HomeMy WebLinkAbout2008-07-01 - Public Information-Technology Committee Meeting Agenda PacketEL
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YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION - TECHNOLOGY
COMMITTEE MEETING
Tuesday, July 1, 2008,4:00 p.m.
1717 E. Miraloma Avenue, Placentia, CA 92870 - Tel: (714) 701-3020
AGENDA
COMMITTEE: STAFF:
Director Ric Collett, Chair Ken Vecchiarelli, Asst. General Mgr
Director Michael J. Beverage Pat Grady, Information Technology Director
Alternate: Paul R. Armstrong Cindy Mejia, Management Analyst
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS:
Any individual wishing to address the committee is requested to identify themselves and state the
matter on which they wish to comment. If the matter is on this agenda, the committee Chair will
recognize the individual for their comment when the item is considered. No action will be taken
on matters not listed on this agenda. Comments are limited to matters of public interest and
matters within the jurisdiction of the Water District. Comments are limited to five minutes.
Phil Starling, Starling Productions
DISCUSSION ITEMS:
This portion of the agenda is for matters such as technical presentations, drafts of proposed
policies, or similar items for which staff is seeking the advice and counsel of the Committee
Members. This portion of the agenda may also include items for information only.
1. Review District Video Update
2. Customer Survey Update
3. Dedication of Administration Facilities Update
4. Lobby Kiosk Update
ACTION ITEMS:
This portion of the agenda is for items where staff presentations and committee discussions are needed
prior to formal committee actions.
5. Financial and Utility Billing Software Approval
ADJOURNMENT:
The next meeting of the Public Information Committee is scheduled for August 5,
2008 at 4:00 p:m.
Accommodations for the Disabled:
Any person may make a request for a disability-related modification or accommodation needed for that
person to be able to participate in the public meeting by telephoning Michael A. Payne, District Secretary, at
714.701.3020 or writing to Yorba Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309.
Requests must specify the nature of the disability and the type of accommodation requested. A telephone
number or other contact information should be included so the District staff may discuss appropriate
arrangements. Persons requesting a disability-related accommodation should make the request with
adequate time before the meeting for the District to provide the requested accommodation.
ITEM NO. Z
AGENDA REPORT
Committee Meeting Date: July 1, 2008
To: Public Information-Technology Committee
From: Ken Vecchiarelli, Assistant General Manager
Staff Contact: Cindy Mejia, Management Analyst
Reviewed by General Counsel: N/A Budgeted: No Total Budget: $ 23,700
Funding Source: Water Operating Fund
CEQA Account No: 121580 Job No:
Compliance: N/A Estimated Costs: $ 23,700 Dept: Admin
Subject: 2008 Customer Survey
SUMMARY:
California is in the midst of a water crisis, with eight of the past ten years meeting drought-
level conditions. Storage in the Colorado River system has recently dropped to fifty-
percent of its total capacity and the California Aqueduct has been restricted by up to
thirty-five percent. The 2007-2008 Orange County Grand Jury has recently released a
report in response to this growing problem, stating that the best and most immediate
solution is further water conservation. To that end, the Yorba Linda Water District Board
of Directors requested a discovery of current awareness to this critical situation with a
customer survey.
DISCUSSION:
District staff has worked closely with Probolsky Research, LLC to develop a list of 33 questions,
reflecting a statistically significant cross-section of approximately 350 respondents. The goal of
the survey, as determined by the Board of Directors, is to determine awareness and perception
of the District, perceptions of its current communications, attitudes towards water and
conservation, and responses towards the new Yorba Linda Water District branding.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors has approved a customer survey in 1993 and again in 1997. The amount
previously spent on the 1993 and 1997 surveys is not currently known.
STAFF RECOMMENDATION:
That the Public Information-Technology Committee consider the attached list of questions for
their review.
