HomeMy WebLinkAbout5J Utility Billing Software Agenda Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 21, 2020
AGENDA #: 5J
PREPARED BY: CATHY ERICKSON, FINANCE DIRECTOR
PRESENTED BY: CATHY ERICKSON
AGENDA ITEM:
ADOPT RESOLUTION No. 20-015 – APPROVING THE PURCHASE OF
FINANCIAL SYSTEM UTILITY BILLING SOFTWARE MODULE AND
AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE
CONTRACT
GOAL AREA AND
OBJECTIVE:
High-Value City Services
3. Ensure sufficient resources and staffing to meet service demands.
DISCUSSION: Introduction
The purpose of this agenda item is to ask the city council to consider purchase of the
BS&A financial system utility billing software module to replace the existing 2005
stand-alone utility billing software.
History
In 2014 the City Council approved the purchase of the BS&A financial system to
replace the city’s existing financial software legacy system. All modules were
purchased at that time except the building permit and utility billing modules. The last
two modules were planned for future purchase/implementation. The building permit
module was purchased in 2016 and the utility billing module was planned for
purchase after replacement of the city’s Automated Meter Reading System (AMRS) in
2018-2019.
The City has utilized InCode utility billing software, from Tyler Technology, since
2002. While the software relies on a Microsoft SQL Server database, the architecture
of the database does not take full advantage of the relational database functionality
resulting in slow operation of standard tasks. Reporting is limited to stock reports
unless customized reports are purchased and then added to ongoing annual support
fees. The user interface is outdated and requires a steep learning curve. While the
City has kept the software up to date, the vendor has provided very few functionality
improvements over the years.
The City provides a high quality and dependable potable water supply to the residents
and businesses of Prior Lake. The City also provides sewer and storm water service
and maintenance for the community. The Utility Billing department utilizes software to
perform the billing for water, sewer and stormwater accounts. Total accounts within
the current system include over 9,000 residential, commercial, and irrigation accounts.
Current Circumstances
With the completion of the city’s AMRS replacement project, the city is ready for the
purchase of the BS&A utility billing module. As mentioned earlier, the city purchased
the BS&A financial software in 2014 and has been working toward its complete
implementation ever since. This is the last module needed to complete the
implementation process. City staff prepared a request for quotes to ensure that the
BS&A utility billing module would meet the city’s needs. BS&A provided a proposal
which confirmed that the BS&A utility billing module met the functional criteria and
specifications of the city in the following categories:
• General (primarily integration with existing financial system modules)
• Account/Location/Customer Maintenance
• Meters
• Billing
• Inquiries
• Reporting
• AMRS Interface
• Meter Inventory
• Service Order
• GIS
• Technology
The current utility billing software utilizes an outdated database architecture and user
interface and has limited query, data entry and reporting capabilities. The BS&A utility
billing module is built with the Microsoft.NET software development platform and
Microsoft SQL Server relational database and will fully integrate with the existing
BS&A Cash Receipting, Accounts Payable and General Ledger modules.
Creating Work Efficiencies:
Some of the benefits of the BS&A utility billing application include:
• Wizards that offer step-by-step guidance through the billing process and final
bills to ensure all necessary steps are completed.
• Ability to interface with specific vendors for online credit card processing.
• A built-in meter inventory system.
• Meter read equipment import/export ability.
• An integrated work order process that allows tracking the details of all work
done on a customer’s account.
• GIS integrations that allows for a direct link between the data and GIS maps.
• A balance manager that provides an easy way to reconcile outstanding
balances in Utility Billing with the accounts receivable balance in the General
Ledger.
Staff is familiar with the BS&A system navigation, application views and reporting
capabilities. Some of the benefits of a fully integrated financial management system
include:
• Drill-down feature that allows for instant access to the originating source
document.
• Clickable links on reports allow users to jump to the detailed, underlying
transaction information for a “summary-type” report line - even across
applications.
• All reports can be emailed, printed or exported to Excel, PDF, or other
applications and file formats. Individual User Report Profiles allow users to
run memorized sets of reports.
• User Groups allow you to set the same user rights for multiple users at once.
This reduces the need to set up user-based security for several users with
similar or identical rights in the system.
• Users can be set up to login automatically to the program using Windows
Active Directory user names and passwords.
• Detailed audit tracking to log virtually all changes made.
Customer Service Benefits:
The following customer service improvements will be implemented using the new
software:
• Credit card payment with real-time posting to the utility billing system.
• Better reporting tools and query tools, including custom report building tools.
ISSUES: The current utility billing software is outdated, cumbersome to use, does not include
wizards or workflow capability, has limited reporting capabilities and any requested
system changes are costly. As the city has grown, work volume has also grown. The
use of updated technology that is fully integrated with the financial system should
create work efficiencies and allow staff to keep up with increased call volume and
creation of new accounts in our growing community.
Contract Documents(attached):
We are using a similar contract and forms as used in the 2014 BS&A financial system
software purchase. The final contract form and Exhibits will be subject to city attorney
review prior to signature by the city.
FINANCIAL
IMPACT:
The BS&A quote is $82,705 which includes the following items:
The city has budgeted a total of $70,000 for the purchase of the utility billing software
($35k budgeted in both 2019 and 2020). The cost of $12,705 that is above our
budget would be paid from the water and sewer fund balance ($6,985 per fund). The
final cost for training, post go-live assistance and travel expenses could be less
depending on the final training schedule. Staff wants to ensure adequate up-front
training, so this is not an area that we are comfortable reducing at this time.
The anticipated annual services are shown below: The contract will allow BS&A to
increase the Annual Service Fee by no more than the yearly Consumers Price Index
(CPI).
The city’s current annual software service cost for Incode is $10,800.
ALTERNATIVES: 1. Motion and second to approve as a part of the consent agenda a Resolution
Authorizing the Purchase of the BS&A Utility Billing Software Module of the
Financial System and Authorizing the Mayor and City Manager to Execute the
Contract.
2. Motion and second to remove the consent agenda for discussion.
RECOMMENDED
MOTION:
Alternative #1
ATTACHMENTS 1) Utility Billing Software Resolution
2) Utility Billing Software Contract including Exhibits A-C
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 20-015
A RESOLUTION AUTHORIZING THE PURCHASE OF FINANCIAL SYSTEM UTILITY
BILLING SOFTWARE MODULE AND AUTHORIZING THE MAYOR AND CITY MANAGER
TO EXECUTE THE CONTRACT
Motion By: Second By:
WHEREAS, The Utility Billing software is utilized by the Utility Billing department to perform the
billing for water, sewer and stormwater accounts. Total accounts within the current
system include over 9,000 residential, commercial, and irrigation accounts.
WHEREAS, The BS&A Utility Billing module provides increased functionality which would create
work efficiencies and enhance customer service. This functionality includes system
wizards that offer step-by-step guidance through the billing process and final bills to
ensure all necessary steps are completed, online payment integration, automatic
letter generation, full integration with the financial system software, and enhanced
reporting.
WHEREAS, The city purchased the BS&A financial software in 2014 and has been working
toward its complete implementation ever since. Utility Billing is the last module
needed to complete the financial system implementation process.
WHEREAS, BS&A has offered the following quotation:
Upfront Cost: $82,705
Annual Service Fees: $6,100
WHEREAS, Staff recommends the purchase of the BS&A utility billing software module.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City of Prior Lake hereby accepts the quote and authorizes the Mayor and City
Manager to enter into a contract to purchase the BS&A utility billing software module.
3. Fund for this purchase will be drawn from the Water and Sewer Funds (50/50 split) and
coded to the software account 55580.00.
Passed and adopted by the Prior Lake City Council this 21st day of January 2020.
VOTE Briggs Thompson Burkart Braid Erickson
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
_________________________
Jason Wedel, City Manager
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MasterStandard Contract
Professional and Technology
Utility Billing Software Module
This agreement (“Agreement”) is between the City of Prior Lake, Minnesota ("City"), whose
business address is 4646 Dakota Street SE, Prior Lake, MN 55372, and Bellefeuil, Szur &
Associates, Inc., DBA BS&A Software, a Michigan corporation,
____________________________________________, a Minnesota
______________________("Contractor") whose business address is 14965 Abbey Lane, Bath,
MI
48808_______________________________________________________________________
___________________________.
Based on the mutual promises and covenants set forth herein, the sufficiency of which are
hereby acknowledged, the City and Contractor agree as follows:
1. Scope of Work. Contractor agrees to provide, perform and complete all the materials and
services in accordance with the terms of this Agreement and attached Exhibit A (“Work”).
The terms of this Agreement shall take precedence over any provisions of the Contractor’s
proposal and/or general conditions. If Contractor’s proposal is attached as Exhibit A, City
rejects any contract terms and/or general conditions included in such proposal unless
specifically agreed to by the City in writing.
2. Effective Date and Term of Agreement. This Agreement shall become effective as of
_______ __, 20___. The software shall be fully implemented by _______________. This
Agreement shall continue until expiration of the Software License and Services Agreement
attached as Exhibit B (“License Agreement”). [This Agreement shall continue for one
year thereafter, and automatically renew from year to year after expiration of said one-
year period except that this Agreement may be terminated at the end of any one -year
period with sixty days prior written notice from either party.] OR [The Work shall be
completed by ________________________________. ]
3. Compensation for Services. City agrees to pay the Contractor [a fixed sum not to
exceedof $82,705 as detailed in Exhibit A and an annual Maintenance and Support fee as
set forth in the License Agreement _______________] OR [an hourly sum of $__________,
with total payments made in each one-year period not to exceed _________________] as
full and complete payment for the Work (“Contract Price”).
A. Any changes in the scope of the Work which may result in an increase to the
compensation due the Contractor shall require prior written approval by an
authorized representative of the City or by the City Council. The City will not pay
additional compensation for services or materials that do not have prior written
authorization.
B. If Contractor is delayed in performance due to any cause beyond its reasonable
control, including but not limited to strikes, riots, fires, acts of God, governmental
actions, actions of a third party, or actions or inactions of City, the time for
performance shall be extended by the period of time lost by reason of the delay.
Contractor will be entitled to payment for its reasonable additional charges, if any,
due to the delay.
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4. Method of Payment. Contractor shall prepare and submit to City, on a monthly basis,
itemized invoices setting forth work performed and the payments requested under this
Agreement. Payments for ongoing Maintenance and Support shall be invoiced annually as
detailed in Schedule 1 to Exhibit B. The lump sum payment shall be invoiced as follows:
$24,235 to be invoiced upon execution of this Agreement; $21,500 to be invoiced at start of
training; and $36,970 to be invoiced upon completion of training. . Contractor shall provide
an itemized listing of all expenses and such other documentation as reasonably required by
the City. Each invoice shall contain the City’s project number and a progress summary
showing the current billing, past payments and unexpended balance of the Contract Price.
Invoices submitted shall be paid in the same manner as other claims made to the City.
A. Claims. In compliance with Minn. Stat. 471.38, by making a claim for payment,
Contractor is declaring that the account, claim, or demand is just and correct and that
no part of it has been paid.
B. Waiver of Claims. The Contractor’s acceptance of final payment shall constitute a
waiver of all claims by the Contractor except those previously made in writing and
identified by the Contractor as unsettled at the time of application for final payment.
5. Software. The software license shall be governed by the License Agreement and the
Source Code Escrow Agreement attached as Exhibit C. .
A. License. The Contractor hereby grants the City and the City hereby accepts a
perpetual, non-transferable and non-exclusive right to use the software described in
Exhibit A (“Licensed Software”) and related materials including User Reference
Manuals, Reports Manuals, Installation Planning Guides, Installation Instructions,
On-Line Help, and Sample Database with Tutorials. The City can make copies of the
Licensed Software for safe keeping purposes.
B. Warranties.
i. Contractor warrants that it has the right to license the Licensed Software, and
that there are no pending liens, claims, or encumbrances against the
Licensed Software.
ii. Contractor warrants that the Licensed Software shall conform to its
specifications in Exhibit A, including, but not limited to, the Capabilities
Summary, On-Line Help, Reports Manual, User Reference Manual, and
Training Tutorials. Contractor warrants that the Licensed Software is
merchantable, in that it will properly install and operate according to the
specifications herein.
iii. Contractor warrants to the City that it is solvent, not in bankruptcy
proceedings or receivership, nor is it engaged in any proceedings, which
would have an adverse effect on its ability to perform its obligations under this
Agreement.
iv. Contractor warrants that there has been no violation of copyrights or patent
rights in connection with the Licensed Software. Contractor shall indemnify
and save harmless the City from any suit or proceeding brought against the
City by reason of any such infringement or any wrongful use. Contractor will
defend or settle any such claim, although the City shall be entitled to be
independently represented by counsel of its own choice.
C. Source Code. The Source Code for the Licensed Software, along with a list of
licensed customers, is held in escrow by ________________________. The source
code held in escrow is updated after each software release. If Contractor defaults in
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providing software maintenance support due to company failure, or discontinuance of
said service by Contractor or Contractor’s bankruptcy, then the source code will be
made available to the City within thirty days of written notice to the Escrow Agent for
Customer use only.
6. Compliance with Laws and Regulations. In providing the Work, the Contractor shall
abide by all statutes, ordinances, rules, and regulations pertaining to the Work. Any violation
of statutes, ordinances, rules and regulations pertaining to the Work shall constitute a
material breach of this Agreement and entitle the City to immediately terminate this
Agreement.
7. Contractor’s Employees. Contractor and its employees, representatives and agents shall
comply with all City policies (no smoking, parking location, check in, sign it, etc.). Contractor
and its employees, representatives and agents shall use care, coordination and
communication in order to ensure City employees and guests are not disturbed or
inconvenienced. Contractor’s employees, representatives and agents shall be neat
appearing and at City’s request wear an identification badge approved by the City.
Contractor must honor the City’s request to reassign an employee, representative or agent
whom the City determines is unsuitable for the Work. When necessary, Contractor’s
employees, representatives and agents will be provided with keys or access cards in order
to perform their work. Any lost keys or cards that result in rekeying a space or other cost to
the City will be billed back to the Contractor. The City shall have the right to perform or
require to be performed criminal background checks on any employee, representative or
agent of the Contractor who will perform any aspect of the Work. The Contractor shall
cooperate with the City in the performance of all such criminal background checks.
8. Contractor’s Representative. Contractor has designated a project representative to
coordinate with the City and manage the Work. The project representative shall be assisted
by other staff members as necessary to facilitate the completion of the Work in accordance
with the terms of this Agreement. Contractor may not remove or replace the project
representative without the approval of the City.
9. Standard of Care. Contractor shall exercise the same degree of care, skill and diligence in
the performance of the Work as is ordinarily exercised by members of the profession under
similar circumstances in Scott County, Minnesota. Contractor shall be liable to the fullest
extent permitted under applicable law, without limitation, for any injuries, loss, or damages
proximately caused by Contractor's breach of this standard of care. Contractor shall put forth
reasonable efforts to complete the Work in a timely manner. Contractor shall not be
responsible for delays caused by factors beyond its control or that could not be reasonably
foreseen at the time of execution of this Agreement. Contractor shall be responsible for
costs, delays or damages arising from unreasonable delays in the performance of the Work.
10. City’s Obligations. City will provide access to public and private property as necessary for
Contractor to perform the Work. City shall give thorough consideration to all reports,
sketches, estimates, drawings, and other documents presented by the Contractor, and shall
inform the Contractor of all decisions required of City within a reasonable time so as not to
delay the Work. The City shall furnish the Contractor with a copy of any applicable policy,
standard or criteria, including but not limited to, design and construction standards, that may
be required for the Work.
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11. City's Representative. City has designated a project representative with respect to the
Work. He or she shall have authority to transmit instructions, receive information, and
interpret the City's policy and decisions with respect to the Work.
12. Ownership of Documents. All plans, diagrams, analyses, reports and information
generated in connection with the performance of this Agreement (“Information”) shall
become the property of the City, but Contractor may retain copies of the Information as
records of the services provided. The City may use the Information for its purposes and the
Contractor also may use the Information for its purposes. Use of the Information for the
purposes of the Work does not relieve any liability on the part of the Contractor, but any use
of the Information by the City or the Contractor beyond the scope of th is Agreement is
without liability to the other, and the party using the Information agrees to defend and
indemnify the other from any claims or liability resulting therefrom.Governed by Exhibit B.
13. Insurance. Prior to starting the Work, Contractor shall procure, maintain and pay for such
insurance as will protect Contractor and City against claims or loss which may arise out of
operations by Contractor or by any subcontractor or by anyone employed by any of them or
by anyone for whose acts any of them may be liable. Contractor agrees to maintain all
coverage required herein throughout the term of this Agreement and for a minimum of two
years following City’s written acceptance of the Work.
A. Such insurance shall include, but not be limited to, the following minimum coverages and
limits of liability:
i. Commercial General Liability Insurance. Commercial General Liability Insurance
protecting Contractor and City from claims for damages for bodily injury, including
death, and from claims for property damage, which may arise from operations under
this Agreement. The Commercial General Liability Policy shall be on ISO form CG
00 01 12 07 or CG 00 01 04 13, or the equivalent. Such insurance shall cover
liability arising from premises, operations, independent contractors, products-
completed operations, personal and advertising injury, and liability assumed under
an insured contract (including the tort liability of another assumed in a business
contract). There shall be no endorsement or modification of the Commercial General
Liability form arising from pollution, explosion, collapse, underground property
damage or work performed by subcontractors. The City, including its elected and
appointed officials, employees, and agents, must be endorsed as an Additional
Insured using ISO Form CG 20 10 or equivalent for Ongoing Operations and ISO
Form CG 20 37 or equivalent for Products/Completed Operations. Insurance
minimum limits are as follows:
• $1,000,000 – per occurrence
• $2,000,000 – annual aggregate
• $2,000,000 – annual aggregate – Products/Completed Operations
ii. Workers’ Compensation Insurance. Workers’ Compensation Insurance for all
Contractor’s employees in accordance with the statutory requirements of the State of
Minnesota. The Contractor shall also provide Employer’s Liability Insurance with
minimum limits as follows:
• $500,000 – Bodily Injury by Disease per employee
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• $500,000 – Bodily Injury by Disease aggregate
• $500,000 – Bodily Injury by Accident
The Contractor shall maintain “stop gap” coverage if Contractor obtains Workers’
Compensation coverage from any state fund if Employer’s liability coverage is not
available.
If Minnesota Statutes, Section 176.041 exempts the Contractor from Workers’
Compensation insurance, the Contractor must provide a written statement, signed by
an authorized representative, indicating the qualifying exemption that excludes the
Contractor from the Minnesota Workers’ Compensation requirements.
iii. Business Automobile Liability Insurance. Business Automobile Liability Insurance
protecting City and Contractor from claims for damages for bodily injury, including
death, and from claims for property damage resulting from the ownership, operation,
maintenance or use of all autos which may arise from operations under this
Agreement. Insurance minimum limits are as follows:
• $1,000,000 – per occurrence Combined Single Limit for Bodily Injury and
Property Damage including Owned, Hired, and Non-owned Automobiles.
iv. Professional/Technical (Errors and Omissions) Liability Insurance. Professional
Liability (Errors and Omissions) Insurance that provides coverage for all claims the
Contractor may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to the Contractor’s professional services
required under this Agreement. The Contractor is required to carry the following
minimum limits:
• $2,000,000 – per claim
• $2,000,000 – annual aggregate
The retroactive or prior acts date of such coverage shall not be after the effective
date of this Agreement and the Contractor shall maintain such insurance for a period
of at least two years, following completion of the work. If such insurance is
discontinued, extended reporting period coverage must be obtained by the
Contractor to fulfill this requirement.
iv.v. Technology Errors and Omissions (Tech E&O) Insurance. The Contractor is
required to maintain Technology Errors and Omissions (Tech E&O) Insurance which
shall be sufficiently broad to respond to the duties and obligations undertaken by the
Contractor in this Agreement and shall include, but not be limited to, claims involving
infringement of intellectual property, including but not limited to infringement of
copyright, trademark, trade dress, invasion of privacy violations, information theft,
damage to or destruction of electronic information, release of private information,
alteration of electronic information, cloud computing, extortion and network security.
