HomeMy WebLinkAboutContracts & Agreements_63-2000_CCv0001.pdf SOFTWARE NCE AND IMPLEMENTATION A E ENT
BETWEEN
ADVANCED UTILITY SYSTEMS CORPORATION
-and—
THE CITY OF REDLANDS
Advanced Utility Systems Corporation
2235 Sheppard vnue East,Suite 1702
Toronto,OntarioN,12J 585
'
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TABLE OF CONTENTS
Page No.
ArticleI ~,_~.._^..°..~ ......................................................
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1.2 Time of the ....................... ....... ...... ...... ............. ,---................ ^-~...3
1.3Currency.... ...~.....................~................ ....---.... ......................................~ .........3
1.4 ...........................................°~~-~-~~^~^°~~^^^-^ .........^^........ -°^~~~-~^~ 3
1.5 ]Plurals and Gender`~~'^-^--=`~----~``,~~"^~^~-`^~`-~^-^`^'-^----~~^',^^^^~^..--'~^~'^`'~~'3
1.6 Schedules .........................................._-'~...~.~~^.~,~.-~.-^,.~.^=-,,_~-~°~..~,~-~.~^°.'^.^3
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Article 11 Sm�Fm��*�Ru�' Iv~Erwm~vazx..`^.. __ _ _ _
^,." .~...°~-....~~~..~. .^~~°~ _^°.~, ~,~^,~,.~~,~~..°..4
2.1 Grant..'ofLicenses ...^^~~_,"°_'^-.......... ^-^~'^~^-^-^^~.^.-^_,^,~..................-`'`^~^~-~~^'^" 4
2.2 'Term ofLicenses.,................._^.... ..................................................................^`...-�4
7.3 Restrictions on Use.............^_e---`~~^^-^-'-'°^~^-~~-........-`^--......... -^^^--^^ .........4
2ADerivation, Modification and Copyright................................ °_-^~~'-'^^`--~-',~~_`.4
2.5� ....... .......---._~`_._,~~~^-..........~ ............4
16 Ownership of Software- and ......................---...4
2.7 Escrow...=-~~^~^^ ........_-,,^__-"^^^-`~-^^~^~~-~~~*`~`_~-^^_-^-__~_^--'~-^^-^~-'^~ ....`~5
- _,~~ Corrections...... .--..--~-_.-^-_..__--_'-_.--_._-_--._-_-_-.~____---.-,-=_
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Page No.
ArticleV111 GENERAL...................................................................................1
8,1 forceMajeure....w.... ................. ... ...°.a.� ... .... ......---....... .
.1
;.2 Confi entia ity........ .n.... . ............ ....::....... ................. ............... .........,.
' Term ination..,. .a...... ............. ... ........ .°,. ...,,.. ........,..
.4 Procedure on Tenn nation, <........ ..... . ..... ........ ..................... .............15
,5 Dispute Resolution-- ........., ..:,... ............. ... ......... ....... ............. —.. ....,..........15
.o Accounts and Records...... ....... .................. ..,........ .. .,............,.. ...... ....
8,7 Addresses for Notice....—. ................. ....................... ....... .................. ..........
,8.8 Assignment —...... .... ........ ...._........... .. ........
8.9 Insurance and orkcr's Compensation... ..... ...........,....... .....x.........,. - .. ... :.......18
8,10 Venue......... . ...........................:I..... ...., .. ......... ..,
5.11 Binding Agreement andEnurement.........'.. .. ... ........ .. ...... ............1 8
S,;1 Entire Agreement. .............................::. ...... ... ........ ..............-
18
8 13 Governing Law ...---..... ........ ................ .. .... ........... ,,.,... .....,,
1
8:14 Invalidity...I........—....... ............ ......................— .............,.............,... .....
18
8.15 ......... ........ ......
Varier ,:.>.. ........ .......... .......>,,,.,,............................,..:,. ,,....
19
16 Counterparts.......... .....................— .. ......... :......... . ..... .. ... ........ ......
1
8.17 Further Assurances............... ..........-- ......... ...—.............. ........ ....... .....—?_0
Schedule"A"T Detailed Description of Software
Schedule"Al"- Response to Request for Proposal
Schedule "B" - Implementation Process Checklist and Timetable
Schedule "Bl" - Statement of Work
Schedule "C"`- Support Agreement
Schedule "D"- Fee Structure and Payment Schedule
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SOFTWARE LICENCE AND IMPLEMENTATION AGREEMENT
THIS AGREEMENT TENT made as of the 21 st day of June 2000.
BETWEEN:
ADVANCED UTILITY SYSTEMS CORPORATION
("Consultant„
- and
THE CITE'OF I2E LANDS
("Organization")
RECITALS
I. The Consultant owns the Software(as defined below);
2e The Organization wishes to (a) acquire a license to utilize the Software, and (b) retain the
Consultant to perform the Services (as defined below); and
3. The Consultant wishes to (a) grant the Organization a license to utilize the Software, and
(b) provide the Services to the Organization, all upon the terms and conditions set out in
this Agreement.
NOW THEREFORE, in consideration of the mutual covenants set out in this
Agreement and for other good and valuable consideration (the receipt and sufficiency of which is
hereby acknowledged), the parties agree as follows::
ARTICLE I
INTERPRETATION
1.1 Definitions
Throughout this Agreement, except as othenvise expressly provided the
fallowing words and expressions shall have the following meanings:
(a) "Agreement", "thisAgreement", "the Agreement", "hereof, "herein",
Ile�-etn
l`hereto", "hereby", "hereunder" and similar expressions mean this Software,
Licence and Implementation Agreement, including all of its Schedules and all
instruments supplementing, amending or confirming this Agreement. All
references to "Articles" or "Sections" mean and refer to the specified Article, or
Section of this Agreement.
(b) "Completion of Services" means that all conversion, installation, configuration,
training, testing and other implementation procedures as described in the
implementation process checklist and timetable attached hereto as Schedule"B"
and Schedule "131" have been successfully completed and the Software is fully
operational and performing in conformity with the specifications set out herein.
For purposes of this Agreement, Completion of Services will be deemed to have
occurred on the date which the Organization commences using the Software as its
predominate billing system.
(c) "Designated Staff Members" means those staff members of the Organization
designated by the Organization in Schedule "B" and Schedule "Bl" as
"Designated StaffMembers" for the purposes of this Agreement.
(d) "Project Manager"has the meaning set out in Section 3.3(c) hereof
(e) "Required Programs" has the meaning set out in Section 33(b) hereof
(f) "Services"has the meaning set out in Section 3.1 hereof
(g) "Server Licence" means the non-exclusive license granted to the Organization-
pursuant
rganizationpursuant to Section 2.1(a)hereof,, to configure and install the Software on the
Organization's server computers to enable Users to access and use the Software
pursuant to User Licences.
(h) "Software" means the utility billing and customer service computer soffivare
programs owned and developed by the Consultant, in, machine readable, object
code form, collectively called CIS2000, together with the media and other related
materials, all as more particularly described in Schedule "A" and Schedule "A I"
attached hereto.
(i) "Support Agreement"has the meaning set out in Section 3.4 hereof
"User" means each individual granted access to the Software pursuant to a User
License.
(k) "User Licence" means each license gyanted pursuant to Section 2.1(b) of this
agreement, to allow an it to access the Software within the
Organization's computer network.
(1) "Warranty Period"' means a period of three months from the date of Completion
of Services, during which time the Consultant shall correct any errors or
malfunctions reported to the Consultant by the Organization in accordance with
Section 4.2 of this Agreement,
(m) "Modification" or "Software Change" means a change to the source code of the
software that results in the addition of a feature or enhanced functionality or the
correction of existing source code to improve the operation of the software.
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(n) "Change Order" means that The Organization and Consultant may, from time to
time, agree in writing upon Change Orders to change particular aspects of the Statement
of Work. With respect to proposed Change Orders that do not materially impact the
scope of either party's work effort required under this Agreement, the parties will
cooperate in good faith to agree upon such Change Orders and will not unreasonably
withhold approval of such Change Orders that are proposed by the other party. If either
party causes or requests a change that materially impacts the scope of the parties' work
effort required under this Agreement, such as changes in the allocation of Organization
and Consultant's resources applied to a task, changes in completion schedules for
individual tasks or for overall implementation, and changes in staffing that require a party
to provide additional work hours, the other party may propose a Change Order to cover
the additional work effort required of it. Approval of such a Change Order will not be
unreasonably withheld, and any disputes regarding Change Orders shall be handled
pursuant to applicable dispute resolution section contained herein.
1.2 Time of the Essence
Time shall be of the essence in and of this Agreement and every part hereof. Any
extension, waiver or variation of any provision of this Agreement shall not be deemed to affect
this provision and there shall be no implied waiver of this provision,
1.3 Currency
Unless otherwise specified, all references to amounts of money in this Agreement
refer to U.S. currency,
1.4 Headings
The descriptive headings preceding Articles and Sections of this Agreement are
inserted solely for convenience of reference and are not intended as complete or accurate
descriptions of the content of such Articles or Sections. The division of this Agreement into
Articles and Sections shall not affect the interpretation of this Agreement.
1.5 Plurals and Gender
The use of words in the singular or plural, or referring to a particular gender, shall
not limit the scope or exclude the application of any provision of this Agreement to such persons
or circumstances as the context otherwise permits.
1.6 Schedules
The Schedules described below and appended to this Agreement shall be deerned
to be integral parts of this Agreement.
Schedule "A" Detailed Description of Soft�varc
Schedule "A I Response to Request for Proposals
Schedule"B" Implementation Process Checklist and Timetable
Schedule "B I"- Statement of Work
Schedule "C" - Support Agreement
Schedule "13" - Fee Structure and Payment Schedule
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ARTICLE l
SOFTWARE LICENCES
.1 Grant of Licenses
Subject to the terms and conditions of this Agreement., the Consultant hereby
grants to the Organization.
(a) A non-exclusive Saxer Licence; and
(b) 18 non-exclusive User Licenses to allow no more than 18 concurrent Users in the
Organization to utilize the Software within the Organization's computer network.
2.2 Term of Licenses
The licenses granted herein commence on the date of this Agreement and are of
indefinite duration unless terminated pursuant to the terms hereof.
2.3 Restrictions on Use
The licenses granted hereunder are restricted to use by the Organization to
perform the basic functions ofbilling and customer service Organization,which functions are
more particularly set out in the chart constituting part of Schedule"A"and Schedule`'Al
.4 Derivation,Modification and Copyright
( ) The Organization agrees that it will not attempt to derive, or permit or help others
to derive the source code relating to the Software or attempt to otherwise convert`
or alter the Software into human readable code. The Organization further agrees
that it will not attempt to duplicate, or permit or help others to duplicate, the
source code relating to the Software.
(b) The Organization agrees that it will not copy or otherwise reproduce the Software
and that any additional copies as are reasonably necessary for the use of the
Software shall be prodded to the Organization through the issuance of additional
User Licenses at the Consultant's then current charges, except that any additional
User Licenses rewired by the Organization within 90 days of ,signing this
Agreernent shall be issued to the Organization in exchange for the [user License
fee specified in Schedule"D" to this Agreement.
`. acceptance of Software
The Organization shall promptly test the Sofvare upon delivery and shall accept
such Software if it conforms to the specifications set forth in the description of the Software set
out in Schedule".A" and Schedule "Al "and attached. The Organization shall be deemed to have
accepted such.. Software if the Organization does not give a written statement of errors or
malfunctions to the Consultant within the Warranty period.
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2.6 Ownership of Software and Confidential Information;
(a) The Organization, acknowledges that the Softieare contains proprietary and
confidential information of the Consultant'which shall, at all tines, remain the
property of the Consultant. Through the grant of licenses pursuant to Section z.1,
the Organization is only entitled to use of the Software in accordance with the
terms of this Agreement
(b) The Organization will ensure that the Universal Copyright Convention symbol
and other copyright and proprietary notices of the Consultant will remain on the
Software in machine-readable form. The Organization will tape the same care to
safeguard the Software as it tabes to safeguard its own confidential information
and such care shall,not be any less than would be;taken by a reasonable person to
safeguard its own confidential information:
( ) No third party, ether than duly authorized agents or employees of the Organization
authorized pursuant to the User Licenses issued hereunder, shall have access to or
use of the Software.
(d) In order to assist the Consultant with the protection of its proprietary rights with
respect to the Software and to enable the Consultant to ensure that the
Organization is complying with its obligations with respect to the proprietary
nature and confidentiality of the Software, the Organization shall permit the
Consultant upon no less than ten (lid) business days' notice to the Organization,,
to visit during normal business hours any premises at which the Software is used
and shall provide the Consultant with access to such Software. In exercising its
rights under this 2.6 (d), the Consultant must act reasonably and not unduly
interfere with the business of the Organization.
2.7 Escrow
(a) The Consultant shall keep a copy of the source code for the Software (the
":Source") with a third-party escrow service provider selected by the Consultant
from time to time (the "Escrow Agent"). As of the date of this Agreement, the
Escrow Agent is Lincoln parry and Associates.
(b) The Consultant hereby grants the Organization a contingent licence, subject to the
conditions of Sections .7(c) and 2.7(d)hetero, to use the copy of the ,Source
maintained by the Escrow Agent for support purposes only.
(c) The contingent licence referred to in Section 2.7(b) shall only he available to the
Organization to the extent that the Organization has a Support A
greemont in effect
with the Consultant immediately prior to the occurrence of any event specified in
Section 2.7(d). If no such Support Agreement is in effect, the Organisation may
retain the licences granted to it pursuant to Section -1.1., but will relinquish its
rights to receive any updates or modification of the Software or continuing
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support from the Consultant. Furthermore, the Organization will relinquish its
rights to access the Source upon the occurrence of any of the events specified in
Section 2.7(d). 'To the extent that the Organization terminates its Support
Agreement, the provisions in this Agreement respecting the use of the Software
and the terms of the licences granted hereby, will continue to apply following any
such termination.
(d) The contingent licence granted pursuant to Section 2.7(b) shall, to the extent it
remains available to the Organization, become exercisable if and when any of the
following events occur:
(i) the Consultant ceases to do business for any reason whatsoever;
{ii) The Consultant fails or refuses to perform its obligations under this
Agreement or provide the Organization with support for the Software
pursuant to the Support Agreement (except as a result of a failure by the
Organization to comply with its obligations under this Agreement or the
Support Agreement), the Organization has issued written notice to the
Consultant in respect of such failure or refusal pursuant to Section 8.3(a),
and the Consultant has not cured the failure or refusal indicated in such
written notice or issued a written notice of its own to the Organization
disputing the default alleged by the Organization;
(Iii) The Consultant commits any act of bankruptcy within the meaning of the
Bankruptcy Act, and fails to cure such act within 30 days of the
commission of such act; and
(Iv) The Consultant institutes or has instituted against it bankruptcy,
receivership, insolvency, re-Organization, dissolution, liquidation or other
similar proceedings under any federal or provincial laws and, in the case of
any proceedings instituted against the Consultant, it fails to stay such
proceedings or vacate or dismiss any order resulting therefrom within 60
days of the initiation of such proceedings or the issuance of such order, as
the case may be.
(e) On the occurrence and during the continuance of any of the conditions listed in
Section 2.7(d) , and at the Organization's request, validation of Source shall be
performed as follows:
(1) The Consultant or a duly qualified computer programmer selected by the
Organization (the "Programmee') shall retrieve the Source from the
Escrow Agent and shall perform the necessary Source verification and
testing procedures at the premises of the Organization on the
Organization's computer systems
(ii) The Programmer shall proceed to carry out the steps necessary to correct
any deficiencies in the existing Soffivare,utilizing the Source- and
(iii) Following the completion of said verification and correction procedures,
the Consultant or Programmer shall return the Source to the Escrow
Agent,
The provisions of this Section 2.7, and the requirement of the Escrow Agent to
perform its duties in accordance with.this Section 2.7, shall be subject to:
(i) The Organization executing any standard forin documentation containing
reasonable terms required by the Escrow Agent in connection with the
performance of its duties and obligations hereunder; and
(ii) The payment by the Organization of the fees specified by the Escrow
Agent from time to time, as more particularly set out in Section 0 of this
Agreement.
2.8= Ownership and Disgosition of Documents
The Organization shall be the exclusive owner of all materials and documents
which were developed or prepared by the Consultant specifically for the Organization pursuant to
this Agreement. All materials and documents which were developed or prepared by the
Consultant for general use and which are not the copyright of any other party or publicly
available, including educational materials, the Software and any other computer applications,
shall continue to be the property of the Consultant.
ARTICLE III
CONSULTING SERVICES
3.1 The Consultant's Services
Prior to the Completion of Services, the Consultant agrees, subject to the terms
and conditions of this Agreement, to perform the following services (the "Services") for the
Organization:
(a) Oversee and implement the conversion from the Organization's existing utility
billing and customer service system to CIS 00 substantially in accordance with
the implementation process checklist and timetable attached hereto as
Schedule "B" and Schedule "Bl".
(b) Install the Software, perform necessary set tip and configuration operations, and
perforin initial testing and parallel testing as described in Schedule "B" and
Schedule"B I"attached hereto.
(c) Provide the training outlined on. Schedule "B" and Schedule "Bl" attached hereto
to Designated Staff Members of the Organization.
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(d) The Consultant has agreed to word together with SunGard to provide an interface
between Sunard's Accounts Receivable module and the Consultant's CISt
product, The interface will function in accordance with the final specifications
written by SunGard,and agreed to by the Consultant, and signed off by the
Organization..
3.2 Performance by Consultant
(a) Mariner of Performance -- The Consultant shall perforin the Services in an
efficient, competent and timely manner and exercise reasonable care, shill and
diligence in the perforinance thereof.
