1i Approve 1997 Year End Fund Closings and Transfers
1-~
CITY OF
CHANHASSEN
MEMORANDUM
'0 City Center Drive, PO Box 147
Chanhassen, Minnesota 55317
Phone 612.937.1900
General Fax 612.937.5739
~gineering Fax 612.937.9152
'ublic Safety Fax 612.934.2524
web www.ci.chanhassen.mn.us
TO:
Don Ashworth, City Manager
Pam Snell, Finance Director~tY)
April 22, 1998
FROM:
DATE:
SUBJ:
Year End Fund Closings & Transfers
City staff has completed a year end review of the financial records and
has prepared the attached Exhibit A of proposed transfers and fund
closings, all being completed so as to conform with recognized
fmancial standards and the City's financial policies.
-
Manager's Comments: Assuming the city council approves the
year end fund closings and transfers, staffwill move ahead with
executing the computer software services agreement as outlined in
the back of this packet. [Note: A description as to the necessity for
this expenditure is at the back of the council packet.]
';ity of Chanhassen. A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, and beautiful parks. A fleat place to live, work, and Plav.
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CUSTOMER
AGREEMENT FOR SOFTWARE SERVICES
COMPUTER MANAGEMENT SERVICES, INC.
2730 FORD STREET
P.O. Box 648
AMES, IOWA 50010
City of Chanhassen. MN
=
PO Box 147.690 Coulter Dr.
Chanhassen. MN 55317-0147
COMPUTER MANAGEMENT SERVICES,INC. (h"einafter referred to ... CMS), by accepting th~ agreement by signatu" of author-
ized agent at the above address, agre<' to provide certain _ices set forth in Exhibit A attacbed to this contract, ... such and by this
"fe"nce made a part bereof. Citv of Chanh"'sen (he"inaft" referred to'" CUSTOMER) shan be provided with the _ice Hsted
in Exhibit A and CUSTOMER hereby accepts such _ices und" the termS and conditions of this agreement.
a. Total Purchase Price
$
$37.935
CHOOSE PAYMENT METHOD: (x)
Less Down Payment
$
9.484
Balance of purchase Price $
28.451
( ) b. $
per hour.
Down Payment
$
The CUSTOMER by it's signature acknowledg<' that it h... mad this agreemen~ understands it and agrees to an it's terms and conditions.
This agreement constituteS the enti" agreemen~ understanding and rep"sentations, express or implied, between the CUSTOMER and
CMS with respect tn the soUware and services, and supersedes all prior communicatio", including an oml and written proposals.
ACCEPTED:
CUSTOMER City of Chanhassen. MN
Computer Management Services, Inc. (CMS)
By
Title
Date
By \..
Title L
Date 'I-
I. EFFECTIVE DATE. ThIs agreement shall be efreetlve nn the date accepted and executed by an authndzed represcnta';ve nf CMS,
and shall continue in effect until termination according to its terms.
Page 2
3. CUSTOMER ACCEPTANCE. CUSTOMER shall condnct acoeptance tes~ nf all technologies, program" produc~, 0' othe, -kes
","dered by CMS unde, thIs _ent withIn thh1y (30) days followmg the delivery 0' reedpt thereof. If CUSTOMER, dUdng thIs
""'Iod of ';me, "'ques~ modmca';ons, changes 0' alt....tlons In any of the -kes, teclmologles, P'oduc~, 0' prog<ams offered 0'
rendered by CMS, and the said change, mod;ficatlons 0' alte""lons arise out of cbanges In the odginal spedfica';ons Provided to CMS by
CUSTOMER, then CUSTOMER shall be liable fn, the <earonable cost nf CMS's servkes (including but not limited to "'vel and lodging
expense) fo, making said modificatIons, changes 0' alte""lons; howev.., nothing In thIs agreement shall be construed to requl,e and CMS
is not required to make any modifications, changes or alterations.
