HomeMy WebLinkAbout1989-062 ADX Corp. Svc. AgrmtCONTRACTUAL SERVICES AGREEMENT
This agreement is hereby entered into this .3/ day
of July, 1989, by and between the CITY OF ASHLAND, a municipal
corporation of the State of Oregon, hereinafter called "City"
and ADX CORPORATION, hereinafter called "Consultant"
RECITALS
City desires to retain Consultant to write a Utility
Billing computer program which Consultant agrees to do under the
terms set forth herein.
AGREEMENT
1. General. City hereby retains Consultant to write a Utility
Billing computer program in accord with Exhibit "A" consisting
of pages 3 through 14. Consultant agrees to complete the program
in accordance with Exhibit "A", all to the reasonable satisfaction
of City.
2. Completion Dates. Consultant agrees to the following completion
dates:
Data conversion to be completed by November 30, 1989.
Training to be completed by December 31, 1989.
Final Documentation, including source code, to be completed
and delivered by February 28, 1990.
3. Liquidated Damages and Grace Period. A grace period of 60
days is granted to consultant. However, if any of the above completion
dates are not met within a period of 60 days after the above stated
date, then the City shall be entitled to $30.00 per day for each
such breach until the scheduled product or service is completed.
It is acknowledged that such failures on the part of the Consultant
will work an injury to the City and that the damages arising therefrom
cannot be calculated with any degree of certainty.
RE]NALD L. SALTEI~
ATTORNEY AT LAW
94 THIRD STREET
AE~HLAND, IDREI3r-IN cJ?520
4. Compensation. City agrees to pay Consultant at the rate of
$60 per hour for work done by consultant and to reimburse Consultant
for all related expenses. The maximum cost for the project that
Consultant is to complete to be in accord with Exhibit "A" is
not to exceed $33,500. Consultant is to submit statements of
amounts due on a monthly basis and City will pay 75 percent of
the same within 10 days following their receipt. Twenty-five
percent shall be withheld until successful completion of the entire
project. Consultant shall provide written Notice of Completion
to the City of Ashland at the end of the project. The City of
Ashland shall have 30 days from the date of the Notice to identify
material discrepancies between the programs and the bid specifications
and to notify Consultant of the need for corrections. The remaining
unpaid balance shall be remitted in full within ten days of expiration
of the 30 day period or within 10 days of the completion of all
required corrections.
5. Attorney's Fees. In case of suit or action to put forth any
rights or conditions of this agreement, and upon any appeal to
a higher court, it is mutually agreed that the prevailing party
in such suit or action shall be entitled a reasonable attorney's
fee as determined by the court as against the losing party therein.
Dated this ~/ day of July, 1989.
I, Daniel Enroth, personally guarantee the performance
by ADX Corporation.
Daniel Enroth
I~FINALD I. SALTER
ATTORNEY AT LAW
94 THIRD STREET
ASHLAND, I-iF~E{~E}N cJ?S2E}
Add/Change/Disconnect Service
Add
Change
Disconnect
Delete Error (and reverse automatically)
Payments
Enter
Change Batch File
Print Edit List
File Maintenance
Account Records
Add
Change
Delete
Change Meter Readings File
Meter Records
Electric
Add
Change
Delete
Water
Add
Change
Delete
Account Inquiry
Current & Delinquent Balances
Payment & Billing History
Meter Readings & Consumptions
Average consumption for a period
Master Name / Address
"What-if?" Bill Calculations by consumption or reading
Administrator
File Maintenance
Rates
Add
Change
Delete
View a certain rate
Global rate change
Print
All
Changes (from a given date)
Master File
Post from Billing Batch File
Post from Payment Batch File
3
Miscellaneous Charges And Credits
Add
Change
Delete
Inquire (view)
Reports
Billing discount listing
YTD Report of discounts for current billing period
Fiscal Year
Calendar Year
Senior and Employee discount reports
Daily Status Report
All Accounts
Active accounts and closed with balances owing
Inactive Accounts
Closed Accounts with 0 balance
Master Name & Address List
All
Inactive
Delinquent notices.
Notices
Listing
Meter Reports
Meter History Report
Billing Summary Report
Print Bill Statements.
