2010/04/15 HDL Software, LLC FY10 Agreement exhibits Request for Proposal—Business License Software
City of Menifee, California X(�( �( � April 15, 2020
PROPOSED TECHNOLOGY
All HdL Software systems use a robust data platform,supporting all editions of Microsoft SOL Server 2000 or
later. All editions of Microsoft Windows 2000 or later are supported,including the upcoming Windows 7. All
reporting is accomplished through a powerful, standard reporting tool -Crystal Reports 11.5. All web-based
portions of our solutions are developed using Microsoft ASP,NET. HdL Software Is currently developing an all
new software suite, bringing the latest technology and numerous usability enhancements and new features
to our clients. The new software suite utilizes the latest Microsoft.NET framework and Microsoft WPF for an
engaging user Interface, Microsoft ASP.NET for the web Interface, and Microsoft SQL Server for the database
backend, To meet the varying needs of our clients,the solution will support both on-site deployment as well
as an HdL hosted version. Interfacing with agency customers through low cost e-communication methods
(email,wabsite)is a primary focus of the new software suite.
PROPOSED APPLICATION SOFTWARE
Business License Software and Web Renewal Module:
HdUs business license software was developed for auditing, managing and processing business licenses,using
five cities as beta sites. After installation on the City's network,the program is ready for the City to use in the
processing and tracking of business licenses. The objectives of the program are as follows:
The business license software will allow the City to enforce Its business license ordinance, making sure that
every person and organization doing business in the City is licensed. It will also provide a system that will
assist the City in assuring that businesses are operating within proper zones and that they have received the
appropriate approvals and permits to operate. Approvals are frequently required from fire,police and health
departments and,in certain Instances,from state agencies.
On an ongoing basis, the program will assist the City in Identifying unlicensed businesses, Including home
occupations, non-profit companies that own "for profit" businesses, and businesses within a business. The
software provides a cross check with HdUs Sales Tax and Property Tax programs, as well as SB1374(AB63)
Franchise Tax Board data,if the City is a client for those services.
The software contains a method to track business license inspections including the date of the Inspection,
type of inspection,inspector initials,disposition and status.
The software will allow the City to maintain and track all types of licensing functions,including annual licenses
and those that may be issued on a daily, monthly, quarterly or semi-annual basis. It will process licenses for
businesses based on any number of factors, including gross receipts, number of employees, number of coin-
operated devices, and number of vehicles. Because it is a table-driven system, it can accommodate the
unique rate structures of individual cities.
The software will allow easy data entry of the information contained in business license applications. Based
on business type and rate tables, it will calculate fees and print licenses. The program will track un-renewed
licenses and print renewal notices at the end of the license period, which contain computer-generated fee
calculation instructions based on business type. Delinquent notices will be generated, including the
calculation of late fees and penalties. The program will create a journal entry for entering payments into the
City's accounting records.
The software will maintain business license history for active and closed businesses. The amount of history to
be stored will be determined by the City and is dependent upon the available free space on the City's
computer. It contains data fields for other needed business Information,such as emergency contact,name of
alarm company or security service used by the business, SIC codes, NAIL codes and number of rooms or
bullding capacity.
HdL Software, LLC Page I I
Request for Proposal—Business License Software
City of Menifee,California April 15,1010
Users will be able to query the data set in a variety of ways: by license number,business name,owner name,
address,telephone number, vehicle license number and key word. Ad hoc queries are friendly and easy to
use. The City will be able to track licenses by business types, NAIL code, SIC codes and by City-determined
geographic areas.
Hdl's Web Renewal Module will allow Taxpayers to renew their business license online via your City website,
The Web module will accurately calculate fees and penalties thereby eliminating balance dur follow up.
Securely process credit card payments and process pending renewals with just a few keystrokes.
HdL provides a land management module that sits behind the business license program. This module stores
parcel Information and allows address lookup when a street address is entered as a new license record is
created. It will also bring the APN number into the record.
