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HomeMy WebLinkAboutDocumentation_Regular_Tab 10F_12/10/1998MEMO ~ - F To: Thomas G. Bradford, Village Manager From: Stephen J. Allison, Chief of Police ~~ Connie Holloman, Finance Director Subject: Computer Consultant Contract Date: December 2, 1998 On behalf of the computer committee we are requesting that you receive authorization from the Village Council to sign the attached contract with Florida Softwaze and Data Systems, Inc., 2030 NW Boca Raton Boulevard, Boca Raton, Florida, for computer consulting to include review of financial accounting software RFP responses, network design ($4,750) and configuration and implementation ($95.00 per hour). This contract will be paid from the water fund with a FY 1999 budgeted amount of $20,000.00. Supporting documentation attached. RESOLUTION NO. 10-98/99 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AWARDING CONTRACT TO FLORIDA SOFTWARE AND DATA SYSTEMS, INC. OF BOLA RATON, FLORIDA FOR COMPUTER CONSULTING TO INCLUDE REVIEW OF FINANCIAL ACCOUNTING SOFTWARE RFP RESPONSES, NETWORK DESIGN AND CONFIGURATION AND IMPLEMENTATION, AND AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE SAME ON BEHALF OF THE VILLAGE. OW, THEREFORE BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE F TEQUESTA, PALM BEACH COUNTY, FLORIDA AS FOLLOWS: The Contract with Florida Software Data Systems, Inc. for Computer Consulting to Include Review of Financial Accounting Software RFP Responses, Network Design and Configuration and Implementation Attached Hereto as Exhibit "A" and Incorporated by Reference as Part of this Resolution is Hereby Approved and the Village Manager of the Village of Tequesta is Authorized to Execute the Same on Behalf of the Village. E FOREGOING RESOLUTION WAS OFFERED by Councilmember who moved its adoption. The motion was seconded Councilmember and upon being put to vote, the vote was as follows: FOR ADOPTION AGAINST ADOPTION The Mayor thereupon declared the Resolution duly passed and adopted this 10th day of December, A.D., 1998. MAYOR OF TEQUESTA Elizabeth A. Schauer TTEST: 1Joann Manganiello ,Village Clerk ~WP80\Resolution 10-9899 MEMO To: Thomas G. Bradford, Village Manager From: Stephen J. Allison, Chief of Police ~~-, Connie Holloman, Finance Director e~- Subject: Supporting Documentation -Computer Consultant Selection Date: December 2, 1998 It has been along-term plan to replace the Village's financial accounting computer software and hardware in fiscal year 1999. As you know, the Village allocated $24,000 in the FY98/99 budget as the first payment of a seven-year lease purchase program, in anticipation of total project cost of $80,000. This project is urgent since the current software and hardware are not year 2000 compliant. The computer committee, made up of representatives from each department of the Village government, was given the task of assisting the finance department in the selection and implementation of the new software/ hardware package. To maximize efficiency, the existing computer network should be expanded to all departments to allow access to the new software. After several committee meetings it became apparent that a professional computer consultant should be hired to protect the Village's investment in this project. A project outline is as follows: 1. Request RFP for financial software. On November 8, 1998, a legal advertisement was placed in the Palm Beach Post requesting proposals for financial software. Three completed proposals were received by the Village based on national GFOA specifications. Z. Hire computer consultant. The consultant will review the financial accounting software RFP responses and provide a report on the cost effectiveness of the hardware required to operate each software package. 3. Negotiate contract for purchase of software. Council approval will be requested in January, 1999. 4. Purchase computer hardware. Issue RFP and request Council approval in February, 1999. Thomas G. Bradford, Village Manager Page 2 December 2, 1998 5. Installation and implementation of computer hardware and software. Projected completion of project is July, 1999. The issue to be decided at the December Council meeting is item two, hiring of a consultant. The selection process for the consultant consisted of a formal interview /presentation with members of the computer committee and an in-depth tour of the various sites and offices for interested consultants. In order to do a fair comparison, letters were sent to seven vendors outlining the responsibilities of the consultant and asking for cost per hour and estimated hours for the phases of the project. (Sample letter attached.) Responses were received from five vendors. The responses were reviewed by four members of the computer comnuttee. The consensus of the members was that choices for a consultant should be narrowed down to RSF Computer Consulting, Inc., 11300 US Highway One, North Palm Beach, Florida and Florida Software and Data Systems, Inc., 2030 NW Boca Raton Blvd., Boca Raton, Florida. These two vendors did not have the lowest cost projections but offered a level of service that the committee felt was required for a project of this size. We are requesting