The coverage shall provide for breach response costs as well as regulatory fines and
penalties and credit monitoring expenses. Insurance minimum limits are as follows:
• $2,000,000 – per occurrence
• $2,000,000 – annual aggregate
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B. All of the insurance policies required by this Agreement shall comply with the following:
i. The Contractor’s policies, except Worker’s Compensation Insurance and
Professional/Technical Liability Insurance, shall be primary insurance and non-
contributory to any other valid and collectible insurance available to the City with
respect to any claim arising out of the Contractor’s performance under this
Agreement including the defense and indemnity obligations assumed by
Contractor under this Agreement.
ii. An Umbrella or Excess Liability insurance policy may be used to supplement the
Contractor’s policy limits to satisfy the full policy limits required by this
Agreement.
iii. All insurance shall be provided on an occurrence basis and not on a claims-made
basis, except professional liability insurance or other coverage not reasonably
available on an occurrence basis; provided that all such claims-made coverage is
subject to the approval of the City Attorney.
iv. Any insurance limits in excess of the minimum limits shall be available to the
City.
v. All policies, except professional liability, shall be endorsed with a waiver of
subrogation in favor of the City, including its elected and appointed officials,
employees, and agents for losses arising from activities under this Agreement.
vi. It shall be Contractor’s responsibility to pay any retention or deductible for the
coveraeges required. The City may require the Contractor to provide proof of
ability to pay losses and related expenses within the deductible and retention.
vii. The Contractor is required to submit a Certificate of Insurance acceptable to the
City as evidence of the required insurance coverage requirements.
viii. The Contractor’s policies and Certificate of Insurance shall contain a provision
that coverage afforded under the policies shall not be cancelled without at least
thirty days’ advanced written notice to the City, or ten days’ written notice for non-
payment of premium.
ix. The Contractor is responsible to review and ensure all subcontractors comply
with the insurance provisions contained herein and said insurance is maintained
as specified.
x. If the City authorizes the Contractor to be self-insured, a Certificate of Self-
Insurance must be attached.
xi. The Contractor shall obtain insurance policies from insurance companies having
an “AM BEST” rating of A- (minus); Financial Size Category (FSC) VII or better
and authorized to do business in the State of Minnesota, or as approved by the
City.
xii. The City reserves the right to immediately terminate this Agreement if the
Contractor is not in compliance with the insurance requirements and retains all
rights to pursue any remedies against the Contractor.
xiii. All insurance policies must be open to inspection by the City, and copies of
policies must be submitted to the City’s authorized representative upon written
request.
xiv. The City’s failure to approve or disapprove the Contractor’s policies or certificates
shall not relieve the Contractor of full responsibility to maintain the required
insurance.
xv. If the coverage period shown on the Contractor's current certificate of insurance
ends during the duration of the project, the Contractor must, prior to the end of
the coverage period, obtain a new certificate of insurance showing that coverage
has been extended.
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xvi. No representation is made that the minimum insurance requirements are
sufficient to cover the obligations of the Contractor under this Agreement.
C. Effect of Contractor’s Failure to Provide Insurance. If Contractor fails to provide the
specified insurance, then Contractor will defend, indemnify and hold harmless the City, the
City's officials, agents and employees from any loss, claim, liability and expense (including
reasonable attorney's fees and expenses of litigation) to the extent necessary to afford the
same protection as would have been provided by the specified insurance. Except to the
extent prohibited by law, this indemnity applies regardless of any strict liability or
negligence attributable to the City (including sole negligence) and regardless of the extent
to which the underlying occurrence (i.e., the event giving rise to a claim which would have
been covered by the specified insurance) is attributable to the negligent or otherwise
wrongful act or omission (including breach of contract) of Contractor, its subcontractors,
agents, employees or delegates. Contractor agrees that this indemnity shall be construed
and applied in favor of indemnification. Contractor also agrees that if applicable law limits
or precludes any aspect of this indemnity, then the indemnity will be considered limited
only to the extent necessary to comply with that applicable law. The stated indemnity
continues until all applicable statutes of limitation have run. If a claim arises within the
scope of the stated indemnity, the City may require Contractor to take one of the following
actions within fifteen days of receiving notice from the City.:
i. Furnish and pay for a surety bond, satisfactory to the City, guaranteeing
performance of the indemnity obligation; or
ii. Furnish a written acceptance of tender of defense and indemnity from Contractor's
insurance company.
14. Indemnification. Contractor will defend and indemnify City, its officers, agents, and
employees and hold them harmless from and against all judgments, claims, damages, costs
and expenses, including a reasonable amount as and for its attorney’s fees paid, incurred or
for which it may be liable resulting from any breach of this Agreement by Contractor, its
agents, representatives, contractors and employees, or any negligent or intentional act or
omission performed, taken or not performed or taken by Contractor, its agents,
representatives, contractors and employees, relative to this Agreement. City will indemnify
and hold Contractor harmless from and against any loss for injuries or damages arising out
of the negligent acts of the City, its officers, agents or employees.
15. Termination.
A. This Agreement may be terminated at any time by either party for breach or non-
performance of any provision of this Agreement in accordance with the following.
The party (“notifying party”) who desires to terminate this Agreement for breach or
non-performance of the other party (“notified party”) shall give the notified party
notice in writing of the notifying party’s desire to terminate this Agreement describing
the breach or non-performance of this Agreement entitling it to do so. The notified
party shall have five days from the date of such notice to cure the breach or non-
performance. Upon failure of the notified party to do so, this Agreement shall
automatically terminate.
B. Upon the termination of this Agreement, whether by expiration of the original or any
extended term or terms hereof, or for any other reason, Contractor shall have the
right, within a reasonable time after such termination to remove from City’s premises
any and all of Contractor’s equipment and other property. Except for liability resulting
from acts or omissions of a party, arising, taken or omitted prior to such termination,
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the rights and obligations of each party resulting from this Agreement shall cease
upon such termination. Any prior liability of a party shall survive termination of this
Agreement.
C. In the event of dissolution, termination of existence, insolvency, appointment of a
receiver, assignment for the benefit of creditors, or the commencement of any
proceeding under any bankruptcy or insolvency law, or the service of any warrant,
attachment, levy or similar process involving Contractor, City may, at its option in
addition to any other remedy to which City may be entitled, immediately terminate
this Agreement by notice to Contractor, in which event, this Agreement shall
terminate on the notice becoming effective.
16. Mediation. Each dispute, claim or controversy arising from or related to this Agreement
shall be subject to mediation as a condition precedent to initiating arbitration or legal or
equitable actions by either party. Upon service of a written notice requesting mediation, the
parties shall have ten (10) days to jointly select one person to act as mediator. If the parties
are unable to agree upon a mediator, the parties shall ask the Scott County District Court to
select a mediator. The mediation shall be conducted pursuant to the commercial mediation
procedures of the American Arbitration Association but shall not be administered by the
American Arbitration Association. No arbitration or legal or equitable action may be instituted
for a period of 90 days from the filing of the request for mediation unless a longer period of
time is provided by agreement of the parties. Each party shall bear its own costs of the
mediation process. The parties shall share equally the fees and expenses of the mediator.
Mediation shall be held in the City of Prior Lake unless another location is mutually agreed
upon by the parties. The parties acknowledge that mediation is a voluntary process, and
that the mediator does not have the authority to bind either party absent the party’s consent.
The parties shall memorialize any agreement resulting from the mediation in a mediated
settlement agreement, which agreement shall be enforceable as a settlement in any court
having jurisdiction thereof.
17. Notice. Any notice required or permitted under this Agreement shall be delivered in one or
more of the following manners: (i) delivered personally; (ii) mailed by United States
registered or certified mail, return receipt requested, postage prepaid; or (iii) deposited cost
paid with a nationally recognized, reputable overnight courier. Notice shall be delivered or
directed to an officer or agent of the Contractor or to the City Manager as applicable at the
address set forth on page 1 of this Agreement. Notice shall be deemed effective on the date
of receipt. Any party may change its address for the service of notice by giving written notice
of such change to the other party in any manner above specified, 10 days prior to the
effective date of such change.
18. Independent Contractor. At all times and for all purposes, Contractor is an independent
contractor engaged by City to perform the services described in this Agreement and
Contractor shall have no authority to employ persons or make purchases on behalf of City,
or otherwise bind or obligate City. No statement in this Agreement shall be construed to find
the Contractor an employee of the City.
19. Employees. Contractor agrees not to hire any employee or former employee of City and
City agrees not to hire any employee or former employee of Contractor prior to termination
of this Agreement and for one year thereafter, without prior written consent of the former
employer in each case.
Page 9 of 10
20. Assignment or Subcontract. Contractor shall not subcontract any part of the Work; nor
may Contractor assign this Agreement, or any interest arising herein, without the prior
written consent of the City.
21. Audit Disclosure. Pursuant to Minn. Stat. 16C.05, Subd. 5, the books, records, documents
and accounting procedures and practices of the Contractor or other parties relevant to this
Agreement are subject to examination by the City and either the Legislative Auditor or the
State Auditor for a period of six years after the effective date of this Agreement.
22. Data Practices. Any reports, information, data, etc. given to, or prepared or assembled by
the Contractor under this Agreement which the City requests to be kept confidential, shall
not be made available to any individual or organization without the City's prior written
approval. This Agreement is subject to the Minnesota Government Data Practice Act,
Minnesota Statutes Chapter 13 (“Data Practices Act”). All government data, as defined in
the Data Practices Act, which is created, collected, received, stored, used, maintained, or
disseminated by Contractor in performing any of the functions of the City during
performance of this Agreement is subject to the requirements of the Data Practice Act and
Contractor shall comply with those requirements as if it were a government entity. All
subcontracts entered into by Contractor in relation to this Agreement shall contain similar
Data Practices Act compliance language.
23. Non-Discrimination. During the performance of this Agreement, the Contractor shall not
discriminate against any employee or applicant for employment because of race, color,
creed, religion, national origin, sex, marital status, status with regard to public assistance,
disability, sexual orientation or age. The Contractor shall post in places available to
employees and applicants for employment, notices setting forth the provision of this non-
discrimination clause and stating that all qualified applicants will receive consideration for
employment. The Contractor shall incorporate the foregoing requirements of this paragraph
in all of its subcontracts for the Work, and will require all of its subcontractors for the Work to
incorporate such requirements in all subcontracts for the Work. The Contractor further
agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes
363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities
Act of 1990.
24. Conflicts. No salaried officer or employee of the City and no member of the Council, or
Commission, or Board of the City shall have a financial interest, direct or indirect, in this
Agreement. The violation of this provision renders this Agreement void.
25. Rights and Remedies. The duties and obligations imposed by this Agreement and the
rights and remedies available thereunder shall be in addition to and not a limitation of any
duties, obligations, rights and remedies otherwise imposed or available by law.
26. Damages. In the event of a breach of this Agreement by the City, Contractor shall not be
entitled to recover punitive, special or consequential damages or damages for loss of
business.
27. Enforcement. The Contractor shall reimburse the City for all costs and expenses, including
without limitation, attorneys' fees paid or incurred by the City in connection with the
enforcement by the City during the term of this Agreement or thereafter of any of the rights
or remedies of the City under this Agreement.
Page 10 of 10
28. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota.
Venue and jurisdiction for any action, suit or proceeding arising out of this Agreement shall
be only in the courts of Scott County, Minnesota or the federal courts for the United States
for the District of Minnesota.
29. Entire Agreement. The entire agreement of the parties is contained herein. This
Agreement supersedes all oral agreements and negotiations between the parties relating to
the subject matter hereof as well as any previous agreements presently in effect between
the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or
waivers of the provisions of this Agreement shall be valid only when expressed in writing
and duly signed by the parties, unless otherwise provided herein.
30. Severability. The provisions of this Agreement are severable. If any portion hereof is, for
any reason, held by a court of competent jurisdiction to be contrary to law, such decision
shall not affect the remaining provisions of this Contract.
31. Waiver. No action nor failure to act by the City or the Contractor shall constitute a waiver
of any right or duty afforded any of them under this Agreement, nor shall any such action or
failure to act constitute an approval of or acquiescence in any breach thereunder, except as
may be specifically agreed in writing.
32. Counterparts. This Agreement may be executed in multiple counterparts, each of which
shall be considered an original.
In witness whereof, the parties have caused this Agreement to be executed by their duly
authorized agents.
CITY OF PRIOR LAKE
______________________ __________________________________
Date Mayor
___________________________________
City Manager
CONTRACTOR
______________________ By: ________________________________
Date
Its: _______________________________
10
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
4.0 Functional Criteria and Specification Requirements
Completed Excel document at end of this section.
All of our programs are built with the Microsoft .NET software development platform, using the latest tools
available. All programs work with SQL Server 2008 or newer, which provides for the linking of databases
through a seamless grouping method. What this means for our customers is: a) a reduction in data entry
errors, b) minimal duplicate entry, and c) overall increased productivity.
These are just a few of the many ben efits of our fully integrated Financial Management system:
Drill-down feature in General Ledger allows for instant access to the originating source document.
Clickable links on reports allow users to jump to the detailed, underlying transaction information for a
“summary-type” report line - even across applications.
All reports can be emailed or printed to Excel, PDF, or other applications and file formats.
Individual User Report Profiles allow users to run memorized sets of reports.
Fully integrated Budgeting with Budget Footnotes and Long Term Budget Forecasting.
Over budget notifications are available within all applications.
Automatic posting of encumbrance entries when a purchase order is approved in the Purchase Order
application and then converted to an invoice in Accounts Payable.
Fully integrated receipting process - Cash Receipting updates linked applications in real time.
View journal detail and posting information from any application.
GL number verification in all applications.
Streamlined Check Reconciliation and Bank Reconciliation process from one application.
Comprehensive capabilities for budgeting all personnel costs and fringes through integrated position
based budgeting.
User Groups allow you to set the same user rights for multiple users at once. This reduces the need to
set up user-based security for several users with similar or identical rights in the system.
Users can be set up to login automatically to the program using Windows Active Directory user names
and passwords.
Detailed audit tracking to log virtually all changes made.
11
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Utility Billing
Feature-rich, yet user-friendly, our Utility Billing application provides complete billing and tracking for a variety
of utility account types. Extensive use of wizards and process managers simplify complex tasks into efficient
step-by-step operations, such as Final Bill, Meter Change, and Past Due/Shut Off. Deposit and work order
processing features are available as well.
GIS Integration
GIS integration allows for a direct link between your data and GIS maps, giving you a very powerful tool to
view data, plot various datasets, and quickly view neighboring accounts. Additionally, GIS integration allows
graphical lookup of account locations through Google® Maps.
Consumption–Based or Flat Fee Billings
Flexible billing item setup accommodates both consumption-based and flat rate fees for items such as
Water/Sewer, Electric, and Refuse.
ACH File Creation and Paperless Billing
Streamline your payment process by using ACH – payments can be automatically debited from customers’
bank accounts. Additionally, bills can be emailed to customers who want to go paperless.
Wizards Offer Step-By-Step Guidance Through Common Tasks
Tasks such as shut-offs, final bills, the billing process, etc., are done with a wizard, ensuring all necessary steps
are completed.
Customizable Billing Cycle
Units can customize the billing cycle to include only those tasks they use. For example, if your unit does not
use ACH, the ACH task may be removed from your billing process.
Deposit Tracking
Integrated deposit tracking provides the ability to calculate interest on deposits, and offers flexibility in
returning deposits to customers. The deposit may be applied to the customer’s next bill, or be electronically
refunded to Accounts Payable by check request.
Built-In Meter Inventory System
Detailed meter inventory includes purchasing information, manufacturer, serial numbers, meter location
(specific area of customer’s location), curb box location, and information in general necessary for meter reads.
Meter Read Equipment Exports/Imports
Meter read export/import file layouts are provided for various meter manufacturers including, but not limited
to: Sensus, Badger, SLC/Neptune, Itron, Greentree, and Hersey.
One-Screen History View
Each customer’s history information is accessed from one screen. Available tasks on this screen include:
payment reversals, bill adjustments, and printing of various reports.
Unlimited Billing Items/Services Per Customer
The application allows for an unlimited number of user -definable billing items per customer account as well as
an unlimited number of services to be used in the calculation of the billing.
12
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Aging Reports
Aging reports can be generated at any time by specifying an “as of” date. This flexibility eliminates the need to
print them on the last day of the month.
CASS Certification
The CASS certification export/import process helps reduce mailing cost by ensuring all addresses are entered
correctly.
Meter Read Estimates
Flexible read estimation provides a variety of methods to use as the basis: account average usage, user -
defined date range of meter reads, or user-defined amount of usage.
Budget Billing
Determine – for each billing item – whether or not to allow budget billing. The budget billing feature lets you
bill fixed amounts based on user-definable history instead of the actual usage for the current cycle.
Integrated Work Order process
The fully integrated work order process allows you to track the details of all work done on a customer’s
account. The process checks for scheduling conflicts of the staff person assigned to the task. Shut-off fees,
etc., can be billed to the customer once completed.
Quick Entry of Meter Reads
For those units who do not use meter reading equipment to generate read files for import into Utility Billing,
the application includes a process to manually enter reads en masse. You can quickly enter the reads for all
customers in a billing cycle without having to visit individual accounts.
Resident Linking
Single-sourcing of resident names eliminates repetitive data entry by automatically updating all linked
accounts. For example, changing the address on a landlord’s master record will update that address for
accounts on which that landlord is selected.
Transfer of Delinquent Accounts to BS&A Tax
Transfer of delinquent accounts to the property tax bill is done electronically. A billing adjustment is
automatically created to reduce the account balance in Utility Billing.
Balance Manager: Easy Reconciliation With BS&A General Ledger
The Balance Manager provides an easy way to reconcile outstanding balances in Utility Billing with the
accounts receivable balance in General Ledger. Drill down into the detailed transactions for the period being
reconciled to easily determine the source of any discrepancies.
Letter Writer
Customized letters may be generated for selected accounts, increasing customer communication and reducing
clerical tasks.
13
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
BS&A Online Services
Public Records Search
Provides web access to various components of the desktop Financial Management applications.
Key Features:
Allows Miscellaneous Receivables, Utility Billing, and Building Department (permit) data to be
displayed on the web, and supports online payment of these bills
Interfaces with Point And Pay online credit card processing
14
City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Sample Screen Capture
Utility Billing Cycle Manager
This screen capture shows UB’s Billing Cycle Manager, a step -by-step utility that walks users through billing
tasks. Billing tasks can be customized for your municipality, and includes exports and imports to and from
your meter reading system. The Billing Cycle Manager lets you see at a glance which tasks have been
completed and which tasks still need to be done.
Utility Billing GIS Integration
This screen capture shows UB’s integration with GIS mapping. When you view an account, you can “jump” to
GIS View, where the account is shown bordered in a color separate from the other parcels.
Comments
General
1 Option to integrate with parcel manager to validate parcels, addresses, owners and
zoning Desired X
Our application has the ability to display GIS data using shape files
that can be exported from ESRI, and displayed within the
application, or by pulling data directly from ArcSDE. It is also
possible to integrate with ArcGIS Online, although this would
require a customization.
2 Integrate with MapObjects to display on a map the data stored in Utility Management Desired X
Our system can dispay GIS maps/layers directly in the application,
and show information relating to accounts on the GIS map, as a
custom layer. The interface is not bi-directional, and does not push
information back to Esri.
3 Integrate with General Ledger and Accounts Payable for posting of bills, receipts,
adjustments and refunds Critical X
4 Integrate with existing Cash Receipting System Critical X
Online Portal Critical X Can view and pay account online, cannot make requests or edits.
