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• The Advisory Committee consisted of representatives of he Finance Department, Budget Office, Human Resources Department, Utilities Department, Purchasing Department, Computer Services Department, Information Systems Department, and the Clerk of the Circuit Court's offices. The Advisory Committee developed a RFP for an Enterprise Financial System. The RFP provided general information about the current software systems in use and a detailed list of the requirements that any new software must meet. After being reviewed by the GFOA Research Center, the RFP was issued July 2, 2001, with responses due by August 8, 2001. Eight responses to the RFP were received. The vendors submitting responses were. Acuent/PeopleSoft; Aris/Oracle; Eden; GEMS; New World Systems; SunGard Bi -Tech; SunGard Pentamation; and Munis. The Advisory Committee and the GFOA Research Center reviewed each of the responses for compliance with the RFP requirements and the ability to meet the detailed requirements of the RFP. Based upon that review, the Committee selected three vendors, GEMS, Munis, and SunGard Bi -Tech, to come to the County for two days of demonstrations. The purpose of the demonstrations was to provide an overview_ of their software's capabilities and to show how their software would perform different county tasks. The GFOA Research Center developed a script to be used by each vendor. This script had to be followed by each vendor and would provide the Advisory Committee the ability to compare how each vendor's software would handle daily tasks. After the two-day demonstrations, held in September and October 2001, the Advisory Committee recommended to the Executive Steering Committee that Munis be selected as the software vendor. Munis provided a preliminary contract that was reviewed by the GFOA Research Center and by county staff. Many changes were made to the contract. In addition, staff went to two different governments that were using Munis; Munis came to the county for another day of discovery in November 2001, and based upon some concerns with functionality of the software, Munis came to the county for two more days of demonstration in January 2002. Staff has completed the review of the attached agreement and believes that it best meets the needs of the County. Munis has agreed to many things that are quite favorable for the County. Some of those are: 1) Unlimited users - The industry standard is to license by user. 2) Maximum price on services — There is a dollar cap on the amount of services that the County will pay to achieve full implementation of the enterprise financial system. 3) Payments based on milestones — The County will make payments based on milestones being achieved instead of services delivered 4) Phased payments for the software — The County will pay for the software in phases as the software is implemented. The industry standard is to pay for all software upon delivery. 5) Discount for maintenance — The County will get a 50% discount on the first year of maintenance. In the last few years, governmental e-commerce has gained popularity and become a priority area for improving services to residents and visitors. E-commerce functionality was not an original requirement outlined in the RFP for an enterpnse financial system. Monis currently offers a separate module for e-commerce that will be fully integrated into this system. This system will allow for online transactions, such as online payment of utility bills. Staff plans to execute a change order to this contract to provide an e-commerce module. We are recommending this approach, so that staff can fully define the functionality requirements for this module. Software license fees for this product are currently about $25,000. MAY 21, 2002 -61- �1 0 •