(b) Consultant's Discretion-- The Consultant shall determine in its discretion acting
reasonably and in consultation with the Organization and based on the details
outlined in Schedule " l", the manner and means by which the Services shall be
perfornned
(c) Conduct on Organization's Premises -- The Services shall be performed with the
Organization's full co-operation, on the premises of the Organization or, if agreed
to by both parties, at an; alternative location. The Consultant agrees, while
working on the Organization's premises, to observe the Organization's rules and
policies relating to the security thereof, access to or use of all or part of the
Organization's premises and any of the Organization's property, including
proprietary or confidential information.
(d) In uiries by Organization-- The Consultant shall respond expeditiously to any
inquiries pertaining to this Agreement from the Organization.
3.3 Performance by Organization
(a) The Organization acknowledges that the success
d timeliness of the implementation process, as detailed in Schedule "BI", shall
require the active participation and collaboration of the Organization and its
Designated Staff Members and agrees to act reasonably and co-operate fully ,with
the Consultant to achieve the Completion of Services.
(b Required Programs. The Organization acknowledges that the use of the Software
requires that the Organization obtain and install additional required software
programs (the "Required Programs"), as detailed in the attached Schedule"A"
x and Schedule "Al", and the Organization agrees that the acquisition of the
i
Required Programs shall be at its sale cast and that the cost thereof is not included
in the fees herein, The Organization further acknowledges that the operation o
the Softwvare requires the Organization's hardware to be of sufficient quality,
condition and repair, and the Organization agrees to maintain its hardware in the
appropriate quality, condition and repair at its sole cost and expense, in order to
(
facilitate the: achievement of Completion of Services.
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(c) Pr jest Manager_-The Organization shall appoint a project manager(the "Project
K�
Manager") who shall: work closely with the Consultant to facilitate the successful
completion of the implementation process and who shall be responsible for
supervising the Designated Staff Members of the Organization and theirco-
operation with and participation in such process.
3.4 Support Agreement
Concurrently with the execution and delivery of this Agreement, the Consultant
and the Organization have entered into a support agreement (the `Support Agreement") in the
i form of and on the terms set out in the attached Schedule "C""which shall apply in respect of the
ongoing services and support to be provided by the Consultant to the Organization following the
expiry of the Warranty Period. Notwithstanding the ongoing application of the Support
Agreement, the terms and conditions of this .agreement shall continue to apply and the Support
.Agreement is not intended to, nor will it, apply to the exclusion of this Agreement
ARTICLE IST`
REPRESENTATIONS AND WARRANTIES
.1 Warranty of Performance
The Consultant warrants to the Organization that the Software will perform for the
Warranty Period, if the Software is properly used in accordance with the Consultant's
instructions. This warranty is void if the Organization or any other third party changes or
modifies the Software, as defined in Section 1.1(m). Examples of such changes or modifications
include, but are not limited to,data modifications from third party software,the de-compiling and
modifying of the source code,and tampering with the base set-up of the system.
4.2 Intellectual ProRerty_tfiighits
The Consultant warrants.-
(a)
arrants,(a) That it has the full right, authority and power to enter into this Agreement and to
grant to the Organization the licenses and rights conveyed by thisAgreement; and
(b) That the Software is an original work of authorship and does not infringe the
intellectual property rights of others„
.2 Corrections
The Consultant covenants that it will make corrections of program malfunctions
which- are reported in writing to the Consultant during, the Warranty Period and which are
necessary for the Soft-,v=arcs to conform to the description provided in Schedule "A" and Schedule
"A1". The }rganiation agrees to allow the Consultant the opportunity to snake repeated efforts
within a reasonable time to correct programming errors or malfunctions as warranted in this
Agreement,
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4..3No tither Warranties
The express warranties contained above are in lieu of all other representations,
warranties and conditions; express or implied, whether arising by statute or otherwise in law or 3
from a course of dealing, or usage of trade. Without limiting the generality of the foregoing, the
Consultant rhes not represent or warrant and the Organization acknowledges that there are no
further representations or warranties:
(a) That the functions contained in the Software will operate in the combinations
which may be selected for use by the Organization or will meet the Organization's
requirements and satisfy its intended results; or
(b) That the operation of the Software will be error free or that:
(i) Any programming errors will be corrected after the Warranty Period, or
(ii) Any updates of;or modifications to, the Software will be made available
to the Organization after the Warranty Period,
in each case unless there is an effective Support Agreement in dace after the
"Warranty Period inrespect of the period of time during which any such programming errors
require' correction, or any updates of, or modifications to, the Software, are developer) by the
Consultant and made available to the other licensees of the Software.
ARTICLE V
FEES AND PAYMENTS
ENT
5.1 Fees and Payments
(a) The Organization` agrees to pay the Consultant total licence fees of $80,000.00,
consisting of fees for both the Server License and the User Licenses. In addition,
the Organization agrees to pay Consultant an hourly rate of$120.00 per hour as
compensation for providing the Services to the Organization. The fee structure
and payment schedule is outlined in the attached Schedule "D *.
(b) The Services will be charged to the Organization at the rates and under the
schedule set forth in Schedule D, on a not-to-exceed basis subject to the
maximum coast to the Customer of$173,,000.00 as set forth in Schedule D. As
used in this Article V, "not-to-exceed" means that Consultant will perform its
obligations under this Agreement even if it is requires( to expend more than the
number of hours used to determine the cost set forth in Schedule ft and will not
charge the Organization for such excess hours unless otherwise permitted under
this Agreement. l t no event will the cost to the Organization of the Services
exceed the °naxinmin contract price as set forth in Schedule D, unless agreed upon
in advance in writing signed by authorized representatives of both parties.
Services to be provided by Consultant under ani: duly authorized Change Orders
that increase the t aximurn contract price will be provided at thea current hourly
rates.
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(c) The Organization,shall reimburse the Consultant for its direct expenses, including,
)
but not limited to;
(i) courier services;
(ii) photocopying, faxing and reproduction;
(iii) all reasonable travel costs including, meal expenses of not more than
$35.00 per diem (receipts provided) and amileage charge of 32.5 cents per
mile
(iv) long distance telephone calls; and
(v) all other reasonable expenses incurred in the performance of the
Consultant's duties.
( ) In addition to all ether amounts payable tender this Agreement, the Organization
shall pay any initial and annual fees charged by the Escrow agent for performing
its obligations under Section 2.7 The Consultant shall use its commercially
reasonable efforts to negotiate the best possible fee structure with the Escrow
Agent, The Escrow ,Agent may charge a one-time annual fee or a fee based on the
number of beneficiaries entitled to access the Source; In either case, the
Consultant shall be entitled to pass on to the Organization any fees;relating to the
Escrow Agent reasonably attributable to the {organization, provided that the
organization remains entitled to access the Source pursuant to Section 2.7(c).
Upon receiving any invoice from, the Escrow Agent that rewires payment by the
Organization, the Consultant shall submit the relevant invoice to the Organization
together with background documentation confirming the amount attributable to
the Organization and evidence that the Consultant has paid the fees that are
subject to such invoice. Within 30 days following receipt of such invoice, the
Organization shall reimburse the Consultant for the amounts attributable to the
Organization, as more particularly set out in the documentation submitted by the
Consultant. The Consultant reserves the right to change the Escrow Agent from
time to time in order to obtain the most appropriate package of fees and services,
as determined by the Consultant, in its sole discretion. In the event that the
Escrow Agent is replaced, prompt written notice of such replacement shall be
provided to the Organization and the Organization shall execute any.
documentation reasonably required by the Escrow Agent in order to give effect to
the provisions of"this Agreement.
(e) The fees herein dig not include sales, uses, excise, personal property or other taxes'
or custom charges or duties or other duties of any locality or jurisdiction and any
such taxes or duties, including the Goods and Services Tax and Provincial Sales
Tax, shall be the responsibility of and be paid by the Organization.
y
ARTICLE V1
REMEDIES AND LIABILITY
6.1 Remedies and Liability
(a) Tennination of this Agreement shall not affect any right, of action of either party
arising from anything which was done or not done, as the case may be,prior to the
termination taking effect.
(b) The Organization and the Consultant recognise that circumstances may arise
entitling the Organization to damages for breach or other fault on the part of the
Consultant arising from this Agreement. The parties agree that in all such
circumstances the Organization's remedies and the Consultant's liabilities will be
limited as set forth below and that these provisions will survive notwithstanding
the termination or other discharge of the obligations of the parties under this
Agreement.
(i) For breach or default by the Consultant or otherwise in connection with
this Agreement, including a breach or default entitling the Organization to
rescind or be discharged from the provisions of this Agreement and
whether in the nature of a breach of condition or a fundamental breach, the
Organizations exclusive remedy, in addition to electing if so entitled to
rescind or be discharged from the provisions of this Agreement, shall be
payment by the Consultant of the Organization's direct damages to a
maximum amount equal to, and the Consultant shall in no event be liable
in excess of, the lesser of(x) the fees payable to the Consultant provided
for herein, and (y) the amount actually paid by the Organization under this
Agreement up to and including the date of termination.
(ii) In no event shall any damages include, nor shall the Consultant be liable
for, any special, indirect or consequential damages even if the Consultant
has been advised of the possibility thereof Without limiting the generality
of the foregoing, the Consultant shall not be liable for lost profits, lost
business revenue, failure to realize expected savings, other commercial or
economic loss of any kind, or for any claim whatsoever against the
Organization by any other party.
(iii) Clauses(i) and (ii)shall apply in respect of any claim, demand or action by
the Organization irrespective of the nature of the cause of action
underlying such claim, demand or action, including, but not limited to,
breach of contract or tort,
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Ci.2 Intent
The parties hereby confirm that the waivers and disclaimers of liability, releases
from liability, limitations and apportionments of liability,, and exclusive remedy provisions
expressed throughout this Agreement shall apply even in the event of default, negligence (in
whole or in part), strict liability or breach of contract of the person released`or whose liability is
waived, disclaimed, limited, apportioned or :fixed. by such remedy provision, and shall extend to
such person's affiliates and to its shareholders, directors, officers, employees and affiliates.
6.3 Remedies
Where remedies are expressly afforded by this Agreement, such remedies are
intended by the parties to be the sole and exclusive remedies of the Organization for liabilities of
the Consultant arising out of or in connection with this Agreement, notwithstanding any remedy
otherwise available at law or in equity.
ARTICLE V111
INDEMNITY
7.1 IndeMnth
(a) Organization's Iridemnity -- The Organization shall indemnify and. save harmless
the Consultant, its successors and assigns together with its officers, directors,
employees, agents and those for whom it is in law responsible, only from and
against any and all liabilities, damages, costs, expenses, causes of action, claims,
suits, proceedings and judgments (collectively"Claims") which they may incur or
suffer or be put to by reason of or in connection with or arising from any breach,
violation or non-performance by the Organization of any obligation contained in
this Agreement to be observed or performed by the Organization, or any wrongful
act or negligence of the Organization or its agents or employees which relates to
this Agreement, howsoever arising. The Organization acknowledges and agrees
that this indemnity shall survive any termination of this Agreement.
(b) Consultant Indemnities - The Consultant shall indemnify and save harmless the
Organization, its successors and assigns together with its officers, directors,
employees, agents and those for whom it is law responsible (collectively, the
"Organization Indemnified Parties") from and against any and all Claims which
they may incur or suffer or be put to by reason of or in connection with or arising
from (i) any breach, violation or non-performance by the Consultant of any
obligation contained in, or relating to, this Agreement to be observed or
perfomied by the Consultant and such liability shall not exceed (other than, to the
extent applicable, in respect of the acts or omissions referred to in (ii) below) the
Consultant's liability under Section 6.1(b) of this Agreement; and (ii) my
wrongful or negligent acts or omissions of the Consultant, its agents or employees
which give rise to a tortious Claim against the Organization and, in such
circumstances, the Consultant shall defend the Organization Indemnified Parties
from such Claim (in addition to providing its indemnity),
- 13 -
The Consultant acknowledges and agrees that these indemnities shall survive any
termination of this Agreement.
ARTICLE VIII
GENERAL
8.1 Force Maieure
Neither party shall be liable for delay or failure in performance resulting from acts
beyond the control of such party including, but not limited to, acts of God, acts of war or of the
public enemy, riots, fire, flood, or other natural disaster, acts of government, strike, walkout,
communication line or power failure, failure in operability or destructionof the Organization's
computer (unless by reason of the negligence of a party to this Agreement) or failure or
inoperability of any software other than the Software.
8.2 Confldentiali
(a) Duty Owed to the Organization -- The Consultant acknowledges that it may
receive information from the Organization or otherwise in connection with this
Agreement or the performance of the Services. Except for information in the
public domain, unless such information falls into the public domain by disclosure
or other acts of the Consultant or through the fault of the Consultant, the
Consultant agrees:
(i) To maintain this information in confidence;
(ii) Not to use this information other than in the course of this Agreement;
(Ili) Not to disclose or release such information except on a need-to-know only
basis,
(iv) Not to disclose or release such information to any third person without the
prior written consent of the Organization, except for authorized employees
or agents of the Consultant; and
(v) To take all appropriate action, whether by instruction, agreement or
otherwise, to ensure that third persons with access to the information
under the direction or control or in any contractual privity with the
Consultant, do not disclose or use, directly or indirectly, for any purpose
other than for performing the Services during or after the term of this
Agreement; any material or information, including the information,
without first obtaining the written consent of the Organization.
(-b) Duty Owed to the Consultant -- The parties agree that if the Organization shall
breach any term, of Section 0 of this Agreement entitled "Ownership of Software
and Confidential Information", then the Consultant shall have the right to
terminate this Agreement and the grant of licences fterein forthwith without giving
notice as set forth in Section 8.3(b).
- 14 -
8.3 Termination
(a) If the Consultant should neglect to perform,the Services properly or otherwise fail
to comply with the requirements of this Agreement, the Organization must notify
the Consultant in writing of such default (a "Default Notice"). Upon receipt of a
Default Notice,the Consultant must either correct the default at no additional cost
to the Organization, or issue a written notice of its own disputing the alleged
default, in either case within 15 days immediately following receipt of a Default
Notice. If the Consultant fails to correct the default, or issue a notice disputing
the alleged default, in either case within 15 days<following receipt of the Default
Notice, the Organization may terminate the part of this Agreement relating to the
provision of Services and in such case will be responsible for payment to the
Consultant of only that part of the fee earned by the Consultant for those Services
performed up to the time of communication of such notice of termination to the
Consultant.
(b) If the Organization should fail to comply with its obligations under this
Agreement, the Consultant must notify the Organization in writing of such default
(a "Default Notice'). Upon receipt of a Default Notice, the Organization must
correct the default at no additional cost to the Consultant, or issue a written notice
of its own disputing the alleged default, in either case within 15 days immediately
following receipt of a Default Notice, If the Organization fails to correct the
default, or issue a notice disputing the alleged default, in either case within 15
days following receipt of the Default Notice, the Consultant may terminate the
whole of this Agreement including the grant of licence to the Software and in such
case the Organization will be responsible for payment to the Consultant of only
that part of the fee earned by the Consultant for that part of the Services
performed in accordance with this Agreement up to the time of communication of
such notice of termination to the Organization.
8.4 Procedure on,Termination
If this Agreement is terminated prior to the Completion of Services, then within
15 days following such termination, the Organization shall return the Software to the Consultant
and shall certify, under the hand of a duly authorized officer of the Organization, that all copies
of the Software or any part thereof, in any form, within the possession or control of the
Organization have been returned to the Consultant. If this Agreement is terminated following the
Completion of Services, then the Organization may retain the copy of the Software in its
possession as of the Completion of Services but it shall not be entitled to any additional User
Licences, nor will it, receive updates of, or modifications to, the Software made by the
Consultant. Finally, it will not be entitled to access the Source through exercise of the licence
granted pursuant to Section 2.7 of this Agreement. Notwithstanding the foregoing, the
Organization will remain subject to the obligations imposed upon it pursuant to this Agreement
with respect to the Software, including, but not limited to, such obligations relating to ownership
of the Software and confidentiality,
- 15 -
S Dispute Resolution
The parties will make a good faith effort to resolve any dispute relating to or arising
under the Agreement before commencing any formal proceedings within five( )business days of
written notice of a dispute sent by either party. The Consultant Account Manager and the
Organization Project Manager will meet to discuss the issues involved in the dispute. if the dispute
isnot resolved_within five( )business days of the meeting of the Consultant Account Manager, the
Organization's Project Manager,the Consultant Senior Client Services Manager responsible for the
Project and the Organization's Contracting Officer will meet on site to attempt to resolve the
dispute. If the dispute is not resolved within ten. (10) business days oft e meeting, the Consultant"
Senior Client Services Manager responsible for the project and the Organization's Contracting
Officer,the parties will mutually retain a representative from the American Arbitration Association
(AAA)to act as a neutral third party mediator to seep a consensus resolution in outside mediation.
Outside mediation shall occur within twenty ( 0) business days of the date of internal mediation
impasse reached between Consultant Senior Client Services Manager and Organization's
Contracting Officer. if such consensus cannot be reached within fifteen (1 5) business days of the
commencement of the mediation the parties then may resort to other legal means to resolve such
dispute. The parties shall bear their own respective oasts and. Attorney's fes in connection with the
mediation. Notwithstanding the foregoing, either party may file suit to seek temporary injunctive
relief at any time in the event of actual or threatened breach of the Agreement justifying such relief..
The prevailing party in any injunctive proceeding shall be entitled to recover its reasonable
attorney's fees and casts from the other party.
8.6 Accounts and Records
The Consultant shall:
(a) Keep proper and detailed accounts in accordance with accepted accounting,
practices of all factors entering into the computation of the amounts payable
pursuant to this Agreement; and
(b) For a period of two years from the date of Completion of Services by the
Consultant, preserve all accounts and other documentation relating to the
Organization and keep therm available for inspection by the Organization or its
representative, at any time. The Consultant agrees that this obligation shall;
survive any termination of this Agreement.
