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HomeMy WebLinkAboutPR 15640: SUNGARD PUBLIC SECTOR LETTER AGREEMENTCity of Port Arthur Memorandum To: Steve Fitzgibbons, City Man er From: Rebecca Underhill, CPA, As, t Manager -Administration Date: November 19, 2009 Re: PR 15640 I recommend that the City Council adopt ProposE;d Resolution 15640 authorizing the City Manager to accept a proposal from SunGard Public Sector (formerly HTE), the City's software vendor, for a `business analysis and process review'. This review will be for the customer information system, our utility billing function. As a part of this service, SunGard will provide a business analyst, onsite to review our current processes and prepare written documentation as to our current practices and outline areas of improvement. At the conclusion of the analysis, additional training days may be necessary, and will by contracted for separately. This analysis will be scheduled for mid January. This study is crucial to our improving the billing, accounting, and collecting for the water, sewer, and solid waste utilities. The cost of this consulting contract will not exceed $8,500. Z:\Finance\Resolutions\Sungard Public Services PR 15640.doc P.R. 15640 RU 11/19/09 RESOLUTION NO. A RESOLUTION AUTHORIZING A LETTER AGREEMENT WITH SUNGARD PUBLIC SECTOR FOR A BUSINESS ANALYSIS AND PROCESS REVIEW FOR THE CUSTOMER INFORMATION SYSTEM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Manager of the City of Port Arthur is hereby authorized and directed to accept on behalf of the City of Port Arthur a scope: of services from Sungard Public Sector, Inc. to perform a business analysis and process review for the customer information system; THAT a copy of said contract is attached hereto and made a part hereof as Exhibit "A"; and, THAT a copy of the caption of this resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of December, 2009, A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Council members: NOES: Mayor ATTEST: Terri Hanks, City Secretary Z:\Finance\Resolutions\Sungazd Public Services PR 15640.doc APPROVED AS TO FORM: Valecia T eno, A g City Attorney APPROVED FOR ADMINISTRATION: Stephen Fitzgibbons, City Manager Rebecca Underhill, Assistant City Manager -Administration APPROVED AS TO AVAILABILITY OF FUNDS: i .~ Deborah Echols, Finance Director 001-1035-515.54-00 Z:\Finance\Resolutions\Sungard Public Services PR 15640.doc EXHIBIT A Z:\Finance\Resolutions\Sungard Public Services PR 15640.doc ~~A~~ PUBLIC SECTOR City of Port Arthur, TX Business Analysis and Process Review for Customer Information System Scope of Services Assumptions SunGard Public Sector-Local Government's ability to perform the tasks of analysis herein are based on the following key assumptions: • All tasks included in the engagement are level-of-effort tasks. Each of these tasks will depend on the appropriate resources being made available by the City of Port Arthur. If additional time is required to complete any given task, there could be cost and timeline impacts. • City of Port Arthur and SunGard Public Sector will perform their tasks on a timely basis. Any changes to these assumptions can impact the cost and estimated schedule of this project. Estimated Schedule SunGard Public Sector will provide a business analyst onsite to focus on the Customer Information System (CX) application. Additional applications may be addressed as they relate to the CX interface. Following the site visit, SunGard Public Sector will prepare a written document with recommendation to be delivered to City of Port Arthur within 10 business days. The service will consist of 3 days on site and up to 2 days off site for document preparation. Dates for this service have been proposed by SunGard Public Sector and tentatively agreed upon by the City of Part Arthur to be January 19, 20, and 21, 2010. The final document will be presented to City of Port Arthur and may be reviewed via web or conference call with SunGard Public Sector personnel. Responsibilities The successful completion of the analysis depends on the commitment and participation of the management and personnel of both SunGard Public Sector and City of Port Arthur. It is also predicated on the fulfillment of both parties' duties. SunGard Public Sector Responsibilities SunGard Public Sector, Inc. Consulting Services Page 1 of 3 ~~rA~~ PUBLIC 5ECTOR City of Port Arthur, TX SunGard Public Sector will provide the business analysis service for the tasks outlined in this document. The business analyst responsibilities include reviewing current operational procedures with various City of Port Arthur departments in order to make pertinent recommendations. These recommendations, based on the functionality available in the SunGard Public Sector applications, will outline improvements City of Port Arthur may wish to incorporate in the daily procedures. If necessary, appropriate training days and agendas will be provided to move forward on the recommended process changes. The following sub-tasks will be performed: • Conduct interviews with City of Port Arthur's primary contact and other departmental personnel to review processes and business practices along with supporting documentation. Requested areas of focus to be reporting, financial balancing, and delinquency processing within the Customer Information System application. • Review City of Port Arthur's continuing education policies relating to the application and business processes. • Determine City of Port Arthur's desired process improvements and objectives. • Assist City of Port Arthur with the setup and/or restructuring of the System Control Files and all other user defined codes pertinent to the CX application required to meet City of Port Arthur's business needs. • Provide written documentation with recommendations for changes to processes and procedures for the most effective use of SunGard Public Sector's CX application. City of Port Arthur's Responsibilities City of Port Arthur will appoint a primary contact between SunGard Public Sector and City of Port Arthur's personnel. The responsibilities listed in this section will require that City of Port Arthur's primary contact have the City to act on behalf of City of Port Arthur with respect to this project. City of~ Port Arthur's primary contact responsibilities include: • Ensure the availability of personnel with critical subject matter expertise to describe existing procedures to the SunGard Public Sector analyst. • Coordinate the interpretation of policy and procedure questions in a timely fashion. • Review and provide feedback on the SunGard Public Sector business analyst's written recommendations. SunGard Public Sector, Inc. Consulting Services Page 2 of 3 ~~~~ PUBLIC 5ECTCJR Completion Criteria City of Port Arthur, TX SunGard Public Sector shall have fulfilled its obligations for this engagement when: • The business analyst has completed the onsite visit, as described, and • The Business Analysis and Process Review document for CX has been delivered. Additional Services Any additional services required will be determined by City of Port Arthur and SunGard Public Sector. The costs will be determined based on the type of service to be performed. City of Port Arthur agrees SunGard Public Sector will provide the Customer Information System Business Analysis and Process Review services at the following terms: The cost will be $6,400, 50% due upon signing of the Agreement, and the remaining 50% upon delivery of the written document, but no later than 30 days after completion of the analyst's site visit. Actual and reasonable travel and living expenses for the analyst will be due as incurred and are estimated at $1,500-$2,000. Signed: Deborah Echols Finance Director Date: SunGard Public Sector, Inc. Consulting Services Page 3 of 3