Print Current Miscellaneous and Fixed Charges
Print Billing Statement Register
Print Disconnect Statement Register Range of dates
All Non-printed Disconnected Accounts
Print labels
Address Labels for Mailing
Service location for file folders
Projections
Total All Consumption for each rate
"What-if" Rate change projections
4
GENERAL SPECIFICATIONS
The program needs to be, at the risk of over-using a phrase, "user friendly." Any
operator or utility worker should be able to understand the screen without having
to memorize various screen codes or abbreviations.
Different levels of security are needed at the network level (Novell Advanced
Netware 286, version 2.11). Users will have different rights to directories: users
who need only to inquire will have read-only rights, while others will need read/write
privileges, while still others will need read/write/delete rights. In addition, there
must be no chance an operator can read confidential material through Foxbase or
any other means, so confidential database files must be developed and placed in
separate limited-rights directories.
Inquiry screens need to be displayed quickly. We don't want customers or staff
waiting for a screen to appear.
All screens need to work in a uniform way. For example, every menu screen
should exit consistently by pressing a certain key.
There needs to be a way to abort from a menu option. For example, if a report
was started by mistake, we should be able to abort in the middle of the report.
When printing, operators should easily be able to select the specific printer from
a pop-up window. This pop-up window should be tied to a database of available
printers, which can be easily changed by the Network Supervisor as printers are
added or deleted on the network. Our network is running LanSpool. installed.
When adding addresses to a screen, a default of "ASHLAND, OR 97520" needs to
appear when appropriate. In addition, when encountering a field that might contain
another city name (such as a forwarding address), the operator needs to enter only
a number or code to bring up the corresponding city, state, and zip. For example,
if the default is
ASHLAND, OR 97520, placing a "1" as the first character lSHLAND, OR 97520
should change the fields to MEDFORD, OR 97504.
The program must take into account the century change at year 2000.
A reprint option (either starting at a certain point or for a given range) is needed
for bills, past due notices, and reports, in case of an error in the middle of a print
routine.
Every report needs a page number and date on each page.
Fields should require a [RETURN] when entering data, while menu options and
"Yes/No" options should be immediately accepted without a [RETURN].
ADD/CHANGE/DISCONNECT SERVICE
For new construction, we need a check to see whether all construction fees have
been paid and whether the contractor has a business license from our current file.
Also needed is a flag for Certificate of Occupancy to tell when ok to change from
commercial to residential rates.
For commercial service, we need to check our existing dBase business license file
to confirm that the business has a business license.
5
The deposit amount and receipt number needs to be added to a deposit history
file. This file needs to have a field for the refunded date.
We need to prorate opening and closing bills.
The screen to enter Customer Information must have:
* Meter Number
* Connect Date
* Disconnect Date
* Telephone number
* Employer
* Previous Address
* Spouse's name
The program needs to print multi-part connect or disconnect orders immediately
to be signed by the customer. Any refund of deposits needs to be placed in a
batch file which prints checks at a later date.
The program needs to print a receipt for deposit, with a line-item details for deposit
calculation (such as Average usage over 12 months + deposit currently on file +
additional deposit required = total), the connect charge, any additional fees ($15.00
reconnect fee for Non-payment disconnect), and the reason a deposit is required
(for example: 3 PAST DUE NOTICES ON 01/23/88, 02/26/88, 04/10/88
REQUIRES A DEPOSIT or NEW SERVICE REQUIRES A DEPOSIT).
The program should check for overdue city bills (NSF checks, utility write-offs, etc.)
when bills are paid and at time of deposit by name, spouse's name, "Identification
I" and "Identification I1" (usually social security number and driver's license number,
but could be other identifications, such as foreign country Visa number in the case
of a foreign student).
The program should check to see if a payment is being received for an account
that is scheduled for a non-payment disconnect that day, so cashier can alert the
person doing the disconnects.
For an existing service location, the program needs to automatically calculate the
deposit (to the nearest $5) based on the usage at that address. It therefore needs
to check files for:
* prior service to decide whether Deposit needed. It should check by
name, "Identification I" and "Identification I1" (usually social security
number and driver's license number).