8.7 Addresses for Notice
Any notice required or permitted to be given to any party to this Agreement shall
be liven in writing and shall be delivered personally, mailed by prepaid registered post or sent by
facsimile to the appropriate address or facsimile number set out below. Any such notice shall be
conclusively deemed to have been given and received on the day on which it is delivered or
transmitted (or on the next succeedingbusiness day if delivered or received by facsimile after
5.00 p.m. local;time on the date of delivery or receipt, or if delivered or received by facsimile on
- 16 -
a day other than a business day), if personally delivered or sent by facsimile or, if mailed, on the
third business day following the date of mailing, and addressed, in the case of the Consultant, to:
ADVANCED UTILITY SYSTEMS CORPORATION
2235 Sheppard Avenue East, Suite 1702
Toronto, ON, M2J 5135
Attention: Patricia Sorbara, President
Telephone: (41 i)496-0149 ext. 225
Fax.- (416)496-0319
and in the case of the Organization, to:
CITY OF REDLANDS
35 Cajon Suite 15A
Redlands, California, 92373
Attention- The Municipal Utilities Director
Telephone: 909-798-7698
Fax: 909-798-7670
Each party may change its particulars respecting notice,by issuing notice to the other party in the
manner described in this Section(b).
8.8. Assignment
(a) This Agreement is not assignable by the Organization without the prior, express,
written permission of the Consultant, which may not be unreasonably withheld.
The licenses granted hereunder and the Software may not be sublicensed, assigned
or transferred.
(b) Without derogating from the Consultant's right to withhold its consent to an
assignment of this Agreement, no permission shall be granted unless the assignee
executes an assumption agreement in favour of the Consultant, in form and
substance satisfactory to the Consultant. Furthermore, as a condition to granting
its consent to any assignment' of the Agreement by the Organization, the
Consultant may require that the assignee agree to pay an additional server license
fee based on any additional User Licenses it purchases within a one year period
following the assignment. The Server License fee set out in Schedule "D" hereto
has been established on the basis of the Server License supporting approximately
18 User Licenses. To the extent that the Agreement is assigned by the
Organization, and the assipee requires additional User Licenses to support its
customer base, then in addition to the then applicable User License fee, the
Consultant shall be entitled to< receive, and the assignee shall pay, an additional
Server License Fee equal to the Consultant's then prevailing prices.
- 17 -
8.9 Insurance and Worker's Compensation
At all times during its performance under this Agreement, the Consultant will maintain in force,
insurance in the following forms of coverage and minimum amounts specified below. Said
Commercial General Liability insurance policies must contain an endorsement that the
Organization is named as an additional insured with respect to the work covered hereunder and
must provide sixty (60) days notice be given to the Organization prior to cancellation, or material
reduction in coverage of the policy. The Consultant must then seek and secure replacement
coverage in the same form as stated in this section within the 60 days or will be deemed in
material breach of this Agreement. Should the Organization secure coverage on its own so as to
avoid a lapse in coverage, the full amount of the premium shall be debited from any amounts due
the Consultant. The Consultant will provide the Customer with certificates of insurance
evidencing this coverage prior to the commencement of work.
a. Worker's Compensation — The Consultant warrants that it has met all statutory
requirements under the Worker's Compensation Act of Ontario,
b Comprehensive General Liability - $1,000,000 per occurrence and $2,000,000 in
the aggregate for public liability, property damage, and personal injury.
c. Professional Liability- $500,000 per occurrence and$1,000,000 in the aggregate.
8.10 Venue
In any action relating to this Agreement, each of the parties irrevocably consents to
the exclusive jurisdiction and venue of the federal and state courts located in the State of
California.
8.11 Binding Agreement and Enurement
This Agreement shall be binding upon the parties hereto and their respective
successors and assigns. This Agreement shall enure to the benefit of the parties hereto and their
respective successors and permitted assigns,
8.12 Entire Agreemen
This Agreement shall constitute the entire agreement between the parties
pertaining to the provision of Services, and will supersede all prior and contemporaneous
agreements, understandings, negotiations and discussions between the Consultant and the
Organization whether oral or written in respect of this matter. There are no representations,
warranties, collateral agreements, conditions or other agi-eements between the parties hereto in
connection with the subject matter hereof except as specifically set forth herein.
&13 Governipg Law
This Agreement shall be construed and enforced in accordance with the laws of the State of
California applicable therein.
8..14 Invalidity
The invalidity or unenforceability of any provision or covenant contained in this
Agreement shall not affect the validity or enforceability of any other provision or covenant herein
contained and any such invalid provision or covenant shall be deemed to be severable.
8. 15 Waiver
A term or condition of this Agreement maybe waived or modified only by written
consent of both parties. Forbearance or indulgence by either party in any regard shall not
constitute a waiver of the term or condition to be performed, and either party may evoke any
remedy available under the Agreement or by lav despite such forbearance or notice.
8.16Countergarts
This Agreement may be executed in counterparts (whether by facsimile signature
or otherwise), each of which when so executed shall constitute an original and all of which
together shall constitute one and the same instrumento
- 19 -
8.17 Further Assurances
The parties shall do all such things and provide all such reasonable assurances as
may be required to consurnmate the transactions contemplated hereby, and each party shall.
provide such further documents or instruments required by any other party as may be reasonably
necessary or desirable to effect the purposes of this Agreement and carry out its provisions.
IN WITNESS WHEREOF the parties hereto have duly executed this Agreement
on the day and year first written.above.
ADVANCED UTILITY SYSTEMS
CORPORATION
Per: Z
Name: Patricia Sorbara
Per:
Name: Philip Playwp-r
Title: Vice-President
THE CITY OF REDLANDS
Name: Pat Gilbreath
Title: Mayor
ATTEST.
Per
Nam Lorrie
City Tit City CX#6�
- 20 -
SCHEDULE cs��
DETAILED DFSCRIPTION OF SOFTWARE
1. The Software
CIS 00 is 32 -bit object-oriented software that operates in a Windows 95/NT environment;
The basic CIS 0 0 package is comprised of the following individual modules and sub-modules
that perform the basic functions of a billing and customer service operation and includes all
media and other materials related thereto:
Modules and Sub-Modules
• Arrangement System. + Collections
• Billing(Water, Sewer, Electric) • Customer,Service Inquiries
Cycle Billingi Deposits
Final Billing • G/L System
Itron Billing • Fetter System
Manual Billing • Meter Inventory
Plat Rate Billing
Meter Add/Remove + Move In/Move Out Process
Rate Code Changes; • New Service System:
Sentinel Light Billing . Period End Routines;
Service Add/Remove , Past Billing Functions
Water Heater Billing
Bill Cancel and Re-bill
• Cash Bill Cancellations
Adjustment Entry Bill Inquiries
Cash Register Bill Reprint
Deposit Adjustment Entry • Pre-Authorized Payment
Deposit Entry • Security/Menu System
Payment Entry • Service Order System
Penalty Processing
• User Task System:.
• Collections and Inquiries
Transformer Inventory
.. Required:Programs
- Windows 5/98iNT
Appropriate Network Software
P.C. Anywhere 9.0 land any subsequent upgrades)
-1.
SCHEDULE 44AII'
RESPONSE TO THE REQUEST FOR PROPOSALS
(ATTACHED)
A-2
Functional Category: as fir ng
F=f=ully Provided"Out-of-the-Box R=Provided with Reporting Tool
M=Provided with Modification NV=Provided in Next Version
C=Custorn'Development Required NA Not Available
TP=Third Party Software Required
Reference gystem « . , �Ale I �; comments
Number > � .-
Cashiering Design
CS 1 Ability to create user-defined screens for cashiers.
CS 2 Require a valid operator code in order to process a receipt.
Ability to secure registers at various levels(clerk, manager, etc.)depending on the
CS 3 function being performed.
Agility to generate a customer receipt as well as an internal transaction tape for
each transaction processed. The internal transaction tape will be used to balance t
CS 4 the drawer at the end of the day.
CS 5 Ability to capture the transaction time of day on each transaction.
Ability to enter, track separately, and process simultaneously the following
tendering situations, cash, check, charge card, and money orders and direct
CS 6 deposits.::.
GS 7 Agility to process split or mixed tendering situations.
Ability to inquire into all of a customer's outstanding invoices/fees when receiving
S 8 payments for any type of invoice/fee.
CS g Ability to support dual cash drawers.
City of Redlands,California- Request for Proposals CS 1
"Functional a egory: CasgPiring
F=Fully Provided"taut-of-the-Box R=Provided with Reporting Tool
Provided with Modification NV a Provided In Next Version
Custom Development Required NA•Not Available
TP-Third Party Software Required`
vendor
.„ . comments
kesbonse
CS 10 Ability to allow offline payment processing using PCs.
.Ability to maintain default general ledger accounts for specific types of payments or _
CS 11 receipt.
Ability to provide a user override,of the default general ledger account(s)by an
CS 12 authorized user.
Ability to distribute payments or cash receipts to multiple general ledger accounts
CS 13 and funds,
Maintain user-defined cashier security tables for each cashier to be able to accept
CS 14 payments or receipts.
Accepts any type of cash receipt including utility payments, accounts receivable,
C$ 15 building permits, outer miscellaneous permits,;licenses, fees, taxes,etc_
The ability to provide the option to have more than one operator working at a work
CS 16 station,based upon security.
CS 17 Provide ori-line account number validation for accounts receivable payments.
Ability for cashier to collect payments for Items that are not prebilled In any system
CS 18 (e.g., licensee, permits, etc.)
y, o a Easn f s G ay, c -
report to be balanced with the cash,checks, money orders, etc. In the operator's
CS 19 drawer.
City of Redlands, California Request for Proposals C92
Functional Category: Cashiering
F=Fully Provided'"Out-of-the-Box R =Provided with Reporting Tool
M =Provided with Modification NV=Provided to react Version
IC=Custom Development Required NA Not Available
TP=Third Party Software Required
keieibhce
Number, Syste MH i •
r o
CS 20 7`lte abila to Void c'3 receipt through proper security.
CS 21 Receipt Processing
CS 22 Require a valid operator code in order to process a receipt.
CS 23 Ability to process various types of receipts including:
CS 24 Cash
CS 25 Check
CS 26 Money order
CS 27 Barak card
CS 28 direct deposit
CS 29 Allow for multi-line descriptions to be entered on each receipt.
City of Redlands, California - Request for Proposals CS
ung tuna Category: Cashiering
LFully vided"Out-mf-the-Box R* 'rovi�ded with Reporting Tool
vwith Mod tication NV*Provided In Next Version
Development Required NA*Not Availat�ierty'Sottrtrere Required
keferenCe
�dmo. ,. o
ikespom;e comments
CS 30 Interface with a dog license or license statementLM
ic., City rA Parrinnfler"n1j rniJ
TGRG'hal Category: CUSGOrner Inforrna 6n y► rn ny B ng
F =Fully Provided"Out-of-the-Box R =Provided with Reporting Foot=
M=Provided with Modification Nil=Provided In Next"Version
C-Custom Development Required NA it Not Available
TP=Third Party Software Required
Vendor4.
keteience System - .
General Design
Customer Information System has the ability to provide the following
UB I : information:
US 2 Customer service level information
US 3 Utitliti s service delivery information
UB 4 Customer related service delivery assets information
US 5 u ort an unlimited number of billing cycles per month.
Ability to s
ypp
UB 6 Ability to record performance measurement data (Le., street sweeping freq ncyh
Ability to support multiple billing categories and rate algorithims in the following
US 7 iservice categories:
US
8' _ Water
US 9 Sewer
City of Redlands, California - Request for Proposals; UB t
PGOc n iI CaGig-0- : us o;;;rr In +�rmstian y-s em r ng
F=Fully Provided"taut-oi-the-Box R-Provided with Reporting Tool
M=Provided with Modification NV-Provided in Next Version
C=Custom Development Required NA Not Available
TPz Third tarty Software Required
. - *"
«-
kesoonse Comments
UB 10 Solid Waste
UB 11 Miscellaneous(Household hazardous waste, street cleaning, etc.)__
US 12 internal Service(Billing)
UB 13 Ability to accommodate workflow.
UB 14 Ability to define an unlimited number of transaction charge codes.
UB 15 Ability to update different general led er accounts by charge code.
Ability to murk specific charge cedes as higher/lower priority for partial payment
UB 18 distribution.
Ability to support multiple bankstbank accounts and designate deposits by charge
UES 17 code.
UB 18 Ability to designate the sequence of printing on a bill of all charges.
UB 19 Ability to exempt all or a portion of a One code from,penalties.:.
City of Redlands, California-Request for Proposals "°'
r�iC �+�na a n ary. us + mer n Karma io yes m t�
F =Fully Provided"Out-of-the-Box R Provided with Reporting Tool
M=provided with Modification NV-Provider!tra Neact Version
G=Custom Development Required NA�Not Available
TP= Party'Software Required
ilia
Veh8or' Comments
�N-eference system ke4blfehlentSo,
w6m6er
UB 30 Exemption information (tax, penalties
UB 31 Telephone number
UB 32 Indicator
UB 33 !~Owner
UB 34 Renter
UB 35 Other(Management company, family member
tf
UB
36 Special reeds Indicator
B 37Non-resident code
UB 38 S
ummary account balance
U839: rtdlcatvr
f,uu nr Porliands. California -Request for Proposals
*"wow" a Now" Now am
Funcilonai Eategory: us torner Information Mrin r ity Billing
P =Fully Provided"Out-cif-the-Box R=Provided with Reporting Tool
M Provided with Modification PSV:Provided in Next Version
C=Custom Development Required 'NA Not Available
TP=Third Darty Software Required
tZeterence veridof
umberComments
` sp
UB 40 Social Secure number F
UB 41 Number of NSI" with date
UB 42 Notes(including ability to maintain a chronology of nate entries)
F
UB 43 Customer Type (resident, multifamily, etc.)
UB 44 Bill to address
UB 45 Ability to set a minimum penalty amount.
UB 48 Ability set certain charges to be exempt from penalties.
Ability to create an unlimited number of charges to be created for a service
UB 47 address with a specific stop or begin date.
B 48 Ability to allow for real-time account adjustments.
UB 49 Ability to provide for a single inquiry into all meters at a-service address.
City of Redlands, California-Request for Pronniz le
ng
Trac a egory: us cell' ern � em li
wl
Fully Provided"drat-of-the-Box NV7tovlded
ed ext'�erelon Reporting lM=Provided with Modification e'
C Custom Development Required`
Tp=Third Batty Software Re
Vendor t6minbnts
kefeirehcosystem kesoofise
.
4-
US 50 Ability to send a duplicate bill to an alternate address(landlord).
UB 51 Ability calculate consumption based upon user-defined units,
Ability to accept full, partial and pre-payments. Distributes payments (could be
between funds)received on a prorate basis of what Is owed based on user-defined:; l!�
UB 52 formula,
Ability to create deferred payment plans,which produce cutoff notices when r---
payments to the plan are delinquent. (Payment plan to be independent of the
UB 53 regular collection process.}
Ability to create user-defined customer classification codes(i.e., residential,
UB 54 commercial, etc.).
Ability to dune normal consumption ranges by categories with ability to override
LIB 55 for specific accounts,
B 56 Ability to add user-defined fields; err �t�l ck 0iP_ V ►'' "`
UB 57 Ability to interface with CIS systems such as Arcinfa
ServicestRate Tables
UB6
City of Redlands, California-Request for lnropbsals
Functional a e ory ul Omer Mrormillon yife-mlUtilityrng
F=f=ully Provided"taut-of-the-lox R=Provided vWth Reporting Toot
Provided with Modification NV=Provided in Next Version
C='Custom Development Required NA m Not Assailable
TP=Third Party Software Requiredsystem Requirements Comments
Numberkeference Vendor
ar r
lis 58 Ability to create user-specified and maintained rate tables.
Ability to create base charges for non-metered services such as sewer on grater
Ula 59 consumption from customer's water consumption.
Ability to vary rate structure to accommodate an unlimited number of rate tables for
Ula 60 each service.
UB 61 Agility to flag customers where wrong rate schedules are being applied.
UB 62 Ability to accommodate flat rate billings or one time special charges. F_
Ability to provide for bank draft option for customers, Bills marked"Paid by Graft"
should be printed for customers on Bank draft, An ACH file should be created by
the system on magnetic media or by modem to send to the appropriate bank for _
UB 63 .rocessin
P_ g
Ability to bill an average bili for a specific quarter and the next quarter after
receiving a residing to bill based on consumption adjusted for the estimated meter
UB 64 reading.
enaltles/Late Notices
3B 65 Ability to send out past due notices automatically` under user-defined thresholds.
City of Redlands, California- Reauest for Prnnmenla
- tillc�taa ate a ry l o--me--er n alrrna is stem i ity iT Iln
Lvided"Out-of-the-1 ox R r Provided with Reporting Tool
d with Modification NV 2 Provided In Next Versions
Development Required NA Not Available
anty Software Required
F
Comments
System keouirements
Number
Agility to automatically add late penalties or Interest charges to delinquent
UB 66 accounts according to a flexible rate structure determined by the user,
Ability to create a cute-gaff list after printing a preview report which can be reviewed
UB 67 for possible revisions.
..........
UB 68 Ability to track and rebill delinquent customers who move away.
Bad Debt
U8 6Ability to select accounts For write:-off using user-defined+criteria.
Ability to expert data to tape or diskette transfer to an outside agency for
UB 70 subsequent collection activity.
Customer Transfers
OW
UB 79 Ability to maintain the date of the transfer and the account transferred to or from.
UB 72 Ability to view when a new customer has moved into an existing service address.
