
Attachments: See page 6 for list of attachments
Reviewed by: ,cj,L. Attorney
Clerk A') Finance
Treasurer
COUNCIL ACTION/ACTION DIRECTED TO:
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ACQUISITION OF HARDWARE, SOFTWARE, INSTALLATION, AND TRAINING FOR A NEW
ADMINISTRATIVE COMPUTER SYSTEM (FINANCE/ACCOUNTING, BUDGET, PAYROLL,
PERSONNEL, BUSINESS LICENSE, GENERAL DATABASE, AND OFFICE AUTOMATION).
December 12, 1991
No software controls exist for setting dollar limits to vendors.
All payroll tax reporting is done manually.
No audit trail for budget purposes.
Operating and Capital Improvement Project budgets cannot be produced on Wang system.
The plan also made specific short and long-range recommendations to alleviate the problems associated
with the Wang system.
Short-term recommendations included a stop -gap measure to unburden the Wang system by off-loading all
of the Town's word processing activities to stand-alone personal computers (PCs), printer sharing devices,
and laser printers. This short-term objective was intended to buy time for the at -capacity Wang system
and to provide a foundation of industry standard PCs for longer range objectives. The short term goal has
been achieved in part with the purchase of thirty-two desktop PCs, eight laptop PCs, and nine laser printers.
All of these PCs, however, are stand-alone and do not communicate with each other or a central system.
Long-range objectives included the replacement of the Wang hardware and accounting and database
software with open systems based computer solutions (i.e., an operating system such as UNIX that is not
dependant on a specific brand of computer hardware). To achieve the long-range objective, on April 20,
1990, Council approved the use of an information systems consultant, KPMG Peat Marwick, to produce a
set of Town -wide requirements and open system software recommendations for four major system areas:
1. Administration (finance/accounting, budget, payroll, personnel, office automation)
2. Geo-base (parcel master, permit tracking, noticing, mapping, application tracking, planning)
3. Police (crime analysis, police records management, computer aided dispatch)
4. Library (circulation, public access, catalog, acquisition, serials, cataloging)
On March 13, 1991, KPMG Peat Marwick completed a Final Requirements Report. Based on this report, staff
recommended to Council that a Request for Proposal (RFP) be issued to vendors who could provide
hardware and software for an administrative computer system.
Complying with Council direction, staff issued a Request for Proposal (Attachment 1) on August 9, 1991, for
an administrative computer system including all hardware and software necessary to link the Town's existing
PCs and all hardware and software necessary to operate the Town's finance, accounting, budget, payroll,
personnel, office automation, business licence, and general database activities.
On September 11, 1991, proposals were received from vendors for open systems administrative computer
systems.
DISCUSSION:
Request for Proposal
The Town's RFP indicated that project scope was limited to implementing a new administrative system;
this did not include a new police, library, or geobase system. The administrative computer system, however,
includes all hardware and software necessary to operate the Town's finance, accounting (all modules),
personnel, business license, public noticing, library book order list, general database activities, and
networking of existing PCs. Additionally, it included electronic mail, data communications and access for
the two off -site locations, Parks Forestry and Maintenance and the Neighborhood Center (41 Miles Ave., and
208 East Main St.). The RFP did not include the addition of any new PCs.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ACQUISITION OF HARDWARE, SOFTWARE, INSTALLATION, AND TRAINING FOR A NEW
ADMINISTRATIVE COMPUTER SYSTEM (FINANCE/ACCOUNTING, BUDGET, PAYROLL,
PERSONNEL, BUSINESS LICENSE, GENERAL DATABASE, AND OFFICE AUTOMATION).
December 12, 1991
Evaluation of Proposals and Vendors
The following criteria were included in the RFP as the basis to evaluate vendors and their proposals:
Meeting the requirements in the KPMG Peat Marwick Report.
System use and satisfaction level of other, comparable local governments.
Assessed quality and completeness of proposal.
System flexibility and ease of use.
Performance and response time.
Total cost over the life of the system.
Application software license fees.
Computer equipment and system software costs.
Vendor installation, implementation, conversion, consultation, and training costs.
Maintenance fees.
Out-of-pocket charges.
Shipping and taxes.
Additional staffing requirements.
Leasing options.
Other Town incurred costs.
Upgrade and expansion costs.
Vendor viability, reputation, responsiveness, and support.
Clarity and comprehensiveness of system and applications documentation.
Level of integration of application modules and availability of other modules which may be of future
consideration for the Town.
Ease of upgrading and expanding proposed system.
Adherence to industry standards (e.g., UNIX, SQL, etc.).
Ability of vendor to demonstrate past experience in providing integrated solutions, installation,
conversion, training, and support.
Eleven proposals were received. Staff evaluated all written proposals. Based on a consensus of an
evaluation team comprised of the Assistant Town Manager, Finance Manager, and Information Systems
Coordinator, four proposals warranted further review.
Off -site software evaluations were conducted on the four contending products. References for each of these
products were also contacted. After an additional review of collected information by the evaluation team,
the field was narrowed to two contending vendors, Bi-Tech Software Inc., (Chico, CA) and Pentamation
Enterprises Inc., (Bethlehem, PA).
After narrowing the field to two vendors, staff conducted site visits at two cities to further evaluate each of
the products from an end -user, data processing, finance management, and Town management perspective.
Additional reference checks were conducted on these two vendors.
Both contending software products, Bi-Tech and Pentamation, were proposed on Hewlett-Packard hardware
using the Unix operating system.
Recommended System
Based on the Town's requirements identified in the KPMG Peat Marwick Report, software evaluations, site
visits to other cities, and reference checks conducted by the evaluation team, staff believes that the
Pentamation finance/accounting software best meets the requirements of the Town. Staff also recommends
this solution as proposed by Hewlett-Packard, operating on Hewlett-Packard, Unix based hardware. This
hardware recommendation is based on Hewlett-Packard's positive track record with the Town's existing
desktop PCs and laser printers, positive endorsements received during the reference checking phase of the
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: ACQUISITION OF HARDWARE, SOFTWARE, INSTALLATION, AND TRAINING FOR A NEW
ADMINISTRATIVE COMPUTER SYSTEM (FINANCE/ACCOUNTING, BUDGET, PAYROLL,
PERSONNEL, BUSINESS LICENSE, GENERAL DATABASE, AND OFFICE AUTOMATION).
December 12, 1991
evaluation process from other cities, and the positive and informative role the Hewlett-Packard sales and
technical team presented during the evaluation process.
System Components and Costs
The proposed System includes the following major hardware and software components, installation, and
training (please see Attachment 2, "Pricing Information," for pricing details):
Vendor Cost Description
HP $68,500 Model 837 Unix Based CPU, memory battery backup, 32
user license, 64 MB RAM, 2.72 Gbytes Disk, UPS power.
HP $39,653 Network equipment: Direct Terminal Controllers, Modems,
Ethertwist Hubs, Ethertwist Cards, LAN Bridges, etc.
HP $35,102 High-speed printers: 1ea. 1200 LPM, 2ea. 420 LPM.
HP $37,083 Network, EMail, and Utility Software.
HP $50,255 System training, network implementation, system
implementation, EMail implementation.
Pentamation/Informix $12,610 Informix Database Software with Informix 4GL.
Pentamation $45,500 Finance/accounting Software: fund accounting, purchasing,
budget, human resources, position control, receipts,
investments, receivables, fixed assets, employee benefits,
applicant tracking.
Pentamation $51,200 Finance/accounting training, travel expenses, software
integration.
SUBTOTAL $339,903
TAX $28,041
SYSTEM TOTAL $367,944 Leasable amount; includes hardware, software, installation
and training.
One-time personnel $16,000 Estimated one-time operating cost for four persons, full-
time, for twenty days temporary services for data entry to
new system (4 persons x $25.00 x 8 hours x 20 days).
One-time contingency $16,056 Estimated one-time contingency cost and costs for
additional cabling installation for PFM, and Neighborhood
Center; miscellaneous hardware, software, and related
services.
TOTAL
On -Going Costs
$400,000 Estimated system cost.
PAGE 5
MAYOR AND TOWN COUNCIL
SUBJECT: ACQUISITION OF HARDWARE, SOFTWARE, INSTALLATION, AND TRAINING FOR A NEW
ADMINISTRATIVE COMPUTER SYSTEM (FINANCE/ACCOUNTING, BUDGET, PAYROLL,
PERSONNEL, BUSINESS LICENSE, GENERAL DATABASE, AND OFFICE AUTOMATION).
December 12, 1991
In addition to costs for hardware, software, installation, and training, the on -going cost for hardware and
software service and support is approximately $2,150 per month. Additional phone line cost for two
dedicated digital 56Kb lines for network communications to PFM and the Neighborhood Center is
approximately V.12. per month.
System Description
The proposed administrative computer system will provide all hardware and software necessary to implement
a Town -wide finance/accounting system, a central database system (Informix SQL relational database) , a
wide area network (WAN), and an electronic mail system for existing and future, additional PCs.
The finance/accounting software consists of several integrated modules including fund accounting, payables
purchasing, budget, human resources, position control, receipts, investments, receivables, fixed assets,
employee benefits, applicant tracking. Please see Attachment 3, "Application Software," for a detailed
description of the finance/accounting modules, installation, training, support, and costs.
Relational Database (technical)
A relational database management system (RDBMS) is an integral part of the proposed
system. All modules of the Pentamation software are written (coded) in Informix's forth
generation language (a 4GL versus a 3GL such as COBOL or BASIC), and all data is stored
in Informix relational tables. This provides the added ability to search, join, and report
information from the finance system using a standard tool such as Structured Query
Language (SQL). SQL is an industry standard set of English -like commands to extract,
update, and report information from a relational database. Additionally, other data, such as
property information, can be stored in the Informix database and extracted using the same
tools.
System configuration includes networking of the Town's existing 32 desktop PCs. Additional PCs are not
included in this proposal. After the initial installation, and once the system is stable, it is anticipated that
departments will request additional PCs and network connections as part of the regular budget process.
The proposed central system has been sized to accommodate growth and, if necessary, can be expanded
with additional memory and disk capacity.
