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Home My WebLink AboutRes 06-58 Authorizing a Contract with STW, Inc.TOWN OF WESTLAKE RESOLUTION NO. 06-58 A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS, AUTHORIZING A CONTRACT WITH STW, INC. FOR SOFTWARE UPGRADES TO THE EXISTING FINANCIAL, PAYROLL, AND UTILITY BILLING SOFTWARE. WHEREAS, the Board of Aldermen finds that the current accounting system platform lacks the benefits and efficiencies of newer technologies; and WHEREAS, updated versions of STW software have been developed utilizing these newer technologies; and WHEREAS, the cost of this project has been included in the FY 2006/2007 adopted budget; and WHEREAS, the Board of Aldermen finds that upgrading the STW software programs promotes staff efficiency and provides enhancements for reporting and financial transparency, NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS: SECTION 1. All matters stated in the Recitals above are found to be true and correct and are incorporated herein by reference as if copied in their entirety. SECTION 2. The Board of Aldermen of the Town of Westlake, Texas, hereby approves the contract with STW, Inc., attached as Exhibit "A", to provide software upgrades to the existing financial, payroll, and utility billing software and further authorizes the Town Manager to execute the agreement on behalf of the Town of Westlake, Texas. PASSED AND APPROVED ON THIS I It" DAY OF DECEMBER 2006. ATTEST: �i .ger R. Awtry, Acting Town Secretary Scott Bradley, Mayor Trent O. Petty, Town ger EXHIBIT A SOFTWARE UPGRADE The parties to this agreement are STW, Inc. ("STV), a Texas Corporation and the Town of Westlake, Texas (`Customer"), a Texas municipality. This Agreement sets forth the terms and conditions under which STW will provide licensing, installation and support for the Browser Version of STW software, an upgrade of STW software. For and in consideration of the mutual undertakings herein set forth, the parties hereto agree as follows: 1. Exhibits attached hereto as Exhibit A -Cost Recap, Exhibit B -Existing Apps, Exhibit C -Server Software, Exhibit D-Sen•er Hardware, Exhibit E -Internet Server, Exhibit F -Internet Pmts Diagram, Exhibit G -Optional SW, Exhibit H -PC Requirements and Exhibit I -Notes are hereby made a part of this Agreement. 2. STW agrees to provide server specific software to make customers system capable of running STW's Browser Version upgrade of STW's application software, covered by the original contract and to license customer to use such software upgrade for as long as customer pays STW*s lease rates for such use. 3. STW has provided recommended hardware in Exhibit D and estimated conversion costs in Exhibit B in the document attached hereto. Customer agrees to provide hardware to meet the minimum recommendations. and to pay the actual conversion costs. 4. STW agrees to install the new version of the software: set up and configure the new server described in Exhibit D; install utility programs idatabase. PowerHouse. spooler. job control software): convert customer's data from the existing AS400 to a Windows =00; serer: pro% ide onsite training for applications, spooler and job control: and rework any of customer's custom programs to run on the brom-ser sof ware. 6. Customer agrees to pay STW for such services at the rates set forth in the Exhibits. 