HomeMy WebLinkAboutC2016-582 - 12/20/2016 - Approved g
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SERVICE AGREEMENT NO. 877
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18!52 Comprehensive Annual Financial Report (CAFR) &
Budget Book Software and Implementation Services
THIS Comprehensive Annual Financial Report(CAFR) & Budget Book Software
and Implementation Service Agreement ("Agreement") is entered into by and
between the City of Corpus Christi, a Texas home-rule municipal corporation
("City") and Gail Gray CPA, Consulting PC ("Contractor"), effective upon
execution by the City Manager or the City Manager's designee ("City Manager").
WHEREAS, Contractor has bid to provide Comprehensive Annual Financial
Report (CAFR) & Budget Book Software and Implementation Service in response
to Request for Bid/Proposal No. 158 ("RFB/RFP"), which RFB/RFP includes the
required scope of work and all specifications and which RFB/RFP and the
Contractor's bid or proposal response, as applicable, are incorporated by
reference in this Agreement as Exhibits 1 and 2, respectively, as if each were fully
set out here in its entirety.
NOW, THEREFORE, City and Contractor agree as follows:
1. Scope. Contractor will provide implementation and annual licensing or
subscription for a CAFR & Budget Book Software Services ("Services") in
accordance with the attached Scope of Work, as shown in Attachment A,
the content of which is incorporated by reference into this Agreement as if
fully set out here in its entirety, and in accordance with Exhibit 2.
2. Term. This Agreement is for 60 months,with performance commencing upon
the date of issuance of a notice to proceed from the Contract Administrator
or Purchasing Division. This Agreement includes an option to extend the term
for up to 0 additional number-month periods ("Option Period"), provided,
the parties do so prior to expiration of the original term or the then-current
Option Period. The decision to exercise the option to extend the term of this
Agreement is, at all times, within the sole discretion of the City and is
conditioned upon the prior written agreement of the Contractor and the City
Manager.
3. Compensation and Payment. The total value of this Agreement is not to
exceed $ 337,310.00, subject to approved extensions and changes.
Payment will be made for Services completed and accepted by the City
within 30 days of acceptance, subject to receipt of an acceptable invoice.
City of Corpus Christi Page 1 of 8
2016-582
12/20/16
M2016-170 INDEXED
Gail Gray CPA
All pricing must be in accordance with the attached Bid/Pricing Schedule,
as shown in Attachment B, the content of which is incorporated by reference
into this Agreement as if fully set out here in its entirety.
4. Contract Administrator. The Contract Administrator designated by the City is
responsible for approval of all phases of performance and operations under
this Agreement, including deductions for non-performance and
authorizations for payment. The City's Contract Administrator for this
Agreement is as follows:
Name: Alma Iris Casas, Assistant Director of Financial Services
Department: Finance
Phone: 361-826-3610
Email: AlmaC@cctexas.com
5. Insurance; Bonds.
(A) Before performance can begin under this Agreement, the Contractor
must deliver a certificate of insurance ("COI"), as proof of the required
insurance coverages, to the City's Risk Manager and the Contract
Administrator. Additionally, the COI must state that the City will be given at
least 30 days' advance written notice of cancellation, material change in
coverage, or intent not to renew any of the policies. The City must be named
as an additional insured. The City Attorney must be given copies of all
insurance policies within 10 days of the City Manager's written request.
Insurance requirements are as stated in Attachment C, the content of which
is incorporated by reference into this Agreement as if fully set out here in its
entirety.
(B) In the event a payment bond, a performance bond, or both, are
required of the Contractor to be provided to the City under this Agreement
before performance can commence, the terms, conditions, and amounts
required in the bonds and appropriate surety information are as included in
the RFB/RFP or as may be added to Attachment C, and such content is
incorporated here in this Agreement by reference as if each bond's terms,
conditions, and amounts were fully set out here in its entirety.
6. Purchase Release Order. For multiple-release purchases of Services to be
provided by the Contractor over a period of time, the City will exercise its
right to specify time, place and quantity of Services to be delivered in the
following manner: any City department or division may send to Contractor
a purchase release order signed by an authorized agent of the department
or division. The purchase release order must refer to this Agreement, and
City of Corpus Christi Page 2 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
Services will not be rendered until the Contractor receives the signed
purchase release order.
