HomeMy WebLinkAboutExhibit 3A Proposal for
City of Miami, Department of Finance
City of Miami
Department of Finance
Proposal by: Rusty Keith
Regional Marketing Specialist
CORE Business Technologies
904 507-9245
Proposal Contents
Executive Summary 1
About Us 3
About Our Company 3
About Our Solution 3
Why Buy From Us? 3
Implementation Schedule 4
Pricing Proposal 7
Proposal Notes 8
Executive Summary
CORE Business Technologies is a provider of payment processing solutions for over-the-counter and
electronic commerce payments. CORE's suite of products includes One -Step Payment Processing
System, our windows -based payment processing system and TranSuite, our web based system.
CORE's One -Step Payment Processing System is a 32-bit Microsoft Windows -based application that
uses current object -oriented programming to allow for seamless upgrades and feature modifications,
including pull -down and pop-up menus, smart buttons and smart icons, point and click capabilities and
hot -keys.
The user environment is developed using an industry -standard GUI interface that is modified to match the
desired views of the client. One -Step is capable of independent operation as a payment processing
workstation in the event of host or network failure. The system is network independent.
The date and time for payment processing is automatically updated. In addition, cashiers have the ability
to override or change the processing date prior to posting (according to security profile). Cashiers are
able to define a transaction source (mail -in, walk-in, drop box, etc.) via a menu. Single payments can be
distributed among different transactions as well. Transaction source management reports are provided.
An unlimited number of payment media types is accepted by One -Step including credit and debit cards as
payment for single or multiple bills. All information is recorded on the audit trail, interactive electronic
video journal (an on screen representation of the paper audit trail) and receipts/endorsements.
One of the many benefits of the One -Step system is its ease of use. One-Step's interactive video journal
— an on -screen version of the paper audit trail — is one example of this user -friendliness. With the video
journal (which is displayed alongside the payment form screen), cashiers can review current and prior
transactions, conduct searches and perform voids and tender corrections.
Cashiers can hot -key between payment files (work in more than one payment file at a time). In addition,
multiple cashiers can hot -key between payfiles at a single workstation if necessary.
One -Step provides void transaction capabilities as well as tender error correction on the current payment
screen. Transaction/receipt numbers increment automatically. One -Step also enables partial payment
processing.
Whenever possible, One -Step eliminates or reduces keystrokes by capturing data through scanning of bill
stubs, credit cards, etc.
Cash drawer balances and deposit totals are available for review on a screen display. Cashiers can make
advanced deposits or balance the cash drawer on demand. End -of -day balancing Is available by user's
privilege. All cash count reports, media/check listings, payfile totals and deposit slips can be printed
directly from the balancing screen. One -Step enables reports on any transaction information as well
through a third party report writer.
One -Step can maintain workstation totals for a user -defined amount of time (through the One -Step
Configure Program), allowing for historical reporting.
The system allows for assignment of multiple cashiers per workstation for normal operation, supervision
and relief while providing separate totals and daily activity reporting for each.
One -Step provides each cashier, administrator and supervisor with a unique access password. Users
can modify their password on demand. The system also allows for automatic password expiration at user -
defined intervals. Authorized personnel have the ability to change expiration intervals as needed without
the need for vendor assistance.
CORE Business Technologies
Proposal for City of Miami, Department of Finance
In addition, One-Step's Configure Program allows administrators or supervisors to easily setup security
features, access parameters, license renewal, bank endorsement messages, etc. Other One -Step
Payment Processing System features include:
• Transaction validation receipting
• Interface to host and client server
• Automatic check digit and field calculation
• Bar code, OCR and mag stripe scanning
Benefits include:
• Identification of delinquent accounts
• Deferred payment setup
• Elimination of reprocessing
• On-line summary of charges
• Minimum payment calculation
• Automatic recovery for continuous processing
• On-line help
• On-line configure program
• Ad -hoc reporting
• Integrated credit card processing
• Returned check table and fee assessment
• Advanced deposits and printed deposit slips
• On -demand management reports
• Third -party system interfaces
• Document/check endorsements
CORE also provides web -based functionality such as:
Search link
Search Link allows users to search for transaction information and display the transaction audit trail
(video journal) for the transaction. Cashiers may search for all transactions processed through One -Step
by a number of individual or combined criteria such as dollar amount, date or type of payment. This
searching capability can occur across all work (payment files) processed, including historical dates.
Searches by any string, such as partial ID number, credit card number, or account name are also
available. Upon locating the transaction(s), reprint options are available for all search functions.
Report Link
Report Link allows users to generate and display One -Step Payment Processing management reports.
Using a web browser, users navigate to the One -Step Report page and enter information on which they
wish to run the report. They simply select the report format, the payfile number, branch, date, user, bank
an/or other filters. The resulting detail or summary report appears on screen
With CORE's Payment Processing System, account information and transaction history is centralized.
Literally, information is available at the touch of key. Inquiries can be performed by cashiers without
leaving the main payment screen. Updates can occur in real-time so account information is up-to-date.
Security is impeccable. Only cashiers with the appropriate security access as determined by their security
profile can perform certain cashiering activities.
In addition, CORE provides a web enabled solution called iPayment Transaction Suite. Please see the
following descriptions:
iPayment Transaction Suite
Collect General Receipts and accept funds to post to customer accounts and process departmental
deposits from various offices via the web.
• Perform real-time inquiry and update
• Void or review receipts after they've been posted.