5 Form on website for customer to fill out, we would enter the info into the system Desired X
6 Online validation and editing of customers, addresses, service locations, meters Desired X
Account/Location/Customer Maintenance Critical X
7 Work flow process for:Critical X
New Account Set Up Critical X
Move-In/Move-Out Process Critical X
New Service Set Up Critical X
Account Inquiry Critical X Would like more information on what Account Inquiry workflow
process you have in mind.
8 Support an unlimited number of accounts - new account numbers (occupant code
suffixes) auto-generated Critical X
9 Ability to provide for user defined customer and account classification codes (i.e.,
residential, commercial, etc.).Critical X City to review existing account classes during pre-implementation
process review
10 Ability to record Move-in and close dates for an account Critical X
11 Ability to record unlimited notes for an account Critical X
12 Provide for billing an unlimited number of services (metered or non-metered) per service
location Critical X
13 Ability to record unlimited contacts (spouse, tenant(s), alternate billing addresses, etc)Critical X
Unlimited Residents can be stored in the system. The system
provides 4 roles in which those residents can be linked to an
account. Each Resident record can store Spouse information.
Name, Address Critical X
Relationship Critical X
Addressee should receive copies of:Critical X
Bill Critical X
Notices Critical X
Alternate mailing address Critical X
Contact phone numbers:Critical X
Home Critical X
Cell Critical X
Work Critical X
Fax Critical X
Email Address Critical X
14 Indicate if Occupant is a Snowbird Critical X
Should be flagged in a specific field that can be filtered, not a
comment field
Can be stored in a User Field on the resident or account, which can
be filtered on.
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
15 Indicate if Account is Irrigation-only Critical X
Should be flagged in a specific field that can be filtered, not a
comment or string modifier in another field (do NOT want to
replicate current use of "IRR" at end of street address text field)
16 Ability to maintain account specific data including:Critical X
Begin Service Date Critical X
End Service Date Critical X
Services attached to the meter Critical X
Current Account Number Critical X
Current Service Address Critical X
17 Ability to send bill to one customer on the account and late notices and shut off notices to
a both owner/landlord and customer/renter on the account Critical X
18
Ability to track information through system by customer. Must be able to view all accounts
that customer has had, current status of accounts and outstanding balance and have
ability to drill down to account detail.
Critical X
19 Ability to view the outstanding total balance on an account as well as the balance broken
down by service type, current balance and previous balance Critical X As part of account view, not just billing reports
20 Ability to account for an unlimited number of security deposits per account.Optional X
21 Ability to define through table entry, an unlimited number of service types and add,
change and delete service types as required Critical X
22 Ability to establish "alerts" (cash only; lien exists; e.g.) on customer accounts with the
following characteristics:Desired X
Called "flags" in BS&A UB. They scroll across the top of the
account. There is a Service Address Flag and Account Flag, each
are unlimited text fields.
All alerts are user definable Desired X
Unlimited number of alerts may be defined Desired X Unlimited text within one flag.
Each alert has unique start and stop dates Desired X No start and stop dates, the flag will remain on the account until it is
manually removed.
User may define screens where alerts will appear Desired X
23 Ability to associate a service location with a parcel number (PID)Critical X
24 Ability to identify the jurisdiction (e.g. township) in which the service location is located for
billing purposes (i.e. vary rates based on jurisdiction)Desired X Or, can this be met through service routes or other existing
classifications?
25 Ability to identify the number of dwelling units at a service location Critical X Required for multi-family properties, will need to be populated
during data conversion
26 Ability to track information through system by location. Must be able to view:Critical
History of all accounts at that location Critical X
Current status of accounts Critical X
Outstanding balance Critical X
Drill down to detail Critical X
Meters Critical
27 Ability to apply tiers to a single meter at a multi-unit location - Combined consumption
and divide by # of units then run through tiers Critical X E.g. multi-family properties
28 Ability to identify multiple meters at a service location Critical X
29 Ability to describe the location of the meter at a service location Critical X
30 Ability to view a history of all meters that have been installed at the service location. Critical X
31 Ability to maintain an unlimited number of meters Critical X
32 Ability to maintain meter attribute data including:Critical
Meter Number Critical X
Meter Make and Size Critical X
MIU Number, and Installation date Critical X
Register Make, Model, number of dials, display multiplier, and installation date Critical X For aging reports on register batteries
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
Route Critical X
Sequence Critical X
Status Critical X
Free Form Comments Critical X
Unlimited User Defined Fields Critical X 15 User Defined Meter fields.
Documents Critical X Can add attachments to Accounts, not to Meters
Remote Documents Critical X Can add attachments to Accounts, not to Meters
Number of dials on meter for transfer to N_Sight (7 for smaller than 1.5", 8 for larger)Critical X Required data field for N_Sight
33 Ability to define read types (AMR/Drive-by, Manual Read, Estimate)Critical X
Clarify types of reads to research source of bill amount
Read types include: Actual, Estimate, Customer Read, Auto Read,
Other, N/A, Re-read, Manual Read.
34 Define measurement units and order of magnitude for a meter Critical X
35 Ability to set up deduct meter Critical X
Stormwater Specific Requirements
Ability to calculate commercial/industrial/institutional/multi-unit residential stormwater fee Critical X Billed SW Fee = SW Units (REU) X SW Rate
Ability to have more than one REU field in the system (Stormwater fee calc uses REU
calculation that is different than the REU that will be used for number of multi-family units
for water/sewer tiered fees.
Critical X
REUs are account, billing item specific. You can have
one REU per account billing item, but you can have
multiple bill items.
Calculate stormwater based on REUs, account type land use factor and rate.Desired X
*The number of SW Units for all properties other than single-family
residential is calculated based on a Land Use Factor and Area,
times a factor of 3.
*The Land Use Factor is based on the impervious surface area
allowed by city code compared to a single-family residential lot. The
Land Use Factor is as follows:
Commercial: 2.07
Industrial: 1.82
Institutional: 1.38
Multi-Unit Residential: 1.65
Billing Critical
35 Support an unlimited number of billing cycles Critical X
36 Support an unlimited number of routes for various service types Critical X
37 Ability to support compound meters Critical X
38 Ability to store meter data for radio reads (i.e. MIU ID, meter ID, reading, read date)Critical X
39 Ability to estimate meter reads based on user-defined history preference Critical X
40 Ability to identify reads that were estimated versus actual readings Critical X
41 Ability for system to automatically identify roll-over readings based on meter setup Critical X
42 Ability to automatically identify rollovers on meter readings Critical X
43 Produces a consumption audit register highlighting the following parameters:Critical
High/Low audits based upon user definable percentages Critical X
Zero consumption Critical X
Zero consumption w/o snowbirds and irrigation-only accounts Critical X
Necessary to reduce time spent needed to find meter problems that
require field repairs
Not a separate report, would just need an additional filter on the
abnormal report to key off whatever user field you decide to store
snowbird and irrigation only information in.
Negative consumption Critical X
Excessive number of consecutive estimates (defined by user)Critical X
Other potential utility billing conflicts Critical X
44 Ability to enter stop and start dates for individual rate codes on an account Critical X
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
45 Ability to charge for flat rate billings Critical X
46
Provide ability to group multiple meters and associated services onto a single account
(e.g. large property with multiple meters) or the ability to combine multiple accounts onto
a single group bill for a single owner (e.g. multiple accounts a single or varied properties
owned by a single entity or property manager)
Critical X
47 Ability to define an unlimited number of user-defined and maintained rate tables for each
service Critical X
1) Current structure is one rate table for all customers.
2) Ability to set up rate tables by customer classification at a future
date if desired (ie residential rates are different than comml rates).
48 Ability to define an effective date for rate tables Critical X
49 Ability to define service rates that are based on flat fees, consumption based, per unit
charge, percentage based or user-defined formula Critical X 1) Base charge
2) Private street-related flat fee (proposed for 2021)
50 Ability to base charges for non-metered services such as sewer on water consumption
from customer’s water consumption. Critical X
51 The system must provide the ability to base sewer charges that are dependent on water
consumption on winter averages.Critical X Summer sewer rate lock = 150% of average of Feb & Apr billing
cycle water consumption
52 Ability to define distribution of fees to multiple general ledger accounts based on user-
defined account type, fee category, service type Critical X
53 Ability to print user defined message on bills.Critical X
54 Ability to automatically add late penalties to delinquent accounts according to rate
structure Critical X Penalty process has to be manually initiated to apply penalties.
55 Ability to prorate bills for new accounts and closed accounts Critical X
56 Calculate final bills during at any time subject to the workflow process and approvals
established by the user.Critical X
57 Ability to automatically apply deposits to a final bill Critical X
58 Ability to print final bills each billing cycle.Critical X
59 Automated calculation of deduct meter (e.g. deduct industrial steam use from sewer
charges)Critical X
60 Ability to bill by cycle and produce corresponding billing registers and journal entries.Critical X
61 Ability to sort bills by zip plus four to take advantages of available postage discount Critical X
62 Ability to export bills to a file for 3rd party printing/mailing Critical X
63 Ability to view and reprint a past bill at any time Critical X
64 Ability to generate a pre-billing report to view billing amounts before actually billing
accounts Critical X
65 Ability to accept full, over, partial and pre-payments Critical X
66 Ability to distribute partial payments based on user-defined preference Critical X
67 Provision for data entry correction of any distribution errors Critical X
68 Provide for auto-pay option for customers to pay from customer’s bank account. Critical X
69 The system should create an ACH file that may be submitted to the bank for processing.Critical X
70 The ACH file is fully editable after creation by the billing system and prior to submission to
the bank.Critical X The ACH file is a text file, it can be edited, but any changes would
make the file deviate from the payments recorded in the program.
71 Ability to import batch payment file from a lockbox payment facility or from file of checks
scanned to bank Critical X
72 Ability to work with PSN, Metavante, Checkfree and online for payment import Critical X
73 Ability to scan payment information directly into the system using a bar code scanner Critical X
74 Ability to support payment arrangements for customers to schedule payments for
outstanding balances Critical X
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
75 Ability to generate a report of all customers with payment arrangements showing
scheduled due dates, amounts due and amounts paid Critical X
76 Ability to define unlimited number of notices (late, past due, shut off, etc.) based upon
user-defined minimum amounts due and number of days past due Critical X
77 Ability to create late notices and automatically record event against account Critical X
78 Ability to aggregate separate billings for a single customer to one bill statement Critical X
79 Ability to assist in creating special assessment letters Critical X
80 Ability to check that each account is billed Critical X
81 Ability to incorporate the utility billing annual certification process into the system Critical X
Certification admin fee added to accounts to be certified Critical X
Interest charge added to accounts to be certified Critical X
Adjustment packet to move certified balances out of Utility Bill AR and into Special
Assessment Receivable Critical X
If Special Assessment Receivable is referring to a GL#, yes that's
possible. If it's referring to a separate program, we would need more
information.
82 Ability to integrate utility refunds with the AP module for payment Critical X
Inquiries Critical
83 Ability to display transaction history including bills, receipts, adjustments and refunds for
an account Critical X
84 Ability to filter history by date, transaction type Critical X
85 Ability to change sort order of transaction history Critical X
86 Ability to display details of transaction and drill down to transaction Critical X
87 Ability to automatically track an unlimited number of events on an account, including:Critical
Billings Critical X
Payments Critical X
Meter Reads (and type)Critical X
Adjustments Critical X
Notes attached to the account Critical X
Documents attached to the account Critical X
Statements sent to the account Critical X Printed bills are not saved to the account, but Prior Bills can be
reprinted.
Activities attached to the account Critical X
Work Orders created for the account Critical X
Form letters mailed to the account Critical X
Credit transactions (NSF checks, late payments)Critical X
88 Provide for displaying and/or printing any customer account history upon request.Critical X
89 Ability to display outstanding balance by user-defined type of service, broken into aging
categories Critical X
90 Ability to generate a (sub)total consumption report that shows top consumption users
based upon:Critical X
Date range Critical X
Desired number of customers to be reported Critical X Can be filtered on account fields.
Consumption type Critical X
Customer/Account type Critical X
91 Ability to generate a largest dollar amounts report that shows top revenue generators
based upon:Critical
Date range Critical X
Desired number of customers to be reported Critical X The report would list top 100.
Charge category or categories Critical X
Customer/Account type Critical X
Comments
Fully Compliant
Modification/Custom Software
Not available
Water/Sewer/Stormwater
Critical/
Desired/
Optional
92 Billing Calendar showing all critical dates in the selected month Critical X
Reporting Critical
93 Transaction History Critical X
94 Account Status Critical X
95 Account Transitions (listing of Move-In, Move-Out by date range)Critical X
96 Trial Balance Critical X
97 Accounts Receivable Reconciliation Report Critical X
98 Bill Calculation Report including revenues by G/L Distribution Critical X
99 Revenues by G/L Distribution Critical X
100 Receipt Transactions Critical X
101 Payment Register Critical X
102 Adjustments Register Critical X
103 Penalties Register Critical X
104 Refunds Register Critical X
105 Past Due Register Critical X
106 Aging Balances Report Critical X
107 Deposit Reporting including Activity, Status, Uncollected, and Interest Optional X
108 Payment Assistance Plan and Payment Plan Status Reporting Optional X
109 Payment Plan Status Optional X
110 General Ledger Audit Report Critical X
111 Final End of Year Register - Summary by Fund Critical X
112 Account Balance Report Critical X
113 Billed Consumption by Tier Reporting Critical X
114 Billed Consumption by Classification by Tier Reporting Critical X
115 Active account owner/payee data with addresses, meter/MIU attributes, and PID, and
active account services, and most recent read/consumption Critical X Necessary in order to run all-city account audits
116 Zero-Consumption for user-defined time range Critical X Necessary to reduce time spent needed to find meter problems that
require field repairs
117 Zero-Consumption accounts for user-defined time range w/o snowbirds and/or irrigation-
only accounts Critical X Necessary to reduce time spent needed to find meter problems that
require field repairs
118 Service order print-outs for field staff (if not tracked electronically). Must include all current
data fields plus Meter/register make/model information Critical X Needed to populate data in N_Sight for use by clerks and field staff
119 Report total billed consumption and charges for specified date range, by tier, and account
type Critical X State reporting requirement
120 Report of all stormwater account charges by account type (totals and by account) for
auditing Critical X
Comments
1 Ability to store meter data for touch and radio reads (i.e. transponder number, radio id,
radio type, register id)Critical X
2 Ability to import routes from Automatic Meter Reading system - N Sight (Neptune)Critical X
3 Ability to export routes to Automatic Meter Reading system - N Sight (Neptune)Critical X
4 Integrate with Neptune's N_Sight and N_Sight+ meter data system to obtain current meter
reads and to provide account information updates:Critical X
Vendor to specify version of Equinox file compatibility
Neptune (509 character format), Neptune (256 character
format), Neptune Equinox v1x, Neptune Equinox v2x,
Neptune Equinox v3x, Neptune Equinox v4x, Neptune (513
character format w/leak detection)
Reads pulled from N_Sight:
Account number, Meter ID, MIU ID, Date read, Reading Critical X
Account information sent to N_Sight:
Account number, Acct. Name, Acct. Address, Lat/Lon, Meter ID,
Meter installation date, Meter Dials, Register Make/Model, Register installation date,
MIU ID, MIU installation date,
Critical X
Fully Compliant
Modification/Custom Software
Not available
AMR Interface
Critical/
Desired/
Optional
Comments
1 Ability to identify multiple meters at a service location Critical X
2 Ability to describe the location of the meter at a service location Critical X
3 Ability to view a history of all meters that have been installed at the service location. Critical X
4 Ability to maintain an unlimited number of meters Critical X
5 Ability to maintain meter attribute data including:Critical
Meter Number Critical X
Route Critical X
Sequence Critical X
Installation date Critical X For aging reports on register batteries
Begin Service Date Critical X
End Service Date Critical X
Services attached to the meter Critical X
Status Critical X
Free Form Comments Critical X
Current Account Number Critical X
Current Service Address Critical X
Unlimited User Defined Fields Critical X 15 User Defined Meter fields.
Documents Critical X Can add attachments to Accounts, not to Meters
Remote Documents Critical X Can add attachments to Accounts, not to Meters
Register Make/Model (incl. for each side of compound meter)Critical X
Register Installation Date (incl. for each side of compound meter)Critical X
Register number of Dials Critical X
6 Ability to view all past and scheduled service orders related to a meter Critical X
7 Actual reading and consumption for each meter will be determined by the number of dials
to be read for that meter. Critical X
8 Ability to define through table entry, read types and measurement units for a meter Critical X
9 Ability to support compound meters with separate MIUs Critical X
10 Ability to store data for AMR/Drive-by reads Critical X
MIU Make/Model (incl. for each side of compound meter)Critical X
MIU Installation Date (incl. for each side of compound meter)Critical X
11 Ability to identify reads that were estimated versus actual readings Critical X
12 Ability for system to automatically identify roll-over readings based on meter setup Critical X
13 Ability to automatically identify rollovers on meter readings and correct consumption as
necessary Critical X
Critical
Inquiries Critical
14 Locate meters by the following criteria, singly or in combination:Critical
Meter Number Critical X
Serial Number Critical X
Installation date Critical X
Service Class Critical X
Type Critical X
Size Critical X
15 Locate MIUs by the following criteria, singly or in combination:Critical
MIU Number Critical X
Installation date Critical X
Type Critical X
Fully Compliant
Modification/Custom Software
Not available
Meter Inventory
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Meter Inventory
Critical/
Desired/
Optional
16 Locate Registers by the following criteria, singly or in combination:Critical
Make/Model Critical X
Installation date Critical X
Number of Dials Critical X
Reports Critical
17 Meter Listing Report - report search and selection criteria include:Critical
Inventory Date Critical X
Purchase Date Critical X
Meter Type Critical X
Meter Size Critical X
Manuafacturer Critical X
18 Meter Service report - report search and selection cirteria include:Critical
Report "as of' date (any time in history)Critical X
Report Sequence Critical X
Meter Type Critical X
19 MIU Listing Report - report search and selection criteria include:Critical
MIU Number Critical X
Installation date Critical X
Type Critical X
20 Register Listing Report - report search and selection criteria include:Critical
Make/Model Critical X
Number of Dials Critical X
Installation date Critical X
Comments
1
Ability to view all service orders associated with a service customer
Critical X
Work Orders are tied to accounts. You can also see which
customer is on the account, but ultimately whether a customer
is added/removed from an account, the Work Order does not
change.
2 Ability to view all service orders associated with a service location Critical X
3 Ability to define through table entry, an unlimited number of service order types and add,
change and delete service order types as required Critical X
4 Ability to automatically update customer, location, meter and account information upon
completion of service order actions Critical X
5 Ability to display a history of all service orders including status by:Critical
Account Critical X
Customer Critical X
Meter Critical X
6 Ability to print a list of service order forms based on any or all of the following criteria:Critical
Scheduled date range Critical X
Requested date range Critical X
Priority Critical X Priority can be added in combination with Status, or as a
separate user field.
Requesting employee Critical X
Work Order number Critical X
Work Order type/types Critical X
Route/routes Critical X
7 Ability to list service orders based on any or all of the following criteria:Critical
Scheduled date range Critical X
Requested date range Critical X
Completed date range Critical X
Priority Critical X Priority can be added in combination with Status, or as a
separate user field.
Requesting employee Critical X
Work Order number Critical X
Work Order type Critical X
Route/routes Critical X
8 Individual Service Order Report sheets to include:Critical
Date Critical X
Account Critical X
Owner Critical X
Address Critical X
Service Order Type Critical X
Old Meter ID Critical X The Current meter information can be printed on the report.
