HomeMy WebLinkAboutItem 4.5 BusinessLicenseRegSoftwarePurchase (2)
CITY CLERK
File # Dl~l5J[{i}~[Q]
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: (January 6,1998)
SUBJECT:
Business License Registration Software Purchase
(Report Prepared By. Paul Rankin, Assistant City Manager)
I. Financial Comparison of Proposals Received
2. Excerpt from HDL Proposal
3. Resolution Approving Contract for Purchase of Business
License Software
~doPt the report and the attached resolution
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FINANCIAL STATEMENT: The total cost for Fiscal Year 1997~98 is not expected to exceed
$1 1,000. This cost is included as part of the Central Data Processing System Upgrade project in the
Fiscal Year 1997-98 Capital Project Budget.
EXHIBITS ATTACHED:
RECOMMENDATION:
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DESCRIPTION: Staff recently issued a Request for Proposals for Business License Registration
software to five companies providing Windows based software, as authorized by the City Council at the
September 16, 1997 Council meeting. This Request for Proposals was necessitated by the fact that the
City's current business license system will not be able to handle dates into the year 2000 and beyond. In
addition, the City is migrating various programs from the IBM Minicomputer to a PC Network Server
Two companies responded to the City's Request for Proposals. These companies were HDL Companies
(HDL) and Micro Arizala Systems, Inc. (MAS).
Staff has reviewed the proposals, as well as had each vendor conduct product demonstrations. Each of the
proposed products was evaluated in terms of: first year cost; on-going cost; ease of use/functional
operation; and references.
Financial ComDarison ofProl!:rams - First Year Costs
Detailed in Exhibit 1 is a comparison of the first year costs for the two programs, as provided in the two
vendor proposals received by the City The Fiscal Year 1997/98 budget includes $14,000 for this phase of
the Central Data Processing Project. The total cost for the HDL Package is estimated at $10,935, and the
cost associated with Implementing MAS is estimated at $14,844.
As part of the conversion process for both software packages, Staff has made an arrangement with
Business Records Corporation (BRC) , the current business license vendor, to convert the data on the
City's current business licensc system at an additional cost of$750. This is a requirement of both vendors
prior to mcorporatmg the data for use on their busmess license registration systems. The current vendor
(BRC) does not offer a business license system which will run on a PC Network. The conversion process
should minimize the cost and time associated with entering all current data into the new system.
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COPIES TO:
Nancy Hicks, HDL Companies
ITEM NO. 4.5
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The base system price for HDL has been increased to provide custom modifications to the system. This
includes: (1) the ability to restrict access to confidential alarm information that will be entered as part of
the registration process; (2) to allow additional information to be entered and printed as part of the mailing
address for a business license; and (3) programming to streamline the entry of street addresses by allowing
the user to enter shortcuts for major business streets in the City (for example, db for Dublin Boulevard). .
The costs provided by MAS for implementing the current data base and travel/arrfare costs are estimates
only. The City will be billed on a time and materials basis for the conversion project and on actual costs
incurred by the vendor for travel and airfare.
As shown, the initial first year cost for the HDL system is approximately $3,909 less than the MAS
system. The MAS product is a new version of the business license system for Micro Arizala Systems.
Therefore, some of the costs needed to be estimated. In addition, the City of Dublin currently has a ruix
of PC workstations which will access the Business License programs. Some of the workstations are 486
machines, using a Windows 3 11 operating system, and others are Pentium workstations with Windows
95 operating systems. The HDL product can operate on all of the City standard workstations. The MAS
product requires a Windows 95 operating system. This results in the need to upgrade approximately eight
workstations if MAS was the selected vendor. The cost associated with these hardware upgrades is
estimated at approximately $3,200. Based upon the initial first year cost, the HDL system is the preferred
solution.
SubseQuent Years SUllnort Costs
Annual support costs in subsequent years varied for the packages noted above; $879 for MAS and $3,300
for HDL. The pricing is based upon two users with full access to the system. The price for HDL is .'
adjusted on an annual basis for the change in the Consumer Price index. Both include annual software
updates and toll free customer phone support.
There is a difference in the methods used by the two companies for on-going support. HDL charges an
annual license fee based upon the number of users which have full access. Two workstations will need
this level of access (one primary and one back-up). There is not any additional charge by HDL for the
ability to have an unlimited number of workstations to look at the data, run reports, and query the system.
I-IDL also includes the following as part of their annual support: a.) twelve hours of annual on site
support, including training and assistance with the redesign of the City's business license application,
renewal and certificate forms as necessary; and b.) Addiuonal support hours are available outside of
normal business hours. Neither of these options were available from MAS.
Staffwill conduct an evaluation in the future of the need to continue to pay for support on an annual basis,
or just for training on an as needed basis. However, it will be important to maintain this support for at
least the next few years as the program has been in the marketplace for less than two years, and significant
enhancements will continue to be made to the program that the City will want to continue to receive as
part of its annual support contract.
