2003-090RESOLUTION NO. 2003-090
RESOLUTION AWARDING CONTRACT FOR
NEW WATER AND SEWER BILLING SYSTEM
At the regular meeting of the_Tow.nB9ard of the Town of Wappinger, Dutchess County,_
New York, held at Town Hall, 20 Middlebush Road, Wappingers Falls, New York, on the 10th
day of March, 2003, at 7:30 P.M.
The meeting was called to order by Joseph Ruggiero, Supervisor, and upon roll being
called, the following were present:
PRESENT: Supervisor -
Councilmen -
ABSENT:
Joseph Ruggiero
Robert L. Valdati
Vincent F. Bettina.
Joseph P. Paoloni
Christopher J. Colsey
The following Resolution was introduced by Mr .Bettina and seconded by
Mr. Paoloni
WHEREAS, Town of Wappinger Comptroller, Gerald Terwilliger has received four
quotes for a new Water and Sewer Billing System for the Town, and
WHEREAS, bid were received as follows:
Admit $8,460
Software Consultants $9,900
EOS Software $7,750
MCS Spectrum $8,655
WHEREAS, Debra Brown, Water and Sewer Clerk and Gerald Terwilliger, Comptroller
have reviewed all programs and proposals and have submitted a written recommendation to the
Town Board,
WHEREAS, both Ms. Brown and Mr. Terwilliger have recommended EOS Software
NOW, THEREFORE, BE IT RESOLVED,
1. The recitations above set forth are incorporated in this Resolution as if fully set
forth and adopted herein.
2. The contract for the new Water and Sewer Billing System is hereby awarded to
EOS Software in an amount not to exceed Seven Thousand, Seven Hundred, Fifty
Dollars, ($7,750).
3. Supervisor Joseph Ruggiero is hereby authorized and directed to execute said
Contract on behalf of the Town of Wappinger.
The foregoing was put to a vote which resulted as follows:
JOSEPH RUGGIERO, Supervisor Voting Aye
ROBERT L. VALDATI, Councilman Voting Aye
VINCENT F. BETTINA, Councilman
JOSEPH P. PAOLONI, Councilman
CHRISTOPHER J. COLSEY, Councilman
Dated: Wappingers Falls, New York
March 10, 2003
Voting Aye
Voting Aye
Voting Aye
The
GLORIA J.
isaherebyy�u�� e5lared adopted.
COMPTROLLER
GERALD TERWILLIGER
TOWN OF WAPPINGER
COMPTROLLER'S OFFICE
20 MIDDLEBUSH ROAD
WAPPINGERS FALLS, NY 12590-0324
TO: Supervisor and Town Board Members
FROM: Gerald A. Terwilliger, Comptroller
RE: Upgrading of Town of Wappinger Utility Billing System
(Water and Sewer)
GAT:mb
SUPERVISOR
JOSEPH RUGGIERO
TOWN COUNCIL
VINCENT BETTINA
CHRISTOPHER J. COLSEY
JOSEPH P. PAOLONI
ROBERT L. VALDATI
The Town has received four proposals for Utility Billing System
as follows: (See attached schedule)
All of the companies that submitted proposals, provided a demon-
stration of their system to Debbie Brown, The Town's Water.and
Sewer billing clerk, and myself.
The systems are very similar in operation, and can be interfaced
with Town's Accounting software system.
The Town's current Utility system is an EOS Software system, that
the Town has had for twelve years with updates done in 1995 and
1999.
EOS Software has submitted the lowest proposal, and based on the
demonstrations and referrals that we have contacted, EOS Software
Windows Data base Utility Billing System would be a faster and
easier transition for all of the Town's current Water and Sewer
billing records. Therefore, I recommend that the Town continue
with EOS Software.
Gerald A. Terwilliger
WATER/SEWER BILLING DEPARTMENT
TOWN OF WAPPINGER
WATER/SEWER BILLING DEPARTMENT
20 MIDDLEBUSH ROAD
WAPPINGERS FALLS, NY 12590-0324
MEMO TO: Gerald Terwilliger, Comptroller
FROM: Debbie Brown, Water/Sewer Billing
DATE: 2/25/03
SUBJECT: Upgrade for water/sewer billing system
SUPERVISOR
JOSEPH RUGGIERO
TOWN COUNCIL
VINCENT BETTINA
CHRISTOPHER J. COLSEY
JOSEPH P. PAOLONI
ROBERT L. VALDATI
Please be advised that I am recommending my billing system be upgraded
using Herb Greenwood's system at EOS using Windows (I am currently on EOS's
DOS system). I have currently checked with 4 municipalities who have all
given this system a great review. Upgrading with EOS will be an easier
transition for all of my records as Herb is able to download all of my
information. Since I am,still one person handling all of the town's water
and sewer billing, this will be of tremendous help to me and keep the billing
on a normal cycle during the transition period. EOS is able to provide us
with electronically transferring for bookkeeping and relevying unpaid water
and sewer at the end of the year.