• Enter multiple user deposits for each Deposit File.
• Process departmental deposits using a web browser with no additional software or configuration.
• Void or review departmental deposit transactions after they've been posted.
• Group and balance transactions by Deposit File.
• Store transactions in an ODBC compliant database.
CORE Business Technologies 2
Proposal for City of Miami, Department of Finance
• Report on transaction history using any ODBC compliant reporting tool.
About Us
About Our Company
A privately -owned company incorporated in the State of Rhode Island, CORE Business
Technologies is a software, networking and print management solutions innovator
specializing in systems integration and payment processing solutions. With more than
125 employees, our commitment to innovation, growth and challenge has helped
satisfied clients compete successfully since 1983. Our business is designed to match
your priorities and delivering customer value is our focus.
About Our Solution
In order to meet both our customer's immediate needs and their long term challenges,
CORE has designed the Transaction Type Processing Module -- a solution that is
extremely flexible and scalable. This solution is geared around Transaction Types that
can be added, modified or removed as needed. This approach allows a system
administrator with little technical background to control the behavior of their solution. This
extends all the way from customizing the look and feel of the payment screen including
the ability to set field prompts, field masking, default values, "requiredness" (i.e., whether
a field Is required, optional or protected) to the ability to control internal processing such
as which system it inquires against, which system It updates, etc. This approach has
repeatedly allowed us to deliver more functionality than our customers had expected.
CORE's solutions are specifically designed to maximize the use of the existing
technology and assets of our clients. The use of shared database assets is the
traditional implementation approach for the application data and configuration stores. All
of CORE's solutions are developed to utilize ODBC communication standards to facilitate
the goal of RDBMS independence, platform independence and client asset utilization.
Integration to host applications is provided through the use of ODBC, SQL or High Level
Language Application Programming Interface development methods. CORE's solutions
are designed specifically to interoperate across multiple host systems and platform and
provide a unified processing environment.
Why Buy From Us?
CORE Business Technologies has been providing unified payment and revenue
processing solutions for clients nationwide since 1987.
CORE has worked extensively with customers over the years to simplify procedures and
provide turnkey solutions that optimize productivity and enhance customer service and
satisfaction. We have over 16 years experience in all phases of system design and
implementation.
In order to meet both our customer's immediate needs and their long term challenges,
CORE has designed a solution that is extremely flexible and scalable. This solution is
geared around Transaction Types that can be added, modified or removed as needed.
This approach allows a system administrator with little technical background to control
the behavior of their solution. This extends all the way from customizing the look and feel
CORE Business Technologies 3
Proposal for City of Miami, Department of Finance
of the payment screen including the ability to set field prompts, field masking, default
values, "requiredness" (i.e., whether a field is required, optional or protected) to the ability
to control internal processing such as which system it inquires against, which system it
updates, etc. This approach has repeatedly allowed us to deliver more functionality than
our customers had expected.
Our clients range from small city governments, utilities and colleges to large universities,
state agencies, consolidated utility conglomerates and private corporations. CORE
specializes in payment processing and revenue management and since our solutions are
tailored to our clients, our systems can operate effectively in many different types of
environments providing our clients (whether they are city tax collectors or university
bursars or whether they are collecting tuition or selling University sweatshirts) with the
powerful payment processing capabilities they need and expect.
Implementation Schedule
CORE utilizes a time -tested parallel approach in providing system changeover far organizations adopting
the One -Step Payment Processing system. The following Implementation Plan provides the Client with a
successful method for implementing the proposed system in an efficient and cost effective manner. The
plan goes far beyond the software installation process to ensure that the One -Step System is addressing
the Client's needs and provides for maximum return on investment. A description of each phase of
system implementation is outlined.
Design/Discovery Phase
During the design/discovery phase of system implementation, representatives of the Client and CORE will
meet to discuss and advise on the many topics which will affect the installation of the One -Step system.
CORE will set up a meeting date immediately upon receipt of a purchase order for the One -Step System.
The team assigned to you will provide assistance and project management to the Client as much or as
little as required. Our professionals will work with your assigned Project Manager to streamline the
implementation process. This includes assistance in specification of screen design and any custom code
required as well as coordination of installation and training at the site.
Modification, delivery of equipment, installation, training and all aspects of system implementation are
discussed including:
• Establishment of goals and objectives for the preparation phase, installation
phase and post -installation phase of system implementation
• Modification for update, validation and edits
• File transfer path options and preferences
• Batch header record formatting, if any
• Real-time host data exchange
• Screen designs from layout to expected functionality
• Scanned data mapping into screen fields
Automatic field calculations, validations and inquiries
• Keyboard mapping
• Chosen credit card authorization service provider (if any)
• Chosen credit settlement service provider (if any)
• Delivery locations, training locations
• Designated the Client trainers and acceptance testers
• Network design
• Specification of configuration and communication paths
• Definition of any modifications or coding requested by the Client
CORE Business Technologies 4
Proposal for City of Miami, Department of Finance
• Specification of keyboard, magnetic stripe, bar code and OCR mapping
• Topics that your personnel add to the agenda
Any and all factors that significantly impact the transition process and items that need to be addressed
in order to ensure a successful installation phase are reviewed and discussed during Design
Planning. An initial project specification (a blue print for the project) will be prepared and delivered by
CORE. Feedback from the Client is expected within a timeframe determined in the specification.
