HomeMy Public PortalAboutAgmt to Purchase 2012Blackbaud e
2000 Daniel Island Drive
Charleston, SC 29492-7541
Phone: 800-443-9441 Fax: 843-216-6111
November 19, 2012
AGREEMENT TO PURCHASE
Town of Gulf Stream
100 Sea Road
Gulf Stream, FL 33483
Bill Thrasher
(561) 276-5116
Town of Gulf Stream hereby agrees to purchase from Blackbaud, Inc. the following
SOFTWARE: Price
General Ledger 7 3 User $3,300.00
Payroll 7 2-4 Users, with $14,025.00
Accounts Payable 7
Financial Edge: Cash Management
FundWare to FE Software Upgrade
General Ledger: Budget Management
General Ledger: Projects/Grants/Endowment
PY: Electronic Funds Transfer
Software - Discounts: -$14,245.00
Software - Subtotal $3,080.00
SERVICES:
Financial Edge - Consulting Services $23.600.00
Services - Discounts: -$7,080.00
Services - Subtotal $16,520.00
SUBSCRIPTIONS:
Learn: The Financial Edge More $2,700.00
Subscriptions - Discounts: -$980.00
Subscriptions - Subtotal $1,720.00
MAINTENANCE:
Advantage $3,811.50
Maintenance - Subtotal $3,811.50
SUBTOTAL: $47,436.50
LESS DISCOUNTS: -$22,305.00
TOTAL COST: $25.131.50
Software
Software shall be provided in accordance with the Master Services and Software Agreement.
Services
The services to be provided are described in the accompanying Statement of Work.
Trainina
Your Blackbaud Learn"A More subscription includes access to all instructor -led online and self -paced training for
everyone at your organization. Class schedules are subject to change without notice based on minimum
attendance requirements. Blackbaud Training is provided to the full-time staff of your organization only. All
available seats are distributed on a first come first serve basis. Cancellations or no-shows may be charged an
administrative fee. This is a renewable subscription which is billed annually and is based on a 12 month
commitment. If you currently receive maintenance and/or other annual subscriptions from Blackbaud, the above
charges will be prorated to coincide with your current renewal date.
Maintenance
FundWare clients with an active FundWare maintenance agreement will also receive Blackbaud Advantage
Professional Maintenance support for the equivalent Financial Edge modules for the duration of their current
maintenance period for no additional charge. Upon expiration of your existing FundWare maintenance agreement,
Blackbaud's Advantage Professional Maintenance rates will be applied.
If additional Financial Edge modules or other Blackbaud software is purchased that is not covered under the
FundWare to Financial Edge migration offer, Blackbaud's Advantage Professional Maintenance rates will apply at
time of purchase.
All renewal fees are subject to adjustments based upon an inflationary index and defined at the time of renewal.
Maintenance begins 7 days after shipment of software. A detailed listing of Blackbaud's Maintenance Benefits and
Standard Terms and Conditions for Software Maintenance and Support can be found on our website at
httpJ/maintenance.blackbaud.com. A copy can be provided to you upon request.
General
Blackbaud is required to have a copy of the "State issued sales and use tax exemption certificate" for your
organization on file in order to avoid charging sales tax on all or a portion of this purchase, depending on state
law. If your organization's exemption certificate is not returned with your contract by the time the invoice is
generated, sales tax may be included on your invoice and will be payable in full by your organization.
Payment of the initial invoice is due within 15 days of invoice date. Payment of all other invoices is due within 30
days of invoice date.
The individual signing below represents that he/she has the necessary authority to execute the Agreement on
behalf of Town of Gulf Stream, and that his/her signature is sufficient to make this Agreement the binding and
enforceable obligation of such party.
Prices are valid until November 30, 2012. This ATP and the purchases set forth herein are subject to and
governed by the Master Services and Software Agreement available at
http.*//www.blackbaud.com/files/MasterServicesAndSoftwareAgreement.pdf and by signing this Agreement to
Purchase you agree to be bound by the MSSA.
No returns are permitted more than 30 days after the date of invoice. All permitted returns are subject to a 25%
cancellation fee and only the unused, paid portion of services, subscriptions and maintenance will be credited.