If the City is a client for HdL's Property Tax services, there Is no cost to populate and update the land
management database. If the City wishes to use any other parcel data set,there is a one-time cost to write a
custom import utility.
The software provides for user-defined levels of security and confidentiality.
A variety of reports are available in standard format and on an ad hoc basis, including reports by business
name,address,and type,and mailing labels. The software uses Crystal Reports and also contains a propriety
user defined report tool. Reports and data are easily exported.
Computing Environment(hardware,operating system,Import/export,interface)
Database•HdL Software systems use the Microsoft SQL Server database platform. The following versions are
supported:
• MS SQL Server2000
• MS SQL Server 2005/2005 Express
• MS SQL Server 2008/2008 Express
Requires 1 gigabyte of disk space to accommodate the initial data set.
PC
CPU 600 Mhz or better
Memory128 MB Ram
Video 10241068, 16 bit color
OS MS Windows 2000/XP Pro/Vista
Data Import/Export
Reports can be exported In a variety of formats using the Crystall reports export functionality. And raw data
can be exported using a built in point&click export data user interface. HdL has built Sales Tax,Property Tax
and Franchise Tax Board links that support Importing data for the purpose of Identifying unlicensed
businesses.
REPORTING
All of HdUs software programs have a variety of reports that are available in standard format and on an ad
hoc basis, including reports by business name, address, and type, and mailing labels. The software uses
Crystal Reports and also contains a propriety user defined report tool. Reports and data are easily exported
(such as MS Word and Excel).
Reports in all of HdL's Software programs are easy to use with point and click Interface. Users will be able to
extract current and historical data easily through our export feature. All exported reports can be set in a csv
format and open easily with Excel.
Daily Cash Receipts report Is part of the standard listing of reports which are included as part of the software
license fee.
HdLSoftwore, LLC Page 12
Request for Proposal—Business License Software
City of Menifee, California April 15,2010
ON-GOING SUPPORT AND MAINTENANCE
HdL will provide ongoing software upgrades and customer support by telephone, email and the web as needed
by the City. Support services are available to the City during the first year warranty period and during any
maintenance year for which the annual maintenance fees have been paid. In the United States, no charge
support from HdL software Is available as follows:
For technical support between the hours of 8:00 am and 5:00 pm Pacific time, Monday through Friday, email
help@hdicompanies.com or call HdL offices and ask for software application support. For technical support
before 8:00 am or after 5:00 pm Pacific time, Monday through Friday (or anytime Saturday), email
911@hdlcompanies.com and an HdL staff member will be paged. Please only include your name, agency and
contact#in emails to 911@hdlcompanies.com.You will be contacted as soon as possible.
HdL Software staff includes experts in all relevant areas, including software, operating systems,networking,and
hardware (printer/network/server/PC hardware). As such, we're able to provide extensive support; often
detecting and resolving issues unrelated to the operation of our software during support calls. To ensure our
support is comprehensive and easily accessible, we've invested in a remote access solution that requires no
firewall configuration by IT staff and allows HdL staff to see exactly what the user is experiencing. This tool has
increased our support efficiency, allowing more issues to be resolved Immediately during the initial phone call.
HdL tracks all support calls through our Client Database and Client Request forms so that we can monitor how we
are doing with regards to our follow up, time spent with support and any Issues that come up. This is done to
constantly improve our customer support.
Our technical and user support is what differentiates us from the competition. Every company claims their
support is good, but we have the client base and the full reference list to prove it. Our dedication to support is
unequaled in local government software.
Support policy regarding reports. HdL provides a number of reports with the installation of the business license
software. These reports are developed using Crystal Reports and fall Into one of two categories,standard or HdL
custom developed. HdL provides support on standard and HdL custom developed reports, provided that the
reports have not been modified by the client or other third party. As part of support, HdL will make minor
modifications to reports as needed by the City. This Includes change of logo, phone#, address, signatures, and
minor text edits. Other report edits and modifications requested by the City are not covered under the
Maintenance Support,and will be developed on a time and material basis at the current rate.
