HomeMy WebLinkAbout1994-078
RESOLUTION NO.
94-78
1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT BY AND BETWEEN RON TURLEY ASSOCIATES INC.
D THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN BERNARDINO.
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3 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
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execute on behalf of said City an Agreement by and between Ron
SECTION 1.
is hereby authorized and directed to
The Mayor
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urley Associates Inc. and the City of San Bernardino on behalf of
he Public Services Department, a copy of which is attached hereto,
arked Exhibit "1" and incorporated herein by reference as fully as
hough set forth at length.
SECTION 2. The authorization to execute the above referenced
11 agreement is rescinded if the parties to the agreement fail to
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execute
it
passage
of
this
within
ninety
(90)
days
of
the
resolution.
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I HEREBY CERTIFY that the foregoing resolution was duly adopted
15 by the Mayor and Common Council of the City of San Bernardino at a
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1994, by the following vote, to wit:
regular
4th
day of April
meeting thereof, held on the
18 Council Members:
Abstain
Aves
Navs
Absent
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21
x
EGRETE
x
x
ERNANDEZ
22 OBERHELMAN
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x
x
DEVLIN
24 POPE-LUDLAM
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28
x
x
MILLER
'/)C:kcL Cc
, City
, .I.
i....--.- /i..___
Clerk
March 17, 1994
1
94
78
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING TH
EXECUTION OF AN AGREEMENT BY AND BETWEEN RON TURLEY ASSOCIATES INC.
AND THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN BERNARDINO.
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The foregoing resolution is hereby approved this ~ day 0
~O"-\\ , 1994. (
" A
?.?):? L I~x~
TOM MINOR, Mayor
city of San Bernardino
Approved as to form and
legal content:
James F. Penman,
City Attorney
BY~~
March 17, 1994
2
~
.
94-78
c..,Q...\C IV,,,-,--
EXHIBIT "1"
AGREEMENT FOR PROFESSIONAL CONTRACTUAL SERVICES
day of
This AGREEMENT
~J
,
("CITY")
15J4.-
is made and entered into this
, 1994, by and between the CITY OF SAN
BERNARDINO
and RON TURLEY ASSOCIATES INC.,
an Arizona
corporation, hereinafter referred to as "CONTRACTOR."
THE PARTIES AGREE AS FOLLOWS:
1. SCOPE OF SERVICES:
CONTRACTOR shall perform an assessment of a proposal for
a Fleet Management System for the PUBLIC SERVICES DEPARTMENT as
specified in the proposal dated August 12, 1993, a copy of which is
attached hereto as Exhibit "2" and incorporated as though set forth
in full.
Scope of services that shall be provided by the
CONTRACTOR includes but is not limited to:
A) Each item on Exhibit "2" marked "A" (available)
B) All reports listed in Exhibit "2"
C) All items listed on Exhibit "2" (Investment Summary)
2. TERMS
This Agreement shall commence upon execution of this
contract by both parties, and shall remain in full force and effect
for a period of 90 days unless terminated sooner as provided
herein. The City Administrator or designee is authorized to extend
this Agreement for up to 60 additional days and approve adjustments
Page 1 of 11
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to the Agreement's program budget as long as either of such
amendments are upon the same terms and conditions as specified
herein, and as long as such adjustments are within the city
Administrator's contracting authority.
3. CONTRACTOR RESPONSIBILITIES:
The CONTRACTOR may reasonably rely upon the accuracy of
data provided through the CITY or its agents without independent
evaluation. CONTRACTOR shall complete the work program described
in Exhibit "2". CONTRACTOR commits the principal personnel listed
below to the project for its duration:
CONTRACTOR:
Larry Turley
President
Ron Turley Associates Inc.
and his staff.
4. REPLACEMENT OF NAMED PERSONNEL:
It has been determined that the individuals named in this
Agreement are necessary for the successful performance of this
Agreement. No diversion or replacement of these individuals shall
be made by CONTRACTOR without written consent of the city
Administrator or designee, provided that CITY may ratify, in
writing, within ten (10) days of diversion or replacement and such
ratification shall constitute the consent of CITY required by this
clause.
If CITY fails to respond to CONTRACTOR within ten (10)
days of notification by CONTRACTOR, said personnel diversion or
replacement shall be deemed approved.
5. CHANGES/EXTRA SERVICES:
A. Performance of the work specified in the proposal is
made an obligation of CONTRACTOR under this Agreement, subject
Page 2 of 11
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,
94 78
to any changes made subsequently upon mutual agreement of the
parties. All such changes shall be incorporated by written
amendments to this Agreement and include any increase or
decrease in the amount of compensation due CONTRACTOR for the
change in scope. Any change which has not been so
incorporated shall not be binding on either party.
B. No extra services shall be rendered by CONTRACTOR
under this Agreement unless such extra services are
authorized, in writing, by the city Administrator or designee
prior to performance of such work. Authorized extra services
shall be invoiced based on prior approval by the city
Administrator or designee.
C. Any extra services which cause the total cost of
CONTRACTOR's services to exceed twenty-seven thousand seven
hundred eighty-five dollars ($27,785) must be approved by the
Mayor and Common Council of the CITY.
6. USE OF CITY COMPUTERS:
CONTRACTOR shall comply with MANAGEMENT INFORMATION
SYSTEMS DEPARTMENT (M.I.S.) policies and procedures and for access
and use of CITY computers.
7. MAINTENANCE SUPPORT:
Support to be provided by CONTRACTOR per support
agreement, specified in Exhibit "2".
8. COMPENSATION:
A. During the term of this Agreement, CITY shall pay
CONTRACTOR, the fixed, not-to-exceed fees described in the
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investment summary on Page 14 of Exhibit "2".
said
compensation
shall
be
considered
full
and
complete
reimbursement for all of CONTRACTOR's costs associated with
the services provided hereunder. The maximum compensation for
services, including all CONTRACTOR's costs, under the terms of
this Agreement, shall not exceed twenty-seven thousand seven
hundred eighty-five dollars ($27,785.00).
The following
payment schedule incorporates the final payment be made after
sign-off by the Fleet Manager.
PAYMENT SCHEDULE
- within 30 Days of
Execution of Contract
25%
$ 6,946.25
- Upon Successful Completion 50%
of Software Installation
$ 13,892.50
- Upon final sign-off by
Fleet Manager
25%
$ 6,946.25
B. Said compensation shall not be altered unless there
is significant alteration in the scope, complexity or
character of the work to be performed. Any such significant
alteration shall be agreed upon, in writing, by the City
Administrator
and
CONTRACTOR
before
commencement
of
performance of such significant alteration by CONTRACTOR.