The proposed system will allow access for all departments. This incudes network access for off -site
locations, Parks Forestry and Maintenance and Community Services. Department -specific information will
be available to individual department personnel (with appropriate security authorization) such as year-to-
date budget versus actual expenditures. Additionally, users on the network will be provided with electronic
mail and the ability to share and move files between departments.
Implementation and Training
To ensure a satisfactory transition from the Wang system to the proposed system, significant implementation
assistance and training has been included. Hewlett-Packard will provide all hardware, network, and system
software installation and will provide a single point of contact for implementing the system (i.e. will monitor
and coordinate third party activities). As part of the negotiated contract, Hewlett-Packard will be requested
to provide continuing problem resolution. This should help to resolve finger pointing typically associated
with hardware and software vendors.
Additionally, Pentamation has proposed a total of 368 hours of training for all of the application modules
described above. Please see Attachment 3, "Application Software," for a detailed listing of hours and costs
associated with finance/accounting training.
PAGE 6
MAYOR AND TOWN COUNCIL
SUBJECT: ACQUISITION OF HARDWARE, SOFTWARE, INSTALLATION, AND TRAINING FOR A NEW
ADMINISTRATIVE COMPUTER SYSTEM (FINANCE/ACCOUNTING, BUDGET, PAYROLL,
PERSONNEL, BUSINESS LICENSE, GENERAL DATABASE, AND OFFICE AUTOMATION).
December 12, 1991
CONCLUSION:
Continuing to operate the Town's finances on the Wang system requires significant manual backup.
Operating the Wang without this backup puts the Town at fiscal and legal risk. Knowing and depending on
timely financial information is not possible with the current system. It does not provide adequate accounting
safeguards, nor does it provide the functions or speed one would expect in a twenty million dollar per year
operation.
An open systems, Unix based solution on a solid hardware platform has been evaluated against significant
criteria and requirements. The Hewlett-Packard/Pentamation solution meets the Council -directed and staff -
imposed requirements. Staff recommends this solution and believes it to be the best open systems solution
available to the Town.
FISCAL IMPACT:
A bundled sixty -month government lease through Hewlett-Packard is recommended. All major costs
associated with the purchase of the new system, with the exception of monthly hardware and software
maintenance costs and one-time personnel and contingency costs would be included in the lease amount.
The following annual costs include both leasing cost and monthly maintenance. Maintenance cost would
be on -going and continue until the system was replaced.
FY 91-92 FY 92-93 FY 93-94 FY 94-95 FY 95-96 FY 96-97
Lease $48,000 $96,000 $96,000 $96,000 $96,000 $48,000
Maint. $6,440 est. $25,800 $25,800 $25,800 $25,800 $25,800
Onetime $32,056
Total $86,496 $121,800 $121,800
$121,800
$121,800 $70,800
An estimated, additional $232 monthly on -going phone line cost would be budgeted in the General Town
Administration (GTA), Operating Budget.
The funding source for this project is the equipment replacement fund, Fund 13. Adequate funds exist to
finance this project and to maintain an effective equipment replacement schedule. The lease option is
recommended over a one-time purchase (please see Attachment 4).
Additionally, there will be an estimated cost savings of $4,000 in FY 92-93 and $16,000 in FY 93-94 and
every year thereafter through the elimination of the Wang system hardware and software support costs.
Attachments:
Attachment 1, Request for Proposal
Attachment 2, Pricing Information
Attachment 3, Application Software
Attachment 4, Lease Option Versus Purchase Option
The Town of Los Gatos
August 9, 1991
Request for Proposal
Computer Systems
Office of the Town Manager
Information Systems
A'TTACHMEN1; 1
The Town of Los Gatos
Request for Proposal
August 9. t991
TOWN OF LOS GATOS REQUEST FOR PROPOSAL
TABLE OF CONTENTS
PART 1 - INFORMATION FOR VENDORS 1
1.1 INVITATION TO RESPOND 1
1.2 SCHEDULE OF ACTIVITIES 1
1.3 GENERAL INFORMATION ABOUT THE TOWN 2
1.4 PROJECT BACKGROUND
PART 2 - SCOPE OF PROJECT AND OBJECTIVES 4
2.1 SCOPE OF PROJECT 4
2.2 OBJECTIVES 7
PART 3 - REQUIREMENTS AND SPECIFICATIONS 8
3.1 VENDOR QUALIFICATIONS 8
3.2 GENERAL PROPOSAL REQUIREMENTS 9
3.3 SYSTEM REQUIREMENTS 9
PART 4 - PROPOSAL FORMAT AND SUBMISSION 14
4.1 PROPOSAL FORMAT AND CONTENT 14
4.2 WHERE AND WHEN TO SUBMIT 15
4.3 QUESTIONS 15
4.4 INSURANCE 15
PART 5 - EVALUATION PROCESS
ATTACHMENTS:
Attachment 1 KPMG Peat Marwick; Information Systems Planning and
Implementation Project: Final Requirements Report
Attachment 2 Pricing Information
Attachment 3 Location Map
Attachment 4 Bid Form
Attachment 5 Existing Equipment Inventory and Locations
17
The Town at Los Gatos
Request for Proposal
August 9 ' 99'
TOWN OF LOS GATOS REQUEST FOR PROPOSAL
FOR COMPUTER HARDWARE AND SOFTWARE
PART 1 - INFORMATION FOR VENDORS
1.1 INVITATION TO RESPOND
The Town of Los Gatos is requesting proposals for new information systems, computer
hardware and software to replace two existing Wang 2200 minicomputers and various
applications. Currently, all accounting, finance, business licence, public noticing, library
book order list, and general database activities are conducted on the Wang systems.
Word processing and spreadsheet analysis have been off-loaded to forty stand-alone
personal computers.
The Town of Los Gatos invites vendors of open systems computer hardware and software
systems to submit proposals for their products and services. Vendors who are
experienced in installing, servicing, maintaining, and upgrading complete, bundled
solutions should respond. Specifically, vendors who have previous significant experience
in working with municipal governments, fund accounting, personnel systems, open
systems architectures, UNIX, large SQL relational databases, and local area networks are
encouraged to respond. It is a requirement that minicomputer based applications and
hardware be UNIX based.
Although the Town is requesting proposals that incorporate a bundled solution (Le., prime
vendor, single point of contact), the Town may, at its discretion, choose to purchase
hardware and software separately from different vendors.
1.2 SCHEDULE OF ACTIVITIES
The following is the projected timeline of activities for the evaluation, selection and
installation of a new administrative system. This timeline may be revised at the Town's
discretion.
Aug 9-Sep 11
Aug 9, 91
Aug 23, 91
Set-up and begin software (concurrent) evaluations based on RFI (M.
Braucht, B. Jones, M. Linder, L. Bowman).
Issue RFP.
Bidders Conference/Site Walk -- recommended.
2:00 P.M.
Council Chambers
Civic Center, Lower Level
110 East Main Street
Los Gatos, CA 95032
Page 1 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
Sep 11, 91
Sep 12-20, 91
Oct 7, 91
Oct 8-23, 91
Oct 28, 91
Nov 11,91
RFP Deadline -- RFP due back from vendors (3:00 P.M.).
Evaluate RFP responses.
Council meeting recommending vendor(s).
Negotiations with vendor(s).
Sign with vendor(s) -- order hardware/software.
Hardware arrives -- hardware installation/testing begins.
Dec 2, 91 Begin software installation/training; this process may require six (6)
months, or more, to bring ail modules on-line.
1.3 GENERAL INFORMATION ABOUT THE TOWN
The Town of Los Gatos is a general law city operating under a Council -Manager form of
government, with twelve departments
s sites wal needthree dierent accessff o new systems.
(please see
Attachment 3, Location Map). Al
l The Civic Center, located at 110 East Main Street, houses the following operations: Mayor
and Council, Town Manager, Personnel, Town Clerk, Town Attorney, Town Treasurer,
Finance, Building Regulation, Planning, and Engineering;
CPlice oli Cedepartment,
nter campus has beeincluding
Communications Dispatch Center; and Town Library. The
n
recently rewired for a new digital phone system. The wiring scheme is based on AT&T's
Premiss Distribution System (PDS) aincta. es four -pair wiring (unshielded, twisted
copper) for voice, and four -pair wiring for
The Town's Neighborhood Center located at 208 East Main Street (across Fiesta Way
from the Civic Center) houses the Community Services Department and various tenant
organizations.
The Municipal Service Center Corporation Yard is located at 41 Miles Avenue (1,800 feet
from the Civic Center). The Parks, Forestry and Maintenance Services Department
occupies several buildings in the yard complex.
The Neighborhood Center and Corporation Yard have not been re -cabled for voice or
data. The vendor is not required to bid on cabling for these sites; however, the vendor
may include this as an optional item.
The Town does not have a Fire Department, but is served by Santa Clara County Central
Fire Protection District.
A Town Center expansion project is� s the planning
ould Shen prompt he move of other
es. This would relocate the
Library to another, adjacent facility. T
departments within the Civic Center complex.
Page 2 of 18
the Town of Los Gatos
Request for Prcposai
August 9.
Because of the potential shifting of departments and equipment between buildings, ease
of relocating equipment will be essential.
1.4 PROJECT BACKGROUND
In 1988, it was determined that existing automated systems, circa 1980 (Wang 2200s and
applications), were outgrown, both in performance and functionality. A major automation
effort would be required to increase effectiveness for all major functional areas in the
Town, accounting/finance, personnel, office automation, police systems, geobase
systems, and library systems.
Town staff, however, did not want to move forward in a piece -meal fashion, creating
disparate systems, islands of department -specific information. For the greatest
effectiveness, most information would need to cross functional boundaries; information
would certainly need to cross departmental boundaries. Staff, therefore, developed a
tactical information systems plan to offset immediate needs and to describe a process for
achieving long-term goals.
The objectives of that plan were four -fold, to purchase PCs and laser printers, to off-load
all word processing from the Wang system, to provide spreadsheet capability, and to
develop a comprehensive, town -wide strategic information system plan with the
assistance of a consultant. The only major constraint of the objective was that new
equipment purchases would need to fit into the overall long -rang strategy.