Functional Operation
As part of the review process a committee was formed with representatives from several departments
involved in the approval process, including Planning, Building, Public Works, Police Services and .
Administrative Services. In reviewing the two software packages the committee considered the functional
needs of all of the City's departments, as well as how the software could be used to provide enhanced
cl}Stomer service. The review also included an on-site visit to Pleasanton whose staff uses the business
license registration software from HDL.
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Both systems are able to handle dates into the year 2000 and beyond. The Finance Department staff has
checked the references for both corporations (including the cities of Pleasanton and Livermore for HDL).
Favorable references were received from cities in Califoruia that are currently using the HDL business
license program.
The City was unable to conduct an on sitc visit or reference contact for the software from MAS, as no
City in Califoruia is currently using its business license registration software (it is a brand new product
that will be released by the company in the near future). However, cities which use other MAS Financial
Software indicated they had favorable experience WIth the company.
Both products offered similar levels of basic functionality, but there were several notable features
exclusively offered in the HDL software package, including the following:
I. The ability to easily create user defined reports that can be downloaded into a Microsoft Word or
Excel file. MAS currently can download data into a text file, but it is not in a format that can
easily be loaded into a spreadsheet or word processor document.
2. The ability to easily create the annual report of active business license records as required by the
Franchise Tax Board (this is a feature that MAS indicated would be offered in a future release).
The State requires the City to file this report in an electronic format on an annual basis.
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As part of their first year costs, HDL will set up the following items for the City.
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a. Assist the City with the redesign of their busllless license application, renewal and
certificate forms for use with their business license software package.
b. Create tables for Business Types, Standard Industry Classification Codcs (SIC codes) and
Department Approvals for use with the program (all of which would have to be created
from scratch by Staff on the MAS software).
c. ModifY the software to track specific information needed by the City for the approval of a
license and for property management.
4 The business license program will access non-confidential sales tax and property tax information
for a business when using the business license program. The City is currcntly a HDL client and
has both a Property Tax and Sales Tax database produced by the firm. Linking similar
information between these databases can expedite data entry as well as serve as a cross refercnce.
5 There are sixteen users in California of the HDL business license systcm, including Pleasanton and
Livermore. In contrast the system offered by MAS is still in a testing / pre release version and is
not currently in use by any City in California.
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Overall, Staff preferred the features offered and ease of use of HDL' s business license program over the
one offered by MAS. Staff also indicated that although thc annual support costs for HDL were somewhat
higher than MAS, that this was offset by the higher rust year costs of MAS and the additional staff time
that would be spent implementing the MAS software. Also, being one of the first installations of the
MAS software has the possibility that programming errors may occur, which may have not been
previously detected.
Proposed Al!"reement
Attached to Exhibit 3 (Resolution) is the Agreement for HDL's business license program and related.
services as discussed in this report. This includes the obligations of HDL in performing the agreed upon
services, a timeline for the implementation of the new software (Staff anticipates it will be completed by
April 1998) and information regarding annual support costs.
Review ofthe City's Business License Procedures
Staff will be reviewing existing fees for report formats under the new system, which may require an
amendment to the City's fee schedule. For example HDL can produce reports which can be saved to a
floppy disk. Staff will also consider this as well as other recommendations which would provide for a
more efficient administration of the City's business license program. These will be presented for City
Council consideration at a future meeting.
Recommendation
Based upon the review and evaluation of the products available, Staffrecornmends that the City Council
adopt the Resolution (Exhibit 3) awarding the purchase of the Business License System to HDL.
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FINANCIAL COMPARISON OF PROPOSALS RECEIVED
HDL MAS
.- Base Software Price Included in Proposal $9,000 $6,394
Plus Adjustments Detailed Below:
Incorporation of up to 4,000 records from Included in $2,000 estimate
BRC System to new business license system base bid price
Conversion of existing customer database to PC $750 $750
readable format (to be provided by BRC)
Modification to allow for limited access to $135 Not available III
confidential alarm information used by Police software
Modification to add a third mailing address line $550 Included in
base bid price
Modification to streamline the entry of $500 estimate Included in
street names base bid price
e Reportwriter to create user defIned reports on Included in
business license data. base bid price $1,500
HARDWARE COSTS
Costs to upgrade eight workstations to run on Not Required- $3,200 estimate
Windows 95 Runs on
Windows 3.1
TRANSPORT AnON
Travel and airfare costs Included in
base bid price $1,000 estimate
Total Proposed Price $10,935 $14,844
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Revenue Managcment for Lo(~1 G"uvernmimt
Hinderliter, de Llamas & Associates
IJdL Coren & Cone
HdL sortware,.