Any adjustment of the total cost of services will
only be permitted when the CONTRACTOR establishes and city
Administrator has agreed, in writing, that there has been, or
is to be, a significant change in:
1) Scope, complexity, or character of the services to
be performed;
Page 4 of 11
,
94 78
2) Conditions under which the work is required to be
performed; and/or,
3) Duration of work, if the change from the time period
specified in the Agreement for Completion of the work
warrants such adjustment. Any such adjustment which
causes the total cost of CONTRACTOR's services to exceed
twenty-seven thousand seven hundred eighty-five dollars
($27,785) must be approved by the Mayor and Common
Council.
9. PAYMENT:
A. The billings for all services rendered pursuant to
this Agreement shall be submitted by CONTRACTOR to the city
Administrator or designee, based on Item 6, Compensation,
above, and in the manner and form as prescribed by the city
Administrator. Deliverables as specified in Exhibit "2" shall
be completed prior to each payment and prior to final payment.
B. Should litigation be necessary to enforce any term
or provision of this Agreement, or to collect any portion of
the amount payable under this Agreement, all litigation and
collection expenses, witness fees and court costs, and
attorney's fees shall be paid to the prevailing party.
10. RIGHT TO AUDIT:
The CITY or any of its duly authorized representatives
shall have access to any books, documents, paper and records of the
CONTRACTOR and/or its subcontractors which are pertinent to the
specific program hereunder for the purpose of making an audit, an
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examination, excerpts and transcriptions. All books, records and
supporting detail shall be retained for a period of five (5) years
after the expiration of this Agreement, or any extension thereof,
or for any longer period of time as required by law.
11. COMPLIANCE WITH CIVIL RIGHTS LAWS:
CONTRACTOR or any subcontractor of CONTRACTOR shall not
discriminate in its recruiting, hiring, promotion, demotion or
termination practices on the basis of race, religious creed, color,
national origin, ancestry, sex, age or physical handicap in the
performance of this Agreement and shall comply with the provisions
of the state Fair Employment Practices Act as set forth in Part 4.5
of the Division 2 of the California Labor Code, the Federal civil
Rights Act of 1964, as set forth in Public law 88-352, and all
amendments thereto; Executive Order 11246; and, all administrative
rules and regulations issued pursuant to such acts and order.
12. TERMINATION OF AGREEMENT:
A. This agreement may be terminated by either party
upon thirty (30) days' written notice in the event of
substantial failure of the other party to perform in
accordance with the terms of this Agreement. Each party shall
have twenty (20) days following date of such notice within
which to correct the substantial failure giving rise to such
notice. In the event of termination of this Agreement, CITY
shall within thirty (30) days pay CONTRACTOR for all fees,
charges and services performed in accordance with the terms
and schedule in Exhibit "2" by CONTRACTOR. CONTRACTOR hereby
Page 6 of 11
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94 78
covenants and agrees that upon termination of this Agreement
for any reason, CONTRACTOR will preserve and make immediately
available to CITY, or its designated representatives, notes,
data, correspondence, or records related to work paid for by
the CITY and required for its timely completion, and to fully
cooperate with CITY so that the work to be accomplished under
this Agreement may continue within thirty (30) days of
termination. Any subsequent use of such incomplete documents
shall be at the sole risk of the CITY and the CITY agrees to
hold harmless and indemnify CONTRACTOR from any claims,
losses, costs, including attorney's fees, and liability
arising out of such use. CONTRACTOR shall be compensated for
such services in accordance with Exhibit "B."
B. This Agreement may be terminated for the convenience
of the CITY upon thirty (30) days' written notice to
CONTRACTOR. Upon such notice, CONTRACTOR shall provide work
product to CITY, and CITY shall compensate CONTRACTOR for
deliverables completed to date.
C. Following the effective date of termination of this
Agreement pursuant to this section, the Agreement shall
continue until all obligations arising from such termination
are satisfied.
13. CONTINGENCIES:
In the event that, due to causes beyond the control of
and without the fault or negligence of CONTRACTOR, CONTRACTOR fails
to meet any of its obligations under this Agreement, and such
Page 7 of 11
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or '~R
:~'1.: I...
failure shall not constitute a default in performance, and the CITY
may grant to CONTRACTOR such extensions of time and make other
arrangements or additions, excepting any increase in payment, as
may be reasonable under the circumstances.
Increases in payment
shall be made only under the "changes" provision of this Agreement.
CONTRACTOR shall notify CITY within three (3) calendar days, in
writing, when it becomes aware of any event or circumstance for
which it claims or may claim an extension.
14. INDEPENDENT CONTRACTOR:
CONTRACTOR shall act as an independent contractor in the
performance of the services provided for under this Agreement.
CONTRACTOR shall furnish such services in its own manner and in no
respect shall it be considered an agent or employee of the CITY.
15. ASSIGNMENT OR SUBCONTRACTING:
Any attempt by CONTRACTOR to assign or subcontract any
performance of this Agreement to any other subcontractor without
the written consent of the CITY shall be null and void and shall
constitute a breach of this Agreement.
The subcontract shall
contain all provisions of this contract.
16. NOTICES:
All official notices relative to this Agreement shall be
in writing and addressed by certified mail or receipt acknowledged
hand delivery to the following representatives of CONTRACTOR and
the CITY:
Page 8 of 11
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CONTRACTOR
CITY
Larry Turley
President
Ron Turley Associates Inc.
1 West Deer Valley Road suite 305
Phoenix, AZ 85027
Ms. Shauna Clark
City Administrator
City of San Bernardino
300 North "D" Street
San Bernardino, CA
92408
17. SEVERABILITY AND VALIDITY:
In the event that any provision herein contained is held
to be invalid, void, or illegal by any court of competent
jurisdiction, the same shall be deemed severable from the remainder
of this Agreement and shall in no way affect, impair, or invalidate
any other provision contained herein. If any such provision shall
be deemed invalid due to its scope or breadth, such provision shall
be deemed valid to the extent of the scope or breadth permitted by
law.
18. INDEMNITY:
CONTRACTOR shall indemnify, defend and hold harmless CITY
from and against any and all claims, demands, suits, actions,
proceedings, judgments, losses, damages, injuries, penalties,
costs, expenses (including attorney's fees) and liabilities, of,
by, or with respect to third parties, which arise from CONTRACTOR's
negligence in performance of services or from any Worker's
Compensation Claims of any employees, agents, or subconsultants of
CONTRACTOR for services performed under this Agreement. CONTRACTOR
shall not be responsible for, and CITY shall indemnify, defend and
hold harmless CONTRACTOR from and against, any and all claims,
demands, suits, actions, proceedings, judgments, losses, damages,
injuries, penalties, costs, expenses (including attorney's fees)
Page 9 of 11
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and liabilities of, by, or with respect to third parties, which
arise solely from the CITY's negligence. with respect to any and
all claims, demands, suits, actions, proceeding, judgments, losses,
damages, injuries, penalties, costs, expenses (including attorney's
fees) and liabilities of, by, or with respect to third parties,
which arise from the joint or concurrent negligence or Workers'
Compensation claims of CONTRACTOR and CITY, each party shall assume
responsibility in proportion to the degree of its respective fault.
