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HomeMy WebLinkAboutCity Council Packet 07-10-2007CITY OF PLYMOUTH AGENDA REGULAR COUNCIL MEETING JULY 10, 2007,7:00 PM 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE 2. ROLL CALL 3. PLYMOUTH FORUMIndividuals may address the Council about any item not contained on the regular agenda. A maximum of 15 minutes is allotted for the Forum. If the full 15 minutes are not needed for the Forum, the City Council will continue with the agenda. The City Council will take no official action on items discussed at the Forum, with the exception of referral to staff or Commission for future report. 4. PRESENTATIONS AND PUBLIC INFORMATION ANNOUNCEMENTS 4.01 Oath of Office to Police Officer Bill Dane, City Clerk Sandy Engdahl 5. APPROVE AGENDA—Councilmembers may add items to the agenda including items contained in the Council Information Memorandum for discussion purposes or staff direction only. The Council will not normally take official action on items added to the agenda. 6. CONSENT AGENDA—These items are considered to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember or citizen so requests, in which event the item will be removed from the ConsentAgenda and placed elsewhere on the agenda. 6.01 Approve proposed City Council Minutes 6.02 Authorize solicitation of bids for financial records software systems (Res2007-327) 6.03 Approve Final Plat and Development Contract for "Spring Arbor" for eight single family lots for property located at 3120 Dunkirk Lane North. Gonyea Homes, Inc. 2007002-F – Res2007-301) 6.04 Approve a Planned Unit Development Amendment to construct a home addition for property located at 15710 51St Avenue North. Rhonda & William Garvis. (2007050 – Res2007-302, Res2007-303, Ord2007-16) REGULAR COUNCIL MEETING July 10, 2007 Page 2 6.05 Approve final payment for 47th Avenue west of Underwood Lane (4141 — Res2007- 304) 6.06 Approve Final Release of Financial Guarantee for the following: 6.06.1 Pike Lake Woods 3rd Addition (98170 — Res2007-305) 6.06.2 Jordans Ridge (2002004 — Res2007-306) 6.06.3 Cascades (2002058 — Res2007-307) 6.07 Approve contract with Hennepin County for computer access to the Minnesota Court Information System (Res2007-308) 7. PUBLIC HEARINGS 8. GENERAL BUSINESS 8.1 Consider Excel Energy Franchise Agreement (tabled from June 12) (Ord2007-17, Res2007-309) 9. REPORTS AND STAFF RECOMMENDATIONS 9.1 Announcement of League of Minnesota Cities Telecommunications Task Force 10. ADJOURNMENT Proposed Minutes Regular Council Meeting June 26, 2007 Mayor Slavik called a Regular Meeting of the Plymouth City Council to order at 7:00 p.m. in the Council Chambers of City Hall, 3400 Plymouth Boulevard, on June 26, 2007. COUNCIL PRESENT: Mayor Slavik, Councilmembers Hewitt, Stein, Bildsoe, Murdock, and Willis. ABSENT: Councilrnember Black. STAFF PRESENT: City Manager Ahrens, Police Chief Goldstein, City Attorney Knutson, Park and Recreation Director Blank, Fire Chief Kline, Public Works Director Cote, Community Development Director Juetten, Senior Planner Drill, and City Clerk Engdahl. Plymouth Forum There was no one present to address the Council. Presentations and Public Information Announcements Mayor Slavik acknowledged the recent loss of nine firefighters in Charleston, South Carolina, and she thanked the members of the City of Plymouth's Fire Department for their hard work and dedication. Mayor Slavik announced Music in Plymouth on July 5 at the Hilde Performance Center, and the' 5K Run/Walk on June 30. 4.01) Recognition to retired Firefighter Brian Fasching The Council recognized recent retiree Firefighter Brian Fasching for his 20 years of service to the City. 4.02) Receive Donation from the Wayzata Hockey Association for the Addition of Two Showers in the Locker Rooms at Plymouth Ice Center Greg Gibson presented a $10,000 donation from the Wayzata Hockey Association for the addition of two showers in the locker rooms at Plymouth Ice Center. Motion was made by Mayor Slavik, and seconded by Councilmember Bildsoe, to adopt a Resolution Accepting Donation (Res2007-272). With all members voting in favor, the motion carried. Proposed Council Minutes Regular Meeting of June 26,.2007 Page 2 of 8 Approval of Agenda Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to approve the agenda. With all members voting in favor, the motion. carried. . Consent Agenda Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to adopt the Consent Agenda that included the following items: 6.01) Minutes from the Special and Regular Meetings of June 12. 6.02) Resolution Approving Disbursements for the Period Ending June 16, 2007 (Res2007- 273). 6.03) Resolution Authorizing Renewal of the Contract with the State of Minnesota for the Fire Department to Provide Response Services in the Event of Radiological Incidents at the Monticello and Prairie Island Nuclear Facilities for Fiscal Years 2008 and 2009 (Res2007-274). 