Page 2 of 3
Authorized'Signature Blackbaud, Inc. - Authorized Signature
William H_ Thrash r
Print Name
ATPID:528570
Page 3 of 3
Print Name
Date Date
Town of Gulf Stream Transmission Letter
FAXCover Sheet
To: Shevlin
Blackbaud
Phone:
Fax: (843)216-6111
REMARKS:
IDate: November 21, 2012
Number of pages including cover sheet: 4
From: Kelly Avery
Town of Gulf Stream
Phone: (561) 276-5116
Fax: (561)737-0188
Signed contract for Purchase of Financial Edge
Transmission Report
Date/Time 11-21-2012 12:20: 55 p.m. Transm It Header Text
Local ID 1 561-737-0188 Local Name 1 Line 1
This document: Confirmed
(reduced sample and details below)
Document size : 8.5"x11"
Town of Gulf Stream Transmission Letter
Il' AX Cova Shttt
To: Shcvlin
alackbaud
(843)216-6111
(Date: November 21,Z012
Number of pages including cover sheet: 4
Fmm: Kelly Avery
Town of Gulf Stream
Phone: (561) 276-5116
Fax: (561)737-0188
REMARKS:
Signed contract for Purchase of Financial Edge
Total Paqes Scanned : 4 Total Paaes Confirmed : 4
No.
Job
I Remote Station
Start Time
Duration
Pages
Line
Mode
I Job Type
Results
001
252
Blackbaud
12:18:14 p.m. 11-21-2012
00:02:20
4/4
1
G3
HS
CP12000
Abbreviations:
HS: Host send PL: Polled local MP: Mailbox print CP: Completed TS: Terminated by system
HR: Host receive PR: Polled remote RP: Report FA: Fall G3: Group
WS: Waiting send MS: Mailbox save FF: Fax Forward TU: Terminated by user EC: Error Correct
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Statement of Work
1.1 Financial System Consulting Services
The goal of this project is to implement The Financial Edge, a centralized, standardized financial management
system that will help improve internal controls, accurately report on complex information, and demonstrate
accountability of funding sources, both public and private.
1.1.1 Phase I: Define and Plan
The Define and Plan phase begins the important processes of bringing various team members together,
establishing how the team will communicate, and laying the groundwork for the project.
The consultant will complete the following specific tasks:
• Hold a kickoff call to discuss the project timeline and review the information transitioned from Sales
• Review the organization's mission, strategies, and information needs within the context of
implementing The Financial Edge
• Distribute a pre -consultation survey to gather valuable information for the implementation.
• Confirm the agenda for on-site work.
• Develop a project plan defining key roles, responsibilities, tasks, and deadlines that will guide the
organization through the implementation process.
• Provide status reports at each phase in the project to identify items open and accomplished, as well
as the remaining timeline for the project
• Establish a testing plan to validate configuration and system processes, if applicable.
1.1.2 Phase II: Design
(Estimated Hours: 12 remote or onsite)
During the Design phase, the project team will discuss the high-level business requirements defined in the
previous phase and Town of Gulf Stream's standard business processes. Key users at Town of Gulf Stream
must have a baseline knowledge of the software before beginning the Design phase.
The consultant will complete the following specific tasks:
• Design consultation with the project team and end users of the financial system to include:
• Review current reports, processes, and structure and work with Town of Gulf Stream to determine the
best account and project structure to ensure a successful implementation of The Financial Edge
• Discuss General Ledger chart of accounts design including projects, grants, and endowments
module
• Discuss General Ledger fund structure
• Discuss General Ledger closing methods
• Discuss how the chart of accounts impacts budgets
To ensure knowledge transfer, all workflows, policies and procedures discussed during this project phase
will be documented by the Town of Gulf Stream's management and staff for future use.
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1.1.3 Phase III: Build and Test
Statement of Work
The purpose of the Build and Test Phase is to configure The Financial Edge system to meet the operational
needs of the Town of Gulf Stream. Planning for deployment and go -live processes will begin during this phase.
The consultant will assist Town of Gulf Stream in completing the following specific tasks:
General Ledger including the Projects, Grants and Endowments module
Configure the General Ledger system to meet Town of Gulf Stream's business needs, including the setup
of:
• Business Rules
• Projects
• Grants
• Transaction Codes
• Fiscal Years
• Fund Structure
• Closing Methods
• Balancing Requirements
• Tables
• Renaming Fields (up to 5)
• Account Categories
• Account Segments
• Invalid Segment Combinations (up to 5)
• Distribution tables
• Attributes (up to 5)
• Provide import templates and assist with importing account codes based on the decisions made in the
design phase
• Provide import templates and assist with importing project records determined from the design phase
• Create multiple accounts within Account Records based on decisions made in the design phase or
provide an import template and assist with importing the chart of accounts
• Provide import templates and assist with mapping and importing beginning balances
• Provide import templates and assist with mapping and importing detailed journal entries for the
previous fiscal year
• Note: Town of Gulf Stream is responsible for extracting information to populate templates and
ensuring the accuracy of information prior to importing with the Blackbaud Consultant.