1BI1llng Features
City of Redlands. California -Request for Proposals Ul l 8
Functional egory G garner Information Systernlufflity Billing
F=Fully Provides "Out-of-the-Brix R=Provided with Reporting Tool
M Provided with Modification NV=Provided in Next Version
C-Custom Development Required NA ox Not Available
T P Third isarty SoftwareRequired
NumberSystem keluirementsComments
Response
* rw
UB 111 Ability to maintain audit trail information for all processing activities.
Order Planning and Scheduling
Ability to require departments requesting work to encumber funds in the General
UB 112 Ledger and other modules if applicable. I I "
B 113 ,Ability to estimate order costs for planned work based on resource estimates.
UB 114 Ability to schedule personnel and equipment to accomplish worm orders. ,,'s,
UB 116 Ability to schedule various work ander tasks based on available resources:
UB 116 Ability to warn of potential resources scheduling conflicts.
US 117" Ability to notify employees of tasks to complete as scheduled.
11B 118 Ability to protect work order details from outside non-furnishing departments
Order Costing
City of Redlands, California-Reoue t for Pronnsat "�' � '
uric lofia i ry els omennt c rmaton Sis ern t1lity
F=Fully Provided"Out-of-the-Box R=Provided with Reporting'root
==Provided with Modification V i Provided In Next Version :1
C==Custom Development Required NA Not Available
1"P-Third Party Software Regrtlred
keteience Comments
Hd Hier
Ability to maintain notes or logs by employee as work progresses and relate it to
Uta 119 the work order,
Ability for requisitioning department to inquire online as to progress of requested
UB 120 work;
:Ability to inform requisitioning department when requested work has been
UB 121 i completed.
UB 122 Ability for multiple entities to charge costs to a work order,
Inquiry
Ability to transfer data from queries In third party software formats(i.e. Excel).
UB 123 Data dictionary is provided with software.
Ability to look up accounts by meter serial number. If more than rine metered
service exists (i.e.water and sewer), the system should prompt the user for the
UB 124 metered service, The meter lookup feature should accept a partial meter number
Ability during data entry,inquiry, or maintenance of any data/files to access any
UB 125 ___ related files for inquiry, �~
UB 126 _ Ability to create, 30, 60, go, and 120 day aging reports.
city of Rc-diands. California- Request for Proposals UB 14
FuMlonal Category: Customer Information System/Utility Biing
F Pully Provided*Out-of-the-Box R=Provided with Reporting Tool
M=Provided with Modification NV=Provided in Next Version
C Custom Development Required NA Not Available
TPa Third tarty Software Required
Reference Vendor
stem Requirements Comments
+ Response
Ability to display consumption history for an unlimited number of years by month
(including bath actual meter readings and computed consumption). Average
UB 127 annual consum tion for each meter displayed on'consuT tion history screens.
Ability to display credit history for past three years by month including number of
UB 128 returned checks each year.
Ability to create and Print on demand user-defined customer service letters. This
feature should provide the ability to set up an unlimited number of farm letters for
UB 129 selection(i.e. welcome, letter of credit, etc.).
UB 130 Ability to support customer inquiries via the Internet or telephone menuin ! stem. NV
y PP q P 9„
Reports
Ability to print a billing register containing but not necessarily limited to the
B 131 following information on each account;
IJR 132 Account number
U8 133 Customer name
UB 134 Service address
City of Redlands, California -Request for Proposals us Is
Irli irana a egory: us gamer 6 r c ystel ill Ong
F=Fully Provided"Out-of-the-Box R-Provided with Reporting foot
Provided with Modification NV=Provided In Next Version
Customs Development Required NA*Not Available
TP3 Third Pa dy Software Req~
. , ,
MOM .
..
�
US 135 Charges for each service F
US 136 Totals
US 137 Previous and current meter readings
E
US 136 Corssurptiors by account, clays" or category
US 139 Flags for disconnected`accounts" finaled accounts" accounts on hold
US 140 Grand totals for all routes within the billing cycle �~
UB 141 Cycle totals by customer class
US 142 Cycle totals by rate table
US 143 General ledger posting journal
US 144 1 twist of new accounts:
__.r.. eanrcat US 16
Functional. aegory: Cuslomer Inflo at Wn System/Utility Bir
F=Fully Provided"Out-of-the-Bax R=Provided with Reporting root
M Provided with Modification NV=Provided In Next Version
C=Custom Development Required NA Not available
TP-Third Party Software Required
kefetence Vendor
• Requirements
kesponse
UB 14 a List of transfer accounts
Ulf 146 List of disconnected accounts t ""
UB 147 New meter listing
, E
UB 148 List of credit balance accounts
Ulf 149 List of accents on hold
F
Ula 1503 List of manually bird accounts
Meter heading Report: Should print in route and account number order account
number, service address, customer name, meter serial number, previous and
current meter readings, consumption, expected consumption and note for'meter
UB 151 reader.
Account Master Report: User-defined parameters should include print sequence
(alpha, numeric, service address), billing cycle(s), route(s), customer class(s),
US 152 status(s), and yes/no option to print accents with zero balances.
City of Redlands,CmiRnmim- a"#.�
Ninc ii-M -ltegvey us corner n - rmt n sternAftilitj Min
rM
=fully Provided"Out-of-the-Box R.proovided with Reporting Took=Provided with Modification NV=''Provided In Next V+i�ralon
=Custom Development Required NA s W Available
i
Tp=Third Patty Software Required
,r
Comments aw
e
Account Information Report, Should print on a single account basis all pertinent
information on a selected customer's account. Should include, but not be limited J
to, account number, name, billing;address, status, customer class, last bill date,
UB 153 last bill.
ConsumptionSummary Report: User-defined parameters should Include metered
services and date range with ability to select number of mounts with consumption
UB 1`54 between user-defined ranges of consumption:
Cutoff Listing. User-defined parameters should Include selection by age of past
due amount, minimum balance and billing cycle, Should print list of accounts on
cutoff fist Including account number, customer name, service address, balance,
US 155 past due amount.
Meter Report: Should print user-defined data on installed meters and/or meters in
inventory. tlr�s-r-defined parameters should Include Installed and/or uninstalled,
service range of dames purchased, range of dates Installed, range of dates last
UB 156 repaired.
Meter Read Sheets: Should be printed by route on pre-printed forms or on blank
paper: Should include account number, service address, meter serial number,
eter'loctin description,customer name, space to write current meter reading
UB 157 and option to print.
,New Customer Report: User-defined parameters should include account status
h uld include,account number,customer name,
. :: _
UB 158 andrange of Reportso service address, status and date of service.
ON of Redlands, California -Request for Proposals UB 18
Nxl5 ona a iegOry a o'Mer Information System i ng
F =Fully Provided"Out-of-the-Box R=Provided with reporting Total
Provided with Modification NV=Provided in Next Version
C : custom Development Required NA Not Available
TP=Third Party Software Required
. <
dor
Number ,,4 .rrComments
nse
Detailed Transaction History Report User.-defined parameters should include
billing cycle, route number, oldest pasting date desired, Reports should print
UB 169 detailed transaction history for selected customer(s). ,
Label Print: User-defined parameter should include print sequence, cycle(s),
route(s), start date, line per label and option to print account number. Label should
UB 1601: include customer name and mailing address.
UB 161 ability to print user-defined messages on gills,
UB 162 Ability to design bill or invoice formats
UB 163 Agility to include any billing field in the bill or invoice design,
Ability to generate ad-hoc reports on all fields in customer information system/utility
16 billing systemN\,/
;3.
166 ability to download data to X15 applications
166ability to download data to other Windows based applications
Solid'Waste Functions
City of Redlands, California- Request for Prownai
tic ona §ory. u' o—nier c-r at +gin Systeinlutifity I ling
F
F Fully Provided"Out-of-the-Box R =Provided with Reporting Toot
Provided with Modification NV=Provided In Next Version
C=Custom Development Required NA=Not Available
TPS Third Party Software Required
kefer
nce
Humber'
. ,# .. Comments
US 167 Ability to Maintain the following files:
U8 168 Customer filer
U8 169 SIG code file
US 170 User'Charge Rate file
US 171 Residential Occupancy File
Ula 172 Customer Histo!y Billing File
US 173 Customer Invoice History f=ile
US 174 Ability to provide a User Charge bill(based upon formulas)
UB 176 Ability to enter flows and file number used in calculation of t1111s._
t
US 176 ;Ability to accommodate the following billing data:
Pontip l for ProDosels Uta 20
*M"W" mow 1111111110111 "No M" Wo am In
unction—r altegory. Customer Information §ystem/Utiflty Billing
F Fully Provided"Out-of-the-Box R=Provided with Reporting Tool
M Provided with Modification NV=Provided in Next Version
C=Custom Development Required Nle_Not Available
TP=Third Fatty Software Required
Reference ..
System Requirements
Number'
Comments
Response
US 177 Collection day(s)and frequency
US 178 Route nc
US 179 SIC
US 180 Rout:type and number
UR 181 Bin;capacity
US 182 Rist or containerlocations
UR 188 Service type
For commercial service the wast types collected and the ability to manage shared
burs„ including who shares, size and location of big, and;ability to bill for actual
US 184 percentage of bier share(in cubic yards)
US 185 Ability to provide a detail summary report of each client for user charges.
Ula 186 Ability to provide a report which summarizes monitorin workload.
City of Redlands, California-Reauest fhr Ptnnnctzra
G Iona Category: pus corner n 0 me ron ys ern ,ir Ming
rF=Fully Provided"Out-of-the-Box =Provided with Reporting Too
M Provided,with Modification NV a Provided in Next VOYSIM
C=Custom Development;'Required NA�Not Avaltable
TP Third P"Software Required
-----------
ketefence comments
System keoUirenients.
Numer
hesoonse
<
UB 187 Ability to provide a_report which shows wasteloads by class.
U8 188 Ability to provide revenue report(printed or online): _..
UB 189 by invoice date and number
UB 190 by invoice date and number for each municipality
UB 191 by billing time frame and invoice number
UB 192 compares current revenue to previous revenue an yearly basis compatison
UB 193 compares current rates to proposed rates
UB 194 Ability to provide reports for compliance checking.
UB 195 Ability to provide a report which summarizes sampling monitoring reports..
UB 196 lAbility to provide a noncompliance report.
rrir„ .,f normcinrlc r.nlimmin Rpat est for Pr€ oosals UB 2
FG01onal d a eigory: Cus- firmm rIn o—a iorll System- 11.1tility Billing
F:Fully Provided"Out-of-the-Box i t=Provided with Reporting`fool
M=Provided with Modification NV=Provided in Next Version
C Custom Development Required NA Not Available
TP=Third Party Software Required
Responsekeference Vendor
System Requirements Comments
Number
UB 197 Ability to i or revoker a Inrmit.
UB 188 Ability to provide a list of different reports from industries.
UES 199 Ability to provide a listing of Discharge Permit Summary:_
UB 2014 Ability to provide reports for:
UB 201 Mauler detailed disposal report
U8 202 Listing of permitted vehicles
UB 203 Sampling data
UB 2014 Mailing labels
Motor Service Functions
Ability to display a history of all work orders related to a service address should be
UB 189 displayed on the inquiry screens at the service address.
City of Redlands ratifomi--Pan-r *G 0---1-
u c Tana Category. us curl er n o rm a ion ystem tiri 1in
F=Fully Provided"Out-rpt-the-Box R=Provided with Reporting Taal
M='Provided with Modification NV=Provided In Next Version
='Custom Development RequiredNA!Not Available
tP Third Party Software Re
keferefice Vendor
Comments
# w
esoonse
UB 191 Ability to maintain service records independently for long term services analysis.
Ability to establish a new customer account in the Customer Information
UB 191System/Utility BiIIin2 system and create work order for turn-on on services.
UB 192 Ability to maintain the following meter data:
UB 193 Type service>
UB 194 Meter serial number -
UB 195 Size
UB 196 Type`
U8197 Make
UB 198 Note -
. UB 19.8 Multiplier
Cifv of Pprlinnitc rmlifnrnin - Rien oM for Proposals Ulu 24
..... W**"" Ok"W-4 ANOMMM" bow" *MMMOO 6MMO aftwo boo" IMMOM *maw boom
Functional Category: Customer Information System ii rng
F Fully Provided"Out-of-the-13ox R Provided with Reporting Toot
M=Provided with Modification: NV=Provided In Next Version
C=Custom Development Required NA Not Available
Tp-Third Party Software Required
Reference vendor
System Requirements
Nutn46 r Response
UB 201 Price
U13 201 Cale purchased
UB 202 [date installed
UB 203 Last date repaired
UB 204 Number of dials
UB 205 Deductive meter
UB 206 l pe of service for meter ..
Agility to have up to five meters associated with one account. Some of these
UB 207 meters may be on while others are flagged with a special"cuff" rate table.
Citv of Redlandq rplifnmin-Raari l—i r,,0--f-
SCHEDULE "B"
IMPLEMENTATION PROCESS CHECKLIST AND TIMETABLE
I. DESIGNATED STAFF MEMBERS
As per Schedule""Bl"
11. COMPLETION OF SERVICES—GLOBAL TIMETABLE
I Proiect Commencement Date: As per Schedule "13 1
2. Estimated Project Completion Date: As per Schedule "B'1"
3. Consultant's Project Mangger: As per Schedule"13 1"
4. Organization's Project Manager: As per Schedule ""BI"
5. Project Schedule: As per Schedule"BI"
111. COMPLETION OF SERVICES—KEY PHASE TIMETABLES
1. Conversion Process
Projected Commencement Date: As per Schedule"B I"
Projected Completion Date: As per Schedule"B1"`
Estimated Hours Required: 250
#fimstted Uours
Diagnose existing system 30
(a) Determine what data is available
(b) Determine what data is not available
(c) Determine what data is reliable
M' data fields from old aLtem to new system 55
Proi�
, ramrain eZtesti ng of conversion code on the olds stern 60
Identify excSptions and problems in conversion 50
Perform two full conversions and ensure data mappinis correct 40
Formulate a"Loing-live"stratea 25
Total: 250
B-1
2, Installation/Set-up
Projected Commencement Date: As per Schedule "B 1"
Projected Completion Date; As per Schedule "131"*
Estimated:Hours Required: 255
Deser°i t+ustfiaiatec! i�r
..
Install Server Software 11
Install Client Software 18 Users) 15
Configuration of the control files 50`
Set a the accounting interface with existing accounting. acka e 30 .
Test billings/cash processin a4justments with installed settings 50
Operate new system parallel with current system for one month. 10
A `SC staff onsite for two weeks. The City of Redlands staff to test
s ' tem for two weeks.
Total: 25
3. Training
The parties will agree upon an appropriate training: schedule based on, among ether
thine, the modules in respect of which training is required and the skills and availability o
Designed Staff Members.
Total Training Hours required,based on 18 Users 27
-
SCHEDULE IIBI"
STATEMENT OF WORK
(ATTACHED)
B-3
City of Redlands
Statement of Work
JUNE 12,2000
1) SOFTWARE FUNCTIONALITY
2) IMPLEMENTATION METHODOLOGY,
STAFFING AND WORKPLAN
3) TECHNOLOG'v ARCHITECTURE
4) TRAINING STRATEGY
5) MAINTENANCE& SUPPORT
G) PROJECT AssuMPTIONS
7)APPENDIX
Section 1: Software Functionality
Advanced Utility Systems is offering the City of Redlands Version 1.6 of its Utility Billing and
Customer Information Software called CIS 000 The software operates as a comprehensive total
solution to enable a municipal water utility to effectively and efficiently manage its customer
relations. Based on the City of Redlands RFP, CIS 000 base functionality"fully provided"over
85%of the City's requirements. Adding in the City's ad-boc reporting needs increases this figure
even higher. These responses have not changed from the time of RFP completion.
Therefore we will use this section to predominantly explain basefunctions.At the end of this
section we provide information on those responses in the RFP that require a modification.
There were also 3 requirements that were indicated as available with Advanced Utility Systems'
next release. This release, Version 2.0,is scheduled for beta release in July of this year, and full
rollout to follow in the fall.
Core Requirements
Specific modules,or specific functional areas included within CIS2000 can be summarized
below:
(i) Arrangement System
CIS2000 automatically tracks payment arrangements and their current status, initiates
collections procedures{call,notice and print)and assigns follow-up tasks.
(ii) Billing
Cycle Billing
Final Billing
Regular Billing
Manual Billing
Flat Rate Billing
Meter Add/Remove
Rate Code Changes
Service Add/,Remove
With CIS 000 all billing processes including manual, estimated,budget, flat rate and rental
are simplified, Real time transactions,eliminate the need for day-end processes. The
integration of the customer information component with the billing component of CIS2000
makes processing adjustments, estimates and final bills quick and easy.You can define your
own exception parameters and processes,make special discount and credit arrangements for
individual customers and implement alternative tax rates and apply multiple taxes.
CIS2000 provides you with simplified billing processes, including cancel and rebill, bill re-
print based on revised consumption history, single bill printfromarchives and re-print bill
register. Bill registers are archived electronically. And, with the unlimited reading history
d, you have greater precision for exception checking, usage quoting and estimating.
provided L�
The system can be configured to offer different estimating procedures for each service. Bills,
deposits and equalized billing can be estimated based on any formula you define, for example
the amount of the last bill,the average of the last six months or year or two years,same as the
bill six months ago, last year or two years ago, With CIS2000 you can also track the history
of the service address and previous customer's history for greater estimating precision.
Statement of Work—City of Redlands 2
CIS2000 can currently save bills as an html format for e mailing.As well Advanced Utility
Systems is working with a number of large financial institutions and have written interfaces
to accept certain forms of electronic payments.
Efforts are currently underway, to extend this functionality. As a result the City of Redlands
can anticipate that bill payment via the Web will be easily handled in the future by the
CIS2000 solution.