The tactical plan has been completed. Forty stand-alone PCs (and nine laser printers)
have been configured with MS-DOS 3.3, WordPerfect 5.0 and Excel 2.1. A consultant,
KPMG Peat Marwick, has completed a comprehensive requirements analysis.
The Town employed the services of KPMG Peat Marwick to assist in defining the overall
requirements for the Town's long-range information system needs and to make specific
recommendations for an integrated set of applications for the following functional areas:
Administrative (office automation, finance, accounting, personnel, business
license, database, e-mail, etc.)
Police (investigations, records management, computer aided dispatch, etc.)
Library (circulation, card catalog, support service, etc.)
Geobase (engineering, planning, building, permit & application tracking, public
works, etc.)
The KPMG Peat Marwick requirements report is included as Attachment 1, Information
System Planning and Implementation Project: Final Requirements Report.
Page 3 of t 8
The Town of Los Gatos
Request for Proposal
A.,gust 9. 1991
PART 2 - SCOPE OF PROJECT AND OBJECTIVES
2.1 SCOPE OF PROJECT
Project scope is limited to implementing a new administrative system; this does not
include a new police, library, or geobase system. However, the administrative system, by
our definition, includes all hardware and software necessary to run the Town's finance,
accounting (all modules), personnel, business license, public noticing, library book order
list, general database activities, and networking of existing PCs. Additionally, it includes
electronic mail, data communications and applications access for all areas, including the
two off -site locations (41 Miles Ave., and 208 East Main St.).
This project also includes the vendor providing substantial implementation assistance,
training, ongoing support for hardware and software, and conversion of existing data to
the new system. It is important to note that the Town's in-house information systems staff
consists of one full-time position. Significant assistance will be required of the vendor for
installing, configuring and testing new hardware, operating systems, applications, network
operating systems, network interface cards, network hubs, and connecting existing PCs
to the new system. The vendor will be required to ensure that ail components, hardware
and software, are functioning and reliable.
It is the Town's goal to implement open systems that will interoperate to provide direct
access by all departments. It is not the Town's goal to develop disparate or redundant
information -bases that are department -specific. It is an objective, therefore, that all of the
Town's databases maintain data separate from the applications and in a form that is
accessible by standard tools (i.e., SQL).
An example of this type system would include the use of an accounting/finance
application with the data stored in a SQL database such as Informix or Oracle. Using this
approach, the existing non -financial (e.g., 16,000 parcel based records; 10,000 housing
information based records; 5,000 business license records; 20,000 book order list
records, etc.) data on the Wang system, could be converted to SQL tables and made
accessible by the same database program and with the same tools (Le., SQL).
2.1.1 Software
The following applications/modules should be included in the administrative
system proposal:
Finance/Accounting
General Ledger
Accounts Payable/Encumbrances
Accounts Receivable
Cash Receipts
Check Management
Cost Recovery
Page 4 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
Payroll
Investment Management
Business License (subsystem)
Purchasing
Purchase Orders
Contracts
Fixed Assets
Vendor Maintenance
Budgeting
Budget Control
Budget Preparation
Budget Allocation
Human Resource
Position Control
Applicant Tracking
Employee Maintenance
Worker' Compensation
Benefits and COBRA Administration
Reporting Requirements
General Applications
Network Operating System
Network Analysis/Diagnostics
Electronic Mail
SOL Relational Database
Data Dictionary
4GL
2.1.2 Hardware
The following should be used as a sample guide for proposing system
hardware. The vendor, having more detailed knowledge of the particular
application requirements, should propose system hardware that will provide
good performance and suitability to the task.
An example of this type of configuration would include a UNIX based CPU
including all subsystems components (i.e., I.O., disk, tape, etc.).
Additionally, networking software, such as Portable Netware, could provide
network services from this same CPU.
Central Computer Hardware -- UNIX Based
CPU
Base Memory
Memory Expansion
Page 5 of 18
The Town of Los Gatos
Request for Proposal
August 9. 1991
Disk Subsystem
Tape Subsystem (for backups, DAT, Optical Disk, or other high-
performance-high/capacity technology)
UPS - Uninterruptable Power Supply (30 minute minimum)
Data Communications/Network Hardware
Communications Interfaces to Central System
Modems/multiplexors/concentrators/switches (modems for two
off site locations)
Communication Servers
Cabling/Connectors
Network Hubs
Network Interface Cards (for 32 Desktop PCs with ISA [AT] Bus,
propose 16 bit cards; and 8 Toshiba 3100e
laptop PCs)
Terminal Hardware
CRT Display (required for system control)
Remote Spooled Printers (1 each 1000 LPM, 2 each 300 LPM) include
high-speed link for locating printers up to 100 meters from
CPU
Slaved Receipt Printers (3 each Receipt Printers for cash receipts,
Note: the Town has standardized on Okidata Microline 320
[300cpsI, for dot matrix printing).
2.1.3 System Sizing
The Administrative System, at a minimum, should be able to accommodate
the following capacities, including on-line history for at least two (2) years:
Finance/Accounting/Purchasing/Payroll Number of funds 99
1,099
Number of cost centers 1 000
00
Equity and liability accounts 1,000
Revenue categories 000
Expenditure categories 1,250
Number of biweekly payroll checks 600
Number of A/P checks written/month50
Number of active CIP projects 550
Number of A/R invoices generated/month 400
Other purchasing documents/year
(Purchase Orders, Special Payments, etc.) 10,000
Business License Records
General Database Activities
Parcel Database Records
Housing Information Records
20,000
10,000
Page 6 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
Book Order List Records
(Note: Book Order List will accumulate records
at an estimated 7,500/year)
20,000
2.1.4 Installation
Substantial installation assistance will be required of the vendor, including,
but not limited to all hardware installation and testing, all software installation
and testing, all connections to existing Town PCs and printers.
2.1.5 Training
The vendor will be required to provide training on system operation,
management, and recovery to at least two staff members. The vendor will
be required to provide end user training and cross -training to at least five
accounting staff members on all accounting/finance modules. The vendor
will be required to provide SQL database training to at least two staff
members. The vendor will be required to provide brief, on -site general
network/e-mail/printer use training to forty end users. The vendor will also
be required to provide twelve management staff with on -site training on
accounting/finance system access and standard reporting (e.g., YTD
expenditures, budget preparation, purchase orders, etc.).
2.1.6 Conversion
The vendor wilt be required to convert existing accounting and database
data to the new system.
2.2 OBJECTIVES
The overall objective is to provide a proposal that will enable the Town to evaluate and
ultimately select hardware and software for a new administrative system. The proposal
shall include all costs associated
acing the To achievexlsting the objectivhe,dware and software
'basic steps are
with new equipment and new software.
required.
2.2.1 Matchproposedadministrative software
Marwick hardware against
requirements (as outlined in the attached KPMG Peat reportnder
Administrative System: Functional Requirements).
2.2.2 Provide complete pricing on implementing a new administrative system for
the Town.
The specific objectives are to provide a detailed match of equipment, software, and all of
the costs associated with implementing a new administrative system. This assumes that
the Wang systems could be completely replaced and that all finance, accounting (all
Page 7 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
modules), personnel, business license, public noticing, library book order list, and general
database activities could be concurrently active on the new system.
The vendor should present information and pricing that takes into account all necessary
major and minor hardware components, operating systems, administrative applications,
SQL relational database applications, networking systems, data communication systems.
To achieve the specific objectives, the vendor will need:
2.2.3 To provide a requirement -by -requirement checklist of whether the
administrative system being proposed matches the specific "Functional
Requirements" outlined in the KPMG Peat Marwick Report.
2.2.4 To provide complete cost information including bundled hardware, software,
peripherals, installation, conversion, training, and on -site service.
2.2.5 To provide a system configuration and pricing that includes the use of forty
existing PCs (thirty-two desktop PCs and eight laptop PCs) and nine (9)
laserjet printers. Initial system configuration should include the capacity for
forty-eight (48) connections.
This configuration should include the potential for system growth "without
a box swap" (i.e., number of system users could increase from forty (40) to
eighty (80), disk space requirements could double and system performance
requirements could increase with the addition of other applications, such as
permit tracking, etc.).
PART 3 • REQUIREMENTS AND SPECIFICATIONS
3.1 VENDOR QUALIFICATIONS
The vendor is expected to have the following qualifications; the vendor is invited to submit
materials that will demonstrate these qualifications.
3.1.1 The vendor is qualified and knowledgeable in the following areas: open
systems computing needs within the municipal government environment;
data communications; local area networking; UNIX, DOS, and network
operating systems (NOS); specific software applications for municipal
government; SQL relational database systems.
3.1.2 The vendor has the experience and established channels for obtaining
technical and operational specifications for the Town's existing hardware and
software systems (i.e., the vendor can obtain necessary information to
convert existing accounting and database data to a new system).
It is the vendor's responsibility to submit complete and accurate information reflecting the
ability of the vendor to accomplish the requirements set forth in this RFP. The Town of
Page 8 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
Los Gatos will assume that each and every statement contained in the vendor's proposal
is correct and complete. Submission of inaccurate or incomplete information may, at the
Town's discretion, disqualify the vendor from the RFP process.
3.2 GENERAL PROPOSAL REQUIREMENTS
The vendor shall provide the following information:
3.2.1 Title Page - Indicate the information subject, name of firm, local address,
telephone number, name of contact person, and date of submittal.
3.2.2 Introduction - Briefly introduce your firm, indicating whether the firm is local,
regional, national or international and specifically identify the location of the
nearest office. Provide a profile of the firm, including, but not limited to, the
approximate number of professional staff employed at each level at this
office.
3.2.3 Understanding of Objectives - Briefly state your understanding of the
objectives.
3.2.4 Experience - Describe the recent experience of the firm in performing similar
services. Provide names and telephone numbers of at least five other
similar clients.
3.2.5 Resumes - Indicate the names of the individuals in your firm who could
conduct on -site installation and service, including the specific function of
each.
3.2.6 Subcontractors - If the vendor suggests using subcontractors, indicate the
names of the individual firms who would be involved, include names and
telephone numbers of at least five subcontractor references.
3.2.7 Maintenance Contract - Include any standard maintenance contract that
your firm normally uses.
3.2.8 Additional Information - Indicate any additional relevant information for the
consideration of your firm's qualifications (please do not submit brochures,
marketing, or promotional materials).