that the Village hire Florida Software and Data Systems as the consultant for this project. This decision was based on a long-term relationship the Village of Tequesta has had with this company. Florida Software and Data Systems provided support for the police department's Unix network from 1991 through April 1998. Service was always provided in a professional, dependable, and timely manner. While attending training classes at the facility in Boca Raton, Chief Allison was able to meet many of their customers from both the public and private sector. Florida Software and Data Systems has experience with projects that exceed the scope of our proposal. Attachments: Vendor contact list Sample letter to vendors Vendor responses Spreadsheet comparison of responses Computer Consultant Vendor List Florida Software and Data Systems, Inc. 2030 N. W. Boca Raton Boulevard Boca Raton, Florida 33431 RSF Computer Consulting, Inc. 11300 US Highway One, Suite 400 North Palm Beach, Florida 33408 Network Advisors, Inc. 1850 Forest Hill Boulevard, Suite 102 West Palm Beach, Florida 33406 Martin & Associates, Inc. P. O. Box 1270 Jensen Beach, Florida 34958 On-Site Computers 281 U. S. Highway One Tequesta, Florida 33469 Allstar Systems, Inc. 519 N.W. 36th Avenue Deerfield Beach, Florida 33442 Information Access Strategies, Inc. P. O. Box 406 Hartland, Michigan 48353-0406 oo~~cE TEQUESTA POLICE DEPARTMENT Cfi~CEA :•~•. '~ 357 Tequesta Drive ~EOUESS~ Post Office Box 3273 F" Tequesta, Florida 33469-0273 Phone: (561) 575-6210 Fax: (561) 575-6218 November 18, 1998 Robert S. Farriss RSF Computer Consulting, Inc. 11300 US Highway One, Suite 400 North Palm Beach, Florida 33408 Dear Mr. Famss: Stephen J. Allison Chief of Police The Village of Tequesta, Florida is looking for a Network Consultant to assist in the development and implementation of a. computer network. This network will connect all existing PC workstations together into aVillage-wide network. Currently the Village is operating a Windows NT 4.0 network using TCP/Il' on a Hewlett Packard VG-100 wiring configuration. This network is located on one physical site and connects three buildings, using category 5 cable and fiber optic cable, incorporating three departments. Our goal is to connect all eight departments in at least three different physical locations. The Finance Department has released an RFP for a new financial accounting package. The results of this RFP and the purchasing decision made will affect the choice of network operating systems as well as the requirements of existing hardware (mostly PC workstations). The financial accounting package will run on either an AS-400, Windows NT or Novell network operating system. The responsibilities of the consultant will be as follows: 1. Review the financial accounting software RFP responses and provide a written report detailing the pros and cons of each network operating system and any choices to be made. 2. Design the network based on the network operating system required to run the selected financial accounting package. Special emphasis must be put towards the decisions regarding connectivity of the different physical locations. 3. Develop an RFP for hardware and software purchases. The consultant will NOT be allowed to bid on hardware and software purchases. (The goal is to find a consultant who will provide computer advice without having any allegiance to any particular brand or have any financial stake in the decision regarding hardware choices. ) 4. Install and configure the network including wiring, software, and hardware. Configure all users and establish security levels, configure all a-mail, shared printers and any other shared devices. Sub-contracting is allowed, though discouraged, however, responsibility for the proper operation of the network will be borne solely by the consultant. The consultant will resolve hardware issues with the hardware vendor. 5. Provide training, as needed, in use of network related software (e-mail, sharing files, using remote printers, etc). The Consultant will not be expected to provide training on the new financial accounting software. 6. Provide on-going technical support on a 24 hours a day, seven days a week basis. The support will be reevaluated every two years and the costs quoted for that support must remain constant for that two-year period. Responses for this position will be accepted unti14:00 PM, December 1, 1998 by: Chief Stephen Allison Tequesta Police Department, 357 Tequesta Drive Tequesta, Florida 33469 Costs must be broken down as noted on the attached proposal sheet to allow an incremental approach to this project if required. Please feel free to contact me if you have any questions or would like an opportunity to inspect the current network and all physical sites prior to submitting your proposal. Sincerely, Stephen J. Allison Chief of Police Cost Per Hour Approximate Hours Required Consulting (Items 1, 2, 3) Implementation & Configuration (Item 4) Training (Item 5) Technical Support (Item 6) N/A Network & configure offices at 250 Tequesta Drive. Network & configure offices at 136 Bridge Road. Connect 357 Tequesta Drive site with 250 Tequesta Drive site. Connect 136 Bridge Road site with 250 Tequesta Drive