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Home My WebLink AboutItem XDecember 11, 2000 STAFF REPORT To: Mayor Campbell and Members of the City Council Thru: Donald F. McIntyre, Interim City Manger From: Pamela Arends-King, Director of Administrative Services/Treasureo SUBJECT: APPROVAL OF THE ACCOUNTING SOFTWARE PROVIDED BY SPRINGBROOK SOFTWARE, INC. REQUEST: Staff requests the City Council approve Springbmok Software, hic., the vendor to provide the City with Accounting Software and authorize the City Manager to sign the contract with Springbrook Software, Inc., pending review by legal counsel. BACKGROUND: The primary reason for seeking new accounting software is to provide the City a software that is a stable relational database to ensure the integrity of the City's financial information. The current software the City is using, Multiple Operations System is not meeting that need. The City has used the Multiple Operations System (MOM) since 1992. The system is unstable due to an antiquated database that leaves the information vulnerable to any type of file server disruption such as upgrading ram or hardware. This vulnerability can and has in the past caused the loss of crucial financial information that cost the City time and money to repair. The integrity of the information provided by the MOM system is unreliable. Encumbrances are a very good example of the unreliability of the system. Currently the system reports encumbrances that do not exist, therefore it is very difficult for the other departments to rely on the information and in tum they must do their own books to determine how much they have spent. Another example of the unreliability of the information were the 1999 1099's. The 1099's the MOM system produced were incorrect; therefore staff had to redo the 1099's manually. This took three days of one staffs time, causing her to become behind in her regular duties. The City of Cotati another MOM user also experienced this problem and had to redo their 1099's manually also. Another serious problem with the MOM software is the instability of our cash receipts module. Curemly staff can enter cash receipts for a day and when they go to print out the report the receipts me no longer in the system. The MOM's Agenda Item Staff Report December 11, 2000 Approval of the Accounting Software Provided By Springbrook Software Inc. Support technician admitted our cash receipts module has a serious problem and they do not know how to fix it. Over the years the MOM support has been inadequate and its staff can be very rude, patronizing and condescending, making it very difficult to resolve problems. The training provided by MOM is also inadequate. Over the years staff have attended training sessions and MOM training staff have come to the City. Staff found the training disorganized and uninformative. Because the software is cumbersome and not user friendly adequate training is crucial in figuring out how to use the software, which the City has not been provided with. To address this software problem staff began researching different software companies several months ago. The most important feature the City was looking for was a stable reliable database. Currently a relational database is one of the most stable reliable database available today. The system also had to be sequel server base so that it could relate to other software. Other criteria were a true Windows environment that was user friendly and it had to provide a strong utility billing and capital project package that could interrelate to the current software the public works department is using. We reviewed fund accounting software with price ranges from $75,000 to $500,000 to see what would suit the City's needs. Our conclusion with the current software available in today's market to meet the City's needs and be cost effective would run from $125,000 to $160,000. Considering the City is basically a "company" with a $35,000,000 budget this was a very conservative price. Companies with this type of budget spend $500,000 to $3,000,000 on software and $100,000's each year to maintain it. With the help of the Assistant Engineer, Doug Danes, we sent out a Request