7. All other provisions of the original contract with Stw including the expiration date shall remain in full force and effect. AGREED TO BY: STW, INC. By: David Johnson, President Date: 4zo) To%%m of Westlake, Texas Authorized siguat6re Title` Date: l Z _0 & Basic Client Information Name of Client: Population is less than or equal to: Active Users: Network printers for spooler: J Town of Westlake 5000 0 10 Westlake_Stw_Upgrade_Exhibits. As 1 of 10 Client Town of Westlake Automation Proposal Cost Recap Jlc One Annual Time Lease/ Qty Purchase Support Stw Existing Application Software Same as previous annual lease/support amounts. Training $ 6,000.00 Data Conversion $ 5,800.00 1,048.00 Rework Custom Programs $ 400.00 Project Management (Days) 1 $ 840.00 Stw New Application Software Training Data Conversion Total Software & Services $ 13,040.00 $ - Estimated Total: 1 $ 24,571.59 1 $ 2,835.50 Other Items UB customer internet access and payments. $ 2,800.00 Optional Software $ 9,955.00 1,048.00 If Town implements UB Online Payment Module - Cash Receipts will have to be implemented. (Note) Travel costs are billed on an as incurred basis. * Cost shown are for the training hours shown. Additional training is available at Stw's normal hourly rates. ** Cost shown are for a normal conversion. Data conversion problems may require additional hours, at Stw's standard hourly rates. EXHIBIT A Westlake_Stw_Upgrade_Exhibits. As 2 of 10 Cost Recap Ic select ine txisting atw Application aortware ivioauies, Base Base Select Training Training i o migrate: Estimated Base Base Difficulty Level Custom / Pgm Conversion Conversion for Custom Conversion Base Applications Application Hours Cost Hours Cost Programs Cost General Ledger Budgetary Accounting 4 $ 400.00 6 $ 600.00 0 - Accounts Payable & Encumbrances 4 $ 400.00 6 $ 600.00 0 - Budget Preparation & Budget Control ❑ 8 $ 800.00 6 $ 600.00 0 - Payroll Processing / Benefit Management ❑ 8 $ 800.00 16 $ 1,600.00 0 - Utility Billing ❑ 24 $ 2,400.00 24 $ 2,400.00 1 400.00 Cash Receipts / Revenue Accounting ❑ 0 is - j 0 $ - 0 - Extended Applications Fixed Assets / Assets Tracking ❑ 0 $ - 0 14, 1 0 - Payroll Budgeting / Position Control ❑ 0 $ - 0 $ 0 - Miscellaneous Accounts Receivable ❑ 0 $ - 0 $ 0 - Purchase Management / Requisitions ❑ 0 $ - 0 $ 0 - Bid Management ❑ 0 $ - 0 $ 0 - Financial Report Distribution ❑ 0 $ - 0 $ 0 - Purchase Card Control & Distribution ❑ 0 $ - 0 $ 0 - Payroll Timesheets ❑ 0 $ - 0 $ 0 - Basic System Training, Spooler, Job Queue 12 $ 1,200.00 These applications are not going to be converted at this time. If Town implements UB Online Payment Module - Cash Receipts will have to be implemented. $ 6,000.00 $ 5,800.00 $ 400.00 0 * Cost shown are for the estimated hours shown. Additional hours may be required at Stw's normal hourly rates EXHIBIT B Westlake_Stw_Upgrade_Exhibits.xls 3 of 10 Existing Apps Required Server Software, Hardware, and Configuration Services Total: 1 $ 11,531.59 1 $ 2,835.50 D a DB2 uoa V8.2 O Ava�ahle Now t Sit' F Pick only what yoi piece of sOttwa- 0 �I 1 :1100 $rSf E OIS EXHIBIT C Westlake_Stw_Upgrad e_Exhibits. As 4 of 10 Server Software Estimated Annual Users/Devices Cost Support DB2 UDB Workgroup Server Edition (WSE): N/A $ 1,250.00 $ - Batch Job Server V2.1 5 $ 660.00 $ 715.00 Axiar Spooler for 10 network printers Windows Server Version $ 2,772.00 $ 500.50 PowerHouse 4GL Runtime or - users and 1 Developer 5 $ 4,879.60 $ 1,620.00 Dedicated Stw Dedicated VPN for Support 1 $ 369.99 $ - Stw server setup and configuration services (Hrs) 16 1 $ 1,600.001$ - Total: 1 $ 11,531.59 1 $ 2,835.50 D a DB2 uoa V8.2 O Ava�ahle Now t Sit' F Pick only what yoi piece of sOttwa- 0 �I 1 :1100 $rSf E OIS EXHIBIT C Westlake_Stw_Upgrad e_Exhibits. As 4 of 10 Server Software Stw does not sell hardware. The following are examples of server configurations for an estimated server cost. Select A Server: 1 1 Entry level system Option 0 No Server Option 1 Entry level system Option 2 Midsized System Option 3 1 Large System Quantity Description 2 4 4 1 1 1 1 1 1 1 1 Main Server - Entry Level System Intel Xeon 3GHZ 1 MB cache 800 MHZ FSB or higher GB of main memory 73GB 15K RPM Disk drives, for Raid 5 73GB 15K RPM Disk drive, scratch / system cache drive Raid5 disk controller for all drives except the scratch / cache drive. 