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OClober 20, 1997
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City of Dublin
Attention: Fred Marsh, Finance Manager
100 Civic Plaza - Finance Dept. - Second Floor
Dublin, California 94568
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Dear Fred:
In responsc to your solicitation due October 23, 1997, enclosed are one original and four
copies of our finn's proposal to provide business license services for the City of Dublin.
This proposal is valid through April 30,,1998.
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HdL can provide the City with a business license system that will aliow the City to
process aU licensing and related activities, print renewals and licenses. The system will
provide the tools to aid in license enforcement and auditing which should increase license
revenues. It will also provide management information about the business community
This Windows system is integrated with HdL's sales lax and property tax software and
runs standalone or in a network configuration. It provides a link between businesses
generating taxable sales, property values and the business community, including
employment numbers.
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The combined experience of the HdL team members serving the City of Dublin
represents decades of experience in every aspect of city government: finance,
management, auditing, economic development and lcgislative consulting. Each staff
member has experience with bpth the private and public sectors.
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I will be the Cjty of Dublin's contact person regarding questions related to this submittal.
Our address and phone number are shown on this letter. We would appreciate the
opportunity to review our service with you in more detail and demonstrate our capacity to
provide the ~cope of service that you are requesting. The City of Dublin is currently
contracting with The HdL Companies for sales lax and property tax services and we look
forward to the opportunity to provide this additional service.
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HDLPROPOSALEXCERPT
EXHIBIT 2
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Proposal for Business License System
City of Dublin
SUMMARY OF SERVICES
The HdL Companies were founded in 1983 by Bob Hinderliter and have grown into a
total revenue management firm currently serving over 208 clients with a wide range of
services. The HdL Companies bring an experienced team that represents decades of
experience in every aspect of city government: finance, management, auditing, econoruic
development and legislative advocacy. Our staff is trained in tax law, tax administration
and auditing techniques. Our proprietary computer programs are the most advanced in
the state and enhance our reporting and auditing capabilities as well as those of our
clients.
HdL proposes to provide the City with a fully functional business license system that will
allow the City to manage its business license operation, including the processing of new
and renewing licenses, the enforcement of license ordinances and the assurance rhat
businesses are located with the proper zone. HdL's system provides electronic audits of
other data bases to assist the City in monitoring business licenses to identify unlicensed
businesses, under-licensed businesses and unde.r-reponing businesses. The system
generates licenses, reports, renewals and the information required by the Franchise Tax
Board. HdL also provides ongoing analysIs and management support. The business
license tax data set can be accessed directly through the business license system and IS
linked to HdL's sal.ts tax and property tax data sets as well as a telephone directory. If
the City becomes a client for HilL's new mapping system, the busmess license system
will also be linked to the maps.
The HdL Companies
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Proposal for Business License System
City of Dublin
A.
BUSINESS LICENSE SYSTEM
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Description of HdL's Business License Software.
HdL's business license tax software program for auditing and managing
business licenses was developed by using five cities as beta sites. The
cities are Azusa, Baldwin Park, Livermore, Pleasanton and Taft.
This program will be integrated with HdL's sales tax and property tax data
sets; the City of Dublin is currently a client for those services. It is
designed to tun in a stand-alone or network environment. Business license
data can also be accessed through HdL's mapping and revenue interface
software if the City becomes a client for- those services.
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After installation on the City's computer, either stand-alone or on a
network, the program is ready for the City to use in the processing and
tracking of business licenses. The objectives of the program are as
follows:
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a.
Audit and enforcement
The business license software will allow the City of Dublin to
enforce its business license ordinance, providing the tool to assist
the City in making sure that every person/organization doing
business in the City is licensed. It will also provide a system that
will assist the City in assuring that businesses are operating within
proper zones and that they have received the appropriate approvals
and permits to operate. Approvals are frequently required from
fire, police and health deparunents and in certain instance from
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state agencies.
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Proposal for Business License Syslem
City of Dublin
On an ongoing basis, the program will assist the City in identifying
unlicensed businesses, including home occupatIOns, non-profit
companies that own "for profit" businesses and businesses within a
business.
b.
Maintenance and processing
The software will allow the City to maintain and track all types of
licensing functions, including annual licenses and those which may
be issued on a daily, monthly, quarterly or semi-annual basis. It
allows the pro-ration of new licenses and calculates the penalties
for delinquent license fees. It will process licenses for businesses
based on any number of factors including gross receipts, number of
employees, number of coin-operated devices, and number of
vehicles.
Because it is a "table driven" system, it can
accommodate the unique rate structures of individual cities. The
City of Dublin charges a flat license fee of $50.00 per year, but will
be able to use the system to gather informatIOn about the
businesses including but not limited to the number of employees,
vehicles and units (such as hotel rooms)_
The software will allow easy data entry of the information
contained in business license applications. Based on business type
and rate tables, it will calculate fees and print licenses. The
program will track unrenewed licenses and prmt renewal notices at
the end of the license period which contam computer generated fee
calculation instructions based on business type. Delinquent nollCes
will be generated, including the calculation of late fees and
penalties. The program will create a journal entry for entenng
payments mto the City's accounting records.