for Qualifications to a number of vendors we thought would meet the City's needs. After the response from the software vendors we developed a very thorough Request for Proposal (RFP) by using an example of an RFP a large city used and hired a team of outside consultants to develop. The RFP was scaled down to suit the City's needs. The RFP was sent to five vendors that met our qualifications we were looking for. After diligently reviewing the responses of the RFD's and seeing demonstrations we concluded that Springbrook Software htc. met the qualifications of the RFP and were within our budget. We contacted many cities currently using the software and the overall satisfaction with both the software and support on a scale of 1 to 10 was 9. Established in 1985, Springbrook Software Inc., is headquartered in Portland Oregon. It is a privately held company with a client base of nearly 200. The software is 100% Windows and its database is 4' Generation Relational. It is also sequel server based. The software not only goes beyond meeting our basic software needs, they have also converted several MOM users. This will help make the conversion easier and our staff will not have to put a lot of time and effort helping Springbrook with the conversion. The Company works very hard keeping up with the changes in the technology and has Staff Report December 11, 2000 Approval of the Accounting Software Provided By Springbrook Software Inc. already developed an interface with the Internet that our utility billing customers can use to pay their bill and look at the status of their accounts. FISCAL IMPACT: The current budget for the accounting software package for fiscal year 2000/2001 is $160,000. The contract with Springbrook Software, Inc., for the license fees, training, installation, conversion and hardware will not exceed $160,000. CONCLUSION: City Council approve Springbrook Software Inc., as the vendor to provide the City with accounting software and authorize the City Manger to sign the contract with Springbrook Software Inc, pending review by legal counsel. � f ,44 Pamela Arends-King Director of Administrative Services/Treasurer op r Donald F. McIntyre Interim City Manager SPrRINGB SOFTWARE References Below is a partial list from the nearly 200 satisfied Springbrook customers. City of Turner 7250 Third St. Turner, OR 97392 Judith Cole (National User Group Pres) (503)743-2155 Fin/PR/UB Town of Moraga 2100 Donald Dr Moraga, CA 94556 Karen Stein (925)376-2522 Fin/PR City of American Canyon 2185 Elliott Drive American Canyon, CA 94589 Keith Finkel (707)647-4360 Fin/PR/UB City of Dixon 600 East "A" Street Dixon, CA 95620 Peggy LeFevbre (707)678-7000 Fm/PR/UB City of Livingston 1416 `C' Street Livingston, CA 95334 Christina Smith (209)394-5533 Fin/PR/UB Oroville-Wyandotte Irrigation 2310 Oro Quincy Hwy Oroville, CA 95965 Art Martinez (CA User Group Pres) (530)533-4578 Fin/PR/AR/UB North Tahoe 875 National Ave Tahoe Vista, CA 96148 Larry Marple (530) 546-4212 Fin/PR/UB/AR City of Tigard 13125 SW Hall Blvd Tigard, OR 97223 Tom Imdieke (503)639-4171 Fin/PRIUB City of Toledo 206 N. Main Street Toledo, OR 97391 Polly Chavarria (541)336-2247 Fin/PR/UB City of Oakbrook Terrace 17W275 Butterfield Rd Oakbrook Terrace, IL 60181 Claire Quinn (630)941-8300 Fin December 11, 2000 City Councilors City of Seal Beach 211 Eighth Street Seal Beach, CA 90740 Dear Council Members: I would like to take this opportunity to let you know how much we have appreciated working with your city staff over this past year. We are grateful that they have given us the chance to earn their trust and now yours. Thanks also for allowing me to be with you at your council meeting tonight. Springbrook has been providing a wide variety of comprehensive, fully integrated software solutions to local governments and special districts for nearly 15 years. We are currently one of the fastest growing governmental software providers in the nation. We currently service over 200 clients across 9 states. All of our software applications were developed utilizing 100% graphical development tools, resulting in a true 32 bit, Windows-based product. Our software is available for use on Windows NT