7. Inspection and Acceptance. Any Services that are provided but not
accepted by the City must be corrected or re-worked immediately at no
charge to the City. If immediate correction or re-working at no charge
cannot be made by the Contractor, a replacement service may be
procured by the City on the open market and any costs incurred, including
additional costs over the item's bid/proposal price, must be paid by the
Contractor within 30 days of receipt of City's invoice.
8. Warranty. The Contractor warrants that all products supplied under this
Agreement are new, quality items that are free from defects, fit for their
intended purpose, and of good material and workmanship. The Contractor
warrants that it has clear title to the products and that the products are free
of liens or encumbrances. In addition, the products purchased under this
Agreement shall be warranted by the Contractor or, if indicated in
Attachment D by the manufacturer, for the period stated in Attachment D.
Attachment D is attached to this Agreement and is incorporated by
reference into this Agreement as if fully set out here in its entirety.
9. Quality/Quantity Adjustments. Any Service quantities indicated on the
Bid/Pricing Schedule are estimates only and do not obligate the City to order
or accept more than the City's actual requirements nor do the estimates
restrict the City from ordering less than its actual needs during the term of the
Agreement and including any Option Period. Substitutions and deviations
from the City's product requirements or specifications are prohibited without
the prior written approval of the Contract Administrator.
10. Non-Appropriation. The continuation of this Agreement after the close of
any fiscal year of the City, which fiscal year ends on September 30th annually,
is subject to appropriations and budget approval specifically covering this
Agreement as an expenditure in said budget, and it is within the sole
discretion of the City's City Council to determine whether or not to fund this
Agreement. The City does not represent that this budget item will be
adopted, as said determination is within the City Council's sole discretion
when adopting each budget.
11. Independent Contractor. Contractor will perform the work required by this
Agreement as an independent contractor and will furnish such Services in its
own manner and method, and under no circumstances or conditions will any
agent, servant or employee of the Contractor be considered an employee
of the City.
City of Corpus Christi Page 3 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
12. Subcontractors. Contractor may use subcontractors in connection with the
work performed under this Agreement. When using subcontractors,
however, the Contractor must obtain prior written approval from the
Contract Administrator if the subcontractors were not named at the time of
bid or proposal, as applicable. In using subcontractors, the Contractor is
responsible for all their acts and omissions to the same extent as if the
subcontractor and its employees were employees of the Contractor. All
requirements set forth as part of this Agreement, including the necessity of
providing a COI in advance to the City, are applicable to all subcontractors
and their employees to the same extent as if the Contractor and its
employees had performed the work.
13. Amendments. This Agreement may be amended or modified only by written
change order signed by both parties. Change orders may be used to modify
quantities as deemed necessary by the City.
14. Waiver. No waiver by either party of any breach of any term or condition of
this Agreement waives any subsequent breach of the same.
15. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA
taxes, unemployment taxes and all other related taxes. Upon request, the
City Manager shall be provided proof of payment of these taxes within 15
days of such request.
16. Notice. Any notice required under this Agreement must be given by fax,
hand delivery, or certified mail, postage prepaid, and is deemed received
on the day faxed or hand-delivered or on the third day after postmark if sent
by certified mail. Notice must be sent as follows:
IF TO CITY:
City of Corpus Christi
Attn: Alma Iris Casas
Title: Assistant Director of Financial Services
Address: 1201 Leopard St. 78401
Fax: 361-826-3174
IF TO CONTRACTOR:
Gray CPA Consulting, PC
Attn: Gail Gray
Title: Principal/Owner, CPA
Address: 6606 FM Ste. 148-621
Magnolia, TX 77354
City of Corpus Christi Page 4 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
Fax: 832-553-2617
17. CONTRACTOR AGREES TO INDEMNIFY, HOLD HARMLESS AND
DEFEND THE CITY OF CORPUS CHRISTI AND ITS OFFICERS,
EMPLOYEES AND AGENTS ("INDEMNITEES") FROM AND AGAINST
ANY AND ALL LIABILITY, LOSS, CLAIMS, DEMANDS, SUITS AND
CAUSES OF ACTION OF ANY NATURE WHATSOEVER ON ACCOUNT
OF PERSONAL INJURIES (INCLUDING DEATH AND WORKERS'
COMPENSATION CLAIMS), PROPERTY LOSS OR DAMAGE, OR ANY
OTHER KIND OF INJURY, LOSS, OR DAMAGE, INCLUDING ALL
EXPENSES OF LITIGATION, COURT COSTS, ATTORNEYS' FEES AND
EXPERT WITNESS FEES WHICH ARISE OR ARE CLAIMED TO ARISE OUT
OF OR IN CONNECTION WITH THIS AGREEEMENT OR THE
PERFORMANCE OF THIS AGREEMENT, REGARDLESS OF WHETHER THE
INJURIES, DEATH OR DAMAGES ARE CAUSED OR ARE CLAIMED TO
BE CAUSED BY THE CONCURRENT OR CONTRIBUTORY NEGLIGENCE
OF INDEMNITEES, BUT NOT IF BY THE SOLE NEGLIGENCE OF
INDEMNITEES UNMIXED WITH THE FAULT OF ANY OTHER PERSON.