My second choice is Jay at Software Consultants if for any reason EOS
is not acceptable. However, please be advised that basic information can be
transferred such as name, address, grid numbers, history - but I will have
to load prior meter reading and meter sizes for all accounts which will be
time consuming.
Thank you for your attention to this matter.
,FROM : KEUIN STONER FAX NO. : 516 520 7965 Feb. 25 2002 11:03AM P3
.um pis::x::r;GPp+;•;^••.^,:Tps�•mpxrass}4?}".?RMirt.....,;�tT.
_.25:`3. ,r 1' +'�}y�� � '1' ••{M
, ,•„H_ _..ST7d�lR_IGtry}•!•{r.Ii eq• •. r�••l�hi}•
'lbw -of Wappinger
20 Middlebusb Road
Wappingers Falls, NY 12590
Tel: (845) 297-0060
Fax: (845) 297-4558
Contact: Jerry Terwilliger, Comptroller
E-mail:
Products and Services: uti
Product Quotation
Quotation Date: February 25, 2002 ,
uo'" I l t o la 5-
:.awLI:A:� ^R•a"':rtw- n:r:mpa•:X_� ".? 4" I:::l::rLr..:l
4
Kevin Stoner, Account Manager
185 Merritts Road
Farmingdale, NY 11735
Tel: (516) 520-7964
Fax: (516) 520-7965
Pager: (516) 386-9771
Ismail: Kstoner@admitcomputer.com
_-•'S.i-.-.'--:5!' '::•J�,'"!5. .. zT25i�i-SCT'2'�+�Ii�1f:lH.l:.1F 1N7'!asu:•M Y .,..._...::�.:_.._.. _••.a==�.r.
,...,�,
- - ..,,....,,,,..,:�•=-a
::
UTILITY BILLING SYSTEM -1 License
3,995
1
3,995
Additional Licenses
995
0
0
Training - 8 hours on site
1,000
1
1,000
Interface to Hand Held System
1,000
0
0
Setup - Programming of Utility Billing Format
500
1
500
SERVICES/MISCELLANEOUS
Data Conversion - per file (ESTIMATED)
1,000
2
2,000
Training - additional hours
125
0
0
Subtotal:
7,495
Project Discount:
10%
-750
Total LESS Discounts:
6,746
ANNUAL SOFTWARE MAINTENANCE:
18%
$720
TOTAL PROJECT COST:
$7,466
Payment Schedule:
Payment 1: Due as deposit:
Payment 2: Due upon installation:
Payment 3: Due upon completion:
30% $2,240
50% $3,733
20% $1,493
NOTE- Hand-held interface is NOT included in the above protect price! If hand-held interface is desired,
project cost will increase to $7,745, with annual maintenance increasing to $900, for a total project cost of
58,546.
Warppingw, To%%of. UI) Page 1 of 1
Last printed 2/25/2002 11:01 AM
Software Consulting Associates Inc.
Programming and Consulting=d`'�'N
r `�'
April 19, 2002 — 11
Mr. Gerald Terwilliger, Comptroller
Town of Wappinger
20 Middle Bush Road
Wappingers Falls, NY 12590
Dear Gerry,
Per your request I am submitting standard pricing for the SCA Utility Billing
System. This is not intended to be a fixed fee bid on the system, but a general guideline
on our pricing. We will submit a formal fixed fee proposal for the purchase after we
have had an opportunity to meet with you and your staff to review the current system,
your office procedures, and our Utility Billing software.
The SCA Utility Billing System is a full 32 bit windows implementation. It will
operate under windows 95, 98, 2000, NT, or windows XP. (We do not certify the
program for windows ME). The program is fully multi-user and will run under Novel
Netware, Windows/NT 4 Server, or Windows 2000 Server. We support several standard
Utility Bill formats including a plain paper form and a laser mailer form. Custom bill
formats are available if required.