6.04) Resolution Approving Consent of Assignment of Contract No. A070903 for the Use of Election Equipment (Res2007-275). 6.05) Ordinance Amending the Parkers Lake PUD by Adding Section 21655.42 to Chapter 21 of the City Code (2007037 — Ord2007-14), Resolution Approving Findings of Fact for Amending the Zoning Ordinance Text for the Parkers lake PUD (2007037 — Res2007-276), and a Resolution Approving a PUD General Plan Amendment for Pope Associates, Inc. on behalf of Productivity, Inc. for Property located Northwest of Niagara Lane and 25th Avenue (2007037 — Res2007-277). 6.06) Resolution Approving Release of Financial Guarantees for Killians Gate Addition 2002027 — Res2007-278). 6.07) Resolution Approving a Variance to allow a Nin -Foot Side Yard Setback where 15 feet is required for the Construction of a Garage Addition for Property located at 4810 Trenton Lane North (2007046 — Res2007-279). 6.08) Resolution Approving Neighborhood Park Master Plan for the Seven Greens Development (Res2007-280). 6.09) Resolution Approving Tobacco License for Jerry's Service, Inc, d/b/a Plymouth VIP Carwash and Auto Service, 9950 County Road 9 (Res2007-281). 6.10) Resolution Approving the Amended Labor Agreement between the City of Plymouth and Plymouth Sergeants Represented by Law Enforcement Labor Services (LELS) for Calendar Proposed Council Minutes Regular Meeting of June 26, 2007 Page 3 of 8 Years 2006-2007 (Res2007-282). 6.11) Resolution Amending the Professional Engineering Services Agreement with SRF Consulting Group for Fernbrook Lane Improvements form 27th Avenue to 34th Avenue (1013 — Res2007-283). 6.12) Resolution Awarding Bid for Fernbrook Lane Street Improvements (1013 — Res2007- 284). 6.13) Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for 2007 Mill and Overlay Project (7104 - Res2007-285). 6.14) Resolution Approving Cooperative Agreement with the Minnehaha Creek Watershed District Mooney Lake Emergency Outlet Infrastructure Project (7111 — Res2007-286). 6.15) Resolution Approving Request for Payment No. 1 and Final for 2007 Crack Repair Program (7118E — Res2007-287). 6.16) Resolution Approving a Conditional Use Permit for Vladimir and Andrea Kelman to allow an Attached Garage Containing Over 1,000 square feet for Property located at 1010 Garland Lane North (2007040 — Res2007-288). 6.17) Resolution Approving Reappointments to Youth Advisory Council (Res2007-289). 6.18) Resolution Approving Acquisition of Open Space on the East Side of Zachary Lane, South of LaCompte Park (Res2007-290). 6.19) Resolution Approving Trail Improvement Projects for the Year 2007 (Res2007-291). Motion carried to approve the Consent Agenda. Public Hearings 7.1) Vacation of Drainage and Utility Easements as Dedicated in Lots 1 and 2, Block 1, of Epiphany Second Addition (2006072) Public Works Director Cote reported on the proposed vacation. Mayor Slavik opened the public hearing. There being no one wishing to address the Council, Mayor Slavik declared the public hearing closed. Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to adopt a Resolution Authorizing the Vacation of Drainage and Utility Easements as Dedicated in Lots 1 . Proposed Council Minutes Regular Meeting of June 26, 2007 Page 4 of 8 and 2, Block 1, Epiphany Second Addition (2006072 — Res2007-292). With all members voting in favor, the motion carried. 7.2) Vacation of Drainage and Utility Easements within Lot 1, Block 1, Parkers Lake Corporate Center 2nd Addition and Lot 1, Block 1, Parkers Lake Corporate Center 6th Addition (2007029) Public Works Director Cote reported on the proposed vacation. Mayor Slavik opened the public hearing. There being no one wishing to address the Council, Mayor Slavik declared the public hearing closed. Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to adopt a_Resolution Authorizing the Vacation of Drainage and Utilitv Easement within Lot 1, Block 1, Parkers Lake Corporate Center 2nd Addition and Lot 1, Block 1, Parkers Lake Corporate Center 6th Addition (2007029 — Res2007-293). With all members voting in favor, the motion carried. 7.3) Vacation of County Road 6 Right -of -Way as Dedicated in .Registered Land Survey 1676 (2006121) Public Works Director Cote reported on the proposed vacation. Mayor Slavik opened the public hearing. There being no one wishing to address the Council, Mayor Slavik declared the public hearing closed. Motion was made by Councilmember Hewitt, and seconded by Councilmember Stein, to adopt a Resolution Authorizing the Vacation of County Road 6 Right -of -Way as Dedicated in Registered Land Survey 1676 (2006121 — Res2007-294). With all members voting in favor, the motion carried. 