site. Florida Software & Data Systems November 24, 1998 Stephen J. Allison -Chief of Police Tequesta Ploice Department 357 Tequesta Dr. Tequesta, FL 33469 Dear Chief Allison; Thank you for the opportunity to quote on the position of Network Consultant for the upcoming Networking Project for the Village of Tequesta. Attached is a rate sheet showing the hourly charges for the incremental stages of the project. Please refer to the notes below for details on each of the sections. Items 1, 2 8~ 3 (Consulting 8~ Design) ~Thoe thine hase,~ bu~we are comfortab er~th this figurea s a fixed contract the time involved to far exceed 38 hou P price. Item 4 (Implementation ). In order to put aefi~ inter s to connectivity yr II haves atgreat bearing on the tlmte equ red complete network design in place. The typ to complete this phase. The rate for thiosurha ate is higheor, the actual time o omp ete woul Id be much essrthan if phases of this stage. While the 1n1t1al h y just one technician were to accomplish the tasks. Item 5 {Training ). Training will be provided as needed for proper administration of the network. This would include basic training for E-mail, file-sharing and printer administration. Item 6 (Technical Support ). The rate quoted is for support during normal business hours (8:30AM - 5:30PM ) Monday -Friday. Emergency support is available at the rate of $180.00 per hour. Non-Numbered Items (Network ~ Connection of the three sites ). This would be included in Item 4 above. Once the Network is designed and hardware chosen, we will be able to provide you with accurate cost estimates for items 4, 5 and 6. Please fell free to call if you have any questions regarding this proposal. Sincerely, G offrey . Bleau Sr. Engineer 2030 N.W. Boca Raton Blvd Boca Raton, FL 33431 PH: (561) 3844222 FX: (561) 394-0083 Page 2 of 2 Network Design, Implementation, Training and Support Item Cost per Consulting (Items 1,2 & 3) $125.00 Implementaion 8 Configuration (Item 4) $ 190.00 Training (Item 5) $ 125.00 Technics! Support $ 125.00 Network & configure individual offices. 38 Dependant on final design. Dependant on final design. N/A Include in Item 4 ~?~ Geoffrey F. Bteau Sr. Engineer Direct Line = (561) 775-1526 Fax = (561) 627-8021 E-mail = eeofl`b bellsouth:n~t Florida Software & Data Systems COMPANY HISTORY: Florida Software was established as a Florida Corporation in 1986. The primary business function at that time was to support multi-user computer systems, with a focus on Unix/Xenix systems. As the computer industry has changed, so hQe tus on the cutting edgen f new technologies and marketstWe as etal in personnel, training and infrastructure to k p unique in our marketing area as to our ability to integrate large disparate systems into homogeneous networks that focus on productivity. COMPANY PERSONNEL: software Florida Software currently has seven ir7tt) met ~ nt anet des gn & support a d trairnng. We alsto haves twroscontract support, hardware design 8~ suppo rt While each employee has two or three areas of particular employees that focus on training and nefiaork suppo rt to any of our clients. Florida Software expertise, all employees are cross trained so that they can provide suppo does not employ any full time salespeople. uflex ertise on computer--erelated skills and pass the sav ngs in als. By not employing salespeople, we can focus o p overhead to our client base. There is a section on the last page outlining each employee's area of focus. AREAS OF EXPERTISE: Modem technology has presented an a {fin ~9 @gsBe ~udsenF onda Software does not focus on partitcular networks, software and data interch g vertical market, we, as generalists can present our Giants with the'best filThammieans that thereaaee maj~are and networking. Computer products and technology are constantly changing. technology changes occurring while a p of our shared expere ces w th a wede~vanetylof so~futionseBe ow is a we can provide our clients with the benef+ts condensed listing of our focus areas: 1) LAN and WAN connectivity rand server based ) 2) Win95I98 ; NT 4.0 networks (peer to pee 3) Win95/98, NT 4.0 and Unix integration (LAN and WAN ) 4} Intranet design and implementation 5) Internet design and implementation 6) Electronic mail and/or office productivity implementations 7) Finanaal Accountin amesRela (network olutions. s and large, multi-site implementations ) 8) Dial-up and ISDN/Fr Y 9) C & C++ programming 10) Systems Analysis 11) Year 2000 Consulting & Implementation 12) Database design and development AUTHORIZED TRAINING CENTER: Florida Software has a modern, 25 seat~ain ro floe li~si mizeddf trahni Bg and classes geared to~adn o garnzation'sto Authorized Training (listed below ), we p specific needs. 1 } , .. _ ~ Authorized Education 2) ~ ~ . • :~ Authorized Training Center BUSINESS PARTNERS: Florida Software has completed all the necessary requirements to become certified Business Partners with the following vendors/suppliers: 1) !BM and COMPAQ servers and networking 2) 1Aicrosoft OEM Partner 3) Santa Cruz Operation -Unix and Irrtemetworking Products 4) Netscape Internet and Intranet Solutions. 5) Cisco Networking Products 6) 8ellsouth Networking Partner 7) Ascsnd Networking Products 8) SMC and ~COM Networking Solutions. 