Please note that the prices provided below are standard list prices. Before we can
make a final bid, we will have to conduct a review of the billing procedures currently in
place and do a detailed demonstration of the proposed SCA software. These activities
will point out any system additions or modifications which may be required. Also, we
will need to discuss the alternatives available for the conversion of the data and customer
balances from the current utility billing system, and to arrive at a cost for that activity.
We would like to schedule this meeting at your earliest convenience. I will call you early
next week to schedule it.
The standard costs for the purchase and installation of the' SCA Utility Billing
System are:
1. Base system purchase, unlimited number of users
(in one building), fully networkable $4,900
2. Installation and Training — The system will
be set up on the appropriate file server, and
workstation setups will be performed on the
-- appropriate workstations. Training will be ---
conducted at your offices in approximately 4
half day sessions. 1,500
(845) 876-7421 FAX (845) 758-3255 (845) 876-2926
74 Rokeby Road • Red Hook, New York 12571
3. Annual Service — Covers software problems,
questions, minor revisions, and
r+' system wide updates for a full 12
months from the time the system goes into
production (training and set up period is
not counted against the time) 800
4. Optional Items
There are several optional items which may or may not
Be required for Wappinger. These are :
a. Hand Held Interface — if hand helds are used 1,200
b. Custom Bill Format (if required) 700
c. Lock Box Processing 1,500 **
*** The cost of lockbox will vary according to which bank is
selected. This figure must be evaluated on a case by case basis
5. Data Conversion —
To be determined — generally runs $ 2,000 - $ 4,000 depending on the
Format and organization of the current data.
Thank you for your business and for the opportunity to bid on the new Utility Billing
System.
Si erely,
a Greenblatt
esident
• �i
_= EOS Software
Committed to Municipalities
February 5, 2003
Gerald Terwillger, Comptroller
Town of Wappingers
20 N iddlebush Road
Wappingers Falls, NY 12590
Dear Gerry:
Per your communication of January 10, 2003 and our meeting of January 23, 2003 I offer the
following response.
Utility Billing System with Tax lien options 32 bit Windows Database ............................. 3,300.00
AdditionalUsers each @.................................................................................................... 700.00
Onsite training 8 hrs.......................................................................................................... 800.00
Interface for handheld system.......................................................................................... 1,800.00 N[A
Setup programming of utility bill format with bar code -Dot matrix or Laser printer ......... 1,200.00
Special criteria for multi fold and or self sealing systems may increase the cost
Data conversion (minimum 3 years history)........................................................................ 950.00
Additional training per hour .......................................................
.........................................125.
00
EOS offers several processing and printing solutions including accounting interface and custom
laser fold and seal systems.
Thank you for giving us this opportunity. If more information is required I will be pleased to
respond further.
Sincerely,
Herbert J. Greenwood
7593 Morgan Road 315.457.0777
Liverpool, New York 13090-3538 1-800-678-4898
Website: www.eossoftware.com FAX (315) 457-9408
TOWN OF WAPPINGER
COMPTROLLER
GERALD TERWILLIGER
EOS Software
7593 Morgan Road
Liverpool, N.Y.13090-3538
Attn.: Herb Greenwood
_-COMPTROLLERS OFFICE
20 MIDDLEBUSH ROAD
WAPPINGERS FALLS, NY 12590.0324
January 10, 2003
SUPERVISOR
JOSEPH RUGGIERO
TOWN COUNCIL
VINCENT BETTINA
CHRISTOPHER J. COLSEY
JOSEPH P. PAOLONI
ROBERT L. VALDATI
Dear Herb:
The Town of Wappinger is seeking Proposals for a new Utility Billing System
which is a full 32 bit windows implementation. The program will operate
under windows 95, 9$, 2000 NT or windows XP. The program will be fully
multi-user and will run under windows NT4 or windows 2000 seater.
Products and Services: Utility Billing Prica/quote
Utility Billing System-1License 3,100,00
Held System
Setup -Programming of Utility BiliLng rormar 1, g o n_ on
Services/Miscellaneous
Data Conversion - per file (Estimated) 950.00
Training -additional ouV2 125.00
Proposals should be returned no later than January 24, 2003 to be presented to
Town Board at January 27, 2003 meeting.
very truly yours,
Gerald A. Terwilliger
Comptrolier
GAT:mb
TOTRL P,02
Purchase Quotation
MCS Spectrum
5540 Porter Rd
Niagara Falls, New York 14304
Prices effective 30 days from 09/26/2002 Ly"'l"�
This understanding between Town of Wappinger of 20 Middlebush Rd., Wappingers Falls, NY 12590 and MCS
Spectrum of 5540 Porter Road, Niagara Falls, NY 14304 confirms the purchase of the following licensed software products
and or services:
Annual
PRODUCTS: Price Maintenance
FlexiBIIITm - Utility billing package for Windows - single user license. $2995. $600.