7.4) Vacation of Old County Road 47 Alignment Embraced within Outlot M, Taryn Hills Public Works Director Cote reported on the proposed vacation. Mayor Slavik opened the public hearing. There being no one wishing to address the Council, Mayor Slavik declared the public hearing closed. Motion was made by Councilmember Willis, and seconded by Councilmember Bildsoe, to adopt a Resolution Authorizing the Vacation of Old County Road 47 Alignment Embraced within Outlot M, TarM Hills (Res2007-295). With all members voting in favor, the motion carried. Proposed Council Minutes Regular Meeting of June 26, 2007 Page 5 of 8 General Business 8.1) Comprehensive Plan Amendment to the City's Transportation Plan to remove a Planned Minor Collector Roadway from the Plan and Approve a Preliminary Plat and Planned Unit Development Amendment for an Office Building on Property located North of Highway 55, East of South Shore Drive, and West of Revere Lane (Finn Daniels Architects = 2006111) Senior Planner Drill illustrated the previous proposal for the development of this site which was reviewed by the Council on February 27, 2007. He stated the applicant is requesting that the planned public street running through the site via the westerly extension of existing 6th Avenue be removed from the City's Comprehensive Plan. Instead, there would be cul-de-sacs to the site from the Highway 55 frontage road and to the immediate west of 6th /8t" Avenues. In addition, the developer has deleted the proposed apartment building on the north portion of the property for wetland mitigation purposes (a conservation easement would be granted on this area to make sure that it remains as open space), and the two-story parking ramp has been removed and replaced with surface and underground parking. He stated the developer would share in the cost of installing a westbound turn lane at the intersection of South Shore Drive and the closing of the exit ramp to the Highway 55 north frontage road. The size of the building would still be five stories high but with a smaller footprint. He noted that the developer would be providing berming/screening to the adjacent neighborhood with the planting of 183 trees (only 50 are required). No portion of the Gaylord Avenue right-of-way would be vacated at this time in order to provide potential future access for redevelopment of the properties to the west. Carla Stueve, from SRF Consulting Group, discussed in detail the traffic study that was conducted for this development. Public Works Director Cote noted that the left hand turn on South Shore Drive isn't in the City's Capital Improvement Program for the next five years. Karrie Petersen, 9701 34th Avenue North, requested that the proposed cul-de-sac on the east side of the property be removed and have an access going north through the property to 10th Avenue. She explained with their driveways fronting on 8th Avenue, they are concerned about the majority of the people exiting this development and using 6th Avenue to access Revere Lane. She voiced her concern regarding the on-going maintenance of 6th Avenue which essentially would serve as a private driveway to this development. Aaron Crohn, 10205 27th Avenue North, stated this development would increase the traffic volumes on Highway 55 which is already over congested. He also commented on the size of the building which has increased. John Allen, applicant, stated approximately 10 years ago, a 121-townhome development was approved for this site which is less than what is currently being proposed, and he dedicated the land for this roadway. He stated they would be paying property taxes, and it's not unreasonable for some limited services for 6th Avenue. He stated they allowed the townhome development to proceed years ago. However, they could've kept the land and the zoning and constructed three Proposed Council Minutes Regular Meeting of June 26, 2007 Page 6 of 8 office buildings rather than townhomes and senior site. He has eliminated the parking structure, and they have added the berm which the residents requested. In addition, he also assisted with the cost of the traffic consultant who has confirmed that this plan would work. He stated the need for the cul-de-sac on the east side of the property. Amie Crohn, 10522 8th Avenue, noted the proposed traffic volumes on 6th and 8th Avenues and South Shore Drive didn't really change much after the apartment building was removed. She stated 80% of the traffic would be exiting via the cul-de-sac on the east; therefore, she supports a 10th Avenue access. Scott Wiestling, applicant's architect, stated as they went through the process with staff, they discussed a number of alternatives on how to access the site. He stated it's not an economically feasible alternative to make a connection to 10th Avenue and eliminate the 6th Avenue connection for this type of project for marketability. They reviewed extending a northern access through Gaylord Avenue, but there are adjacent trailer homes extending in the right-of-way as well as a number of trees. If the Council requests an access to 10th Avenue, then the requirement for the left turn to South Shore Drive would need to be eliminated. A brief discussion was held regarding "deadending" 8th and 6th Avenues, and questions involving who would pay for that, emergency vehicle access, and enforcement issues. Joe