The HdL Companies
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Proposalfor Business License System
City of Dublin
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The program will maintain business license history for active and
closed businesses. The amount of history to be stored will be
detennined by the City and is dependent on the available free space
on the City's computer. It contains data fields for other needed
business information such as emergency contact, name of alarm
company or security service used by the business, SIC codes, and
number of rooms or building capacity.
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City users will be able to query the data set in a variety of ways: by
license number, business name, owner name, address, telephone
number, vehicle license number and key word. Ad hoc queries are
friendly and easy to use. The City will be able to track licenses by
business types and by City determined geographic areas.
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The program provides for user defined levels of security and
confidentiality .
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A variety of reports are available, in standard format and on an ad
hoc basis, including reports by business name, address, and type,
and mailing labels.
c.
Management Information
The business license system will provide a wealth of information to
the City including such items as the daytime population of the
City, the location of hazardous materials, and the current business
mix which can assist many departments of the City with economic
development, traffic circulation and crime analysIs. The same geo
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codes used for sales tax and property tax can be used for business
licenses.
d.
Compliance with mandated Franchise Tax reporting requirements
Cities are required by Section 19556 of the Revenue and Taxation
Code to furuish specific information about businesses to the
Franchise Tax Board on an annual basis. HdL's business license
program will allow the City to comply with this state mandate.
HdL's software will generate the business infonnation in the
format needed to comply with the reporting requirements of the
Franchise Tax Board.
2.
Scope of Services.
Discussion of the software vroeram.
The software program has as its primary objectives:
· Audit and enforcement
. Maintenance and processing of applications and licenses
. Management information
. Compliance with mandated Franchise Tax Board reporting
requirements
Discussion of the task.
The City of Dublin has approximately 2,075 active business IIcenscs
cnrrently with approximately 4,400 total businesses in its data basc. The
City processes about 500 new licenses each year and expects this number
to mcrease in future years as the commercial growth occurs in the eastern
part of the City It is very important from both a financial point of view
The HdL Companies
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Proposalfor Business License System
City of Dublin
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and an economic development point of view to monitor the business
licensing activities in the City. HdL's business license software will allow
City staff to be effective m the tracking of licenses to generate economic
development information and to audit. enforce and collect the business
license revenues due to the City.
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HdL has the technology, methodology and trained staff needed to assist the
City with the business license function. The company proposes to provide
the necessary software and services for the City to manage its license
function and to identify unlicensed businesses or incorrectly licensed
businesses. HdL's services include using its proprietary data sets to cross
check Dublin's business license data and the installation of a business
license data set on the City's network under Windows NT 4.0.
Cities are required by Section 19556 of the Revenue and Taxation Code to
furnish specific information about businesses to the Franchise Tax Board
on an annual basis. HdL's business license software will allow the City to
comply with this state mandate.
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Work plan.
The methodology that HdL intends to follow includes:
Task I
Task II
Task III
Task N
Establishment of City Data Set
Installation of Data Set on City CompUler(s)
Identification of Unlicensed or Incorrectly Licensed Businesses
Software maintenance and customer support
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Propowlfor Business License System
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Task I - Establishment of Citv Data Set
HdL will convert the City's existing business license data to the HdL
business license program files. A series of tables will be constructed In the
program including business types, rate tables and SIC codes. IT the City
files contain historical data, they will also be inserted into the datil set.
Geographical codes will be assigned, consistent with those used in the
sales tax and property tax systems.
Task II - Installation of Data Set In City
The data set will be delivered to the City with the software and up-to-date
business license data for installation on the City's network. Training in
the use of the system will be provided, as will manuals.
Task III - Identification of Unlicensed or Incorrectlv Licensed
Businesses
The business license data set will be verified by the City, usmg HdL
proprietary programs, such as the sales tax and property tax programs, plus
a variety of cross-directories including telephone directories. ThIS
computer analysis will idenllfy unlicensed or incorrectly licensed
businesses and will provide exception lists for the City
Task IV - Software Maintenance and Customer Support
HdL will provide ongoing software upgwdes and updated data from HdL's
propnetary data sets and cross-directories to assist the City in its audit
work. HdL's standard maIntenance and customer support mcludes
telephone support as needed by the City and up to twelve hours of onsite
support annually
The HdL Companies
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Proposal for Business License System
City of Dublin
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Timeline.
Timeline for implementation of the business license software system is
approximately four months from the date of approval of the contract.
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3.
Compensation.