3.3 SYSTEM REQUIREMENTS
The KPMG Peat Marwick report provides general information on the Town's existing
computing environment (p. I-49; Please note: p. I-50 does not include the recent purchase
of eight 80386 PCs; refer to Attachment 5, Existing Equipment Inventory and Locations).
Please note that Exhibit 1-18 "Physical System Model," is only intended as a possible
model; existing wiring includes four twisted pair data cabling in the Civic Center to each
Page 9 of 18
The Town of Los Gatos
Request for Proposal
August 9 1991
potential station, and that twisted pair cabling and fiber optic cables have been pulled
from three Intermediate Distribution Frames (IDFs, or wiring closets) back to the central
telephone switch room. It is anticipated that the UNIX CPU will be located in this room.
Note: The fiber optic cables are in place (i.e. have been pulled from the three IDFs to the
switch room, but they have not, as yet, had connectors attached). The vendor is not
required to include the fiber optic backbone as part of the proposal. However, should the
vendor wish to include a fiber optic backbone solution, this may be presented as an
optional item.
In general, the KPMG report also provides the open systems direction that the Town
intends to use as guidelines (Executive Summary & p. 1-52), and a conceptual model for
the Town's information systems development (p. 1-52).
The KPMG report provides specific requirements for each of the functional areas
(Administrative, Police, Library, and Geobase). The "Administrative System," "Functional
Requirements" (11-18 to 11-66) should be used as the criteria for proposing the
Finance/Accounting portion of the administrative system.
Additionally, the "Conceptual Model for Information Systems" (1-52) and "Requirements"
for "Architectural Standards" (11-1) and "Office Automation" (11-9) should be used as a
general model for proposing the networking, electronic mail, data communications, and
SQL relational database portion of the administrative system.
Understanding that open systems standards are evolving, these sections are intended as
a guide, indicating the Town's desire to base its new systems on interoperability and open
standards; the vendor should propose the best open solution based on currently available
technology, while maintaining the highest possible degree of adherence to open system
standards.
iC
Using the KPMG Poat of the proposal, and other sectiick Report for the fons requirements
general tgu guidelines,
Finance/Accounting portion
please provide the following information:
3.3.1 Open Systems Description - A brief description (four pages maximum) of
your recommendation, generally describing how this would provide an open
systems platform which would allow for growth, flexibility, interoperability,
and acceptable performance.
3.3.2 Requirements - A copy of selected pages of the requirements section
• of the KPMGeMarwick
eocsrough II-66). (The
vendor should these selected page
On these selected pages, in front of each "Functional Requirement"
and Reporting Requirement," mark in the left margin a "Y" for yes, or
an "N" for no. These markings should indicate whether the product
you are proposing meets the requirement or not.
Page 10 of 18
The Town of Los Gatos
Request for Proposal
August 9. 1991
3.3.3 Hardware - Propose and describe hardware (e.g., UNIX -based minicomputer
[describe your compliance to UNIX standards], network hubs, network
cards, modems, line printers, etc.) which would incorporate the use of the
following existing equipment:
3.3.3.1 Existing PCs (32 desktop PCs, 8 laptop PCs; none of the
Town's PCs are currently on a network).
3.3.3.2 Existing HP Laser printers (9).
3.3.3.3 Existing four -pair twisted pair data cabling for Civic Center.
3.3.4 Software - Propose and describe all necessary software components
(include the type, version, and release):
3.3.4.1 Operating system (s).
3.3.4.2 Network software (include all required modules, network
management/administration software, etc.).
3.3.4.3 Terminal emulation software.
3.3.4.4 Communication software.
3.3.4.5 SQL relational database software (include all modules, e.g.,
server, client, 4GL, forms generation, 3GL language interfaces,
development tools, utilities, data dictionary, etc.).
3.3.4.6 Finance/fund accounting (include all relevant modules, e.g.,
general ledger, accounts payable, account receivable,
purchase orders, cash receipts, job costing, payroll, report
generator, special reports generator--PERS etc.).
3.3.4.7 Personnel/human resource/position control & tracking
(indicate if this is an integrated module of the
finance/accounting system).
3.3.4.8 Budget (indicated if this is an integrated module of the
finance/accounting system).
3.3.4.9 Business license (indicate if this is an integrated module of the
finance/accounting system).
3.3.4.10 Describe any additional required software, or software that
would provide significant enhancements, to the proposed
system.
Page 11 of 18
The Town of Los Gatos
Request for Proposal
August 9. 1991
3.3.4.11 Electronic -mail (indicate if the e-mail system has the capacity
to attach and send ASCII text, WordPerfect documents and or
Excel spreadsheets across the network).
3.3.5 Pricing Information - Please Use Attachment 2 for fixed pricing.
3.3.5.1 All fixed pricing information should be submitted on Attachment
2, Pricing Information.
3.3.5.2 If leasing is an option, please describe leasing options for 36
month and 60 month leasing plans. Please list total cost (i.e.,
all products and services which can be included in the lease
and those costs, if any, which cannot be included in the lease).
Also, list available options for various lease types, such as a
master lease plan, tax free lease plan, and a standard
operating lease with a residual. Please describe payment
schedule options (e.g., payments in advance, monthly
payments in arrears, annual payments in arrears, etc.). Please
indicate who provides the lease (e.g., a subsidiary of the
hardware vendor, third party lessor, lease broker, etc.).
Include any standard lease agreement.
3.3.6 Performance - Describe the anticipated performance of the proposed system
based on your knowledge of the applications and the sizing information
provide in Section 2. Sub -second response time for most transactions is
a target objective. However, a balance of cost versus performance will
influence this objective. Performance should be described in the following
format:
Number of connections = 40
Number of logged -on users = 20
Number of simultaneous transactions = 10
Average estimated response time 90°/a of the time:
(seconds, e.g., .5, 1, 2, 3 etc.)
3.3.7 Performance Upgrade - Performance is difficult to quantify without knowing
the specific application mix or using benchmarking software; please describe
what steps the vendor would take to remedy poor performance. The vendor
should report all costs associated with the proposed remedies. For
example, if there are incremental costs associated with upgrading
components, each successive upgrade should be carefully described, and
all costs such as hardware, installation, licence fee changes, etc. should be
documented.
Page 12 of 18
The Town of Los Gatos
Request for Proposal
August 9. 1991
It is important to note that a "smooth' upgrade path is a highly desirable
feature for the Town, and that upgrade cost and complexity will be factors
in the evaluation process.
3.3.8 Documentation - Please provide only one each of the following (do not bind
this with the proposal).
3.3.8.1 Operating/User Manual for General Ledger.
3.3.8.2 Operating/User Manual for Accounts Receivable.
3.3.8.3 Selected pages of documentation describing Aged Accounts
Payables.
3.3.8.4 Sample Public Employees Retirement System (PERS) report.
3.3.8.5 Sample pages of Purchase Orders Report spanning two years.
3.3.9 Hardware Expansion - Please describe all components and costs associated
with expanding the proposed system from forty-eight (48) to eighty (80)
users. Include items such as memory, disk, tape, controllers, interfaces,
license costs etc.
Page 13 of 18
The Town of Los Gatos
Request for Proposal
August 9. 1991
PART 4 - PROPOSAL FORMAT AND SUBMISSION
4.1 PROPOSAL FORMAT AND CONTENT
Please prepare the proposal as simply, economically and concisely as possible. A brief,
bullet -point explanation is preferred over a lengthy narrative. Brochures and marketing
materials are not required.
Please organize the proposal as follows:
Seal all documents in an appropriate enclosure. Clearly mark on the outside your
company name, and "Information Systems Proposal for the Town of Los Gatos," and
date.
Bid Sheet Submit only one; place on top, inside sealed package. Use
Attachment 4, "Bid Form."
Cover Indicate name of firm making proposal, "Information Systems
Proposal for the Town of Los Gatos," and date.
Please Note: Each of the following items is described in more detail in section 3.
Title Page
Introduction
Understanding of Objectives
Experience
Resumes
Subcontractors
Maintenance Contract
Additional Information
Open Systems Description
Requirements Use a copy of selected pages of the requirements section of
the KPMG Peat Marwick Report (pages II-20 through 11-66).
(The vendor should photocopy these selected pages.)
Hardware
Software
Pricing Information Use Attachment 2; please tab this section.
Leasing
Performance
Performance Upgrade
Documentation Include one each of the items requested in section 3; please
do not bind this with the proposal.
Hardware Expansion
Page 14 of 18
The Town of Los Gatos
Request for Proposal
August 9 1991
4.2 WHERE AND WHEN TO SUBMIT
Three copies of the proposal should be submitted to:
Office of the Town Clerk
110 E. Main Street
Los Gatos, CA 95032
The deadline for submission is Wednesday, September 11, 1991, by 3:00 P.M.
Proposals submitted after the deadline will not be considered.
Information submitted will become property of the Town of Los Gatos and cannot be
returned.
4.3 QUESTIONS
All questions should be addressed to:
Brian N. Jones
Information Systems Coordinator
P.O. Box 949
Los Gatos, CA 95031
Phone (408) 354-6832
4.4 INSURANCE
The following information is provided to vendors as a sample of the Town's insurance
requirements. The Town, at its discretion, may revise these requirements.
Public Liability. During the term of this Agreement, Contractor shall maintain in full force and
effect a policy of public liability insurance including automobile with minimum coverage
aces
follows: $1,000,000 for injury to one person in any one occurrence; $1,000,000 agg g
and, $500,000 for property damage liability including automobile. Contractor shall cause the
Town, its officials and employees to be named on all liability policies described above as
additional insured. The Town of Los Gatos will not be responsible for providing insurance
for indemnification, or defense of the contractor as part of this project/contract.
Errors and Omissions. During the term of this agreement, Contractor shall maintain in full
force and effect a policy of errors and omissions insurance with a minimum coverage of no
less than $1,000,000 aggregate limit.
Worker's Compensation. During the term of this Agreement, Contractor shall fully comply
with the terms of the law of California concerning worker's compensation. Said compliance
Page 15 of 18
The Town of cos Gatos
Request for Proposal
August 9. 1991
shall include, but not be limited to, maintaining in full force and effect one or more policies
of insurance insuring against any liability Contractor may have for worker's compensation.
