Rancho Palos Verdes City Council
   

DECEMBER 20, 2005 POINT OF SALE SOFTWARE DECEMBER 20, 2005 POINT OF SALE SOFTWARE DECEMBER 20, 2005 POINT OF SALE SOFTWARE



TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

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

RECOMMENDATION

  1. Authorize Staff to purchase point of sale software and hardware from Cougar Mountain at a cost not to exceed $6,890.
  2. Authorize the Director of Finance and Information Technology to execute the attached Software Assurance Agreement between the City and Cougar Mountain for warranty of software and support.

DISCUSSION

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.

FISCAL IMPACT

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:

  • Software and hardware purchase – Equipment Replacement Fund $6,890; and
  • Training – Finance & Information Technology in the General fund $3,000.

Respectfully submitted,

Dennis McLean

Director of Finance and Information Technology

Reviewed,

Les Evans

City Manager

Software Assurance Agreement

Cougar Mountain Software Assurance subscribers receive the following benefits for one year from purchase date:

Standard Software Assurance

  • Access to all service packs, updates and new versions of the current Cougar Mountain product line issued during the life of this agreement. New CDs will be shipped directly to subscriber for new versions only. All other updates will be available for download from the Cougar Mountain Customer Service Center (http://service.cougarmtn.com).
  • Discounts on customer support. Subscriber may purchase customer support at any time during the one year subscription period at 10% off retail pricing.
  • 10% discount off retail pricing on classroom, online and on-site training.
  • Payroll tax updates and Aatrix state & federal tax forms for Payroll and Fund customers. Updates will be available every time there is a change in the subscriber’s state tax tables.
  • Access to a customer service area of the Cougar Mountain website.
  • Periodic access to basic e-Learning modules as available.

Premier Software Assurance

  • All of the features of the Standard Software Assurance.
  • Twenty hours of Customer Support.
  • Unlimited access for all subscriber employees to the premium level of e-Learning.

Customer understands that:

  • Software Assurance must be purchased on core product and each CMS add-on product.
  • If customer purchases an additional add-on during the one year subscription period, subscriber may be required to purchase Software Assurance subscription for that add-on at time of purchase. The subscription for that add-on will expire at the same time as the original agreement.
  • Software Assurance applies to the latest version of the Cougar Mountain product. Customers not on the latest version will be expected to upgrade.
  • Support purchased with Software Assurance Premier level will begin upon the expiration of any previous support contract. Customer will have one year to use each support contract purchased, regardless of when the Software Assurance expires. Once all the minutes purchased are consumed, the support contract will expire even if it has been less than one year.
  • Software Assurance is non-refundable.
  • Cougar Mountain releases a new version of the current product line every 12-15 months. There is no guarantee that a new version will be released during the life of this agreement.

Level subscribed to: _ Standard _ Premier Commencing on: _______________

Date

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.

Return Policy:

  • Cougar Mountain Software offers a 30-day return policy on all new purchases of software and hardware. The 30-day return period begins on the invoice date.
  • No refunds on upgrades (including upgrades from DOS), customer support, or Software Assurance.
  • Any refunds given are subject to restocking fees of 15% on software and 25% on hardware

I have read the information above and understand it.

Signature_____________________ (Print Name)______________ (Title)_______________ Date____________

Company Name_______________ Account Number_______________ (Telephone)_______________________

Contact Name (if not the same)_______________________________ Email______________________________

Federal ID# ________________________________________________________________________________
(CMS 8/05)