19. LIABILITY/INSURANCE:
A. CONTRACTOR's liability insurance for injury or
damage to persons or property arising out of work for which
legal liability may be found to rest upon CONTRACTOR other
than for professional errors and omissions, shall be
comprehensive general liability with combined single limit of
not less than $1,000,000 per occurrence. This is a minimum
level of insurance only, and shall not be construed as
limiting CONTRACTOR's liability in any way. For any damage on
account of any error, omission, or other professional
negligence, CONTRACTOR's insurance shall be limited in a sum
not to exceed $50,000 or CONTRACTOR's fee, whichever is
greater.
B. CONTRACTOR shall provide evidence of insurance in
the form of a policy of insurance, in which the City of San
Bernardino is named as an additional insured to the extent of
the coverage required by this Agreement.
Page 10 of 11
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20. ENTIRE AGREEMENT:
This Agreement represents the entire and integrated
agreement between the parties hereto and supersedes all prior and
contemporaneous negotiations, representations, understanding and
agreements, whether written or oral, with respect to the subject
matter thereof.
This Agreement may be amended only by written
instrument signed by both parties.
IN WITNESS WHEREOF, the parties hereto have caused this
Agreement to be executed on the date written above by their duly
authorized officers on their behalf.
~.I\"U " \ d h '{\())J
Date S~gned
CI,TY OF SAN~NARDINO
~/ "-
By: /6JrJ ~
~om Minor, Mayor
RON
B
B
ATTEST:
~MA~ ciOJJo
C~~d:/;u}W;dLnaJ/ ~
Approved as to , / U)
form and legal content:
JAMES F. PENMAN,
Ci~~ey. ~
By. ~
,
Page 11 of 11
lJuly '12, 1993
EXHIBIT "2"
Page 1 of 13
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C I T Y 0 F SAN B ERN A R DIN 0
REO U EST FOR
PRO P 0 S A L
GAR AGE S 0 F T WAR E PRO G RAM
NOTICE: "SPECIAL INSTRUCTIONS TO THE PROVIDER"
services:
Provider shall complete right hand column indicating brief
reasoning for exceptions to requirements when not acceptable.
state "Acceptable" if requirements are agreeable as set forth on
the left hand column.
Equipment:
Provider shall complete right hand column indicating specific size
and/or make and model of all components when not exactly as
specified. state "As Specified" if item is exactly as set forth in
the left hand column.
BACKGROUND:
The city of San Bernardino has identif ied the
need for a comprehensive Fleet Management
Software program that will accommodate its fleet
size of at least 750 vehicles, equipment, and
the fuel system that supports them.
This RFP is the first stage in establishing a
list of possible programs and hardware
arrangements for review by designated city
employees. The site for installation is the
ci ty of San Bernardino garage administration
offices, garage, parts area, and/or City Hall.
The current GasBoy, two (2) card fuel system is
20 years old and affords no means of eliminating
wrong or outlandish mileage readings.
The system supplied therefore, must be "user
friendly". Current staff members are to be able
to be trained in the systems operation with
minimal amount of time and effort. The program
should have uniformity in hyphenation,
capitalization, decimalization, date coding, and
other data entry features. On line help is a
definite asset in assisting a new user. (We are
familiar with our current Fleet Maintenance
programs.) The proposed program must be
currently in use and an operationally proven
program. All equipment proposed to run the
system from the Fleet office site must be
.
July 12, ,1993,
9Ll 78
identified and fixed prices quoted for all
equipment.
The city of San Bernardino systems environment
currently consists of a DECNET network of mini
computers serving approximately 350 end users.
It is almost 100\ a DEC environment. Fleet
Management is on a DEC system 5500 Ultrix
machine running Unidata as an interface 0/5
allowing PICK software to run. Ultrix is DEC's
version of UNIX. Users have DEC VT420
terminals.
Users have access to WordPerfect, Lotus, and E-
mail via DEC's All-In-1 S/W package.
The city's first preference is to purchase Fleet
S/W capable of residing on the Unidata/Ultrix
mini so all current H/W would be utilized and
difficultx in interfacing with existing s/W such
as financials would be minimized.
~cond preference would be
environment that can interface
with the Unidata/ULTRIX mini.
a micro (PC)
and communicate
We are requesting proposals to run on this
system if possible. As an alternate operating
platform, we will consider a Personal Computer
System (PC). Due to the higher level of
technological involvement of another C.P.U. and
our staffing requirements, systems other than
the Vax system or a P.C. Lan system will not be
considered.
PROPOSAL REQUIREMENTS
A. General
1.
Each proposal submitted for
examination must be submitted no later
than 8-15-93. Proposals must also
include the most up-to-date equipment
and pr09rams available from the
supplier including an indexed and
illustrated instruction manual.
proposals submitted should include a
copy of six (6) sample reports.
Local references including: agency or
company name, phone number, contact
person, and length of program usage
are also required.
2.
3.
Page 2 of 13
Ron Turley's Fleet
Management System can oper,
on this hardware/operating
system environment.
Ron Turley's software can
also accomodate this
platform.
We can also run on a PC
network.
Manual enclosed
See Exhibit "A"
See Exhibit "B"
.
July 12, .1993,
94 78
Page 3 of 13
The vendor is to list exceptions to
any and all requirements according to
the page number, section and sub-
section, with an explanation.
All proposals are to be "turn-key"
systems; all phases are to be
completed by the vendor.
B. Hardware Requirements
4.
5.
See Exhibit "c"
RTA does not sell hardware
but can operate on your
existing equipment.
1. The system must operate full within n/a
the City of San Bernardino.
2. The hardware should have growth n/ a
capabilities (i.e. additional work
stations or terminals and storage
media) .
3. MUlti-processing capability (ability n/a
to access several programs, such as
Lotus 1,2,3, WordPerfect, or
"electronic messages simultaneously
without serious problems to other
users). The vendor is to supply above
programs or interface with our
programs.
4. The hardware must be new (not used) n/ a
and be of a standard used by
governmental agencies.
5. All hardware must have sufficient n/?
memory space to account for the above
mentioned fleet size and the storage
of needed information to accommodate
that fleet size.
6. Vendors are required to supply a n/ a
complete hardware specification check
list.
7. If the proposed system is Personal n/ a
Computer based, the following
equipment configuration is necessary:
a.
b.
c.
d.
Four (4) work stations are not to
be equipped with floppy drives
and must boot from the hard
drive.
Three (3) work stations are to
have 3.5" and 5.25" floppy
drives.