CONTRACTOR MUST, AT ITS OWN EXPENSE, INVESTIGATE ALL
CLAIMS AND DEMANDS, ATTEND TO THEIR SETTLEMENT OR OTHER
DISPOSITION, DEFEND ALL ACTIONS BASED THEREON WITH COUNSEL
SATISFACTORY TO THE CITY ATTORNEY, AND PAY ALL CHARGES OF
ATTORNEYS AND ALL OTHER COSTS AND EXPENSES OF ANY KIND
ARISING FROM ANY SAID LIABILITY, DAMAGE, LOSS, CLAIMS,
DEMANDS, SUITS, OR ACTIONS. THE INDEMNIFICATION
OBLIGATIONS OF CONTRACTOR UNDER THIS SECTION SHALL
SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS
AGREEMENT.
18. Termination.
(A) The City Manager may terminate this Agreement for Contractor's failure
to perform the work specified in this Agreement or to keep any required
insurance policies in force during the entire term of this Agreement. The
Contract Administrator must give the Contractor written notice of the breach
and set out a reasonable opportunity to cure. If the Contractor has not
cured within the cure period, the City Manager may terminate this
Agreement immediately thereafter.
City of Corpus Christi Page 5 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
(B) Alternatively, the City Manager may terminate this Agreement for
convenience upon 30 days advance written notice to the Contractor. The
City Manager may also terminate this Agreement upon 24 hours written
notice to the Contractor for failure to pay or provide proof of payment of
taxes as set out in this Agreement.
19. Assignment. No assignment of this Agreement by the Contractor, or of any
right or interest contained herein, is effective unless the City Manager first
gives written consent to such assignment. The performance of this
Agreement by the Contractor is of the essence of this Agreement, and the
City Manager's right to withhold consent to such assignment is within the sole
discretion of the City Manager on any ground whatsoever.
20. Severability. Each provision of this Agreement is considered to be severable
and, if, for any reason, any provision or part of this Agreement is determined
to be invalid and contrary to applicable law, such invalidity shall not impair
the operation of nor affect those portions of this Agreement that are valid,
but this Agreement shall be construed and enforced in all respects as if the
invalid or unenforceable provision or part had been omitted.
21. Order of Precedence. In the event of any conflicts or inconsistencies
between this Agreement, its attachments, and exhibits, such conflicts and
inconsistencies will be resolved by reference to the documents in the
following order of priority:
A. this Agreement and its attachments
B. the bid solicitation document, including addenda (Exhibit 1)
C. the Contractor's bid response (Exhibit 2)
22. Certificate of Interested Parties. Contractor agrees to comply with Texas
Government Code Section 2252.908, as it may be amended, and to
complete Form 1295 "Certificate of Interested Parties" as part of this
Agreement.
23. Governing Law.This Agreement is subject to all federal, State, and local laws,
rules, and regulations. The applicable law for any legal disputes arising out
of this Agreement is the law of the State of Texas, and such form and venue
for such disputes is the appropriate district, county, or justice court in and for
Nueces County, Texas.