Project: Yorba Linda Water District - Community Survey DRAFT VERSION 2
Hello, may I speak with ? [IF NOT AVAILABLE-SCHEDULE CALLBACK]
This is with the Western States Policy Research Center a regional opinion research
organization. We are conducting a survey about issues facing your community. Your opinion is
important.
1. What is the most important issue facing your community today?
[PROBE HEAVILY, CAPTURE AND CODE]:
2. Are things in [Ana h eim/Brea/P lacentia/Yo rba Linda] generally on the right track or on the
wrong track?
1. Right track %
2. Wrong track
3. Unsure
4. Refused
3. What is your number one source for news and information about water and water related
issues?
[ROTATE]
1. Orange County Register
2. Los Angeles Times: Orange County Edition
3. Yorba Linda Water District billing inserts
4. Water Lines, a newsletter published and mailed by the Yorba Linda
Water District
5. www.vlwd.com the web site of the Yorba Linda Water District
6. Yorba Linda Star [ASK ONLY TO YORBA LINDA RESIDENTS]
7. Placentia News Times [ASK ONLY TO PLACENTIA RESIDENTS]
8. Local television news
9. Radio
10. Friends and neighbors
11. Unsure [DO NOT READ]
12. Refused [DO NOT READ]
13. Other: [DO NOT READ]
Now I have a list of names of several organizations that I am going to read. For each name, please
tell me if you have heard of them and if you have a favorable or unfavorable opinion of them. If you
have no opinion or have never heard of them, just say so. The first name is [READ NAME]. Have
you heard of [READ NAME]? Would you say that you have a favorable or unfavorable opinion of
[READ NAME]?
[ROTATE Q4 - Q6]
4. Yorba Linda Water District
1. Favorable I %
2. No opinion [DO NOT READ]
3. Unfavorable
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 1 of 9
4. Never heard of [DO NOT READ]
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
5. City of Yorba Linda
1.
Favorable
2.
No opinion [DO NOT READ]
3.
Unfavorable
4.
Never heard of [DO NOT READ]
5.
Unsure [DO NOT READ]
6.
Refused [DO NOT READ]
6. Orange County Board of Supervisors
1.
Favorable
2.
No opinion [DO NOT READ]
3.
Unfavorable
4.
Never heard of [DO NOT READ]
5.
Unsure [DO NOT READ]
6.
Refused [DO NOT READ]
7. The Yorba Linda Water District is an independent governmental body with its own elected
governing board and serves customers in parts of Anaheim, Brea, Placentia and Yorba Linda
and unincorporated parts of Orange County. How important is it to you that the Yorba Linda
Water District remains an independent agency?
[PRESS FOR VERY, TOTALLY OR SOMEWHAT]
1.
Very important
2.
Somewhat important
3.
Somewhat unimportant
4.
Totally unimportant
5.
Unsure [DO NOT READ]
6.
Refused [DO NOT READ]
[IF ANSWERED IMPORTANT TO Q7]
8. Why would you say that Yorba Linda Water District remaining an independent agency is
important to you?
[PROBE HEAVILY, CAPTURE AND CODE]:
9. Thinking about the overall job that the [Anaheim/area/Placentia/Yorba Linda] Mayor and City
Council are doing, would you say that they are doing an excellent, good, fair or poor job?
1. Excellent I %
2. Good
3. Fair
4. Poor
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 2 of 9
10. Thinking about the overall job that the Yorba Linda Water District Board of Directors is doing
would you say that they are doing an excellent, good, fair or poor job?
1. Excellent I %
2.
Good
3.
Fair
4.
Poor
5.
Unsure [DO NOT READ]
6.
Refused [DO NOT READ]
11. Thinking about the overall service provided by the Yorba Linda Water District, would you say
they are doing an excellent, good, fair or poor job?
1. Excellent %
2. Good
3. Fair
4. Poor
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
12. Thinking about the quality of water provided by the Yorba Linda Water District, would you say
that you are very satisfied, somewhat satisfied, somewhat unsatisfied, not at all satisfied?
