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Memo ~ ~~
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To: Thomas G. Bradford, Village Manager
From: Stephen J. Allison, Chief of Police ~~
Connie Holloman, Finance Directo
Subject: Computer Software Purchase
Date: January 5, 1999
On November 8, 1998, the Village of Tequesta advertised in the Palm Beach Post requesting
proposals for the purchase of Municipal Information Systems. We received nine requests for our
thirty-seven (37) pages of specifications and three vendors returned completed responses. These
responses were reviewed by Village staff and our consultant, Florida Software and Data Systems.
After an extensive review, we are in agreement that HTE, Inc.'s CitySoft is able to provide the
best software solution for the Village. Although they do not represent the lowest software cost,
the hardware required for implementation of their software would be lower and more suited to
the long term needs of the Village. Amore detailed analysis of the software proposals by our
consultant is attached.
On behalf of the computer committee we are requesting that you receive authorization from the
Village Council to begin contract negotiations for the purchase of Municipal Information
Software not to exceed $70,000. The cost would include software and license fees, training,
conversion of data and project management. If we are unable to successfully negotiate a contract
with HTE, Inc., we would begin negotiations with Micro Arizala Systems, Inc. for the purchase
of FundBalance32, our second choice. Payment for this contract will be through a seven year
lease purchase program. The FY98/99 water fund budget includes an allocation of $24,000 for
the first year lease purchase payment.
Approval of the contract award and lease purchase agreement for software will be requested at
the February 1999 council meeting. Approval for hardware purchases and financing will be
requested at the March 1999 council meeting. Estimated completion of installation and
implementation of the computer hardware and software is July 1999.
Supporting documentation attached.
e
12/31/98
T0: Connie Holloman - Village of Tequesta
FR: Geoff Bleau - Florida Software & Data Systems ~~ ~~
RE: Recommendation on Proposals
Evaluations of the bids from HTE CitySoft, FundBalance32 and Incode were based on the
following criteria:
1) Ability of package to perform needed functions as specified in the RFP.
2) Quality and availability of on-site training.
3) Ongoing support, depth of support and local User Groups.
4) Year 2000 Compliance.
5) Ability to function easily over a WAN ( Wide Area Network )
6) Scalability.
7) Modern GUI interface.
8) Modern programming interface/techniques.
Following are brief descriptions of the evaluations of the 3 proposals.
Incode:
This product was eliminated almost immediately. The company was recently purchased by
a larger firm and is in the process of completely re-vamping their product line.
Software products purchased from them in the near future would be replaced over the
following 12 months with completely new products. This would place an un-warranted
burden on the staff due to steep learning curves and the need for extensive re-
training. Also - the current product is a non-GUI, DOS based application - which
would not integrate effectively with the planned network arrangement.
FundBalance32:
Initially, this product was a strong contender. But, upon deeper analysis, was found
lacking in some key areas.
A) Current applications are a mix of 32 bit and DOS based programs. The DOS
based programs will be replaced over the next 12 months with 32 bit
versions. This will result in significant time and expense to the Village
due to re-training.
B) Because some of the current applications are DOS based, implementation of a
WAN would be more expensive. .Also, the type of WAN architecture needed would
require significantly more system administration - both hardware and
software.
C) There are very few installations of this product in our geographic area.
This precludes easy access to a local users group and the subsequent
benefits of that type of interaction.
D) Their competitive pricing was based on a 4-user license for the major
modules. Adding more concurrent users would add significantly to the initial
purchase price and the annual maintenance fees.
Page 2 of 2
HTE CitySoft:
This is the recommended proposal. Following is a short discussion of the CitySoft
product as it relates to the evaluation criteria.
1) Abilit of acka a to rform needed functions ass cified in the RFP.
CitySoft applications met approximately 98~ of the requirements of the RFP. None
of the requirements that are not included would impede the implementation of the
software in our operation.
2) Quality and availability` of on-site training.
CitySoft headquarters and staff are located in Lake Mary; FL. Travel by their
staff or our staff for training sessions would not require expensive airfare.
Also, intensive training can be conducted at their headquarters - eliminating the
need to disrupt our normal operations.
3) On oin su ort, de th of su ort and local User Grou s.
CitySoft is part of HTE, which also markets more expensive applications for larger
municipalities. Their depth of experience and training expertise is superb. They
also have a large user base in Florida - which lends itself well to the
establishment of local User Groups.
Q) Year 2000 C liance.
CitySoft is fully certified to be Year 2000 compliant.
5) Abilit to function Basil over a WAN ( Wide Area Network ).
CitySoft uses SQL and TCP/IP protocols, which are easily implemented over both
LANs and WANs. TCP/IP is a standard Internet protocol, which means that this
product would be easily scalable for WEB based access.
6) Scalability.
CitySoft applications come with an unlimited user license. The base GUI license
allows for 15 concurrent users, with additional users being serviced with a 'blue-
screen' interface. Additional GUI licenses may be purchased. Because CitySoft is a
true client/server application - it scales well to large numbers of concurrent
users.
7) Modern GUI interface.
All CitySoft applications use the same GUI interface. Training and usage is
therefore simplified.
8) Modern programaaing interface/techniques.
Data resides on a standard IBM DB2 database on the server. Access is through
client SQL ( an industry standard ).
NOTES: Because the CitySoft proposal includes hardware that will be provided by them,
it is suggested that negotiations be conducted on the entire package.