based networks, as well as a number of manufacturers' UNIX based machines. Why Springbrook is Different: Unlike many software products that grow stagnant over time, our systems are constantly improving and evolving both technically as well as functionally. Our user group provides input concerning new product features. We pride ourselves in keeping our products on the forefront of technology so our customers will never find themselves stuck with a technically obsolete product. With tight version control and modification sharing amongst our users, your system will continue to evolve and improve over time at little or no cost to you. Via our annual maintenance program, we provide our users with twice -yearly software updates. Springbrook: Taking Advantage of the Power of the Web: We have just recently announced our optional ASP (application service provider) delivery model. This type of software delivery model has become quite popular in recent years. Many of the fortune 500 companies are taking advantage of this software delivery model in order to increase efficiency and reduce costs. 720 SW Washington Street, Suite 330, Portland, OR 97205 Ph: (503) 973-7750 Fax: (503) 973-7760 www sorinabrooksoftwarecom In the ASP delivery model the software applications reside on our server and your agency accesses the software over the web, as compared to traditional direct licensing where the software resides on your machine. There are numerous advantages to this approach, including reduced implementation costs, reduced hardware and hardware maintenance costs, as well as reduced costs associated with system updates, backup, disaster recovery, etc. Your data is totally secure. We have also just released our on-line utility payment and customer self-service feature. Customers can access their utility accounts over the web to inquire into account balance, look at account history, request service, and pay by credit card right over the web! I have attached brochures for you to review at your convenience and also invite you to visit our web page at www springbrooksoftware cont for more information. Sincerely, Jay Kendell Account Executive iavk@Wnbrk.co jk Jil L a Quality Product' from a 5 uality Company” , �. dith Cole !dent, National User Group General Ledger • View, work and report in multiple fiscal years • Data Monster -User Defined Report Builder • Recurring and Reversing ]E's • Period Budgeting • Budget -Import -Export to Excel Cash Receipts • Central Cash Processing • POS Option -Cash Drawer -Receipt Printer • Drill -downs on individual lines for more detail • BAR Code Printing/Scamang • Multiple Scation/Multiple User • Interfaces with all AR based modules �maom•�.an.a N,,[, sJ cx.O..I W1V1m 146ry LPEOIis N, Ns USMS1oFFIU 'W11/19E COY. [ONSOL No WII/ISE 92NYm Off No 1W4 W Ira QQY" USM x IraN�Am oxe No Inve0ae Moral Des • ONVI� 42Y. BVHR No ii - 0 m UI1 Y. WaiON No 1 IOM119n RID W W 4240 Ya W. W ..1" V31Ym 1PPFF I., C N.F rac 2ao Laj 3E f• NrvomWxCm.N¢EOWv D. Ma 1Wx111 N`ll l`$.9" lmm..Wlw Cvnm�4�i[Imx. F� s.lr..�- v.d.F-J r r almzm Accounts Payable �•d"" • Edit 1099 information on the fly • Rename and Merge options for Vendor Masters • Flat or percentage distribution ofexpenses • Create templates for recurring invoices • Process payments through checks, vouchers and warrants ro1K �7 Fnln •e Vertlr nvNe lo�Nir Puvfime Dihi Em vD<e.. &P.. 11 au aero Puam RHPD. DI WWIn. maan+avb � F9 NurEe' mL53i ivalRDl� ak 01/dl/UD] Ery�4.1DYe PQarv.� r:....D.• I .e.l anal EY ' Dv�D"^ sl•.raP smssssss ro1K �7 Fnln •e Vertlr nvNe lo�Nir Puvfime Dihi Em vD<e.. &P.. 11 au aero 119 GI A I .e.l anal EY Cllxkx I ns/oml a/mui.am d BeN Rewdidbn zrw ov�zm a✓ rs2 m Dm aMamola H* prre: T,WS�,J fPyN r• Iunnry Py E4. P—.e EV.. uVbu.e lid, Ea sP D.. S. NP®.a.Pgxbk r• Paym9 r ACDDI Paget Purchase Orders • Interface to AP and Inventory • Project codes can be attached to PO lines • True Encumbrance • Distribute PO's by percent or by flat amount • Automated year-end roll over process J Bank Reconciliation • Reconcile multiple banks and ra accounts Emply.: A123456 7 BOA 7 Bank Accanl Na 1123456729 Amount 849.11 r• theckkv Gy'cBmk Ac : P/R rr Savmps • Able to track multiple