Benz, 834 Trenton Lane North, stated 80% of the traffic would be exiting east out of the development. Therefore, there needs to be a northerly connection for 10th Avenue, which then heads east to Highway 169. He questioned the Council regarding the maintenance costs of the extension of 6th Avenue, and if it would be economically feasible to delete 6th Avenue. The Council discussed the suggestion for a private road through the development to 10th Avenue, and if that would occur, the requirement for the left turn lane at South Shore Drive should be deleted. Motion was made by Councilmember Bildsoe, and seconded by Councihnember Willis, to adopt a Resolution Approving a Comprehensive -Plan Amendment for Finn Daniels Architects to remove a Planned Minor Collector Roadway from the Transportation Plan (2006111 — Res2007- 29J6. With all members voting in favor, the motion carried. Motion was made by Councilmember Bildsoe, and seconded by Councilmember Hewitt, to adopt an Ordinance Amending Chapter 21 of the City Code to Amend the Village at Bassett Creek PUD (2006111— Ord2007-15), Resolution Approving Findings of Fact for Amending the Zoning Ordinance Text for the Village at Bassett Creek PUD, located Northwest of Hi hw 55 and Revere Lane (2006111 — Res2007-297), Resolution Approving a Preliminary Plat for Finn Daniels Architects for Property located North of Highway 55, East of South Shore Drive, and West of Revere Lane (2006111 — Res2007-298), and a Resolution Approving a PUD General Plan Amendment for Finn Daniels Architects for Property located North of Hi way 55, East of South Shore Drive, and West of Revere Lane (2006111— Res2007-299), with the addition of a ition No. 1 on South Shore Drive. Proposed Council Minutes Regular Meeting of June 26, 2007 Page 7 of 8 main motion to close the intersection of 8"' Avenue at 6"' Avenue (close access to the subiect property). Discussion was held regarding if there would only be one access to the 6th Avenue and 8th Avenue neighborhoods, emergency access to those developments, and the concerns from residents regarding the size of the building and traffic through their neighborhoods. The Council voted on the amendment to the main motion and it failed with Murdock, Willis, Bildsoe, and Slavik voting no, and Hewitt and Stein voting yes. The Council voted on the main motion and with all members voting in favor but Stein, the motion carried. 8.2) Site Plan, Conditional Use Permits, and Variances for an Office Building for Public Storage for Properties'located at 13011 Highway 55 and 2320 Xenium Lane North Greenberg Farrow — 2007039) Community Development Director Juetten reported on the requested approvals for the removal of an existing single-family home fronting Highway 55 and replaced with an office building. This property and the Xenium Lane property would function together as one property. Access to: the office building would include a right -in, right -out off Highway 55. The storage area would be separated from the office area by a security gate. After entering the storage areas, the customers would exit the storage facility using the existing Xenium Lane access. He stated currently as the property stands, the Minnesota Department of Transportation can't limit the access to Highway 55. If the properties are combined, there is the opportunity to limit the access to Highway 55 by utilizing Xenium Lane. Michael Lawson, applicant, stated how the business functions, and the small number of vehicles that would be exiting the property via Highway 55. Councilmembers Willis and Bildsoe voiced their concerns regarding additional public accesses to Highway 55. Motion was made by Councilmember Stein, and seconded by Councilmember Murdock, to adopt a Resolution Approving a Site Plan, Conditional Use Permits, and Variances to allow Construction of a 1,477 Square Foot Office Building and Related Improvements at 13011 State Hi way 55 and 2320 Xenium Lane (2007039 — Res2007-300). With all members voting in favor but Willis and Bildsoe, the motion carried. Reports and Staff Recommendations There were no Reports and Staff Recommendations. Proposed Council Minutes Regular Meeting of June 26, 2007 Page 8 of 8 Adiournment Mayor Slavik adjourned the meeting at approximately 9:30 p.m. Sandra R. Engdahl, City Clerk Proposed Minutes Special Council Meeting June 26, 2007 Mayor Slavik called a special meeting of the Plymouth City Council to order at 6:00 p.m. in the Medicine Lake Room of City Hall, 3400 Plymouth Boulevard, on June 26, 2007. COUNCIL PRESENT: Mayor Slavik, Councilmembers Willis, Murdock, Hewitt, Stein, and Bildsoe. ABSENT: Councilmember Black. STAFF PRESENT: City Manager Ahrens, Public Works Director Cote, Budget Analyst Vang, Park and Recreation Director Blank, Administrative Services Intern Matheson, and City Clerk Engdahl. Special Assessment Policy City Manager Ahrens provided an overview of staff's report regarding options for special assessment interest rates and terms of