Certificates. Contractor shall furnish to the Town a certificate of insurance completed by
Contractor's insurance carrier or agent, certifying (1) that minimum insurance coverages
as required above are in effect, (2) that the Town of Los Gatos, its officers, agents and
employees are named as additional insured on the General Liability insurance. Contractor
will promptly provide thirty (30) days written notice to the Town of Los Gatos before
cancellation or other material chance in coverage.
Name and address of Certificate Holder:
Town of Los Gatos, Its Council Members,
Boards, Commissions, Employees, and Agents
110 E. Main Street
P.O. Box 949
Los Gatos, CA 95031
Page 16 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
PART 5 - EVALUATION PROCESS
5.1 EVALUATION
A contract, if any is awarded, will go the responsive vendor whose total system best
meets the Town's requirements. The Town may reject any or all bids at the Town's
discretion. The following criteria and others, as the Town deems necessary, will be used
to evaluate vendors and their proposals (criteria are not necessarily in order of
importance):
5.1.1 Meeting the requirements in the KPMG Peat Marwick Report (Attachment 1).
5.1.2 System use and satisfaction level of other, comparable local governments.
5.1.3 Assessed quality and completeness of proposal.
5.1.4 System flexibility and ease of use.
5.1.5 Performance and response time.
5.1.6 Total cost over the life of the system.
Application software license fees.
Computer equipment and system software costs.
Vendor installation, implementation, conversion, consultation, and
training costs.
Maintenance fees.
Out-of-pocket charges.
Shipping and taxes.
Additional staffing requirements.
Leasing options.
Other Town incurred costs.
Upgrade and expansion costs.
5.1.7 Vendor viability, reputation, responsiveness, and support.
5.1.8 Clarity and comprehensiveness of system and applications documentation.
5.1.9 Level of integration of application modules and availability of other modules
which may be of future consideration for the Town.
5.1.10 Ease of upgrading and expanding proposed system.
5.1.11 Adherence to industry standards (e.g., UNIX, SQL, etc.).
5.1.12 Ability of vendor to demonstrate past experience in providing integrated
solutions, installation, conversion, training, and support.
Page 17 of 18
The Town of Los Gatos
Request for Proposal
August 9, 1991
Other criteria will be used as necessary if the Town determines it to be in its best interest
and the long-term best interest of the community.
The Town, at its discretion, may require evaluations of systems in live demonstrations at
vendor sites, other cities (where the systems are installed), or may request that the vendor
provide product demonstrations at the Town Civic Center.
ATTACHMENTS: Attachment 1 KPMG Peat Marwick; Information Systems
Planning and Implementation Project: Final
Requirements Report
Attachment 2 Pricing Information
Attachment 3 Location Map
Attachment 4 Bid Form
Attachment 5 Existing Equipment Inventory and Locations
SYS11.C:\WP50\REPORTS\IS.RFP
08/09/:991/Fr1/1020/BNJ
Page 18 of 18
SIGNATURE
Vic Mazziotti
NAME
Director of Marketing
TITLE
• The Town of Los Gatos
Request for Proposal - Attachment 2. Pricing information
August 9.1991
FORM I
Vendor Name:
Vendor Address:
Form
No.
ATTACHMENT 2 -- PRICING INFORMATION
Hewlett-Packard
3003 Scott Blvd.
Santa Clara, CA 95054
Pentamation Enterprises, Inc.
225 Marketplace
Bethlehem, Pennsylvania 18018
SYSTEM HARDWARE/SOFTWARE
II Central Computer Hardware
III Data Communications/Network Hardware
IV Terminal Hardware
V Central System Software - Pentamation
V Central System Software - HP
VI Hewlett-Packard Implementation Assistance
SUMMARY
Annual
One Time Costs Recurring Cost
$68,500 $2,520
39,653 2,208
35,102 4,380
$12,610
$37 ,083
$50,255
$2,270
$7,560
APPLICATION SOFTWARE (make copies of Form VII if needed):
VII Application Software $45.500 $6.825
Training/Installation Support 27,600
OTHER:
VIII ADDITIONAL ITEMS (make copy of Form VIII if needed):
Application software t tegratinn, travel
costs for training and report writer $23,600
TOTAL COSTS
$339,903
AUTHORIZED SIGNATURES: DATE: August 28, 1991N
tel;: w ��
SIGNATUI
Bill Davis
$25,763
NAME
Sales Representative
TITLE
Page 1 of 8
ATTACHME 2
The Town of Los Gatos
Request tor Proposal — Attachment 2. Pricing information
August 9.1991
FORM II
Bidder:
Hewlett-Packard
DESCRIPTION/REFERENCE
CENTRAL COMPUTER HARDWARE
ANNUAL
UNIT ONE TIME COSTS RECURRING COSTS
CENTRAL PROCESSING UNIT:
HP 837 1 $32,680
Battery Backup L . 950 N/A
32 User License 1 3,876 N/A
MEMORY EXPANSION:
$2,244
CONTROLLER
INCREMENTS 64MB
DISK SUBSYSTEM:
CONTROLLER
DRIVES
2.72 Gbytes
TAPE SUBSYSTEM:
CONTROLLER
DRIVES
SYSTEM LINE PRINTERS:
CONTROLLER
PRINTER
OPTIONS
OTHER:
OP Sys nn DDS Tape
UPS
16,416 N/A
11.001 276
1 608 N/A
2,804
Site Planning _ _ 1 165 N/A
SUB -TOTAL $68.500.40 $2,520
FREIGHT
INSTALLATION
TOTAL CENTRAL COMPUTER HARDWARE
$68,500.40 $2,520
Page 2 of 8
Tne Town of Los Gatos
Request tor Proposal — Anacnment 2 Pnc:ng inform,at.c^
August 9.t99t
FORM III
BIDDER: Hewlett-Packard
DATA COMMUNICATIONS/NETWORK KARDWARE
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS (i.e. monthly
maintenance
COMMUNICATIONS INTERFACES TO CENTRAL SYSTEM: charge)
Direct Terminal Controllers (DTC) 4 $11,977.60 $1,248
MODEMS/MULTIPLEXERS/CONCENTRATORS/SWITCHES:
Codex Modems 4 2,280 N/A
CABLING/CONNECTORS: 92227N 2 55 N/A
Thin LAN Coaxial Cable -male _. 5 125
T-Connector 23 N/A
65
Pair of BNC Terminators 1
Thin LAN Coaxial Cable -female 3 81 N/A
92227P 2 46
NETWORK HUBS:
Ethertwist Hubs 5 8033.30 N/A
NETWORK (PC) CARDS:
Ethertwist Cards 32 5989.80 N/A
OTHER: 4 10.717.32 960
Remote LAN Bridges
Thin LAN Tranceiver 1 160.13 N/A
SUB —TOTAL
FREIGHT
INSTALLATION
TOTAL DATA COMMUNICATIONS/NETWORK
S39.653.15 $2,208
$39,653.15 $2,208
Page 3 of 8
The Town of Los Gatos Request for Proposal — Attacnme p .t 2 cIng infor ^at,c-
August 9.1991
TERMINAL HARDWARE
FORM IV
BIDDER: Hewlett-Packard
ANNUAL
DESCRIPTION/REFERENCE UNIT ONE TIME COSTS RECURRING COSTS
CRT DISPLAY:
REMOTE SPOOLED PRINTERS:
1200 LPM
420 LPM
SLAVED PRINTERS/RECEIPT PRINTERS:
S21.300.52 S2.844
2 13,678.4a 1.536
OTHER:
ScSCI rAhle 1 83
ScSCI Terminator 1 40
SUB —TOTAL
FREIGHT
INSTALLATION
TOTAL TERMINAL HARDWARE
S35.102 $4,380
$35,102 $4,380
Page 4 of 8
The Town of Los Gatos
Request for Proposal — Attachment 2. Pricing information
August 9.1991
FORM V
BIDDER:
Hewlett-Packard
DESCRIPTION/REFERENCE
OPERATING SYSTEM:
DATA MANAGEMENT SYSTEM:
PROGRAMMER PRODUCTIVITY:
CENTRAL SYSTEM SOFTWARE
ANNUAL
UNIT ONE TIME COSTS RECURRING COSTS
DATA COMMUNICATIONS: 40
ARPA for NetWare (D1823A)
Open View DTC Manager (J2120A) 1
Open View Bridge Manager(28653C 1
Netware for 40 Users
UTILITIES: 1
HP 0ppenspool/UX 1
HP Glance .�.,,
0penmail 1
LANGUAGES:
OTHER:
Advancemail for P.C.'s (D2101B) 40
Openview Hub Manager (28686C) 1
SUB —TOTAL
FREIGHT
INSTALLATION
TOTAL CENTRAL SYSTEM SOFTWARE
$ 5,628
532
1,339.33
11,400.00
1,596
680
3,648
$11,256
1,004.33
$37 ,083.66
$37,083.66
Page 5ot8
2,620
380
N/A
N/A
N/A
N/A
$3,000
$3,000
The Town of Los Gatos
Request for Proposal - Attacnment 2 Pric,rg :nform,at.c- August 9.1991
FORM V CENTRAL SYSTEM SOFTWARE
BIDDER: Pentamation
ANNUAL
DESCRIPTION/REFERENCE UNIT ONE TIME COSTS RECURRING COSTS
OPERATING SYSTEM:
DATA MANAGEMENT SYSTEM:
Informix SE 1 $5,780 $1,040
PROGRAMMER PRODUCTIVITY:
DATA COMMUNICATIONS:
UTILITIES:
LANGUAGES:
Informix 4GL 1 $6,830 $1,230 _
(full development version class IL__
for HP9000/837
OTHER:
SUB —TOTAL
FREIGHT
INSTALLATION
TOTAL CENTRAL SYSTEM SOFTWARE
$12,610 $2,270
Page 5 of 8
The Town of Los Gags
Request for Proocsa — Attachment 2 Pr,c,n,
FORM VI
BIDDER: Hewlett-Packard
DESCRIPTION/REFERENCE
August 9.1991
IMPLEMENTATION ASSISTANCE
ANNUAL
UNIT ONE TIME COSTS RECURRING COSTS
TRAINING:
5-day System Administrator 2 $3,300
5-day HP-UX Intro __a__ $2.790
4-day Network Administrator 2 S2.590
MANUALS AND PRINTED MATER:ALS:
HP-HX (INTX) 1 $117.80
CONSULTING:
Network Implementation
System Implementation
Electronic Mail Implementation
OTHER:
SUB -TOTAL
FREIGHT
INSTALLATION
TOTAL OTHER PROPOSED ITEMS
$31.295
S 6.320
$12.640
$50,255
N/A
Page 6 of B
The Town of Los Gatos
Request tor Proposal - Aaac^,rre^' 2 Pr,c,,-g !ntorra, c
August 9iggt
FORM VII
BIDDER: Pentamation