bank accounts in multiple banks ACH (Automated Clearing House) • Payroll creates editable file • ASCII file created for bank transmittal • Ease of use • Processes direct debit as well as direct credit Process direct for receiving UB payments fS i x FA, Display Peaces Reports IIIJMes Help C-sM- 41 Aoa un[ Maint Add , modify J JJ`1 ,/v � J J ][splay Cash Meter Generate System Help EA Rempts Readings CMtgm Secuity BENEFITS • Meter reading interface • Internet access for account inquiry and bill payment • Touch-tone telephone access for account inquiry and bill payment • Automated cash payment and receipting system interfacing to POS cash drawers • Automatic direct debitfor customers • Interface with GIS systems • Real time data entry (Cycles can be billed while cash receipts are entered.) • Backflow (cross -connect) scheduling • Unlimited consumption and transaction history • Bar-code scanning • CASS certification / Postal bar-coding • Date sensitive comment/status section (i.e. 'Promise to pay by') • Deposit and refund capabilities • Winter and sewer averagingavailable by user -defined criteria • Simplified closing procedure • Credit and delinquent notice tracking • All rates are tax ready Application Solution Provider Save MONEY and TIME in purchasing and maintaining hardware with Springbrook Online • Springbrook will now host the applications on our servers. We provide the equipment that you need to run the applications at our site. • We provide the software and the hardware upgrades as needed. • Work from remote locations, including home! You can even allow your CPA or other outside accounting service access to your data. • We use a Microsoft technology that encripts yourdata to ensure that it is always secure. • We have a direct link to the internet (no telephone company involvment). Special Assessments • Centralized lot/parcel information across multiple systems • Multiple assessments per customer • Flexible interest rate calculations and methods • Month-end reporting td • Dynamic pas du pr e J • Interfaced to AR based modules `"' °""" `"'°°°° �Pn,m.f=mom •�».-�., :mam A J_ lj> 0 • Pay-off information at the touch of a button A �J �f ...� M r ,F � .. • Detail adjustmentprocess D6 •um� On Peatlr� O rU°Mass fD_... j � rP•...•.n r mPws�. u.�im e usn P.., I ma l U- 1 n r. r r ® La_j tlW License &t Permits r • License types allow you to store defaults for fees, contacts, renewal schedules and to facilitate quick license entry • Multiple license types per license • Multiple licenses per account • Automatically generated activity log shows when each license is modified, how, and by whom • No license formatting hassles with Word Mail Merge documents. Simply type in text and drag data fields with your mouse. • "Quick entry" for receipting clerks • Federal Business Type database indexed by both SIC and NAICS codes • Fully functional account credit/deposit/refund process �Pn,m.f=mom •�».-�., :mam r m�e. r uvea :.........__-¢_.e��: .�Ma• r� - —., J e..�� ...� M r ,F � .. n. n°,...i D6 •um� On Peatlr� O rU°Mass fD_... j � rP•...•.n r mPws�. u.�im e usn P.., I ma l U- 1 n r. r r ® La_j tlW License &t Permits r • License types allow you to store defaults for fees, contacts, renewal schedules and to facilitate quick license entry • Multiple license types per license • Multiple licenses per account • Automatically generated activity log shows when each license is modified, how, and by whom • No license formatting hassles with Word Mail Merge documents. Simply type in text and drag data fields with your mouse. • "Quick entry" for receipting clerks • Federal Business Type database indexed by both SIC and NAICS codes • Fully functional account credit/deposit/refund process tracking system V Allows users to open a GIS map with automatic zoom into the open or selected lot Payroll . • Direct Deposit nap • Ability to process 5 cycles per month as • Quarterly and monthly reports available for Federal, State and Loci • Electronic Filing of State and Federal report • Generate and Process W -Ts on-line Irnrvpme • PERS, Worker's Compensation and UnemploymentReporting Hd • User -definable deductions and benefits E mel � • Exception based payroll with timecard templates • Multiply year employee history _ Tq ,d6EaeN...W',Veve..IN..:a- <xe Ew �(ao �on.eo ,rwzn,r� am.z Em .z Em m ou. ii"[W Di Cok Hm P Mvu IW6 1 x..