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FROM: DIRECTOR OF FINANCE AND INFORMATION TECHNOLOGY
DATE: DECEMBER 20, 2005
SUBJECT: POINT OF SALE SOFTWARE
Staff Coordinator: Kathryn Downs, Deputy Director of Finance and Information Technology
Currently, the City does not utilize point of sale (POS) software. POS software facilitates cash register transaction processing and accounts for sales of individual inventory items. Although the City’s accounting software, Sungard HTE, facilitates processing and accounting for cash receipts at the City, it does not account for sales of individual inventory items.
Staff would like to purchase POS software in anticipation of opening the Point Vicente Interpretive Center gift shop in June 2006. The POS software would account for sales, track inventory, and improve internal control in the gift shop.
Utilizing the informal bid process, Staff looked at several POS software providers and considered the best combination of features, support and price. Staff recommends purchasing POS software from Cougar Mountain. Five members of staff participated in a detailed and thorough demonstration, and found the software to be user friendly and sufficient for the City’s anticipated POS needs.
Cougar Mountain was founded in 1982 and currently has more than 20,000 clients nationally. In December 2004, Cougar Mountain received accolades for their POS software from The CPA Technology Advisor, a publication that provides technology advice to more than 50,000 practicing Certified Public Accountants.
The cost to purchase the software and hardware is a total of $6,890. The annual maintenance fee is immaterial and would be paid from the operating budget.
The City Attorney has reviewed the attached Software Assurance Agreement (see Attachment A). The software is being sold with limited support of 20 hours annually. If City Council approves this software purchase, Staff plans to purchase training for key full-time staff to use and administer the software and train part-time users for a total cost of $3,000.
This POS software will not affect the City’s bankcard solution approved by City Council on November 1, 2005. Additionally, the POS software is capable of accounting for REACH program fees and participation. If City Council approves the purchase, Staff expects to discontinue use of software from Active.com currently used for the REACH program with an annual cost of $1,550.
There is no fiscal impact resulting from this software purchase. The City’s FY05-06 budget is adequate to fund the initial purchase and subsequent training from the following programs:
Director of Finance and Information Technology
Software Assurance Agreement
Cougar Mountain Software Assurance subscribers receive the following benefits for one year from purchase date:
Standard Software Assurance
Premier Software Assurance
Customer understands that:
Level subscribed to: _ Standard _ Premier Commencing on: _______________
PLEASE READ, SIGN AND FAX THIS FORM TO Kristine Terrell AT (208) 375-4539
Free Installation Policy:
Cougar Mountain offers remote, free installation for many of our software products as long as the customer has not previously attempted to install the software without our assistance. In that case, there may be charges incurred for installation.
I have read the information above and understand it.
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