24. Entire Agreement.This Agreement constitutes the entire agreement between
the parties concerning the subject matter of this Agreement and supersedes
City of Corpus Christi Page 6 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
all prior negotiations, arrangements, agreements and understandings, either
oral or written, between the parties.
(SIGNATURE PAGE FOLLOWS)
City of Corpus Christi Page 7 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
CONTRACTOR
Signature:
Printed Name: CO ,A \ Cr) 2a
Title: c e l l C't t--?/L V1 C LKn a
Date: /D � 2_0J to
CITY OF CORPUS CHRISTI
Signature: Or\q —
Printed Name: y �---
Title: �o c�. •� �...— - >
Date: 1 .1-I ) (e
ATTEST
: 11-12-4e-e•-
REBECCA HUERTA
CITY SECRETARY
Attached and Incorporated by Reference:
Attachment A: Scope of Work
Attachment B: Bid/Pricing Schedule
Attachment C: Insurance/Bond Requirements
Attachment D: Warranty Requirements
Incorporated by Reference Only:
LULExhibit 1 : RFB/RFP No. 158 L: "
Exhibit 2: Contractor's Bid/Proposal ResponsecouNc ILi2 L
SECRETARY
City of Corpus Christi Page 8 of 8
Service Agreement Standard Form
Approved as to Legal Form 7/1/16
Attachment A: Scope of Work
4.1. Background Information
A. The City currently prepares its financial statements for the Comprehensive
Annual Financial Report (CAFR) from trial balances by fund in MS Excel.
Footnotes and Management's Discussion and Analysis (MD&A) are prepared
in MS Word, statistical tables and Required Supplementary Information (RSI)
are prepared in MS Excel. Other CAFR Miscellaneous content may be in PDF
or similar formats. All of these pieces are then incorporated into a single
document with Adobe Acrobat Professional; headers, page numbers, and
table of contents are added manually.
B. The City currently prepares its Budget Book from reports from the Infor CPM
system in MS Excel. The Management Discussion and Analysis are prepared in
MS Word. All graphs, charts and supplemental data are created in MS Excel.
Other Budget Miscellaneous content such as memos, statistical data and
power points may be in MS Word, PDF or similar formats. All of these pieces
are then incorporated into a single document with Adobe Acrobat
Professional; headers, page numbers, and table of contents are added
manually.
C. The City of Corpus Christi's CAFR for the fiscal year ended Sept. 30, 2015, is available
for review on the City's website at
http://www.cctexas.com/government/financial-services/cafr/index
Beginning in fiscal year 2016, the City intends to include prior year comparatives on
the face of the financial statements.
D. The City of Corpus Christi's Budget Books are available for review on the City's
website at http://www.cctexas.com/government/budget-and-
management/index
4.2. CAFR and Budget Book Production General Requirements
The City has defined the core requirements as follows:
A. Produce GAAP compliant financial statements from imported data from City
Financial and CPM Software (currently INFOR) that is not formatted beyond
chart fields, amounts, fiscal year and accounting period using an integrated
report writer with software mapping functionality.
B. Produce all components (cover, organizational charts, graphs, text files,
spreadsheets, scanned documents) of the CAFR and Budget Book using a
RFP Template 5.17.16 Page 16 of 26
single software solution.
C. Provide links between financial statements and other sections of the CAFR
and Budget Book so that information used in multiple places only needs to i
be entered once.
D. Publish the CAFR and Budget Book from a single software solution to a
Portable Document Format (PDF).
E. Provide version control with an audit trail. Ability to save and review multiple
versions including the final CAFR and Budget Book.
4.3. Scope of Work:
The Contractor will provide an off-the-shelf software tool to produce the City's CAFR and
Budget Book and first-year implementation services in order to automate these
processes.
A. Import data through interfaces or data extracts and map data from INFOR financial
accounting software, INFOR CPM software, MS Excel and other data bases and
formats into the software solution. i
B. Produce financial statements from imported raw data that is not formatted or
grouped before import. Allow for at least 10 different map groupings to create
different reports from the same data.
C. Produce financial statements on the modified accrual and accrual basis of
accounting including the conversion from the modified accrual basis to the accrual
basis and government-wide statements and reconciliations in accordance with GASB
guidance.