�.^ �I n ) File aupley P,. s, DP -Al ❑hhll He/lp� (— to .rte" NOW %I SSJl�J� -®J it eo° MSA Effgl aE Tim CEN* SwwO Accounts Receivable • Uses a "AR Type Description' table that lets the user allocate Revenues, A/R Accounts, and Cash Accounts for an individual billing type • Capability to share a common customer file with the Utility Biling, Assessment, Business License, and Central Cash systems • Interfaced to Springbrook's Utility Billing, General Ledger, Central Cash Management, Special Assessments, Business License and Project Management Systems • Easily interfaces tovarious report writers and office tools u.FM Ns�:� LuiNviv �I6i . guLtlae nap as ILM�11�Iur1 f5 pFw� -_ E r _.:� MUM. Irnrvpme Smniy Hd EA E mel � Tq eegyyyI ie� " Proenaa Repolrts guLtlae nap >ri J y MUM. Irnrvpme Smniy Hd EA PemoWee'nb�maiion FULLY INTEGRATED SUITE OF APPLICATIONS FINANCIAL SUITE UTILITY BILLING OTHER • General Ledger • Direct Debit APPLICATIONS • Accounts Payable • Bar Coding PayroWHR • Purchase Orders • Cash Receipts • Bar Code Scanning Postal • Special Assessments • Accounts Receivable • Interface • Meter Reading Interface • Central Cash • Fixed Assets • Backflow Management • Project Managemen t • Electronic Bill Payment • Inventory • Business License • Budget Preparation and Forecasting • Interactive Voice Response • Report Writer • Electronic Clearing House BENEFITS • Over 15 years of service to municipal governments and Special Districts • Totally integrated suite of applications • 32 -Bit server and GUI clients • Windows -compliant on-line help • On-site, classroom and Internet training • Client/Server solutions • Web interface solutions • Application Solution Provider • Electronic Bill Payment • Interactive voice response • ODBC integration services • User modifiable reports • User -defined data fields • Real-time data entry • Drill -down capability, from display to detail • National and regional user groups SPKINGBKOOK SOFTWARE 720 SW Washington St., Ste. 330 Portland, Oregon 97205 Phone: (503) 973.7750 Fax (503) 973.7760 w w.springbrooksoftware.mm Established 1985 ,��.�lM ,kr—orte 3 3333 e-,- -1, Fixed Assets Supports user -defined depreciation periods Allows tracking of asset location Customizable units of measurement • User -defined transaction types • Built-in, standardized conversion utility Accommodates straight-line and declining balance depreciation methods. prnWA.eii m T,� I — ry pi—il —I � I Elie QJpley Emcees Reports Utilities Help ❑ 11 9 Mdnl pi Em , J Help x Ed, Qispky E..... Reports Utilities Hell, J' MJ J / SJ JJ Mu'i, CdcJam Econ Help Exn A.ds oepieceten Transact -H,1 l Fixed Assets Supports user -defined depreciation periods Allows tracking of asset location Customizable units of measurement • User -defined transaction types • Built-in, standardized conversion utility Accommodates straight-line and declining balance depreciation methods. prnWA.eii m T,� I — ry pi—il —I � I Elie QJpley Emcees Reports Utilities Help ❑ 11 9 Mdnl pi Em , J Help ExitJity J—� Ibme lnmiuy iavapems 1 Inventory Control • Accommodates FIFO, LIFO, last and average cost methods • Interfaces with Purchase Order and Accounts Payable modeles • Tracks equipment and equipment time • Built-in standardized conversion utility • Allows tracking of items at multiple warehouse, trucks, or other locations • User -definable transaction types • Customizable units of measurement Let your customers access their utility billing accounts, pay their bills, and request service ... all on their own time! Enroll today for Springbro&s Internet payment system at UBpaMents.com Bsk P,b•C Pwm Smcli NR,ciP Pry Src.i., By logging into UBpayments.com, your customer can obtain: • Integration with your agency's home web page • Account history information including payment, bills and adjustments • Meter reading history information (readings and consumption) • Online bill payments By logging into UBpayments.com, your emergency service departments can obtain: . Instant access to resident and owner names andphone numbers