Geoff Bleau
Sr.~Engineer
y
12/29/98
Preliminary Comparison - CitySoft -vs- FundBalance32
CitySoft
Software ~ License Fees $ 32,835
Training $ 24,538
Annual Support $ 6,10.0
Total $ 63,473
Total Training Days 44
NOTES:
1) Protocol is TCPIP - routable over WAN
2) Training appears more complete
3) One day onsite training sessions would not require airfare
4) Adequate number of concurrent user licenses
FundBalance32
Software & License Fees $ 33,150
Training $ 10,500
Annual Support $ 6,630
Total $ 50,280
Total Training Days 15
NOTES:
1) Protocols are not routable. Would require Citrix Winframe or Metaframe software
and server to service a WAN ( 8,000 - 10,000 )
2) Onsite training costs would be greater - mostly airline fees.
3) Extra training would be required as DOS based apps are replaced.
4) Village would be receiving Release One of new versions.
5) Half of shipping applications are DOS based.
Mailing List for RFP
Tresun Corporation
9050 Pines Blvd ,Suite 270
Pembroke Pines, FL 33024
Attn: Laura Walker
INCODE
Interactive Computer Designs, Inc
6102 Chicago Avenue
Lubbock, TX 79424
BBL
185 NW Spanish River Blvd, Suite 110
Boca Raton, FL 33431
Attn: Ms S. Hoover 561-750-3733
American Fundware
Axiom Consulting Group
12811 Kenwood Lane, Suite 207
Ft Myers, FL 33907
HTE
1000 Business Center Drive
Lake Mary, FL 32746
Attn: Stacey Austin
Martin & Associates, Inc
P O Box 1270
Jensen Beach, FL 34958-1270
FundBalance -Micro Arizala Systems, Inc
2805 S Industrial, Suite 200
P O Box 1987
Ann Arbor Michigan 48106
Attn: Barbara Craig
Greentree Applied Systems, Inc.
1557 Prosperous Place, Suite lA
Lexington, Kentucky 40509
Continental Computer
P O Box 232
Jonesboro, AR 72401
Attn: Ed Wiseman
X111
'~ ~ FORM 8B MEMORANDUM OF VOTING CONFLICT FOR
COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS
LAST NAME-FIRST NAME-MIDDLE NAME NAME OF BOARR COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE
Holloman, Connie Village of Tequesta, ~~aanceCl)iru~e°rrCommitt
MAILING ADDRESS THE BOARD, COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE ON
4886 SAN Bimini Circle S. WHICH I SERVE IS A UNIT Of: _
CITY
Palm City
DATE ON N'HICH VOTE OC'C'URRED
_ January 14. 1999
' ~ CITY XX COUNTY OTHER LOCAL AGENCY
COUNTY
Martin NAME OF POLITICAL SUBDIVISION:
MY POSITION IS:
ELECTIVE APPOINTIVE XX
WHO MUST FILE FORM SB
This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board,
council, commission, authority, or committee. It applies equally to members of advisory and non-advisory bodies who are presented
with a voting conflict of interest under Section 112.3143, Florida Statutes. The requirements of this law are mandatory; although
the use of this particular form is not required by law, you are encouraged to use it in making the disclosure required by law.
Your responsibilities under the lav-° when faced with a measure in which you have a conflict of interest will vary greatly depending
on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form
before completing the reverse side and filing the form.
INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES
ELECTED OFFICERS:
A person holding elective county, municipal, or ocher local public office MUST ABSTAIN from voting on a measure which inures
to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the special
gain of a principal (other than a government agency) by whom he is retained.
In either case, you should disclose the conflict:
PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on
which you are abstaining from voting; and
WITHIN 15 DAYS AFi'ER THE VOTE OCCURS by completing and filing this form with the person responsible for recording
the minutes of the meeting, who should incorporate the form in the minutes.
APPOINTED OFFICERS:
A person holding appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which
inures to his special private gain. Each local officer also is prohibited from knowingly voting on a measure which inures to the
special gain of a principal (other than a government agency) by whom he is retained.
A person holding an appointive local office otherwise may participate in a matter in which he has a conflict of interest, but must
disclose the nature of the conflict before making any attempt to influence the decision by oral or written communication, whether
made by the officer or at his direction.
IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH
THE VOTE WILL BE TAKEN:
• You should complete and file this form (before making any attempt to influence the decision) with the person responsible for
recording the minutes of the meeting, who will incorporate the form in the minutes.
• A copy of the form should be provided immediately to the other members of the agency.
• The form should be read publicly at the meeting prior to consideration of the matter in which you have a conflict of interest.
I h-t\I 8B 10.x,
PAGE 1
IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION OR VOTE AT THE MEETING:
• You should disclose orally the nature of your conflict in the measure before participating.
• You should complete the form and file it within 15 days after the vote occurs with the person responsible for recording the minutes
of the meeting, who should incorporate the form in the minutes.
DISCLOSURE OF STATE OFFICER'S INTEREST
1,
Connie )-iolloman
hereby disclose that on January 14
(a) A measure came or will come before my agency which (check one)
~ inured to my special private gain; or
19 99
inured to the special gain of
(b) The measure before my agency and the nature of my interest in the measure is as follows:
by whom [ am retained.
Recorrnnendation to the Village Council to authorize contract negotiations with I-1TE, Inc.
to purchase computer software. My husband .and I personally own 100 shares of common
stock of said company.
January 4, 1999
Date Filed
Signature
NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317 (1985), A FAILURE TO MAKE ANY REQUIRED
DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING:
IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN
SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED x5,000.
'E FORM 8B =CIO-ti6
PAGE 2