[PRESS FOR VERY, SOMEWHAT OR NOT AT ALL]
1. Very satisfied %
2. Somewhat satisfied
3. Somewhat unsatisfied
4. Not at all satisfied
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
13. Thinking about the water pressure provided by the Yorba Linda Water District, would you say
that you are very satisfied, somewhat satisfied, somewhat unsatisfied, not at all satisfied?
[PRESS FOR VERY, SOMEWHAT OR NOT AT ALL]
1. Very satisfied I %
2. Somewhat satisfied
3. Somewhat unsatisfied
4. Not at all satisfied
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
14. Thinking about the taste of the water provided by the Yorba Linda Water District, would you
say that you are very satisfied, somewhat satisfied, somewhat unsatisfied, not at all satisfied?
[PRESS FOR VERY, SOMEWHAT OR NOT AT ALL]
1. Very satisfied I %
2. Somewhat satisfied
3. Somewhat unsatisfied
4. Not at all satisfied
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 3 of 9
15. Thinking about the amount you pay for water provided by the Yorba Linda Water District,
would you say that you are very satisfied, somewhat satisfied, somewhat unsatisfied, not at all
satisfied?
[PRESS FOR VERY, SOMEWHAT OR NOT AT ALL]
1. Very satisfied %
2. Somewhat satisfied
3. Somewhat unsatisfied
4. Not at all satisfied
5. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
16. Based on what you know, please tell me where most of the water provided by the Yorba Linda
Water District comes from? Choose one.
1. Ground water wells %
2. Imported from northern California
3. Imported from the Colorado River
4. Recycled water
5. The ocean
6. Rain that is captured in area reservoirs
7. Unsure [DO NOT READ]
6. Refused [DO NOT READ]
17. Do you believe there is a water crisis in Orange County?
1. Yes I %
2. No
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
18. Would you be willing to pay higher water rates to ensure increased public education on the
current water situation? This could include landscaping classes, tours of Yorba Linda Water
District facilities and other public outreach educating the public on conservation?
1. Yes %
2. No
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
19. Would you be willing to pay higher water rates to ensure increased school education on the
current water situation so children understand the importance of conservation?
1. Yes %
2. No
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
20. Would you be willing to pay higher water rates to ensure better tasting water?
1. Yes %
2. No
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 4 of 9
21. Would you be willing to pay higher water rates to ensure better water pressure?
1. Yes I %
2. No
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
22. Every household and business has a certain water budget allotted to them. Most water users
use less than their budgeted amount of water. However there are some users who use
significantly more that they are allotted. Would you support or oppose a penalty fee being
charged to those who use more than their allotted amount of water? This fee would help fund
public education about water conservation and efficiency.
[PRESS FOR STRONGLY OR SOMEWHAT]
1. Strongly support
2. Somewhat support
3. Makes no difference [DO NOT READ]
4. Somewhat oppose
5. Strongly oppose
6. Unsure [DO NOT READ]
7. Refused [DO NOT READ]
23. In your opinion what is the biggest threat to Orange County's water supply?
1. Failure of Delta levees in a flood or earthquake
2. Drought
3. Global climate change
4. Environmental regulations
5. Contamination
6. Other:
7. Unsure [DO NOT READ]
8. Refused [DO NOT READ]
Choose one.
%
I
24. In your opinion what is the best way for Orange County to help solve the problem of limited
water supply? Choose as many as you would like, or none at all.
1. Conservation I %
2. More ground water storage
3. More surface storage
4. Limit growth
5. Desalinization, a process that allows the use of ocean water for after
taking the salt out of it
6. Recycling for non-drinking water purposes
7. Recycling for drinking water purposes
8. Other:
9. Unsure [DO NOT READ]
10. Refused [DO NOT READ]
25. Because Orange County is facing drought conditions, the Yorba Linda Water District has a
mandate to reduce water consumption significantly over the coming years. Everyday
conservation methods are important but won't reduce usage enough. I am going to list several
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 5 of 9
possible proposals. Please listen to each and tell which ones you would support? Choose as
many as you would like, or none at all.