Outside Connections to HdL database, HdL programs rely an the integrity of the database to operate properly.
As such,it is critical that any outside connection to the database be implemented with HdL's full knowledge and
participation.
Only"read only"connections will be established to the HdL database.
• No modifications will be made to the Hdl..database,including database/table design and data content.
• Any repair work necessary due to violations of the above items will be outside the scope of normal contract
maintenance,and as such will be billable to the client on a time and material basis.
HdL Software, LLC Page 13
Request for Proposal—Business License Software
City of Memfee, California, April 15,2010
PROPOSED RgiD,INGS061�X�R�LICEN 3 user licenses
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Web Renewal Module ImPlem
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Y ANNUAL MAINTENANCE
Annual a7aintenance begins in year 2, Price Comments
I"Year Warranty Period
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I * Data Conversion: includes converting account, contact, and Balance due Information. If detailed fee
history is desired,the cost for conversion will increase by$2,000.
} ** Web Renewal Module & HdL's Preferred Payment Gateway: HdL has selected Authorize.net as the
i preferred provider for payment gateway and merchant account services. The Authorize.net solution has
proven to be reliable,full featured and cost effective for our clients. If the City wishes to select a different
r payment gateway, there will be a development cost of$5,000 to estoblish the link, if requested by the City,
Hdi will assess the gateway solution and provide an estimate of the development costs.
*** Quadrant Cashiering,System Integration: allows for exporting payment data in a format accepted by the
City's finance/cashiering system.
Software License Fee; The license fee includes use of the software, three (3)concurrent user licenses, user guide
manual on CD,;and all standard forms and reports
j 2. implementation. The implementation fee covers all efforts involved for installation and configuration of the
software. This includes one session of pre-installation training and process evaluation, one session of "go live"
HdL Software,LLC Page 14
Request for Proposal—Business License Software
City of Menifee California Apri115,2010
training, Installation support, design and programming of standard forms and reports, and configuration of the
software including construction of rate and business type tables.
3. Travel Expenses.Travel and lodging expenses are billed at cost and apply to all.process, pre-installation,installation,
training,maintenance and troubleshooting meetings.
4. Land Management. The land management module allows users to import parcel information as new records are
added to the database. There are four ways to populate the land management parcel data. Regardless of the source
of the data,the City is able to import updated data at any time using the Land Management Import utility.
a. If the City is a client for HdL property tax services,the import is run from the land management utility. There is
no cost.
b. If the City is not a client for HdL property tax services,the parcel data may be purchased from HdL at 20C per
parcel.
c. If the City wishes to use any other parcel data set,and Is able to provide the data in a format approved by HdL,
the parcel data may be imported using standard functionality provided in Land Management. There Is no cost.
d. If the City wishes to use any other parcel data set,and is unable to provide the data in a format approved by HdL,
a re-useable utility can be developed to convert the parcel data into the proper format. The development of this
utility will be billed on a time and material basis. Once the source data has been reviewed, a statement of work
will be provided including a cost estimate.
5. Data Conversion (optional). The cost is$2,800. Data conversion includes converting account, contact,and balance
due Information and up to 30 hours of effort. Most conversions are completed within this time frame. If data
conversion exceeds 30 hours,the City agrees to pay the programmer hourly rate for each additional hour. If detailed
fee history is desired,the cost for conversion will increase by$2,000.
6. Additional Rate Category(optionall To establish additional rates(business improvement districts,fire,health,etc.)
with separate fee tables,the cost is $3,000 per category if it uses the same renewal cycle as the standard rate. If it
follows a different renewal cycle, then the new rate category must be treated as a separate license record for each
business.
7. Quadrant Cashiering system Integration loptionall. This enables the financial data export module. The cost is
$1,500.
8. Training(ootionall. The cost for additional training is:
• On-site at the City-$1,200 per day /$800 per Y2 day
• Off-site at the HdL Companies-$90 per hour
• Via the Web-$90 per hour
9. Annual Maintenance and Customer Support Fee
There is no charge for the first year of maintenance and customer support. The annual maintenance and customer
support fee shall begin on the anniversary of the"go-live"date.