All hardware must have power save
and/or restart capability.
proposer's are encouraged to use
as much of the city's current
equipment as possible. The city
inventory includes: four (4)
printers, two (2) panasonic KXP
1180, one (1) KXP 1654, one (1)
UO"~'~~~ n~~~~~~ T~r~~ To~ TTTn
n/a
n/a
n/a
n/a
July 12, ,1993,
94 78
e.
f.
g.
h.
Page 4 ot 13
and eight (8) Dec terminals,
Model VT 420.
The network system should be
capable of sustaining up to ten
(10) user terminals in total.
A remote modem should be included
for access by the supporting
company. (A dedicated phone line
is currently in place.)
Miscellaneous cable, hardware,
and wiring should be included to
complete the package of hardware.
Hardware warranty is to include
any available "extended warranty"
as an option.
8. Hardware Installation
a.
b.
C. Training
c.
The software provider is to act
as the primary contractor for the
hardware installation.
The prime contractor is to
install all equipment on the
server and all work stations,
including the network operating
system, if needed. The prime
contractor shall also check the
operating system and all
equipment needed and make ready
for use upon delivery.
Set-up of equipment at the
designated facility will include
placement of cable as well as
cable ends and appropriate
connectors.
on-site training for netware and
hardware use should be provided
at the time of operational
readiness with the balance to be
done prior to the authorization
of final payment.
d.
1. Training should include but not be
limited to the following areas:
a.
Hardware operation - 2 hours,
6 people
System utilization - 8 hours,
8 people
Application procedures 12
hours, 8 people
Trouble shooting - 2 hours,
4 people
b.
c.
d.
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
A - See Exhibit "D"
A - See Exhibit "D"
A - See Exhibit "D"
.
July 12, ,1993,
Page 5 of 13
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2.
Local on-site classes are required for
all training. Training agenda to be
included.
See Exhibit "D"
D. Maintenance
3.
Vendors are to provide a copy of their
standard maintenance agreement.
Maintenance costs of both hardware and
software are to include a five (5)
year cost projection by the year.
Response time for both on-site and
dial-in time is to be identified and
guaranteed with a maximum of four (4)
hours to arrive on site and a maximum
of one (1) hour dial-in response.
See Exhibit "E"
1.
2 .
See Exhibit "E" - Software
only
See Exhibit "E"
E. Software Functions
1. Major Functions and Reports
a. Vehicle/Equipment Master
( Inventory File
1) Unit ID - up to six (6) 1 ) A
digits 2)
2) Year A
3) Make 3 ) A
4) Model 4) A
5) Description 5) A
6) Department/Division - Five 6) 4 Digits only
(5) digits and optional test 7 )
7) License Number A
8) weight (front, rear, gross) 8 ) A
9) Purchase price 9) A
10) Depreciation Schedule 10) A
11) Vendor 11 ) A - User Defined Fiel
12) Purchase Date 12) A
13) Serial Number/VIN Number 13 ) A
14) Fuel Type 14) A
15) Fuel Tank Capacity 15 ) A
16) Date in service 16) A
17) Date Out of service 17 ) A - User Defined Fiel
18) starting Mileage 18 ) A - User Defined Fiel
19) Ending Mileage 19) A - User Defined Fiel
20) projected Life 20) A
21) PM schedule-Multiple 21 ) A
( Schedules 22)
22) statutory Requirements A
23) Warranty Coding 23) A
24) Sold To 24 ) A - User Defined Fiel
b. Vehicle/Equipment Inventory
Listing
Ju"ly 12, 1993
91\ 78
Page 6 of 13
c.
d.
e.
1) By vehicle number
2) By class
3) By VIN number
4) By department/division
5) By license
Vehicle/Equipment
Analysis
Utilization
1) By vehicle
2) Exception listings
3) By model/description
4) By class with printed
description
Vehicle/Equipment
Record
Maintenance
1)
Repair Orders
- Parts issued and cost
- Labor hours and cost
- Repair codes
Unscheduled Orders
- Road calls
- Unscheduled
- Emergency
2)
Vehicle/Equipment
Maintenance (PM)
Report
Preventive
Scheduling
1)
2)
3)
4)
5)
Repair code and description
Last maintenance date or
mileage
Next scheduled maintenance
date or mileage
Forecast PM schedule-
variable increments
Three (3) statuary PM
inspections
f. Ability to Schedule PM Based on
User Defined criteria
(
g.
1)
2)
Miles/Hours
Period
Vehicle Registration Records with
Ability to:
1)
Enter information at Fleet
Office
h. Equipment Report
1 ) A
2 ) A - Report Writer
3 ) A - Report Writer
A
5 ) A - Report Writer
See Exhibit "CO for
explanation of utlization
analysis
1) A
2) A
3) A - Report Writer
4) A - Report Writer
1) A
2) A
1) A
2) A
3) A
4) A
5) A
1) A
2) A
1) A
July 12, 1993
9'"
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78
Page 7 of 13
1)
2)
3)
4)
5)
By vehicle number
By department/division
By model and year
By class and description
By license renewal date
i.
Ability to Inquire by Vehicle
Number
2. Vehicle/Equipment Operating Expense
Analysis
a. Vehicle/Equipment Expense Detail
1)
2)
3)
4)
Vehicle number
Class
Date
Monthly charges
- Description
- Amount
- Labor
- Materials
Outside repairs
purchases
and
b.
Vehicle/Equipment Cost History
Report
1)
2)
3)
4)
5)
Item/class average
Cost per mile
Fuel and oil consumption
Depreciation
Insurance
c.
Excessive operating Cost Report
d. Exception Reports
Maintenance and costs
exceeding pre-established
standards (user defined)
3. Fleet Management Reporting
1)
a.
Repair Analysis Report by Major
and Minor Codes (User Defined)
b. Fuel and oil Usage Reports
1)
2)
3)
MPG for last fuel ticket
MPG fc= life of vehicle
MPG for user defined period
c.
Defective Equipment Report
1) A
2) A
3) A - Report Writer
4) A - Report Writer
5) A - Report Writer
i) A
1) A
2) A - Report Writer
3) A
4) A
b. See Exhibit DC"
1)" A - Report Writer
2) A
3) Operating & Cost Per M:
4) Fixed Cost Report
5) Fixed Cost Report
c) A
1) A
a) A
1) A - Report Writer
'2) A
3) A
c) See Exhibit DC"
July 12, 1993, Page 8 of 13
94 78
d. Department Chargeback Report
1)
2)
Ability to bill by
department/division using
labor rate, parts charges,
and fuel costs
Ability to bill overhead or
administrative fees
e.
Depreciation Report
f. Departmental Mileage Report
1)
2)
Weekly
Monthly
g. Analysis of Maintenance
1)
2)
3)
Scheduled
Unscheduled
Average cost per mile for
life of vehicle
h.