1. Rebates for smart sprinkler controllers I %
2. Tiered rates so that those who use much more water than their
neighbors pay more for their water
3. Limits on how often homeowners can water their lawns
4. Limit growth
5. Rebates for synthetic turf
6. Rebates for high efficiency toilets and washing machines
7. Using more non-potable water for government and home owners
association landscaping.
8. Other:
9. Unsure [DO NOT READ]
10. Refused [DO NOT READ]
26. With which of these conservation methods do you think your household would participate?
Choose as many as you would like, or none at all.
1. Rebates for smart sprinkler controllers %
2. Tiered rates so that those who use much more water than their
neighbors pay more for their water
3. Limits on how often homeowners can water their lawns
4. Limit growth
5. Using more non-potable water for government and home owners
association landscaping.
6. Other:
7. Unsure [DO NOT READ]
8. Refused [DO NOT READ]
27. Thinking about water conservation, please indicate which, if any, of the following conservation
measures you do in your own home. Choose as many as you would like, or none at all.
1 Use a broom instead of a hose for cleaning walkways and patios I %
2 Turn off the faucet while brushing your teeth
3 Taking showers of five minutes or less
4 Only water the yard in the early morning or late evening
5 Monitor and repair leaky hoses and sprinkler heads
6 Only wash full loads of laundry and dishes
7 Plant trees, shrubs and ground cover that require less water
8 Replace older inefficient toilets, washing machines, or irrigation timers
10. Unsure [DO NOT READ]
11. Refused [DO NOT READ]
28. Earlier this month, Governor Arnold Schwarzenegger issued an Executive Order proclaiming a
statewide drought. What does this mean to you?
[PROBE HEAVILY, CAPTURE AND CODE]:
29. If drought conditions persist we could see a water emergency during which, homeowners and
businesses may be required to forgo watering lawns and washing cars at home. If these
restrictions are put into place would you also expect local and regional government agencies
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 6 of 9
like cities and Caltrans to forgo watering landscaped areas along parkways and in medians
and along the freeway allowing them to go brown or would you expect them to keep watering
these areas?
[ROTATE]
1. Government to forgo watering parkway, median and freeway %
landscaping
2. Government should continue to water parkway, median and freeway
landscaping
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
30. Most Yorba Linda Water District reservoir tanks that store water for the Yorba Linda Water
District are buried underground. These sites could be used as parks and recreation facilities.
Would you support or oppose using the reservoir sites for parks and recreation facilities?
[PRESS FOR STRONGLY OR SOMEWHAT]
1. Strongly support %
2. Somewhat support
3. Makes no difference [DO NOT READ]
4. Somewhat oppose
5. Strongly oppose
6. Unsure [DO NOT READ]
7. Refused [DO NOT READ]
31. If one of these reservoir sites was in your neighborhood, would you still support using the
reservoir sites for parks and recreation facilities?
[PRESS FOR STRONGLY OR SOMEWHAT]
1. Strongly support %
2. Somewhat support
3. Makes no difference [DO NOT READ]
4. Somewhat oppose
5. Strongly oppose
6. Unsure [DO NOT READ]
7. Refused [DO NOT READ]
[IF ANSWERED SUPPORT TO Q311
32. If reservoir sites are used for parks and recreation facilities it is likely they would be developed
and maintained in cooperation with a local school district, non-profit like the YMCA or the city
and that some water ratepayer funds will be used in this process. Would you still support
using reservoir sites for parks and recreation facilities knowing it may require the expenditure
of some ratepayer funds on the project?
1. Yes- still support %
2. No-oppose
3. Makes no difference [DO NOT READ]
6. Unsure [DO NOT READ]
7. Refused [DO NOT READ]
33. Would you be willing to pay a onetime charge of $15 for the Yorba Linda Water District to add
Fluoride to all water supplied by the District?