Old MIU ID Critical X
Old Register Make/Model Critical X
Last Meter Readings (field populated with last read in database and field for manual
entry by the technician)Critical X
New Meter ID Critical X
New MIU ID Critical X
New Regsiter Make/Model Critical X
New Meter Reading Critical X
Completion Date Critical X
Fully Compliant
Modification/Custom Software
Not available
Service Order Processing
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Service Order Processing
Critical/
Desired/
Optional
Completed By Critical X
Service Order Notes Critical X
Completion Notes Critical X
9 Ability to upload photos taken during service order work (tied to service order record)Critical X
Comments
1
Ability to interface to existing GIS system (Scott Co. ArcSDE or REST endpoints) for land
and parcel information.
Critical
NO BID. The Utility Billing Module is Account based. Parcel
Number is a field that can be stored on the account, but it's
not meant to store/track zoning, improvements, etc.
Integration with addressing in Buildings/Permit system Critical
2 Ability to access GIS mapping data for road/street locations Critical
3 Ability to interface GIS functionality/applications into the Land Management module.Critical
4 Ability to track parcels of land including, but not limited to the following information:Critical
Address (Allow for multiple addresses per parcel)Critical
Owner (Allow for multiple owners)Critical
Resident (Allow for multipe residents)Critical
User-defined fields Critical
5 Ability to track both the owner and resident (could be different) for each address.Critical
6 Ability to associate multiple addresses per parcel of land and a parcel of land to multiple
addresses.Critical
7 Ability to capture multiple physical addresses and mailing addresses for each parcel. Critical
8 Ability to enter free-form text and/or attach electronic documents concerning a particular
address or parcel (e.g., owners have dogs).Critical
9 Ability to query and/or report on the following parcel characteristics Critical
Community Name/Jurisdiction (Prior Lake, SMSC, townships, county, etc.)Critical
Parcel ID Critical
Owner Last Name Critical
Owner First name Critical
Address (Allow for multiple addresses per parcel)Critical
Status Critical
Developed (yes/no)Critical
Map Reference Critical
Zoning Class Critical
Property Class Critical
Exemption Class Critical
District Type Critical
District Critical
10 Related Information including:Critical
Utility Account Number Critical
Fixed Asset Number (integration with Financial System)Critical
Code Enforcement Case Type Critical
Code Enforcement Case Number Critical
Permit Type Critical
Permit Number Critical
Business/Animal License Type Critical
11 Unlimited Ownership History Critical
12 Unlimited Improvement Listing including the following characteristics for each
improvement Critical
Address of improvement Critical
Improvement Type Critical
Improvement Class Critical
Improvement Usage Critical
Tenant/Description Critical
Fully Compliant
Modification/Custom Software
Not available
Parcel Management
Critical/
Desired/
Optional
Comments
Fully Compliant
Modification/Custom Software
Not available
Parcel Management
Critical/
Desired/
Optional
Occupancy Type Critical
Year Built Critical
Number of Stories Critical
Unlimited user-defined fields Critical
Ability to attach documents (jpeg, bmp, doc, xls, gif, htm, pdf, txt, xml, xls)Critical
13 Unlimited Zoning History Critical
14 Split/Merge History Critical
15 Unlimited attachment of Documents (jpeg, bmp, doc, xls, gif, htm, pdf, txt, xml, xls)Critical
16 Integration and access to associated Utility Accounts Critical
17 Integration and access to associated Capital Assets Critical
18 Integration and access to associated License files Critical
19 Integration and access to associated Permits Critical
20 Integration and access to associated Code Enforcement Cases Critical
Reporting
21 Parcel Listing by the any or all of the following criteria:
Effective date (any historical date)
Property Status
Jurisdictions
Districts
Mapping levels
Property Class
Zoning Class
Exemption Class
Ability to view GIS map of resulting data
22 Parcel Ownership Change Report by user defined date range
23 Parcel Split/Merge activity Report by user defined date range
24 Parcel Improvement Report by user defined year
25 Zoning Change or Activity Report by user defined data range
Comments
1 System provides integrated export/import capabilities via batch for GIS applications.Critical X
2 Ability to interface with ArcView and/or ArcIMS and/or ArcGIS and/or ArcGis Server.Critical
3 Application's map viewer interface must include standard GIS navigation tools, integration
with county parcel data/online GIS system Critical X Pan, zoom, search, select (and produce inquiry filters), and
connect to county online GIS via URL with PID or address
4 Ability to display parcel, permit, licensing, request for service, code enforcement and
capital asset information Critical X
5 Ability to highlight GIS objects returned from a query.Critical X
6
Vendor must be an ESRI partner.
Critical X
Our system has the ability to display GIS data within the
application, and show relevant information in the application
plotted against GIS maps. But, BS&A is not an Esri partner.
7
Integration with master parcel GIS data (preferably via the Scott Co. ArcSDE database or
REST endpoints) to maintain current and consistent addressing Critical X
GIS data can be viewed within the application by reading
directly from the ArcSDE, or with a customization, using
ArcGIS Online. There is no address integration between the
Utility Billing system and Permitting system
Fully Compliant
Modification/Custom Software
Not available
GIS Integration
Critical/
Desired/
Optional
Comments
1 .NET used in all applications Critical X
2
Support for SQL Reporting Services
Critical
X
SSRS can be used with the BS&A Applications, but
this functionality is not developed/supported by
BS&A Software
3 Support for Microsoft SQL 2012 (or above)Critical X
4 Support for Information Bridge Framework (IBF)Critical X
5 Support for Windows 7 & 10 on Client PC’s Critical X
6 Provide a browser-based user interface, compatible with Microsoft Internet Explorer 11
and higher or Google Chrome, accessible via Internet/Intranet.Critical X
7 Run server application on a minimum Windows 2012 Server platform under virtual
environment Critical X
8 Use commercially available geographic information datasets for its integrated GIS system.Critical X
9 Provide multi-user functionality.Critical X
GIS Integration
Critical/
Desired/
Optional
Fully Compliant
Modification/Custom Software
Not available
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
5.0 Hardware
Hardware Requirements
Our ideal configuration is a client-server environment. The backup solutions are to be handled via SQL or
appropriate backup software. Although BS&A Software recommends a physical environment for our
customers, we support the implementation of our software in virtual environments. BS&A has extensively
tested and approved both VMware and Hyper-V in our labs.
BS&A desires that all of our customers have a pleasant experience running our software. A properly
configured Virtual Server need not destroy employee productivity. In order to ensure the best possible overall
performance system, administrators must be willing to allocate sufficient resources to Microsoft SQL. To that
end, BS&A Software recommends the following when implementing the .NET software in VM environments:
1) Databases and log files are kept on separate physical volumes/disks
2) Volumes housing databases and/or log files are dedicated to the use of the database (no other
VMs reside on those volumes)
3) High performance disk technologies are used wherever possible
4) Disparate database styles (i.e., MS Exchange) NEVER cohabitate with MSSQL on the same drives
5) VMWare RDMs are implemented wherever possible
6) Parent servers dedicate at least 2 CPU cores to MSSQL VMs
7) Sufficient RAM is allocated to reduce/minimize the need for excessive disk access
8) SQL 2008 or newer only; Workgroup or Standard Edition where possible
9) So-called snapshots of the virtual machine cannot be relied upon for data restoration or disaster
recovery. Alternative database backup methods must be employed.
10) Optimize disk partitioning using industry-standard methods
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Supported Operating System (Workstation)
Windows 10, Windows 8.1, Windows 8, Windows 7 and Windows Vista
Supported Server Operating Systems
Windows Server 2008 - 2016
Supported Versions of SQL
Windows Server 2008 - 2017
Microsoft SQL
Database schema for BS&A does not include views. All views are created programmatically at runtime of the
application. All columns in the view are able to be sorted. All tables are able to be indexed by the user. This
gives better functionality for a non-technical user than a standard view. SQL table schema for BS&A tables
utilizes unique keys and indexes.
Reporting Services
BS&A’s applications come with a large amount of reports offering numerous options so our users can quickly
get the most out of our software. However, our integrated Report Designer allows users the ability to create
their own reports as needed.
Key features:
Streamlined capabilities with calculated expressions
A Table option, which allows columns of fields on a report for ease in field placement and movement
“Sort” banners and footers, which group data and can provide subtotals
Clickable reports let you click on a particular report entry to drill down to the details
Reports can be saved to PDF format and CSV format
Same look and feel as Crystal Reports
Our Report Profiles feature lets users group multiple reports together for more efficient printing.
Individual reports within the profile have options that can be set and saved for the Profile process.
Personal Computer Specifications
Workstation
Recommended Minimum
3.2 GHz Intel® Core™ i5 (or faster) 2.8 GHz Intel® Core™ i3
8 GB RAM 4 GB RAM
80 GB free disk space 40 GB free disk space
Windows 10 (Professional or above) Windows 7 (Professional 64-bit or 32-bit)
Tablet PC (Community Development Field Inspection App)
Recommended Minimum
Intel® Core™ i5 520 UM (or faster) 2.8 GHz Intel® Core™ i3
8 GB RAM 4 GB RAM
80 GB free disk space* 40 GB free disk space*
Windows 10 (Professional or above)** Windows 7 (Professional 64-bit or 32-bit)
*Note: The amount of free disk space required is dependent upon the size of the database and the number
of attachments required
**Note: BS&A applications are NOT compatible with Windows RT
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Server Specifications
(defined as a computer running a Windows Server Operating System)
Database Server (fewer than 15)
Recommended Minimum
1 Xeon E5 series Quad-Core 2.4 GHz (or faster) 2 GHz Multi-Core Xeon Processor
8 GB RAM 4 GB RAM
6x SATA 7.5K RPM 1TB (3x RAID 1) 250 GB free disk space
Separate RAID for Operating System Windows Server 2008 Standard (32-bit)
Windows Server 2016 (Essentials or above)
Database Server (15 to 30 Users)
Recommended Minimum
1 Xeon 2.3 GHz E5 Six-Core Processor (or faster) Xeon 2 GHz Multi-Core Xeon Processor
24 GB RAM 16 GB RAM
4x SATA 7.5K RPM 1TB (2x RAID 1) 500 GB free disk space
2x 500 GB Solid State Drive (SSD) Windows Server 2008 Standard (64-bit) Separate
RAID for Operating System
Windows Server 2016 (Essentials or above)
Database Server (30 to 50 Users)
Recommended Minimum
(2) Xeon 2.5 GHz E5 Six-Core Processors (or faster) Xeon 2.8 GHz Quad-Core Processor
48 GB RAM (DDR3 1333 or faster) 24 GB RAM
4x 10K RPM SAS 1TB Hard Disks (2x RAID 1) 1 TB free disk space
2x 500GB Solid State Drive (SSD) Windows Server 2008 Standard (64-bit) Separate
RAID for Operating System
Windows Server 2016 (Essentials or above)
Database Server (50 to 100 Users)
Recommended Minimum
(2) Xeon 2.5 GHz E5 Eight-Core Processors (or faster) (2) Xeon 2.8 GHz Quad-Core Processors
64 GB RAM (DDR3 1600 or faster) 48 GB RAM
8x SATA 15K RPM 1TB (2x RAID 10) 1 TB free disk space
2x 500GB Solid State Drive (SSD) Windows Server 2008 Standard (64-bit)
Separate RAID for Operating System
Windows Server 2016 (Essentials or above)
Server (over 100 users)
Please email our IT Department at ITSupport@bsasoftware.com
Virtual Server
Please see the help doc entitled "BS&A Software and Best Practices in Virtual Environments."
http://bsasoftware.com/references/whitepapers_helpdocs/tech/articles_whitepapers/White_vmSupport.pdf
Terminal Services/Citrix Environments
Recommended Application Server Specifications
Dual Quad-Core Xeon Processor
4096 MB RAM plus an additional 1024 MB RAM per user, per application
500 GB free disk space
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Windows Server 2016 (Essentials or above)
Limit of 50 total users
Please see the help doc entitled "BS&A Software and Best Practices in Terminal Server/RDP Environments."
http://bsasoftware.com/references/whitepapers_helpdocs/tech/articles_whitepapers/white_terminallimits.pdf
Please see the help doc entitled “BS&A Software and Remote Desktop Services 2016”
http://bsasoftware.com/references/whitepapers_helpdocs/tech/articles_whitepapers/remotedesktopservices2016.pdf
I.T. Recommendation
BS&A has worked with IT Right for network services and implementation since 1999. If you are
in need of IT services, please visit their site: http://www.itright.com
Printer Recommendations
BS&A Software does not officially maintain a master list of all the different printers that work with our
applications. A general rule of thumb would be that any printers that are compatible with Windows are
also compatible with BS&A.
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
6.0 Implementation and Training
A member of our Project Management and Implementation
Planning team will be assigned to coordinate your project.
Our consultant will oversee the implementation process,
schedule all necessary meetings, facilitate data transfer and
conversion, and schedule training. All training proposed will
be performed onsite at your offices. Coordination,
documentation, and communication will be provided
throughout the project by way of Microsoft SharePoint.
An overview of our planned method for a five-phase project
management is as follows. BS&A is able to work with the
timeline that best suits you.
Initiation: All projects begin with a Kick -Off meeting with
the Project Stakeholders. Discussions then take place with
each Department. The key is to ensure everyone is kept on
the same page.
Planning: Comprehensive planning must occur through a
variety of means. Planning is completed and is put in place
through a formal Implementation Plan. The plan is specific
to dates, timelines, tasks, and schedule of events.
Execution: Execution is an extension of the planning
process. It puts the Implementation Plan in motion.
Control: We will have several basic control systems and
some more formal quality control systems in place.
Program installation, data conversions, training, and system
testing will all have control system testing. The installation
may be phased; therefore, testing of each implementation
will occur at the appropriate time.
Closure: This is where the project is wrapped up. BS&A will
remain onsite for the first several Go-Live dates, for each
application if necessary. Additionally, follow-up visits may
be scheduled to assess progress and answer questions. Of
course, the technical support staff is always here for you.
In the event of a change in scope, the assigned Project
Manager will first review the requested functionality with the
appropriate Project Stakeholders, to ensure that there is a
clear understanding of the desired outcome. Once this is
completed, the Project Manager may consult with
development staff, or our Product Management team, in
order to first determine if it is possible to accommodate the
requested changes, then to determine if there will be cost
involved, and finally to determine an estimated timeline for
the implementation of those changes. Once this step has
been completed, a Change Order, detailing the change in
scope, as well as any impacts to cost or timeline, is prepared
______________
Project Management Highlights
BS&A employs a project management
approach that is distinctly better for
several reasons. With our staff, you will
enjoy the following benefits:
The Customer: The staff at BS&A
Software is always concerned
with the client’s needs first
Details: We will follow a detailed
project plan that will ensure a
smooth transition
Knowledgeable: You will always
be dealing with a professional,
knowledgeable, and dedicated
staff member
Passionate: Throughout the
project you will work with staff
members that believe it is very
important to always push
ourselves and to never be
satisfied with "good enough."
Our goal is not to be a good
company by providing good
services. We want to be a great
company by providing
remarkable services.
Important: Your Project Manager
will guide you through the
process and make sure you are
the most important part of the
process.
Every member of the BS&A team
treats each customer as
absolutely crucial to the
company's survival, as indeed,
each customer is.
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
for customer review. At any stage during this process, the Project Manager may facilitate the exchange of
information between BS&A’s Product Managers and developers, and the appropriate customer personnel.
System Design and Documentation
BS&A is responsible for creating a Recommended System Design and Configuration. This will be accomplished
by conducting an in-depth, onsite review of your existing process. The output of this review will be a set of
recommendations and associated system design and configuration document. It is the City’s responsibility to
review, approve, and/or adjust that design. Some parts of BS&A’s recommended design may be items that the
City wishes to implement in the future. We will work with you to come up with a design that optimizes
efficiencies, but takes into account your current practices, policies, and procedures. This will be provided to the
Stakeholders electronically and reviewed during the onsite configuratio n/design review meeting. The outcome
of that meeting and subsequent discussions will be to agree on a final system design/configuration.
Project Risk Management
BS&A embeds risk management in every
project. In our 25 years of data conversions and
implementations we have learned this is an
integral part of maintaining a successful project.
Throughout the project your Project Manager
will be in constant communication with you, and
will schedule regular conference calls to keep
everyone aware of the status of your project.
Constant communication and consultation
throughout the entire process is the best way to
handle risk management.
The project risk management model that we
follow is:
1. Identify
2. Analyze
3. Evaluate
4. Implement
Final Phase and Cut-Over
In the final phase of the project, you will be running BS&A as your primary system. For Payroll and Billing
Cycles, we will run at least one cycle in parallel. For example, you will run a payroll in your current software. We
will then run the same payroll in the BS&A Payroll software and make sure that data balances. From that point
forward, all activity will be in BS&A. Similarly, we will run a parallel cycle in Utility Billing to make sure that bills
are being created appropriately. BS&A will be onsite during these Go-Live periods to help quickly resolve any
problems that may arise. At the conclusion of this phase, we will transition you to our Support team.
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Implementation Plan
Services include the planning and evaluation of current
hardware and network, sources and format of legacy data,
potential integration with existing systems, software
installation, data conversion and training. BS&A does not
intend on partnering with any other software vendors for this
project.
Our goal is to make the transition from your current system
as painless as possible. We utilize our extensive experience
to accomplish this in an efficient, accurate and timely
manner.
For example, many municipalities believe the best time to
convert is at the start of a fiscal year. Our experience has
shown that this is often the busiest time of year – not the
optimal time to transition to new software. Once a general
transition time is agreed upon, an implementation timeline is
prepared. This schedule includes evaluation of your current
hardware and network, sources and format of legacy data,
potential integration with existing system, software
installation, data conversion and training.
Implementation meetings are held to discuss/gather
information about key topics like workflow process, banking
information including positive pay/ACH, any unique
reporting requirements, etc. As part of these meetings key
team members from the municipality are identified and
included, ensuring that all concerns are heard and any
potential issues are addressed.
We strive to shorten the transition process as much as
possible – a long transition equates to diminishing
productivity. Typically, we can accomplish the entire process
– from initial kickoff meeting to “go-live” – in six to nine
months.
Implementation Approach
BS&A has developed a five phase approach to
implementation.
Consultation: Each implementation will begin with a kick-
off meeting. Here we will set the time table and develop
the schedule for your onsite implementation and training.
During the onsite Process Discovery meeting we will review
your current processes, and make the recommendations
for the best practices in BS&A.
______________
Implementation Highlights
The staff at BS&A Software is specially
trained, first and foremost, to take care of
customers. We are not satisfied unless
your staff is pleased with your software
choice. The process is not complete
without a solid implementation plan to
follow.
Our Implementation process includes all
services necessary to assure a successful
transition.
We will provide:
Current Process Review
Project Managers that
understand your needs AND are
Subject Matter Experts
Implementation and Project Plans
Project Update Conference Calls
Program Installation/Network
Configuration assistance
Data Conversion from your
legacy system
Data review services – you will
evaluate your converted data
prior to your Go-Live
Training Services that are tailored
to your needs
Follow-up training with advanced
report design assistance.
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Conversion: In this phase we install the software, review your chart of accounts, run a preliminary data
conversion followed by quality control testing, and finally perform the final data conversion.
Setup and Training: This phase consists of user and security setup, workflow setup, custom report creation
and modification, and onsite end user training.
Parallel: Here we run identical payrolls and billing in BS&A as well as your legacy system as part of training.
Go-Live: Our training staff is onsite working with you to perform your first payroll, billings, and check and
report runs. They will review the processes with you and transition you to the BS&A support staff.
Software Installation
Programs will be installed by BS&A for testing and learning purposes. This is informal and simply allows users
to play with the applications prior to formal training. Data will be installed at a later date. This allows time for
the staff to become familiar with the applications and review tutorials prior to formal training.
We have provided an option for the City to obtain hardware and hardware support services through IT Right,
our preferred provider. BS&A will assist in recommending the optimal hardware configuration for this
installation.
Proposed Implementation Schedule
Dates are estimated based on the City’s calendar of events schedule and may be subject to change.