(iii) Bill Journal/Cash Journal Archive
Within CIS2000 a bill joumal/cash journal is maintained.
(iv) Collections
Collections procedures including penalty pick up are automated,based on collection
parameters you define. CIS2000 will build credit ratings based on your specifications.
CIS2000 stores unlimited collection history for each account which is quickly accessible
through the customer information screen.
(v) Contact Management System
The comprehensive integrated contact management system allows you to assign tasks and to
generate them automatically for most aspects of your utility's business.The system provides
a tool supervisors and managers can use to manage workflow. All contact with a customer is
available from one tab including notes,tasks,payment arrangements, letters, service orders,
notice history, contact history and inquiry history.A simple click of the mouse allows you to
view all of the customer's history at once.
You can use your control files to configure CIS2000 to automatically assign tasks for most
types of activity. You can assign tasks to specific users or to departments, set the date for the
task to be performed and have the system track the task to ensure completion.
Integrated with the contact management component of the system, the service order system
can be configured to automatically generate service orders in response to other activity within
the system as a whole. For example, CIS2000 will automatically issue a service order for a
final meter reading on an account when the move out is entered.
Whether generated automatically or manually,the service order system will schedule the
service order, assign it to a user or department and track it through the entire CIS system until
completion.
The system can store unlimited customer information including multiple names on accounts,
all service address information including lot,plan concession and roll number,phone
numbers for home, business, fax,cellular,pager, employer, lawyer and more,as well as email
and web addresses. You can use CIS2000 to track customer demographic information.The
open data structure allows for data exchange and integration with Interactive Voice Response.
(vi) Correspondence System
CIS2000 supports and tracks all correspondence. It automatically imports customer
information into your word processing program for the creation of individual letters or for
generating form letters. All types of correspondence can be faxed or emailed directly from the
system if the utility's internal network support these finictions.
Statement of Work—City of Redlands 3
(vii) Deposit
Collection parameters are specifically designed for deposits. CIS2000 can be configured to
provide automated interest pick up with interest applied to either the deposit or the account.
(viii) Inventory
Electric Meter
Gas Meter
Instrument Transformer
Remote
Transformer/Loading
"Nater heater
Water Meter
The meter inventory functionality of CIS2000 supports multiple meter changes and tracks
meters in:the field, in stock,and scrapped. Through the automated link to the contact
management system CIS2000 generates services orders for reverification or repairs and
produces reports for service orders and replacements.:
The transformer inventory component of CIS2000 stores an unlimited amount of transformer
history including transformer location, transformer type and analysis. As part of the
transformer inventory you can also make use of load tracking and reporting capabilities.
(ix) Menu System
Menus are not hard coded, they are dynamic, So, you can decide what you call files;which
way the menus are organized and even,which menus go on which desktops.
(x)Move In/Move Out Process
With the automated contact management system in CIS2000 processing move in/move out is
simplified.With the completion of a move in/move out entry on CIS2000,the meter reading
is automatically scheduled,the necessary service carders are generated and all information for
processing deposits and final hills are prepared.
(xi) Payment Processing`
Adjustment ;
Cash Register
Deposits
Payments
Penalties
Rost Dated Checks
Whether it's a one-time cash payment from a non-utility customer or a pre-authorized
payment plan through;a hank draw for a regular customer, CIS2000 gives you the flexibility
you need to handle all payment types. You can define the parameters for each payment type
through control files as well as defining aging and setting rap multiple accounts receivable.
Integrated with payment processing,the point of sale component of CIS2000 offers you a
wide range of options for product payments including payment plans with interest, as part of
the customer's regular>utility`gill or billed separately, As with all other forms of payment
processing,you can accept any payment type you choose..
Our point of sale package gives you the option of using a fully featured cash register
including touch screen and cash drawer. CIS2000 is compatible with OCR(Optical
Character Deco ition) scanners and interfaces with third part=software and processing
systems including payments from banks.
Statement of for —City of Redlands
(xii) Post Billing Functions
Bill Cancellation and lie-Dill
Bill Inquiries
Bill Reprint
(xiii) Pre-Authorized Payment
You can offer five different types of pre-authorized payment plans with CIS2000, including
equalized:and actual billing. CIS2000 interfaces with all major financial institutions. You
can deme your equalized payment quote formula based on consumption history.The
system will automatically reconcile payment plan accounts and produce reminders and/or
labels,
Modification S/C u stomizations �Effort Required
Update June 12,2000: The City of Redlands has indicated their intention to not proceed with any of the
customization items referenced in the chart below,as all items will be available in the final release of
version 20,expected to be in place prior to the live date.
kii
: YY ts,5.✓y`S s x,1`r avt`MwSm'! ukzppt i`Y> . « a .s � S ar ,6
4
'
.... ,.,,,. ,...o,.w.; 4 ,....:....�'S:k ai'`,r ':`�n,,<,r 0. .:5„+ u�:'+w , W„`'< .., .'ax':m.;.''', ."✓'a-fit} ;d� �..,}t"#} ,tr, �s AK.v..:
CS - -
30 Interface with bog License or License Cash payments for"other GL"entries can be taken
statement through the existing cash register program available from
CIS2000. .Items are summarized on the cash journals and Nil
are then input into the GL package.
UB ---
56 Ability to add user defined fields Currently,there are several user-defined fields in the
system. Users can change the name of the field through
the control files to make them utility specific.
Nil
Our policy is that if a field is required to track a specific
piece of information,we will add the field to the system at
no charge to the customer.
UB
92 Service Forder System--" It has been identified that 20hrs will be necessary for this
Ability for furnishing departments to modification to the current system. This time estimate
maintain sub-order number files which is would require programming time,.training,and creation of $2,400
associated with a work order number. documentation and:back and forth through testing.
UBl
1 Meter beading Report-- Will be available through ad-hoc reporting due for release
Should print in route order and account Fall 2000.
number order,service address;customer
name,meter serial number,previous and Otherwise. Utility specific report,
current meter readings,consumption, $1,200
expected consumption as compared It has been identified that 1Ohrs will be necessary for this
through historical data and note for meter modification to the current system. This time estimate
reader. would require programming time,training,and creation of
documentation and back and forth through testing.
Statement of Work—City of Redlands
�i✓�� .,� `�.�ttl3 ".r '+` .�'ltt'Lh �':�qt�' CQ.if�OT1a.,,(c �� s� `j�y,m y�.`v's" ,� �� 'sr� �r
V✓{��$�"^ teY i"� ' ". �" �"� ��tz`� � V"5 H�{i5+ x s
LJBI
54 Consumption summary report Will be available through ad-hoc reporting due for release
User-defined parameters should include Fall 2000.
metered services and date range with $2,400
ability to select number of accounts with Otherwise: Utility specific report:
consumption between user-defined ranges
of consumption. It has been identified that 20hrs will be necessary for this
modification to the current system_ This time estimate
would require programming time,training,and creation of
documentation and back and forth through testing:
B 1
U7 Meter Reading Sheets- Will be available through ad-hoc reporting due for release
Should be printed by route on pre-printed Fall 2000.
firms or blank paper. Should include
account , service address,meter serial Otherwise:Utility specific report:
number,meter location description, $3,600
customer name,space to write current It has been identified that 30hrs will be necessary for this
meter reading and option to print. modification to the current system. This time estimate
would require pro `ng time,training,creation of
documentation and back and forth through testing.
UB1
60 Label Print— Will be available through ad-hoc reporting due for release
User-defined parameter should include Fall 2000.
print sequence,cycle(s),route(s),start
date,line per label and option to print Otherwise:Utility specific report.
account number. babel should include $1,200
customer name and mailing address. It has been identified that 101nrs will be necessary for this
modification to the current system This time estimate
would require programming time,training,creation of
documentation and back and forth through testing,
1 Ability to provide revenue report(printed Will be available through ad-hoc reporting due for release
0 or online)by invoice date and number for Fall 2000.
each municipality.
Otherwise:Utility specific report.
$1,200
It has been identified than I Ohrs will be necessary for this
modification to the current system. This time estimate
would require programming time,training..,creation of
documentation and back and forth through testing.
UB1
1 Ability to provide revenue report(printed Will be available through ad-hoc reporting due for release
or online)by billing time frame and Fall 2000.
invoice number.
Otherwise;Utility specific report.
$1,200
It has been identified that I Ohrs will be necessary for this
modification to the current system. This time estimate
would require programming time, training,creation of
documentation and back and forth through testing.
Statement of Work--City of Redlands 6
Third Party Software Requirements
CIS 000 is an extensive, full scope application. Third party software requirements are necessary
to facilitate our installation,report generation, and on-line help. Within Section II we discuss the
implementation methodology. It is necessary for the City of Redlands to have the latest version of
PC Anywhere installed. This software allows our conversion team to operate from our offices,
saving the City extensive travel casts_ In addition we suggest the City may wish to install Crystal
Reports 6.0 to generate ad-hoc reports. To access on-line help Adobe Acrobat Reader 4.0 is
necessary.
The City of Redlands also must meet minimum technical specifications outlined in Section H1.
This requires a Windows environment with Microsoft Office Suite of tools.
Reports
[unlimited access to your data:allows you to design and generate your own reports using any
Windows 95 compliant third party database,report writer or spreadsheet program. CIS2000 has a
standard set of reports written in R&R Report Writer which include billing, summaries,
validation,exception, aging and statistics.
The software includes embedded reports written in Crystal Reports. With the purchase of a copy
of Crystal Reports or R&R, and the availability of the appropriate expertise you can modify these
standardreports to suit your specific requirements.
A listing of standard reports is listed below
Report Name .Report Criteria Description
Options
Active Supplier Account Status Produces a detailed listing of all customers with
Account Type an active service supplier.
Company
Service
Supplier Start Date
Ran e
Active hater Heaters Meter Status Produces a detailed listing of all customers with
Meter Type an active water heater.
Company
Aged Arrears Account Status Produces a listing of Customers with a current
Account Type A/R balance and 30,611,and 90 aged arrears
Cycle total.( "his report uses the aging formulas as;
Com any_ set up on the system).
Bloch Summary Month Produces a summary report for all consumption
Year and revenue,
Cycle Broken down by service and block within each
Company sery=ice.
Completed Task By Assigned To Produces a detailed listing of all completed tasks
Staff Company by staff.
Date Com lted Range
Contact Credit Cycle Produces a detailed listing of all customers by
Rating Company their credit rating.
Credit Ratin' Ran e
Customer AR listing Account Type Produces a detailed listing of all customer Ax
Account Status balances.
Cycle
Coon arry
Statement of Work--City of Redlands � � 7
Report Name deport Criteria Description
Options
Customer AR Account Type Produces a summary listing of all balances
Summary Listing Account status by cycle
w Cycle (1 page report).
Cam anv
Customer By Bill Bill Code Produces a detailed listing of all customers with a
Cotte Detail Account Status bill code.
Company
Customer By BiII iBill Code Produces a summary listing of all customers with
Code Detail Account Status a bill code.
Com any
Customer Deposit Account Type Produces a detailed luting of all customers with
Interest Listing Account Status deposit interest.
Cycle
Com anv
Customer Deposit Account Ty
pe Produces a sunimary listing of all customers with
Interest summary Account Status deposit interest
;Cycle
Com an
Customer Deposit Account Type Produces a detailed listing of all customer
Listing Account Status deposits.
Cycle
Com an
Customer Deposit Account Type Produces a list of all customer deposits in
Summary'Listing Account status summary format,
Cycle by cycle(1 page report)
Com an
Customer Moving Cycle Produces a listing of all customers mowing in and
List Company out.
Effective Date Range
Customer Detail Account Type Produces a list of customer s`,account ,name
Listing Account Status and service address.
Owner/Tenant
Com an
Customer Transaction Code Range Produces a detailed listing of all customer
Transaction Month transaction:..
Information Year '
C cle
Flat.Rate Bill Codes Bill Code Produces a reference listing of all Flat Rate Bill
and Rates Company Codes with the'eorresponding rate.
Effective Date Range
Flat Rate and Rental Service Produces a detail listing of flat rate and rental
Detail Bill Code accounts,consumption
and charges
Flat Rate and Rental Company Produces a summary report of flat rate and
Summary Month Ran a rental accounts.consumption and charges
C14.Element Baily Company Traduces a detailed daily listing of all GL
Detail Transaction Date Element transactions.
CL Element Monthly CL Number,Range Produces a detailed monthly listing of all GL
Detail Company Element transaction broken down by day.
Date Range
Statement of Work—City of Redlands
Report Name Report Criteria Description
Qptions
GL Element Monthly Month Produces a monthly summary listing of all GL
Summary Year Transactions.
GL Number Range
GL Element Yearly Year Range Produces a yearly summary listing of all GL
Detail Com' Transactions.
Letter Of Credit Account Status Produces a detailed listing of all accounts with a
Account Type letter of credit
Company
Letter of Crtq!!T e
Meter Change Date Removed Range Produces a detailed listing of all accounts that
Gostin have a meter change.
Notice Exempt Account Status Produces a detailed listing of all accounts that
Customer Account Type are notice exempted.
Company,
Other Bill Code And Effective Date Range Produces a listing of other bill codes and their
Rates rates.
Outstanding Task By Assigned To Produces a detailed listing of all outstanding task
Staff Company assigned
Due Date Range
PAT—List with AR Plan Type Produces a list of all customers on a payment
Balance Cycle plan,summarized by payment plan.
Account Status
Company
Rental Equipment Bill Code Produces a reference listing of all Rental
Bill Codes and Rates Effective Date Range Equij!ment with the corresponding rate.
Service Order Service Order Type Produces a detailed listing of all cancelled service
Cancelled Companyorders.
Service Order Service Order Type Produces a detailed listing of all completed
Completed Company service orders.
Completed Date Range
Service Order Service Order Type Produces a detailed listing of all pending service
Pending 'Company orders.
Service Order Company Produces a detailed listing of all printed service
Printed Print Require Date orders.
Print Date
Service Order Number
Ran e
Service Orders Service Order Type Produces a detailed listing of all service orders.
Created By
Assigned Ter'User
Assigned To
Department
Print Require Date
Print Date
Service Order Number
Range
Sewer Bill Code and Effective Date Range Produces a reference list displaying the charges
Rates for the Sewer
Bill Codes.
Tax Exempt Account Status Produces a detailed listing of all accounts that
Customers Account Type are tax exempted
I
—J_Com panv
Statement of Work—City of Redlands 9
Report Ncame Report Criteria Description
Options
Transaction Code Produces a reference list of all transaction codes
Listing in the system. It will
Display the code,the description,the debit and
credit Gila numbers,the element number and the
transaction t e.
Transaction Daily GL Number Produces a detailed listing of daily transactions.
Summary Transaction Code
Company
Transaction GL dumber Produces a detailed listing of monthly
Detail AR Code transactions.
Company
Date Range
Transaction Monthly Transaction Month Produces a summary listing of monthly
Summary= "transaction Year transactions.
Transaction Code
GL Number
Transaction Yearly= Transaction Year Produces a summary listing of yearly
Summary transactions.
Unbilled Accounts Account Type Produces a detailed listing of all unbilled
Company accounts
Billing tate Range
Unbilled Revenue Date Range Produces a listing by cycle of estimated unbilled
revenue.
Vater Code and Effective Date Range Produces a reference list displaying the
Rates consumption by blocks and charges for the
Water Bill Codes.
Water Meter by Account Type Produces a detailed listing of all accounts with a
account Account Status water meter
Meter Status
Com any'
Water Meter by Account Type Produces a detailed listing of all water meters,by
Cycle Account Status cycle.
Cycle
Company
Water Meter by Meter Status Produces a detailed listing of all water meters by
Meter Meter Type meter number.
Company
Water Meter by Meter Status Produces a detailed listing of all water meters by
Meter Type Meter Type meter type.
Com any
Water Meter by Cleter Status Produces a detailed listing of all water meters by
Remote Type Remote Type remote type.
Company
Water Meter By deter Status Produces a detailed listing of all water meters by
Subgroup Subgroup subgroup.
Company
W ater Meter By Test Meter'Type Produces a detailed listing of all water meters
Year Company that need to be tested for a specific date range.
Test Date Ran e
Water Meter Inactive Meter Type To list all inactive water meters.
Meter Status
Statement of Work—City of Redlands 10
Customized Reports
Custom Deports that are"utility specific"and that are not available among the standardized
reports in the system will be handled outside the contract Specifics and samples should be
forwarded for analysis and a discussion with the project manager will occur prior to development'
to ensure that the report will suit the needs of the utility.
Without specifically knowing what will be necessary, although most utilities find the
standardized reporting;sufficient, we can state that the following costs may be incurred=.
(i)Development.
On average,approximately 5 hours x S 120/hr, for a total.of S600 per custom report.This
includes any back and forth necessary through the testing phase.
(ti)Training
Training is usually unnecessary as the reporting interface is standardized,however time is spent
with training staff if the processes are unclear during the implementation. These costs are
included in the training offered in the implementation costs.
Ad-Hoe Reports
Ad-hoc reporting is due for release in the next version of the software, Version 2.0 Users will
have the;ability'to query any database field and create their own report formats
As well, any ODBC compliant reporting software can be used to query the tables from outside of
the program;
CIS2000 contains an ad-hoc query tool called advanced Search. It allows a user to search on
most fields within the database. The user palaces `operators"on the field and types in a variable
to start the search. All matching records can be exported to a spreadsheet for further
manipulation, or can be filtered on screen.
Statement of Work—City of Redlands 1 p
Section 11 Implementation Methodology, Staffing
and: Workplan
Within this section we have created an implementation template that can be used at the
March 28, and 291h meetings to create a more formal implementation schedule.