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 7 of 9
1. Yes I %
2. No
3. Unsure [DO NOT READ]
4. Refused [DO NOT READ]
Thank you for your time. Have a great (day/evening).
CROSS TABULATIONS:
Gender (from sample)
1. Male I %
2. Female
Party (from sample)
1. Democratic I %
2. Republican
3. Decline to state
4. Other
Age group (from sample)
1. 18-34
I %
2. 35-54
3. 55-64
4. 65 and older
Geographic (from sample)
1. Anaheim
I %
2. Brea
3. Placentia
4. Yorba Linda
Vote propensity (from sample)
1. 5outof5
%
2. 4outof5
3. 3outof5
4. 2outof5
5. 1 out of 5
6. 100% not having had the chance
7. New registrant
Type of voter (from sample)
1. Permanent vote-by-mail
I %
2. Election Day voter
Registration date?
1. Less than a year
I %
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 8 of 9
2.
Up to 5 years
3.
Up to 10 years
4.
Up to 20 years
5.
More than 25 years
7.
Refused
UNIVERSE: Among all District voters
COMPLETES: 350
MARGIN OF ERROR: +/-5.3
Yorba Linda Water District - Community Survey
Conducted by Probolsky Research LLC
Page 9 of 9
ITEM NO.
AGENDA REPORT
Committee Meeting Date: July 1, 2008
To: Public Information-Technology Committee
From: Michael A. Payne, General Manager
Staff Contact: Pat Grady, IT Director
Reviewed by General Counsel: N/A Budgeted:
Funding Source:
CEQA Account No:
Compliance: N/A Estimated Costs:
Subject: Proposal for Financial and Utility Billing Software
No Total Budget: $
Multiple Funds
5
Job No:
$ 270,000 Dept: Info Tech
SUMMARY:
Attached for the Committee's review and consideration are three proposals for the installation,
training, and implementation of new financial and utility billing software for the District. Staff is
recommending the Cogsdale System in the amount of $291,790 (Software & implementation
$264,212.00 + Annual maintenance $27,578).
DISCUSSION:
Currently, the District is utilizing a financial and utility billing system which is proprietary and
outdated by many standards. Support of the existing software is provided by solely one
individual. For this reason, it is critical that the District select a system and a reliable service
provider that can provide ongoing support to the District in the short and long term. It is also
important that the software meet the needs of the District from a functionality standpoint and
continue meeting those needs as the District continues to implement new technology and
applications to increase efficiency within the organization and better serve the public.
During Staffs evaluation of software packages, the following factors were taken into
consideration:
• Functionality
• Ease of Use
• Future expandability
• Compatibility with existing and future technology
• Flexibility
• Ongoing support
Staff evaluated the following systems:
Financials:
MS Greatplains (Cogsdale) $ 121,662
Springbrook Systems $ 246,000
Utility Billing & Online Payments:
Cogsdale $ 142,550
Springbrook Systems $ 174,500
Diamond Systems $ 211,348
The key summary components of the financial package include the general ledger, accounts
payable, inventory, purchase orders, work order management, project tracking, human
resources module, and a web based portal for employees to enter time sheets and submit
purchase requisitions.
The utility billing package includes all of the components from reading the water meter to
generating the water bills. It also includes an online payments module that will directly interface
with the utility billing software and the District's web site, allowing customers to review their
water accounts and pay their water bills through the internet. Additionally, both of the financial
and utility billing systems have reporting capabilities that could be customized to meet the needs
of the District.
Should the Committee accept Staff's recommendation, implementation of both the financial and
utility billing systems could occur in November and December of 2008. Additionally, the yearly
ongoing cost to maintain both the financial and utility billing systems will be $27,578.
PRIOR RELEVANT BOARD ACTION(S):
None
STAFF RECOMMENDATION:
That the Public Information-Technology Committee accept the proposal from Cogsdale
Corporation in the amount of $291,790 and authorize Staff to submit this proposal to the Board
for consideration at the next regular meeting to be held on July 11, 2008.