Vehicle Replacement Tracking
1)
2)
3)
Report
Update ability
Ability to change formula by
vehicle or class
i. Exception Reports
j.
k.
1.
1)
2)
3)
Based on cost
PM required if greater than
period and/or miles
Fuel exception
Ability to Generate a Fleet
Expense Report
Ability to Generate a Deadline
Vehicle Report Indicating
Vehicles in the Shop Waiting for
Repair More Than a Specified Time
Period (User Defined)
Last Scheduled and Unscheduled
Maintenance
m. Reporting by FOllowing:
1)
2)
Monthly (over 1 month)
Annually (over 12 months)
1) A
2) A
e) A - Fixed Cost Report
1) Report Writer
2) A
1) A - Report Writer
2) A - Report Writer
3) A
h) See Exhibit "C"
1) not available
2) Not available
3) not available
1) A
2) A
3) A
j) A
k) A - See Exhibit "c"
1) A
1) A
2) A
.
July 12, 1993
9[\
78
Page !! or 1J
Ability to Monitor Contracted
Outside Shop Work, e.g., for
Transmissions and Engine Rebuilds
n.
Ability to Report Cost Accounting
Information within One (1) Week
of Month End
o.
p.
Down Time Reporting-Actual Time
4. Parts Inventory and Control
a. Parts Master File
(
1)
2)
3)
4)
5)
6)
7)
8)
Part number
Part description
Part cost
Vendor information
Reorder quantity
Part classification
Cross reference (at least
two)
Location
Inventory or Parts by Part Number
Part Usage by Period
b.
c.
d. Inventory Tracking of Parts on
Order
1)
2)
3)
4)
5)
Movement history
Economic order quantities
(EOQ)
Reorder points
Lead time
Back orders
e. Out of stock Parts
f.
Ability to Handle Ordering,
Receiving, and Issuing Parts
Within Inventory and on One (1)
Screen
g. Vendor Detail
l,
h.
1.
1)
2)
3)
Vendor record
Vendor history
P.O. activity and status
Value of Inventory with Listings
Generation of Purchase Orders
n) A - See Exhibit "CO
0) A
p) See Exhibit "Cn
1) A
2) A
3) A
4) A
5) A
6) A
7) A
8) A
b) A
c) A
1) A
2) Not Available
3) A
4) A
5) A
f) A
1) A
2) A
3) A
h) A
i) A
.
July 12, ,1993 Page 10 of 13
91l 78
j .
j) A
Ability to Assign Repair Code to
Part Issued
5. Work Scheduling and Measuring
a.
Employee Detail File
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
Employee name and number
Title/grade
Job classification
Labor rates
Shift detail
Regular work hours
social security number
Skill levels
Drivers license number
Hire date
b. Work Order Master File
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
c.
d.
Work order number
Vehicle/equipment number
Vehicle/Equipment class
Repair class
Repair type
Make
Model
Equipment priority
Estimated job time
Due in date
Repair cause
start/end times
Ability to Enter and Print Each
Work Order Prior to completion
Ability to Input Mileage On Each
Work Order
e. Mechanics Performance
f.
Individual performance
1)
Mechanics Summary Report
g. Labor Breakdown
l
a) See Exhibit "C"
1) A
2) Not Available
3) Not Available
4) A
5) No~ Available
6) Not Available
7) Not Available
8) Not Available
9) Not Available
10)Not Available
1) A
2) A
3) A
4) A
5) A
6) A
7) A
8) A
9) 'A
10) See Exhibit "C"
11) A
12) A
c) A
d) A
e) A
1) A
f) A
1)
2)
Productivity by shop and 1) A
skill level
Ability to assign repair 2) A
code
h. Ability to Use Calculated Labor h) A
Rate Rather Than Fixed Rate
July 12, 1993 Page 11 ot 13
94 78
i. Work Order status/Analysis
j.
1)
2)
3)
Activity summary
Work order by repair type
Work order by class and
cause
History of Maintenance by Class
Report
k. Shift Schedule
1.
m.
Shop Activity Summary
Skills Inventory Listing
7. Other considerations
a.
'J
b.
c.
(
The system should be
interface with the
Business System.
able to
existing
d.
system should operate on Business
system or Personal Computer Lan
and all modules must integrate.
The system should be able to
provide a flexible report
generator or similar easy means
of producing queries, adhoc
reports and report templates.
Vendor shall provide for the
transfer of current fleet data
into the new database as part of
the RFP.
e.
Ability to provide support during
normal West Coast business hours:
f.
*Hardware
*Software
*system operations
Ability to Demonstrate System
Through Local References
Fuel Dispensing and Reports:
g.
1)
The city currently owns a
GasBoy two (2) card system
and wishes to alleviate the
use of cards or keys.
1) A
2) A
3) A - Report Writer
j) A - Report Writer
1) A - Report Writer
m) See Exhibit "e"
a) See Exhibit "e"
b) A
c) A
d) See Exhibit DC"
e) A
N/A
A
A
A
1) A
,July 12, ,1993
9 r,
":'
78
"
h.
(
2)
3)
4)
The provider is to be able
to act as the prime in
incorporating a replacement
fuel dispensing and
reporting system, which will
interface with the proposed
Fleet Software. Provider is
to supply a list of fuel
systems that are known to be
compatible with the
recommended software.
The fuel system proposed
should not allow inaccurate
mileage to be recorded or be
of the non-intervention
type.
The interface for the fuel
system can reside in an
ASCII file on a Personal
computer and be loaded into
the software program.
The Availability
Following:
of
The
1)
2)
3)
4)
Upgrades - How often? Do you
install ?
User groups - How often? In
southern California?
Bar coding - Available now?
What cost?
Tire Management
page 12 ot 13
2) Gasboy
Tech 21
Petrovend
3) A
4) A
1-2 times per year. User
installs
1 time per year in Phoeni~
Yes, $625 for a barcode
reader
Included in base system
, July 12, 1993
Page 13 of 13
9 I'; ~;\ '2
. "-'- ~ '-
;r!/cvt,wQ t: ~ j)
MANUEL P. MORENO, JR.,
DIRECTOR OF PUBLIC SERVICES
DATED
~~~~J
MICHAEL ITELG RG,
FLEET MANAGER
(
7-18.-1'0
DATED
(
.
MAR-17-94 THU 10:52
91
r'" "
94 78
INVESTMENT SUMMARY
Quoted Software:
Base System....(700 Vehicles)
*Vehicles *Fueling *w ork Orders *Tires *Parts
Multi-User
Multi-User Report Writer (DEe 5500)
Electronic Fuel Interface
2 Days Installation Consulting
3 Day Training Class - On Site
Travel Expenses
Total Cost:
PAYMENT SCHEDJJL,E
- Within 30 days of Contract
execution
25%
- Upon Successful Completion
of Software Installation
50%
- Upon final sign-off by Fleet
Manager.