9) DataPro and RealWorld Accounting Systems. 10) ;VluitiTech Data Communications Products 11) CIGi International Networking Solutions EMPLOYEE PROFILES: David Chapnick: Over 18 years direct experience in computer hardware and software integration, Strong focus on hardware technology, inducting hands-on construction of over 1,000 multi-user servers. As company owner, directs the staff in providing support to our diem base. Sharon Miller: Over 17 years experience with Unix/Xenix systems. She is an SCO Certified ACE and SCO Certified Instructor. Also has a strong focus in finanaal accounting systems and has written custom Programs to meet needs that are not addressed in'canned' acxounting packages. Strong background in caporate imaging systems. Geoff Bleau: 15 years experience as a corporate comptroller, with expertise in accounting systems and systems analysis. l0 years experience as a speaalist in systems and network integration: Spedal focus in high speed !AN and WAN solutions. John Lynch: Over 10 years experience in computer systems and network integration. He is an SCO Certified ACE and Microsoft NT MSCE. Myrna Soto: 20 years experience in accounting systems and office management She has extensive database integration knowledge, John Reisinger: 16 years experience as a multi-user and PC systems consultant, with expertise in Novell, UNIX and Windows platforms. Mike Taylor. 16 years experience in programming, analysis and project management. Specialist in C programming. Kyie Dunn: Over 20 years experience in the computer industry. C Programmer. MSCE for NT Server, NT Workstation, Windows, NT Networking, NT System Integration, NT Train the Trainer. He is also a Microsoft Certified Instructor. Florida Software & Data Systems 2030 N.W. Boca Raton Blvd Boca Raton, FL 33431 Voice: (561) 394-4222 Fax: (561) 394-0093 E-mail: david flsoft.com Contact: David Chapnick CIE T Roselli, Ayala & Hoppman P.A. Orthopaedic Care Specialists Jupiter Eye Center Better Business Bureau of WPB Glander International Town of Juno Beach OFFICE LOCAjIONS 4521 PGA Blvd. -Suite 376 Palm Beach Gardens, FL 33418 Voice: (561) 775-1526 Fax: (561)-627-8021 E-mail: a,POffbCc~bellsouth.net Contact: Geoff Bleau Zeno OfFce Solutions Better Business Bureau of Clearwater National Safety Council Meridian Pain and Diagnostics Video Avenue Murton Roofing, Inc. 2938 W. Knights Ave Tampa, FL 33611 Voice: (813) 837535 Fax: (813) 832-0403 E-mail: ~ohnr flsoft.com Contact: John Reisinger REFERENCES CO T CT Dan Roselli Doris Calabra Robin DeMonaco Kim Overman Tony Cammarata Matt Pazanski Danny Miller John Saychedc Rosemary Robert De Meo Jon Philips Michael Levine H N (561)968-5455 (561)840-1090 (561) 747-1111 (561)686-2665 (561) 625-5500 (561) 626-1122 (813)253-0318 (727) 535522 (727)442-0233 (954) 454-1780 (954) 574-9666 (305) 592-5385 Computer Consulting, Inc. NOVELL, Microsoft NT, Internet Integration, Systems Integration November 30, 1998 Stephen J. Allison Chief of Police 357 Tequesta Drive P.O. Box 3273 Tequesta, FL 33469 Dear Chief Allison: 561-746-6551 Fax 561-745-8030 This letter is in response to your request for estimates for the pending computer systems integration project now being considered for the Village of Tequesta. I appreciate this opportunity to become the Village of Tequesta's computer service provider. Enclosed with this letter please find an estimate for all of the tasks that you have requested along with a support contract. The only information that I have not provided to you is the estimate for the connectivity between the buildings. After talking with BeUsouth, I have found out that ASDL service is scheduled to be released for West Palm Beach sometime in 1999. This, unfortunately, does not include the Village of Tequesta.. Bellsouth was unable to give to me any estimate as to when and / or if ADSL would be available in Tequesta. At this point, there remain two (2) viable options for connectivity between the buildings, Nficrowave and Frame Relay. I will endeavor to provide to you rough estimates for each of these techniques by Wednesday, December 2, 1998. Because of the raze of change in communication technology, these estimates will need to be refigured immediately prior to RFP generation. I am certain that there is adequate information contained within this estimate for you to proceed with phase one of your project. Please call me with any questions. Sincerely, ., Ot. f"~~` Robert S. Farris wp.r r Bwd it~ F3inxo hC1~01~ Ln1. We Make Computers Play Nice. • • Certified Solution Provider Computer 561-746-6551 Consulting, ~nC- Fax 561-745-8030 NOVELL, Microsoft NT, Internet Integration, Systems Integration Village of Tequesta Estimate Task Number Task Description Cost Per Hour Estimated Hours Total 3 /Task 1 Financial RFP Review and $85.00 20 $1,700.00 Report 2 Network Design $125.00 40 $5,000.00 3 Develop RFP for Hardware $85.00 20 $1,700.00 and Software required to Implement Network Design 4 Network Installation and Implementation $2,889.00 a Cable Finance /Water (7ws ~ 2 Printers) and Admin / Personel (6ws & 1 Printer) at 250 Tequesta Drive $1,053.00 b Cable Public Works (5ws 8~ 2 Prirrter) at 136 Bridge Road c Install and ! or