The annual maintenance fee shall be adjusted at the beginning of each anniversary year following the first year of
service. The adjustment shall equal the increase in the most recently published annual Consumer Price Index (as
published by the Bureau of Labor Statistics) for the surrounding statistical metropolitan area, all urban consumers.
Each maintenance fee adjustment shall not be less than two percent(2%)or greater than ten percent(10%).
10. Customizing Services
The software is a table-driven system and has been developed to meet almost all of the needs of a City with regard to
the management, processing and reporting of business licenses. However,should the need occur,HdL is available to
provide custom enhancements to the software on a pre-determined time and material basis. No work shall be
performed without prior written approval of the City.
11. Payment Schedule—Compensation for contract amount shall be due and payable as follows:
• 50%within 30 days of the effective date of the Software Agreement.
• 40%within 60 days of the effective date of the Software Agreement, or within 30 days of the "go-live" date;
whichever is earlier.
• Remaining 10%within 30 days of the"go-live"date.
The maintenance fee will be invoiced each year on the anniversary of the"go live"date,and shall be due and payable
within 30 days of the invoice date
12. PricineAdlustments _
HdL Software,LLC Page 15
Request for Proposal—Business License Software
City of Menifee, California April15,2010
All pricing listed In this contract will be honored throughout Implementation of the project. Any additional/optional
services needed after the'"go-live"date will be provided using the;pricing currently esta,plished at the time the service
Is requested.
REFERENCES
9 ;
' i
O i
i
Conversion and Implementation
a. HdL will convert the City's existing data. HdL will build a series of tables in the software including types,rate
tables,fee,tables,and codes. All parameters and lists will be set up by HdL to conform to the City's business
l rules. If the City files contain historical data,they will also be inserted Into the data set. Geographical codes
6 will be assigned, consistent with those used in HdL's Sales Tax and Property Tax programs if the City is a
client for those services. If rates or types change in the future, or new ones are created, the tables are
_ maintainable by the City.
f] b. The City will designate a staff member experienced in the functions of the business license department that
i � may be contacted by HdL staff to answer questions and clarify Issues during the initial phase of building
tables,lists and system parameters.
p c. The City agrees to provide its current data Information in ASCII file format with a file layout detailing the
content, format and size of the fields Included In the data set, This data will be required a minimum of two
times during the conversion process. The City understands that the second(and any subsequent)data set
must be provided In the same format as the first data set. Any incoosistencles between the first and second
l data sets will result in a delayed installation date and additional charges for conversion.
i d. The new data set created during this process will be verified and audited for Inconsistencies between existing
data and the rate tables and type tables.
SI e. The new data set and software application will be Installed on the City's network. If the City uses HdL's Sales
Tax and Property Tax programs, these programs will be Integrated with the:business license software at no
additional cost. If the City Is not a client for HdVs Sales Tax and Property Tax programs,there will be a
` charge to link to another vendor's data set or for HdL to supply the data.
Training Training will be provided for the City staff. Trained HdL staff will be available for any follow-up needed,
either by telephone or in person,as part of our ongoing maintenance and support.
Timeline The default timeline for complete implementation(including"Go Live")of the Business License software
{ is approximately 45 days from the start of implementation.
When the Software Agreement is signed by all parties,HdL will immediately work with the City to establish a
specific Implementation schedules for each system. The final timeline can range from 14 to 60 days.
i However,the City understands that this timeline will be conditional upon.meeting the requirements of the
l i implementation schedule.
,
HdL Software, LLC Page 16
Kathy BennettXN[�!
From: Marta Bonnin [M Bon nin@hdlcompanies.comj
Sent: Monday, May 10, 2010 3:44 PM
To: Kathy Bennett
Subject: HdL Software
Attachments: Web Module Info.pdf; 01-CLIENTS.doc
Hello Kathy,
Thank you for taking the time to speak with me last week about some questions you had regarding HdL
Software.