Timetable Scope of Work
1 Month Post
Signing
Kick-Off Meeting – This meeting will assemble all project stakeholders to discuss
expectations and concerns. BS&A Software will listen to the discussion, offer input as
needed, and formulate a plan at the conclusion.
Assemble Project Team – The respective Project Managers will administer the day-
to-day operations of the project.
•Current Process Review
•On Site Assessment
•Best Practices
Recommendations
•IT Hardware Review
•Project Review
Meetings
Consultation
•Chart of Accounts
Review
•Preliminary Data
Conversion
•Quality Control Testing
•Final Data Conversion
•Software Installation
Conversion
•System Security
Configuration
•Workflow Setup
•Custom Report
Creation/Modification
•Training
Setup and
Training
•Run Parallel Cycles BS&A
and Legacy System
•Confirm Results
•Training Staff On-site to
Provide Assistance &
Resolve Issues
•Transition to Support
Parallel / Go Live
•Project Kickoff
•Implementation Plan
•Review Project Scope
•Identify Project Team
•Review Roles &
Responsibilities
Initiation
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Establish a timeline for project components such as conversions, customizations,
program training.
5 Month Pre
Go-Live
Meet with the City IT staff to identify possible network issues and review existing
system configurations.
City reviews hardware requirements and begin the process of purchasing/installing
new server(s) and workstations if necessary.
4-5 Months Pre
Go-Live
Preliminary Data Conversion & Data Review – Begin process of converting City’s
existing data into BS&A.
City sends preliminary data to BS&A for analysis and first run of data conversions.
Upon completion of initial conversion, BS&A meets with key stakeh olders to review
conversion output. If necessary, the conversion will be updated and the process will
be completed again until we have successfully converted all data. During this process,
we will also gather requirements for any required program customizations.
4 Months Pre
Go-Live
Install programs in test environment for learning and evaluation purposes. This
allows time for staff to become familiar with the applications, execute test cases and
review tutorials prior to formal training. Final converted data to be installed at a later
date.
0-2 Months Pre
Go-Live
Implementation/Training
The converted data will go through a Quality Control test. BS&A will first review/test
the data, and then pass it to the City for their review and critique.
BS&A begins Program Training. This will familiarize staff with the new software and
processes.
1 Month Post
Go-Live
Evaluation
After you are up and running we don’t disappear. We will conduct a post project
review meeting to tie up any loose ends and evaluate the entire process. We want
your feedback to make sure you’re completely satisfied and learn of anything that
could be done to make our process better.
Sample – High Level Work Plan
The following Sample Implementation Schedule details the overall implementation timeframe and schedule of
events. The dates, times and order of events are subject to change based on availability of the City and BS&A
staff. This will be determined at the kick-off meeting should BS&A be the selected vendor. BS&A guarantees
that the system will be fully functional according to the completion document once finalized at the
commencement of the project.
Sample Implementation Schedule
[Below Template will be updated to fit your needs]
Task Responsible
Parties
(Bold is Primary)
Start Duration
Initiation Activities
Conduct Kick-off Meeting BS&A and City 1 month post signing 1 day
Review Project Scope and Project
Management Process
BS&A 1 month post signing 1 day
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Establish Project Meeting Schedule BS&A and City 1 month post signing 1 day
Assemble BS&A Project Team BS&A 1.5 months post
signing
1 day
Assemble City Project Team City 1.5 months post
signing
1 day
Create Initial Project Timeline BS&A & City 1.5 months post
signing
1 day
IT and Data Conversion Activities
Meet with City IT Staff to review Hardware
Configurations
BS&A and City 5 months pre go-live 1 day
Extract Preliminary Data from current
System
BS&A and City 5 months pre go-live 1 week
Conduct Data Mapping and Develop Data
Conversion Routines
BS&A 5 months pre go-live 1 month
Conduct Review of Converted Data with City BS&A and City 4 months pre go-live Approx. 1 day
Install Programs BS&A 4 months pre go-live 1 day
Knowledge Transfer
Conduct On-site Process Review Meeting BS&A and City 3 months pre go-live 2 days
Conduct Analysis of Current Forms BS&A and City 3 months pre go-live 1 day
Conduct Review of Required Reports BS&A and City 3 months pre go-live 1 day
Conduct Analysis of System Interface
Requirements
BS&A and City 3 months pre go-live 1 day
Develop Best Practices Recommendation BS&A 3 months pre go-live 1 day
Approve Recommendations City 3 months pre go-live 1 day
Provide Consulting and Assistance with
Chart of Account Redesign
BS&A 3 months pre go-live 1 day
Create System Specification Document BS&A 3 months pre go-live 3 days
Implementation
Create Forms BS&A 0-2 months pre go-live 2 days
Create Reports BS&A 0-2 months pre go-live 2 days
Conduct Acceptance Testing City 0-2 months pre go-live 2 days
Conduct Final Data Extraction City 1 week pre go-live 2 days
Convert Final Data BS&A 1 week pre go-live 2 days
On-site Set-up for Users & Configuration
Items
BS&A 0-1 month pre go-live 4 days
Training
On-site Training BS&A and City 0-2 months pre go-live Varies
Post-Project Activities
Conduct Post Project Review & Assessment BS&A and City 1 month post go-live Varies
Conduct Post Implementation Follow Up
Training
BS&A and City TBD TBD
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Data Conversion
Data conversion is the single most important aspect of any system implementation. We do not force you to
provide us data in a pre-defined format or go through a complex process to create data mapped to a specific
structure. Instead, we simply ask you to provide us with ASCII data (preferably MS SQL or Access), and we will
take ownership of the conversion process. Whenever possible, we take all the risk of data conversion, by
providing you with a “not to exceed pricing” rule. If the conversion takes more wor k than expected, we will
complete the additional work at no additional charge to the City. Of course, we will require your help in
running reports and validating that the data is converted correctly, but it is our job to handle the conversion
process – you just help us make sure we get it right.
Data Conversion Process
In the course of bringing hundreds of municipalities onto our Financial Management and Utility Billing
software, we have fine-tuned our data conversion process to minimize the work on your part and maximize
your ability to access past data. We have experience converting data from numerous different legacy systems.
We understand that your current financial management software is Tyler Incode.
Data Extraction & Formatting
BS&A will extract all of the data to be converted from your system. The City does not need to touch
or reformat the data in any way. The only thing required of the City is to run some reports to aid us in
balancing the data.
Preliminary Data Conversion/Mapping
One of the first key activities in the project is to get an initial copy of your data. BS&A consultants will
map your existing data into the appropriate fields within BS&A. This mapping will be used to drive the
development of our data conversion routines. After a preliminary conversion is developed, we will
interrogate the data and make sure it balances.
Data Review
Once we have converted the initial data, it will be installed onsite for review by your transition team
and BS&A staff. Together, we will walk through the data – you are the experts on the information and
we are the experts on our system. Any deficiencies in the raw data and/or conversion process are
identified and addressed. An evaluation is also made of any missing pieces in the data that cannot be
converted electronically. BS&A staff will often enter critical items to reduce your workload during the
busy transition period. This data will remain on your test system for evaluation throughout the
remainder of the process. If necessary, this step will be repeated until we have the data conversion
approved.
Final Conversion
Just before the Go-Live date for a particular application, we will again extract a copy of your data. In
this case, it will be data that includes all the latest transactions. We will re-run our conversion and load
the data onsite into the appropriate BS&A application.
Parallel Cycles
To absolutely ensure that our data conversion process is 100% correct, we run payroll cycles in parallel.
After running a payroll in your current system, we will re-run the same payroll in BS&A to make sure
that all data is replicated. Any deficiencies will be corrected.
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Scope of Data Conversion
The cost proposal identifies conversion costs. The scope of those conversions is specified in the following
table.
Application Scope of Conversion
Utility Billing Accounts, Services, Deposits, Rates, Meters
Unlimited Years of Service, Billing and Payment History
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Training Approach
We prefer to train your staff using your data in conjunction
with your go-live date. Our experience has shown that
training too far in advance of actually using the software is
easily forgotten. The coordination of data conversion,
installation and training is crucial to a seamless transition –
and is something we do very well.
In addition to expertise in our system, our trainers all hold
accounting degrees. We believe this is very important to
effectively communicate accounting concepts. Our trainers
teach in a friendly, relaxed manner, which helps alleviate any
apprehension your staff may have over learning a new
system and helps them buy into the entire transition.
The training methods we utilize are perhaps the area where
our flexibility is most evident. Where practical, we find a
hands-on approach at your users’ desk most effective.
Depending on the size of the municipality, we can offer
training in a classroom environment, using a screen and
projector. In either case, we utilize your data, which has the
most relevance for your users and leads to best retention of
training.
The first step in the process is to jointly create an overall
project implementation plan. From there, we will jointly
develop a training plan that accommodates your
requirements (vacations, elections, auditor, etc.). Training is
conducted on-site, hands-on using your live data. The
typical process is to walk through overall process. Once that
is complete, we will then go into specific tasks. Where
appropriate, a parallel cycle will be run to make sure that
data generated in BS&A matches data generated in your
current system. Trainers will remain on-site until the user
community is up and running. Typically after 30 to 60 days
of use, we bring the trainer back on-site to address any
questions and reinforce prior training.
BS&A will provide the existing documentation, training
manuals, and texts to assist in the training process. The
training materials provided can be used, copied, combined
and/or distributed for any City training sessions.
______________
Training Highlights
The coordination of data conversion,
installation and training is crucial to a
seamless transition – and is something we
do very well.
Our training process includes all services
necessary to assure a successful transition.
This includes:
Setting up user and user security
rights for each application
Modifying custom settings in
each application to fit the needs
of the customer
Setting up application integration
and workflow methods
Onsite verification of converted
data for balancing and auditing
purposes
Trainers who are experts in our
system and hold accounting
degrees.
Using your own data for hands-
on training.
After training is complete, we don’t go
away. We think it’s important to revisit our
customers one to two months post-
training to follow up on any items covered
during training that need to be refreshed.
As needs arise, we can also offer assistance
with bank reconciliations.
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On-Site Classroom Training
BS&A will provide the existing documentation, training manuals, and texts to assist in the training process.
The application-specific training materials are further broken down by process, so that it is possible to pick
and choose materials appropriate for the particular training session. The training materials provided can be
used, copied, combined and/or distributed for any City training sessions.
End User Training
The estimated number of training days for end user training for Cit y staff on all software modules:
Software Setup Days: 2
User Acceptance Testing Days: 4
Utility Billing .NET Days: 15
Post-Go Live Follow Up Days: 3
Total: 23
Optional Post-Go Live Follow-up Training
BS&A strongly recommends follow-up training approximately 30 to 60 days after initial training. During these
sessions we will work one-on-one with any users who require additional assistance. For this project, we would
recommend 3 days of follow-up training. Activities include:
Review and consult on streamlining day-to-day activities as they relate to the processes within the
BS&A applications
Assist customers with more detailed and advanced report options available within the BS&A
applications
Revisit commonly-used procedures discussed during training
As needs arise, provide assistance with bank reconciliations
$1,000/day + travel costs
Days quoted are estimates; you will only be billed for actual days used
If necessary, additional onsite training or support is available for $1,000/day plus applicable expenses.
Alternatively, remote web training is also available for a fee of $140/hour. Several user group meetings are
scheduled throughout the year. Meetings are held at our training facility in Bath, Michigan and are
complementary to our customers. Webinar participation is available for those unable to attend the user group
meetings in person. Additionally, videos of these meetings are available on our website shortly after the
meeting takes place. Furthermore, we have nearly 150 video tutorials on our website.
http://www.bsasoftware.com/Learning-Center/Financial-Management/Video-Tutorials.
Knowledge Transfer
Our team will ensure that all necessary staff is educated to the appropriate level that allows them to support
and maintain the application in the most proficient manner upon the completion of implementation. Due to
the comprehensive material presented, we fully anticipate and welcome the City staff to utilize our technical
support and online resources.
Additionally, we have detailed application training videos and corresponding written courseware. Our video
courseware is designed for:
New customers and prospects who want to gain some upfront knowledge before our implementation
and training staff arrive onsite.
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Existing customers who want to understand important topics at a deeper level once they have
become more accustomed to the software.
Existing customers who have hired new personnel and would like to allow them get up to speed on
their own schedule.
Online Knowledgebase
The Financial Management area of our website includes a plethora of information for online learning. There
are hundreds of task specific tutorials for many applications, and also demos of user group meetings. The site
is periodically updated by BS&A staff with current videos, and new user group sessions. We also provide a
link from within each of our applications to query software maintenance and enhancement cases.
Key Personnel
Account Executive
Name Dan J. Burns, CPA
Account Executive
Education Bachelor’s degree in Accounting
Date of Hire 2011
Responsibilities Sales executive for ERP Systems
BS&A Project Experience Numerous local and county clients including City of Grand Haven, MI; Huron County,
MI; Jacksonville City, AR; Shorewood Village, WI; Brown Deer Village, WI; Rochester
City, IN; Whiting City, IN and Burr Ridge, IL
Prior Work Experience 1994-2010
1991-1993
1987-1991
ADP, Inc. – Sales Representative; Major Account Sales Executive
Iron Mountain – Manager of Account Services
Plante Moran – CPA/Tax Consultant
Ernst & Young – Public Accountant
Project Management & Implementation Planning Team
BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most
effectively use resources, personnel will be assigned to the project upon commencement of implementation.
Name Jason Hafner, CPA
Director of Project Management and Implementation Planning
Education Bachelor’s degree in Accounting
Date of Hire 2003
BS&A Project Experience Involved in numerous local and county implementations including Greenfield, WI;
Muskegon County, MI; Northbrook, IL; Clark County, OH; Skokie, IL; Longboat Key,
FL; Great Lakes Water Authority, MI
Prior Work Experience 1998-2003 Abraham and Gaffney-Certified Public Accountant Firm -Senior in
charge Accountant; Set up and training of new software;
Conducted audits of governmental entities
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Name Mark Puetz
Product Manager
Education Bachelor’s degree in Accounting
Date of Hire 2004
BS&A Project Experience Involved in numerous local and county implementations including Muskegon City,
MI; Lincoln Park City, MI; Lowell City, MI; West Bloomfield Township, MI; Jackson
City, MI; and Fenton City, MI
Prior Work Experience 2002-2004 Thomson Reuters – Software training
Name John Schopmeyer
Product Manager
Education Bachelor’s degree in Computer Science
Date of Hire 2001
BS&A Project Experience Involved in numerous local and county implementations including The Villages, FL;
Westland City, MI; Grand Haven City, MI; Hutchinson, MN; Jackson County, MI;
Jacksonville City AR
Prior Work Experience 2011-2017
2001-2011
BS&A Software – Financial Management Project Manager
BS&A Software – Software Developer; BS&A Payroll System
Name Jessica Duflo
Financial Management Project Manager
Education Bachelor’s degree in Accounting
Date of Hire 2006
Responsibilities Implementation logistics; data conversions; training arrangements, Report
Designer, data and logical program testing
BS&A Project Experience Involved in numerous local and county implementations including Shoreview, MN;
Bennettsville, NC; Harrison, AR; Warren, MI; Silver Spring, PA
Prior Work Experience 2006-2016 BS&A Software – Financial Management Support
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City of Prior Lake, MN
Utility Billing Software RFQ
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Name Jon Nowak
Financial Management Project Manager
Education Bachelor’s degree in Business Administration with a minor in Sociology
Date of Hire 2013
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Marquette
County, MI; Marquette County Health Department, MI; Jackson County, MI; Lincoln
Township, MI; Colon Township, MI; Huron Township, MI; Mackinac County, MI;
Watertown Township, MI; City of Madison Heights, MI; City of Novi, MI; Green Lake
Township, MI; City of Northville, MI; Altoona, PA
Prior Work Experience 2012-2013
2011-2012
Principal Financial Company – Licensed Agent
Smith Consulting Group – Research Assistant
Name Katie Magsig
Financial Management Project Management Analyst
Education Bachelor’s degree in Biomedical Sciences
Date of Hire 2016
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Key Largo
Wastewater Treatment District, FL; Northlake City, IL; Briley Township, MI; Village
of Grosse Pointe Shores, MI; Village of Nashville, MI; Rollin Township, MI
Prior Work Experience 2016-2019
2014 - 2016
BS&A Software – Utility Billing Support Specialist
Central Michigan University – College of Medicine Laboratory
Technician
Name Kurt Kramer
Financial Management Project Manager
Education Master’s degree in Business Administration; Bachelor’s degree in
Accounting/Computer Information Systems
Date of Hire 2005
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in local and county implementations including West Melbourne, FL; Fort
Meade, FL; Jupiter Island, FL; Alton, IL; Oak Park IL; Tifton, GA
Prior Work Experience 2010-2016
2005-2010
2003-2004
BS&A Software – Financial Management Lead Support
BS&A Software – Financial Management Implementation
Specialist
Auto Owner’s Insurance – Computer Programming Intern
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City of Prior Lake, MN
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Name Laura Pohl
Financial Management Project Manager
Education Bachelor’s degree in Accounting
Date of Hire 2011
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in local and county implementations including Jeffersonville, IN; Norfolk,
NE; Whitefish Bay, WI; Wyandotte, MI; Oak Park, MI; Palmetto, FL; North Little Rock,
AR
Prior Work Experience 2011-2012 State of Michigan – Office of Financial and Insurance Regulation –
Student assistant to Commissioner’s receptionist
Name Randy Dickinson, CPA
Financial Management Project Manager
Education Bachelor’s degree in Business Management; Bachelor of Applied Arts in
Accounting
Date of Hire 2012
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Greenfield, WI;
Roscommon County, MI; Northbrook, IL; Clark County, OH; Skokie, IL; Longboat Key,
FL
Prior Work Experience 1999-2009 Delhi Corporation - Electronics and Safety Division; Supplier,
Quality & Development Engineer – Structured problem solving,
failure analysis, process improvement
Name Ryhan Carrier
Financial Management Project Manager
Education Bachelor’s Degree in Accounting
Date of Hire 2013
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in local and county implementations including Flint, MI; Stoughton, WI;
Commerce, GA; Shoreview, MN; Champaign Park District, IL; Jupiter Island, FL; Alton
IL
Prior Work Experience 2013-2014
2014-2018
BS&A Software – Support Specialist Intern for the Financial
Management Suite
BS&A Software – Financial Management Implementation
Specialist
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Tina Walker
Financial Management Project Manager
Education Bachelor’s degree in Accounting
Date of Hire 2009
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in numerous local and county implementations including Clinton Charter
Township, MI; Shorewood Village, WI; West Melbourne, FL; Fort Meade, FL; Jupiter
Island, FL; Alton, IL; Tifton, GA; Oak Park IL
Prior Work Experience 2002-2009 Wilbur Ellis Co. – Budget preparation, revenue forecasting,
monthly sales and gross margin reports
Name Tom Magsig
Financial Management Project Manager
Education Associate’s degree in Business Management
Date of Hire 2011
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including Cooper City, FL;
Peachtree City, GA; Northbrook, IL; Round Lake Beach, IL; Oak Park, MI; City of
Muskegon, MI; Altoona, PA; The Villages Community Development District, FL
Prior Work Experience 2012-2017
2000-2011
1990-2011
BS&A Software – Financial Management Trainer
State of Michigan – Real Estate Broker
Motz Development, Inc. – CFO; Construction Management and
Land Development. Licensed Real Estate Broker, State of MI
Name Zach Earegood
Financial Management Project Manager
Education Bachelor’s degree in Business Administration
Date of Hire 2012
Responsibilities Implementation logistics; data conversions
BS&A Project Experience Involved in numerous local and county implementations including North Little Rock,
AR; Macomb Township, MI; Des Plaines, IL; Branch County, MI; Genoa Township, MI;
Shoreview, MN. Bennettsville, NC; Harrison, AR; Silver Spring, PA; Macomb
Township, MI; Warren, MI
Prior Work Experience 2012-2014 BS&A Software – Financial Management Support Specialist
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Utility Billing Software RFQ
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Implementation and Training Team
BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most
effectively use resources, personnel will be assigned to the project upon commencement of implementation.
