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Home My WebLink AboutAgenda Report - October 1, 1997 (52)CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Approve Purchase of JD Edward's Financial Software ($400,000) MEETING DATE: October 1, 1997 PREPARED BY: Finance Director RECOMMENDED ACTION: City Council approve purchase of Financial Software from JD Edward's and appropriate funding for the software, training and implementation costs. BACKGROUND INFORMATION: On July 16, 1997 Council authorized staff to evaluate and select vendors for 'mission critical' application software that was Year 2000 compliant. Mission critical applications include: General Ledger, Payroll/Human Resources, Accounts Payable, and Budget. The Utility Billing application is on hold pending the conclusion of the R.W. Beck study for NCPA/SCPPA. Staff performed a search for vendors who met the following criteria: Fund Accounting - General Ledger System must be capable of Fund Accounting Full Suite - Vendor must have a suite of Financial Applications that are applicable to the City Fuiiy, hAegratcd - Applications must be fully integrated so that activity updates all associated databases California Representation - Vendor must be well represented in California for support and training GUI Interface - Software must come with a Graphical User Interface to accommodate modern day standards Adaptability - Software must readily adapt to changing requirements Staff went through an extensive Vendor search using the above criteria. As indicated on Attachment A, nineteen vendors responded. Multiple vendors were eliminated from consideration based upon the inability to handle Fund Accounting. All but` three of the other Vendors had incomplete product suites, or lacked in other areas such as integration, or California representation. HTE, New World Systems and JD Edward's were invited for product demonstrations. Attachment B_ details the Financial software suite of products and price quotes for these three vendors. JD Edward's emerged from this process as the top vendor. They offer a fully integrated suite of products and are known for on-time and on -budget implementations, flexibility, technology independence, structured methodology, and professionalism. Staff recommends purchasing the JD Edward's application product suite as detailed in Attachment B. FUNDING: Software : $200,000 Training & Implementation: $200,000 u Electric Utility ($240,000), Water Utility ($80,000), Sewer Utility ($80,000) .f) H . UQGfuL 1w,_ Stan Helmle icky NtAthie, Finance Dire r Management Information Systems Manager Prepared by Roy Todd, Data Processing Manager APPROVED:�-�` H. Dixon Flynn — Citi Manager Financial b,,Aware Vendors Company Name Phone Web Address Contact Date Comments HTE, Inc. (800) 727-8088 www.hteing.com Demo scheduled for Sept 11th. J.D. Edwards (800) 727-5333 jdedwards.com 7117797 Waiting for return tali (303) 334-7254 Scott Weide 7/21/97 Out of office until 07/23/97 - Left message (303) 334-2583 Camilla Gartland 7/25797 She refered me to Bridgid Roderick - Left message to call me (303) 334-4640 Bridgid Roderick (303) 334-7254 Scott Weide 7/25/97 Returned call. GL,PA,PUR,HR,PR + 10 user license = 177,500. (303) 334-7254 Scott Weide 7/25/97 Install = 250,000. This can be reduced by using staff to do much of _ the work. Maint 24/7 = 9,600. Sam to bpm 5 days = 8,000. 10 more users = 63,000. This price can be lowered if more than 50 Meeting scheduled for Aug 5th at 11:00am Lawson (800) 477-1357 lawson.com 7117!97 Talked to Marketing Rep. He will double check for Fund Accounting No supported fund accounting New World Systems (810) 269-1000 (415) 991-5160 Sandy Messerli 7/21197 Waiting for return call. Should be Weds. 7/23/97 Sandy Messerli 7/25/97 Meeting 07/28/97 - Demo 09/04/97 NGS (800) 824-1220 ngsi.com Mat Moore 7/15/97 Waiting for return call " 7/17/97 Waiting for return call AR/AP/HR/PR/GL only. Green screen only until June 98 Accountmate (800) 877-8896 www.accountmate.com Helen #443 7/15/97 No Fund Accounting until Oct 97 Advantage Systems (810) 588-3480 No fund accounting Automation Counselors, Inc. (800) 966-6725 Sue Benitez Full Package for City. Short on GL account # Cameo Software Solutions (310) 798-5471 Did not meet most of our specifications Cascade Software Systems (541) 343-9160 Did not meet most of our specifications Data Systems Management (601) 329-1222 No fund Accounting ETA Data Direct (334) 749-3656 Did not meet most of our specifications Government Systems (610) 964-8400 Located only on east coast Integral (510) 939-3900 They are only PR & HR. They sold their Financials to Ivis Peoplesoft (888) 773-8277 Unix United Systems Tech (800) 456-8784 unitedsystech.com Susan Williams No Fund Accounting Daprex (203) 324-2474 7/21797 Emailed request for information - never received Harris Data (800) 225-0585 No Fund