configure $85.00 16 $1,360.00 Server and Nework Operating System Including E-Mail and Productivety Package d Install and / or configure Work $85.00 57.5 $4,887.50 Stations and Network Printers including E-Mail Client and Productivety Package Client (23 ws' 2.5 Hrs = 46 Hours) Task 4 Total $9,989.50 5 Training (2 Hrs " 23 users=46) $50.00 46 $2,300.00 $20,4(If41.00 6 Support Contract 24Hour x 7 pays, 2 Hour on site Response See Attached Contract - ~. `. _ ,..: a;,,,,~. rurv~ a,i Microsoft - - • ,- We Make Computers Play Nice. Computer Consulting, Inc. N©VELL, Microsoft NT, Internet Integration, Systems Integration Village of Tequesta Stephen J. Allison Chief of Police Post Office Box 3273 Tequesta, FL 33469 Technical Support Contract Terms Term: 01/01/1999 - 12/3I/2000 561-746-6551 fax 561-745-8030 Payment: $20,400 contractual retainer fee, payable in the following increments: Twenty-Four (24) monthly payments of $850.00 to be remitted on the first of months 01/1999, 02/1999, 03/1999, 04/1999, 05/1999, 06/1999, 07/1999, 08/1999, 09/1999, 10/1999, 11/1999, 12/1999, 01/2000, 02/2000, 03/2000, 04/2000, OS/2000, 06/2000, 07/2000, 08/2000, 09/2000, 10/2000, 11/2000, 12/2000. Sco e: This support agreement covers the systems that are itemized on the attached exhibit. This support contract is to be facilitated as follows: .Twenty-Four (24) hour, Seven (7) days a week availability via pager, one (1) hour telephone response time .Two (2) hour or less on-site response time for all calls requiring on-site assistance .Eight (8) hours on-site scheduled maintenance per month, support hours that are incurred above the eight (8) maintenance hours will be invoiced at $85.00 /Hour .Tasks requiring outside resources and / or additional hardware will be invoiced at standard Time /Materials rates (T/M Rates -time $85.00 / Hr, materials priced accordingly) Contract Modifications: The terms of this agreement can be changed by either party upon mutual agreement of both parties to the change and / or addition being made. Execution: This agreement shall became effective upon signing of authorize persons representing both The Village of Tequesta and RSF Computer Consulting, Inc. - _/_/ RSF Computer Consulting, Inc. Date Authorised Signature Print Name:. Title We Make Computers Play Nice. ~` ~ / - / Village of Tequesta 17abe~ ..Authorized Signature. Print Name l~y~ ~. .: - ~._ Titk - - "$ - a.y~k:ti Microsoft - - ,. Consulting (Items 1, 2, 3) Implementation & Configuration (Item 4) Training (Item 5) Technical Support (Item 6) Network & configure offices at 250 Tequesta Drive. Network & configure offices at 136 Bridge Road. Connect 357 Tequesta Drive site with 250 Tequesta Drive site. Connect 136 Bridge Road site with 250 Tequesta Drive site. Cost Per Hour Approximate Hours Required -r~ ~ J24.. ~`~ ~^2 ~ S ~ ~' . ~ N/A ~~ Au~~l~b~. j7/219~ Network Advisors, Inc. Year 2000 Audit Guideline Network Advisors will assist in your Year 2000 audit in the tollow~ng ways: Year 2000 Compliance Control Objectives: 1. Ensure that all application programs are Year 2000 compliant 2. Ensure that all hardware and systems software is Year 2000 compliant 3. Ensure that plans are in place to monitor Year 2000 compliance and effect timely response where necessary Network Advisors will audit high level and detailed control objectives by: Obtaining an understanding by: Interviewing: • Chief Financial Officer • Chief Information Officer • Selected members of the Information Services Function Steering Committee • Chair of the organization's Year 2000 special sub-committee • Information Services Function management responsible for Year 2000 initiatives • Information Services Function personnel responsible for hardware, system software and application systems • Information Services Function personnel responsible for implementing, and delivering on, the Year 2000 initiatives • Users responsible for electronic commerce applications Obtaining: • The organization's Year 2000 plan including specific timing and budgeted costs • The organization's Year 2000 assessment report • Information Services Function's analysis of the effort required to become Year 2000 compliant, categorized by application, systems program and utility and hardware device • Information on vendor Year 2000 compliance certification and anticipated compliance date, if not yet compliant • Minutes of the Year 2000 special sub-committee meetings • Relevant industry initiatives to address industry-wide issues (i.e., electronic commerce) Network Advisors will evaluate the controls by: Considering whether: • The organization has conducted a review of their use of information technology, including preparing an appropriate inventory, and adequately assessed potential and specific Year 2000 problems • The organization has established a plan for ensuring that their systems are Year 2000 compliant and has provided sufficient time for complete compliance • The organization has developed specific plans to assess legacy systems which may not have sufficient documentation or source code to enable their modification to become Year 2000 compliant • The organization deals electronically with suppliers (EDI, EFI, etc.) and whether they require them to become