Name Rob Burritt
Director of Implementation and Training
Education Bachelor’s degree in Accounting
Date of Hire 2011
BS&A Project Experience Involved in numerous local and county implementations including Clinton Charter
Twp, MI; Huron Charter Twp, MI; Redford Twp, MI; Shorewood Village, WI; Festus,
MO; Marquette, MI; Angola, IN; Grand Haven City, MI; Jeffersonville, IN; Flint, MI;
Jackson County, MI; Westland, MI
Prior Work Experience 2006-2011
2000-2006
RTS Consulting, Inc. – Senior Client Manager; Installed and
configured software systems, training, provided
recommendations for new software procedures
TCI Solutions/Retalix Ltd. – Manager/Professional Services;
Training on new software procedures, software implementation,
consult and coordinate with analysts and programmers to design
and develop automated business procedures.
Name Andrew Klein
Financial Management Implementation Specialist
Education Bachelor’s degree in Accounting with a minor in Economics
Date of Hire 2015
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Hoffman Estates Park
District, IL; Lockport, IL; Shoreview, MN; Tequesta, FL; North Riverside Village, IL;
West Melbourne, FL
Prior Work Experience 2015-2016 BS&A Software – Support Intern
Name Audrey Regnery
Financial Management Implementation Specialist
Education Bachelor’s degree in History and Political Science, and Master’s degrees in both
Business Administration and Public Administration
Date of Hire 2017
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Oak Park, IL; Wayne County,
GA; Winfield, IL; Afton, IL; Lockport, IL; Isle of Palms, SC
Prior Work Experience 2013-2016
2011-2013
City of Woodstock, GA – Financial Analyst
City of Woodstock, GA – Business License and Building Permit
Representative
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City of Prior Lake, MN
Utility Billing Software RFQ
January 10, 2020
Name Carrie Klemm
Financial Management Implementation Specialist
Education Bachelor’s of Arts in English with a specialization in Creative Writing
Date of Hire 2016
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Altoona, PA; Midland Twp,
MI; Douglasville, GA; Jackson County, IL; Oak Park, IL; La Vista, NE; Midland Water
District, MI
Prior Work Experience 2012-2015
2013-2014
Western Land Services – Title Examiner/Abstractor/Team Lead
Mason County Press – News Correspondent
Name Chris Polack
Financial Management Implementation Specialist
Date of Hire 2001
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Grand Rapids, MI; Alton, IL;
Suwanee, GA; Cadillac, MI; Cole County, MO; Clawson MI
Prior Work Experience 2013-2014
2001-2012
1999-2001
BS&A Software – Financial Management Support Specialist
BS&A Software – Tax Support Specialist and Trainer
New Horizons Computer Learning Center – Software Trainer
Name
Corey Meiring
Financial Management Implementation Specialist
Education Bachelor’s degree in Accounting & Marketing
Date of Hire 2005
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Skokie, IL;
Highland, IN; Longboat Key, FL; St. Joseph County, MI; Arlington Heights Park
District, IL; Alachua, FL; Broward Metropolitan Planning Organization, FL; West
Melbourne, FL; Jackson County, IL; Bennettsville, SC
Prior Work Experience 2000-2005 Thomson Reuters – Software training
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Utility Billing Software RFQ
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Name Craig Borsenik
Financial Management Implementation Specialist
Education MBA; Business Administration
Date of Hire 2012
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Skokie, IL; Highland, IN;
Longboat Key, FL; St. Joseph County, MI; Arlington Heights Park District, IL; Alachua,
FL; Broward Metropolitan Planning Organization, FL; West Melbourne, FL; Jackson
County, IL; Bennettsville, SC
Prior Work Experience 2007-2012 Northwood University – Facilities & Events Associate Director
Name
Curtis Crumpton
Financial Management Implementation Specialist
Education Bachelor’s degree in Information Systems, Concentration on Enterprise Software
Date of Hire 2015
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Great Lakes
Water Authority; Woodstock, GA; West Melbourne, FL; Fort Meade, FL; Hillsdale,
MI
Prior Work Experience 2011-2015 ABC Warehouse – Sales
Name Devin Banek
Financial Management Implementation Specialist
Education Bachelor’s degree in Banking, Finance, and Business Management
Date of Hire 2014
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local, county, and special district implementations including Houghton
County, MI; St. Joseph Charter Twp, MI; Zion Park District, IL; Eaton Rapids, MI;
Freeport Park District, IL; Alachua, FL; North Little Rock, AR; Frankenmuth Twp,
MI; Johnstown Twp, MI; Adairsville, GA; Peachtree City, GA; Alton, IL; North
Charleston Sewer District, SC; Kalkaska, MI.
Prior Work Experience 2012-2014 Wolverine Bank – Deposit Sales and Service Representative
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City of Prior Lake, MN
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January 10, 2020
Name Jason Sheeran
Financial Management Implementation Specialist
Education Bachelor’s Degree Business Information Systems
Date of Hire 2018
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations Muskingum County, OH;
Peterborough, NH; Newberry, MI; Round Lake, IL; Bourbonnais, IL; Traverse City, MI
Name Jeff Delany
Financial Management Implementation Specialist
Education Bachelor’s Degree in Accounting
Date of Hire 2014
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Grosse Pointe
Park, MI; Beverly Hills, MI; Haring Charter Twp, MI; Kalamazoo Lake Sewer & Water
Authority, MI; Manistique, MI; Wayne County, GA; Lake Bluff, IL; Sullivan’s Island, SC;
Winfield, IL; Somers, WI.
Prior Work Experience 2014 BS&A Software – Support Specialist for the Financial Management
Suite
Name Joel Kinell
Financial Management Implementation Specialist
Date of Hire 2018
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations Montcalm County, MI; City
of Easley, SC; Village of Riverside, IL; City of Plymouth, MN; Chippewa County, MI;
Village of Mukwonago, WI; City of Lake Forest, IL; City of East Lansing, MI
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Name Josh Katona
Financial Management Implementation Specialist
Education Associates Degree in Computer Repair & Applied Computer Science
Bachelor of Business Administration (BBA) Computer/Information Technology Administration
and Management
Date of Hire 2012
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Lake Forest, IL; Village of
Kenilworth, IL; New Lenox, IL; Volusia County Clerk of Court, FL; Oconee County, GA; Traverse
City, MI; Richmond, IN; Countryside, IL; Columbus, NE
Prior Work Experience 2012-2018 BS&A Software – I.T. Support Technician
Name Lauren Hirn
Financial Management Implementation Specialist
Education Bachelor’s of Science in Business Administration, majoring in Finance and minoring
in Information Systems
SAP Certified – Associate Business Foundation & Integration s/ SAP ERP 6.0 EHPS
Date of Hire 2015
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Medley, FL; Basehor, KS;
Salem, WI; Winfield, IL; Northbrook, IL; Ferndale, MI; Romulus, MI; Clay County
Utility Authority, FL; Sullivan’s Island, SC; Warren, MI; South Milwaukee, WI; New
Haven, IN
Prior Work Experience 1/2015-4/2015 BS&A Software – Financial Management Support Intern
Name Mary Reardon
Financial Management Implementation Specialist
Education Bachelor’s Degree in Finance
Date of Hire 2007
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Clark County, OH;
Montgomery Twp, PA; Covington, GA; Libertyville Village, IL; North Little Rock,
AR; New Brighton, MN; Muskegon County, MI
Prior Work Experience 2007-2011
1994-2007
BS&A Software – Support Specialist for the Financial
Management Suite
City of Ludington – Community Development Director
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City of Prior Lake, MN
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Name Matt Seal
Financial Management Implementation Specialist
Education Bachelor’s Degree in Finance
Date of Hire 2012
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local, county and special districts implementations including Sterling
Park District, IL; Greenfield, OH; Highland Park, MI; Clark County, OH; St. Charles
Park District, IL
Prior Work Experience 2006-2012 Illinois Medical Center – Financial Analyst
Name Sarah Turkovich
Financial Management Implementation Specialist
Education Bachelor’s Degree in Accounting
Date of Hire 2016
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local and county implementations including Flint, MI; Stoughton, WI;
Commerce, GA; Shoreview, MN; Champaign Park District, IL; Jupiter Island, FL; Alton
IL
Prior Work Experience 2014-2016 Auto-Owners Insurance Company – Accounts Payable Specialist
and Company Credit Card Administrator
Name Zack Kelly
Financial Management Implementation Specialist
Date of Hire 2018
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in numerous local and county implementations including Plymouth, Mn;
Cape Canaveral, FL; Tucker, GA; Oconee County, GA; East Lansing, MI; Countryside,
IL; Hayden, ID
Prior Work Experience 2014-2018 Medler Electric – Inside Sales
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BS&A’s Project Specific Roles
BS&A Software will use the following roles during the project:
Project Management and Implementation Planning Director
Has overall accountability for the project and provides a point of escalation for the customer.
Account Manager
Escalate internal issues as needed.
Project Manager
Has day-to-day accountability for the project.
Scheduling and leading the Kick-Off Meeting
Manages and coordinates all activities and resources associated with the project.
Produces and maintains the project plan
Responsible for and leads the work associated with the development of the customer’s new
processes
Leads the on-site process review
Hold regular conference calls with Organization project manager to review status and progress of
project and to identify any outstanding issues
Manage Change Orders
Implementation Specialist
Responsible for and leads the work associated with the development of the customer’s new
databases
Participates in the on-site process review
Develops best practices recommendations
Assist with forms analysis & creation
Assist with data conversion analysis
Assist with report analysis & creation
Development
Create custom integrations
Perform data conversion
Develop enhancements or bug fixes
Training Specialist
Participates in creation of the training plan
Responsible for and leads the cutover and delivery of the training
One lead training specialist will be identified to coordinate all training activities
IT
Assists with the extraction of test and production data from the customer’s existing applications.
Responsible for the installation of the BS&A applications on the customer’s production environment.
Subject Matter Experts
May assist as required, typically for Payroll, Utility Billing
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Note: there may be a number of people fulfilling each role.
Organization’s Project Specific Roles
We recommend the following roles for Organization employees for this Project
Project Champion
Escalate and resolve issues raised by project manager
Insure Organization-wide buy-in and support
Project Manager
Manage completion of project planning documents
Identify and communicate to BS&A project manager requirements for a successful implementation
Coordinate with BS&A project manager to develop and maintain implementation schedule which
identifies specific milestones and establishes accountability
Schedule Organization resources for training: personnel, equipment and training rooms.
Identify additional employee training needs and update schedule
Ensure that employees accomplish tasks on time, including monitoring homework assignments
Review invoices and approve payment in accordance with the contract and associated milestones
Oversee project and monitor progress with BS&A project manager
Develop conversion specifications with BS&A
Coordinate analysis and proofing of conversion data
Subject Matter Experts ( one each for payroll, utilities, work order and financials)
Provide detailed policy/process information
Analyze potential policy/process changes
Subject matter experts on selected modules
Participate in knowledge transfer and analysis sessions
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Sign off on system design
Participate in form design
Participate in validation of conversion
Participate in testing and parallels
Assign department resources for training and internal project tasks
Complete workflow and security templates for all end users
Attend all training sessions or appoint an appropriate management level designee
Assess end user competency on trained topics
Assess policy compliance
Provide end users with dedicated time to complete required homework tasks
Act as supervisor/cheerleader for the ne w BS&A processes
Identify and communicate to Organization project manager any additional training needs or
scheduling conflicts
Help document lessons learned at end of each phase and signoff on formal acceptance for phase
close-out
IT Specialist
Assist with data extraction
Procure and install any required hardware
Add new users and printers
Perform basic server system maintenance
Ensure all users understand BS&A log-on process and have necessary permission for all training
sessions
Ensure network and infrastructure is sound
End User
Attend Training as offered
Complete tasks as assigned
Practice skills learned within training before live processing date.
Communicate departmental needs as needed
Communicate any problems to project manager or subject manager expert
Demonstrate competency with BS&A applications processing prior to GO LIVE
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7.0 System Testing and Acceptance
Product Testing
The converted data will go through a Quality Control test. BS&A will first review/test the data, and then pass it
to the City for their review and critique. The recommended approach to the following types of testing is:
1) System Testing
System Testing is the overall approach used to validate that an entire system satisfies the requirements,
business, and operational objectives.
2) Integration Testing
Integration testing is intended to verify operational requirements between major applications, sub -systems,
or modules. Test cases should be constructed to test that all modules interact correctly. For example, Utility
Billing should be able to submit a “check request” to the Accounts Payable application. An appropriate
integration test would be to create a check request in Utility Billing and verify that the check request exists
in Accounts Payable for use in generating a refund check. Likewise, an Integration Test should be defined
for each of the “Integration and Interfaces” requirements identified in the application specifications
spreadsheet.
3) Stress/Performance Testing
Stress testing refers to tests intended to evaluate a system, module, or function under heavy load. The goal
of these tests is to ensure the software will perform adequately under maximum loading conditions. BS&A
recommends creating stress tests that will mimic maximum expected loading for critical functions. Similarly,
Performance testing refers to the assessment of the performance of the system, module, or function from
the perspective of the user. Performance testing is often done in conjunction with stress testing.
4) User Acceptance Testing (UAT)
User Acceptance Testing is a process intended to confirm that a system meets mutually agreed-upon
business requirements. User Acceptance Testing typically involves creating and running a set of standard
tests on the completed or modified system. Each test case is designed to test a particular operating
condition or set of functionality. The overall suite of test cases will represent the minimum set of business
functions required for the system to be considered operational. Ideally, each test case should con tain input
data, a description of the business activities to be performed, and a description of the expected results.
UAT cases should be created in terms of user functionality and should be created before the system has
been delivered.
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8.0 Warranty and Post Implementation Support
BS&A believes that providing superior support is the key to
success. We have over 30 staff members dedicated to
supporting our software, along with an additional 16 software
developers and programmers to provide a higher level of
assistance when needed. Many of our support staff are
degreed accountants, including multiple CPAs. This
exceptional level of understanding of the accounting process,
combined with their expertise in our software, has enhanced
the quality of our software support. Our technical support
staff continuously receives outstanding evaluations from our
current customer base!
Annual Service Fees
Unlimited service and support during your first year with the
program are included in your purchase price. Thereafter,
Service Fees are billed annually. After two (2) years, BS&A
Software reserves the right to increase the Annual Service Fee
by no more than the yearly Consumers Price Index (CPI).
Telephone, Email, and Fax Support
Our support staff is available Monday through Thursday, 8:30
a.m. – 6:00 p.m., and Friday from 8:30 a.m. – 5:00 p.m. (all
times Eastern). The average response time is less than 15
minutes; 95% of our support requests are answered in under
30 minutes. We do not have a voicemail service; calls are
queued and taken in the order received. Support via email,
fax, or remote assistance is also available. Email support
requests can be initiated directly from within any BS&A
application. With your annual support agreement, there is no
limit on the amount of times you contact us. If you require
occasional support assistance outside the normal business
hours, arrangements can be made.
Toll-Free Support Line
BS&A’s toll-free number is (855) BSA-SOFT. Support hours
are Monday through Friday, 8:30 a.m. – 5:00 p.m. (all times
Eastern).
Sharing Desktops
Our support consultants have the ability to connect with your
workstation, so that we see exactly how you are encountering
the problem. If needed, we can take over control of your
desktop to walk you through a resolution. Likewise, we can
use that tool to conduct webinars where we share our
desktop with your users.
__________________________________
Technical Support Highlights
Why is BS&A better?
We believe our Support staff is the
backbone of our organization. They
consistently get rave reviews from our
customer satisfaction surveys. If we
gain your business, you’ll enjoy world-
class support services. We are focused
on delivering unparalleled service,
solutions, support, and satisfaction.
You'll see this in our literature, but it's
not just a marketing strategy; it's a
mindset deeply embedded in our
DNA. Our goal is to provide such
remarkable customer service that our
customers feel compelled to remark
about it.
We are extremely proud of the many
long-term customer relationships we
have built. We strongly believe that
our success is directly correlated with
putting the customer first and
consistently choosing to listen to
them. Delivering unparalleled
customer service is the foundation of
our company.
Our company takes pride in the fact
that customers can see their
fingerprints throughout our software.
They have provided us with many
years of great ideas and suggestions.
We truly value their feedback.
Typically, our response to calls for
support is immediate; however, on
high call volume days it has taken
about an hour. The average response
time is less than 15 minutes.
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Onsite Support
BS&A staff will be at your location during the implementation, training, and final Go-Live dates. Future onsite
dates can be scheduled if needed. For example, if you want a representative onsite for training new staff, we
can provide that. Additional onsite training or support is available for $1,000 /day, plus travel expenses. We
can also provide web training for a reduced cost.
User Groups
Several User Group meetings are scheduled throughout the year. These meetings are complimentary, and held
at our training facility in Bath, Michigan. Webinar participation is available for those customers unable to
attend the User Group meetings in person. Videos of these meetings are available on our website shortly after
they take place.
Online Knowledgebase
The Financial Management area of our website includes a plethora of information for online learning. There
are hundreds of task-specific tutorials for many applications, and also videos of User Group meetings. The site
is periodically updated by BS&A staff with current videos and new User Group sessions. We also provide a link
from within each of our applications to query software maintenance and enh ancement cases.
Escalation Options and Procedures
Our customers are our number one priorty. Contacting your Project Manager is the preferred way to initiate
the escalation process should a problem arise that you feel is not being given the appropriate att ention or
priority. The PM is responsible for and has access to all resources available in providing a resolution. A solution
in these circumstances may be a temporary one that gets you going again as soon as possible while a more
permanent solution is identified.
Software Releases
The first version of BS&A Fund Accounting was released in 2001. The most current version is Financial
Management .NET. Based on client requests, regular program updates are available for download on our
website. The cost of these updates is included in the annual support and maintenance fee. Since the release of
the .NET version, no major enhancements have been scheduled.
Software Updates
Our support platform includes software updates/enhancements for each application that are distributed to all
current customers on at least a monthly basis, and are accompanied by an update log that details the
changes/enhancements. Updates are distributed through the internet and saved to a directory on your server.
In the case where a thin client technology is being used, this update must run (installed) once, but all users
must be out of the program at that time. In the case of a standard client/server configuration, this process
must run on each workstation, but it would not be required to have other users exit a program before
updating. All updates are cumulative. There is no need to install each update in a sequential fashion in order
to patch properly. In most cases, our customers do not develop local custom modifications, other than
pulling/pushing information through ODBC connections.
BS&A Software has, and will continue to be, committed to statutory and process compliance changes as
deemed necessary at the Federal or State level. Timetables have historically been aggressive, and all users with
paid support agreements receive periodic updates. Program changes are researched thoroughly and active
communication is maintained with the appropriate State agencies.
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Software Customization
On occasion, customers will ask for, and receive, custom modifications from BS&A directly, when there is a
program feature that would be helpful to them, but may not benefit the majority of the customer base. By
performing these customizations ourselves, BS&A is able to reduce or eliminate the amount of problems
relating to local customizations, as well as provide these customizations at a price competitive to the costs to
a municipality to employ a custom developer.
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9.0 Upgrades
Software Updates
Our support platform includes software updates/enhancements for each application that are distributed to all
current customers on at least a monthly basis, and are accompanied by an update log that details the
changes/enhancements. Updates are distributed through the internet and saved to a directory on your server.
In the case where a thin client technology is being used, this update must run (installed) once, but all users
must be out of the program at that time. In the case of a standard client/server configuration, this process
must run on each workstation, but it would not be required to have other users exit a program before
updating. All updates are cumulative. There is no need to install each update in a sequential fashion in order
to patch properly. In most cases, our customers do not develop local custom modifications, other than
pulling/pushing information through ODBC connections.