* billing history
* current deposit
* past usage at that address
When instigating new service, the program should calculate the deposit based on
the information from the New Construction Fee Checklist.
If a customer receives an approval for extension on a payment, the extension date
needs to be entered into system.
6
From any point in the Add/Change/Disconnect Service section, the program needs
to pop-up a query screen for:
* Deposit needed at an address based on usage at that address
* History of Account
* History of Customer
* Next Billing Date
* Current Read Date
* A replication of the most recent bill
From any point in the Add/Change/Disconnect Service section, the program
needs to be able to output to the screen or printer either the account history
(selecting by address, account number, or meter number) or customer history
(selecting by social security number, name, driver's license number, or account
number).
The starting of a new account, on the same screen, should have the option' of
closing the old account automatically. All charges that are identified in the rate
table to carry forward to a new account should do so. We also need a forwarding
address for the newly closed account, and a way of adding this forwarding address
if not known at time of closing.
When closing an account, the program must look up the correct prior reading. For
example, if the meter was read yesterday, entered into the system, and not billed,
the older reading should be used as the prior reading.
The program needs to signal to cashier when no payment is due on a closed
account when the cashier is posting a payment.
When an account is closed, we want either a 3-year summary or actual 3-year
listing of an account's history so they can establish their credit-worthiness if they
should return.
Files need to be set up so water can be flagged as being paid by landlord.
The program needs to read a bar code and then send the default information to
the screen for corrections, if any.
Payments received should be sent to a batch file to be processed, and also applied
to an on-line "payment received, not applied" field in the customer file (so an inquiry
of a customer's status will always be current).
The program needs to print out cash received by a selected cashier at whenever
reconciliation is done, with an option of listing all payments line-by-line with a total
at the bottom, or simply the cash total.
Any payment error must be able to be edited before it is put into the system.
7
When deleting records from a file containing credit histories, we would like to be
able to delete histories before a certain date, and only those with a "good" credit
history.
A "Certificate of Occupancy" that is received from the building department should
be noted in a file, and a letter sent to inform the customer that they should stop by
to update their service. A report should also be able to be run detailing the letters
sent and also those customers who have not updated their service.
The Meter Readings File holds readings and calculations. It can be changed
before it is posted to the master file, and can also be accessed and temporarily
changed to show updated charges for inquiry even if the file has already been
posted.
A Change Screen needs to update selected fields of the Meter Readings File and
also change some fields in the Account File.
Files must somewhere contain meter numbers for each meter an account has:
electric, transformer, KVAR, water, and irrigation. We also need to keep track of
water backflow devices (possibly in a file similar to the water meter file), their size,
serial number, description, last test date, and type.
The Water Meter file must have
* meter number (20 digits)
* make
* size
* compound meter
* installed date
* last test date
* locations served
remarks
number of units meter serves
99999999999999999999
Rockwell
9.999
Y
05/01/83
01/23/86
121 S. First, 121 1/25. First,
123 S. First
In back yard
3
The Water Meter History file needs * Meter Number
* Date of Test
* Person who tested
* Original Percent of accuracy
* Corrected Percent of accuracy
* Remarks on Test
99999999
05/01/83
Bob
101.2
99.9
Replaced valve
8
The Electric Meter file must have
* Make
* Type
* TA (Test Amps)
* Volts
* Kh
* Installed date
* Last test date
* Number of digits
* Meter Number
* Factory Serial Number
* Transformer Number
* Remarks
* Residences served
Electric Meter History file needs
* Meter Number
* Date of Test
* Person who tested
* Original 10% full load test
* Original 100% full load test
* Corrected 10% full load test
* Corrected 100% full load test
* Remarks on Test
Westinghouse
D45
3.0
240
7.2
05/01/83
05/01/83
10.3
99999999
9999999999
9999999999
Location is in basement
Apt. 3, 4, 5
99999999
05/01/83
Carl
101.9
99.9
101.9
99.9
The Electric and Water departments need to run lists of their respective meters with
meter number, make, type (electric only), address, and last test date by:
* Meters whose last test date is between a given set of dates indexed
by test date
* Meters that were installed between a given set of dates indexed by
installed date
* Meters listed by manufacturer and type (electric only), with count
subtotals and a total count.