Modifications and adjustments are placed in the final specification and forwarded to the Client.
When the scope of this project has been defined and both CORE and the Client are ready to proceed,
each item above (and any other items that have been discussed during the Design meeting) will be
completed. All work to be performed and the time frame for completion of the project is determined
during Design Planning. To ensure that system implementation is accomplished within the
determined time frame, CORE's team assigned to the Client will rely on exact specification of all
desired custom items at the time of Design Planning. Development and coding of the Client's
Specification at CORE's site will be performed by this same team of CORE professionals to ensure
that the expected system is, in fact, the system which is installed. Once a complete specification is
provided, the next phase of implementation can begin.
Close communication between the Client key representative(s) and CORE's team of professionals is
maintained during the Design Planning phase of system implementation. After the on -site visit, CORE
professionals frequently engage in conference calls and other means of communication with the
Client personnel to ensure project task completion is commencing as planned. All items developed for
the Client require approval prior to design commencement. Completed, signed specifications of the
desired system should be provided to CORE after Design Planning.
CORE professionals will review and make recommendations for improving workflow processes and all
other factors relative to the new system as part of Design Planning. Other recommendations resulting
from Design Planning may affect the level of configuration necessary and will be outlined and quoted
as such.
Preparation Phase
After Design planning, CORE personnel return to our site and prepare the One -Step system
for installation. Work commences on the following:
Screen Design
According to your specification for color and layout
Automatic field calculations, check digits, etc.
Automatic field mapping from scanned sources (bills, credit cards)
Fields which automatically execute validations or inquiries
Performance Configuration
Configuring each user ID, password and password validation
Configuring tender types to be accepted
Designating maximum cash back, maximum cash in drawer, etc.
Designating automatic logoff interval
Setting up security features for supervisor -level users
Setup of hot keys for your most -used functions
Successful system implementation relies heavily on the Client's timely completion of review of all system
specifications. The system task outline illustrated below and on the following page is typical of a new
system Installation. We have outlined this plan for your review.
CORE Business Technologies 5
Proposal for City of Miami, Department of Finance
Task Description
Responsibility
Contract execution completed/Purchase Order received
by CORE
Client
Schedule Design Planning Meeting
CORE/ Client
Design Planning meeting held
CORE/ Client
Specification of initial project specification submitted to the
Client
CORE
Configuration based on initial specification begins at
CORE
CORE
Client reviews specification
Client
Final project specification submitted to the Client
CORE
Review and acceptance of the final project specification
Client
Configuration by CORE based on final specification Is
completed
CORE
Hardware system components testing begins at CORE
CORE
Software system components testing begins at CORE
CORE
Delivery of hardware/software system components
CORE
Connection of hardware/peripheral system components
CORE
On -site testing of system Interfaces
CORE/ Client
Training of the Client's personnel by CORE
CORE/ Client
System acceptance
Client
CORE Business Technologies 6
Proposal for City of Miami, Department of Finance
Pricing Proposal (in accordance with Clark County, WA RFP No. 365)
Modfit
Application Software
1 RP
0
0
1
1
RP1
RP5
CHKIMG
Desc'ilatiof
CORE One -Step Client User License (Initial 10 Client Block)
OPTIONAL Application Software
CORE One -Step Client User License (Additional Single Client)
CORE One -Step Client User License (Additional 5 Client Block)
Document/Check Imaging
Credit Card Processing Software (site lic., single merchant) *
5 SW-LSA Annual Software License Fee — ($5,625) per year)
- (15% annual - pricing based on 10 workstations)
Total Application Software (and Annual Main.)
System Implementation
3.5 Project Management & Spec. Design
System Configuration/Screen Design (Incl. Oracle AR &
17 Building/Zoning Interfaces)
8.4 Transaction Based Processing Module
2
5
1
Design Planning
Training/Installation
Expenses (To be paid as incurred)
Optional Peripherals (Hardware)
6 TM-H600011
6
6 SLD2120
6 MAGTEC
6 554212
Total System implementation
Epson Receipt Validation Printer with Document & ID Card
Imaging/MICR Reader (includes 2 yrs spare -In -the -air)
EPSON TM-H600011 Spare -in -the -Air Support (2-years)
Electronic Cash Drawer with cable
Magnetic Stripe Reader*
Bar Code Scanner
Tot�l�Systerm�c�sr -'
Total Peripherals
CInht.P `iCe Tot ONO,
$37,500
$5,000
$20,000
$5,000
$2,950
$5,625
$1,200
$1,200
$1,200
$1,200
$1,200
$4,032
$1,579
$216
$239
$99
$375
$37,500
$0
$0
No charge
$2,950
$28,125
$68,575
$4,125
$20,400
$10,000
$2,400
$6,000
$4,032
$46,957
$9,474
$1,296
$1,434
$594
$2,250
$15,048
Y� I
CORE Business Technologies
Proposal for City of Miami, Department of Finance
Proposal Notes
Pricing Notes
Additional cost will be required for phased delivery projects.
Additional Custom programming (tailoring) would be at additional expense. ($150/hour
or $1,200 per day)
The Contractor shall make every attempt to minimize travel expenses, if required, and if
authorized under provisions of this agreement and shall be submitted in accordance
with Section 112.061, Florida Statutes. All travel expense shall not exceed $4,032 for
the performance of work in this Agreement based on the 2 —days of design planning
and 5-days of training and installation. Additional days of customer requested services
will Incur additional travel expenses.