APPLICATION MODULE: Human Resource Manager
PRODUCT NAME: Government Resource Series
DESCRIPTION/REFERENCE
COMPONENTS:
Human Resource Manager
APPLICATION SOFTWARE MODULE
ANNUAL
UNITS ONE TIME COSTS RECURRING COSTS
$8.000 $1.200
CONSULTING/CONVERSION/CUSTOMIZATION:
TRAINING:
Hours
80 $6.000 0
MANUALS AND PRINTED MATERIAL:
User's Manual 2 0 0
OTHER:
TOTAL APPLICATION MODULE COST
$14.000 R1,200
Page 7 of 8
The Town of Los Gatos
Request for Proposal — Attachment 2 Pr crg ;nror-na! ;.-
August 9.199t
FORZ4 V I I
BIDDER:
APPLICATION MODULE:
PRODUCT NAME:
DESCRIPTION/REFERENCE
COMPONENTS:
Position Control
Pentamation
Position Control
Government Resource Series
UNITS ONE TIME COSTS
CONSULTING/CONVERSION/CUSTOMIZATION:
TRAINING:
Hours
APPLICATION SOFTWARE NODULE
ANNUAL
RECURRING COSTS
$2.000 $300
24 $1,800
MANUALS AND PRINTED MATERIAL:
User's Manual 2 0
OTHER:
TOTAL APPLICATION MODULE COST
0
$3,800 $300
Page 7 of 8
The Town of Los Gatos
Bequest for Proposal - ArtaCnment 2 Pric,ng intorrrat.c-
Auflust 9.199t
FORM VII
APPLICATION SOFTWARE NODULE
BIDDER: Pentamation
APPLICATION MODULE: Applicant Tracking
PRODUCT NAME: Government Resource Series
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS
COMPONENTS:
Applicant Tracking $2,000 $300
CONSULTING/CONVERSION/CUSTOMIZAT=OPT:
TRAINING:
Hours
MANUALS AND PRINTED MATERIAL:
User's Manuals
OTHER:
TOTAL APPLICATION MODULE COST
24 $1,800
2 0
0
$3,800 $300
Page 7 of 8
The Town of Los Gatos
Request tor Proposa: - Attacnmert 2 Pr,c,rg
August 9t99t
FORM V I I
APPLICATION SOFTWARE MODULE
BIDDER: Pentamation
APPLICATION MODULE: Employee Benefits
PRODUCT NAME: Government Resource Series
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS
COMPONENTS:
Employee Benefits $2,000 $300
CONSULTING/CONVERSION/CUSTOMIZATION:
TRAINING:
Hours
MANUALS AND PRINTED MATERIAL:
User's Manual
OTHER:
TOTAL APPLICATION MODULE COS:
24 $1,800
2 0
0
$3,800 $300
Page 7 of 8
The Town of Los Gatos
Request for Proposal — Arachmer: 2 Pr,c,rg irter-arc
August 9.1991
FORM VII
BIDDER: Pentamation
APPLICATION MODULE: Receipts Manager
PRODUCT NAME: Government Resource Series
APPLICATION SOFTWARE MODULE
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS
COMPONENTS: $525
Receipts Manager $3.500
CONSULTING/CONVERSION/C:1STOM:ZATION:
TRAINING:
Hours
MANUALS AND PRINTED MATERIAL:
User's Manual
OTHER:
TOTAL APPLICATION MODULE COS-
24 $1,800
2
0 0
$5,300 $525
Page 7 01 8
The Town of Los Gates
ROqu.st for Proposal — Aracnrre-t 2 P•,c rg rrorrra: c-
August 9.t99t
FORM VII
APPLICATION SOFTWARE MODULE
BIDDER: Pentamation
APPLICATION MODULE: Investment Administrator
PRODUCT NAME: Government Resource Series
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS
COMPONENTS: $3,500 $525
Investment Administrator
CONSULTING/CONVERSION/CUSTOMIZATION:
TRAINING:
Hours
16 $1.200
MANUALS AND PRINTED MATERIAL: 2 0 0
User's Manual
OTHER:
TOTAL APPLICATION MODULE COST
$4,700 $525
Page 7 of 8
The Town of Los Gatos
Request for Proposal — Attachment 2 Pric,rg
August 9,1991
FORM VII
APPLICATION SOFTWARE MODULE
BIDDER: Pentamation
APPLICATION MODULE: Receivables Manager
PRODUCT NAME: Government Resource Series
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS
COMPONENTS: $675
Receivables Manager $4.500
CONSULTING/CONVERSION/CUSTOMIZATION:
TRAINING:
Hours
40 $3,000
MANUALS AND PRINTED MATERIAL:
user's Manual —Z.—
OTHER:
TOTAL APPLICATION MODULE COST
0 0
$7,500 $675
Page 7 of 8
The Town of Los Gatos
Request for Proposal — Aracnment 2 Fr,c.-.g ,nror-na::-
August 9.t991
FORM VII
BIDDER: Pentamation
APPLICATION MODULE: Fixed Assets Manager
PRODUCT NAME: Government Resource Series
APPLICATION SOFTWARE MODULE
ANNUAL
DESCRIPTION/REFERENCE UNITS ONE TIME COSTS RECURRING COSTS
COMPONENTS:
Fixed Assets Manager $3,500 $525
CONSULTING/CONVERSION/CUSTOMIZATION:
TRAINING:
Hours 16 $1.200
MANUALS AND PRINTED MATERIAL:
User's Manual
OTHER:
TOTAL APPLICATION MODULE COST
2
0 0
$4,700 $525
Page 7 of 8
Th• Town of Los Gams
Request for Proposal - Attacnment 2 Pricung irforrnat.cn
August 9.1991
FORM VIII
BIDDER: Pentamation
DESCRIPTION/REFERENCE
Software Integration
Travel Cost Section
SQ Easy Report Writer
SUB -TOTAL
FREIGHT
INSTALLATION
TOTAL ADDITIONAL ITEMS
ADDITIONAL ITEMS
UNITS ONE TIME COSTS RECURRING COSTS
$3,000
$18.600
$2.000
$23,600
Page 8 of 8
APPLICATION SOFTWARE
We are proposing to install several application software products. Each of
these state-of-the-art applications is written in the Informix 4GL database
programming language. These feature -rich products were designed and
developed as database products with query capabilities to all records on
the database. Each product contains query screens that provide for access
to the data by specification of data element, combination of data elements
or data element(s) parameters - >,> =,<,< =, between, etc. All of the
products are mend -driven, on-line, real-time, interactive systems.
Fund Accounting
The Fund Accounting is a fully integrated governmental financial management
system. This system performs in conformance with the standards of
Governmental Accounting, Auditing and Financial Reporting (GAAFR).
Features include:
Fund Accounting — General ledgers are maintained and reports are
developed by fund.
Modified accrual basis of accounting — Both cash basis and
accrual basis accounting is supported. Receivables can be
recorded as revenue.
Full budgetary control and reporting — Expenditures and encum-
brances are reported versus budgets. Budgetary accounts are
integrated into the general ledger.
General ledger accounting — Maintains general ledger by fund,
with complete audit trails and integrated budgetary control as
recommended by GAAFR.
Budgetary accounting — Maintains original and adjusted budget,
reports expenditures and encumbrances versus budgets, and
provides complete audit trails. Warns of potential budget over-
expenditure.
Project accounting — Allows grants, capital projects, or other
programs to be accounted for independently of the general ledger
accounting system. Allows accounting for both revenues and
expenditures by project. Projects may be maintained on varying
ATTACHMENT 3
fiscal year bases. Complete audit trails of project budget
activity, expenses, receipts, encumbrances, and receivables are
provided.
EncuMbrance accounting — Allows funds to be set aside as commit-
ments against multiple accounts. Provides automatic liquidation
of encumbrances when payments are posted.
Flexible coding structure — Accommodates any government's chart
of accounts.
Accounts receivable — Maintains detailed accounts receivables.
Provides report of aged receivables. Automatically liquidates
receivables when receipts are posted.
Revenue accounting — Maintains original and adjusted revenue
budgets, reports receipts and receivables versus budget, main-
tains complete audit trails.
Accounts payable — Writes checks to frequent and one-time
vendors. Maintains complete vendor payment history including
1099 information.
Check reconciliation — Assists in the bank reconciliation
function by maintaining a list of outstanding checks and
verifying the amounts and vendors for cleared checks.
Cash management and control — Supports disbursements from pooled
cash accounts. Also, funds may be designated as requiring cash
control. When so designated, expenditures that would exceed the
cash balance of the funds are not accepted. Warning and fatal
error levels are available.
Automated posting — Accepts automated input of transactions from
the payroll, utility billing, proper tax, and budget preparation
systems.
Online transaction displays — Provides up-to-the-minute detail
of invoices paid and outstanding by vendor, purchase order status
by vendor, and payments by department, and many other inquiries.
Efficient period end processing — Accommodates simultaneous
processing of multiple months and provides a year-end bridge
between the current and prior year.
Budget Analyst
The Budget Analyst Module is designed to streamline budget preparation and
posting. This module extracts data and prepares computer worksheets for
the various departments. Comprehensive budget projection ("what if")
capability exists. Budgets can be projected for five (5) future years.
Updated bottom -line totals are provided at all times, and, when finalized
and approved, budgets are posted automatically to establish new FY budget
figures.