25%
P..02
$ 8,495.00
$ 1,395.00
$11,000.00
$ 1,495.00
$ 800.00
$ 3,600.00
$ 1,000.00
-----
-----
$27,785.00
$ 6,946.25
$ 13,892.50
$ 6,946.25
J ~ '-_.. ~
"9A~ 7'''-'-'''
.., ,~
- "'"'-- '-'
t.-. _ '._'.1
RON TURLEY ASSOCIATES INC.
1 WEST DEER VALLEY ROAD, SUITE 305
PHOENIX, ARIZONA 85027
(602) 581.2447
February 21, 1994
Mr. Mike Eitelgeorge
City of San Bernardino
182'5. Sierra Way
San Bernardino, CA 92408
Mike,
Per our discussion today, please accept this letter as verification that the
items marked "A" on Ron Turley's August 12, 1993 response to the City of San
Bernardino's Request for Proposal for a Fleet Management System are included in
the quoted software. Responses that were referenced to an Exhibit are also
included as explained.
If I can be of any further assistance, please do not hesitate to contact me.
Sincerely,
t9n~
Donna Borrowdale
Marketing Director
DLB/wp
(
(
94 78
Exhibit "A"
STANDARD RT A REPORTS LIST
Including tM keyt:trok.. tned to get to tMm from the main menu.
VEHICLE REPORTS
Printer/Screen
Vehicle Cross Reference Report
1-1-4-1 Print VEHICLE to Cross Reference Rpt
1-1-4-2 Print CROSS REFERENCE to Vehicle Rpt
PM reports
1-2-1 PM report by Fleet
1-2-2 PM report by vehicle number
History reports
1-3-1 History by sub-fleet
1-3-2 History by vehicle
1-3-3 Display fixed cost by vehicle
1-3-4-1 Fixed cost data by vehicle
1-3-4-2 Vehicle masters by vehicle
1-3-4-3 Vehicle masters by fleet
Cost per unit reports
1-4-1 Cost reports by fleet
Cost reports by Make/year
1-4-2-1 Vehicles from one make-year
1-4-2-2 All vehicle makes for one year
1-4-2-3 All vehicle years one make
1-4-2-4 All vehicles in year-make order
1-4-3-1 Print/Display a range or vehicles
1-4-4 Print Operating cost report
Period and Lifetime Reports
1-5-1 Range of vehicles by sub-fleet
1-5-2 Range of vehicles by vehicle
1-5-3 Displays period and lifetime data
Fleet cost reports
1-7 -2 Fleet cost report
1-7 -3 Fleet cost report
P
P
PIS
PIS
PIS
PIS
S
P
P
P
P
P
P
P
P
PIS
P
P
P
S
P
P
94 70
(1
( FUEL REPORTS
Fueling transactions
2-2-1 Open fuel transaction listing
2-2-2 Open fuel transaction by vehicle
2-2-6 Print closed transactions
Pump and tank processes
2-3-3 Display pump/tank variances
2-3-4 Fuel variance reports
Fuel tax reports
2-5-1 State reports for fleet
2-5-2 State reports by vehicle
2-5-4 Vehicle by state figures
WORK ORDER REPORTS
(
Work order information
3-2-2-1 Print Work Orders or Template WOs
3-2-2-2 Print/Display WO scheduling sheet
3-2-2-3 Print Repair Code Detail Report
3-4-'-' Print a Range of Work Orders
3-4-'-2 Print part/labor usage for vehicles
3-4-'-3 Print WOs for customers by date range
3-4-1-4 Print WO Parts/Usage Report
3-4-2 Print accountant report by trans date
3-4-3 Print accountant report by date
3-4-7 Display Repair Order
Mechanic reports
3-7 -3-1-1 Productivity for current week
3-7 -3-'-2 Productivity for current month
3-7 -3-1-3 Productivity for last month
3-7 -4 Mechanic indirect labor
3-7 -3-3-1 Hours paid this week
3-7 -3-3-2 Hours paid this month
3-7 -3-3-3 Hours paid last month
3-7 -3-4 Shop labor recap report
3-7 -3-5 Paid vs Indirect Report
Paperless Shop reports
3-9-3 Mechanic accountability Report
3-9-8 Mechanic labor recap report by mechanic number
p
p
p
S
p
p
p
p
PIS
P
P
P
P
P
P
P
P
S
P
P
P
P
P
P
P
PIS
P
P
P
9.11 78
~ TIRE REPORTS
4-2-1-1 Display tires by vehicle range
4-2-1-2 Display tires by tire range
4-2-1-3 Tire report by vehicle range
4-2-2 Tire replacement projection reports
4-2-1-4 Tire report by tire range
4-2-3-1 Print manufacturer cost report
Tire cost reports
4-2-3-1 Manufacturer cost report
4-2-3-2 Capper cost report
4-2-4 Tire scrap report
Tire history
4-2-6-1 Tire history report
4-2-6-2 Tire transaction report
4-2-6-3 Vehicle tire history report
4-2-6-4 Tire mount/dismount report
S
S
P
P
P
P
P
P
P
P
P
P
P
(
PART REPORTS
Part Inventory
5-1-2 Print parts distribution by bin
5-1-3-1 Print inventory balance report
5-1-3-2 Display inventory balance report
5-1-4 Print a range of partkits
Purchase orders
5-2-3 Purchase order summary
5-2-4 Print a range of purchase orders
5-2-7-1 PO's received
Requisitions and adjustments
5-3-1-1 Display parts on requisition
5-3-1-2 Print parts on requisition
5-3-2 Display requisitions
5-3-3 Display parts adjustments
5-3-4 Print Inventory Adjustment Report
Parts Tagging
5-5-4 Print tags on file
5-5-5 Print bin labels by Bin Number
5-5-6 Print bin labels by Part Number
Parts list
P
P
P
P
PIS
P
PIS
P
P
S
S
P
P
P
P
94 78
~
5-4-1-1 Parts list by part number
5-4-1-2 Parts list by fit code range
5-4-1-3 Parts list by X-ref number
5-4-1-4 Parts list by vendor
5-4-1-5 Non-stock part by part number
5-4-1-6 Parts list by bin number
5-4-1-7 Parts on order by part number
5-4-1-8 Parts list by part name
Print vendor list
5-4-2-3 Vendor lists
Parts usage reports
5-4-3-1 low parts use for "X" number of periods
5-4-3-2 low use parts for last "X" number of periods only
5-4-3-3 General parts use report
Warranty reports
5-8-1 Print/Display warranty records
5-8-2 Component history reports
5-8-3 Component transaction reports
(
M
Facilities/Departments
8-2-1-3 Print Facility listing
8-2-2-3 Print a Department listing
Customer processing
8-3-4 Alphabetic customer listing
8-3-5 Numeric customer listing
MOUNTED....EOUIPMENT REPORTS
PIS
PIS
PIS
PIS
PIS
PIS
PIS
PIS
P
P
P
P
PIS
PIS
PIS
P
P
P
P
Mounted Equipment
8-9-5-1 Print a range of equipment by equipment number P
8-9-5-2 Print Mounted equipment by vehicle number P
TOTAL RTA STANDARD REPOflTlI. 106
9 ~~
78
(
Exhibit "B"