D. Produce financial statements that auto-calculate, link, foot and cross-foot. i
E. Create journal entries and track adjustments for the CAFR that dynamically update
data across the statements via the journal preparation feature. Allow for posting to
government-wide and by specific funds. Ability to generate calculated journal
entries.
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F. Systematically handle data rounding to ensure balanced statements.
G. Provide for multiple users to access the software solution simultaneously without
overriding or creating conflicting versions. Version control and review check-off
capabilities.Software should accommodate a minimum of five to seven concurrent
users.
H. Link numbers in the financial statements/software solution to the transmittal letter,
management's discussion and analysis, footnotes, and statistical schedules.
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RFP Template 5.17.16 Page 17 of 26
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I. Automatic pagination and linked Table of Contents.
J. Drill down (at all mapping levels) to see the items making up a specific amount.
K. Customizable, secure access by user, including workflow.
L. Ability to archive multiple years of the CAFR or Budget Book.
M. Ability to attach and save work papers within the software.
N. Provide for a complete audit trail (distinguishing source systems and transactions).
0. Software updates to accommodate new CAFR and Budget reporting requirements
including changes in generally accepted accounting principles, Governmental 1
Accounting Standards Board standards and Government Finance Officers
Association requirements whenever such changes occur.
P. The Contractor is to provide full first-year implementation for the project.
Q. Contractor shall produce the prior year's CAFR and Budget Book and establish links
within the software solution and import mechanisms to other data bases.
a. 80% of prior year's CAFR is to be complete by September 30, 2017; 100%complete
by December 31, 2017.
b. 80% of prior year's Budget Book is to be complete by July 29, 2017 and 100% by
October 31, 2017.
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R. The Contractor shall provide maintenance and support year round. End user and
technical support for all components of the system available at a minimum of 8:00
a.m.-5:00 p.m. CT.
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RFP Template 5.17.16 Page 18 of 26
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Page 1
Attachment B: CAFR Price Form Revised Through Negotiations
•
Software Purchase of CAFR Software-Pricing has been modified through negotiations and shall
supersede the original pricing form of services to RFP Pricing Form-Comprehensive Annual Financial
Report (CAFR) and Budget Book Software and Implementation Services RFP 158.
Pricing Form- Comprehensive Annual Financial Report (CAFR) and Budget Book Software and
Implementation Services RFP 158
EXTENDED
ITEM DESCRIPTION QTY UNIT UNIT Price PRICE
1 Software Purchase of CAFR Software 1 LS $ 0 *
2 Annual Cost per License or 1
Subscription for CAFR Software
Year 1 5 EA $ 1,565.00 $ 7,825.00
Year 2 10 EA $ 1,565.00 $ 15,650 .00
Year 3 10 EA $ 1,565.00 $ 15,650.00
Year 4 10 EA $ 1,565.00 $ 15,650.00
Year 5 10 EA $ 1,565.00 $ 15,650.00
3 Implementation Services including 1 LS $123,295.00 *
reproduction of prior year CAFR
Total $193,720.00
1. *Software Purchase of CAFR Software cost has been removed entirely.
2. *Annual cost per license or subscription for CAFR Software has been revised from lump sum to each.
Licenses are priced at a per-user level the following breakdown is the anticipated number of licenses for
year 1 through year 5. Cost per license for each user is $1,565.00.
Year 1- 5 Users x 1,565.00 = $7,825
Year 2- 10 Users x 1,565.00 = $15,650
Year 3- 10 Users x 1,565.00 = $15,650
Year 4- 10 Users x 1,565.00 = $15,560
Year 5- 10 Users x 1,565.00 = $15,560
Total Annual Cost per License: $70,425.00
3. *Implementation Services including reproduction of prior year CAFR has been revised to include
Software Purchase of Budget Book cost and the training costs and support costs. The following is the
breakdown of the implementation cost and training Costs and Support Costs.
Implementation Costs: $86,655.00
• Training Costs
Combined team comprehensive training 4-day On-site; 32 Training (CPE) Hours 32 Per Team
to commence on Go Live Year 2. One-time fee of$7,200.00
• Support Costs
Annual contract of unlimited & (1) 24-hr Champion Training to commence on Go Live Year 2.
Year 2-$10,000
40-hr bundle at current standard Support Rates; 40 Support hours Per Team, all member
access to commence after Go Live Year 2.