CORE reserves the right to charge for anything outside the scope of the project.
CORE has priced training and installation for all PC's at one location. Training will be in the
"Train the Trainer" format and will be at one location. CORE can install at all locations if desired
and will price this out as needed.
This quote assumes that the customer will provide the hardware, LAN and connection to the
information systems on the Mainframe or in the client server environment.
Remote Access is required for development to database.
CORE requires the ODBC drivers for MS ACCESS.
If a fileserver is to be used, then the customer is responsible for the fileserver
database.
This can be Oracle, Access, SQL Sever or any ODBC compliant database.
It is assumed that the customer will take responsibility for the laying of cable and the physical
connection to the mainframe or the Client/Server.
The customer Is responsible for remitting any applicable sales and use taxes
to the local and or State tax authority.
The customer is responsible for all reasonable expenses incurred during
pre -installation planning, installation & training and customization.
Reasonable expenses include airfare, lodging, transportation and meals.
If you buy hardware from CORE, your hardware warranty and maintenance agreement
resides with the original equipment manufacturer. CORE strongly suggests that you contract for
on -site maintenance of all hardware components.
CORE Business Technologies 8
Proposal for City of Miami Department of Finance
Statement of Work
Introduction
This document represents the Statement of Work (SOW) for performing the implementation of the
Point of Sale Receipting Application for the City of Miami, Florida.
The SOW includes the following elements.
1. Scope Overview
2. Modules
3. POS System Specifications
4. Hardware
5. Implementation Services To Be Provided
6. Interfaces To Be Developed
7. Assumptions
8. City's Responsibilities
9. Testing and Acceptance of System
10. Project Schedule and Task Descriptions
11. Payment Schedule
Scope Overview
The purpose of the Point of Sale Application implementation is to provide a single source cashiering
solution and interface to their respective host systems as indicated in the proposal document. The City
has set the following goals and objectives for the new Point of Sale (POS System) solution.
The goals are:
1. Implement a cashiering application that would integrate the City's business applications (as
named in the proposal document).
2. Implement a solution that would not only replace current receipting application's unique
transactional abilities, but also exceed such application's multi -transactional capabilities, and
enable the customer to have a one -stop interaction with a single cashier.
3. Implement a solution that is scaleable, so that in the future, it could be implemented throughout
other City Departments where payment collection activities are being performed.
The objectives are:
1. To provide City of Miami customers one -stop payment service.
2. To simplify and increase the speed of processing manual transactions by enhancing account
balance inquiry capabilities and automating payment data input where possible.
3. To maintain appropriate control and accountability for all transactions through comprehensive
audit trails and transaction research capabilities.
4. To automate preparation of bank deposits.
5. To simplify and speed up the Cashier's balancing process.
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6. To create the ability to simultaneously inquire customer account balances from Oracle AR and
Building/Zoning (B&Z) systems.
7. To provide miscellaneous AIR and General Ledger summary accounting transactions to Oracle
A/R.
8. To provide clear & accurate reports to eliminate or aid daily reconciliations.
9. To provide a simple process to handle electronic payments.
10. To implement 6 cashiering stations where stations may include, for example, the following
peripheral equipment: Scanner, receipt printer, OCR reader, electronic cash drawer and
credit/debit card reader at each station, with the application capable of supporting an unlimited
number of concurrent cashiering workstations simultaneously.
The City's responsibilities are identified within each activity. Deliverables are CORE's responsibility,
unless otherwise noted.
Modules
The One -Step cashiering software and credit card processing software will be implemented within the
scope of this agreement.
POS System Specifications
• Ability to inquire by many data elements, such as but not limited to: Name, Account #, Address,
etc. as defined during the pre -installation and design meetings.
• Ability to support unique check endorsements for each department
• Ability to connect to the credit card processor, which is still to be determined
• Ability to support check imaging
Ability to scan barcodes and OCR lines
Ability to track and maintain returned checks
Documentation of system and processes, such as Installation guide, training guides, quick
reference guides, system specification documentation, etc.
Reports (both Electronic and hard copy) to include standard reports as defined during the pre -
installation and design meetings.
Standard report generator tools as well as training to use the tool.
• Security Levels that provide administrative functionality.
• Ability to centralize and control the updating of host systems.
• Internal controls in place as defined during the pre -installation and design meetings.
• Preservation of audit trails as defined during the pre -installation and design meetings.
• Ability to close a date (no other cashier can enter in a closed date) after all activity for a given day
has been balanced.
• Access to deposit information as well as the ability to drill down to the transactions that constitute
the deposit.
Receipt numbers that are sequential to each department using the system
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Ability to use the following tender types (and any others defined during the discovery process):
Cash
• Check
• Credit Card
• On Account — ability to create Oracle Invoices for specific customers
Live inquiry and update into B&Z.
• Live inquiry for Oracle AIR, as defined during the pre -installation and design meetings.
• Update to Oracle AIR, as defined during the pre -installation and design meetings.
Ability to produce a Receipt that includes all items paid for within a transaction with the amount
paid along with pertinent details as generated by the Cashier, including listing the description and
fee amount.
Hardware
Core will provide the City with the hardware as specified in the Miami Proposal
Implementation Services to Be Provided by CORE
• Project Management
• Software Installation
• System Set-up
• Requirements Review and Final Project Specification Document
• Initial Configuration according to the Final Project Specifications Document
• Configuration Refinement through prototyping and Configuration Testing by City
• Tuning Assistance of the Vendor Application and/or application database
• Identification and scoping of all reports and queries that are required to go live (Custom reports
will be at an additional expense to the City)
• Training using standard report generator.