CALIFORNIA REFERENCES
A & A Ready Mix Concrete Allan Bay
134 West Redondo Beach Blvd. Phone: 310-515-0933
Installed: 4/8/92
Gardena, CA 90248 #Units: 650 OPS: U-UNIX SCO
City of Banning Tom Harper
176 E. Lincoln Street Phone: 714-922-0461
Installed: 01/01/04
Banning, CA 92220-()()()() #Units: 290 OPS: M-NOYELL
City of National City Jim Dredge
2100 Hoover Ave. Phone: 619-336-4365
Installed: 6/20/91
National City, CA 91950 #Units: 300 OPS: S-DOS
City of Yictorville Laurie McRoberts
14177 McCart Rd. Phone: 619-955-5207
( Installed: 6/01/89
Yictorville, CA 92392-0000 #Units: 380 OPS: S-DOS
Dairy Fresh Ron Kalem
601 S. Rockefeller St. Phone: 714-986-0169
Installed: 11/08/89
Ontario, CA 91761-()()()() #Units:0161 OPS:S-DOS
Daley Corp Beth Lambert
9174 Rehco Road Phone: 619-552-8830
Installed: 6/01/90
San Diego, CA 92121 #Units: 400 OPS: M-NOYELL
East Side Union High School Stan Phillips
830 North Capitol Avenue Phone: 408-272-6436
Installed: 11/13/91
San Jose, CA 95133 #Units: 165 OPS: S-DOS
EI Dorado National Forest Janet Fraser
100 Forni Road Phone: 916-622-5061
Installed: 1/1/90
Placerville, CA 95667 #Units: 600 OPS: S-DOS
94
'" ('
I :
(
Fleming Foods W. Sacramento
3771 Channel Dr.
Truck Shop
W. Sacramento, CA 95691
Bill Werner
Phone: 916-373-4200
Installed: 4/21/92
#Units: 150 OPS: S-DOS
Fredericksen Tank Line
840 Delta Ln.
Tanja Ward
Phone: 916-371-4655
Installed: 7/23/92
#Units: 100 OPS: M-NOYELL
West Sacramento, CA 95691
Gate City Beverage
2505 Steele Street
Herb Bunker
Phone: 714-799-1605
Installed: 11/01/89
#Units: 160 OPS: U-XENIX
San Bernardino, CA 92408
Grayline Tours
350 8th Street
Malcolm Divine
Phone:415-558-7389
Installed:05/01/89
#Units: 120 OPS: M-NOYELL
San Francisco, CA 94103
(
Santa Barbara, CA 93111-000
Bill Kiff
Phone: 805-964-0611
Installed: 6/01/89
#Units: 440 OPS: M-NOYELL
lordano's
550 S. Patterson Ave.
Los Banos Gravel
22101 Sunset Ave.
Dane Emmel
Phone: 209-826-5066
Installed: 01/08/90
#Units: 75 OPS: S-DOS
Los Banos, CA 93635-0000
Marin Sanitary Service
1050 Andersen Drive
Nadine Muller
Phone: 415-456-2601
Installed: 9/18/91
#Units: 150 OPS: M-NOYELL
San Rafael, CA 94901
Riverview Fire Protection Dist
1500 West 4th Street
Armando Vasquez
Phone: 510-757-4860
Installed: 8/28/91
#Units: 40 OPS: M-NOYELL
Antioch, CA 94509
Rockview Dairies Inc.
7011 Stewart & Gray Rd.
Ismeel Barges
Phone:310-927-5511
Installed: 11/11/92
SIC:5141-OO#Units:01150PS:S-DOS
Downy, CA 90241
94 78
(
Saugus Union School District
22211 W. Newhall Ranch Road
George Gilbert
Phone:805-297-8800
Installed: 03/04/91
SIC:8211-03 #Units:0035 OPS:S-DOS
Saugus, CA 91350
Select Foods
22885 Amadore Street
Wayne McClay
Phone: 510-785-1000
Installed: 3/17/92
#Units: 199 OPS: S-DOS
Hayward, CA 94541
('
9A 78
1. a. 6.
1. c.
2. b.
3. c.
c
3. h.
3. k.
3. n.
3. p.
4. d.2
5. a.
Exhi\>it "e"
Exceptions to Requirements
Department/Division field has 4 alphanumic digits. However, one of 20
user defined fields in the vehicle file can be used for the department field
if necessary. I do not understand what is meant by optional test.
RT A has a vehicle utilization feature available. The number of available
service days are established on a monthly basis. The user then enters the
days the vehicle was used between fuel fill ups in our quick fuel entry
program. Utilization percentages are computed and printed on our cost
per unit reports by vehicle, department, make/yr. Other ways of sorting
this information is available using our report writer.
Vehicle/Equipment Cost History Report - This information is not currently
on one composit report but on different reports within the RTA system.
A report with all items listed can be developed using report writer.
Defective Equipment Report - Further explanation from the City of San
Bernardino is needed to answer this question.
Vehicle Replacement Tracking is not a current feature of the RTA system.
It is, however, a potential future enhancement.
The RTA system through report writer can generate a report indicating
vehicles in the shop for more than a specified period. The time stamp,
however, is created when the work order is created. If the vehicle is in
the shop before the work order is created or the work order is created
prior to the vehicle being in the shop the time will be distorted.
The RT A software can monitor work done by outside shops through our
OEM warranty program. The repair date & odometer reader are entered
as well as the months and miles the repair is warrantied. If a work order
is created for the engine or transmission and it is still under warranty the
RT A system will inform the user.
Downtime reporting can be done using report writer. However, the
vehicle down start time begins when the work order is opened and ends
when the work order is closed.
Economic order quanties are not currently available.
Employee Detail File - The RTA system has a mechanic file, with his ID
number, wage, flat rate charged, and name abbreviation. This file also
__I
5. b. 10
7. a.
7. d.
(
'94 . 78
displays his productivity percentages in various categories for the week,
last week, and last month.
Due in dates are available for pm's as the actual due date does appear in
the vehicle file but there is no due date for unscheduled maintenance.
The system should be able to interface with the existing business system.
The RT A Fleet Maintenance Program through the report writer can
extract data and export data into an ASCII format on the disk. The data
can then be imported into the business sytem via an interface.