4. LIMITED W ARRANlY -LIMITATIONS AND DISCLAIMER. CUSTOMER agrees that Ifs sole and exclusive remedy, CMS's sole
nbllgation, If any software falls to Conm,," to the applicable designs and spedfica';ons, and CUSTOMER advises CMS of such failure in
W<ltfug dutlng the tenn of the test pedod, Is fo' CMS to provide addl';onal prog<ammlng services in an effort to attempt to co....t any
defect. If the problem arises out of nonconfo,,",,"ce to the desIgn 0' specifies';ons, then CMS shall complete the wo,k at Ifs expense. In
the event that problems "'Ise fm any ""'on mhe, than CMS's nonconfo,,"ance to design 0' speclfica';on, then CMS shall be entItled to
reasonable compensarion fo, said servkes and "'vel expenses. EXCEPT AS PROVIDED HEREIN, CMS MAKES NO WARRANTIES,
EXPRESS OR IMPLIED, AS TO ANY MA ITER WHATSOEVER, INCLUDING WITHOUT LIMITATION, WARRANTY OF
MERCHANTABILITY AND THE WARRANTY OF SUITABILITY FOR A PARTICULAR PURPoSE. IT IS EXPRESSLY
AGREED THAT CMS SHALL NOT BE LIABLE FOR LOSS OR ANTICIPATORY PROFITS, INCIDENTAL OR
CONSEQUENTIAL DAMAGES WHICH MAy ARISE OUT OF THIS TRANSACTION. THERE HAS BEEN NO STATEMENT OR
PROMISE, OR GUARANTY OF USE, PERFORMANCE OR PROFIT BY CMS OR CMS EMPLOYEES OR AGENTS. CMS
NEITHER ADOPTS NOR IS LIABLE FOR ANY WARRANTIES OF THE MANUFACTURER OF ANY COMPONENT OF ANY
SOFTWARE SERVICES WHICH IS THE SUBJECT OF THIS AGREEMENT, EXCEPT AS SPECIFICALLY SET FORTH IN THIS
AGREEMENT. CORRECTION OF NONCONFORMITlES IN THE MANNER PROVIDED HEREIN CONSTITUTES FULFILL_
MENT OF ALL LIABILITIES OF CMS TO CUSTOMER WITH RESPECT TO THE SOFTWARE AND SERVICES. CMS shall
dellve'to CUSTOMER all software and services as con"'cted fo" but In no event shall CMS be 'esponslble fo, re.sul~ obtained by
CUSTOMER In Connec';on with the use of software 0' services, eithe, alone 0' In combInatIon with othc, software pmgmms.
5. TERM INA TION. If CUSTOMER fails tn _e any payment within ten (10) days of i~ due date, 0' fal~ to peno,," any othe,
obligations he,eunde" CMS in addition to any othe, 'emedy p'ovided by the laws of the state of Iowa, may, upon ten (10) days W<ltten
notice:
(I) te,,"i_ thIs agreement and CUSTOMER agrees tn and shall remain liable fo, the nntstandlng pu"hase p,ke and any nthe,
applicable late charges;
(2) repossess the software, wherever situated;
(3) sell, dispose of, hold, use 0' lease any software and CUSTOMER shall remain liable fm any deficiency in the pu'chase p'ice
:0 be paid by CUSTOMER to CMS under this agreement.
(4) CUSTOMER agrees to pay cos~ and expenses of collection andlo, repossession, Including reasonable attorney's fees
ncurred by CMS in enforcing the terms and conditions of this agreement.
,. ASSIGNMENT. CUSTOMER'S ,Igh~ and liabilitIes nnd.. this agreement shall be nonassIgnable wIthout MItten consent ofCMS.
'. DISTRIBUTION. CUSTOMER wHl not pe"",, the pmgmm products and related matedals to be duplicated fo, the use of thinj
larties without the written consent of CMS.
EXHIBIT A
COMPUTER MANAGEMENT SERVICES, INC.
2730 FORD STREET
P.O. Box 648
AMES, IOWA 50010
DATE April 27.1 998
CUSTOMER City of Chanhassen. MN
DESCRIPTlON:
PRICE:
ANNUAL SUPPORT:
Refer to Addendum A
$37,935
$ 5,580
City of Chanhassen, MN
Addendum A
Software/Services
Apri/27, 1998 Estimated
Training
System Software Investment SUDDort Hours
PROGRESS Runtime (10) $ 1,900.00 $ 380.00
PROGRESS Client Networking (1) $ 220.00 $ 44.00
Intersolv ODBC Driver 32 Bit (1) $ 105.00 $ 21.00 4
UlSQL ODBC Server (1) $ 250.00 $ 50.00
GT Server $ 1,200.00 $ 168.00
GT Client (4) $ 500.00 $ 70.00
Subtotal $ 4,175.00 $ 733.00 4
ADDlication Sofware Investment SUDDort
(5-8 User License)
PACE Financial Management $ 7,500.00 $ 1,500.00 24
PACE Payroll $ 5,250.00 $ 1,050.00 24
PACE Cash Receipts (1-4 User) $ 4,000.00 $ 800.00 8
"C" Interface to UB for Cash Rec. $ 1,000.00 $ 200.00
ACH Direct Deposit/Bank Billing $ 600.00 $ 120.00 4
GT Utility Billing $ 5,000.00 $ 700.00 24
Auto. Reading Interface $ 800.00 $ 112.00 2
GT UB Data Dictionaries $ 160.00 $ 22.00
Bar Code Interface $ 800.00 $ 112.00
Bar Code Soft Font $ 150.00 $ 21.00
Subtotal $ 25,260.00 $4,637.00 86
Trainina ODtions:
In-house - $80/hr., plus expenses
Dial Up - $40/hr.