First, I'd like to address some items that came up in our conversation:
1. Link to Tyler Financial system: HdL has linked to many financial systems for many of our
clients and we can definitely do the same for the City of Menifee if the'City chooses. The link or
interface to any financial system would be an additional cost to the City but, because of the great
reporting features of HdL's Business License Software, many of our clients have found that a direct
link is not necessary. The built in daily cash receipts listing allows users to use the information to
make quick journal entries into the City's GL
2. Best of Breed: When it comes to Business License Software, HdL has set the standard because
that it what we do best. We have the experience and knowledge to back up our software.
Although there are many great financial systems out there, we have found (from speaking to our
clients) that their business license software leaves much to be desired. The ease of use of the
program, the speed at which your staff can prepare analytical reports, the convenience of built in
renewals, licenses and letters and the support of knowledgable staff that have walked in your
shoes makes HdL the choice of over 235 clients throughout California.
3. HdL Prime: HdL is currently working on a big upgrade to the existing Software systems. Because
we are almost ready for a big release, I can only give you a glimpse of what the new and improved
software will do...
A: No compromise internet based solution - forget about weak browser limited user interfaces
with slow response times and ineffective keyboard.support. HdL Prime utilizes the full power of
your PC and the latest Microsoft.NET framework to provide a full featured desktop user interface
deployed over the internet. HdL Prime allows you the benefits of a web based solution without the
compromises inherent in a browser bound application. So, if the City of Menifee is looking for a
hosted solution in the near future, HdL Prime is your choice.
B: Through HdL Prime, you can connect with customers via email; sending renewal notices and
other needed communications. Your customers will be able to renew online, apply for a new
license, pay a balance due, request or download additional copies of a form such as a current
license, a letter or a renewal form, they will be able to update contact information and even upload
additional required documents directly into HdL Prime.
C: HdL Prime will support both hosted and on-premise deployment methods, so you can select the
solution that best fits your agency's needs.
D: HdL Prime facilitates a-team work, allowing departments to work together electronically
withour requiring the typical forms and worksheets. Email notification to other departments such
as inspectors or code enforcement officers. The inspectors can then retrieve their inspection
schedule digitally while in the field and immediately record inspection results - you can say
goodbye to daily paper inspections schedule lists, paper task lists and help your City by saving
money, saving time and saving the environment "Go Green"
4. Upgrading to HdL Prime: I have been authorized to let you know that when HdL Prime is ready
and the City would like to upgrade, we will definitely give you a discount on the costs. As we do
not have total costs yet (although, they will be minimal), we can discuss this later on this year.
5. Hosting the software: Robert Gray, President of HdL Software, is currently working on a cost
analysis report to come up with pricing for hosting the software for our clients. When this analysis
is complete, we will pass this information on to the City of Menifee.
1
6. Purchasing Web Module with Business License: We are offering the City of Menifee a
substantial discount on the Web Renewal Module because we understand that the City is just
starting out. We believe this would be a great time to take advantage of this discount and
purchase the Web Renewal Module together with the Business License program. This will not only
assist the City staff with processing, it will also save time and money since it will eliminate the
need to print and mail renewal forms to your taxpayers. I have attached more information that
explains all of the savings to the City of Menifee.
7. Link to Sales Tax to find additional revenue: HdL Software is the only company that is
allowed to link directly to HdL's Sales Tax Database. By cross indexing the Business License and
Sales Tax databases, City staff will be able to find unlicensed businesses - this means more
revenue for your general funds. It's easy, it's intuitive and it works.
I hope I was able to answer the questions you had with regards to our software and why you should go
with our system. That's why we have such happy clients - some right near you...Murrieta, Temecula, San
Jacinto, Moreno Valley, Beaumont, Banning, Vista, Lemon Grove and many, many more. Attached is a full
client list.
Please let me know if I can help with any other questions you may have.
Thank you for your time and I look forward to hearing from you soon.