Investment Summary
a k' Yorba Linda Water District
C >C;S DALE
d- _ K
nun..... u..,.: io-....,.a.,_:,
System Tools:
System Manager & Concurrent User Licenses
Business Portal
Business Portal Additional Users
Customization Site License
Integration Manager for Conversions
SmartList Builder
System Tools Subtotal:
Financial Management:
General Ledger
Payables Management
Electronic Bank Reconciliation
Financial Management Subtotal:
People Management:
Human Resources
HRM Self Service Suite
People Management Subtotal:
Asset Management:
Inventory Control
Purchase Order Processing/Receiving
Fixed Asset Management
Asset Management Subtotal:
Work Management:
Project Accounting
Project Accounting Time & Expense Entry
Cogsdale Work Order Costing and Scheduler
Cogsdale Maintenance Management
Work Management Subtotal:
Customer Service Management:
Cogsdale Utility Management
Cogsdale Customer Web
Customer Service Management Subtotal:
34,640.00
Inc
2,000.00
Inc
Inc
1,250.00
Inc
Inc
Inc
3,000.00
5,000.00
Inc
Inc
Inc
Inc
Inc
5,000.00
5,000.00
72,000.00
10,000.00
Software Investment
20% Discount
Professional Services Investment
Total Software and Services:
Annual Maintenance and Support (25% list price of software)
LSubscriptiori Pric_.irig
Terms of Business
1. For software purchases, payment is due upon signing of the contract.
2. Maintenance and Support due upon software installation.
3. Travel expenses are additional to the fees outlaid above.
4. Additional concurrent users can be purchased for $2,000/user.
Account Executive
Ric Glowienka
Phone:
613-843-0503
Date:
6/19/2008
Quote:
$
264,212
Customer Locations
24,000
Concurrent Users:
15
$ 37,890.00
$ 8,000.00
$ 10,000.00
$ 82,000.00
$
137,890.00
$
(27,578.00)
$
153,900.00
$
264,212.00
$
27,578.00
j
$5,00.78
et 'r"
rin brook
Investment Pricing Proposal for Yorba Linda Water
$20,000
$4,000
$1,200
Included
$800
$400
Included
$3,200
$800
$4,000
$800
$400
Included
$800
$400
$10,000
$2,400
$1,200
$5,000
$800
$400
$4,000
$800
$400
$18,000
$4,800
$2,400
$10,000
$3,200
$1,200
$68,000
$28,800
$15,000
Included
Included
$3,500
$400
$400
$3,500
$400
$400
$23,500
$1,200
$2,400
$10,000
$4,000
$1,600
$9,000
Included
Included
$9,000
Estimate
*Total Named Users = 15 Prices valid for 90 days
Pricing is based on standard contract - deviation from standard contract terms may
result in modified prices.
Training Estimates are based on a train the trainer concept and do not include travel
time or expenses.
a p I V
1 n D, Y°
Y
Optional Pricing Proposal for Yorba Linda Water
$400
Included
$10,000
Included
$400
Included
$10,000
$8,500
$8,500
$8,500
Included
$2,000
$8,500
$6,000
$4,500
tbd
tbd
$1,500
$6,000 - $10,000
$6,000 - $10,000
$1,500
$3,500
$1,500
$1,000
$750
$5,600 $2,400
$800 $400
$3,200
$2,000
$2,400
$1,600
$800
$800
$4,000
$1,600
$400
$400
$400
$400
$1,600
$800
$800
$800
Prices valid for 90 days
* Customer is responsible for the purchase of MS-SQL client and server licenses
`F r1 D r ® ®
Conversion Estimate for Yorba Linda Water
%t4of Data Coinvers c
An estimated cost of your data conversion has been provided in this quote. This estimate is for up
to three separate data pulls for UB, one for Finance and Payroll. We will need to review an actual
sample of your data to confirm this estimate. Certain factors may cause the cost to exceed the
amount quoted. See section below titled "Not Included in Estimate".