( ORIENTATION
The key to a successful and cost effective implementation of CI000 is a full understanding of
your specific needs and the development of a realistic schedule with clearly defined targets and
built in checkpoints for both organizations. Our meetings on the 280 and 29"`will fulfill many of
the objectives of Orientation. however from our perspective it is valuable to ask you to work with
us and complete Orientation Questionnaires.
In your Orientation Questionnaire you are asked to share with us all of your relevant processes
everything from rates,notices and billprints to vacation schedules the details we need to know
about your utility to effectively set up CI2000 with you.
The completion of the Orientation Questionnaire is the single most important phase of the
implementation of CIS2000. This document forms the basis for all the critical decisions regarding
your implementation process including the best methods for conversion, set up installation,
training and parallel testing.
(At)
The City of Redlands plans on having PC Anywhere operational in time for the mid-August dial
in. Prior to this date we would like to begin our preliminary data conversion efforts.Therefore we
suggest data be provided on a CD by July 10,2000. Details of the Advanced Utility Systems
contact, and specific format requirements will be provided in June.
(B) TEST TIAL IN
As ars initial step we will proceed with a test dial--in at the City. This will accomplish;two key
points in the process. First,it will allow us to review the files in your currently billing system and
formulate a"plan of action"in terms of accessing and converting your data to CIS2000. Second;
it will ensure that the dial up is operational,allowing us direct access to our system through the
implementation process, This will allow our technical staff to set up your system and to
investigate problems that forwarded throughout the implementation process.
Wro ose to schedule the dial Lip test for: I w/o August 15
We ask that the City provide the staff resources as indicated at the end of this Section;.
One week prior to the target date. please fall out the following information below and fax this
page to the attention of Kathryn McKay at( 1 fa)496-3910. Cance received, we will test the dial
up and be ready to proceed with the remaining steps in the implementation as indicated.
Dial tog Phone Number
as word( Necessary to complete FSC Anywhere password:
connection
Statement of Work—City of Redlands 12
(Please be specific -c.g.PC A
password and any network log-ins that Network Passwor&
have been set up for Advanced Utility
Systems use)
On-site confact mine:
(in case of difficulty)
Phone:
Please note-should this information change,you should inform us of these changes as
quickly as possible. We will rely on dial up access being there as we move through the
implementation of CI 00 - if we run into difficulty trying to dial in that cannot be resolved
quickly; it may result in a delay of the working live date that we areattempting to meet.
(C) CONVERSION
The conversion process will average between two to six weeks, directly dependant on the current
billing system and the unique database structures contained in it.
used on information supplied to us in your Orientation Questionnaire, the conversion team will
write a unique conversion utility that will enable us to re-map the data from your current billing
system into CI X000. This step can begin as soon as the dial-in procedure is formalized.
(D) APPLICATION INSTALLATION
The installation of the system will take approximately one to three days dependant on any
difficulties that may arise due to the server and client machines on site. Technical specifications
as indicated in Section M should be in place before installation.Meeting or exceeding the
hardware specifications will ensure that this step of the implementation will proceed smoothly.
The first step required after the system is installed, using your converted data,is that Training
begins. The first training necessary is Overview Training. A detailed listing of the various types
of training is explained in detail in Section IV. Within Section IV we will highlight the times
when training is needed.
(E) CONVERSION TEST REPORTS
Upon the completion of Overview training, Redlands staff will be prepared to complete a series
of conversion test reports. These reports are an integral part of the conversion process-the
feedback we receive will help us to modify the unique conversion routine that has been created
for you and will ensure that all conversion issues are addressed prior to you going live on
CCI S2000. Examples of the types of data converted are listed on page 26.
At this phase in the implementation of CI 000,you will begin the,process of on-site verification
of the data. Your staff is required to use their knowledge of the current billing system to identify
anomalies in the conversion, missing data and any incorrect mapping of files, The Conversion
Test Reports should be used as a tool to help you navigate through both systems during testing
over the next two weeks. These reports will serve two purposes -based on the comparison of
your current system and CIS2000 we can ensure that CIS2000 is performing correctly and
calculating properly. As well, staff is able to use the overview training received while navigating
the system thereby improving their understanding and skill of the new interface,
Once completed these results are to be forwarded to Advanced lAility Systems. You can expect
that we will continue to modify and re-run conversions on an ongoing basis during your parallel
Statement of Work-City of Redlands - 13
phase to ensure that data is current for comparison purposes and that all anomalies have been
effectively dealt with prior to going live.
Account Type Test Reports
The account type test reports will assist you in reviewing all of your account types:
1. Residential Conversion Test Report—Please check at least twenty residential accounts
(accounts with unique attributes would be best—for example, different bill codes if
applicable, different cycles etc.)
2. Commercial Conversion Test Report—Please check at least twenty commercial accounts
with varying bill codes/cycles (if applicable).
3. Flat Rate Conversion Test Report—Please check at least five different flat rate customers.
4. Seasonal Accounts Conversion Test Reports—If applicable,please check a few seasonal
accounts—a seasonal account would be a customer that you only bill for part of,a year, for
example., a cottage property or ski chalet, swimming pool etc.
5. Time of Use Conversion Test Reports—If applicable, please compare all of your time of use
accounts in both systems.
Customer I Account Information Reports
These reports will help to ensure that specific customer/account information is converting
correctly—this information must be converted correctly in order to proceed with more in depth—
process oriented training on the system
I. Deposits Conversion Test Reports—It is important that the deposits be checked—we want to
ensure that all deposits are converting to CIS2000. Please check the Transaction History Tab,
deposit sub-tab for deposit information when comparing the two systems and check at least
10 deposits.
2. Exemptions Conversion Test Reports—You should ensure that the exemptions are converting
correctly. Please check accounts with Transformer Discounts, Primary Metering,Notice
Exemptions, Penalty Exemptions and tax exemptions.
3, Payment Plan Conversion Test Report—You should also check to ensure that Payment Plan
(Equalized and Variable) customer banking infori-nation is converting correctly—please
check several accounts and record the results on the attached form.
4. Meter Changes Conversion Test Reports—The way that meter changes are "stored" in
systems is quite different—this is often a conversion issues that will need special attention,
please check accounts that have had a meter change but have not yet been billed on the old
system. Find them on the new system and see what the meter information on the SERVICES
tab looks like. Please record your results and forward.
5. Meter Reading Notes Conversion Test Report—The Itron Notes should be present on the
METER READING NOTES tab on the main form. Please check several accounts that you
know should have meter notes.
Asset Management Conversion Test Reports
The following reports will help to identify any problems with the inventory systems:
Statement of Work—City of Redlands 14
1. Electric Meter Inventory Conversion Test Report—Please check one each of all meter types
you have in inventory.
2. Sub Group Conversion Test Report--Please check all of your sub-group information to
ensure accuracy.
3. Transformer Conversion Test Report—Please check the transformer master file and compare
results—if applicable.
In-depth training can now take place over several weeks depending on your needs. Based on our
experience with previous implementations, we've developed an integrated approach to training-
one that not only reflects the setup of CIS2000 at your utility but also progresses logically for
your staff. As each training component is completed, your staff will be ready to run parallel with
those functions.
(F) PARALLEL
After training on several processes, staff will be ready to start a parallel on the system—this is
defined as performing identified processes on both systems—allowing you to monitor results on
CIS2000 compared to your current billing system. During parallel testing, all functions (billing,
cash, collections,new services,etc.)are run simultaneously on your current system and on
CIS2000. The resulting comparison between the output from your current billing system and
CIS2000 ensures that the new system is performing accurately and calculating properly.
While time consuming and demanding for your staff,the parallel testing process reinforces the
training modules allowing users to practice what they've learned in preparation for operating
CIS2000 live.
In order to extend the effectiveness of our training we have developed a series of Parallel
Worksheets that support your staff to work through the more complex processes involved in
paralleling and provide us with the information we need to adjust training and set up if necessary.
These worksheets are integrated with the training process to provide your staff with full
documentation to refer to as they parallel.
We also ask that you to record your progress in your Parallel Journal, At the end of each day the
Parallel Journal reports should be faxed to Advanced Utility Systems to allow us to respond
proactively to the ongoing needs of your staff while they are paralleling.Depending on the
comfort level of your staff we can then make the decision to go live,
SOFTPARALLE
L
You can begin a"soft"parallel on the system once Daily Process training has been completed,
We provide Parallel journal forms to assist you in tracking results and provide staff with"work-
sheets"to use as they proceed with training on CIS2000.
As mentioned, the Parallel journal can be used to record daily activity, performed by staff on the
system, and allows you to forward information, as necessary to my attention so that anomalies
can be tracked and addressed.
The Daily process parallel journal can be used by staff to record the results of the items that they
perform on both systems. This will include meter changes. customer information modifications
or additions, move in/move out, arrangements etc. As staff takes customer service calls and
Statement of Work—City of Redlands is
performs these functions on the current billing system; they should attempt to duplicate the
process on CIS2000.
Additional training is required for Cash staff, which is explained in Section W.
As mentioned above,the Parallel journal can be used to record daily activity, performed by staff
on the system,and allows you to forward information to our experts so that anomalies can be
tracked and addressed.
The Cash/Adjustment/Deposit parallel work sheets can be used by staff to record the results of
the items that they perform on both systems. This will include cash batches, adjustments to
accounts and deposit payments, transfers and refunds.
This is followed by additional training for your billing staff.
The Beginning Billing work sheets can be used by staff to record the results of the billing testing
that they have been asked to complete on CIS2000, This testing will give us feedback to prepare
for the Hard Parallel and next phase of training. Testing calculations on a variety of customer
accounts will ensure that the system is calculating and performing correctly so that the more
complicated "cycle"billing parallel will proceed smoothly.
You can expect that there will be a good deal of back and forth during this phase of parallel.
Based on sufficient testing by the City,you can expect most of your calculations will be working
on CIS2000 at this point. The more difficult accounts will remain and this testing will ensure that
all issues are identified prior to going live.
HARD PARALLEL
Now your staff can begin a "hard"parallel on the system. As with the soft parallel activities we
provide forms to assist you in tracking results and will provide staff with"work-sheets"to use as
they move towards going live on the system.
As mentioned above, the Parallel journal can be used to record daily activity,performed by staff
on the system, and allows you to forward information, as necessary to my attention so that
anomalies can be tracked and addressed,
The Billing work sheets can be used by staff to record the results of the testing that they have
been asked to complete on CIS2000. This testing will give us feedback to prepare for going
live— the only issues remaining will be process related–errors that occur due to transaction code
setup and will help to identify any hardware issues that are impeding the billing process and that
you should resolve before going live.
We would recommend that every cycle be included in this hard parallel–testing every cycle will
ensure that every account will calculate correctly when you go live. A daily schedule of activity
will be completed prior to the hard parallel beginning. You can expect that there will be a good
deal of back and forth during this phase of parallel
The Parallel journal can be used to record daily activity, performed by staff on the system, and
allows you to forward information, as necessary to our attention so that anomalies can be tracked
and addressed.
Your project manager will want to keep track of the results of some key processes on both
systems as you are working through the hard parallel. We supply checklists to help you to keep
track of all cycles and processes.
Statement of Work–City of Redlands 16
(G) IMPLEMENTATION TEAM
A successful implementation requires a commitment from Advanced Utility Systems and the City
to provide expert staff to the process, and give them the tools they need to complete the task.
We propose the following individuals participate in the project. For Advanced Utility Systems we
have included names and titles so that we can review their credentials with you.We do not
include".'resumes" of our staff, in Baur proposals.We would like to suggest that we assemble an
implementation team,and have there meet with City officials. At that time they can review their
implementation experience with you, and gain a sense of your expectations beyond what has been.
shared to-date.
If the City is unhappy with an individual on the implementation team vire suggest that it
immediately be brought to the attention of our Director of Implementation Services,Kathryn
McKay. She is skilled at dealing with such issues, and prefers the first steps to be informal. We
have never had a problem that cannot be resolved in this manner. However we have set out an
"appeal"process in the contract that formalizes the steps we propose. This process could also be
used if the City were unhappy with the implementation director. For the team at Redlands we
have indicated the "functional areas:"that need to be represented.
Statement of Work--City of Redlands 17
Proposed Advanced Utility Systems Team
rr
verwed,Utility` yst s
" Cutrf
60� �ii2ee
eritu�ne
'Adv�ra '" �9ffGty ��teme,
�JarnesRtkirt a Vtt#it �} Pima,riirJPa#e� P rc�r;fKi
d atr C"
Sav i+pn art'. " `Ana[}�5t�
7
G Ktw+n B Peter Pannus J.�uurr Me 9R3sr r ' t 4�gh9ey! y Beit
Cnvs Tecrtai� L �€staiter
Proposed Team for the City of Redlands
(l) Structure of the Utility Billing/Cashiering System Implementation and
Communication Tree.
": r�rri�ti�er y �ee�ta �'ra�k
iN4�F�i�yn
lit,
tir Cash Rep o s Metes ttvent ty C€r(ecttane tatdware tech raic�l�viStsr
V6bbie MYers .` ra tut �e o r ,IF arse
These staff members will work with the Advanced Utility Systems team throughout the
implementation_ A proposed Calendar is included in Appendix.A indicating rough timelines for
each stage in the process. it is supported by the proposed schedule which indicates the resources
needed on;a monthly basis.
Statement of Work—+City of Redlands 18
Team Roles 1 Responsibility—Monthly Breakdown
Assuming a July Project Commencement Date and a January 2001 Live, the tables shown on the
next several pages would represent the project plan, with milestones and responsibilities outlined
for both;teams.; It is assumed that should any of the projected timelines be missed, the project
will be re-assessed by the project managers for each team and a new schedule generated.
July
tle�o
esr r 4 s 4a f S r ${ ttrtli T' s k Baa
Needs Analysis—
Week of June 26
During thus week,all departments will be Project Manager Project Manager
interviewed by Advanced utility Systems Cash Staff
project manager,at the City of Redlands in Billing Staff
order to prepare a detailed reeds analysis that Collections Staff
will drive the conversion,technical set up and Technical Staff
training phases of the project. This is the Metering Staff
critical first step that will drive the project Accounting Staff
Data Extraction— July J "Technical Department
Technical staff'at the City of Redlands will;
extract the first set of data and detailed
information on file structures/screen prints
from current UBS and forward to Advanced
Utility Systems so that the conversion process
can begin.
Conversion
Week of July 101s Project Manager
A unique conversion utility will be prepared Cash Staff
and conversion to the new interface project Manager Billing Staff
undertaken. City ofRedlands team identified Conversion Team Collections Staff
will be available for further interview Technical Team Technical Staff
dependant on need as coordinated through the Metering Staff`
project manager from both teams.. Accounting Staff`
Set Up
Week of July 17/Week July 24: Project Manager
Set up of system for the City of Redlands— Cash Staff
Control file manipulation. Again,during this Project Manager Filling Staff
period,members of the City of Redlands team Conversion Tease Collections Staff
will be available for further interview/ Technical Team Technical Staff
clarification of processes performed as Metering Staff
coordinated through the project managers Accounting Staff
from both teams.
Statement of Work-City of Redlands 1
August
A 40ed'Utility
ix � *
z
Installation>—
August 14, 2000 Project Manager
Installation of Conversion routine t software f Technical Learn Technical Staff
data on server. Client installs for all using
CIS2a0o:
Exclusive access to server necessary and
technical staff to work closely with Advanced
Utility Systems installers. **All necessary
hardware to be in place and tested on network
prior to installation,
Overview Training- Senior Trainer Project Manager
August 15th—18th All Staff City of
Overview training(4 days)to be performed at Redlands,Utility Billing.
City of Redlands. Two days is required for a
complete overview,staff should be split into
two groups and be available for the entire day
this allows for coverage in the office while
staff participating,
Sign off'will be required on all training once
complete:
Conversion Testing Project Manager Project Manager
Week of August 21" Conversion Team Cash Staff
The City of Redlands will undertake a Technical Team Billing staff
thorough,review of the first run of the Collections Staff
conversion in place. Conversion test reports> Technical Staff'
will be completed and-returned-through Metering Staff
Advanced Utility Systems project manager for Accounting Staff
analysis and modification of the unique
conversion utility in order to correct any
anomalies that may exist,prior to the begin of
modular based training scheduled for the
corning months, City of Redlands team
identified will be available for further
interview dependant on heed as coordinated-
through the project manager from both teams.
,Sign off will be required prior to moving
forward.
Statement of Work—+City of Redlands 20
September/October
s
Ad r cel t3 ty C10yzoM u�
Conversion
Week of August 28th
The modified conversion utility will be Project Manager Project Manager
Technical staff
uploaded and run to correct anomalies Technical Team
identified by the City of Redlands team. Conversion Team Gash Staff`
Billing Staff'
Exclusive access to server necessary and Collections Staff'
technical stair to work closely with Advanced Technical Staff
Utility Systems installers. Metering Staff
Accounting Staff
Re-Testing of identified issues will be
necessary.
Sign off will be required prior to moving
forward.
Training
September 4`'to 7h
Training(4 days)to be performed at City of
Redlands. gaily Process training(2 days for Senior TrainerProject Manager'
each group). All staff will be required to All Staff
participate
Sign off will be required on all training once
complete.
Soft Parallel
"Weep of September 11th
Project Manager Project Manager
The City of Redlands will undertake a soft Senior Trainer All Staff"
parallel(testing of processes learned through Technical Team
training). This will help to identify further Conversion Team
conversion issues not picked up on during the
conversion-testing phase and will familiarize
staff with the new interface. Parallel
worksheets completed and forwarded to
Advanced Utility Systems project manager
through City of Redlands project manager:
Sign off will be required prior to moving
forward.