First year fee. HdL proposes an initial first year software license fee of
$9,000. This fee will include the conversion of the City's existing
business license files if the current business license data information can
be provided in standard delimited format on magnetic tape or diskette. If
this is not possible, there may be an additional charge for manually
converting the data. Manual conversion will be done on a time and
material basis. This fee is based on the conversion of 4,400 licenses. If
the City decides to convert current licenses only (2,075 licenses) HdL will
discount the fee by $2,000, making the first year license fee $7,000.
Annual maintenance and customer surmort fee. There is no charge for
the first year maintenance and customer support. The annual maintenance
fee shall begin at the second year and shall be as follows:
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Standalone installation
$ 2,500
One user
or
Network installation $ 2,500
Plus $ 800
Maximum $10,000
For the first user
Each additional user
Users are defined as those who can add, edit, or print. There is .no
additional user fee for "inquiry only" users. Annual maintenance fees
will be increased each year in an amount equal to the mCrease in the most
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recently published Consumer Price Index for the surrounding statistical
metropolitan area all urban customers.
CustomiziflJ! services. The business license software is a "table driven"
system and has been developed to meet almost all of the needs of a City
with regard to the management, processing and reporting of business
licenses. However, should the need occur, HdL is available to provide
customer enhancements to the business license software on a pre~
determined time and materials basis.
SB 90 reimbursement. Certain costs associated with the Business License
Software may be eligible for reimbursement under the provisions of SB
90. HdL will assist the City andJor its consultant in the preparation of the
SB 90 claim. However, the funding provided for this mandate in the State
budget for fiscal year 1997-98 is minimal.
4.
Hardware Requirements.
The business license software IS a Windows application requiring
Microsoft Windows 3 1 or higher.
a) Workstations should be PC compatible 486 Dx2 or Pentium with 8
ME of memory and VGA monitor.
b) File server must have a 486 or Pentium processor. Pentium is
recommended.
c) Recommended printer is HP Ia.<;cr 4 or 5.
d) Network software can be Windows NT or Novell Nerware.
e) The si:>:e of thc data set and program will range from 35 MB to 50 ME
includmg history.
The HdL Companies
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Proposal for Business License System
City of Dublin
HdL recommends that the Ciry acquire the hardware directly (it appears
that the City's existing hardware configuration is adequate), As an option,
HdL can provide hardware at HdL's current cost
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Sample Business License Computer Screens
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The following screen contains basic information about the business at the
top half of the screen and a summary of information about the business on
the lower half of the screen.
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Proposal for Business License System
City of Dublin
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The following screen contains basic information about the business at the
top half of the screen and information about the owners and/or corporate
officers of the business on the lower half of the screen.
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The HdL Companies
Proposal for Business License Sysrem
City of Dublin
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The following screen contains information about the bus mess on the top
portion of the screen and license fee calculation information on the lower
portion of the screen. As you move through the screens, the top portion
remains the same and the lower portion changes to display different sets of
data relating to owner names, license fees, emergency contact information
and department approvals.
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Proposal for Business License System
City of Dublin
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Proposalfor Business License System
City of Dublin
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The following screen contains a "notes" field for the entry of data about a
business which the City may which to record about various conditions and
circumstances not otherwise provided for in the system.
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h.rdwll~ 1001s. appliances and home furnishings. Their gross receipts.
amtinue to gruw e:ath yearl This ~~U company gentnltea ,grc:at revenue
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Proposal for Business License Srslem
City of Dublin
The following screen contains an "audit log" field for keeping track of ail
data entry transactions and is maintained by the system for each business
license. The log records changes. payments, adjustments, and other events
such as when renewals were sent and when licenses were Issued. The log
can not be edited by anyone and as a result proVIdes an audit trail of events
and the injtials of the users responsible.
rhe HdL Cumpanies
17
RESOLUTION NO. - 98
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
..********************
AWARDING PURCHASE OF
BUSINESS LICENSE REGISTRATION SOFTWARE
TOHDLCOMPANIES
WHEREAS, the City recently issued a Request for Proposal for Business License Registration
Software to five companies providing Windows based software, as authorized by the City Council at the
September 16, 1997 Council meeting; and
WHEREAS, the City Council authorized a waiver of the competitive bid procedures due to the
technical nature of the product; and
WHEREAS, Two companies responded with proposals for systems to the City's Request for
Proposals; and
WHEREAS, Staff reviewed the proposals and recommended that the proposal received from HDL
Companies best meets the requirements of the City for a business license registration package; and
WHEREAS, the proposed agreement with HDL Companies is attached as Exhibit A and by
reference made a part hereof.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
authorize the City Manager to execute the Agreement with HDL Companies Inc. in an amount not to
exceed Ten Thousand One Hundred Eighty Five Dollars and Zero Cents ($10,18500).
PASSED, APPROVED AND ADOPTED this 6th day of January, 1998.
AYES:
NOES.
ABSENT.