• Assist in building the necessary Visual Chart Organizers for reporting (up to 2)
• Set up security profiles (up to 5)
• Discuss setting up recurring journal entries or the import process for third party software transactions,
provide import templates, and assist with setting up one import parameter file and one recurring
journal entry, if applicable
• Set up the following general ledger reports and queries: (up to 2 each)
• General Ledger Detail Report
• Trial Balance
• Balance Sheet
• Income Statement
• Project reports
• Dashboards
BLACKBAUD PROFESSIONAL SERVICES i PROPRIETARY INFORMATION 11/16/121PAGE2
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" A s s i s t w i t h b u i l d i n g b u d g e t t o a c t u a l f i n a n c i a l r e p o r t s ( u p t o 2 )
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" D i s c u s s c u r r e n t a c c o u n t s p a y a b l e p r o c e s s a n d p r o v i d e r e c o m m e n d a t i o n s f o r t r a c k i n g w i t h i n T h e
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" S e t u p c o n f i g u r a t i o n b a s e d o n t h e n e e d s o f T o w n o f G u l f S t r e a m , i n c l u d i n g :
" G e n e r a l I n f o r m a t i o n
" B u s i n e s s r u l e s
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" R e n a m i n g F i e l d s ( u p t o 5 )
" I n t e r f u n d S e t s ( u p t o 2 )
" A g i n g I n f o r m a t i o n
" T e r m s ( u p t o 5 )
" A t t r i b u t e s ( u p t o 5 )
" D e f a u l t D i s t r i b u t i o n s
" D e f a u l t A c c o u n t s
" G e n e r a l L e d g e r P o s t i n g I n f o r m a t i o n
" S e t u p o f a p p r o p r i a t e b a n k a c c o u n t i n f o r m a t i o n i n c l u d i n g : ( u p t o 2 )
" B a n k I n f o r m a t i o n
" P a y m e n t I n f o r m a t i o n
" A s s i s t w i t h o n e t e s t o f c h e c k s t o c k t o c o n f i r m c h e c k p r o c e s s i n g
" P r o v i d e a n i m p o r t t e m p l a t e a n d a s s i s t w i t h i m p o r t i n g t h e f o l l o w i n g :
" V e n d o r b i o g r a p h i c a l i n f o r m a t i o n i n c l u d i n g a t t r i b u t e s
" O p e n I n v o i c e s , i f a p p l i c a b l e
" 1 0 9 9 B a l a n c e s , i f a p p l i c a b l e
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" S e t u p A c c o u n t s P a y a b l e r e p o r t s i n c l u d i n g :
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" C h e c k R e g i s t e r
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" S e t u p A c c o u n t s P a y a b l e q u e r i e s r e q u i r e d b y T o w n o f G u l f S t r e a m ( u p t o 4 )
B L A C K B A U D P R O F E S S I O N A L S E R V I C E S 1 P R O P R I E T A R Y I N F O R M A T I O N 1 1 / 1 6 / 1 2 I P A G E 3
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Statement of Work
Cash Management
• Discuss current reconciliation process and provide recommendations for tracking within The
Financial Edge
• Set up cash management for use with applicable bank accounts (up to 2 bank records)
• Define proper general ledger integration with the cash management system, including all facets of
integration with The General Ledger
• Set up the bank accounts module, including:
• Bank accounts tab
• Payments tab
• Adjustments tab
• Interfund sets tab
• Demonstrate entering outstanding checks or provide import templates and assist with importing
• Note: Town of Gulf Stream is responsible for populating the templates and ensuring the
accuracy of information prior to importing with the Blackbaud Consultant.
• Demonstrate clearing checks electronically and complete the initial bank reconciliation with Cash
Management for one bank
Payroll
• Discuss the current payroll processes and assist Town of Gulf Stream with configuring the following
areas:
• Business Rules
• Tax table information for federal, state and local taxes (no more than two total tables)
• Note: Town of Gulf Stream is responsible for referring to the current version of the Circular E to
ensure accuracy of the tax tables.