Accounting Infinium Software (800) 725-7668 infinium.com No Fund Accounting Page 1 HTE License Main( JDEdwards License Maint (One Time) (Annual) (One Time) (Annual) Extended Reporting $14,500.00 $1,950.00 Foundation Suite $ 19,500.00 (CASE/Tool Kit, Financial Analysis Spreadsheet, Worldvision GUI) Government Management $37,000.00 $5,250.00 Financial Bundle $ 16,500.00 & Budgetary Accounting (General Ledger, Modeling/Budget, Accounts Payable (w/GMBA) Accounts Receivable and Payable Fixed Assets, Cash Accounting, Time Accounting) Accounts Receivable $17,000.00 $2,250.00 Asset Management $14,500.00 $1,900.00 Payroll/Personnel $27,000.00 $4,500.00 Payroll Bundle/Time Accounting $ 31,000.00 Applicant Tracking $14,500.00 $1,900.00 Human Resources $ 31,000.00 Purchasing/Inventory $27,000.00 $3,750.00 Logistics Bundle $ 16,500.00 Fleet Management $32,000.00 $4,500.00 (Inventory Mgmt, Procurement, Work Orders/Facility Manageme $37,000.00 $5,250.00 Sales Order Mgmt, Adv Warehouse Management, Forecasting, Adv Pricing, Requirements Planning, Ent Facility Planning, Job Costing, Basic Equip Mgmt, Bulk Stock Mgmt, Work Orders, Service Billing, Quality Mgmt) GUI (10 users @ $400 peruser $4,000.00 User License (10 @$6,300 per) $ 63,000.00 Maint (10 users @ $150 peruser) $1,500.00 Maintenance (10 users @ $800 ea) $ 8,000.00 $224,500.00 $32,750.00 $177,500.00 $ 8,000.00 New World Systems® Standard Application Software: New World Software Training and Support Services: TOTAL: Progress Software (for GUI) $372,000 SIU NOTE: New World's cost is based on all of the proposed products and services being obtained from \ew World. Should significant portions of the products or services be deleted, New World reserves the right to adjust its prices accordingly. [F:\BDISKS\CALLFOR..N.IA`LODI.CA\PROPOSAL..ISUhMARYM-fl August 7, 1997 rTota! Cost Summary A'; .,, 11j New World Systems® - _. RESOLUTION NO. 97-157 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE PURCHASE OF FINANCIAL SOFTWARE FROM JD EDWARD'S AND APPROPRIATE FUNDS TO COVER THIS PROJECT WHEREAS, Lodi Municipal Code, Section 3.20.070, authorizes dispensing with bids for purchases of supplies, services or equipment when it is in the best interests of the City to do so; and WHEREAS, on July 16, 1997 the City Council authorized staff to evaluate and select vendors for "mission critical' application software that was Year 2000 compliant; and WHEREAS, Mission Critical applications include general ledger, payroll/human resources, accounts payable and budget; and WHEREAS, staff performed a search for vendors who met the following criteria: fund accounting, full suite, fully integrated, California representation, GUI Interface and adaptability; and WHEREAS, staff recommends purchasing the JD Edward's application product suite as detailed in Exhibit A attached. NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council hereby approves the purchase of Financial Software from JD Edward's; and BE IT FURTHER RESOLVED, that $200,000 for software and $200,000 for Training and Implementation be appropriated as follows to cover this project: Electric Utility $240,000 Water Utility $ 80,000 Sewer Utility $ 80,000 Dated: October 1, 1997 I hereby certify that Resolution No. 97-157 was passed and adopted by the City Council of the City of Lodi in a regular meeting held October 1, 1997, by the following vote: AYES: COUNCIL MEMBERS — NOES: COUNCIL MEMBERS - ABSENT: COUNCIL MEMBERS - ABSTAIN: COUNCIL MEMBERS - ALICE M. REIMCHE City Clerk 97-157 HTE License Maint JDEdw3rds License Maint $1,900.00 (One Time) (Annan $4,500.00 (One Time) (Annual) Extended Reporting $14,500.00 $1,950.00 Foundation Suite $ 19,500.00 Fleet Management $32,000.00 $4,500.00 (CASE/Tool Kit, Financial Analysis $37,000.00 $5,250.00 Spreadsheet, Woridvision GUI) Government Management $37,000.00 $5,250.00 Financial Bundle $ 16,500.00 & Budgetary Accounting (General Ledger, Modeling/Budget, Accounts Payable (w/GMBA) Accounts Receivable and Payable Fixed Assets, Cash Accounting, Time Accounting) Accounts Receivable $17,000.00 $2,250.00 Asset Management $14,500.00 $1,900.00 Payroll/Personnel $27,000.00 $4,500.00 Applicant Tracking $14,500.00 $1,900.00 Purchasing/Inventory $27,000.00 $3,750.00 Fleet Management $32,000.00 $4,500.00 Work Qrders/Facility Manageme $37,000.00 $5,250.00 GUI (10 users @ $400 peruser $4,000.00 Maint (10 users @ $150 per user) $1,500.00 $224,500.00 $32,750.00 Payroll Bundle/Time Accounting Human Resources Logistics Bundle (inventory Mgmt, Procurement, Sales Order Mgmt, Adv Warehouse Management, Forecasting, Adv Pricing, Requirements Planning, Ent Facility Planning, Job Costing, Basic Equip Mgmt, Bulk Stock Mgmt, Work Orders, Service Billing, Quality Mgmt) User License (10 @$6,300 per) Maintenance (10 users @ $800 ea) $ 31,000.00 $ 31,000.00 $ 16,500.00 $ 63,000.00 $ 8,000.00 $177,500.00 $ 8,000.00