Sioux Falls - $40/hr.
Misc. Services:
System Installation $ 1,000.00
(Plus Travel Expenses: $ .33/mi./$20/hr., meals/housing)
Conversion Services:
Utility Billing Master Files
Utility Billing History Files (2 yr.)
Financial Mgm't. Master File Conversion
Subtotal
$
$
$
$
2,500.00
1,500.00
2,000.00
7,000.00
Software MOdifications/SDecial Proarams:
Delinquent Account Certification $
Subtotal $
1,500.00
1,500.00
$ 210.00
$ 210.00
Software/Services Investment
(Plus Training & Travel Expenses)
$ 37,935.00
$ 5,580.00
90
Note: Files will need to be provided on a compatible media.
An external modem is required and PC AnYWhere for NT (host).
SOFTW ARE MAINTENANCE AGREEMENT
COMPUTER MANAGEMENT SERVICES, INC.
2730 FORD STREET, BOX 648
AMES,IA 50010
CUSTOMER
City of Chanhassen. MN
PO Box 147. 690 Coulter Dr.
Chanhassen. MN 55317-0147
--=
COMPUTER MANAGEMENT SERVICES, INC., (hereinafter referred to as CMS), by accepting this agreement by
signature of autboriud agent at the above address, agrees to provide certain services for products listed below.
City of Cbanbassen ' (bereinafter referred to as CUSTOMER), shall be provided with certain services for products
listed below and CUSTOMER hereby accepts such services under the terms and conditions ofthis agreement.
SOFTW ARE PRODUCT
ANNUAL SOFTWARE MAINTENANCE CHARGE
$ 5,580
Refer to Addendum B
The CUSTOMER by it's signature acknowledges that it bas read tbis agreement, understands it and agrees to all it'a
lenos and conditions. This agreement constOOt" the entire agreement, understanding and representations, "press or
implied, between the CUSTOMER and CMS with respect to tbe software and services, and supe",d" all prior
communications including all oral and written proposals.
Total Charges
Free Coverage Period
$ 5.580
90 DaYS
ACCEPTED:
Computer Management Services, Inc. (CMS)
Customer City of Chanhassen. MN
By'
By
Title!
Datei
Title
Date
l. EFFECTIVE DATE. This a_ent shall be effective on the date acrepted and executed by an authodzed
representative of CMS, and shall continue in effect until tennination according to its tenns.
2. PAYMENT. The receipt 0' deposit of any monies received by CMS as a down payment shall not be construed as
acceptance of this agreement. Payment of the total ch"'Ees shall be made by CUSJDMER no late, than thhty (30) daY'
aIh:, receipt of invoke. CUSJDMER shall pay a late payment chacge computed at the nlte of one and one-half pe""'nt
(l.5%) pe' mnnth on the unpaid amount fo, each calend", month (0' fraction thereoQ that such payment is in delilUlt.
3. CUSJDMER ACCEPTANCE. CUSJDMER shall conduct acceptance tests ofall technnlogies, prognuns, 0' nth.,
se<vices <endered hy CMS und., this a_ent within thhty (30) days fOllOwing the delivery 0' receipt the....f. If
CUSTOMER, d.".;ng this pedOO of time, <equests mOO;fication, changes 0' alternations in any of the se",kes,
technolngies, products, 0' Programs nffe<ed n' <endered hy CMS, and the said changes, lUOOifications 0' alteOllions mise
nut of changes in the O<iginal specifications provided tn CMS hy CUSJDMER, then CUSJDMER shall he liable fn, the
<easenahle cost of CMS's se",ices (including but not limited to tntvel and IOOging expense) fn, _ing said
mOOifications, changes 0' altenltions; howev." nothing in this _ement thell be construed to <equi<e and CMS is not
required to make any modifications, changes or alterations.
