8.2 Software Purchase
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
6/28/04
TIME
4:00 P.M.
AGENDA SECTION
NO:
ORIGINATING DEPARTMENT:
APPROVED FOR
AGENDA:
8
FINANCE AND ADMINISTRATION
ITEM
NO.
Page 1
2
BY: Rodney Franz
BY:~
ITEM:
Authorize purchase of Animal Shelter Management software from Multiple Options, Inc.
BACKGROUND:
The Salina-Saline County Health Department has been using two different systems to assist in
managing shelter operations. We use a legacy system that was written many years ago on the AS-
400 computer. This is used to record the animal licensing information and to print the renewal
notices. There is no inquiry capability. The shelter staff must rely on extensive printouts of licenses
(sometimes running nearly 1,000 pages) and manual lookup to find licensing information. Renewal
notices print on postcards, with minimal information.
The shelter also uses an MS-DOS based PC program on a free standing PC at the shelter to
manage other aspects of the shelter operations. This system is available on one computer, and, as
it currently stands requires special accommodations to run on current Windows based machines.
None of the programs are networked, although the Police Department does have access to the AS-
400 information. Currently, any information we wish to extract regarding statistics on breeds, bites,
citations and violations, etc., must be extracted by a labor intensive and error prone manual process.
The system is, in short, cumbersome, out of date and inadequate.
The City and Animal Shelter staff, in conjunction with the City's Computer Technology Department
have for a period time been looking for better software. We identified two finalist packages for
demonstration, and have selected the Animal Shelter Management System, produced by Multiple
Options as being most appropriate to our needs.
The system will be networked, with workstations located at both the Animal Shelter and Police
Department. The system has extensive reporting capability and query capability, can track multiple
types of licenses, vicious dogs, complaints, convictions, and bites. It can handle breed specific
regulations, insurance requirements, provide follow-up reminders, and produce a variety of notices
to licensees. The dispatch module can track officer activity, but it will also permit police personnel
to enter calls for service during hours shelter staff are not on duty for them to address at the next
shift. It provides for digital photos, if we desire. It also provides for shelter management activities,
including health and behavior assessments, tracking adoptions, maintaining a record of lost and
wanted animals, basic euthanasia records, cash receipting, etc. The staff involved through the
selection process have not been able to identify any essential activities that this package could not
perform for us.
The implementation strategy suggested by the company includes an initial two day "site survey"
during which they will identify our specific procedures used, including forms, notices, licensing types
and regulations, and so an. After this is complete, and they have configured the system for our use,
they will do a three day implementation, testing and training visit. All costs for these is included in
their proposal. The company representative has indicated that in some cases, customers desire a
post-installation training visit, after the system has been operational for some time. If that should
rove necessa , the additional cost will be $3,230.
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
6/28/04
TIME
4:00 P.M.
AGENDA SECTION
NO:
ORIGINATING DEPARTMENT:
APPROVED FOR
AGENDA:
8
FINANCE AND ADMINISTRATION
ITEM
NO.
Page 2
2
BY: Rodney Franz
BY:
SCHEDULING:
If approved now, the install procedures can be scheduled during September. The remaining
portions of the Animal Control Code and the fee resolution are on the Commission calendar for
consideration on July 19th. The effective date of those changes will be set for October 1, to
accommodate the installation schedule for the software. It is not feasible to implement the new
license fee schedule prior to that date, though the animal shelter fee changes go into effect July 1,
as approved by the Board of Health.
FINANCIAL IMPACT:
The price as proposed, including the base Shelter system, the licensing module, and the dispatch
module, as well as implementation and training, data conversion services, and the first year of
support will be $27,265. Should the additional visit be necessary, the total cost will be $30,495.
These funds are available in the General Fund contingency account.
Annual support fees will be on the order of $2,500 per year. They will likely be incorporated into the
Animal Control and Shelter operating budget, paid for by the revenues from the new fee schedule.
RECOMMENDATION:
Our recommendation is to authorize the purchase of the Shelter Management System from Multiple
Options. While the system has many modules, we feel that the functionality provided by the basic
system, plus the dispatching and licensing module will meet all of our immediate needs. The system
has additional modules should a need for additional functionality become apparent.
I11III 0 pti 0 ns I
AGREEMENT
Computer-Based Services
Thursday, June 17, 2004
Salina-Saline County Health Department
329 N. Second St.
Salina, KS. 67401-2035
Multiple Options, Inc. agrees to provide the following Animal Shelter
Management software solution to your department.
Shelter Management System Software
Animal Shelter Management System - SQL Server Version
Dispatching
Animal Licensing
$10,500.00
$3,500.00
$2,500.00
Subtotal $16,500.00
Services
Subscription Service (1 yr. Upgrades/Std. Telephone Support) $2,475.00
Legacy Data Conversion (AS400) 20 hours * $75.00/Hr. (estimate) $1,500.00
Customization (Programming) 20 hours * $75.00/Hr. (estimate) $1,500.00
Subtotal
$5,475.00
Implementation and Training
Rates for implementation are $800 per day, per engineer, plus any associated
expenses, e.g. flights and ground transportation, lodging, and meals, etc. We
anticipate one 2-day visit and one 3-day visit for this project.
Subtotal
$3,230.00
$4,060.00
$5,290.00
Visit 1 - Site Survey (2 days)
Visit 2 - ImplementationlTestinglTraining (3 days)
Visit Break-down - 2 Day
1 Engineer - (2 days @ $800/ea) + (2 @ travel rate $400/ea.) $2,400.00
Flight and ground transportation (estimate) $450.00
Lodging/Meals (estimate) $380.00
2 day visit estimate
$3,230.00
Multiple Options, Inc.
P.O. Box 9507, Providence, RI 02940-9507
PO. Box 235917, Honolulu, HI 96823-3528
Telephone: 401-480-6655
Internet: www.muitiop.corn
Salina-Saline County Animal Shelter Agreement - 17 June 2004
Page 1 of2
SUMMARY
Shelter Management System Software
Services
Implementation and Training
$16,500.00
$5,475.00
$5,290.00
$27,265.00
TOTAL
Explicit Exceptions
This agreement does not include the following: or any commercial software,
such as Microsoft Windows, Microsoft Office, Microsoft SQL Server, or
Microsoft MapPoint, a user manual, online or any other help documentation,
any hardware, cameras, etc.
Fee and Delivery Schedules
We will schedule your project immediately upon receipt of a purchase order.
Payment terms are as follows: Each visit will be invoiced upon completion and
will be due at that time. The fee for the shelter management software will be
invoiced upon delivery.
Licensing and Ownership
Multiple Options, Inc. will retain all proprietary rights, title, and ownership of the
herein-described software. The Salina-Saline County Animal Shelter will receive
a standard end-user license agreement for 1 site license (unlimited users) for the
shelter management software.
Agreed to by:
¥n/1~-f(J fluAs1
Kenneth J. Hudson
President
Ms. Yvonne Gibbons
Director
Date: June 17.2004
Date:
Multiple Options, Inc.
P.O. Box 9507. Providence, RI 02940-9507
P.O. Box 235917, Honolulu, HI 96823-3528
Telephone: 401-480-6655
Internet: vi/ININ.rnultiop.com
Salina-Saline County Animal Shelter Agreement - 17 June 2004
Page 2 of 2