RTA can transfer data from your existing fleet system in our system. The
cost for this transfer is $500 per file. The parts master is $500, the
vehicle master is $500, repair history is $500, ect.
.
911. 78
(
Training Class Schedule
c
Class Synopsis
User Manual, Quick Reference Guide Usage
General Over View of Main Menu
How to customize RT A. Covers Setup Switches
Vehicle Main Menus
PM Scheduling
Parts Menu Overview
Each Section has a work shop to compliment lecture
Work Order Usage and Reports
Fueling Section
Tire Inventory
Reports Generated By RT A
.
94
78
(
Exhibit "D"
Training Recommendations
The following training is recommended to implement the RT A system successfully.
Installation Consulting
1.
This consulting consists of a 2 day VISit to the City of San
Bernardino. The following is a list of what is covered.
a) System switches - Review systern options with user and set
switches appropriately.
b) Facility/Department Setup - Discuss how the system will be
organized. Train user in entry of facilities and departments.
c)
Mechanic Setup - Train user in entry of mechanic files.
Discuss how labor will be billed to vehicles.
I (
d) VMRS Setup - Discuss repair codes. Discuss level of detail
desired.
e) Vehicle Master File Setup - Train user in entry of vehicle files.
Discuss fields available, including 20 user defined fields, class
codes, rnake & rnodel fields, prn scheduling, etc. Assist in
developrnent of vehicle data entry form and train on vehicle
. ternplates. Train user in entry of OEM warranties.
f) Vendor Master File Setup - Train user in entry of vendor files.
Discuss fields required for entry. Assist in development of data
entry form.
g) Part Master File Setup - Train user in entry of part files.
Discuss fields available. Assist in developrnent of a parts data
entry form. Train user in development of part kits.
h) Fuel Information - Train user in the entry of in-house purnps
and tanks.
,
9 /; r~) (';
~\ i 0
(
i)
Irnplementation Schedule - RT A with Lake County staff will
develop a tentative implernentation schedule. Tentative dates
for the completion of each of the above items and the actual
live date on the system will be determined.
This consulting visit is designed to assist the user in entering data into the RT A
system correctly and with purpose. RT A also has an implementation guide to
assist the user in this process.
Once the user has entered the rnajority of the information into the systern, we
recomrnend scheduling a 2 day Full System Training class.
In this cornprehensive training course you will learn about the entire RT A systern.
This 'includes learning everything from the standard core of the software to the
rnost current features and options. This will include Fueling, Parts, Work Orders,
Vehicles, Tires, Bar Coding, Paperless Shop, End-Of-Period Processing, Trouble-
Shooting and more.
(
This training utilizes a practical approach starting with the basics. Then we rnove
to the more advanced options and capabilities of the system. This course, will lay
the foundation for full implernentation of the RT A system. This class mixes
lecture, discussion and hands-on participation. Attendees will be supplied with all
training rnaterials.
... " .
.
.
Ie
94
7Q
u
EXHIBIT" E"
RTA SUPPORT AGREEMENT
1. During the Agreement Term, (one year unless otherwise set forth) RT A shall
render the following services in support of the Licensed Program subject to the
cornpensation for each type of service in RT A's rate schedule set forth in the RT A
price list (Exhibits A and B).
a. RT A shall maintain a telephone hotline that allows the Custorner to
report system problerns and seek assistance in use of the Licensed
Program. This hotline is available frorn 6:00 AM to 5:00 PM MST,
Monday through Friday. USA 800-279-0549, Canada 800-473-5338
b. RT A shall rnaintain a trained staff capable of renoering the services
set forth in this Agreement.
c.
RT A shall be responsible for using all reasonable diligence in
correcting verifiable and reproducible errors when reported to RT A.
RT A shall, within 1 working day of verifying that such an error is
present, initiate work in a diligent manner toward developrnent of an
error correction. Following completion of the error correction, RT A
shall provide the error correction through a "ternporary fix" consisting
of sufficient programming and/or operating instructions to implement
the error correction, and RT A shall include the error correction in all
subsequent releases of the Licensed Program. RT A shall not be
responsible for correcting errors in any version of the Licensed
Program other than the most recent release of the Licensed Program,
provided that RT A shall continue to support prior releases superseded
by recent releases for a reasonable period sufficient to allow Custorner
to implement the newest release, not to exceed 90 days.
d.
RT A will, frorn tirne to time, issue new releases of the Licensed
Program to its customers generally, containing error corrections,
rninor enhancements, and, in certain instances if RT A so elects, rnajor
enhancements. RT A shall provide the Custorner with one copy of
each new release, without additional charge. RT A shall provide
reasonable assistance to help Customer install and operate each new
release, provided that such assistance, if required to be provided at
Customer's facility, shall be subject to the supplemental charges.
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RT A publishes a quarterly newsletter designed to keep its custorners
generally inforrned about the use and operation of the Licensed
Program, features of new releases and enhancements, and current
additional support and training offerings. The Customer will receive
an annual subscription for the newsletter for the period this agreement
is in force.
f. RT A shall consider and evaluate the development of enhancernents for
the specific use of the Customer and shall respond to the Customer's
requests for additional services pertaining to the Licensed Program
(including, without lirnitation, data conversion and report-formatting
assistance), provided that such assistance, if agreed to be provided,
shall be subject to supplemental charges mutually agreed to by RT A
and its Customer.
2. Term of the Agreernent:
a.
This agreernent will cornrnence on the RT A software purchase date
and will terrninate on the purchase anniversary date each year unless
payment for the succeeding year is received. Each year the Custorner
will be invoiced for the following year of technical support.
b. If a Custorner chooses not to renew the support agreernent, support
services will be provided on a time/materials rate basis.
Agreed to by:
Representative
on
Date
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EXHIBIT "E"
MAINTENANCE COST PROJECTIONS
Based on Ron Turley Associates' current price list the following IS 5 year
projection. These prices are subject to change.
First year rnaintenance
Included in price of systern
Second year on systern
$ 800.00
Third year on system
$ 800.00
Fourth year on system
$ 800.00
Fifth year on systern
$ 800.00
RESPONSE TIME
The RT A Technical Support staff is available from 6:00 a.rn. to 5 p.m. California
tirne in the summer rnonths and from 7:00 to 6:00 p.m. in the winter months. The
average wait time for assistance is approxirnately 30 minutes. We will make every
effort to assist you within the hour time period you specified, but cannot guarantee
it in the event of extenuating circumstances we cannot control.
We have modern support available if it is necessary to see your data first hand.
On-site trouble shooting is not included in our standard rnaintenance agreernent.
The cost for on-site trouble shooting is $400 per day plus related travel expenses.
If it is every necessary for RT A to rnake an on-site trouble shooting visit, we will
make every effort to arrive as expediantly as possible.