There are a variety of factors that can influence the cost of a conversion and a variety of items that
are not included in the standard cost estimate for your conversion. For example, your estimate will
not include the following:
• Removal of data from your existing system
• Consulting on removal of data from your existing system
Changes or modifications requested after the first conversion and
different from the specifications we originally received.
Changes in the format we receive the data in after the first conversion
• More than three conversions in UB or more that one conversion for Finance and
Payroll
Cost Factors:
In addition, the following items can increase the cost of your conversion:
• Mixed formats of data (a file containing tab delimited or comma delimited format.
• Problems with data integrity
• Data manipulation not for the purpose of the conversion, but for the purpose of supplying you
with information you did not previously have access to.
• Changes in the file format after the first conversion
• Changes requested to the data after the second conversion
• No file or incorrect file layouts
No cost of fees in excess of those set forth in the Schedule of Fees will be incurred by the Licensee
without prior acceptance of Licensee as indicated on a signed work order
. r SpY°11"1gDY" O Q k
4 ~
Annual Maintenance Costs for Yorba Linda Water
Total Named Users = 1s
" Maintenance is generally prorated to align with your
fiscal year. Progress Maintenance Fees are due at
contract signing.
* includes 90 day warranty
YORBA LINDA WATER DISTRICT
REQUEST FOR QUOTA TION
UTILITY BILLING SOLUTION
SUBMITTED BY:
CHARLES BUCHOLZ, BUSINESS DEVELOPMENT
DIAMOND MUNICIPAL SOLUTIONS
417 MAIN AVENUE, SUITE 401
FARGO, NORTH DAKOTA 58103
(701) 232-6631 PH
charles.bucholz@diamondmunicipal.com
Mic~sOfi`o
GOLD CERTIFIED
Partner
SOFTWARE ESTIMATES
Diamond
n Solutions
Diamond Revenue Manag~nt
Foundaflon Layer
License Fee
Flevemn Marnaafement
Diamond Fourxi Lion
$
2,500.00
Diammnd User License 15 Users
$
11,625.00
Fleveme Nanaaement
Utility Billing
$
7,850.00
Collectiatis
$
3,500.00
Cash Fteceipting
$
5,250.00
Cash Peceiptirng Irrport
$
1,500.00
Virtual City M11
W CaTirruriity
$
7,500.00
W Payments
$
7,500.00
W Notificatiais
$
7,500.00
$
54,725 00
Nbirdenanoe Support
Maintenance and Support $ 15,323.00 180/0, 10
inckdes sa?vwwe rnafrifer ace, LoVirrited telephone and errfl sygood
INTIAL IWNBS'TNER 1 $ 706041300 I
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COST SUMMARY
Diamond Software Licenses $70,048.00
o Annual Product Maintenance
o Annual Product Support
Diamond Professional Services $118,800.00
Travel & Per Diems (Estimated) $22.500.00
TOTAL BID COST
$211,348.00
CONTINGENCY DAYS
During the sales cycle a number of business processes are identified and discussed at a
high level in order to formulate professional services estimates. These processes will be
evaluated in detail during the project scope & definition and Executive Workshops, to
determine final implementation parameters. A final resolution in each area may
necessitate additional project costs, based upon consensus between both parties. These
processes may pertain to data conversion, development of additional scripts and
automation routines, additional report modification requests and requests for additional
training days for specific modules. Due to the unique characteristics of each
organization, these variables are difficult to account for prior to in-depth discovery.
To account for possible project amendments, Diamond Municipal Solutions provides a
contingency day recommendation in our professional services estimates based on 10%
of total project services. We recommend that the customer budaet for this continaencv
when planning for project implementation and allocating funding. For the purposes of
this document, the contingency day estimate has been established as follows:
PROJECT CONTINGENCY DAY RECOMMENDATION:
8.0 Services Days @ $1.200.00 day rate
Contingency utilization scenarios will be assessed during the Initial project planning
discussions and Executive Workshops to determine an optimal Implementation approach
for the customer
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