The Water Department needs a list of meters, selected by a range of sizes and
installed during a certain period. For example, a list of all meters whose size is
greater than or equal to 1" and less than or equal to 2", and was installed between
01/01/75 and 01/01/85.
The Electric and Water departments need to run a history of their respective
inspections on an individual meter.
A file of electric transformers is needed for the Electric department.
9
ACCOUNT INQUIRY
The first screen will ask whether the operator would like to Scan (a list of choices)
or immediately go to a Specific account.
Scan (a list of accounts from which to choose) By Name
By Service Location
By Account Number
Specific (will ask for account number)
The following screen the asks which of the following screens the operator wishes
to see.
Payment & Billing History
Meter Readings & Consumptions
Master Account Information
"What-if?" Bill Calculations by consumption or reading (including Average
consumption for a period)
The Usage History will list consumption and meter readings at a location, accessed
by address, account number, or meter number. The history should have the ability
to be retained indefinitely, with the option to clear any history prior to a certain date.
The Customer History needs to include a listing (line-by-line) of billings, payments,
miscellaneous credits & charges, past due notices, hanger placed on door,
discontinuation of service and reason if not a normal discontinuation (for example,
non-payment, NSF check, etc.).
The program needs to be able to calculate transformer load by the sum of meter
consumption readings using a load formula, by entering in a transformer number
and beginning and ending dates.
Billing Inquiry should show an exact duplication of the current bill, so customer
service can see a replication of the bill when a customer calls on the phone.
The Enter Meter Readings data should go into a billing file. The Electric screen
should automatically include fields for Demand and KVAR readings if the account
uses them. The Water screen should automatically include Irrigation readings if the
account has an irrigation meter.
The operator should be able to replace a meter without exiting the meter entry
screen (probably with a pop-up screen to replace the meter).
The operator needs to update billing file with charges and print an audit register
(which details basic charges, calculations, and miscellaneous credits and charges).
10
The program needs to flag possible reading problems when printing a pre-
statement register, such as
* over-readings, under-readings, or missed readings (needs a variable
plus/minus percentage that can be changed by the operator, with a
default that is easily changed by the administrator.)
* large credit balances or charges (needs to have a variable percentage
that the administrator can change. For example, ?% of last 3 bill
average).
* miscalculation of prorated opening or closing bills
* no change in meter readings from one period to the next.
A bar code needs to be printed on the bill to electronically read data when a
payment is made.
The program needs to automatically declare when deposits should be refunded.
The deposits need to be credited to the customer's account automatically and so
stated on the bill. This doesn't necessarily need to be with the billing cycle, but
should be done automatically with some routine.
Need on the bill:
* due date for current amount
* separate due date for past due amount
* narrative explanations of bill printed out, rather than relying on code
numbers on the back of the bill.
All charges (Electric reading, Demand, KVAR, Water, etc.) need to be machine
computed.
The program needs to take into account an Equal Payment Option, where the
customer pays an average bill throughout the year.
A Miscellaneous charge or credit should be explained on the bill, but two or more
should be combined into one and not be explained.
Computing any finance charges on past due bills needs to be an option, when and
if we decide to assess a charge for past due bills.
Corrected bills need to be posted (with corrected consumption records) when
entered into system and a billing labeled "Corrected" should be printed to be sent
to the customer. An audit trail is important for all corrections, but should not be
shown in the customer history.
Fixed Miscellaneous Charges shouldn't be printed on the bill, but should be
combined with the service charge.
A bill with a credit balance needs to explain fully that they have a credit and why,
and that they owe nothing that month.
The program should allow for unlimited rate charges in a table, which can be
changed by the administrator.
11
PAST DUE NOTICE CYCLE
The aging of Balances Due should be done automatically when past due notice
cycle is run.
Past due notices should print with whether the delinquent amount is for electric,
water, sewer, or a combination.
A duplicate past due notice needs to be printed automatically to be sent to a third
party, if this has been requested.
10 days following the printing of the past due notice, slips should be printed to
keep track of door hangers.