- Additional FlexiBillTm concurrent user license. $ 600. $ 60.
- Report Request - Simultaneous consumption report / gallons & cubic feet. NC NC
Software and maintenance purchase price: $3595. $660.
OPTIONS: Initials
Account Barcodes: Account barcode sub -system (without $450. scanner). $ 995.
Conversion: Customer master files and possibly account balances. $1400.
Lliation: Quoted upon request.
Certification: One to two days on-site certification @ $600/day plus travel & lodging.
Training: Suggested two to three days on-site @ $600/day plus travel and lodging.
Forms: $50. Credit towards first purchase of forms.
As a result of this purchase, Town of Wappinger agrees to the following purchase terms and conditions:
Order Processing:
Order will be processed with the return of signed document and an initial payment of 25% ($1063.75) of the total purchase
price as outlined above. Orders will not be processed until both of these two requirements are satisfied.
Payment terms:
Balance of purchase price shall be billed after delivery and due Net (15) days. Delivery Media Type: CD-ROM
Delivery warranty:
MCS Spectrum specifically warrants that all products and or services contain e -d -here in shall be delivered within ten weeks
of signed documentation. In the event that MCS Spectrum, for reason unto itself, cannot perform delivery within ten weeks,
Town of Wappinger shall be entitled to refund on the portion of the initial payment that applies to the undelivered item.
burn Policy:
ould a product outlined above be defective in performance and inoperable, Town of Wappinger will receive full refund,
less shipping fees, of amount paid for such product provided written notice has been given to MCS Spectrum no later than
45 days after delivery and that a solution cannot be provided within 96 business hours after certified receipt of such notice.
Roti irne fnr roaennc nthar than nrnrli inf rlafantc chnll ha m ihiant to a 1.S;%. ractnt*inn faP
L
of Wappinger 09/2612002 -page 2)
Conversion:
In most cases data conversion(s) can be performed successfully. Data conversions are most often used in connection with
utility billing applications where large customer databases are common. Conversion is strictly limited to non -dollar amounts.
A tyipical conversion includes information such as names, addresses, phone numbers, -and- services. Data from other
applications may be converted but is also subject to review. Initial cost estimates for conversion may be included in system
pricing proposals but these are only estimates until inspections or sample data can be examined to verify data formats and
data integrity. Only then can an accurate conversion cost can be established. Sample data should be provided in standard
fixed length format with ASCII display characters only. Data must be on a media formats readable by MCS Spectrum. File
layouts should include:
* Record size * Field length * Field starting and ending points
* Field name * Field type * Data field description
Maintenance and support fees (MSF):
MSF include all program updates, enhancements and general releases as well as access to the MCSS support hot line while
these fees are in effect. Lapses in annual MSF fees will be monitored and will lead to denial of support and upgrade
privileges. In the event of a MSF lapse, customer will be subject to reactivation fees not to exceed 40% of the current
annual MSF applied to each year of the lapse including partial year lapses plus the amount representing "the lapsed" MSF
fees.
MCSS also requires PC Anywhere host edition for critical support situations.
initial maintenance amount will be billed after the installation has been successfully completed.
y .
Customization(s):
Customization(s) not identified on this purchase order or report modifications are quoted as requested and billed at the
hourly rate of $95.00.
Training:
Training is available on site or via the Phone. Phone training is billed at $65.00 per hour. On site training is billed at $600.00
per day for a six (6) hour day plus travel, lodging and per diem expenses. Help line support does not include training. New
employees must be trained by Town of Wappinger or by making arrangements with MCS Spectrum.
Acknowledge of Purchase: By the signing of this purchase order in the space provided below, the parties acknowledge
their acceptance of the purchase and agree with the terms of this sale as set forth above.
Customer: Town of Wappinger
By: Date:
Title: __--
fel: 800-879-3225 fax. 716-297-4499 5540 Porter Road Niagara Falls, New York 14304
wwwmcsspectrum. com