Training
September l$'h to 22'd
Training(5 days)to be Performed at City of Senior Trainer Project Manager
Redlands. Crash(2 days)/Billing(3 days). Billing Staff
Cash Staff
(Sign off will be required on all training once
co lete)_
Statement of Work City of'Redlands 21
axed till,
Soft Parallel—Week of September 25th
The City of Redlandswill undertake a soft
parallel(testing of processes learned through Project Manager Project Manager
training). This will Delp to identify further Senior Trainer Billing Staff
conversion issues not picked up on during the Technical Team Cash Staff
conversion-testing phase and will familiarize Conversion Team.'
staff with the new interface. parallel
worksheets completed and forwarded to
Advanced Utility Systems project manager
through City of Redlands project manager.
Sign off will be required prior to moving
forward:
Training
October 3rd,4th,5th
Training(3 days)to be performed at City of Senior Trainer Project Manager
Redlands. Billing(completion 1-day)I Billing Staff
Collections(2 days) Collections.
Soft Parallel
Week of October 9/Week October 16
The City of Redlands will undertake a soft Project Manager Project Manager
parallel(testing of processes learned through Senior Trainer Billing Staff
training). This will help to identify further Technical Team Collections Staff
conversion issues not picked up on during the Conversion Team
conversion-testing phase and will familiarize
staff with the new interface, Parallel.
worksheets completed and forwarded to
Advanced Utility Systems project manager
through City of Redlands project manager.
This will be the last opportunity for soft
parallel to expose any conversion and process
related issues prior to the beginning of the;
hard parallel..
Sign off will be required prior to moving forward.
Training—
October 17'h to 19'h
Asset Management Training,(l day). Reports Project Manager Project Manager
Training(1l2 clay). Month End`Year-End Senior Trainer Metering Department
Processes(1/2 day). ServiceOrderSystema Technical Team Accounting Staff
training(1 day) Conversion Team
Sign:Gaff will be required on all training Lance
co lete,
Statement of Work City of"Redlands 22
November/December
It 7,1
x StY1Sa
stoTte
4-
Conversion— October 23
A new,refreshed data conversion will be run
to brim both systems to the same timeframe;
Project Manager Project Manager
New data will be extracted and forwarded to Technical Staff
Conversion Team'
Advanced Utility Systems stiff on,end of day Accounting:Staff
at month end close off of the current billing
system. Accounting staff will be required to
run a trial balance(detailed)in order to
proceed with the next step. The conversion of
the new data will take place can by Advanced.
Utility Systems conversion staff in order to
proceed.
Exclusive access to server necessary and
technical staff to work closely with:Advanced
Utility Systems installers.
Trial Balance
Week of October 23`x''
A trial balance will be necessary to ensure that Project Manager Project Manager
all dollars(A/R and Deposit)are being Senior Analyst Accounting Staff
transferred through the conversion process. Senior Trainer
The trial balance will mark a key milestone in
terms of moving forward to the hard parallel.
This will be performed at the City of Redlands
by the staff indicated.
Advanced Utility Systems staff will work with
City of Redlands team to ensure that there is a
system balance(to the penny aside from
identified,unavoidable,agreed upon issues
that arise)as the live date approaches.-
Statement of'Work—City of Redlands 23
..✓� '„+
d aucid,Lltili ' ICA � t"�
Hard Parallel— November/December
The City of Redlands will undertake a hard Project Manager Project Manager
parallel that will include all processes being Senior Trainer Technical Staff
compared in bath systems—old and new. Technical Team Cash Staff
Parallel worksheets completed and forwarded Conversion Team billing Staff
to Advanced Utility System project manager Training Team Collections Staff
through City of Redlands project manager. Technical Staff
Metering Staff
This will include all interface testing 1 parallel Accounting Staff
that is necessary(meter reading systems,
accounting interface,CIS interface). This will
include finalization of bill print,notice,letters
and service order output;
Advanced Utility Systems staff`will warp..with.
City of Redlands team to perfect the operating'
system as the live date approaches.
Sign off will be required prier to moving;
forward.
January_
LIVE Thursday January 1,20111
Final balance will be achieved on the down
day(January I")and sign off of balance- Project Manager Project Manager
obtained. Final check of all control files and Senior Trainer Technical Staff`
clearing of temporary files from testing will be Technical Team Cash Staff
cleared, This dawn day will ensure than the Conversion'Team billing Staff
final checks are in place prior to moving to the Training Team Collections Staff
LIVE on the system Technical Staff`
Metering Staff
Sign off will be required prior to moving Accounting Staff
forward;
Post—LIVE
January/February/March 2001
A post-live strategy will be developed during
the project. This will include any outstanding Project Manager Project Manages
implementation issues. This will also include<
any post-live training necessary on any re-
designed or new processes that are necessary.
Advanced Utility Systems will re-visit and be
on site for the first billing to ensure a smooth
transition.
Statement of Work—City of Redlands 24
LTt `� n{l
*anr l l R
le tc� e S #en t Teat
The project managers from both teams will
monitor post live activities through the
warranty period to ensure that all outstanding
issues are addresses and to ensure that the
transition to the new billing system runs
smoothly;
Statement of Work—City of Redlands 25
Section III Technology Architecture
MiNIIVIUm HARDWARE SPECIFICATIONS (FOR EXISTING HARDWARE)
Server Pentium 11300
9 gig of disk space(SCSI)
256 megabyte of ram
101100 megabit network
Windows NT 4.0 operating system
Workstations. Pentium 11 200
64 megabyte of ram(128 is recommended for billing staff)
15" monitor(17"is recommended for customer service staff)
2 megabyte video cards,minimum resolution of 1024 x 768 pixels
Printer:; Laser(high capacity,highvolume)
Networking. 101100 megabit Network cards and cabling
PREFERRED HARDWARE SPECIFICATIONS IF BUYING NEW)
Server. Pentium 111640
18 gig of disk space(SCSI)4RAID);
512 megabyte of rani
adequate tape backup
100 megabit network
Windows NT 4.0 operating system
Workstations: pentium 111600
128 megabyte of ram(256 is recommended for billing staff
15"monitor(17"is recommended for staff
who deal directly with customers)
Printer. Laser(high capacity:,high volume)
Networking: 100 megabit Network cards and cabling
Fibs Needed For DataConversion
The data from the City of Redlands existing billing system will be converted into an ASCII fixed
length file by a City ofRedlands representative and provided to Advanced utility Systems
Corporation with detailed file layouts,according to mutually agreed upon dates.
In order to Bally complete data conversion we will require almost all of your files. This generally
includes:
• All master files containing data relevant to customer information-names,addresses;,
telephone numbers.
• Pre-authorized payment information, customer comments, or comment history.
Statement of Work—City of Redlands 26
• All master files containing data relevant to premise information- meter numbers, current
reading date, current meter reading.
• All history files containing the history of transaction items affecting the balance of accounts,
• All history files containing the history of meter reading information.
• All meter inventory information, including meter numbers and all parameters of the meters.
Interface Requirements
Accounting
As noted in the documentation provided by the City of Redlands, Bitech Software has been
selected as the ERP Vendor. As such the interface between Advanced Utility Systems billing
solution and the accounting package is critical.
This interface would include the ability for cashiering staff to perform the
following at the front counter:
Utility Billing Payments
Business License Payments
Yard Sale Permits
Dog License Payments
Traffic Ticket Payments
Building Permit Payments
Development Impact Fee Payments
Check Cashing
Taxable Sale Receipts (Point of Sale Items)
Miscellaneous Revenue Receipts to both Revenue and Expenditure GL accounts
Electronic Transfers -City receives notification from the bank that theyhavereceived a
wire transfer. Treasurer's Office then processes the wire transfer through
Cash Receipting.
Accounts Receivable-The Finance Department prepares invoices to customers for a
variety of transactions. The City wants the ability to accept
payment on these invoices in the Cashiering System and through
the interface,post them to the GL by the actual invoice number in
the A/R system of the Finance System.
Advanced Utility Systems has a policy of developing interfaces with accounting software
packages at no cost to the client. Therefore all development of the accounting interface would be
absorbed by Advanced Utility Systems.
GIs
Advanced Utility Systems has extensive experience interfacing with GIS systems. In particular
one of our key developers has over 6 years working with GIS systems. Without knowing the level
at which the City of Redlands would like to link their software it is difficult to quote the hours
needed to complete the functionality. Nonetheless, based on our experience, we would
Statement of Work—City of Redlands — 27
recommend that the City of Redlands budget from 40 to 80 hours development to Complete a
satisfactory link between the GIS and Billing software.
Dog License
Assuming the interface would consist of Advanced Utility Systems Corporation's customer
service and billing software accepting payments for licenses this is included in the base
functionality but would require minimal set up. If it were to interface real time to a licensing
software package we would require additional information on the package in order for an accurate
quote to be given.
Barcoding
Advanced Utility Systems will include a bar code or OCR based payment bar
code when working with the City of Redlands on the bill print format. This
will ensure that payments can be scanned into the cash register system when
processing cash receipts. Redlands has to purchase any necessary third party software, hardware
and font.
Statement of Work—City of Redlands 28
Section IV Training Strategy`
Overview Training
This initial stage of training tales place when CIS2000 is first installed at your site,with your
converted data. This training focuses on navigation ofthe CIS2000 user interface and is designed
to support users to search for accounts on the system and analyze the results of the initial
conversion of data.
Two sessions are recommended( a,m.to 11: 30 a.m. and 1:30 p.m. to 4:00 p.m.) This will allow<
sufficient time for all staff to have exposure to these functions on the system. All staff`should be
encouraged or scheduled to participate in this phase of training.
PR PQgp 1 — 1 4 dajsA2 da s r oupl µ
ITS fS COVER D IN TRAINING Lagging In
Searching for Customers
Editing/.Adding and Deleting
Review of the lain Customer Inquiry porn
Participants- � All Staff--Maximum 8 per day
Once this training has been completed, staff will be prepared to complete a series of conversion
test reports. These reports are an integral part of the conversion process—the feedback we
receive will help us to modify the unique conversion routine that has been created for you and
will erasure that all conversion issues are addressed prior to you going live on CIS 000.
User acceptance checklists are handed out during two phases of the implementation. The first i
after the install and overview training has taken place. Conversion testing reports are distributed.
These tools help staff to step through CIS 000,comparing the current billing system to the new
billing system and will help to identify any conversion issues that may exist.
In-Depth training
Daily processes Training—Para 1
This first phase of hands-carr-training focuses on the simpler aspects of daily processes including
logging;in,move in/move out, final bill service orders,meter changes and letters. light away,
after only one training session your staff can begin the process of paralleling some of their daily
work on CIS 00.
This will alloNv sufficient time for all staff to have exposure to these f metions on the system.
Staff that have direct contact with customers or who are expected to access the system to inquire
can customer information should be encouraged or scheduled to attend this phase of training.
Statement of Work- "1tvof Redlands wY_ 29
PROPOSED DATES) 4 days (2 days per 2u )
ITEMS COVEIL RD IN TRAINING Meter Changes
Move IN 1 OUT
Processing Final Bill Service Carders
Adding Comments
Contact Management
Setting up Exemptions (Tax/Penalty/Notices)
Task System
Quoting Deposits
Arrangement Processing:
Pre-Authorized Payment Plans
Meter Changes
New Services
Participant details- All Staff--Maximum 8 per class
Cash Training Session
Cash staff are now ready to learn more detail-oriented cash processing on CIS2000 including
payments, adjustments to accounts and cash register. Cash training typically only takes a half-day
after which your staff will be fully prepared to runt parallel on all cash processes.
PROPOSED DA LE(JS 2 days
ITEMS COVERED IN TRAINING Cash Processing
Cash Register Processing
Processing Past Dated Transactions
Processing Adjustments
Processing Deposits
Participant details Cashiers—All staff that use the cash system.
Maximum 8 per class
Billing Training Session
Now that your billing staff has been trained on the basics of CIS2000 they are ready for a more
detailed process-oriented training on Billing. This will include final bills and manual bills,
canceling bills as well as re-printing bills and reviewing journals. By the end of this session your
staff will have a thorough understanding of how bills are processed on the CIS2000 system:
PROPOSED DATE(5) I day
ITEMS CO TIERED INTRAIXING" Manual Bills
Final Bills
Cancelled Bills
Removing a Request to Cancel
Editing in a Billing Batch
Riding transactions on a Customers' Bill
Adding a Bill Message
Reviewing Billing Journals
Printing bills
dating Bills
Participant Details All Billing Staff
Maximum S per class
Statement of Work—City of Redlands 30
Automated Billing Training Session
In this module all aspects of processing hand held meter reads to generate bills will be covered
(including I CI and DCO). Your staff will be able to parallel every single bill from now on,
ensuring that by the time they go live they will do so with confidence.
PROPOSED D TE($) � days
ITEMS C'OVERED?IN TRAINING processing a DC'l File �W
Processing the Reading File (DCO Processing)
Regular Billing(automated cycle billing)
Using the Billing Check list
ExceptionsProcessing
Reviewing Exception Reports
Editing the Billing Batch
Participant Details All Billing Staff,Maximum 8 per Clay
Daily Process'Training—Part 2<
Having already developed complete competence with C 52000 your staff are trained to handle
the more complex daily functions specific to your utility. Typically this includes processing pre
authorized payment plans and the creation of a bank file as well as all final processes including
bill print,notices,penalties,collections and adding new services.Cance training is completed you
should then be able to run your current system parallel with CI 2000 with confidence.
These items may be handled one--on-arse with staff that have specific responsibility for these
items and could run anywhere from 1-2 hours per session.
PROPOSED DATE(S) 7.5 days
ITEMS COVERED IN TRAINING Processing Bank Files V2 day
Post Dated Transaction Routines 'r'2 day
Notices 1 day
Penalties '/2 day'
Reports 1 day
Asset Management 2 days
Control File Training 2 days
Participant DetaiLv Staff responsible for each item should attend.;No limit on
class size, l on 1 recommended.
We propose that this training be held on-site. At this early stage we cannot say withcertaintywho
your trainers will be,however we can provide the following detail:
• Our core trainers have over 20`years of utility experience,
• Each trainer has experience with the unique operating;conditions of water utilities;
• Each trainer consistently wins"excellent"approval ratings from their classes.
• Our training team, including management, oversaw the training needs of over 20 new
clients in 1999 and the upgrade training process for over 30 clients in the first few
months of 2000.
Statement of Work City of Redlands 31
Section V Maintenance and Support
Maintenance Plan
Details of Advanced Utility Systems maintenance and support plans are included within the Draft
Contract, Section C.
Support—Future Product Upgrades
Attached in the Appendix is an upgrade guide issued upon the release of our current eversion of
CI 2000. It is representative of what we would offer on an ongoing basis.
Statement of Work—City sof Redlands 2
Section VI Assumptions
Throughout each section we indicate the assumptions we made in preparing the preliminary
Statement of Work. In this section we reiterate the main assumptions.
1) The City of Redlands will have the required hardware installed prior to the installation of
Advanced Utility Systems utility billing and customer service software.
2) It is our understanding that there will be multiple software packages installed simultaneously.
In order for a smooth installation we will require scheduled time with sole access to the server. In
addition we will require the City to provide the monthly staffing resources as setout in Section 11.
3)The software application"PC Anywhere"will be purchased and installed and the modem
number provided to Advanced Utility Systems Corporation for exclusive auto answers access
throughout the implementation and post implementation for support.
4) Business Processes and Procedures documented through the completion of the Orientation
Binder are not altered, The Orientation Binder will detail the process and rules that will allow the
correct set up and installation of CIS2000. To facilitate this process, a business analyst can be
provided at an additional cost to discuss business process re-engineering and its impact on your
day to day business,
51)The data from the City of Redlands existing billing system will be converted into an ASCII
fixed length file by a City of Redlands representative and provided to Advanced Utility Systems
with detailed file layouts,according to mutually agreed upon dates.
6)Any changes to the original Statement of Work(i.e. items not identified by the City of
Redlands)prior to the beginning of the implementation or changes to business practices by the
City of Redlands will be escalated to the Steering Committee of each company for resolution.
This will include costing and changes to the implementation milestone dates if applicable.
Statement of Work—City of Redlands — 33
A in
endi*x A
Attached is an implementation schedule as set out in a monthly calendar format.
