CR 98-178 Award Bid Utility Billing SystemOctober 29, 1998
AWARD BID FOR UTILITY BILLING SYSTEM
Proposed Action
Staff recommends adoption of the following: Move to adopt resolution 98 -79 awarding
the bid for the Utility Billing System to Govern Software.
Overview
The Utility Billing System software is not Y2K compliant and is in need of replacement.
The Utility Divisions are budgeting dollars to pay for the new system in 1999. Because of
the long process of finding software and implementing it, finance issued requests for
proposals in September of 1998. We received four proposals out of the fourteen requests
that were sent. Finance tried to view all four proposals on site. We also had decided to
send out another request for proposal hoping to get some additional responses. After the
second issue in October we received one additional proposal that we determined did not
meet our specifications.
Primary Issues to Consider
Which bid meets our specifications and is within our budget?
Why were the other bids undesirable or inadequate?
Justification for awarding bid to second lowest bidder.
Staff Recommendation
Finance recommends adoption of resolution 98 -79 awarding the bid for the Utility Billing
System to the second lowest bidder, Govern Software, at a cost of $42,239.
Supporting Information
Staff analysis
Resolution 98 -79
Lori ager
Finance Director
Council Report 98 -178
VENDOR
COST
UNMET SPECIFICATIONS
Govern Software System
$42,239
Computer Management
System
$33,823
Incode
$45,464
Pulled proposal due to conflict with CMS.
Incode was purchased by same company
that purchased CMS.
Creative Computer
Solutions
$79,616
Did not view this product because of
price. Also the software is written in a
fourth generation language.
Cogsdale Corporation
$37,663
Vendor was unable to make presentation
of software on site.
Which bid meets our specifications and is within our budget?
Finance issued a total of twenty requests for proposals for a new utility billing system.
We received a total of five responses. Out of the five we received we attempted to have
four of them shown to us on site. Two of the vendors were unable to meet our request
of on site viewing either from unavailable staff or conflict of interest with another
vendor. Two vendors did make presentations. Those two vendors were Govern
Software and Computer Management Services, Inc. (CMS). CMS is also our current
financial software vendor. The fifth vendor was not desirable to view. Below is a
breakdown of software proposals, costs and specifications.
The two software packages we viewed both met our specifications and budget.
Why were the other bids undesirable or inadequate?
The main reasons for not choosing the Computer Management System software were as
follows:
1. Software is not written in windows. It is written in a fourth generation language that
runs under windows through Progress software.
2. Multiple customer screens make it difficult and time consuming to view or edit
information. This is the main reason we returned this utility software package when
we purchased the financial software in 1995.
3. It is difficult to extract information from this system to utilize in other systems or
departments. Staff must use Microsoft Access to extract information and upload to
other computer systems.
4. Programming changes would be additional charge.
Justification for awarding bid to second lowest bidder.
The main reasons for choosing Govern Software are as follows:
1. Software is written in windows environment, which makes it very user friendly with
currently used software applications.
2. The price for the software is very reasonable because we will be a beta site, (first
installation of utility billing package). Although the product is in beta testing it is
clear to staff that the program will work for the city. Governs other software
products are highly recommended and in use in other cities such as the City of
Plymouth.
3. Viewed and spoke with current users of Govern Software (other than utility billing)
and discovered high customer satisfaction with product and support.
4. Govern utility billing software is very versatile and is adapted easily to our needs
and desires. Govern has already made changes in their software to meet our needs.
5. Govern software bid includes a report generator which enhances report writing and
information extraction.
Overall Govern software is superior over the other products. Various departments in the
city will be looking closely at replacing or upgrading their current software systems and
will be including Govern in their review of packages. If Govern is purchased by other
departments this will enhance linking of information between departments. Governs
Property Control data base allows all govern system users to multi link and share
information which eliminates duplication of information. The property control data
base is included in our bid. Once finance purchases Govern Utility Billing Software we
will be able to share information with the G.I.S. system.
Included in the bid from Govern is Software licenses, training and installation,
conversion of data, server and report licensing and any additional programming changes
required. We will be required to purchase a new server which is budgeted in the utility
fund budgets.
The tentative schedule for implementation is to start meeting and planning in
November, installation and conversion in December and January, training and test in
January and February and acceptance and go live in March 1999.
and
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 98 -079
RESOLUTION FOR AWARD OF BID FOR UTILITY BILLING SYSTEM
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HOPKINS,
MINNESOTA, that the City of Hopkins award a bid for the purchase of a utility billing
System.
WHEREAS, the city reviewed proposals from six vendors, and
WHEREAS, only two vendors could meet the specifications proposed by the City of Hopkins,
WHEREAS, Govern Software is the best software for the City of Hopkins overall at the second
lowest bid price,
NOW THEREFORE, BE IT RESOLVED by the City Council of Hopkins, Minnesota, that the
bid of Govern Software in the amount of $42,239 for the purchase of a Utility Billing Software
package constitutes the lowest responsible bid, and the Mayor and City Manager are hereby
authorized and directed to enter into a contract with said bidder for and on behalf of the City.
I certify that the above resolution was adopted by the City Council of the City of Hopkins at the
Hearing of the Council held this 4th day of November, 1998.
ATTEST:
Terry Obermaier, City Clerk
Date
Charles D. Redepenning, Mayor
Date