72GB LTO tape drive with Veritas Server Backup Software. Windows Server 2003 Standard with 5 CALS CD-RW/DVD Rom Network card 10/100 single port, embedded NIC. Redundant power supply Redundant fan EXHIBIT D Westlake_Stw_Upgrade_Exhibits. As 5 of 10 Server Hardware Ic Customer Account Access & Internet Payments, Equipment recommendation: Quantity Description Main Server I — Rack mounted or deskside server 1 Intel Xeon 2GHZ 1MB cache 400 MHZ FSB or higher 1 GB of main memory 1 Onboard SATA Disk Controller 1 36GB l OK RPM Serial ATA Disk drives 1 3 6G l OK RPM Serial ATA Disk drive, scratch / system cache drive 1 Windows Server 2003 Standard with 5 CALS 1 17" Flat screen monitor. May not be required if using a KMV sharin2 device. I Standard keyboard & mouse. May not be required if using a KMV sharing device. 1 CD -Drive 2 Network cards 10/100 1 MonoWall internet appliance (Perimeter" F4 Fanless Firewall Featuring mOnOwall) or other Internet security appliance. Include Stw Services related to the configuration, setup, and end user training for Internet based customer Y information and end user training. $ 2,800.00 www.pcconnection.com/ProductDetail?sku=246686&SourcelD=k22350 A.'A www.logicsupply.com/product info.php/cPath/73/products id/433 . menAwan EXHIBIT E Westlake_Stw_Upgrade_Exhibits.xls 6 of 10 Internet—Server Firewall 4444444444�� HUB / Switch Stw Recommended Setup For Customer Account Access & Internet Payments Q Internet User 0 0 -- Crossover Cable___ o E Customer Access Finance Internet Payments Server m#1ffW2 l ___ ?rnet Secur Appliance EXHIBIT F Westlake_Stw_Upgrad e_Exhibits. As 7 of 10 Internet—Pmts—Diagram EXHIBIT G Optional Software and Related Implementation Services These items are optional products which Stw has build specific interfaces for. Quantity / Users Estimated Configuration Product Product & Implementation Annual Cost Services Support Impromptu Reporting Tool 2 $ 2,790.00 N/A eFormz software for checks or other forms. Quantity is per printer. 0 $ - $ - $ - Forms design and testing for AP & PR checks. N N/A $ - N/A Forms design and testing for Utility Billing related forms. Bills, late notices, etc. N N/A $ - N/A ACH software, required for payroll direct deposit or Utility Billing bank drafts. Y $ 425.00 $ 350.00 N/A Utility Billing setup and configuration for any standard Automated Meter Reading System, that Stw already has the interface developed. Y N/A $ 350.00 N/A Utility Billing inteface for 2Turniton.com, for online new connection service. This is for Stw implementation services only. N N/A $ - N/A Utility Billing interface and setup for Remit Plus payment interface. N N/A $ - N/A DTSearch tool for Stw report repository. N $ - $ - N/A PC based Positive Pay Software N $ - $ - $ - Vision Financial Reporting Tool. 2 $ 5,240.00 $ 800.00 $ 1,048.00 Total: $ 8,455.00 $ 1,500.00 $ 1,048.00 $ 9,955.00 Westlake_Stw_Upgrade_Exhibits. As 8 of 10 Optional—SW Minimum and Recommended PC Requirements: Os IE Processor Main Version Version Speed Memory Minimum Windows 2000 Pro 6 or higher 737MHZ 256MB Recommended XP Pro SP1 or SP2 6 or higher 1GHZ 512MB If you need to evaluate your existing PC's, you can download the Belarc advisor from the URL listed below: http://www.belarc.com/free_download.htmI EXHIBIT H Westlake_Stw_Upgrad e_Exhibits. As 9 of 10 PC Requirements Specific notes related to this proposal: Items specifically included: Items not included: EXHIBIT I 1 Implementation, training, and conversion for existing applications: G/L,A/P,B/P,P/R,U/B, 1 Hardware costs for recommended finance server. 2 2 No hardware costs for dedicated internet payment server. 3 Server specifications for: Entry level system server. 3 4 Impromptu reporting tool for 2 users with training 4 5 5 6 6 7 7 8 ACH based software for Payroll direct deposit, and Utility Billing ACH transations 8 9 Standard meter reading interface and setup for any standard system than Stw has interfaces developed for. 9 10 10 11 12 13 14 15 16 17 Stw customer information access and internet based payment software solution is included. 18 19 Vision Financial Reporting Tool Westlake_Stw_Upgrade_Exhibits.xls 10 of 10 Notes