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Home My WebLink About20070507 - VI-20VI-20 HASTINGS FIRE DEPARTMENT MARK J. HOLMES, CHIEF 115 West 5th Street Hastings, Minnesota 55033-1815 Business Office (651) 480-6150 Fax (651) 480-6170 TO: Mayor Hicks and City Council Members FROM: Mark J. Holmes, Fire Chiel~ii`"%J//~ DATE: May 7, 2007 ~' SUBJECT: Authorization to Cancel Existing and Enter Into New Contract for Fire Department Software At the February 5, 2007 city council meeting, approval was given to enter into contract with Principal Decisions System International (PDSI) for the purpose of availability software. At that time, fire department staff had several conversations with PDSI and they assured us that they would be able to provide software necessary for availability tracking of 60 fire department personnel. Upon entering into contract, a number of lengthy conference calls and computer web interactions occurred. Each meeting progressed to a new level within their configuration and design outline. Consequently throughout this process, we also advanced through knowledge levels of responsible company representatives. Upon reaching the configuration specialty level, it was determined that their product could not be modified to meet our needs. In discussion with PDSI's sales and management staff, it has been agreed upon that a full refund of our initial costs will occur. As a result of this process, the fire department is approximately two months behind our self-directed schedule in preparation for full integration with the Dakota Communications Center. Because of this I am requesting that we immediately cancel this contract. We have recently begun discussions with a new software manufacturer for this purpose. Celayix Incorporated of Vancouver, British Columbia is a producer of workforce management software. Their specialty is providing custom solutions to their existing software programs. In conversation with system designer and configuration specialists they have assured us they will be able to meet our needs. The attached contract amount is similar to that which has been previously approved and is in the amount of $36,912.00. This amount includes on-site training in the amount of $6,000.00 but does not include travel and living expenses for their trainer. With the previous company we would have been responsible to send two city staff members to California for this type of development. I will work with City Administrator Dave Osberg to ensure travel expenses, when incurred, are done so within a reasonable amount. FIRE SUPPRESSION - FIRE EDUCATION - FIRE PREVENTION - AMBULANCE SERVICE Page 2 Mayor Hicks and City Council May 7, 2007 Requested Action: Cancel contract with Personnel Decisions System International (PDSI) and enter into agreement with Celayix Incorporated in the amount of $36,912.00 plus travel expenses for configuration trainer. Attachment Celayix Inc. Suite 400 1090 West Pender Street - Vancouver, BC V6E 2N7 :anada www.celayix.com Bill To ~~( Celayix Software ~,~~~ waa~xoxr~r~an~AC~~~r~rsa~urtrrrs Order# 60107043001 Order Date Apri130, 2007 Ship To Same as Bill To Name Mark Holmes Name Company City of Hastings -Fire and Ambulance Department Company Address 115 West 5 Street Address City, State/Prov Hastings, MN City State/Prov ZIP/PC, Country 55033, USA ZIPlPC, Country TelephonelEmail 651-480-6150/mholmesOci.hastinas.mn.us TelephonelEmail Special Instructions: Customer to authorize purchase by no later than May 9, 2007. Customer to authorize Solution Customization Design Document as the authorization to proceed with the customization development. This Solution Customization Design Document must be approved by customer by no later than May 23, 2007. ff the Solution Customization Design document is not approved by customer within the prescribed timeframe, Celayix will refund the full payment fee less any costs involved in the Solution Customization Design Document (which is not to exceed $3,000.00 SALES CODE CUST P.O. NUMBER SHIP DATE SHIP VIA F.O.B. POINT TERMS 601 Payment Receipt Download N/A Prepaid QUANTITY DESCRIPTION UNIT PRICE AMOUNT 1 eTime Xpress Server License -100 Employee Count Limit $3,293.00 $3,293.00 1 eTime Xpress Connection License - 10 Connection Pack $7,960.00 $7,960.00 1 Voice Xpress - 4 Port System $5,310.00 $5,310.00 1 Solution Customization Fee for Daily Availability Roster $11,250.00 $11,250.00 1 Standard Maintenance Ptan -Technical Support and Product Updates -15t year Included Included 1 Solution Configuration and Training Services (20 Hours Est.) $3,000.00 $3,000.00 1 Onsite Training Services (40 Hours Est.) -Travel and Living Expenses Extra $6,000.00 $6,000.00 Credit Card Type SHIPPING & HANDLING $99.00 (VISA/MC/AMEX) SUBTOTAL Cardholder Name $36,912.00 TAXES C d Billi Add $0.00 ress ar ng TOTAL AMOUNT $36,912.00 Credit Card # Credit Card Expiry Date THANK YOU FOR YOUR BUSINESS! Using a Purchase Order? Indicate P.O. Number above and send with Order. Authorized by Fax completed Order to +1-604883-1335 or mail c/o Order Desk at the above address. Terms & Conditions of Sale: --1. Pricing is valid for a period of 15 days from the Order Date unless otherwise stated. Order will not be processed until payment is received, unless otherwise pre-approved. .. By authorizing this Order, you and the Company are entering into a binding contract with Celayix Inc. to pay in full the total amount of this Order either via credit card, check, or other forms of payment acceptable to Celayix Inc. for the above-noted products and services. 4. Payment Terms are Prepaid, unless otherwise pre-approved. Overdue accounts will incur interest charges of 2% per month (24% per annum). 5. Amounts are in US Ddlars unless otherwise indicated. 6. Customer must remit taxes where applicable.