Year 2000 compliant, including appropriate certification • The quality of the existing documentation is sufficient to enable the organization to become Year 2000 compliant • The operating systems and other software are certified as Year 2000 compliant. • The organization has used '99' as a default in designing systems, particularly retention policies (i.e., 99365 to specify non-delete retention of archived files) • The organization has adopted a policy requiring all new software to be certified Year 2000 compliant • The organization has ensured that software license agreements permit them to use the software at alternate sites for Year 2000 testing • The organization has sufficient skills to undertake and complete the planned Year 2000 initiatives, including validation testing, in the required time • The organization has acquired and validated software products to assist in implementing their Year 2000 program • The organization is or will rely of outside resources to complete their Year 2000 plan and whether such resources are already under contract • The organization's Year 2000 plan includes computer controlled devices, such as doors, alarms, elevators, security codes, passes, fax machines. etc. • The organization will likely avoid a 'growing concern' problem given the current Year 2000 plan and the status of any Year 2000 initiatives • The organization will likely avoid corporate governance reporting problems given the organization's current Year 2000 plan and the status of any Year 2000 initiatives Network Advisors will assess the compli Testing that: • The inventory of applications, utilities, APIs, etc., is complete and accurate and that the status of Year 2000 compliance is correct • The Year 2000 plans are complete, reasonable and achievable and are appropriately managed. • Electronic interfaces with suppliers are Year 2000 compliant • Documentation is adequate to enable the organization to assess, update and test all programs required to make the organization Year 2000 compliant • Manufacturers, vendors and other suppliers have certified their products as being Year 2000 compliant and records of such certification maintained • For Year 2000 certified products, the organization has conducted appropriate tests in their regular/usual processing environment, including communications • The use of'99' defaults has been appropriately addressed • The organization's policies, procedures and standards reflect Year 2000 requirements and are complied with • All current software and hardware license agreements specify Yeaz 2000 compliance and/or a Year 2000 compliance target date has been specified by the vendor/supplier • The organization has included sufficient training time for all Information Services Function employees to ensure they have the skills to support the organization's Year 2000 initiatives • Softwaze license agreements permit the organization to perform Year 2000 tests at sites other than the primary license location • The organization's Year 2000 initiatives include appropriate testing and validation, including a complete systems test, and that appropriate remote sites have been secured for simulating remote processing and communications environments, and the conduct of such a test • The plan encompasses devices in addition to the computer systems • The plan is likely to enable the organization to continue its regular business activities uninterrupted, after the Year 2000 Network Advisors will substantiate the risk of control objectives not being met by: Performing: • Bench mazking of Year 2000 plans, initiatives and current status against similar organizations or appropriate reasonableness criteria • A detailed review of the vazious Year 2000 initiatives, including an assessment of the estimated time, resources provided, skills available and the established budget • Reviews of vendor and supplier contracts to assess the degree of Year 2000 compliance • Reviews of the organization's Year 2000 tests to assess the compliance of individual systems to meet the organization's Year 2000 requirements • Reviews of Yeaz 2000 outsourced contracts and assess the contract terms and deliverables Identifying: • Unrealistic or over ambitious Yeaz 2000 plans and initiatives • Insufficient Yeaz 2000 funding, resource allocations, personnel and skills • Inadequate or inappropriate contracting in the area of Year 2000 requirements • Inadequate or inappropriate testing of the systems and application programs which have been modified to become Yeaz 2000 compliant • Inadequate or inappropriate contracting terms, conditions or timing for vendor supplied softwaze to be made Yeaz 2000 compliant • Inadequate or inappropriate testing of third party vendor software which has been 'vendor certified' as being Yeaz 2000 compliant _ i Advisors Setting New Standards in In#ormation Technology. References• Gibraltar Saving and Loan Felipe Camm, Operations Manager 220 Alhambra Circle, 5`h Floor Coral Gables, FL 33134 305-476-5544 Northern Trust Bank of Florida Megan Mehallis 1100 East Las Olas Blvd. Fort Lauderdale, FL 33301 954-527-0200 JFK Medical Center Marti Wright, Software Support Manager 130 JFK Circle Atlantis, FL 561-642-3994 Dana Trade Corporation Gary Bly 