special assessments. Regarding the special. assessment interest rates, the majority of the Council tended to favor the special assessment bond (G.O.), five year plus 1.5% administration rate. This would exceed the City's average rate of return; provide a cushion for delinquent assessments, provide the same basis year after, year, and have less fluctuation than other options. The suggestion was made to tie this to the proposed length of the assessment term. Staff would provide further details on this option when the Special Assessment Policy is discussed this fall. Staff is to provide a report on the percentage of special assessments that are paid off right away as well as during the term of the assessment due to the sale of properties. A discussion was held on the terms of special assessments. The general consensus was that the terms should be the same for all assessments, other than the one year tree, weed, street lighting, and utility charges. This allows residents more flexibility in planning and budgeting for special assessments. It was suggested that the City's financial consultants, Springsted, meet with the Council this fall, when the Council reviews the entire Special Assessment Policy, to discuss longer term limits. Set Future Study Sessions The Council scheduled the following Study Sessions: 1. July 10 at 5:30 p.m. (update on proposed capital projects, preview future Highway 55 preferred layout, and preliminary discussion with marketing consultant on City Center). 2. September 25 at 5:00 p.m. (discuss Special Assessment Policy, including but not limited to how assessments are being applied, special assessment interest rates, terms of special assessments, possible tiered system on major roadways, overview on how other communities address various issues) Councilmember Hewitt discussed residents' concerns on the number of dogs that are allowed on a property, and those residents that exceed that amount. Rather than scheduling a Study Session, the Council requested that staff provide a report on the City's current ordinance regarding licensing of dogs, kennel operations, etc. Adjournment Mayor Slavik adjourned the meeting at 6:58 p.m. Sandra R. Engdahl, City Clerk Agenda Number: G(, Q TO: Laurie Ahrens, City Manager C\YM FROM: Jean McGann, Administrative Services Director SUBJECT: Authorize solicitation of proposals for financial records software systems DATE: July 5, 2007 for Council Meeting of July 10, 2007 ACTION REQUESTED: The City Council is requested to make a motion to approve the solicitation of proposals for a financial records software system.. BACKGROUND: During the years 1996 —1998 the City implemented the current financial, budget, utility billing, and.fixed asset software packages. In 1990 the current human resource software was installed. Each one of these packages are considered a stand alone package and require either a file interface or manual input in order to combine information from all sources. When the software packages were implemented they were considered top of the line. As technology has advanced, the software packages have not kept up and are now at the end of their life cycle. Staff spends a considerable amount of time trying to keep the systems up and running as well as doing a great deal of data entry. CURRENT STATUS: Since the current software packages were implemented, there have been dollars set aside each year anticipating the eventual replacement of these systems. The 5 -year capital improvement program outlines this replacement for the years 2007 and 2008. Staff has been working with a consultant to develop a request for proposal that outlines the requirements for each of the areas indicated above. It is our hope to find an integrated package that will assist in streamlining operations, eliminating redundant data entry, and provide additional useful information for analysis. We anticipate the overall cost of the new systems to not exceed $2M. As part of the request for proposal, staff is requesting a proposal for a utility billing software package. The current utility billing package is part of the Govern software (land use software). While a price is being requested for this product, staff is continuing to analyze the current package and explore all options for utility billing. As outlined in the attached request for proposal, a new utility billing package would be implemented only after all other packages are up and running. TIMING: Staff anticipates issuing the request for proposal on July 11, 2007 and receiving vendor proposals by August 8, 2007. At that time the proposals will be evaluated and vendors will demonstrate their systems. By the week of September 24, 2007, we are anticipating that a vendor will be recommended. Actual implementation of the systems will begin 3 — 6 months after the signing of a contract. O:\Council Support\Staff Reports\2007\Authorize solicitation of bids for financial records software systems.doc Jean McGann Created on 7/6/2007 10:08:00 AM