• Pay types, deductions, and benefits with appropriate posting information (up to 10 each)
• Set up departments with the appropriate posting information (up to 5 each)
• Set up attendance types and plans for proper accruals of attendance history (up to 5 each)
• Set up interfund sets for posting to the general ledger
• Provide import template and assist with the following import:
• Employee Biographical Information limited to the following:
1.1.4 Employee ID
1.1.5 Employee Name
1.1.6 Social Security Number
1.1.7 Default Department
1.1.6 Address
1.1.9 Birth Date
1.1.10 Salary/Hourly rate
1.1.11 Pay Frequency
1.1.12 Tax Settings
1.1.13 Pay types
1.1.14 Benefits
1.1.15 Deductions
Note: Town of Gulf Stream is responsible for extracting data and ensuring the accuracy of information
in the templates prior to importing with the Blackbaud Consultant.
• Provide import templates and assist with importing historical transactions by period for the current
year
Note: Town of Gulf Stream is responsible for extracting data and ensuring the accuracy of
information in the templates prior to importing with the Blackbaud Consultant.
BLACKBAUD PROFESSIONAL SERVICES i PROPRIETARY INFORMATION 111161121PAGE4
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Statement of Work
• Discuss the current distribution for payroll expenses and demonstrate setting up employee
distributions
• Demonstrate the process for adding benefits, deductions and pay types to multiple employees
• Provide recommendations for tracking attendance in The Financial Edge and producing attendance
reports
• Review HR information and provide recommendations for using actions, tracks, media, and events
• Assist with setting up the appropriate actions, tracks, or events to meet the needs of Town of Gulf
Stream (up to 5 each)
• Discuss timesheet entry and demonstrate importing timesheets for hourly employees
• Assist Customer with setup of appropriate bank account settings including EFT and review employee
setup necessary for EFT
• Review security settings (up to 5)
• Provide recommendations for running parallel calculations with the legacy system
• Demonstrate reporting functionality in Payroll, and assist with setting up the following reports:
• Payroll Register
• Payroll Journal
• Expense Distribution report
• 941 Tax Report
• Provide process and functionality review in the following areas:
• Employee Management
• Payroll Calculations including timesheet entry
• Check Processing including EFT
• W-2 processing
1.1.16 Phase IV: Deliver and Support
During the Deliver and Support phase, the system will be ready for final configuration, and Town of Gulf
Stream can establish processes for its use. This phase also includes the activities required to formally close a
project.
The consultant will complete the following specific remote tasks for project wrap-up and closure:
• Provide recommendations on transitioning to The Financial Edge from the current accounting system
• Discuss Blackbaud Customer Support and demonstrate the ways to access information through Help
Files, Knowledgebase, Case Central, and User Guides
• Hold a project wrap-up conference call with project team members to review the tasks accomplished
• Create an engagement summary document that contains the following information:
• A list of accomplished tasks
• Recommendations for use of your new system
• Recommendations for future enhancements and growth opportunities
• A description of the roles and tasks of a The Financial Edge database administrator
1.1.1 Deliverables
Deliverables are documents that Blackbaud or Town of Gulf Stream creates during the project.
BLACKBAUD PROFESSIONAL SERVICES 1 PROPRIETARY INFORMATION 11116/12 IPAGE5
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Statement of Work
Deliverable
Completed re -consultation survey 1i
Completed: y
Town of Gulf Stream
Phase
Define and Plan
Sample reports and mailings
Town of Gulf Stream
Define and Plan
Engagement summary
Blackbaud consultant
Deliver and Support
Customer satisfaction surve
Blackbaud communications
Deliver and Support
Completed customer satisfactionI
survey
Town of Gulf Stream
Deliver and Support
BLACKBAUD PROFESSIONAL SERVICES i PROPRIETARY INFORMATION 11/16112 I PAGE 6
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2 FEES AND BILLING
2.1 Estimated Budget
Statement of Work
The fees and billing for the Statement of Work described in this document are described in the following table:
Consulting Services Estimated Budget
Service Description Hours Rate Fee Billinq Terms
Financial System Consulting Services n/a n/a $15,500 I FP
Payroll Consulting Services n/a I n/a 1 $8,100 1 FP
2.2 Billing Terms
The billing terms referenced in the billing terms column of the Consulting Services Estimated Budget table are
described in the following paragraphs.
FP The services described here are billed on a fixed price basis. An invoice for one hundred
percent (100%) of the total will be generated upon completion of the engagement. These
fees do not include any travel -related expenses.
In addition to the aforementioned, please refer to Section 3 of the Master Software and Services Agreement
entitled "Fees, Expenses and Payment". Any applicable travel expenses will be invoiced separately.