ABSTAIN.
ATTEST
Mayor
City Clerk
G:\ACCTRFPlRESOA WRD.DOC
EXHIBIT 3
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Agreement for Business License Services
Cily of Dublin
AGREEMENT FOR BUSINESS LICENSE SERVICES
This agreement is made and entered into as of the day of January, 1998,
by and between the CITY OF DUBLIN, a municipal corporation, hereinafter referred to as City,
and HdL SOFTWARE, LLC, a California corporation, hereinafter referred to as HdL.
A. BUSINESS LICENSE SOFTWARE.
HdL shall provide the City with an easy to operate, menu driven Business License
Software System which inc1udcs the following capabilities:
I Maintenance and processing_
a. The software will store, print and process all business license records, including
annual licenses and those which may be issued on a daily, monthly, quarterly or
semi-annual basis. It wi)) process licenses for businesses based on any number of
City deterruined factors including, but not limited to, gross receipts, number of
employees, coin-operated devices, and number of vehlcJes.
b. The software will allow easy data entry of the information contained in business
license applications_ Based on business type and rate tables, it will calculate fees
and print liccnses. It will track unrenewed licenses and print renewal notices at
the end of the license period, which contain specific calculation instructions based
on business type and rate type. Delinquent notices will be generated, which
inclnde the calculation of late fees and penalties. The system wj]J generate a
journal entry for entermg business license payments into the accounting records.
c. The software provides a tracking system to insure that businesses have received
the appropriate approvals and perruits from various city departments.
Agreementfor Busin€ss License Services
Ciry of Dublin
d. The software contains data fields for the entry of other business related .
information such as emergency contact name and address, alarm company or
patrol company information, SIC codes, and room or building capacity.
e. The system will maintain business license history for active and closed businesses
including prior fees, receipts and business characteristics. The amount of history
to be stored will be determined by the City and is dependent on the available free
space on the City's computer.
f. Users will be able to make inquiry into the data set in a variety of ways, by license
number, business name. owner name, address, telephone number. vehicle license
number and key word.
2. Audit features. The business license software has the ability to cross check against
other data sets available through HdL, such as sales tax and property tax and -_
telephone directories. HdL intends to add other data sets such as membership
directories of state organizations. This will assist the City in detecting unlicensed
businesses. These additional features will be added as developed at no additional
cost.
3 Reports. A variety of reports are available, in standard format and on an ad hoc basis,
including, but not liruited to, reports by business name, address. or type, mailing
labels and the mandated reports to the Franchise Tax Board on magnetic media. The
system will also permit the export/import of data for use on laptop computers by field
inspectors. The software will allow the generation of a variety of management
reports, for example by geographic area, SIC code and/or amount of business license
revenue paid.
.
.-,
Agreement for Business Licenses Services
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F;\WIN\K.A 'YU!.l.-DOC5\CONIRAC'I\BUSUOOU81.1N,DOC
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Agreement lor Business License Senices
Ciry of Dublin
4. Security. The system allows for user defined levels of security and confidentiality
through the use of passwords.
5 Ongoing software upgrades are provided as part of the annual maintenance fee.
B. MANAGEMENT SUPPORT
HdL is available to assist the City in evaluating current policies and procedures to
enhance the audit, collection and enforcement of the City's business license taxes. HdL
will assist the City with the development of application, renewal, license and delinquent
letter forms to be used with the software.
c.
CONVERSION AND IMPLEMENTATION
1 HdL will convert the City's existing business license data to HdL program files. HdL
will build the tables for the City (rate tables, business type tables, SIC code tables,
etc.) (If rates or business types change in the future, or new ones are created, the
tables are maintainable by the City.)
The City agrees to provide current BRC business license data information in ASCn
format with a file layout. If this is not possible, there may be an additional charge for
manually converting thc data. The work will be done on a time and material basis in
consultation with the City
2. The new data set created during this process will be verified and audited for
inconsistencies between existing data and the rate tables and business type tables
using HdL's computerized systcms. Audit exceptions will be provided to the City for
follow up.
3. The new data set and software will be installed on the City's designated standalone
computer or computcr network. If the City uses HdL sales and property tax programs,
these programs will be integrated with the business license system at no additional
Agreement for Business Licen.ses Services
Page # 3
F:'WJN\KAY\BLDOC!ilCQNTRACI\BU5L1G.\DUBUN.DOC
Agut!mentfor Bu.siness License Sen'ices
City of Dublin
cost. If the City is not a client for HdL sales and property tax programs, there will be
a charge to link to another vendor's data set or for HdL to supply the data.
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4. Training will be provided for the business license staff at the time of installation. A
four hour training session will be provided as well as a special training session for
other departments. Trained HdL staff will be available for any follow up needed
either by telephone or in person as part of our ongoing maintenance and support.
