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Home My WebLink AboutG.SUNGARD PUBLIC SECTOR - PROCUREMENT CARD TRACKING MODULE PROGRAMCITY OF PORT ACI HCONIl~UNICATIONS MAYOR AND CITY COUN Page Date: Reference No. Subject 4/24/09 Authorize the purchase of Software, Installation and Training 1 0 From Sungard Public Sector for the Procurement Card Tracking Module in the Amount of $13,440 BACKGROUND: The City Council approved a procurement cazd program through JP Morgan Chase. This program will allow the City to use Procurement Cards (credit cazds) for small purchases. We are ready to implement the program, and need to purchase additional softwaze to process the transactions into our accounting system. RECOMMENDATION: Attached is a quote from Sungazd Public Sector, (formerly HTE) our softwaze vendor. This module will provide a streamlined method to import P-card activity into the accounting system, allowing us to properly account for transactions, and monitor vendor and user activities. The cost of this module, including installation, training and one yeaz of maintenance is $13,440. STAFF/ENIpLOYEE EFFECT: Funds are available in the Information Technology Budget account 001-1034-515.57-00. hawna Tubbs Purchasing Manager Fay Y ng Information Technology Manager Rebecca Underhill Director of Finance ~tnnvoxo~caunrcn.cona.~cnaicnnoxsmc cnen Prepared by: UNGARD® PUBLIC SECTOR City of Port Arthur, TX (PTAR) Investment Summary A ril 29, 2009 ^. PC-Procurement Card Treckin $ 8,700.00 1.00 S 1,400.00 $ 1,600.00 S $ 1,740.00 Totals E 8,700.00 1.ao E t,aoo.oo E t,sgo.go E E t,7ao.oo License Fees: E 8,700.00 Training Fees: E 1,400.00 Installation/Configuration Fees: E 1,600.00 Project Management Fees: E - Annual Maintenance Fees: E 1,740.00 Hardware Appliance: TBD Total: E 73,440.00 Payment Terms: 1. License tees, Hardware, and ProjeU Management are due at conlraU execution date, signed quote, or receipt of purchase order. 2. Training Fees are due as incumed. 3. InstallatioNConfiguration fees are due upon completion. 4. Annual Maintenance will 6e due 120 days from execution of SunGard Public Sector quote. 5. Travel, out of pocket, and Irving expenses are not inducted in above pridng and will be invoiced as incuned. Notes: 1. This quote constitutes a Supplement to the existing Software License and Services Agreement signed 6y SunGard Public Sector Inc. and Customer. Except as provided herein, all terms of the Agreement remain in full force and efteU. 2. There is no testing and acceptance period. The SunGard Puhlic SeUOr application wananty periotl is 120 days after the Delivery Date. "Delivery Date" means for each Component System, the date on which SunGard Public Sector first ships the Component System to the Delivery Address F.O.B. SunGard Public SeUOr's place of shipment. 3. Licensed Programs may be used in machine-readable objeU code form only. Source Code is not provided. 4. Unless otherwise provided for herein, warranty, modification retroft and maintenance offerings by SunGard Public Sector Inc. for its Licensed Program(s) tlo not apply to any third party hardware or third party software supplied under this Supplement. SunGard Public Sector Inc. does not make any warcanties nor provide any source code for any non-SunGard Puhlic Sector Inc. products unless otherwise provided herein. The return and refund policy of each individual third party hardware or third party software suDPlier shall prevail unless otherwise provitled herein. 5. Scheduled Resource Changes: Far training and on-site projeU management sessions which are cancelled al the request of Customer within fcurteen (14) days of the scheduled start date, Customer is responsible for entire price of the training ar an-site projeU management plus inwrced expenses. 6. Pridng is for fhe application as-is. Any modifications or conversions will incur additional cost. 7. SCR and/or Conversions, if required, are payahle 50% upon execution or receipt of purchase order and 50% upon completion. 8. Addifianal hardware andlor third-party software may be required. Far hardware specifications and information, please contaU Shelly May at SPS VAR - smay@spsvar.com or (772) 871-9125. 9. Applicahle taxes are not included in the above fees and if applicable, will be added to the amount in the payment invoices. 10. Training Ls comprised of 2 half days via Web. $1600.00 installation tee is for bank file setup. 11. Please indicate that your purchase order Ls per the terms and conditions of this proposal dated April 29, 2009. of Port Arthur 4th St :Arthur, TX 77640 PN M90f W SunGard Public Sector Inc., 1000 Business Center Dnve, Lake Mary, FL 32746 Confidential Procurement Card (P-Card) Tracking More and more local governments are using procurement cards (P-cards) to efficiently meet agency purchasing needs and control expenses. SunGard Public Sector's Pro- curementCard Tracking module provides a streamlined method of automatically re- cording P-card purchases in SunGard Public Sector's general ledger. Our Procurement Card Tracking module automatically captures procurement card detail history, elimi- nating redundant entry and providing significant savings in processing time and paper- work. Benefits Cost savings -Allows detailed trans- actions to automatically upload to the i5eries server without redundant entry by Accounts Payable clerks. Account distribution -Splits trans- actions to multiple accounts for unlimited distribution. Automatic a-mail notification - Automatically sends procurement cardholders a-mail notification of pending charges. Online approvals-Allows staff to approve procurement card charge distributions online. a~~..- ~,. ~, _ mn zti S-- ` .Vn..g4 ,. - ~.~.....r -- _ .. , ~. , . . ~ ~ ~s ..., j 1 l ~~ I - . Wide use -Accepts transactions from any bank using Visa, MasterCard, and American Express. Vendor analysis- Provides consolidated merchant/vendor inquiry and 1099 reporting. Application Integration SunGard Public Sector Procurement Card Tracking works with the following SunGard Public Sector software applications: General Ledger -Cross-reference vendor numbers with general ledger vendor/ merchant consolidation for inquiry and 1099 processing. Validate account and project numbers when creating accounts payable groups. Process payment PC card transactions as an A/P check or automatic debit. Payroll/Personnel -Retrieve information from active employees when creating new card holders, thereby eliminating redundant data entry. Work Orders/Facility Maintenance -Attach work order and job order numbers to procurement transactions for inclusion in total costs in Work Orders and Facilities. Fleet Management -Attach equipment numbers or reference numbers to procurement transactions to track costs associated with the fleet. Fleet Management validates and tracks the equipment information entered during transaction processing. 1000 Business Center Drive ~ Lake Mary, FL 32746 Page 1 of i (800) 727-8088 • wwwsungardps.com