4268 Westroads Drive Riviera Beach, FL 33407 561-863-2102 Sterling Savings Bank Paul Feeny, MIS Director l 189 Hypoluxo Road Lantana, FL 34690 561-968-1000 First South Bank Shane Herring 10611 Deerwood Park Blvd Jacksonville, FL 32256 800-762-5671 Bank of Boston Janice Heitener, Operations Manager 95 South Federal Highway Boca Raton, FL 33432 561-447-2510 ~~~~~~® ~.: ~, ;~~ ~,t ~~ ~~, ~~ ~~ t~z ~~ - i- Phone: (561) 434-7745 Fax: (561)434-7748 http://www. gonai.com 1850 Forest Hill Blvd. Suite 102 West Palm Beach, FL 33406 Microsoft ••~ t~ 3 ~ i - M%C1'oSOft ~ ~ •~ Nov-3d-98 03:56P Network Advisors 1 561 434 7745 P-oZ ~ M ') W LL 1'' O~ ~ 7 ~I ~ ^I V m O r = Q a a+ n ~ ad LL o/~ V/ ~ ` 7 N S 0 0 ,~ ~ ~, Q ~"- Y 9 ,~ O =~~ H W ~ a r Z ~3~ Z i i ~~ ~~ ~ ~ LL ' ~N '~ i~. ,, ~'•a) 0 W p d ~-, E 'n I i a° -J ~ 10 N N N S ~ t O N N N M M N N F ; S O O O D O O 1 a0o S m aOD m 0Oy a00 V i H W N M W iA Vf ,_ a 7 N Y ~ ~ N N r ~ Y ~ 'a j N .~ c` d ~ ~ ' a v ~ ~ O ~ N ~ "gy m ... N { p ~"~ C N m p ~ ie in N d ~ h ~ ~ o 0 E ri ~ o co p N O ~1 d m Z U ~ m °~ ~ Q d u £ _ ~ ,~ ,~ ~ ° ~ ~ v u ~ ' M ~ o+ c . ,~ ed d c d rn ~ r ~ ~ C ~ O u d 'C C D ~ ~ ~ Z 2 U ~ U F= ~ c I $i o of o ~I ~ y N -~ ~ ~ 0 ~ ~ ~ ~ A f w ~ 0Y C 41 y O Q _ ~ I v E a d O o ~; a Ni .~. ~! fl' ~ ~; ~! :~ ~~ C ~ A iy LL O U r 'a o ~ ~ D ~ Qom: c v ~ ~~r ' '~ ! n ~ 7 i 1~4 N ,~ m n ~ ~ so ~~ I dr ;~i A N N ~ V d N p H y O m C Q I U d U N G U g Ca 0 I u r W N 0 1 ~ o Nov-30-98 03:56P Network Advisors 1 561 434 7745 P-03 ~~ .~ ~~~ Se-tfny New Standards in Information Technology. References: Gibraltar Saving and Loan Fefipe Camm, Operations Manager 220 Alhambra Circle, 5~' Floor Coral Gables, FL 33134 305-476-SS44 Northern Trust Bank of Florida Megan Mehallis t 100 East Las Olas Blvd. Fort Lauderdale, FL 33?U I 954-527-D2U0 Uana "Trade C;oiporation Gary Bly 4268 Westroads Drive Riviera Beach, FL 33407 561-863-2102 Sterling Savings Bank Paul Feeny, M!S Director I I89 Hypoluxo Road Lantana, FL 34690 561-968-1000' First South Bank Shane Herring 10611 Deerwood Park Blvd Jacksonville. FL 32256 800-762-5571 Bank of Boston Janice Heitener, Operations Manager 9S South Federal Highway Boca Raton, FL 33432 561-447-2510 N ovelt. N/ICf'IDS~~ PtartntarNeL ~ Phone: (361) 434-7745 Faz:(S61)434-7748 http://www.gonai.cont 1650 Forest Hill Blvd. Suite 102 West Palm Bea,:h, Fl. 3340E ~I/lC1'IOSO~ ,.~ !'iR, infrastructure projects have included Palm Beach County, Martin County, Massachusetts Turnpike Authority, and The US Senate projects. We have outlined our rate schedule as requested and included a ruff estimate of hours required. Although a site visit would have been helpful, with the Accounting System RFP not finalized, to many unknowns remain. We look forward to participating in this exciting project located in our own community. I believe Martin & Associates can provide The Village of Tequesta with the knowledge and know-how required for a successful installation and implementation of its Information Technology endeavors. Our desire to serve the Tequesta community is also reflected in our submitted rate schedule. Martin & Associates will honor our previously quoted rates as presented during the interview process (and attached). Please take the time to review the attached resumes and if you have any questions, please call anytime. Sincerely, David L. Martin President Cost Per Hour Approximate Hours Required Consulting (Items 1, 2, 3) ~~ ~j ~~l1~ Implementation & Configuration (Item 4) ~ ~ • , ~~~;z,-~,,~ --~ Training (Item 5) ~~~~ ,~ ~~ ~w S~Zo,e ~ ors' si7c - Technical Support (Item 6) ~~~ ~~ N/A Network & configure offices at 250 Tequesta Drive. ~~ ~ Iv~~Crw.~..~ Network & configure offices at 136 Bridge Road. ~ S v>v K-tVlJWo~ Connect 357 Tequesta Drive site with 250 Tequesta Drive site. r~ ~ S t},UD~iJ~ch~ Connect 136 Bridge Road site with 250 Tequesta Drive site. ' ~ 5 tJ ~ r ~' O~ ~ ~'` On-Site 281 US Highway One Tequesta, Florida 33469 ~ ~ D O ~ ~ ~ ~ (n ~ W T O I ~~ ~~ ~ ~ ~ N ~N I `^ ( ~ (A O ' I ~ O m i u c ~m i i in i 6 ~ ~ ~~ I, j i i I I ~ 3 ~ I ', I ~ I ~ i o ~ I ~ o ,~ ~ ~ ~,o IN ~ ~ ~ ~ u i d ~ i l Q I d I I$ j ~w im o ~ 3 ~ ~~ ~ 2 r I ! i; $ ~ ~ 4f I 2 c I i ~ ~ ~ im0 I Im ° iW "' ~ ~ 3 ~ i m v Ai ~ m 3 s O ~ ~ A ~ 3 2 c 0 = a ~ o ~ ~ A n WI o 2 ~ ~ < tN)~ $ m N 9 ~ ~ O .Z a a _ c 2 Z n c c n o ~ ~ m ~ d ~ A O g c 2 O of 0 c 2 rs ~ ~ _ ~ 3 A o m m ~ m N C a A ~ O O 2 0 p a c a x g p. o ~ a N N O ` ~ c ~ ~ s ^~ ~ g . O < s c O 2 J _ N f 7~ O ~ 7 m ~ A a m s ~ ' m v g n ~ o n n 2 0 p a c n 0 m C_ Si O `o i ~ i E ~ rr ~~ ,. a a ~~ ~~- ~ M E M O R A N D U M 4 ~; ~ , ~~ o ~~4CA COU t'; 4" To: Village Council From: Thomas G. Bradford, Village Manager Date: December 9, 1998 Subject: Agenda Item for Inclusion in Packets Attached is the Contractual Service Agreement to be attached to agenda item X-F, Resolution 10-98/99, as "Exhibit A". This item was awaiting approval from the Village Attorney before it could be included with your agenda packets. TGB\ecr WP80\MyFiles\VillageCouncil\Council 12-9-98-2 r EXHIBIT "A" CONTRACTUAL SERVICE AGREEMENT THIS AGREEMENT, made and entered into this day of December, 1998, by and between the Village of Tequesta, a municipal corporation under the laws of the State of Florida, (hereinafter called "Village") and Florida Software and Data Systems, Inc., a contractual computer consulting company in the State of Florida (hereinafter called "Florida Software"). W I T N E S S E T H: WHEREAS, the Village desires to obtain the services of a contractual computer consulting company on a part-time basis. WHEREAS, Florida Software is a contractual computer consulting company in the State of Florida. NOW THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. Contract• The Village does hereby engage Florida Software as a Contractual Computer Consulting Company. Florida Software is directly responsible for all the requirements as set forth in this agreement. 