5. HdL will provide three user manuals in color and the City will have rights to
reproduce additional manuals.
6. Timeline for implementation of the business license software system is approximately
four (4) months from the date of approval of the contract. HdL will provide a detailed
implementation plan with estimated completion dates for the following stages:
a) data conversion
-
b) forms design
c) traiuing
d) installation and going "live"
D HARDWARE REQUIREMENTS
The business license software will be installed on hardware supplied by the City. The
HdL business license software is a Windows application requiring Microsoft Windows
3 I or higher.
I A PC compatible 486DX2 or Pentium system is required, with 8 ME of memory and
a VOA monitor. The amount of free space required on the hard drive is dependent on
the number of Iiccnses and the extent of the history maintained, but will range
typically from 35MB to 50MB.
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Agreementfor Business License Sen'ices
City of Dublin
2. In a network environment, the file server must be a 486 or Pentium. Pentium is
preferred. The software will operate with all currently existing network software
including Windows NT and Novell Netware.
3. The software is designed to work with a basic laser printer or higher An HP4, BPS
or comparable is recommended.
E. ACCEPf ANCE OF TIIE SOFIW ARE
The scheduled date of acceptance of the software by the City is the when all data has been
converted, all tables have been built, and licenses, renewals and reports can be generated.
The acceptance date will become the anniversary date of the Agreement. Acceptance will
be by the Administrative Services Director, deterruined solely by the City and based
solelv on the items set forth in thIS contract, the proposal dated October 20, 1997 and
HdL's letter of November 24, 1997
F
SOFIW ARE MAlNTENANCE AND CUSTOMER SUPPORT
HdL will provide ongoing software upgrades and updated data from HelL's proprietary
data sets and cross-directories to assist the City in its audit work. HdL's standard
maintenance and customer support includes telephone support as needed by the City and
up to twelve hours of onsite support annually
The first year maintenam;c and support is provided at nO cost. There is an annual
maintenance fee beginning the second year See Paragraph I "Compensation" for the fee
schedule.
G.
CUSTOMIZA TION
The business license software is a "table driven" system and has been developed to meet
almost all of the needs of a City with regard to the management, processing and reporting
of business licenses. However, should the need occur, HdL is available to provide
custom enhancements on a timc and material basis. No work shall be performed by HelL
Agreement for Business Licenses Services
Page # S
}'")IWIN\K.A Y\BLDOCll."\COWTRACI\BUSlJaDOlILIN.DOC
Agreement for Business License Services
City of Dublin
without the pnor approval of the City See Paragraph I "Compensation" for the fee tit
schedule.
I. The following items will be custoruized at no additional cost to the City:
a) the Court Information screen will be modified to allow property management
name, address. phone number and contact. Five other fields will be renamed per
the City's definition.
b) the additional fields on the Department Approval screen will be renamed per the
City's definition.
c) twelve reports will be created, working with City staff and will be on the standard
report menu.
2. In addition, the following features have been requested by the City:
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A, .., . ....feati#'~\ViYl.J~ proVIde feafuie,
REQPE~'Jj:p~'J!;ATtJRE{(. .. avaiIablidIl.~:;~i(~pe~(I..Il1.;
... "prosU'llll1,iD6dificatiolf
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1. The ability to enter a "street code" as a
shortcut for a street name for the majOr
"business" streets III the City (there are
approximately 10 major streets).
July, 1998
N/A
2. The ability to select from a table of "Note
Type" codes.
$540.00
3. The ability to print a report sorted by
department that lists all licenses with
approvals outstanding.
July, 1998
N/A
4 The ability for the program to
automatically convert the status of a
license from "pending" to "current" once
all of the approvals have been entered.
July, 1998
N/A
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Agreement for Business Licenses Services
Page # 6
F:\'WIN\KA Y\BLDOCS\CON'IRAC'I\BI,lSLICIDlfBLIN.DOC
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Agreement for Business License Servlces
City of Dublin
H.
1.
SOFIW ARE LICENSE
1. License. HdL hereby provides a license to the City to use HdL's Business License
Software. The softwaTe shall only be used by the City. The City shall not sublet,
duplicate, or modify said software. The software shall be returned to HdL at the time
the license expires, which is the last day of the last year for which thc annual
maintenance fee has been paid by the City to HdL. The license granted hereunder
shall not imply ownership by City of said software, rights of the City to sell said
software, or rights to use said software for the benefits of others. This license is not
transferable.
2. Citv data. HdL acknowledges that the business license data is the property of the
City. At the temtination of this Agreement, the business license data will be available
to the City in machine readable format.
3. Proprietary information. As used herein, the term "proprietary information" means
any information which relates to HdL's computer or data processing programs; data
processing applications, routines, subroutines, techniques or systems, or business
processes. City shall hold in confidence and shall not disclose to any other party any
HdL proprietary information in connection with this Agreement or otherwise learned
or obtained by the City in connection with this Agreement. The obligations imposed
by this Paragraph shall survive any expiration or termination of this Agreement. The
tcrrns of this section shall not apply to any information which is public information.