May 2000 July 2000
S M T W T F S S M T W T F S
1 2 3 4 5 6
7 8 9 10 11 12> 13 2 3 4 5 6 7 a
14 15 16 17 18 19 20 9 10 It 12 13 14 15
21 22 23 24 25 26 27 16 17 18 19 20 21 22
28 29 30 31 23 24 25 26 27 28 29
30 31
June 2000
Sunday, '','"Tuesday ThuM�y-- -Add .;
2 3
4 6 7 8 9 10
11 12 13 14 is 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30
NEEDs ANALYSIS
Statement of Work—City of Redlands 35
June 2000 august 2000
S M T W T F S S M T W T F
1 2 3 1 2 3 4 5;
4 5 6 7 8 9 10 6 7 8 9 10 11; 12
11 12 13 14 15 16 17 13 14 15 16 17 18 19
18 19 20 21 22 23 24 20 21 22 23 24 255 26
25 26 27 28 29 30 27 28 24 30 31
July 2000
' q1u da a Tua . SatunIML
2 3 4 7 8
[�,,VFA EXTRACTION
9 10 11 12 13 14 15
CONVERSION
16 17 18 19 20 21 22
SIFT U ' kwwwom
23 24 25 26 27 28 29
SET UP
30 31
Statement of Werk—City of Redlands 36
July 2000 September 2000
S M T W T F S S M T W T F S
1 2
2 3 4 5 6 7 8 3 4 5 6 7 8 13
4 10 11 12 13 14 25 10 11 12 13 A 15 16
16 17 18 19 20 21 22 17 18 19 20 21 22 23
23 24 25 26 P 28 29 24 25 26 27 28 29 30
30 31 August----
2000
S
'T unft, Mqtidyk dAv
2 3 4
6 7 8 9 10 11 12
13 14 is 16 —17 18 19
LIN§:CALLATION 10VERVIEwTRAININ VIEW TRAINING OVERVIEW TRAINII 1 OVERVIEW
Group #1 Group #1 Group #2 Group#2
20 21 22- 23 24 25 26
CONVERSION TESTING
t
27 28 29 30 31
CONVF=-RS1ON]m0w, MMMMMM*
Statement of Work—City of Redlands 37
August 2000 October 2000
S M T W T` F S S M T W T F S
1 2 3 4 5 1 2 3 4 5 6 7
6 7 B 9 10 it E2 8 9 10 11 12 13 14
13 14 15 16 12 18 19 15 16 17 18 19 20 21
20 21 23 23 24 25' 26 22 23 24 25 26 27 28
27 28 29 30 31, 29 39 31
=September 2000
Sunda 1666 � urcl�
.RAINING � TItA�[N[NG � T RA[N[NC TRA[N NG� �
Daily Process Training Daily Process Training Daily Process Training Daily Process Training
Group #1 Group ##1 Group #2 Group #2
10 11 12 13 14 15 16
CC� "T�`AItAL1I. I;
17
is
19
20
21 22 23
TRAININ+ TRAINING TI2A[NiNG TRAINING T[LA[N[N
Cash Training Cash Training Billing Training Advanced Billing Advanced Billing'
Training Training
24 25 26 27 28 29 30
G[T PA[2AL*L.E
Statement of Work—Citi of Redlands 38
September 2000 November 2000
S M T W T li S S M T W T F S
1 2
3 4 5 6 7 8 9
10 11 12 13 14' 15 16 2 7 8 5 1 11
17 18 19 20 21 22 23 12 20 21 12 22 23 23 377 18
19 2
24 23 26 27 26 29 30 7 2b 2# 25
26 23 28 29 30
October 2000
Sunda 'Monday Tarda Thw f`rda Saturda
TRAININGE] 3 1 TRAINING TRA11lIN[
Advanced filling Collections Training Collections Training
Training
8 9 10 11 12 13 14
SOFT PARALLEL
15 16 17 18 19 20 21
ElTRAINI +G TRAINING
Asset Management Reports Training/Month Service Order System
Training End/Year End Processes Training
22 23 24 25 26 27 28
CONVERSION/TRIAL BALANCE
29 30 31
Statement of Work--City of Redlands 39
October 2000 December 2000
S M T W T F S S M T W T F S
1 2 3 4 5 6 7 1 2
8 9 10 It 12 13 14 3 4 5 6 7 8 9
15 16 17 18 19 20 21 10 It 12 13 14 15 16
22 23 24 25 26 27 28 17 18 19 20 21 22 23
29 30 31 24 25 26 27 28 29 30
31
..................................
ave
er 2000
.................
S
�7, ................unday', 7 7;
We h ' '
SatUrd-w
2 3 4
6 7 8 10 11
12 13 14 15 16 17 18
HARD PAI
19 20 21 22 23 24 25
26 27 28 — ------ 29
30
Statement of Work-City of Redlands 40
November 2000 January 2001
2 3 4 5 6
1 2 3 4 7 8 9 14 11 12 13
5 6 7 8 9 19 11 14 15 16 17 18 19 20
12 13 14 15 16 17 18 21 22 23 24 25 26 27
19 20 21 22 23 24 25 28 29 30 31
26 27 29: 29 30
December 2000
'..,.
�.,; :k utas
Sundt -° figanit� 1
3 ' a S 9
10 12 13 14 15 15'
HARD PARALLEL
17
-13 20 21 22 23
24
25 26 27 28 30
31
41
Statement of Work—City of Reiland
December 2000 February 2001
S M T WT F S S MT W F S
1 2 1 2 3
3 4 5 67 S 9 4 5 6 7 8 9 10
10 11 12 13 14 15 16 11 12 13 14 15 16 17
17 18 19 20 21 22 23 18 19 20 21 22, 23 24
24 25 25 27 28 29 30 25 26 27 28
31
January 2001
fd SaturdaSunday d
2 3 4 5 6
7 8 9 10 11 12 13
14 15 ;16 li 1S 19 20
poS - I.iV
,E J 21 22 23 24 25 26 27
28 29 30 31
Statement of Work—City of Redland 42
January `001 March 2001
M T T F S M T W TI F
z
1 2 3 4 5 6
7 8 9 10 11 12 13 4 6 7 8 6 17
2
14 15 15 17 18 19 20 11 12 13 1 22 23 15 23 17
24
21 22 23 24 25 26 27 t8 15 20 23 31
28 29 30 3i 25 26 27 28 29 34 31'
February 2061
Ay
Sunda Mcnd� Tuesd ednes+ a ThursdayFrida " Sturd
1 2 3
4 5 5 7 9 10
11 12 13 1 14 1s 16 17
PosT- LIVE
18 " 22 23 24
25 26 271 2$
Statement of Fork City of Redlands 43
F Tri T 01F April 001
1 z 3 S M T W T
4 5- 6 1 e 9 TO i 2 3 4 5 6 7
11 12 13 14 15 15 17 8 9 10 11 12 13 14
18 19 20 21 22 23 24 15 16 17 18 19 20 21
25 26 27 28 22 23 24 25 26 27 28
29 30
Mare 2001
Sunday No6d 1Tuesda '�lMlcMd °
T1U1"St#1
1 3
4 6 7 9 10
11 12 13 14
16 17
T-
is
- 1
1s 19 20 21 22 23 24
25 26 27 2 29 30 31
Statement of Work-City of Redlands 44
May S, 200
Appendix
City of Redlands
Clarification and Comments arising firom RFP Matrix
The attached material addresses questions in the RFP that were not answered at the time of our initial response. These items were left blank for one of
two reasons, Either we diel not understand the request well enough to comment, and needed more clarification as to what was required, or the answer`
could not be clearly explained using the scale provided, and we wanted to provide a more detailed explanation.
In some of these cases we now have received more information and can provide more complete answers. However for some of the areas we still teed to
talk with the appropriate technical or functional expert from the City to be sure we understand the need.
The material below repeats the question from the IPP as shown in blue,with the accompanying answer,
I General Design Section
"Customer Systema has the ability to provide the following informatiow"
l I U132- Customer'Service Level Information - In Section 1 -Software Functionality,we provide a listing of standard reports pertaining to all service-
order Customer service activity,Other data must be accessed through;ad hoc queries:
2) U133 -Utilities Service Delivery information._ Many levels of information are available relating to service delivery
I U1 - Customer Related service delivery assets information,- The system tracks a range of meter inventories as well as tracking of non-billing
equipment such as backflow devices.
l U136 - Ability to Record perfori-nonce measurement data-The system records and maintains a wealth ofcustomer information and historical data that
can be used in performance measurement.
{B) Billing Features
) U1383- ability to accept meter readings from outside sources -Meter readings generally are sent from an external source to the meter reading
software, We create an interface with the meter reading software so that readings can then be uploaded/downloaded between the systems. Therefore,
depending on the outside sources your meter reading application will be critical in evaluating this question.
tate meat of Work- City of Redlands 4 '
(C) Solid Waste Functions
6) UB 186 ability to produce a report, which summarizes monitoring workload—The systerri has reports that measure staff workload.
7) UB 194 -190 .,..alai lity to provide reports for compliance checking, sample monitoring reports and non-complianceThese reports canbe generated
using Ad Hoc reporting functionality.
8) UB 197 -199, .ability to modify or revoke a permit, provide a list of different reports froin industries, list of discharge permit summary- The system
has numerous general functions that may be able to handle these requirements. More detail is required before we can provide a definitive answer.
?) 1.11: 201 -204 ..,reports for Hauler detailed disposal report, listing of permitted vehicles, listing of sampling data, listing of mailing]abets - While
more information is needed, in general the system does not capture and store this information.
(D) Questions for whieb CIS2000 is"Not Applicable"
he requirernents identified in UB 114- UB 118 cannot be handled by a Customer Information System. Generally they are housed within work-order
management software. As the project commences we would be happy to use our experience to assist you in seeking out answers to your needs in this
area.
Statement of Work—City of Redlands 46
SCHEDULE "C
SUPPORT AGREEMENT
This support agreement (the "Agreement") is entered into pursuant to a software
license and implementation agreement (the "Software License and Implementation.Agreement,)
dated June 21, 2000, between Advanced Utility Systems Corporation ("Consultant") its principal
place of business at 2235 Sheppard Avenue Fast, Suite 1702, Toronto, Ontario, M2J 5135, and
The City of Redlands ("Organization"), with its principal place of business at 35 Cajon Suite
15A, Redlands, California, 92373 and becomes effective immediately upon the expiry of the
Warranty Period.
Unless otherwise defined herein, all :defined terms used herein shall have the
meaning ascribed to them in Software License and. Implementation Agreement.
1. Subject to the terms and conditions of this Agreement, Consultant shall provide
subscription and support service which includes revisions, updates and enhancements to
CIS2000 and related materials for the version of CIS2000 specified in Schedule "A" and
Schedule "A I"attached:to the Software License and Implementation Agreement.
w Subject to the terms and conditions ofthis Agreement, the Consultant shall provide
software support via telephone, remote dial in access, electronic mail, and site visits when
necessary, seven days per weds, twenty-four hours per day; excluding Consultant
observed holidays. Emergency situations and after-hour assistance provided by the
Consultant will be available to the Organization by pager number and electronic mail.
The Organization is required to advise the Consultantof its intentions to require
formalised after-hours support, 48 hours prior to when the support may be required. To
enable Consultant to provide effective support; the Organization will establish a dedicated
auto-answer modem to allow the Consultant to access the Software effectively.
In consideration for the support services specified in Section 2, Organization shall pay the
Annual Support pee set forth in Schedule "D" attached to the Software License and
Implementation Agreement. Consultant may change the annual Support Fee from time
to time, provided that any such change must be made for all clients of Consultant. In
addition to the Annual Support Fee, Organization shall reimburse Consultant for its direct
expenses in providing support services; pursuant to this Agreement, including, but not
limited to:
(a) courier services;
(b) photocopying; faxing and reproduction:services-,
lc)' all reasonable travel costs, , meal expenses of not more than S35.0per diem
(receipts provided) and a mileage charge of 32.5 cents per mile;
(d) long distance telephone calls, and
(e) all other reasonable 'expenses incurred in the performance of Consultant's duties
hereunder.
C-
Consultant may update its reimbursement policies from time to time, in which case such
updated policies shall apply for purposes of this Agreement, provided that such updated
reimbursement policies must generally apply to all clients of Consultant.
All support services provided by Consultant to Organization other than those specified in
Section 2 (such as, but not limited to, on-site support), shall be provided to Organization
by Consultant at Consultant's then prevailing prices, hourly rates, policies and terms. For
certainty, any updates of, or enhancements to, the Software will be made available to
Organization free of charge (with respect to the actual updates or enhancements), but all
services provided by Consultant with respect to such updates or enhancements will be
subject to the Consultant's then-prevailing prices, hourly rates, policies and ternis,
meaning that such then-prevailing prices will apply to matters such as set-up and training
relating to such updates or enhancements,
All payments hereunder shall be in U.S. dollars and shall be net of any taxes, tariffs or
other governmental charges.
The initial terni, of this Agreement shall be for one year beginning on the date set out
above. The Agreement shall continue thereafter on an annual basis provided that
Organization shall pay the then prevailing Annual Support Fee set forth in Schedule "M
attached to the Software License and Implementation Agreement, unless terminated by
either party upon giving to the other not less than 90 days notice in writing prior to the
end of the first year or any subsequent anniversary of such date. If the Support
Agreement is terminated by Organization, it shall be entitled to retain the Software
licenced to it as at the date of such termination, but it will relinquish its rights to receive
upgrades of, or enhancements to, the Software, services for the Software, or access to the
Source in escrow upon the occurrence of any event specified in Section 2.7(d) of the
Software Licence and Implementation Agreement. For certainty, and without mitigating
the application of the Software Licence and Implementation Agreement during the term
of this Support Agreement, the terms and conditions of the Software Licence and
Implementation Agreement will continue to apply to Organization following the
termination of this Agreement.
Title to and ownership of all proprietary rights in the Software and all related proprietary
information shall at all times remain with Consultant, and Organization shall acquire no
proprietary rights by virtue hereof
Unless terminated pursuant to Paragraph 6 hereof, this Agreement shall remain in full
force and effect except as terminated as follows:
(a) if either party neglects or fails to perform, observe or cure within. ('30) days of
written notice of such failure to perform any of its existing or future obligations.
(b) If Organization attempts to assign
,i this Agreement or any of its rights hereunder, or
undergoes a re-Organization, without complying with the Software License and
Implementation Agreement,
C-2
9. Unless otherwise agreed to by the parties, all notices required hereunder shall be made in
accordance with the provisions of the Software License and Implementation Agreement.
10. Either party's lack of enforcement of any provision in this Agreement in the event of a
breach by the other shall not be construed to be a waiver of any such provision and the
non-breaching party may elect to enforce any such provision in the event of any repeated
or continuing breach by the other.
A valid contract binding the parties hereto shall come into being only upon execution of
this Agreement by a duly authorized agent, officer or representative of both parties.
12. This Agreement is the exclusive statement of the entire support agreement between
Consultant and Organization. No change, termination or attempted waiver of any of the
provisions hereof shall be binding unless in writing and signed by the party against whom
the same is sought to be enforced.
13. The parties hereto agree that the terms and conditions contained herein shall prevail
notwithstanding any variations on any orders submitted by Organization.
14. The particular provisions of this Agreement shall be deemed confidential in nature and
neither Organization nor Consultant shall divulge any of its provisions as set forth herein
to any third party except as may be required by law.
15. Portions of the data supplied by Consultant may be proprietary in nature and will be
marked as such. Organization will abide by the terms of such markings and will be liable
for all loss or damage to Consultant from any failure to so abide by such markings or
from all unauthorised disclosure of such proprietary data to any other party. Consultant
retains for itself all proprietary rights in and to (1) all designs, engineering details, and
other data pertaining to CTS2000 (2) all original works, computer programs, discoveries,
inventions, patents, know-how, and techniques arising out of work done wholly or in part
by Consultant in connection with this Agreement, and (3) any and all product(s)
developed as a result of such work, including the sole right to manufacture any and all
such Products(s).
16. In no event will Consultant be liable to Organization for any special, indirect or
consequential damages arising from this Agreement. Without limiting the generality of
the foregoing, Consultant shall not be liable for lost profits, lost business revenue, failure
to realize expected savings, other commercial or economic loss of any kind, or for any
claim whatsoever against Organization by any other party arising out of or in connection
with this Agreement or the use or performance of the Software whether in an action based
on contract or tort, including negligence.
17. This Agreement shall be governed by, subject to and construed in accordance with the
laws of State of California.
18. This Agreement may not be assigned by the Organization unless, concurrently with any
such assignment, the Organization assigns its rights under, and complies with the
provisions of, the Software License and firiplementation Agreement,
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19. This Agreement shall be binding upon the successors and assigns of the parties and enure
to the benefit of the successors andpennitted assigns of the parties.
20. This Agreement is to be read and construed as an ancillary agreement to the Software and
Implementation Agreement. If a conflict or inconsistency exists between a provision of
this Agreement and a provision of the Software and License Agreement, then the
provisions of the Software and Implementation Agreement shall prevail.
21. Time shall be of the essence of this Agreement.
22. The invalidity or unenforceability of any provision or covenant contained in this
Agreement shall not affect the validity or enforceability of any other provision or
covenant herein contained and any such invalid provision or covenant shall be deemed to
be severable.
23. The parties shall do all such things and provide all such reasonable assurances as may be
required to consummate the transactions contemplated hereby, and each party shall
provide such further documents or instruments required by any other party as may be
reasonably necessary or desirable to effect the purposes of this Agreement and carry out
its provisions.
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24. This Agreement may be executed in counterparts (whether by facsimile signature or
otherwise), each of which when so executed shall constitute an original and all of which
together shall constitute one and the satric agreement.
IN WITNESS WHEREOF, the Parties have executed this Agreement to be
effective as of the date first wiitten above.
ADVANCED UTILITY SYSTEMS
CORPORATION
Per:
Name.- Patrilcja,Sorbara
Per:
telae; Philip Pla
Title: Vice-President
THE CITY OF REDLANDS
Per:
Name: Pat Gilbreath
Title: Mayur
I?er:(
Nam Lo-r�i zer
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iT4itl�:%City 4�1
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SCHEDULE cc s'
FEE STRUCTURE AND PAYMENT SCHEDULE
Note: Fees for Services listed below are based can best estimates of the number of hours of word
required to complete the Services outlined on Schedule "B" and Schedule "SBI " to;this
Agreement. Accordingly, the total of such fees will increase or decrease, as the number
of actual hours worked is greater than or less than such estimates.
to -Ainat .; uk� Ti�t�ls _ `Tata1
Licences
Server License $35,000.00
User Licenses 145,000.00 $ 0,000.00
Upsize to Oracle $0.00 8C},000. 0
Database
Services
Conversion $30,000.04
Set-up and Install $30,600.00
Training $32,400.00
9 000.00;
Total: $173,000.00
Payment Schedule:
A. Licence Fees:
1_ On execution of this Agreement: (25%of license fee) .....x.... ..........$20;000.00
2- On completion of Set-up and Installation-(75%of licence fee) .....:..$60,000.00;
B. Consulting and Training fees:
Invoiced bi-weekly on the basis of actual hours of work to the completion of the project.
C. Annual Support pee ........... .... ....... ...... ..... .... ........... ........ ..........$20,000.00
D; Upsize to Oracle Database... ...........................$0M
0
D-d