Year 3-$6,480
Year 4-$6,480
Year 5-$6,480
Training and Support Costs: $36,640.00
Total Implementation Cost: $123,295.00
Grand Total of CAFR Software: $193,720.00
Page 2
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Proposer Signature Date
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Authorized Signato re Date
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Attachment B: Bid/Pricing Schedule
0 GRAY CPA CONSULTING PC
0
COLLABORATION - EXPERIENCE TRUST
CAFR Production Pricing Sheet
CITY OF CORPUS CHRISTI
/7117\rj PURCHASING DIVISION
Pricing Form
RFP NO. 158
CAFR Software and Implementation Services
PAGE 1OF2
DATE: 09/08/2016
Gray CPA Consulting,PC _f
PROPOSER AUTHOR! D SIGN TURE
1. Refer to"Instructions to Proposers"and Contract Terms and Conditions before
completing proposal.
2. Quote your best price for each Item.
3. Prepare a separate Pricing Form for CAFR and for Budget Book.
4. In submitting this proposal,Proposer certifies that:
a. the prices in this proposal have been arrived at independently,without
consultation,communication,or agreement with any other Proposer or competitor,
for the purpose of restricting competition with regard to prices;
b. Proposer is an Equal Opportunity Employer;and the Disclosure of Interest
information on file with City's purchasing office,pursuant to the Code of Ordinances.
is current and true.
c.Proposer has incorporated any changes issued through Addenda to the RFP in this
pricing.
ITEM DESCRIPTION QTY UNIT TOTAL PRICE
1. Software Purchase of CAFR Software 1 LS $1 ,565
2. Annual Cost per License or Subscription
for CAFR Software
Year 1 1 U $1,565
Year 2 1 LS $1,565
Year3 1 LS $1,565
Year4 1 LS $1,565
Years 1 LS $1,565
3. Implementation Services including 1 LS $137,605
reproduction of prior year CAFR
TOTAL
$146,995
Response to RFP No. 158 Page 39 of 41
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Proposer Signature Date
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Authorized SignatS Date
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Page 1
Attachment B: Budget Book Price Form Revised Through Negotiations
Software Purchase of Budget Book Software-Pricing has been modified through negotiations and
shall supersede the original pricing form of services to RFP Pricing Form- Comprehensive Annual
Financial Report (CAFR) and Budget Book Software and Implementation Services RFP 158.
Pricing Form- Comprehensive Annual Financial Report (CAFR) and Budget Book Software and
Implementation Services RFP 158
EXTENDED
ITEM DESCRIPTION QTY UNIT UNIT Price PRICE
1 Software Purchase of Budget Software 1 LS $ 0 *
2 Annual Cost per License or 1
Subscription for Budget Book Software
Year 1 3 EA $ 1,565.00 $ 4,695.00 �
Year 2 3 EA $ 1,565.00 $ 4,695.00
Year 3 3 EA $ 1,565.00 $ 4,695.00
Year 4 3 EA $ 1,565.00 $ 4,695.00
Year 5 3 EA $ 1,565.00 $ 4,695.00
3 Implementation Services including 1 LS $ 120,1 15.00 *
reproduction of prior year Budget Book
Total $143,590.00
1. *Software Purchase of Budget Book Software cost has been removed entirely.
2. *Annual Cost per License or Subscription for Budget Book Software has been revised from lump sum to
each. Licenses are priced at a per-user level the following breakdown is the anticipated number of
licenses for year 1 through year 5. Cost per license for each user is $1,565.00.
Year 1- 3 Users x 1,565.00 = $4,695
Year 2- 3 Users x 1,565.00 = $4,695
Year 3- 3 Users x 1,565.00 = $4,695
Year 4- 3 Users x 1,565.00 = $4,695
Year 5- 3 Users x 1,565.00 = $4,695 4
Total Annual Cost per License: $23,475.00
3. *Implementation Services including reproduction of prior year Budget Book has been revised to include
Software Purchase of Budget Book cost and the training costs and support costs. The following is the
breakdown of the implementation cost and training Costs and Support Costs.