Purchasing Agent
The Purchasing Agent is designed to eliminate duplication between the
Accounts Payable and purchasing function. Commodities are maintained, bid
lists and bid list mailing labels may be prepared, requisition history
tracked and purchase orders printed. Encumbrances may be automatically
established in the Fund accounting Manager. The Purchasing Agent
automatically tracks the latest prices and sources of commodities.
Fixed Assets
The Fixed Assets Manager maintains all the information required to allow a
jurisdiction to manage and account for fixed asset. The data maintained
includes:
a unique, identifying tag number,
descriptive information, including serial and model numbers,
location,
purchasing information, such as vendor, PO number, original
cost,
depreciation data, including expected life, condition,
depreciation method, book value, maintenance cost, disposal
method and date and book value at disposal,
date of next scheduled maintenance.
Reports include detailed asset inventories, which may be sequenced by
location, category (a user -defined descriptor), by funding source, by tag
number, or by insurance carrier. Specific ranges of any data elements may
be selected for inclusion so that the operator controls the content of each
report.
Depreciation may be calculated by straight or double declining balance
methods. Depreciation is tracked by cost center, and reports detail
initial cost, current depreciation, accumulated depreciation, and estimated
life. A depreciation trial balance is provided.
Because of its database orientation, users may extract information from the
Fixed Assets Manager to provide special reports on an ad hoc basis. In
addition, the Fixed Assets Manager has a built-in data retrieval screen.
The operator may use this capability to pull up a display of selected
information from the fixed assets database on any qualifier or set of
qualifiers.
Human Resource Manager
The Human Resource Manager is available in modules designed to
complex fiscal and human resources management requirements of
and personnel departments. State reporting requirements
magnetic media, are accommodated.
Personnel Module
satisfy the
the payroll
, including
The personnel module maintains a complete employee profile, including all
required EEO data. This data includes race, sex, EEO codes, social
security number, fair labor standards classification, birth date, career
history, job skill codes, termination codes, education, part-time
status codes, home and work telephone numbers, office location, and
emergency contact. In addition, the establishment of a user -defined matrix
of personnel statistics is accommodated.
Payroll Module
The payroll module supports various pay schedules, pension plans, leave
accounting, voluntary deductions, taxable employee benefits, and federal
reporting. Information on pay schedules, leave types, and deductions,
including federal tax, FICA, and state tax withholding requirements, are
defined in tables which the payroll manager may change as needed. There-
fore, the use of programmers is not required to update or change payroll
data.
Up to 200 voluntary deductions may be specified for each employee.
Deductions and employer contributions to deductions may be flat amounts or
percentages, and each may be an organizational -wide rate or amount or may
be specified in the employee's record. Deferred compensation is supported.
The Human Resource Manager maintains up to 999 leave types, and any six of
these may be banked for each employee. Each time payroll is processed,
leave balances are automatically updated according to the accrual estab-
lished in the leave table and reported usage. Maximum accrual amounts may
be specified. Leave balances are reported on the employee's check stub and
in a management report.
Employees may be paid based on hourly rates, pay period
differentials, special amounts, or a range and step table.
step table may be used to support a classification
Employees may be paid based on positive time reporting or
basis. Cost Accounting is supported by allowing projects
to be specified for employees on a default basis or on
automated interface to the Fund Accountant is provided.
salaries, shift
The range and
type pay plan.
on an exception
and departments
time cards. An
workman's compensation premium rates are maintained on an user -controlled
table, which is cross-indexed with each employee's record. Hours worked
under each workman's comp classification are maintained for accurate
computation of premiums.
The system maintains on-line payroll information, and information from the
check stub may be viewed with on -screen displays to answer employee or
management inquiries. The information that prints on the check stubs
includes hours worked and earnings by pay code, charges to year-to-date,
and employee contribution to deductions, leave balances, and leave taken
year-to-date.
Position Control Module
The position control module maintains an inventory of authorized positions
by organization, and job class to facilitate the monitoring of new hires.
The position record tracks salary paid versus budget for each position, and
at user option, can either flag or prevent overpayment of a position. The
position record also tracks turnover, number of vacant positions, and
salary surpluses. A "what if" type salary projection report by position is
provided which includes salary projections for vacant positions.
Employee Benefits
The Employee Benefits System provides comprehensive data on employee
benefits. It tracks not only insurance provided by the current employer,
but also includes other insurance providers. Within the Employee Benefit
System, Cobra Processing is a sub -routine that maintains all the employee
cobra information, provides billing and payment ability, generates
delinquent listings, and prints reports on all employees whose eligibility
has expired.
Applicant Tracking
The Applicant Tracking Manager maintains a pool of job applicants and
records departmental personnel requisitions of new employees, matching
applicants with vacation positions as they occur.
The package maintains basic personnel data on applicants as well as
pertinent employment data such as driver's licensing information, job
skills, test scores, education, and professional training.
Job openings are recorded as personnel requisitions, which specify
department, job classification, and position. The package is designed to
match qualified applicants with open positions, based on preliminary
interviews and testing by the Personnel Department. The system generates
listings of qualified applicants for referral to the requisitioning
department for further interviewing. EEO statistics on applicant/hiring
activity are maintained.
When positions are filled, all pertinent data from the applicant file is
automatically uploaded to the Human Resource Manager.
Investment Manager
The Investment Manager was designed to assist the Treasurer Manager in the
effective management of a jurisdiction's investments. The Investment
Manager is a specialized system that allows the treasurer to track and
allocate pooled investments, and maintain a portfolio of investments.
Pooled investments may be allocated to various funds. Amounts and interest
rates in the investment pool may be ui n �pdated by ss. fund
of, or the investment interest
pool
rate may be changed for the pool
earnings are provided on a detail level by fund and day, and on a summary
level by fund. Up-to-the-minute data on investment pool earnings by fund
is also available through an on -screen display. A reporting period may be
specified for each report and display. Reports and displays may be run
whenever accurate, up-to-date reporting of investment pool earnings is
desired.
The Treasurer can also maintain a portfolio of non -pooled investments
on-line for immediate access, reporting, and analysis. Reporting of the
portfolio structure is provided by maturity date, by investment type, and
by financial institution. Daily investment activity reporting is provided,
as is the ability to display investments on-line by maturity date. An
investment earnings report calculates and reports cash and accrued earnings
over a user defined period.
Receivables Manager
The Receivables Manager is a general-purpose system designed to automate
the billing and management of miscellaneous receivables in the municipal
environment. For example, the system will accommodate business licenses,
user fees, rent, professional fees, dog licenses, special assessments, or
any other licensing or billing function an organization wishes to automate.
Licenses and/or billing statements are printed by the system, and the
billing and receivables functions are supported by management reports and
complete audit trails.
In addition to these routine functions, special features of the system may
be put to use to manage other municipal functions. For example, by
establishing its own business category codes, a city can maintain a simple
inventory of business and professional establishments. The system can be
used to monitor receivables that are not billed; for example, alcoholic
beverage and sales tax payments. The flexibility of the system.is evident
in the following examples.
-- Any number of fees or services may be billed to an individual
customer, up to 98.
Billing may be according to a flat rate, am amount entered at
each billing, or an amount carried forward from period to
period.
Penalties, if specified, may be a flat rate or calculated as
a percentage of the current amount due. Interest may be
simple or compounded. A minimum, below which penalties and
interest will not be charged, may be specified.
Over 20 management reports, posting reports, audit trail
reports, and displays may be produced as required to control
the receivables function.
Receipts Manager
The Receipts Manager is designed to handle at -the -counter cash receipting.
The system works in conjunction with a casawer h addition and provides, there a a printed
receipt and record of each payme
nt. daily
reconciliation report for balancing with cash on hand for posting to other
systems. The system requires an operator ID number for each transaction.
In an integrated environment, the Receipts Manager will interface with
other products, such as the Utility Accounting Manager. In this case, when
utility revenue is specified and the customer ID is keyed in, customer data
from the utility system is displayed for the operator. Receipts are
simultaneously posted to both systems.
INFORMIX SOFTWARE
The basis of decision -making is information. To be successful, an
organization must manage information - data must be stored, organized, and
accessed - with a minimum of effort. Data base management software, to
organize and process information, is becoming just as integral to a
computer as its operating system. The Informix SE relational data base
management system is used in each proposed application and is included in
our proposal. This easy to install and maintain SQL based DBMS has the
largest installed base in the Unix environment.
All of the proposed application software products are written in Informix
4GL, the most popular fourth -generation programming environment in the Unix
market. Informix 4GL is the first 4GL with full screen -building, report
writing and SQL data base capabilities in a single programming language.
It is the first 4GL that combines procedural and non -procedural statements,
providing power, productivity, and flexibility. Informix 4GL compiles into
standard C code to take full advantage of the speed of the computer. Our
proposal contains a full development version of Informix 4GL. Therefore,
additional applications can be developed by the county.
We have also included in our proposal, a full development version of
Informix SQL. I -SQL contains five development tools - forms builder,
report writer, menu builder, schema editor and SQL editor for interactive
record updates.
TRAINING
Because we believe that proper training is crucial to the success of any
data processing system, we propose an in-depth on -site training program.
The training program will be supervised by a team of professionals with
many years of experience in governmental system design and implementation.
Our implementation team for the financial applications includes CPAs
specializing in governmental accounting. Our training program is fully
customized to your needs and uses real data so that training time is also
effective data conversion time.
Our training program is dynamic. It is designed to get the users working
on their own machines with their own real data as quickly as possible.
Because the training is carried out with real data, questions that might
not be raised in the classroom environment are encountered and answered in
the earliest phases of training. The impetus gained through this visible
progress ensures enthusiastic acceptance of the new system.
Pentamation will provide professional services to assist in implementation
of the system based on your requirements, train your personnel in the use
of the systems, and provide follow-up support as required. Our support
program is based on your requirements and may include the following:
- Pre -implementation planning, including assistance with
designing and ordering forms.
- Installation of the software on the computer equipment.
- Assistance in development of a chart of accounts and all
coding structures required by the new system.
— Direction and assistance in attaining conformance with GAAFR,
GARP, and related state standards.
- Establishment of beginning balances.
— Evaluation of existing procedures and assistance in improving
these procedures to take advantage of the increased capabil-
ities of the new systems.