RECOMMENDATION: Staff recommends that the City Council approve the. attached resolution authorizing the solicitation of requests for proposals for a financial records software system. Attachments: Resolution Request for Proposals OACouncil Support\Staff Reports\2007\Authorize solicitation of bids for financial records software systems.doc Jean McGann Created on 7/6/2007 10:08:00 AM CITY OF PLYMOUTH RESOLUTION NO. AUTHORIZATION TO SOLICIT PROPOSALS FOR FINANCIAL RECORDS SOFTARE SYSTEMS WHEREAS, the City of Plymouth has reserved dollars for the acquisition of a financial records software system, and; WHEREAS, the current systems are past their useful life; WHEREAS, the City of Plymouth has contracted with a consultant to assist in the development of a request for proposal for a financial records software systems; NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, THAT THE Administrative Services Director is authorized to solicit requests for proposal for a financial records software systems. Adopted by the City Council on July 10, 2007. O:\Council Support\Staff Reports\2007\Authorize solicitation of bids for financial records software systems.doc Jean McGann Created on 7/6/2007 10:08:00 AM F'E PE E M-A`-E° City of Plymouth, Minnesota ERP Request for proposal Intent of this RFP This Request for proposals (RFP) is intended to provide vendors with a common, uniform set of instructions to assist them in the development of their proposals and to provide a uniform method for the City to fairly evaluate proposals and subsequently select a vendor to provide the system. This RFP provides minimum specifications and key features for functional requirements related to organizational objectives, information on applications, number of users, and transaction volumes. Vendors are invited to propose a solution that will effectively and efficiently achieve our goals and objectives and provide for future growth. In responding to this RFP, vendors should follow the prescribed format and use the forms included, thus providing the City with data that is easily compared with data submitted by other vendors to fairly and objectively evaluate the proposals. The City assumes no responsibility for conclusions or interpretations derived from technical and background information presented in this RFP, or otherwise distributed or made available during this procurement process. In addition, the City will not be bound by or be responsible for any explanation, interpretation or conclusions of this RFP or any documents provided by the City other than those given in writing by the City through the issuance of addenda. In no event may a vendor rely on any oral statement by the City or its' agents, advisors or consultants. It is the full responsibility of the vendor to thoroughly investigate the needs/requirements of the City not necessarily assumed in this RFP and to propose a fully integrated financial management and human resources system designed and tested to most efficiently meet the needs/requirements of the City. This RFP is in compliance with the laws of the State of Minnesota. The City reserves the right to reject any or all proposals, to waive informalities, and to determine the best overall proposal based on evaluation criteria and the best interests of the City of Plymouth. Page 1 of 37 DRAFT 7/5/2007 7:12:15 PM 7 k1p y City of Plymouth, Minnesota ERP Request for proposal INVITATION FOR PROPOSALS.........................................................................................3 GENERAL INSTRUCTIONS TO PROPOSERS................................................................. 4 CURRENT SYSTEMS BACKGROUND.............................................................................. 8 REQUIREMENTS.............................................................................................................10 VENDOR PROPOSAL........................................................ ........... 18 A. PROPOSAL SUMMARY FORM.................................................................................. 18 B. COMPANY BACKGROUND....................................................................................... 18 C. Software Modules — details and costs................................................................. 19 D. Hardware, Operating System and Programming .............................................:... 20 E. Implementation Plan.....................................................:..................................... 21 F. Documentation....................................................................................................23 G. Staffing Plan........................................................................................................ 24 H. On -Going Support and Maintenance................................................................... 24 I. Software Updates & Distribution......................................................................... 24 J. System Performance & Recovery ............................................ .............:............. 25 L. Total Cost (See Appendix D /Total Cost Summary Spreadsheet) ..................... 26 M. Proposal Signature Form................................................................................... 27 APPENDIX A: INSURANCE AND PERFORMANCE BOND REQUIREMENTS .............. 28 Appendix B — CURRENT AND FUTURE SYSTEM SCHEMATICS ................................. 32 Appendix C — EXCEPTION FORM.................................................................................. 34 Appendix D — TOTAL COST SUMMARY......................................................................... 35 Appendix E — FUNCTIONAL PROPOSAL DETAIL......................................................... 36 Appendix F — CURRENT CITY OF PLYMOUTH PROCESSES ...................................... 37 FOR FINANCE, HUMAN RESOURCES, PAYROLL, UTILITY BILLING ......................... 37 Page 2 of 37 DRAFT 7/5/2007 7:12:15 PM 2S ff**-,**-ffi City of Plymouth, Minnesota ERP Request for proposal INVITATION FOR PROPOSALS Resolution # a(tobe prou ded byCity Clerk C-- R' Sealed Proposals will be received in the Director of Administrative Service's Office, City Hall, 3400 Plymouth Blvd, Plymouth, Minnesota 55447, until 10:00 a.m. CDST, August 8, 2007, for Enterprise Software Solution All proposals must be turned in to the Director of Administrative Service Office, City Hall, 3400 Plymouth Blvd, Plymouth, Minnesota , no later than 10 a.m. CT on the date of proposal opening. proposals cannot be accepted at any other location. proposal will be opened at 10:05 a.m., at a public proposal opening in City Hall, 3400 Plymouth Blvd, Plymouth, Minnesota. Sealed Proposals must be received by the designated date and time and none will be considered thereafter. The City of Plymouth, Minnesota reserves the right to reject any and all proposals received, and to select the proposal which it determines to be in its best interest. The award of this proposal will be made on the basis of criteria outlined in the "Evaluation" section of this Request for proposal. All proposal forms, information, and specifications regarding this proposal are available from the Director of Administrative Services Office. Proposers must submit their proposal in a envelope. The proposer is advised to clearly mark the sealed proposal with the proposal number and description listed above. The City of Plymouth, Minnesota is not responsible for the premature opening of, or failure to open, a sealed proposal not properly addressed of identified. Proposers are invited to be present for the opening of the proposals submitted FOR THE CITY OF PLYMOUTH, Minnesota Jean McGann Director of Administrative Services Page 3 of 37 DRAFT 7/5/2007 7:12:15 PM M4 11V Y City of Plymouth, Minnesota ERP Request for proposal GENERAL INSTRUCTIONS TO PROPOSERS A. KEY DATES Sealed proposals will be accepted until 10 a.m. CT at the Director of Public Administration office, City Hall, 3400 Plymouth Blvd, Plymouth, Minnesota. Proposals cannot be accepted at any other location. B. CALCULATION ERROR (S) In the event of a calculation error on the proposal form, unit price shall prevail. C. QUESTIONS AND ADDENDA The City's Director of Administrative Services will act as Purchasing Agent offering this proposal. Proposers shall carefully examine this proposal and any addenda issued by the Purchasing Agent. Proposers shall seek clarification of any ambiguity, conflict, omission, or other error in this proposal "in writing." Oral comments or communications do not form any part of this proposal offering. Questions should be addressed to the Purchasing Agent in writing. If the answer materially affects this procurement, the information will be issued in an addendum. Written communications should be addressed as follows: City of Plymouth Director of Administrative Services / Purchasing Agent 3400 Plymouth Blvd Plymouth, Minnesota 42102-0430 D. PRE -PROPOSAL CONFERENCE and INSPECTION OF FACILITIES To enable prospective Proposers to gain insight to a proposal offering, a pre -proposal conference and/or inspection of the City's facilities may be scheduled upon vendor request. E. BASIS OF PROPOSAL AWARD The City of Plymouth, Minnesota has selected to award this proposal offering on the basis of system functionality, technology, cost, support and vendor characteristics. F. INSPECTION OF PROPOSER'S PLANT AND PLACE OF BUSINESS The City of Plymouth, Minnesota reserves the right to inspect the proposer's facilities and place of business of any proposer participating in this proposal offering. - Page 4 of 37 DRAFT. 7/5/2007 7:12:15 PM illi.._..