07-27-09 CC 11.1 Civic SystemsITEM 11-1
Memo
To: City Council
From: Gary Groen
Date: July 22, 2009
Re: Civic Systems Utility Billing Upgrade
The City's utility billing software is provided by Civic Systems. The city has used the
software since assuming the responsibility for billing for water and sewer services in
2006.
Public works employees spend about 16 hours per week on customer service issues
that range from final readings to curb stop repair. The current maintenance system
consists of yellow post -it notes, pink telephone message slips and customer notes
from their account.
Civic Systems has an enhanced version of the utility billing software with a work
order system integrated with the billing system. This will allow utility billing to
generate a work order from the billing system. This will be a permanent record on
the customer account and will automatically generate the information for a utility bill
when appropriate. This work order can be printed for utility billing, public works and
customer use with all information in one record. We expect this will eliminate several
phones calls, post -it notes and other notes that are currently used. As the number of
utility billing customers continues to grow, a system upgrade with a work order
system such as this will create more efficiencies in the service process.
The system upgrade also enable utility billing to make all changes such as
adjustments, notes, billings, termination, etc. from one main screen. Currently the
day to day transactions are processed by going thru several screens to update a
customer record. This software upgrade will not only save time but will substantially
reduce the room for errors.
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The upgrade will include three days of on-site training. The staff of the utility
department has had no additional training since the City first started the utility billing
in August, 2006. This will provide the opportunity to review all current processes and
procedures along with our software support.
I recommend approval of the proposed software system upgrade as detailed in the
attached proposal.
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Computer Software and
Conversion Services Proposal
City of Otsego
Prepared by Civic Systems, LLC
Civic Syste
STRONG SOFTWARE, STRONG COMMUNITY
AN ASSOCIATED COMPANY OF VIRCHOW, KRAUSE & COMPANY, LLP
Civic Systems, LLC
Ten Terrace Court
P.O. Box 7398
Madison, WI 53707-7398
Phone: 888.241.1517
Fax: 608.249.1050
mlaesch@civicsystems.com
www.civicsystems.com
July 9, 2009
Civic Systems, LLC
Ten Terrace Court
P.O. Box 7398
Madison, WI 53707-7398
City of Otsego
8899 Naushua Avenue, NE
Otsego, MN 55330
You agree to purchase the software and services detailed below and Civic Systems, LLC agrees
to provide them. Payment is due upon execution of the contract unless other payment
terms are negotiated. The information provided in this proposal is valid for 60 days from
issue date, July 9, 2009.
INVESTMENT SUMMARY
Clarity License Fees $ 16,000
( Less 4-3-06 Purchase and Existing Customer Discount) (12,000)
Conversion and Setup 3,125
Training 3,600
TOTAL INVESTMENT
Annual Support Increase for new Modules
$ 10,725
$ 600
SIGNATURE AGREEMENT
The signatures below indicate each party's acceptance of this agreement.
CITY OF OTSEGO
Signature:
Title:
Date:
CIVIC SYSTEMS, LLC
Signature:
Civic Title:
Date:
Systems
STRONG SOFTWARE, STRONG COMMUNITY
1
LICENSE FEES
Based on three (3) concurrent users
I Service Orders (Clarity) 1 4,000 1
Utility Billing (Clarity) 12,000
ACH Direct Pay Included
Electronic Read Interface Included
Total
*Clarity license fees negotiated into purchase of Service Orders module.
CONVERSION
Conversion costs estimated at 25 hours @ $125 per hour.
Total estimated cost $.3.125•
• Pre -conversion working session to identify key individuals,
discuss current processes and procedures, evaluate potential
challenges and establish a project timeline.
• Existing data will be extracted, converted, transferred, tested,
adjusted and finalized prior to your arrival for training
TRAINING
*Amounts listed above do not include travel expenses for on-site training if
chosen.
SUPPORT
Support fees are billed semi-annually in December (for January through
June) and in June (for July through December). Support fees include
yearly updates to the software as well as unlimited phone, fax, e-mail and
internet support and will not exceed a 3% annual increase.
Annual Fee Increase S 6100
RECOMMENDED HARDWARE SPECIFICATIONS
CASELLE Clarity 4.x
Network System Requirements
Important! Using servers, workstations, or servers and workstations that do NOT meet the specified network system requirements may result in
unsatisfactory performance and response times.
V10
Network Server Operating System
Microsoft Windows 2003 Server
Network Server Equipment
Intel Xeon® Dual -Core Processor 2.0 Ghz or higher
Backup System
4 GB of available RAM
30 GB available disk space for Caselle Clarity applications (180 MB) and data
Data File Transfer
Color SVGA 28 Monitor
Printer
1 GB Ethernet Network Card
I GB Ethernet Switch
DVDRW Drive
All hardware must be Microsoft certified (request printed certification documents)
Celeron and Sempron processors are NOT recommended.
Database Server Equipment and Operating System
Use the Recommended Network Server. For better performance, increase memory on
network server or, use a separate Database Server (same specificatlons as the Network
Server).
Networks with more than ten workstations may require faster processors and/or more
memory than the recommended.
Database Software
Microsoft SOL Server 2005 Standard or Enterprise Edition.
Network Server and Database Server Power Protection
True On -Line UPS, 600 Vcltamps minimum with UPS Monitoring card, cable,
and software.
Workstation Computer
Intel Core'" 2 Duo (or higher)
2 GB of available RAM
30 GB available disk space for Caselle Clarity applications (180 MB) and data
Color SVGA .28 Monitor
DVDRW Drive
Celeron and Sempron processors are NOT recommended.
Workstation Operating System
Microsoft Windows XP Professional or Windows ViistaT"
Workstation Power Protection
Combination On -Line conditioner and surge protector
Backup System
Network quality system to backup fileserver hard drive on one tape and provide tape read
after write verification.
Data File Transfer
DVDRW Drive
Printer
HP Laser Printer or Canon Copiers with PCL or Postscript fonts
Receipt Printer Ithaca Series 150 Printers
Internet Access • DSL, ISDN, or T1
Explanation: Caselle° Applications require Internet access to download program updates.
Using an Internet connection that is slower than 256 Kbps will take significantly longer to
download data
Email Email that is compatible with Microsoft NJindows.
Network Installer Microsoft or NovelP Authorized and Certified.
Caselle, Inc. 1570 N. Main PO Box 100 Spanish Fork, UT 84660-0100 tel (800) 228-9851 fax: (801) 798-1764 www.caselle.com