If a past due notice is printed, the program should check for 2 past due notices
and print a notice to the customer that they are now required to have a deposit.
If a past due notice is to be sent out, any corrections made by miscellaneous
credits negating the past due status need to stop the notice from being sent and
also correct the history file.
The past due notices should show the number of past dues during the last 2 years.
The file containing miscellaneous charges/credits should have two descriptions:
One for accounting use, the other for printing on the customer bill.
* All reports dealing with accounts need to have two options (except where noted)'
1) Order
a)
b)
c) Service Location
2) Range option to select books
a) cycle 1
b) cycle 2
c) cycle 3
d) cycle 4
e) Book range from to
f) A,
option to print by
Account Number
Alphabetically by Customer Name
A Billing discount listing is needed for Senior and Employee discounts, as well as
a Year-to-date report for either the Fiscal Year or Calendar Year.
The Daily Status Report needs an option to print without detail (only the grand total
page).
The Delinquent Notices menu should display a minimum delinquent amount that
is easily set and changed by the administrator.
The Billing Summary Report is always done on ALL books, not a on a cycle or
range. It should include both consumption and a dollar amount.
A Rate Report is needed to print out rates in a rate-unit order.
12
The Print Bill Statements Report should have options to include only the cycles or
range and not an ALL option. The order option for regular bills should be either
a BOOK-ZIP-ACCOUNT printing order or just an ACCOUNT order. Any Closing
Bills need to be printed first in account order, followed by the regular bills, followed
by the Balance Forward Bills in account order (bills that have been previously
closed but still have a balance). The Billing Statement Register should be printed
following the Bill printing, with the Closing Bills at the top, followed by the current
cycles in account number order.
A Utility billing account reconciliation report is needed.
Miscellaneous credits and charges report between two given dates.
A report is needed to identify accounts that should be turned over to collection
agency. Of those accounts, those selected should be included in a file as bad
debts (for possible future collection), a report run, a letter automatically generated
indicating that they are being turned over to an agency, and a miscellaneous credit
written to close the account.
The program needs to identify closed accounts that haven't paid the closing bill by
the due date. Follow-up letters should be generated before sending to a collection
agency.
The Receipt Allocation Report needs to report to which accounts receipts collected
were allocated.
Past due notices that are used for a disconnect slip need to show whether electric,
water, or both is being disconnected.
A report is needed listing active overdue accounts, with options of selecting all
accounts that have delinquencies of: 30 days and/or 60 days and/or 90 days
and/or over 90 days.
A Billing discount listing is needed of either the Senior discounts or the Employee
discount.
The program needs to create a Daily Status Report.
The program needs something similar to a Lotus 1-2-3 spreadsheet for projecting
system-wide rate changes. It should total all consumption for each rate, and then
allow rate experimentation by the City Administrator or Department Heads.
13
ON-SITE VISITS
Initial visit: Two people on portions of two days (overnight trip). Gather data,
interview users and supervisors, compare proposed system to existing Burroughs
system. To occur within two weeks of date of acceptance of bid.
Mid-term visit: Two people on portions of two days(overnight trip). System will be
substantially developed. Demo system, gather feedback and change orders. Iron
out fine points of input and output routines.
Install visit: Three people on portions of two to four days. Install "finished" product,
polish any rough edges. Tackle data conversion project. To be accomplished by
October 31, 1989. Data conversion to be complete by November 30, 1989. ASCII
data from the Burroughs is required from the City either on MS DOS diskettes or
from an asynchronous RS232 port.
Training and completion: Two people (or three, at our option) on portions of three
to six days. Intended to be a completion visit and may occur immediately after the
third visit but will absolutely be completed by December 31, 1989.
Documentation (at least in draft form) will accompany training, with the final
revision, including source code, to be delivered by February 28, 1990. Telephone
and modem support will continue without further charge for 180 days after
completion of training of system administrators. Continuing support will be
continuously available thereafter on a monthly, quarterly, annual or per-call basis.
Change orders are requests for functions, features and routines that are not specified and
detailed in the specifications above. Change orders will be written and performed on a
bid or time & materials basis, as the City desires and the Consultant deems practical.
14