4. COVERAGE PERIOD. The software maintenance will have an initial tenu of twelve (12) months commencing on
the installation date. The agreement will renew automatically each year unless cancelled.
5. DESCRIPTION OF SOFTWARE MAINTENANCE SERVICES.
A. Telephone Hotline Se",ices. CMS will provide telephone support se",ices d.".;ng the ho"" nf 8,00 a.m. tn
5,00 p.m. CMS local time, Monday through F'iday excluding CMS recngnized holidays. Telephone hotline "",ices
will provide:
(I) Assistance related to questions on the operational use of the subject software.
(2) Assistance in identitying and veritying the causes of suspected errors or malfunction in
subject software.
B. On-line Diagnostics Se",ices. Whe<e the se"'ice exists, the pro"" equIpment is inSlalled and the Parties
have aweed to its use, CMS may execute on-line diagnostics from a <emnte CMS loeation to assist in the identification,
isolation and remedy of suspected subject software errors or malfunctions.
(3) Advice on detours for identified errors or malfunctions, where reasonably available.
C. Software Maintenance Release Services. CMS will provide error corrections and maintenance releases on
software developed and supported by CMS. Updates to the software ....licensed to the custom., unde, the tenus and
condItIons nf the CMS Snftware &<vIces Ageeement. Each maintenance release wlll consist of a set of progmms and
files made available in machine readable medIa and will be accompanied by documenlation that descdbes the
enhancements or problems that are resolved by the update.
6. Annual Software Maintenance Ch"'Ee. Soflww-e MaIntenance chacges "'e hased on a penoenlage nf the COrrent
Software Licenses Price and subject to change.
7. F.... Covenlge Pmoo. CMS wlll p'ovide software maintenance free of ch"'Ee fo, the specIfied pedOO of time.
Charges for software maintenance will commence immediately following the free coverage period.
City of Chanhassen, MN
Addendum B
Software Support/Maintenance
April 27, 1998
System Software
PROGRESS Runtime (10)
PROGRESS Client Networking (1)
Intersolv ODBC Driver 32 Bit (1)
U/SQL ODBC Server (1)
GT Server
GT Client (4)
Subtotal
Investment Support
$ 1,900.00 $ 380.00
$ 220.00 $ 44.00
$ 105.00 $ 21.00
$ 250.00 $ 50.00
$ 1,200.00 $ 168.00
$ 500.00 $ 70.00
$ 4,175.00 $ 733.00
Investment Support
$ 7,500.00 $ 1,500.00
$ 5,250.00 $ 1,050.00
$ 4,000.00 $ 800.00
$ 1,000.00 $ 200.00
$ 600.00 $ 120.00
$ 5,000.00 $ 700.00
$ 800.00 $ 112.00
$ 160.00 $ 22.00
$ 800.00 $ 112.00
$ 150.00 $ 21.00
$ 25,260.00 $ 4,637.00
Application Sofware
(5-8 User License)
PACE Financial Management
PACE Payroll
PACE Cash Receipts (1-4 User)
"C" Interface to UB for Cash Rec.
ACH Direct Deposit/Bank Billing
GT Utility Billing
Auto. Reading Interface
GT UB Data Dictionaries
Bar Code Interface
Bar Code Soft Font
Subtotal
Trainino Options:
In-house - $80/hr., plus expenses
Dial Up - $40/hr.
Sioux Falls - $40/hr.
Misc. Services:
System Installation $ 1,000.00
'. (pills Travel Expenses: $ .33/mi./$20/hr., meals/housing)
Conversion Services:
Utility Billing Master Files
Utility Billing History Files (2 yr.)
Financial Mgm't. Master File Conversion
Subtotal
$
$
$
$
2,500.00
1,500.00
2,000.00
7,000.00
Software Modifications/Special Proorams:
Delinquent Account Certification $
Subtotal $
1,500.00
1,500.00
$ 210.00
$ 210.00
Software/Services Investment
(Plus Training & Travel Expenses)
$ 37,935.00
$ 5,580.00
Note: Files will need to be provided on a compatible media.
An external modem is required and PC Anywhere for NT (host).
Estimated
Training
Hours
4
4
24
24
8
4
24
2
86
90