Sincerely,
Narta A. Bonnie, CRO
Sales Manager
HdLSoftware, LLC
(909) 861-4335
(888) 861-0220
mbonnin@hdlcompanies.com
www.hdlcompanies.com
HdL S6ftr'r are, LLC
Aelivea ing efficieney to gowrowlent
Please consider the environment before printing this email.
2
LEMHdL Software, LLC
Delivering efficiency to government
April 15, 2010
Ms. Kathy Bennett
City Clerk
City of Menifee
29714 Haun Road
Menifee, CA 92586
Re: Purchase of Business License Software only
Dear Ms. Bennett,
Thank you for the opportunity to respond to the City of Menifee's RFP for Business License
Software.
As you are reviewing the proposals, please take note that we have combined the pricing for
the Business License Software and the Web Renewal Module. The reason for this is that we
could give you a substantial discount If the City chooses to purchase both at the same time.
The cost for the Web Renewal Module is currently $12,750 so by purchasing them together,
we are offering a discount of$7,250.00.
Business License is currently listed at $19,500 yet we have discounted this by $5,000.00 to
a price of $14,500.00
We are hoping that the City of Menifee decides to move forward with both systems to take
full advantage of these discounts but, if the City chooses to only purchase Business License
at this time, we will honor the pricing noted in the proposal for just the Business License
Software - Software License fee of $14,500.00 plus $3,000.00 for implementation (plus
incidental fees as outlined in the proposal which may include conversion ($2,800.00) if the
City chooses to have HdL convert data). The annual maintenance for just the Business
License Software would be $3,900.00 beginning in the 2nd year (as we do not charge for 1s`
year maintenance - this is included in the software license fee)
Should you have any questions, please feel free to contact me.
Again, thank you for the opportunity to present our software proposal to the City of Menifee
and we hope to hear from you soon.
Sincerely,
Marta A. Bonnin, CRO, Sales Manager
1340 Valley Vista Drive,Suite 200, Diamond Bar,CA 91765-3910
Email: Sales@hdlcompanies.com • Toll Free 888-861-0220 • Tel 909-861-4335 • www.hdlcompanies.com
HdL Software, LLC
Delivering efficiency to government
I
April 15, 2010
Ms. Kathy Bennett
City Clerk
City of Menifee
29714 Haun Road
Menifee, CA 92586
Re: Purchase of Business License Software only
Dear Ms. Bennett,
i
Thank you for the opportunity to respond to the City of Menifee's RFP for Business License
Software.
i
As you are reviewing the proposals, please take note that we have combined the pricing for 7
the Business License Software'and the Web Renewal Module. The reason for this Is that we
could give you a substantial discount if the City chooses to purchase both at the same time,
The cost for the Web Renewal Module Is currently $12,750 so by purchasing them together,
we are offering a discount of$7,250.00.
Business License is currently listed at $19,500 yet we have discounted this by $5,000.00 to
a price of $14,500.00
We are,hoping that the City of Menifee decides to move forward with both systems to take
full advantage of these discounts but, if the City chooses to only purchase Business License
at this time, we will honor the pricing noted in the proposal for just the Business License
Software — Software License fee of $14,500.00 plus$3,000.00 for Implementation (plus
Incidental fees as outlined in the proposal which may include conversion($2,800.00) if the
City chooses to have HdL convert data). The annual maintenance for just the Business
License Software would be $3,900.00 beginning in the 2nd year (as we do not charge for 15h
year maintenance — this is included in the software Ilcense fee)
Should you have any questions, please feel free to contact me.
i
Again, thank you for the opportunity to present our software proposal to the City of Menifee
and'we hope to hear from you soon.
i
Sincerely,
Marta A. Bonnin, CRO,Sales Manager
I
1840 Valley Vista Drive,Suite 200,Diamond Bar,CA 91765-3910
Email; Sales@hdlcompanies.com • Tall Free 888-961 0220 • Tel909.861-4335 - www.hdicompanies.com