BS&A Software has, and will continue to be, committed to statutory and process compliance changes as
deemed necessary at the Federal or State level. Timetab les have historically been aggressive, and all users with
paid support agreements receive periodic updates. Program changes are researched thoroughly and active
communication is maintained with the appropriate State agencies.
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10.0 Pricing
Cost Summary
Application and Annual Service Fee prices based on an approximate population of 23,754 and 9,000 utility customers.
Software is licensed for use only by municipality identified on the cover page. If used for additional entities or agencies,
please contact BS&A for appropriate pricing. Prices listed are estimates based on information currently available.
Applications
Financial Management
$18,000 Utility Billing .NET
BS&A Online
$3,500 Public Records Search + Online Bill Pay
With use of integrated Credit Card Processor
Subtotal $21,500
Data Conversions/Database Setup
Convert existing Tyler Incode data to BS&A format:
$15,235 Utility Billing
Project Management and Implementation Planning
Services include:
- Analyzing customer processes to ensure all critical components are addressed.
- Creating and managing the project schedule in accordance with the customer's existing processes and needs.
- Planning and scheduling training around any planned process changes included in the project plan.
- Modifying the project schedule as needed to accommodate any changes to the scope and requirements of the
project that are discovered.
- Providing a central contact between the customer’s project leaders, developers, trainers, IT staff, conv ersion staff, and
other resources required throughout the transition period.
- Installing the software and providing IT consultation for network, server, and workstation configuration and
requirements.
- Reviewing and addressing the specifications for needed customizations to meet customer needs (when applicable).
$9,000
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Implementation and Training
- $1,000/day
- Days listed are estimates; you are billed for actual days used
Services include:
- Setting up users and user security rights for each application
- Performing final process and procedure review
- Configuring custom settings in each application to fit the needs of the customer
- Setting up application integration and workflow methods
- Onsite verification of converted data for balancing and auditing purposes
- Training and Go-Live
Software Setup Days: 1 $1,000
Financial Management Applications Days: 15 $15,000
User Acceptance Training Days: 4 $4,000
Total: 20 Subtotal $20,000
Post-Go Live Assistance
- Review and consult on streamlining day-to-day activities as they relate to the processes within the BS&A
applications
- Assist customers with more detailed and advanced report options available within the BS&A applications
- Revisit commonly-used procedures discussed during training
- As needs arise, provide assistance with bank reconciliations
- $1,000/day
- Days quoted are estimates; you are billed for actual days used
Post-Go Live for all applications for which training was performed Days: 3 $3,000
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Cost Totals
Not including Annual Service Fees
Applications $21,500
Data Conversions $15,235
Project Management and Implementation Planning $9,000
Implementation and Training $20,000
Post-Go Live Assistance $3,000
Total Estimated $68,735
Travel Expenses $13,970
Payment Schedule
1st Payment: $24,235 to be invoiced upon execution of this agreement.
2nd Payment: $21,500 to be invoiced at start of training.
3rd Payment: $36,970 to be invoiced upon completion of training.
Annual Service Fees
Unlimited service and support during your first year with the program are included in your purchase price. Thereafter, Service
Fees are billed annually. BS&A Software reserves the right to increase the Annual Service Fee by no more than the yearly
Consumers Price Index (CPI).
Financial Management
$3,600 Utility Billing .NET
BS&A Online
$2,500 Public Records Search
Total Annual Service Fees $6,100
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Exhibit B
SOFTWARE LICENSE AND SERVICES AGREEMENT
This Software License and Services Agreement that includes attached S c h e d u l e s Exhibits (“License
Agreement”) is between Bellefeuil, Szur & Associates, Inc. ("BS&A"), a Michigan corporation, and the City of
Prior Lake City/Township of XXXXX (“Customer”), effective the date of the signature of the last Party to sign
the License Agreement (“Effective Date”). Each party to the Agreement is referred to as a “Party” and the
parties, collectively, are referred to as “Parties.”
This License Agreement is subject to the terms of the Master Contract to which this License
Agreement is attached and sets the terms and conditions under which BS&A will furnish certain
licensed software and certain services described herein to Customer.
SECTION A – SOFTWARE LICENSE
1. License Grant.
1.1. Upon the Effective Date, subject to the terms of this License Agreement and Customer’s ongoing
compliance therewith, BS&A hereby grants to Customer a perpetual, non-exclusive, non-
transferable, and non- assignable license to install and use the BS&A Software Products for
Customer’s internal business purposes only (and not, for example, as a data center, reseller, or service
bureau for third parties), only on servers owned by Customer and located at Customer’s facilities, and
otherwise in accordance with this License Agreement. “BS&A Software Product(s)” means, the:
(i) BS&A software products set forth in Exhibit A to the Master Contract Schedule 1 to
Exhibit A; (ii) related interfaces and customizations; (iii) BS&A manuals, BS&A official specifications,
and BS&A user guides provided in or with BS&A software products set forth in E x h i b i t A
t o t h e M a s t e r C o n t r a c t Schedule 1 to Exhibit A (“Documentation”); and (iv) all
modifications to the BS&A software products set forth in Exhibit A to the Master Cont ractSchedule
1 to Exhibit A, including, but not limited to, fixes, new versions, new releases, updates, upgrades,
corrections, patches, work-arounds (collectively, “Modifications”). For the avoidance of doubt,
Documentation does not include advertising, other general statements about products, or
statements by sales or other staff members. Customer may make and keep (securely) one archival
copy of each BS&A Software Product solely for use as backup.
1.2. Customer will not sublicense, modify, adapt, translate, or otherwise transfer, reverse compile,
disassemble or otherwise reverse engineer BS&A Software Products or any portion thereof without
prior written consent of the BS&A. Without limiting the foregoing, the BS&A Software Products may
not be modified by anyone other than BS&A. If Customer modifies the BS&A Software Products
without BS&A’s prior written consent, any BS&A obligation to provide support services on, and the
warranty for, the BS&A Software Products will be void. All rights not expressly granted are reserved.
2. License Fees. Customer agrees to pay BS&A, and BS&A agrees to accept from Customer as payment in full
for the license granted herein, the software fees set forth in Schedule 1 to Exhibit Athe Master Contract.
3. Limited Software Warranty.
3.1. BS&A warrants and represents for a period of one (1) year from completion of the installation of
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BS&A Software Product that: (i) such BS&A Software Product will perform substantially in the same
manner as official demonstration versions and in accordance with BS&A’s authorized online
tutorials and videos that may have been made available as part of the sales and negotiation
process leading up to this Agreement; and (ii) the BS&A Software Product shall conform to the
Documentation and be free of material defects in workmanship and materials. Any claim under this
Limited Software Warranty must be made within one (1) year from the installation of the
applicable BS&A Software Product or within one (1) year of the discovery of the defect, whichever
occurs later. Customer’s exclusive remedy in the event of a breach of this warranty shall be to
have BS&A use reasonable efforts to repair or replace the non-conforming BS&A Software Product
so as to render it conforming to the warranty, or in the event that is not possible to render it
conforming with reasonable efforts, to receive a refund of the amount paid for the BS&A Software
Product.
3.2. THE FOREGOING LIMITED SOFTWARE WARRANTY IS IN LIEU OF ALL OTHER REPRESENTATIONS OR
WARRANTIES RELATING IN ANY WAY TO THE BS&A SOFTWARE PRODUCTS, INCLUDING, BUT NOT
LIMITED TO, THEIR FEATURES, ATTRIBUTES, FUNCTIONALITY, AND PERFORMANCE. THE FOREGOING
LIMITED SOFTWARE WARRANTY IS IN LIEU OF ALL SUCH REPRESENTATIONS OR WARRANTIES
WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OR
REPRESENTATIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY AND FITNESS FOR A
PARTICULAR PURPOSE AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW OR FROM THE
COURSE OF DEALING OR USAGE OF TRADE. BS&A DOES NOT REPRESENT OR WARRANT THAT THE
BS&A SOFTWARE PRODUCTS WILL MEET ANY OR ALL OF CUSTOMER’S PARTICULAR
REQUIREMENTS, THAT THE OPERATION OF THE BS&A SOFTWARE PRODUCTS WILL OPERATE
ERROR-FREE OR UNINTERRUPTED, OR THAT ALL PROGRAMMING ERRORS IN THE BS&A SOFTWARE
PRODUCT(S) CAN BE FOUND IN ORDER TO BE CORRECTED.
4. Ownership of BS&A Software Products/Proprietary Information.
4.1. BS&A shall retain ownership of, including all intellectual property rights in and to, the BS&A Software
Products. Customer agrees not to challenge such rights and hereby assigns any and all copyrights
and other intellectual property rights in and to the BS&A Software Products to BS&A and agrees to
execute any and all documents necessary to effect the purposes of this paragraph. “Intellectual
property rights” means all trademarks, copyrights, patents, trade secrets, moral rights, know-how, and
all other proprietary rights.
SECTION B – PROFESSIONAL SERVICES
5. Professional Services. Governed by the Master Contract. BS&A shall provide the services (“Professional
Services”) set forth in Schedule 2 to Exhibit A and Exhibit D (Statement of Work), for the prices
indicated, provided Customer fulfills its obligations set forth in this Agreement. The Parties may enter
into future Statements of Work, which shall become part of this Agreement.
6. Change Orders. Governed by the Master Contract.If Customer requires the performance of professional
services not covered by the existing Agreement, or requires a change to the existing Professional
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Services, Customer shall deliver to BS&A’s Project Manager a written change order and specify in such
change order the proposed work with sufficient detail to enable BS&A to evaluate it (“Change Order”).
BS&A may, at its discretion, prescribe the format of the Change Order. BS&A shall provide the Customer
with an evaluation of the Change Order, which may include a written proposal containing the
following: (i) implementation plans; (ii) the timeframe for performance; and (iii) the estimated price for
such performance. Upon execution, all Change Orders shall be governed by the terms and conditions of this
Agreement, unless mutually agreed upon otherwise in writing. Customer acknowledges that such Change
Orders may affect the implementation schedule and Go-Live Dates.
7. License and Ownership.
7.1. All rights, including all intellectual property rights, in and to work product delivered as a result of
Professional Services under this License Agreement shall be owned by BS&A. For the avoidance of
doubt, work product that constitutes a BS&A Software Product or portion thereof shall be governed
by Section A including Section 1.1 thereof.
7.2. Subject to Section 7.1 and Customer’s compliance with this License Agreement (including payment in full),
BS&A grants to Customer a perpetual, non-exclusive, non-transferable, and non-assignable license to
use the work product and the intellectual property rights therein for Customer’s internal business
purposes only.
8. Cancellation. Governed by the Master Contract.In the event Customer cancels or reschedules Professional
Services, and without prejudice to BS&A’s other rights and remedies, Customer is liable to BS&A for: (i)
all expenses incurred by BS&A on Customer’s behalf; and (ii) daily fees associated with the canceled
Professional Services (in accordance with the daily fee rate), if less than thirty (30) days advance notice
is given regarding the need to cancel or reschedule and BS&A cannot reasonably reassign its affected
human resources to other projects where comparable skills are required.
9. Limited Professional Services Warranty. Governed by the Master Contract.
9.1. BS&A warrants that its Professional Services will be performed in a professional and workmanlike
manner, materially in accordance with the Statement of Work attached as Exhibit D. In the event of a
breach of the foregoing warranty and a claim in accordance with the next sentence, BS&A’s sole
obligation and Customer’s exclusive remedy with respect to such claim will be to have BS&A re-
perform the portion of the Professional Services with respect to which the warranty has been
breached, to bring it into compliance with such warranty. Any claim for breach of the foregoing
warranty must be made by notice to BS&A within thirty (30) days of performance of the portion of
the Professional Services with respect to which the claim is made, or said claim shall be deemed
waived.
9.2. THE FOREGOING LIMITED PROFESSIONAL SERVICES WARRANTY IS IN LIEU OF ALL OTHER
REPRESENTATIONS OR WARRANTIES RELATING TO THE PROFESSIONAL SERVICES, EXPRESS OR
IMPLIED INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OR REPRESENTATIONS OF
MERCHANTABILITY, MERCHANTABLE QUALITY AND FITNESS FOR A PARTICULAR PURPOSE, AND
THOSE ARISING BY STATUTE OR OTHERWISE IN LAW, OR FROM THE COURSE OF DEALING OR USAGE
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OF TRADE.
SECTION C – MAINTENANCE AND SUPPORT
10. Maintenance and Support Generally.
10.1. For a one-year period, commencing on the completion of the installation of the BS&A Software
Products, and subject to Customer’s compliance with the Agreement, BS&A will provide, at no
charge to Customer, “Maintenance and Support,” meaning the following: (i) Modifications (such as
patches, corrections, and updates) as are generally provided at no additional charge (beyond the
cost of annual Maintenance and Support) by BS&A to BS&A customers; and (ii) technical
support, as further described in Section 11, during BS&A’s normal business hours.
10.2. Commencing one (1) year from the completion of the installation of the BS&A Software Products,
Maintenance and Support will be provided on an annual basis, subject to compliance with the terms
of the Agreement and payment of the annual Maintenance and Support fees outlined in Schedule
1. Exhibit B. Maintenance and Support will be renewed annually unless either Party notifies the
other at least sixty (60) days prior to the anniversary of installation of its intent to terminate.
10.3. BS&A guarantees that the Maintenance and Support annual fee set forth in Schedule 1 Exhibit B will
not change for two (2) years from the date of the completion of the installation of the BS&A
Software Products. After that date, BS&A reserves the right each year to increase the fee over the
previous year with 90 days notice to Customer by no more than an amount that is proportionate to
the increase (measured from the beginning of such previous year) in the Consumer Price Index as
set forth by the U.S. Department of Labor, Bureau of Labor Statistics, Consumer Price Index – All
Urban Consumers – U.S. City Average (the “Annual Renewal Fee”).
11. Support.
11.1. With respect to Errors following expiration of the Limited Software Warranty, BS&A’s sole obligation
and Customer’s sole remedy are set forth in this section 11. Subject to Customer’s compliance with
the terms of the License Agreement and purchase of Maintenance and Support, BS&A shall use
commercially reasonable efforts, commensurate with the severity level, to achieve its support
response and resolution targets with respect to Errors as set forth in Sched u le 2 Exhibit C. An
“Error” means a verifiable and reproducible failure of a BS&A Software Product to operate in
accordance with the Documentation) under conditions of normal use and where the Error is
directly attributable to the BS&A Software Product as updated with current Modifications. If the
customer modifies the BS&A Software Products without BS&A’s written consent, BS&A’s obligation
to provide support services on the BS&A Software Products will be void.
11.2. Support does not include the following: (i) installation or implementation of the BS&A Software
Products; (ii) onsite training/support, remote training, application design, and other consulting
services; (iii) support of an operating system, hardware, or support outside of BS&A’s normal business
hours; (iv) support or support time due to a cause external to the BS&A Software Products adversely
affecting their operability or serviceability, which shall include but not be limited to water, fire, wind,
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lightning, other natural calamities, transportation, misuse, abuse, or neglect; (v) repair of the BS&A
Software Products modified in any way other than modifications made by BS&A or its agents; (vi)
support of any other third-party vendors’ software, such as operating system software, network
software, database managers, word processors, etc.; and (vii) support of the BS&A Software Products
that have not incorporated current Modifications. All such excluded Maintenance and Support
Services performed by BS&A at Customer’s request shall be invoiced to Customer on a time and
materials basis, plus reasonable expenses associated therewith.
11.3. Notwithstanding anything to the contrary, in order to maintain the integrity and proper operation of
the Software, Customer agrees to use commercially reasonable efforts to implement, in the manner
instructed by BS&A, all Modifications in a timely manner. Customer’s failure to implement any
Modifications may limit or restrict the ability of Customer to implement future Modifications.
Customer shall provide prompt notice of any Errors discovered by Customer, or otherwise brought to
the attention of Customer. Proper notice may include, without limitation, prompt telephonic and
written (either via e-mail or postal mail) notice to BS&A of any purported Error. If requested by BS&A,
Customer agrees to provide written documentation of Errors to substantiate those Errors and to
otherwise assist BS&A in the detection and correction of said Errors. BS&A will use its commercial
reasonable judgment to determine if an Error exists.
11.4. Customer acknowledges and agrees that BS&A and product vendors may require online access to the
BS&A system in order for BS&A to provide Maintenance and Support Services hereunder.
Accordingly, Customer shall provide a connection to the Internet to facilitate BS&A’s remote access
to BS&A’s system. BS&A shall provide remote connection software, which may require installation of
a software component on a workstation or server computer.
SECTION D – GENERAL TERMS AND CONDITIONS
12. Customer Assistance. Customer acknowledges that the implementation of the BS&A Software Products is
a cooperative process requiring time and resources of Customer personnel. Customer shall, and shall cause
Customer personnel to, use all reasonable efforts to cooperate with and assist BS&A as may be reasonably
required to meet the project deadlines and other milestones agreed to by the Parties for implementation.
BS&A shall not be liable for failure to meet such deadlines and milestones when such failure is due to force
majeure (as defined in Paragraph 27. below) or to the failure by Customer personnel to provide such
cooperation and assistance (either through action or omission).
13. BS&A Proprietary Information.
13.1. Customer acknowledges that the information associated with or contained in the BS&A Software
Products and information used in the performance of Professional Services include trade secrets and
other confidential and proprietary information of BS&A (the “Proprietary Information”).
13.2. The Customer shall maintain in confidence and not disclose Proprietary Information, directly or
indirectly, to any third party without BS&A’s prior written consent. Customer shall safeguard the
Proprietary Information to the same extent that it safeguards its own most confidential materials or
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data, but in no event shall the standard implemented be less than industry standard. Proprietary
Information shall be used by Customer solely to fulfill its obligations under this Agreement. Customer
shall limit its dissemination of such Proprietary Information to employees within the Customer’s
business organization who are directly involved with the performance of this Agreement and have a
need to use such Proprietary Information. Customer shall be responsible for all disclosures by any
person receiving Proprietary Information, by or through it, as if Customer itself disseminated such
information.
13.3. Proprietary Information shall not include any information that: (a) is or becomes publicly known
through no wrongful act or breach of any obligation of confidentiality by Customer; (b) was lawfully
known to Customer prior to the time it was disclosed to or learned by Customer in connection with
this Agreement, provided that such information is not known to Customer solely because of its prior
business relationship with BS&A; (c) was received by Customer from a third party that is not under an
obligation of confidentiality to BS&A; or (d) is independently developed by Customer for a party other
than BS&A without the use of any Proprietary Information. The following circumstances shall not
cause Proprietary Information to fall within any of exceptions (a) through (d) above: (i) a portion of
such Proprietary Information is embraced by more general information said to be in the public domain
or previously known to, or subsequently disclosed to, the Customer; or (ii) it is a combination derivable
from separate sources of public information, none of which discloses the combination itself.
13.4. If Customer is required, or anticipates that it will be required, to disclose any ProprietaryConfidential
Information pursuant to a court order or to a government authority, Customer shall, at its earliest
opportunity, provide written notice to BS&A so as to give BS&A a reasonable opportunity to
secure a protective order or take other actions as appropriate. Customer shall, at all times, cooperate
with BS&A so as to minimize any disclosure to the extent allowed by applicable law.
13.4.13.5. The Master Contract and this License Agreement, including this Section 13, are subject
to the MN Data Practices Act as further described in paragraph 22 of the Master Contract.