2. Term: The Village agrees to retain Florida Software and Florida Software agrees to be so retained as an independent contractor and not an agent or employee of the Village, on an as needed basis at the discretion of the Village Manager or his designee. The term will also be limited to and shall not exceed the funds allocated in the fiscal year budget. Florida Software explicitly recognizes that there is no guarantee of any minimum volume of work, based upon the agreement of the parties that all work assignments will be at the discretion of the Village Manager or his designee. 3. Termination• This agreement is subject to cancellation with or without cause by either party to this agreement upon thirty (30) days written notice; such notice shall be forwarded by registered mail to the last known address of the other party. 4. 5. 6. Contract Fee• Florida Software shall be paid at an hourly rate of $95.00 per hour. Florida Software must submit detailed invoices documenting the work performed and the time necessary to perform each task (shown in thirty minute intervals). All invoices will be reviewed and approved by the Village Manager or his designee before payment is made by the Village. Any objections to invoices shall be made within ten (10) days of receipt of the invoice. Payment of non-objected portions of invoices shall be paid within fourteen (14) calendar days of receipt of the invoice. Independent Contractor Relationship: Florida Software is an independent contractor which shall be fully responsible for the payment and maintenance of all insurance and applicable taxes as required by the legal obligations of an independent contractor. Florida Software does not accrue and is not entitled to any Village Employee Benefits including but not limited to Workers' Compensation, Unemployment Compensation, Retirement, Disability Leave, and any other leave with pay. Florida Software's only compensation for services performed under this agreement shall be the hourly wage specified herein. Duties and Responsibilities: (a) Florida Software agrees and certifies that all work completed under this agreement is the property of the Village. (b) Florida Software agrees to complete all work as reasonably required by the Village within the allotted schedule provided by the Village Manager or his designee and agreed to by Florida Software. (c) All types of information reviewed by Florida Software in the performance of this agreement are considered to be the property of the Village. Florida Software shall keep all property of the Village confidential and shall sign nondisclosure agreements if requested by the Village. ~. 8. 9. 10. 11. Insurance and Indemnification: Florida Software shall procure and maintain a Comprehensive General Liability Insurance Policy. The Village shall be listed as an additional insured for work performed under this agreement. Florida Software agrees to indemnify and hold harmless the Village and its representatives, from any and all claims and liabilities including attorney's fees and court costs, for which the Village can or may be held liable as a result of injury to persons or damage to property by reason of any acts or omissions of Florida Software arising out of or in connection with this agreement. Authority (a) Florida Software is not authorized to obligate the expenditure of Village funds. (b) Florida Software shall work under the general direction of the Village Manager or his designee and be responsible to same. (c) Florida Software shall not subcontract nor hire persons to aid in the consulting work without the prior written consent of the Village Manager or his designee. Interpretation and Binding Effect: Except as herein otherwise provided, this agreement shall inure to the benefit of and shall be binding upon the parties hereto, their personal representatives, successors, heirs, and assigns. Invalidity or Unenforceabilitv: Invalidity or unenforceability of any provision hereof shall in no way affect the validity or enforceability of any other provisions. Governing Law: This agreement shall be governed and construed in accordance with the laws of the State of Florida. 12. Entire Agreement: This agreement contains the entire understanding between the parties and may not be changed or modified except by an agreement in writing signed by the parties. Attest: By: Village Clerk Village Manager Florida Software and Data Systems, Inc. Witness Recommend Approval: By: Approved as to Legal Form and Sufficiency: John C. Randolph Village Attorney c:\WP80\MyFile\Agreement