• Analysis, design, development and testing of interfaces between One-step and Oracle AR and
City's B&Z system
• Developing interface specifications and programming between One -Step and Oracle AR and
City's B&Z system
• Training Plan and Curriculum Development
• Train -the Trainer Training
• System Testing
• Technical and functional knowledge transfer throughout implementation
• Assistance during City Configuration Testing and Acceptance Testing
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Interfaces to Be Developed
Interfaces to Host systems include Oracle AIR and B&Z. Interfaces include design, development,
transfer, tailoring and testing of all software required for the interfaces resulting in their operating in
accordance with the specifications as defined during the Pre -installation and Design Meetings. The
requirements for inquiry and update of these interfaces will be finalized during the Design Planning
meetings.
The development of interfaces will be the primary responsibility of CORE with the assistance and
guidance from the City. The City will provide a clear definition and data requirements for each host
application for data exchanges of inquiry and updating between our host applications and One -Step
application.
Assumptions
A. City Staffing Assumptions
1. The City Project Manager will be dedicated to the project on a full-time basis.
2. The City will assign Functional Leads as required. They should have a reasonably good
understanding of existing City budgeting processes and operations. These individuals will
work closely with CORE during the Implementation Analysis phase of the project to define
specific setup requirements, participate during the prototype walkthrough sessions, and
perform City's acceptance testing of the final configured system.
3. The City will provide Programmer Analysts to help with development and data migration
needs. These individuals will have good technical skills as well as a reasonable understanding
of the City's operations and existing systems. These individuals will help identify the City's
requirements through meetings and discussions with other City personnel if necessary. These
individuals will also be required to review the Interface Plan documents, and provide
comments to the CORE Project Manager in conformance with the project schedule.
4. An Application Administrator will be assigned by the City to support the ongoing operations of
the One -Step application once the system is moved to live production operations. This
individual will participate during system installation and setup to become familiar with the
system administration requirements of the One -Step application, and be familiar with the issues
that arose, and decisions that were made, during the implementation process.
5. The City will assign an appropriate number of individuals to be end -user trainers. The exact
number will depend upon the specific training requirements that will be identified between
CORE and the City during the Design Planning phase of the project. These individuals should
have been involved during the prototype and acceptance test phases of the project to gain a
thorough understanding of the system. (These could be the same individuals assigned by the
City as Implementation Support staff or Functional Leads.)
6. The City may assign additional resources at its discretion to expedite the project and/or address
issues of specific significance to the City.
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B. CORE Staffing Assumptions
CORE will provide an on -site implementation team to undertake the various activities involved in
the One -Step implementation. The CORE project team will consist of the following:
1. A CORE Project Manager will be assigned to the project. The project manager will be
responsible for the overall management of the project schedule, resources and deliverables.
The CORE Project Manager interacts directly to the City's Project Manager.
2. CORE Trainers will be as required for the purpose of developing customized training
curriculums, developing a training plan, and providing training to City trainers and support
to trainers during end -user training. (These may be the same individuals who function in
the Implementation Specialist roles.)
3. Developers, configurers, analysts, etc, will be assigned to the project on an as needed basis
reporting directly to the CORE Project Manager.
City Responsibilities
• Using its best efforts, provide on request, currently existing information, record layouts and
documents necessary to establish interfaces with local systems.
Notify all third -party vendors that CORE is the City's selected vendor and request their assistance
and cooperation when CORE contacts them.
Assist CORE when required in obtaining information from third -party vendors where CORE's
repeated efforts have been unsuccessful in obtaining the requested information. If, after CORE
exhausts efforts to obtain the necessary information, the City is also unable to obtain the
information, the parties will meet to discuss how best to proceed.
Provide City staff resources as reasonably required by CORE to assist in the testing of the
interfaces installed.
Testing and Acceptance of the System
A. CORE Tests - Description
Test of installed baseline software supplied by the vendor for the project
CORE will demonstrate to the City that the One -Step software has been successfully installed on
the City's hardware to the specifications of the Final Project Specification Document. This will
demonstrate that the DBMS functions within the City's hardware/software environment, and that
the applications software is functioning as per the vendor's specifications. This test will include
simulations of daily on-line and off-line processing, monthly processing cycles, annual processing
cycles and samples of standard reports. The results of this test will be provided to the City as
evidence that the system as a whole is working in accordance with specifications and within
performance standards.
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B. City Tests — Description
Configuration Test
The City will work closely with CORE in undertaking a Configuration Test. This test will be
undertaken at the completion of the prototype setup. The City will work closely with CORE to
identify any exceptions or corrections that need to be made to the Configuration Test system.
Acceptance Test
The City will undertake an Acceptance Test of the fully configured system within 30 days of
notification by CORE that the system is substantially ready for final Acceptance Testing. The
following process will apply to the acceptance test:
1. After acceptance by the City of fully integrated system test and satisfactory completion of
Train -the -Trainer training, CORE shall notify the City in writing that the system is
substantially complete and ready for Acceptance Testing.
2. The City shall perform tests on the completed system. CORE shall assist the City as requested
by the City in performing such tests. The City will provide Acceptance when the system has
no failures during the Test Period and meets the City's reasonable expectations.