- Complete training system users in all phases of system opera-
tion and establishing procedures for operation of the
computer, printer, application software, and operating
software.
- Establishment of back-up and security procedures.
- Assistance in inputting conversion data.
- Monitoring system operation through the first several cycles,
adjusting procedures and retraining, if necessary.
- Verification of parallel operation.
- Support at period -end and year-end.
Each implementation is managed by experienced professionals. Our employees
are knowledgeable in the functioning of the systems and are specifically
trained to provide the kind of support that will eliminate frustration and
ensure the success of each implementation we undertake.
Recommended Installation Support/Training Program
System
Hours Cost
Fund Accounting Manager WU- $ 6,000
Purchasing Agent 16 1,200
Budget Analyst 24 1,800
Human Resource Manager 80 6,00020 1,800
Position Control Receipts Manager 24 1,800
1,200
Investment Administrator 16
Receivable Manager 40 3,000
Fixed Assets Manager 16 1,200
Employee Benefits 24 1,800
Applicant Tracking 24 1,800
368 $27,600
Totals:
Travel Allowance (46 days, 14 trips) $18,600 est.
Additional on -site training will be provided at $75 per hour plus
expenses, if requested. Travel expenses are conservatively
estimated, based on the fluctuating cost of air travel and should
be more than adequate to cover actual expenses. The travel
allowance is an estimated budget; you will be charged for actual
expenses only, and we will not exceed the budgeted allowance
without notifying you in advance.
MAINTENANCE
As the developers of the proposed application software, we are in a unique
position to provide continuing assistance and support in education,
training, and maintenance.
Following the implementation period, we provide continuing technical
support and software updates through a comprehensive software maintenance
program. Our fully trained technical staff monitors a telephone hot-line
that is operational during normal working hours. The maintenance contract
also includes new releases and improvements to the software packages.
Clients are required to purchase modems with their computer equipment so
Pentamation can trouble -shoot any problems directly on the client's
computer. The maintenance fee is 15% of system license fees.
Services covered under Pentamation's maintenance agreement include:
1) Telephone support, including the answering of questions on
system operation, system procedures, computer operations,
period -end and year-end procedures.
2) Priority access to technical resources for data reconstruc-
tion due to hardware problems.
3) Update systems, including routine enhancements made to the
system during the contract year.
4) Client update bulletins issued to provide answers to
recurring questions or common problems.
Additional fees will be charged for the following services, as incurred:
1) Programming required to repair data due to hardware problems
or improper use of the system(s) (as defined in the user's
manuals and client update bulletins) or Unix. Out-of-pocket
expenses associated with such repair; for example, Federal
Express shipments, diskettes, and telephone calls.
2) Out-of-town travel and related expenses.
3) Custom programming and related expenses.
4) Retraining necessitated by turnover of key employees.
COST SECTION
Application Software
Fund Accounting Manager
Purchasing Agent
Budget Analyst
Human Resource Manager
Position Control
Receipts Manager
Investment Manager
Receivables Manager
Fixed Assets Manager
Employee Benefits
Applicant Tracking
Total: $ 45,500
COST SUMMARY
$ 9,000
4,000
3,500
8,000
2,000
3,500
3,500
4,500
3,500
2,000
2,000
Application Software
Informix Software*
Software Training
Travel Expenses
Software Integration
SQ Easy
Total:
INFORMIX SOFTWARE*
Class "E" (16 Users)
$ 45,500
12,610
27,600
18,600
3,000
2,000
$109,310
Applications Cost Main.
SE $ 5,780 $1,040
4GL 6,830 1,230
Total: $12,610 $2,270
ANNUAL MAINTENANCE
15% of Application Software License Fees - $6,825
ATTACHMENT 4
Lease Option Versus Purchase Option
Assume 7% interest
Assume payments begin at 1/1/92
Assume 4% yearly inflation rate
1) One time purchase of $368,000 results in lost interest earnings of $142,729
over the 5 year period.
1991-92 1992-93 1993-94 1994-95 1995-96 1996-97
12,880 25,595 27,387 29,304 31,355 16,208
2) Five year lease option at $96,000 per year results in lost interest earnings of $96,902
over the 5 year period.
1991-92 1992-93 1993-94 1994-95 1995-96 1996-97
3,360 12,902 19,354 25,805 32,256 3,226
12/12/91 12:41 PM ATT4.XLS-M
December 16, 1991
Los Gatos, California
SOLID WASTE CONT.
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Resolution 1991-278
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING EXECUTION OF
AN AMENDMENT TO THE AGREEMENT WITH THE CITY OF CAMPBELL. CITY OF
MONTE SERENO, AND CITY OF SARATOGA FOR THE PROVISION OF SOLID WASTE
MANAGEMENT SERVICES, and the Mayor write a letter of request that other communities
consider the proposal of an advisory rate review committee, and that there is follow up at the
West Valley Mayors' meeting so as to get the item on the agenda. Carried by 4 ayes. Mrs.
Benjamin absent.
APPROVAL OF MINUTES/DECEMBER 2, 1991
Mr. Ventura requested a correction to page 5, under Santa Cruz Ave, a motion by Mr. Attaway,
the reference to a "10-inch wide tile band" should be replaced by the word "wainscoting"
Motion by Mr. Ventura, seconded by Mr. Attaway, that Council approve the Minutes of
December 2, 1991 as amended. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
CODIFICATION OF ORDINANCES/TOWN CODE/ORDINANCE INTRODUCTION C
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council waive the reading of the
proposed ordinance adopting a revision and recodification of the ordinances of the Town of Los
Gatos entitled 'The Code of the Town of Los Gatos". Carried by 4 ayes. Mrs. Benjamin absent.
The Town Clerk read the title of the proposed ordinance.
Motion by Mr. Blanton, seconded by Mr. Attaway, to introduce the proposed ordinance. Carried
by a vote of 4 ayes. Mrs. Benjamin absent.
SS%ir/S 7
AUTO DEALERS/SPECIAL EVENTS/DRAFT ZONING ORDINANCE CONSIDERATION
Motion by Mr. Blanton, seconded by Mr. Attaway, to refer the draft ordinance amendments to
the Planning Commission for public hearing and recommendations with report due back to the
Town Council by February 3, 1992. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
COMPUTERSYSTEM/ACQUISITION/HARDWARE&SOFTWARE/INSi`ALLATION/TICAIN NG
Mayor Carlson stated that he would be abstaining from this item due to a potential conflict of
interest.
Mr. Ventura questioned the staff about the source of the funds pursuant to these actions and
how the expenditure of these funds are justified given other needs in the community. David
Knapp, Town Manager, stated that the funding will come from the equipment replacement
fund. He believes this system to be necessary in order for the Town to be able to manage its
financial resources with reliable financial information.
M- Ventura asked the staff for an estimate of the amount of time it will take to complete the
installation of systems to other departments that are overdue. Brian Jones, Information Systems
Coordinator, stated that based on the current situation he does not see these systems being
looked at for at least one year. Mr. Ventura asked if the price range for those systems is
estimated to be lower, the same, or higher in the next year. Mr. Jones estimated between
S250,000 and S300,000 for either of the systems.
TC:D3:MM121691
7
December 16, 1991
Los Gatos, California
COMPUTER SYSTEM CONT.
Mr. Attaway asked the staff what vehicle they have that allows them to negotiate this contract
versus going out for public bid. David Knapp, Town Manager, stated that it was an open bid,
and the Town has the ability to do that because they are designing a system for the Town's
specific individualized needs.
Motion by Mr. Ventura, seconded by Mr. Attaway, that Council authorize the Town Manager
to negotiate a contract with Hewlet-Packard Inc. and Pentamation Inc. for an administrative
computer system and associated services, (not including a specialized police, library, or geobase
system) and to bring the negotiated contract back to the Council for approval. Carried by a vote
of 3 ayes. Mayor Carlson abstained. Mrs. Benjamin absent.
PRIVATE IMPROVEMENTS IN PUBLIC RIGHT-OF-WAY/INTRODUCTION OF ORDINANCE =-
Kate Anderton, Town Attorney, stated that there was an error in the agenda, it listed the
proposed ordinance as an urgency ordinance when in fact it should be a regular ordinance.
Mr. Blanton asked the staff to give some examples of things built in the public right-of-way that
the proposed ordinance will deal with. Scott Baker, Director of Building and Engineering
Services, stated that things such as lampposts, mailboxes, benches, and retaining walls.
Mayor Carlson asked the staff why aesthetic improvements are ruled out. Scott Baker stated that
this was for safety reasons. He stated that aesthetic improvements could be made if the Council
finds community benefit from these improvements, and the Town could require a hold harmless
agreement and provision of indemnification.
Motion by Mr. Attaway, seconded by Mr. Ventura, that Council continue this item to the meeting
of January 6, 1992. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
BOARD OF APPEALS/BUILDING DEPARTMENT/RESOLUTION 1991-279 2 �'
Mayor Carlson asked Scott Baker, Director of Building and Engineering Services, if the
recommended size of 5 members is the required size. Mr. Baker stated that it is not the
required size, but is the normal size of a board of appeals.
Motion by Mr. Attaway, seconded by Mr. Blanton, to adopt Resolution 1991-279 entitled,
RESOLUTION OF THE TOWN OF LOS GATOS TO FORMALLY ESTABLISH TERMS AND
CONDITIONS FOR BOARD OF APPEALS AN INTERPRETIVE BOARD TO THE DIRECTOR
OF BUILDING SERVICES, Carried by a vote of 3 ayes. Mr. Ventura voted no. Mrs. Benjamin
absent.
COUNTY REFERRALS 4
Motion by Mr. Ventura, seconded by Mr. Attaway, that Council approve the recommended
action appealing the County Board of Supervisors, and have the Mayor and Town Manager write
a letter addressing the issue, and have Mr. Ventura act as a Committee of one to call the Board
of Supervisors before the hearing concerning County Referrals:
Status of Previous Referrals/Appeals:
REFERRAL LOCATION APPLICANT REQUEST RECOMMENDATION
2913-30-49-91V South end of Tourney Road DePaima Variance Town to file appeal
Carried by a vote of 4 ayes. Mrs. Benjamin absent.
TC:03: MM121691
8