14. Limitation on Liability and Damages. BS&A’S ENTIRE LIABILITY AND RESPONSIBILITY FOR ANY AND ALL
CLAIMS, DAMAGES, OR LOSSES ARISING FROM THE BS&A SOFTWARE PRODUCTS (INCLUDING BUT NOT
LIMITED TO THEIR USE, OPERATION, AND/OR FAILURE TO OPERATE), PROFESSIONAL SERVICES,
MAINTENANCE AND SUPPORT, ANY THIRD-PARTY PERFORMANCE OR LACK THEREOF, OR OTHERWISE
ARISING OUT OF OR RELATING TO THIS AGREEMENT, SHALL BE ABSOLUTELY LIMITED TO DIRECT
DAMAGES NOT IN EXCESS OF THE PURCHASE PRICE OF BS&A SOFTWARE PRODUCTS PLUS, TO THE
EXTENT APPLICABLE, THE PURCHASE PRICE OF ANY PROFESSIONAL SERVICE SET FORTH IN THIS
AGREEMENT THAT GIVES RISE TO THE CLAIM. NOTWITHSTANDING ANY PROVISION CONTAINED HEREIN,
BS&A SHALL NOT BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, SPECIAL, INCIDENTAL, OR
CONTINGENT DAMAGES OR EXPENSES, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR
OTHERWISE, ARISING IN ANY WAY OUT OF THIS AGREEMENT, BS&A SOFTWARE PRODUCTS, ANY THIRD-
PARTY PERFORMANCE, OR LACK THEREOF, OR BS&A’S PERFORMANCE, OR LACK THEREOF, UNDER THIS
AGREEMENT, INCLUDING, WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, LOSS OF REVENUE,
PROFIT, OR USE. TO THE EXTENT THAT APPLICABLE LAW DOES NOT PERMIT THE LIMITATIONS SET FORTH
HEREIN, THE LIABILITY AND DAMAGES SHALL BE LIMITED AND RESTRICTED TO THE EXTENT PERMITTED
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BY LAW.
15. Customer is solely responsible for its data, its database, and for maintaining suitable back-ups of the data
and database to prevent data loss in the event of any hardware or software malfunction. Customer
covenants and agrees to undertake all necessary measures to protect and secure its data, including
implementation of technical, administrative and physical protections. BS&A SHALL HAVE NO
RESPONSIBILITY OR LIABILITY FOR DATA LOSS REGARDLESS OF THE REASONS FOR SAID LOSS. To the
maximum extent authorized by law, Customer agrees to defend, indemnify and hold BS&A harmless for any
claim by any person or entity arising out of any loss or compromise of data or data security or arising out
of Customer’s breach of this License Agreement.
16. Additional Disclaimer. SUPPLIER PROVIDES NO WARRANTY FOR ANY THIRD-PARTY SOFTWARE AND/OR
HARDWARE. EXCEPT AS SET FORTH IN THIS LICENSE AGREEMENT, SUPPLER WILL NOT BE RESPONSIBLE
FOR ANY THIRD-PARTY SOFTWARE, THIRD-PARTY SERVICES AND/OR HARDWARE.
17. Indemnification for Intellectual Property Infringement. If a claim is made or an action is brought alleging
that a BS&A Software Product infringes on a U.S. patent, or any copyright, trademark, trade secret or other
proprietary right, BS&A will defend Customer against such claim and will pay resulting costs and damages
finally awarded, provided that: (a) Customer promptly notifies BS&A in writing of the claim; (b) BS&A has
sole control of the defense and all related settlement negotiations; (c) Customer reasonably cooperates in
such defense at no expense to BS&A’s expense; and (d) Customer remains in compliance with the
Agreement and has continued to purchase Maintenance and Support Services. The obligations of BS&A
under this Section are conditioned on Customer’s agreement that if the applicable BS&A Software
Product, in whole or in part, or the use or operation thereof, becomes, or in the opinion of BS&A is likely to
become, the subject of such a claim, BS&A may at its expense either procure the right for Customer to
continue using the BS&A Software Product or, at the option of BS&A, replace or modify the same so that it
becomes non-infringing (provided such replacement or modification maintains the same material
functionality and does not adversely affect Customer’s use of the Update as contemplated hereunder).
18. No Intended Third-Party Beneficiaries. This License Agreement is entered into solely for the benefit of
BS&A and Customer. No third party will be deemed a beneficiary of this License Agreement, and no third
party will have the right to make any claim or assert any right under this License Agreement.
19. Bridge Agreement. With approval from BS&A, similarly situated local government entities may use this
contract as a bridge or piggyback agreement, at any point during the life of contract, for the purchase of
similar software and services. BS&A reserves the right to refuse the use of this contract as a bridge contract
for any reason, including, but not limited to; differences in size or scope of the agreement, changes in price
structure, or market based differences. Any purchases made by other government entities shall be
understood to be transactions between that entity and BS&A; Customer shall not be responsible for any
such purchases.INTENTIONALLY DELETED.
20. Termination. Without prejudice to other rights and remedies, and except as otherwise provided in this
Agreement, either Party may terminate this Agreement for the other Party’s material breach upon failure to
cure such breach after thirty (30) days’ written notice identifying with specificity the nature of the breach.
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Upon termination of this Agreement: (a) Customer shall promptly pay all amounts payable to BS&A for
Services rendered up to the date of termination; and (b) Customer shall return or destroy, at the direction
of BS&A, BS&A’s Proprietary Information in its possession. The termination of this License
Agreement pursuant to the Master Contract will not discharge or otherwise affect any pre-
termination obligations of either Party existing under this License Agreement at the time of termination.
Sections 1.2, 4.1, 7.1, 13 through 16, 18, 20 through 29, and the provisions of this Li cense Agreement,
which by their nature extend beyond the termination of this Agreement, will survive termination of the
License Agreement. No action arising out of this Agreement, regardless of the form of action, may be brought
by Customer more than one (1) year after the date the action occurred.
21. Payment Terms. Customer shall pay BS&A for all amounts in accordance with the Master Contract and
Schedule 1. is Agreement and Exhibit A.
22. Governing Law and Venue. Governed by Master Contract. This Agreement shall be governed by, and
construed in accordance with, the laws of the state of Michigan, without regard to its choice of law rules.
BS&A and the Customer agree that the exclusive venue for any legal or equitable action shall be the
Courts of the County of Clinton, State of Michigan, or in any court of the United States of America lying in
the Western District of Michigan.
23. Entire Agreement. Governed by Master Contract This Agreement represents the entire agreement of
Customer and BS&A with respect to the subject matter hereof, and supersedes any prior agreements,
understandings, and representations, whether written, oral, expressed, implied, or statutory. Customer
hereby acknowledges that in entering into this Agreement, it did not rely on any information not explicitly
set forth in this Agreement.
24. Export. Customer will comply with all applicable laws, including applicable export control laws that prohibit
export or diversion of certain products and technology to certain countries or individuals, including foreign
nationals in the United States. Customer undertakes to determine any export licensing requirements and to
comply with such obligations. The BS&A Software Products are deemed to be commercial computer
software as defined in FAR 12.212 and subject to restricted rights as defined in FAR Section 52.227-19
“Commercial Computer Software-Restricted Rights” and DFARS 227.7202, “Rights in Commercial Computer
Software or Commercial Computer Software Documentation,” as applicable, and any successor regulations.
Any use, modification, reproduction release, performance, display, or disclosure of BS&A’s Software
Products by the U.S. Government shall be solely in accordance with the terms of this Agreement.
25. Severability. Governed by Master Contract If any term or provision of this Agreement, or the application
thereof, to any extent, be held invalid or unenforceable, the remainder of this Agreement or the
application of such term or provision to persons or circumstances, other than those as to which it is held
invalid or unenforceable, will not be affected thereby, and each term and provision of this Agreement will
be valid and enforced to the fullest extent permitted by law.
26. Successors and Assigns. Governed by Master Contract This Agreement shall be binding upon the
successors, permitted assigns, representatives, and heirs of the Parties hereto. For avoidance of doubt,
any expanded use by Customer of the Program, for example, in the event of annexation or desired shared
services, shall require the consent of BS&A.
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27. Force Majeure. “Force Majeure” is defined as an event beyond the reasonable control of a Party, including
governmental action, war, riot or civil commotion, fire, natural disaster, problematic weather, lack of
availability of Customer provided technology, labor disputes, restraints affecting shipping or credit, delay of
carriers or any other cause that could not, with reasonable diligence, be foreseen, controlled or prevented
by the Party. Neither Party shall be liable for delays in performing its obligations under this Agreement to
the extent that the delay is caused by Force Majeure.
28. Notice. Governed by Master Contract All notices, requests, demands, and determinations under the
Agreement (other than routine operational communications), shall be in writing and shall be deemed duly
given: (i) when delivered by hand;
29. (ii) one (1) business day after being given to a nationally recognized overnight delivery service for next-
business-day delivery, all fees prepaid; (iii) when sent by confirmed facsimile with a copy sent by another
means specified in this provision; or (iv) six (6) calendar days after the day of mailing, when mailed by United
States mail, via registered or certified mail, return receipt requested, postage prepaid, and in each case
addressed as shall be set forth below. A Party may from time-to-time change its address or designee for
notification purposes by giving the other prior written notice of the new address or designee and the date
upon which it will become effective.
If to BS&A:
BS&A Software
14965 Abbey Lane
Bath, MI 48808
Attn: Contracts Manager
Telephone: 517-641-8900
If to Customer:
Telephone No.:
30.28. Independent Contractor. Governed by Master Contract This is not an agreement of partnership
or employment of BS&A or any of BS&A’s employees by Customer. BS&A is an independent contractor for
all purposes under this Agreement.
31. The text of the Agreement without any Exhibits and Schedules shall control over any inconsistent text in any
of the Exhibits or Schedules.
32. Contract Documents and Order of Precedence. The text of the Agreement without any Exhibits and
Schedules shall control over any inconsistent text in any of the Exhibits or Schedules. This Agreement
includes the following Exhibits and Schedules:
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Exhibit A – Payment Terms Generally
Schedule 1 to Exhibit A - License/Interface/Customization Fees
Schedule 2 to Exhibit A – Professional Services Fees
Exhibit B – Maintenance and Support Fees
Exhibit C – Support Call Process
Exhibit D – Statement of Work
IN WITNESS THEREOF, the Parties hereto have executed this Agreement as of the dates set forth below.
BS&A SOFTWARE, INC. CUSTOMER
By:
Name:
Title:
Date:
By:
Name:
Title:
Date:
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Schedule 1EXHIBIT A
Payment Terms
1. Customer shall pay BS&A within thirty-five (305) days of invoice. Payments not received within fifteen
(15) days of the due date shall be subject to a one and one-half percent (1.5%) per month interest
charge (or, if lower, the highest amount chargeable at law) assessed against the unpaid balance from
the date due until the date payment is received.
2. Any amount not subject to good faith dispute and not paid within fifteen (15) days of the due date of
each invoice shall, without prejudice to other rights and remedies, be subject to an interest charge equal
to the lesser of 1.5% monthly or the maximum interest charge permissible under applicable law, payable
on demand. Any charges not disputed by Customer in good faith will be deemed approved and
accepted by Customer. For purposes of this Agreement, a good faith dispute regarding amounts owed
exists only if Customer provides in writing at least ten (10) days prior to due date of payment on the
invoice, notification of such dispute, the specific portion of the invoice in dispute, and the specific
grounds of the dispute (which must be asserted in good faith), and Customer pays in timely fashion
such portions that are not subject to such dispute.
3. BS&A shall invoice Customer for the software license, data conversion, project
management and implementation planning, implementation and training, post -go live
assistance and related costs as set forth in the Master Contract .
3.4. BS&A shall invoice Customer annually for ongoing support and service beginning the year
after completion of implementation and initial training. The first year ’s annual support
and service fee, including Utility Billing .NET and Public Records Search shall be in the
amount of $6,100 as detailed in Exhibi t A to the Master Contract. $XXXX upon Effective
Date for BS&A’s Project Management/Implementation Planning Fees and Data Conversion fees as set
forth in Schedule 2.
4. BS&A shall invoice Customer $XXXX at start of On-Site Implementation and Training. Such amount
equals BS&A’s software license fees as set forth in Schedule 1.
5. BS&A shall invoice Customer $XXXX at completion of On-Site Implementation and Training. Such
amount equals On-Site Implementation and Training costs, Customization and Interface costs, and
travel expenses, as set forth in Schedule 2.
6.5. Customer shall be responsible for all taxes (including sales taxes) imposed as a result of any transaction
associated with this Agreement, exclusive of taxes on BS&A’s net income.
Schedule 1 to Exhibit A
License Fees
Schedule 2 to Exhibit A
Professional Services Fees
EXHIBIT B
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Maintenance and Support Fees
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Schedule 2EXHIBIT C
Support Call Process
BS&A’s standard hours for support are from 8:30 a.m. to 6:00 p.m. (EST), Monday through Thursday, and 8:30
a.m. to 5:00 p.m. (EST) on Friday, excluding holidays.
You can lodge a support request in three ways: (i) Contact Customer Support option located within the Help
menu of all of our applications (ii) our toll-free support line (1-855-BSA-SOFT) or (iii) via email.
BS&A targets less than thirty (30) minutes for initial response (“Initial Response Target”).
Customer service requests fall into four main categories:
A. Technical. Questions or usage issues relating to I.T. functionality, future hardware purchases, and
configuration. BS&A tries to resolve these issues within BS&A’s Initial Response Target or as soon
thereafter as reasonably possible.
B. Questions/Support. General questions regarding functionality, use, and setup of the applications.
BS&A tries to resolve these issues within BS&A’s Initial Response Target or as soon thereafter as
reasonably possible.
C. Requests. Customer requests for future enhancements to the applications. Key product management
personnel meet with development staff on a regular basis to discuss the desirability and priority of such
requests. BS&A tries to resolve these issues within BS&A’s Initial Response Target or as soon thereafter
as reasonably possible.
D. Issues/Bugs. Errors fall into three (3) subcategories:
i. Critical. Cases where an Error has rendered the application or a material component unusable or
not usable without substantial inconvenience, causing material and detrimental consequences to
business -- with no viable Customer workaround or alternative. The targeted resolution time for
critical issues is within one (1) day.
ii. Moderate. Cases where an Error causes inconvenience and added burden, but the application is
still usable by Customer. The targeted resolution time for all moderate issues is within two (2)
weeks, which is within our standard update cycle.
iii. Minimal. Cases that are mostly cosmetic in nature, and do not impede functionality in any
significant way. These issues are assigned a priority level at our regular meetings, and resolution
times are based on the specified priority.
Remote Support Process
Some support calls may require further analysis of Customer’s database or setup to diagnose a problem or to
assist Customer with a question. BS&A’s remote support tools share Customer’s desktop via the Internet to
provide Customer with virtual on-site support. BS&A’s support team is able to quickly connect remotely to
Customer’s desktop and view its setup, diagnose problems, or assist Customer with screen navigation.
EXHIBIT D
Sample Statement of Work
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5j utility billing software contract draft exhibit c - source code escrow P a g e | 1
Exhibit C
Source Code Escrow Agreement
for BS&A Software Programs
Software Products of Bellefeuil, Szur, & Associates, Inc.
This Escrow Agreement is entered into and effective as of the _____ day of ________ by and among Licensee having its
principal place of business in Minnesota and Licensor, having its principal place of business in Michigan and IT Right,
("the Independent third party Escrow Agent"), having its principal place of business in Michigan.
WHEREAS, Licensor has granted a license to Licensee to use certain computer software pursuant to the terms and
conditions of a Computer Software License Agreement (the "License Agreement"), and
WHEREAS, the uninterrupted availability of all forms of such computer software is critical to Licensee in the conduct of its
business; and
WHEREAS, Licensor has agreed to deposit in escrow a copy of the source code form of the computer program (the
"Software") included in the Software System covered by the License Agreement, as well as any corrections or
enhancements to such source code, to be held by Escrow Agent in accordance with the terms and conditions of this
Escrow Agreement.
NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows:
1. Deposit
Licensor has concurrently herewith deposited with Escrow Agent a copy of the source code form of the Software (the
"Source Code"), including all relevant commentary, explanations, and other documentation of the Source Code
(collectively, "Commentary"). Licensor also agrees to deposit with Escrow Agent, at such times as they are made, a copy of
all revisions to the Source Code or Commentary encompassing all corrections or enhancements made to the Software by
Licensor pursuant to the License Agreement or any Software Maintenance Contract between the parties.
2. Term
This Escrow Agreement shall remain in effect during the term of the License Agreement and any Software Maintenance
Contract between Licensee and Licensor. Termination hereof is automatic upon delivery of the deposited Source Code and
Commentary to Licensee in accordance with the provisions hereof.
3. Default
A default by Licensor shall be deemed to have occurred under this Escrow Agreement upon the occurrence of any of the
following:
(a) if Licensor has availed itself of, or been subjected to by any third party, a proceeding in bankruptcy in which
Licensor is the named debtor, an assignment by Licensor for the benefit of its creditors, the appointment of a receiver
for Licensor, or any other proceeding involving insolvency or the protection of, or from, creditors, and same has not
been discharged or terminated without any prejudice to Licensee's rights or interests under the License Agreement
within thirty (30) days; or
(b) if Licensor has ceased its on-going business operations, or sale, licensing, maintenance or other support of the
Software; or
5j utility billing software contract draft exhibit c - source code escrow P a g e | 2
(c) if Licensor fails to pay the annual fee, if any, due to Escrow Agent hereunder; or
(d) if any other event or circumstance occurs which demonstrates with reasonable certainty the inability or
unwillingness of Licensor to fulfill its obligations to Licensee under the License Agreement, this Escrow Agreement or
any Software Maintenance Contract between the parties, including, without limitation, the correction of defects in the
Software.
4. Notice of Default
Licensee shall give written notice to Escrow Agent and Licensor of the occurrence of a default hereunder, except that
Escrow Agent shall give notice of the default to Licensee and Licensor if same is based on the failure of Licensor to pay
Escrow Agent's annual fee, if any. Unless within seven (7) days thereafter Licensor fil es with the Escrow Agent its affidavit
executed by a responsible executive officer stating that no such default has occurred or that the default has been cured,
then the Escrow Agent shall upon the eighth (8th) day deliver to Licensee in accordance with Licensee's instructions the
entire Source Code and Commentary with respect to the Software then being held by Escrow Agent.
5. Compensation
As compensation for the services to be performed by Escrow Agent hereunder, Licensor shall pay to Escrow Agent an
initial fee of $ 0__, payable at the time of execution of this Agreement, and an annual fee in the amount of $_500_, to be
paid to Escrow Agent in advance on each anniversary date hereafter during the term of this Agreement.
6. Liability
Escrow Agent shall not, by reason of its execution of its Agreement, assume any responsibility or liability for any
transaction between Licensor and Licensee, other than the performance of its obligations, as Escrow Agent, with respect to
the Source Code and Commentary held by it in accordance with this Agreement.
7. Confidentiality
Except as provided in this Agreement, Escrow Agent agrees that it shall not divulge or disclose or otherwise make available
to any third person whatsoever, or make any use whatsoever, of the Source Code or Commentary, without the express
prior written consent of Licensor.
8. Address
All notices or other communications required or contemplated herein shall be in writing, sent by certified mail, return
receipt requested, addressed to another party at the address indicated below or as same may be changed from time to
time by notice similarly given:
If to Licensor: _____BS&A Software, 14965 Abbey Lane, Bath MI 48808 _______________
Attention: ________Dan J. Burns, CPA, Account Executive _________________________
If to Licensee: _____City of Prior Lake, Scott County MN___________________________
Attention: _______Cathy Erickson, Finance Director _____________________________
If to Escrow Agent: _IT Right, 13937 Webster Rd, Bath MI 48808 ____________________
Attention: ________Dan Eggleston, President___________________________________
5j utility billing software contract draft exhibit c - source code escrow P a g e | 3
9. Assignment
Neither this Escrow Agreement, nor any rights, liabilities nor obligations hereunder may be assigned by Escrow Agent
without the prior written consent of Licensee and Licensor.
Refer to Master Agreement for signature acceptance.