Implementation Cost: $83,475.00 1
• Training Costs
Combined team comprehensive training 4-day On-site; 32 Training (CPE) Hours 32 Per
Team to commence on Go Live Year 2. One-time fee of$7,200.00
• Support Costs
Annual contract of unlimited & (1) 24-hr Champion Training to commence on Go Live Year 2. d
Year 2-$10,000
40-hr bundle at current standard Support Rates; 40 Support hours Per Team, all member
access to commence after Go Live Year 2.
Year 3-$6,480
Year 4-$6,480
Year 5-$6,480
Training Costs and Support Costs: $36,640.00
Total Implementation Costs: $120,115.00
Grand Total Budget Book Software: $143,590.00
Attachment B: Bid/Pricing Schedule
PGRAY CPA CONSULTING
COLLABORATION EXPERIENCE TRUST
Budget Book Pricing Sheet
8
,�q,� CITY OF CORPUS CHRISTI
PURCHASING DIVISION
Pricing Form
Mesa RFP NO. 158
Budget Book Software and Implementation
PAGE 1 OF 2
DATE: 09/08/2016
Gray CPA Consulting,PC
PROPOSER AUTH IZED SIGNATURE
5. Refer to"Instructions to Proposers"and Contract Terms and Conditions before
completing proposal.
6. Quote your best price for each Item.
7. Prepare a separate Pricing Form for CAFR and for Budget Book.
8. In submitting this proposal,Proposer certifies that:
a. the prices in this proposal have been arrived at independently,without
consultation,communication,or agreement with any other Proposer or competitor,
for the purpose of restricting competition with regard to prices;
b. Proposer is on Equal Opportunity Employer;and the Disclosure of Interest
information on file with City's purchasing office,pursuant to the Code of Ordinances.
is current and true.
c.Proposer has incorporated any changes issued through Addenda to the RFP in this
pricing.
ITEM DESCRIPTION QTY UNIT TOTAL PRICE
1. Software Purchase of Budget Book , 1 LS $1 565
Software ,
2. Annual Cost per License or Subscription
for Budget Book Software
Year 1 1 Ls $1,565
Year 2 1 LS $1,565
Year3 1 LS $1,565
Year 4 1 LS $1,565
Year 5 1 LS $1,565
3. Implementation Services including 1 LS $136,225
reproduction of prior year Budget Book
TOTAL $145,615
l _
Response to RFP No. 158 Page 40 of 41
Attachement C: Insurance/Bond Requirements
CONTRACTOR'S LIABILITY INSURANCE
A. Contractor must not commence work under this contract until all insurance required has been obtained
and such insurance has been approved by the City. Contractor must not allow any subcontractor, to
commence work until all similar insurance required of any subcontractor has been obtained.
B. Contractor must furnish to the City's Risk Manager and Contract Administrator one (1) copy of
Certificates of Insurance with applicable policy endorsements showing the following minimum coverage
by an insurance company(s) acceptable to the City's Risk Manager. The City must be listed as an
additional insured on the General liability and Auto Liability policies by endorsement, and a waiver of
subrogation endorsement is required on GL, AL and WC if applicable.Endorsements must be provided
with Certificate of Insurance. Project name and/or number must be listed in Description Box of Certificate
of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of Bodily Injury and Property Damage
cancellation, non-renewal, material change Per occurrence - aggregate
or termination required on all certificates 1
and policies.
COMMERCIAL GENERAL LIABILITY $1,000,000 Per Occurrence
including: $2,000,000 Aggregate
1. Commercial Broad Form 1
2. Premises—Operations
3. Products/Completed Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury-Advertising Injury
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AUTO LIABILITY (including) $1,000,000 Combined Single Limit
1. Owned
2. Hired and Non-Owned
3. Rented/Leased
WORKERS'S COMPENSATION Statutory and complies with Part II of this
(All States Endorsement if Company is not Exhibit.
domiciled in Texas)
Employers Liability $500,000/$500,000/$500,000
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C. In the event of accidents of any kind related to this contract, Contractor must furnish the Risk Manager
with copies of all reports of any accidents within 10 days of the accident.