BLACKBAUD PROFESSIONAL SERVICES i PROPRIETARY INFORMATION 11116112 1 PAGE 7
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3 APPENDIX: OPERATING GUIDELINES AND GENERAL ASSUMPTIONS
3.1 Change Orders
Blackbaud will not perform services identified by either party as outside this Statement of Work without the
following procedure:
• The Blackbaud Consultant will provide a Change Order documenting the scope change; additional
resources required; changes to the work plan, including due dates, if applicable; and additional
estimated time and fees, if applicable.
• Blackbaud will perform the additional services after receiving formal authorization. Formal
authorization constitutes Town of Gulf Stream Project Manager's written acceptance of, and
agreement to pay Blackbaud for, any additional services requested and set forth in the Change Order.
Both Town of Gulf Stream and Blackbaud must properly execute the Change Order before any resources will
be requested or assigned to the task(s) or any services will be performed.
Any properly executed Change Order is subject to the terms of this Statement of Work.
3.2 Deliverable Acceptance
Deliverables will be considered accepted by Town of Gulf Stream unless Blackbaud receives written
notification from Town of Gulf Stream of errors within ten (10) business days of receipt. If Blackbaud receives
written notification of errors within ten (10) business days after receipt of the deliverable, Blackbaud will
address reported errors in a revised deliverable. Town of Gulf Stream will then have an additional ten (10)
business days to report that all errors have been resolved by the revised deliverable.
If Blackbaud does not receive written notification of unresolved errors, the deliverable will be considered
accepted by Town of Gulf Stream.
3.3 Expiration of Statement of Work
If, (i) within one year of execution of the Statement of Work, Town of Gulf Stream has not scheduled any work
to be performed, or (ii) if Town of Gulf Stream has scheduled work to be performed, but due to unavailability of
Town of Gulf Stream such work has not commenced within six (6) months of being scheduled, the Statement
of Work will be deemed to be terminated by Town of Gulf Stream and any fees paid by Town of Gulf Stream in
connection with this Statement of Work shall be retained by Blackbaud and applied toward a cancellation fee.
3.4 Cancellation Policy
3.4.1 Fixed Price Services
Cancellations or postponements of a scheduled Fixed Price (FP) professional service may be made with no
penalty if cancelled or postponed 10 or more business days before the start of the service. Cancellations or
postponements of less than 10 business days follow the policy below:
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Cancelled/ Postponed Cancellation Fee
6-9 business days prior $500
0-5 business days prior $1000
3.4.2 Time and Materials Services
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Statement of Work
Cancellations or postponements of a scheduled Time and Materials (T&M) professional service may be made
with no penalty if cancelled or postponed 20 or more business days before the start of the service.
Cancellations or postponements of less than 20 business days follow the policy below:
Cancelled/ Postponed Percent of Scheduled Service Assessed
6-19 business days prior 25%
0-5 business days prior 50%
3.5 General Assumptions
Blackbaud assumes the following when performing the professional services described in this document:
1. If professional services are performed on-site, the Blackbaud representative will perform work during
the days of Monday through Friday.
2. If services are being performed remotely, Blackbaud assumes client will have Internet connectivity from
database server and workstations. Blackbaud further assumes that consultant performing work will be
granted full security access to database server and workstations as necessary to complete this
Statement of Work.
3. Town of Gulf Stream will ensure that the specialized expertise for the hardware platform, third -party
database and network administration is available on an as -needed basis to support installation and on-
going activities throughout the engagement.
4. Unless Blackbaud Application Hosting Services are included in the project, system, server and
workstation backups are the responsibility of Town of Gulf Stream. This includes the development and
implementation of the system backups and recovery programs. Town of Gulf Stream understands the
detailed System Recommendations for the software application and database located on the Blackbaud
website: htto://www.blackbaud.com/products/system/reouirements.aspx.
5. If applicable, Town of Gulf Stream understands the detailed Blackbaud Application Hosting Services
system requirements located on the Blackbaud website for the software application and database:
https://www.blackbaud.com/files/sysreas/hostinciregs.pdf.
6. All written materials provided with this engagement supplement, but do not replace, the Blackbaud
software documentation and are subject to the terms and conditions of the Master Software and
Services Agreement. Customer should consult the standard online user documentation for information
regarding product processes, features, functions and requirements.
BLACKBAUD PROFESSIONAL SERVICES i PROPRIETARY INFORMATION 11/16/12 WAGES S