3. If a failure occurs during a Test Period, City shall give CORE notice of its non -acceptance,
with such notice identifying the deficiencies used as the grounds for City's decision. After
CORE has corrected such failures, City shall repeat the acceptance test of the item in question
or otherwise verify that the CORE corrections have corrected the previous failures, and that
the system fully meets the Acceptance Test criteria.
4. Until the City has provided Acceptance of the system, City may continue performing Tests
and require CORE to continue to correct defects until failures are corrected.
5. Within 10 working days of completing a test the City will notify CORE in writing of any
specific problems or deficiencies associated with the deliverable. If specific written problems
or deficiencies are not identified to CORE within the 10-day review period, the CORE Project
Manager will notify the project manager of the delay, and the project manager will promptly
perform a review.
6. Within 10 working days of receipt of any rejection of deliverable by the City, CORE will
correct or modify the deliverable based upon the rejection notice and return the deliverable to
City for review.
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Project Schedule and Task Descriptions
The Project Schedule, Milestones and Timeline will be further defined during the pre -installation and
design meetings and presented with the Project Specifications.
Task Description
CORE Responsibilities
City Responsibilities
PHASE 1 - Duration Weeks
Contract execution completed /
Purchase Order received by CORE
Hardware Assessment Document
signed
* Review and suggest changes.
* Accept Document
* List the City's Clients, Servers,
Database, and Network configuration
* Send to Core for review
* Review and make changes
* When approved, purchase appropriate
hardware and software.
Project Planning and Detailed Work
Plan
Vendor will create and maintain.
Includes:
* Project work plan: to include
timelines, milestones, and the
responsibilities of both the Vendor
and the City. This plan is subject to
City review and approval after each
substantial change.
* Updated schedule of deliverables
with dates
* City to review and approve changes
* Participate in project planning
meetings
Task Description
CORE Responsibilities
City Responsibilities
PHASE 2 —Duration Weeks
Installation of Vendor Software
One -Ste Cashier Module and
Credit Card Processing software)
and system Peripherals.
*Installation of One -Step Solution
Configuration File.
* Aid in the knowledge transfer to
City personnel of Vendor software.
* Provide test server and up to 2 client
machines.
* City personnel to ensure network and
client access.
* City to receive knowledge transfer of
Vendor software and system
Peripherals
Design Planning meeting.
*Lead sessions and have appropriate
personnel attending.
To include, but not limited to:
*Review existing systems and
procedures
* Determine business process and
workflow requirements
* Determine data flow, procedures
and processes
* Determine input parameters and
data
* Determine Vendor software options
and set-up.
* Have appropriate City personnel
participate in meetings: This will
include key personnel from the
appropriate departments, including IT.
Provide necessary documentation and
business process for review.
* Work closely with CORE in
designing the specifications
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* Determine requirements for reports
and queries for use in production.
* Determine interface and
communication requirements for
each host system.
* Determine menus and screen
layouts
* Determine field calculations and
validations
* Determine Host system
requirements for inquiry and
updating
* Determine security and internal
control issues and expectations
Initial project specification
Prepare the specification document to
document submitted to the City.
include, but not limited to:
* Overall system design
* Data flow diagrams
* Process flow diagrams
* Prototype screens and menus
* All calculated fields
* Table(s) design for the One -Step
Application
* Interface specifications for each
host system
* Any Lookup tables required and to
be created
* Include any security and internal
control issues.
* Any scan line, OCR, or barcode
definitions and specifications
* All export file(s) specifications
Task Description.
CORE Responsibilities
City Responsibilities .:-
PHASE 3 — Duration Weeks
City reviews specification.
* Review specifications with
appropriate City personnel, create
response(s) to the document, and return
back to CORE.
Final Project Specification
Document submitted to the City.
* Makes changes to specifications
Review and acceptance of the Final
Project Specification Document.
* Review and accept the Final Project
Specification Document.
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Last printed 6/28/2005 12:13 PM
Task Description
CORE Responsibilities
City Responsibilities
PHASE 4 - Duration Weeks
Interface development
* Assist City personnel in design,
development, and testing interface
programs.
* Provide testing and acceptance of
City interface programs.
* Updating the work plan as necessary
* Provide assistance to CORE on
design, development, and testing
interface programs.
* Hosts Systems Including:
* Oracle A/R — Real time inquiry,
batch update,
* 13&Z — Real time inquiry and
update
* Testing and acceptance of all
interface programs.
* Review and accept changes to the
work plan.
Configuration based on Final Project
Specifications Document.
* CORE to complete
* Transfer of Knowledge to City
personnel
* City to assist and participate in
transfer of knowledge.
Delivery and installation of software
system based upon the Final Project
Specifications Document.
* Responsible for the software
installation and several workstations.
* City will participate in the initial
software installation and set-up of
client PC's. Later, all the clients will
be installed.
Delivery and installation of
remaining peripheral system
components
* Assist City personnel in setting -up
peripheral equipment.
* City personnel working along side
CORE personnel during set-up.
On -site component and system
testing.
* Design a test schedule.
* Successful completion of test scripts
and schedule.
* Assist in creating a test schedule.
* Create testing scripts.
* Assist in testing the system.
* Agreement to successful testing of
interfaces.
User and Admin Manuals
* CORE delivers both electronic and
paper copies.
Demonstration of Application, ready
for acceptance testing
* Show that the Application works as
intended and designed.