COMPENSATION
Software license fee. The one time software licensc fee shall be $9,135 which is
based on converting approximately 4,400 business licenses. This cost includes the
modification to restrict ac~ess to the "Alarm Informallon" screen. 50% of this
amoullt shall he due alld payable within thirty days of the effective date of this
Agreement for Business Licenses Seryit::es
Page # 7
F:'iWIN\K.AY\BLOOCS\CQNTRAt.."T\B.LlSLTC\DUBUN.DOC
Agreementfor BU:!iilless Liceme Services
City of Dublin
Agreement and the remaining 50% within thirty days of the date of acceptance of the e
software by the City as set forth in Paragraph E.
I. Annual maintenance and customer support fee. There is no charge for the first year
maintenance and customer support. The annual maintenance fee shall begin at the
second year (which includes software upgrades and support to your staff) and shall be
as follows:
Plus
$ 2,500
$ 800
for the I st user
each additional user
Network:
The City has indicated it wishes to license two users. Users are defined as those who
have full access to the system. There is no charge for those who have inquiry or
printing rights only.
The fee will be increased each year in an amount equal to the increase in the most
recently published Consumer Price Index for the surrounding statistical metropolitan
area, all urban consumers. There wiJI be no increase the first two (2) years. The
maintenance fee wiJI be invoiced each year by HdL and shall be due and payable
within thirty days of the date of the invoice.
.
3 Customizing services. The business license software is a "table driven" system and
has been developed to meet almost all of the needs of a City with regard to the
management, processing and reporting of business licenses. However, should the
need occur, HdL is available to provide custom enhancements to the business license
software on a pre-detennined time and materials basis. No work shall be performed
without prior written approval of the City. Fees for these services are as follows:
Principal
Principal programmer
Associate
$ 135 per hour
135 per hour
85 per hour
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Agreement for Business Licenses Services
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4.greementfur Business License Seh'ices
City oj Dublin
Associate programmer
Secretarial/Administrative
85 per hour
35 per hour
4. SB 90 reimbursement. Certain costs associated with the Business License Software
may be eligible for reimbursement under the provisions of SB 90. HdL will assist the
City and/or its consultant in preparation of the SB 90 claim.
K. TERMINATION
L.
M.
This Agreement may terminate each year upon written notice thirty days (30) days prior
to the anniversary date of the Agreement. Upon termination, the software license shall
expire and the software shall be returned to Bdl.
INDEPENDENT CONTRACTOR
HdL shall perform the services hereunder as an independent contractor. No agent,
representative or employee of HdL shall be considered a<; an employee of the City
NON-ASSIGNMENT
This Agreement is not assignable either in whole or in part by HdL or the City without
the written consent of the other party
N. GOVERNlliG LAW
o
The laws of the State of California shall govern the rights, obligations, duties and
liabilities of the parties to this Agreement and shall also govern the interpretation of this
Agreement.
INDEMNIFICATION
HdL shall inderrmify and hold harmless City and its officers, officials and employees
from any liability for damage or claims for personal injury, including death, a<; well as
frorn claims for breach of confidentiality or property damage, including attorney fees,
which may arise out of the performance of the work described herein, caused in whole or
Agreement fOT Business Licenfits SeJ\lices
Page # 9
F:\WJN\K.A Y\BWOCs\'cONTKAC'I\BUSLlC\I)t;BUN.DOC
Agreement/or Busintss License Services
Cit)' of Dublin
,.
in part by any negligent act or omission of HdL, its officers, agents and employees under
this Agreement. City shall indemnify and hold harmless HdL, its officers, agents and
employees, from any liability for damage or claims for personal injury, including death,
as well as from claims for breach of confidentiality or property damage which may arise
from City's negligent acts, errors or oruissions under this Agreement. City agrees to and
shall defend HdL and its officers, agents and employees from any suits or actions at law
or in equity for damage caused, or alleged to have been caused, by reason of any of the
aforesaid negligent acts, errors or omissions.
P.
NOTICE
All notices required by this Agreement shall be given to the City and to HdL in writing,
by personal delivery or first class mail postage prepaid, addressed as follows:
City
CITY OF DUBLIN
100 Civic Plaza
POBox 2340
Dublin, CA 94568
HdL HdL SOFIW ARE, LLC
1340 Valley Vista Drive, Suite 200
Diamond Bar, California 91765
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the
date first above written by their respective officers duly authorized in that behalf.
CITY
HdL.
CITY OF DUBLIN
HdLSOF11NARE,LLC
APPROVED AS TO FORM.
City Clerk
City Attorney
Agreement for Business Licenses Services
Page # 10
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