II. ADDITIONAL REQUIREMENTS
A. Applicable for paid employees, Contractor must obtain workers' compensation coverage through a
licensed insurance company. The coverage must be written on a policy and endorsements approved by the
Texas Department of Insurance. The workers' compensation coverage provided must be in statutory
amounts according to the Texas Department of Insurance, Division of Workers' Compensation. An All
States Endorsement shall be required if Contractor is not domiciled in the State of Texas.
B. Contractor shall obtain and maintain in full force and effect for the duration of this Contract, and any
extension hereof, at Contractor's sole expense, insurance coverage written on an occurrence basis by
companies authorized and admitted to do business in the State of Texas and with an A.M. Best's rating of
no less than A- VII.
C. Contractor shall be required to submit renewal certificates of insurance throughout the term of this contract
and any extensions within 10 days of the policy expiration dates. All notices under this Exhibit shall be
given to City at the following address:
City of Corpus Christi
Attn: Risk Manager
P.O. Box 9277
Corpus Christi, TX 78469-9277
D. Contractor agrees that, with respect to the above required insurance, all insurance policies are to
contain or be endorsed to contain the following required provisions:
• List the City and its officers, officials, employees, and volunteers, as additional insureds by endorsement
with regard to operations, completed operations, and activities of or on behalf of the named insured
performed under contract with the City, with the exception of the workers' compensation policy;
• Provide for an endorsement that the "other insurance" clause shall not apply to the City of Corpus Christi 4
where the City is an additional insured shown on the policy;
• Workers' compensation and employers' liability policies will provide a waiver of subrogation in favor of
the City; and
• Provide thirty(30)calendar days advance written notice directly to City of any,cancellation,non-renewal,
material change or termination in coverage and not less than ten(10)calendar days advance written notice
for nonpayment of premium.
E. Within five (5)calendar days of a cancellation, non-renewal, material change or termination of coverage,
Contractor shall provide a replacement Certificate of Insurance and applicable endorsements to City. City
shall have the option to suspend Contractor's performance should there be a lapse in coverage at any time
during this contract. Failure to provide and to maintain the required insurance shall constitute a material
breach of this contract.
F. In addition to any other remedies the City may have upon Contractor's failure to provide and maintain any
insurance or policy endorsements to the extent and within the time herein required,the City shall have the
right to order Contractor to stop work hereunder, and/or withhold any payment(s) which become due to
Contractor hereunder until Contractor demonstrates compliance with the requirements hereof.
G. Nothing herein contained shall be construed as limiting in any way the extent to which Contractor may be
held responsible for payments of damages to persons or property resulting from Contractor's or its
subcontractor's performance of the work covered under this contract.
H. It is agreed that Contractor's insurance shall be deemed primary and non-contributory with respect to any
insurance or self insurance carried by the City of Corpus Christi for liability arising out of operations
under this contract. a
I. It is understood and agreed that the insurance required is in addition to and separate from any other
obligation contained in this contract.
a
2016 Insurance Requirements
Purchasing
CAFR Software and Budget Book RFP
8/08/2016 my Risk Management
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Attachement C: Insurance/Bond Requirements
Bonds are not required for this Service Agreement 1
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Attachment D: Warranty Requirements
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Warranty Requirements are not required in the service agreeement.
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CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business.
2016-130823
Gray CPA Consulting, PC
Magnolia,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 10/31/2016
being filed.
City of Corpus Christi Date Acknowledged:
l ) biwi
3 Provide the identification number used by the governmental entity or state agency to track or identify the co tract,and provide a
description of the services,goods,or other property to be provided under the contract.
Service Agreement#877
implementation services for financial software to build the annual CAFR and Budget book.
4 Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I Intermediary
Michelsen,Anita Magnolia,TX United States X
Gray,Gail Montgomery:TX United States X
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5 Check only if there is NO Interested Party. ❑
6 AFFIDAVIT 1 swear.or affirm,under penalty of perjury,that the above disclosure is true and correct.
DmIELA MEAD -1
My Notary ID#128886561 c
• ' Expires February 16,2020
"' Signature of author agent of contracting business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Sworn to and subscribed before me,by the said Lt1-1-‘ ` 6(CIAA ,this the 0 day of 'HO Volt be IT
20 I(D ,to certify which,witness my hand and seal of office.
e.t.aec .
CSiq
ture of officer ministering oath Printed name of officer administering oath Title of officer inistering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277