* Approve that the Application is
working as designed.
Training of the City's personnel by
CORE: Train -the -Trainer and key
users for acceptance testing.
Provide training and testing materials.
Conduct on -site training sessions.
* Train technical staff on system
maintenance, for example: interfaces
and database.
* Train City personnel to administrate
the One -Step software, for example:
cashier set-up, menus, and receipts.
* Coordinate the place and time.
* Appropriate staff participates in
training sessions.
* Acceptance and sign -off of training
phases.
* Technical personnel identified and
trained on system maintenance
* City personnel identified trained to
maintain the One -Step software from
an application perspective.
Installation of remaining clients
* CORE to train / assist City personnel
* City will install to the remaining
clients
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Last printed 6/28/2005 12:13 PM
Task Description
CORE Responsibilities
City Responsibilities
PHASE 5 - Duration Weeks
System acceptance
Assist in developing a system
acceptance schedule and scripts.
* Correct any implementation or set-up
issues
* Provide acceptance test support
* Develop an acceptance schedule,
scenarios, and scripts.
* Conduct acceptance tests.
* Verify and accept completed tests.
GO LIVE
*On call assistance in solving any
issues.
*Assist in solving any issues.
Payment Schedule
Based on the Project Schedule and the deliverables the City will pay the Contractor as billed by the
Contractor after completion of the following milestones:
MILESTONES
AMOUNT BILLED
Software & Hardware
Installation of Base Software at City, Initial Design Meeting
and delivery of hardwareperipherals.
Fifty Percent (50%) of total contract cost
System Implementation
Environment Build and training at the City
Twenty Percent (20%) of total contract cost
Acceptance of System
Upon the City's acceptance of the Project or upon
production go -live, whichever comes first.
Thirty Percent (30%) of total contract cost
All costs are detailed in Miami Proposal, Pricing Proposal section.
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[.0:1
CORE Business Technologies
Software License Agreement
THIS AGREEMENT is made this _ day of , 2005, (the "Effective Date"), by and between the City
of Miami ("the City"), and Wonderware, Inc. d/b/a CORE Business Technologies ("VENDOR"), a corporation organized
and existing under the laws of the State of Rhode Island, and authorized to do business in the State of Florida,
This agreement sets forth the responsibilities and clarifies the relationship between the City and the Vendor regarding the
licensing and use of Vendor's iPayment Transaction Engine software, One -Step software, including Check Imaging, Trust
Module, and the Research Module, for the Point of Sale Receipting Application ("POS").
1. This agreement is subject to acceptance by an officer of CORE Business Technologies.
2. VENDOR will coordinate the delivery and installation of the software listed in the Professional Services Agreement. The City Is responsible for all
delivery and installation charges.
3. This agreement may be terminated by VENDOR without notice In the event of the default of the City under any of the following terms and
conditions:
a. The City's failure to pay, when same shall be due and payable, the installment, as contained herein, within thirty (30) days of when same is
due and payable;
b. Assignment of this agreement without prior written consent of the purchaser;
c. Assignment of the business of the City for the benefit of creditors or upon filing of a petition Into receivership, petition of bankruptcy (voluntary
or involuntary) which has not been discharged within thirty (30) days;
d. Assignment without the prior written consent of VENDOR of the equipment covered under this agreement.
4. The customer acknowledges that the standard software listed does not include custom modifications, such as software for the customer's host
systems, check digit routines, interest computations, OCR edits, etc. These specifications are chargeable and have been delineated in the
Professional Services Agreement.
5. It is specifically understood and agreed between the parties that all right, title, and interest of any and all goods which are delivered to the City under
this agreement shall remain in the name of VENDOR and shall not pass, transfer, or otherwise Inure to the benefit of the City until VENDOR has
received in hand good and sufficient consideration and is otherwise paid in full under the terms of this agreement. In the event the City fails to make
timely payment under any credit or installment terms of this agreement, same shall constitute a default under the fourth section hereof and VENDOR
shall have the right to enter upon the premises of the City or any location under the City's control where the goods and equipment are so kept to
repossess and otherwise obtain possession of said goods.
6. It is agreed between the parties that in the event any of the conditions of default mentioned herein occur, the defaulting party shall pay the non -
defaulting party its costs and expenses of collection, repossession and delivery of goods, and cost of litigation, Including, but not limited to, the
maximum attorney's fee permitted by law.
7. Each software program is warranted by the original manufacturer to conform to the Specifications as defined in the Professional Services
Agreement entered into between VENDOR and the City, In the event the program falls to conform to the applicable Specifications, and the City
has advised VENDOR of such failure in writing during the term of the warranty, VENDOR will, at its option, either correct or replace the program at
no additional charge.
8. In the event the City makes use of any software programming in connection with the equipment supplied by VENDOR which Is not provided by or
approved In writing by VENDOR, the City acknowledges that VENDOR has made no representation or warranties with respect to any product not
supplied by VENDOR concerning its performance on the equipment or service supplied by VENDOR. VENDOR shall Incur no liability to the City
arising out of the use of such software or devices or the furnishing of such services. The City acknowledges that no software Is being furnished to
the City by VENDOR except pursuant to this agreement or separate license agreements between the City and VENDOR.
9. Upon payment of the annual license fee and acceptance of said annual license fee by VENDOR, the City shall be entitled to:
a. Reasonable phone support in the form of counsel and advice on the use of the software or designated City personnel; Reasonable includes
5:00 a.m. to 3:00 p.m. Monday through Friday (PST) and pager support from 3:00 p.m. to 6:00 p.m. (PST).
b. Corrections for problems diagnosed as defects in the software program when provided by the original manufacturer;
c. Solutions or "workarounds" to problems relating to the software program as such solutions become known to VENDOR;
d. All updates, enhancements, and refinements to the current version of the licensed software which the original manufacturer normally supplies
in the course of product development;
e. Any changes or updates to the current documentation as a result of program maintenance. In the event the documentation is completely
revised or a new edition is published, such new editions or complete revisions will be provided as part of the current software product In filling
any new orders after the date of publication, and otherwise may be purchased separately for the then -current price.
10. If at any time the City shall not timely pay the annual license fee, the City Is hereby put on notice that failure to pay the license fee shall terminate
the City's right and entitlement to utilize software provided by VENDOR and that therefore, so as to protect VENDOR's rights with respect to said
software, the software Includes a component which will cause it to no longer function if the annual license fee is not paid within thirty (30) days of
2224 Pawtucket Avenue, East Providence, Al 02914-1784 401 431 0700 0497PdIS01LE0A1 W[-A_97.DOC
721 Canton Sheet, Norwood, MA 02062 781.769-5200
the due date. Please be advised that although the program will cease to function, City will of course be able to retrieve its data from said program.
Failure to pay said annual license fee will also result In City not being entitled to any of the other benefits of this Software License Agreement, until
said annual license fee is paid.
11. The City shall not print or copy in any form, in whole or in part, any software provided by VENDOR except for its own use. Any copies of the
software made by the City In any form as may be permitted hereunder shall be the sole and exclusive property of VENDOR and shall become
subject to all terms and conditions of this agreement. All copies of programs permitted hereunder shall remain in the possession, custody, and
control of the City at the City's location.
12. Where applicable, VENDOR grants the City a non-exclusive license to use the specified number of copies of each program listed on the face of the
agreement. Each licensed copy of a program may be used with a single central processing unit of the City's designation. The license, if any, may
be granted on behalf of, or in conjunction with the license granted by the original manufacturer of the product.
13. VENDOR, or its supplier, shall retain title and all rights to all programs, documentation, and promotional material related to the software. No City
may market, lease, sell, transfer, assign, or grant any Interest in the license or programs to any third party. VENDOR may cancel, at Its sole
discretion, any license for violation of the terms of the license or this agreement. In addition, VENDOR may seek any legal or equitable remedy
available against the City for any violation of the terms of this license.
14. The City acknowledges the valuable and confidential nature of software and that trade secrets are embodied in the programs, and shall use Its best
efforts to maintain the confidentiality thereof. Pursuant to its obligations of confidence hereunder, the City shall not disclose, provide, or otherwise
make available to third parties, for any purpose, any software provided from VENDOR In any form without the prior written consent of VENDOR.
The foregoing restrictions on disclosure shall survive termination of this agreement. VENDOR or its suppliers may adopt, from time to time, such
mechanical or electronic methods deemed necessary to control the unauthorized use or distribution of software.
15. This agreement shall be effective from the date of Its signing by a duly authorized representative of both parties. Each software license shall
commence upon receipt by the Clty of any software and shall remain in effect for each software product until either terminated by the City at license
year's end or canceled by VENDOR under the terms of this agreement.
16. The City's acceptance of any software from VENDOR shall be conclusive evidence of City's agreement that the use of such software Is governed
by this agreement and/or the license agreement of the original manufacturer when applicable.
17. This contract shall be governed by and construed according to the laws of the State of Florida.
18. The term "this agreement" as used herein includes any future written amendments made in accordance hereunder.
19. Vendor warrants and represents that the Vendor Software Is the sole and exclusive property of Vendor or that Vendor is authorized to provide full
use of the Vendor Software to the City as provided herein and that said Vendor Software is not subject to any lien, claim or encumbrance
inconsistent with any of the City's rights under thls Agreement and that the City Is entitled to, and shall be able to enjoy, quiet possession and use
of the Vendor Software without interruption by Vendor or any person claiming under or throughout Vendor or by right of paramount title, subject to
the terms and conditions of the Vendor Software License Agreement.
20. Vendor shall make deposits Into Clty paid Escrow for completed works and upgrades. Vendor shall ensure that evidence of such deposits shall be
provided by submission of an Escrow Receipt to the City.
21. The City acknowledges that they have read this agreement, understands It, agrees to be bound by its terms, and further agrees that it is the
complete and exclusive statement of the agreement between the parties, which supersedes all proposals oral or written and all other communication
between the parties relating to the subject matter of this agreement, except as set out below, and the additional terms and conditions on the reverse
side hereof are Incorporated In and made part of this agreement. No change, alteration, or amendment of the terms or conditions of this agreement
are authorized or effective unless they have been agreed to in writing by an officer of VENDOR. No course of dealing or other conduct or City shall
constitute an amendment to the terms hereof nor alter or vary the terms of this agreement.
Software License Agreement
Signature Page
?9,
VENDOR Representative Signature Date
Printed Name, Title
Z9.
City Representative Signature Date
Printed Name, Title
2224 Pawtucket Avenue, Eau Providence, Al 02914-1784 401 431 0700 0497F:71SWLEGAUSWLA_97.U0C
715 Conlon Spent, Norwood, MA 02062 781-769.5200