__-_ . rr,r City of Plymouth, Minnesota ERP Request for proposal G. RETENTION OF RECORDS The successful proposer shall be required to maintain, for a period of five (5) years from the date of final payment to the proposer, all books and records pertaining to this proposal offering. I. CONFLICTS, GRATUITIES, AND KICKBACKS PROHIBITED The City of Plymouth, Minnesota prohibits any actual or appearance of conflicts of interests, gratuities, kickbacks, and use of confidential information in all proposal offerings. J. SUPPORTING DOCUMENTATION Proposers are encouraged to submit with their proposal any literature, warranty information, and other documentation to support the PROPSER'S compliance with the specifications contained in this proposal package. K. PRICING ELIGIBILITY AND PROPOSAL RETRACTION All Vendor proposals are required to be offered for a term not less that 90 calendar days in duration. A proposal may not be modified, withdrawn or cancelled by vendor during the 90 day time period following the time and date designated for the receipt of proposals. Proposer are advised that proposal submitted as part of this proposal offering may not be withdrawn for a minimum of 90 days following the public proposal opening unless circumstances justify consideration by the Director of Administrative Services of a release from this provision. Requests to withdraw a proposal must be in writing and received by the City of Plymouth, Minnesota within twenty-four hours of the public proposal opening. L. RIGHT TO REJECT AND AWARD PROPOSAL The City of Plymouth, Minnesota reserves the right to reject any and all proposals received in response to this proposal offering, and to waive any informality in this proposal offering. The award of a contract shall be at the sole discretion of the City of Plymouth, Minnesota. The award will be made to the responsible proposer whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth in this proposal package. The City of Plymouth may make the award without further discussion of the Proposals submitted. Therefore, the proposal should be submitted initially on the most favorable terms, which the proposer can proposal with respect to price, product, service, and technical capability. The contents of the proposal of the selected proposer will become the basis for the City of Plymouth, Minnesota's contractual obligation when the award is made. M. PROPOSAL IDENTIFICATION Proposers must submit their proposal in an envelope clearly marked with the proposal number and description set forth in the "Invitation for Proposals." This instruction is provided as a means to ensure proper delivery, handling, and public announcement of a proposer's response at the official proposal opening date, and time. Proposals in the form of telegrams, telephone calls, facsimiles, or telex messages will not be accepted. N. PROPOSAL SUBMISSION Prior to entering into a contract with the Plymouth, the successful proposer(s) must provide the following information: Page 5 of 37 DRAFT 7/5/2007 7:12:15 PM r mouth City of Plymouth, Minnesota ERP Request for proposal 1. The name of every company bearing an interest in the proposed goods and services to be provided in this proposal offering. 2. The name, title, address, and telephone number of individuals with authority to contractually bind the proposer; and, 3. A designated person(s) who can be contacted by the City of Plymouth, Minnesota during the proposal evaluation period. This information shall include the person's name, title, address, telephone number, FAX number, and Internet E-mail address if available. O. NUMBER OF PROPOSAL SUBMISSIONS. Vendors will be required to submit five (5) printed copies of all proposals to the City for review. P. PRESENTATIONS AND DEMONSTRATIONS Demonstrations will be required of proposal finalists as part of the evaluation process. The City of Plymouth, Minnesota will notify one or more of the responsive Proposers to make arrangements for the date, time, and place for such a presentation or demonstration. See page 4, section A, "Key Dates" for approximate timeline. Q. DISPOSITION OF PROPOSALS All materials submitted in response to this proposal offering will become the property of the City of Plymouth, Minnesota. One (1) copy of each proposal shall be retained for the official files and will become a public record after an award is made by the City of Plymouth, Minnesota, and thus open for public inspection. It is understood that the proposal will become a part of the official file without obligation on the part of the City of Plymouth, Minnesota.. R. DISCLOSURE Trade secrets as that term is defined in the Minnesota Government Data Practices Act submitted by a proposer in connection with this procurement shall not be subject to public disclosure. However, the proposer must invoke this protection prior to or upon submission of the data or other materials, and must identify the specific area or scope of data or other materials to be protected and state the reasons why protection is necessary. An all-inclusive statement that the entire proposal is proprietary is unacceptable. A statement that costs are to be protected is also unacceptable. Disputes over disclosure will be resolved by the Director of Administrative Services based on legal advice provided by the City of Plymouth, Minnesota's City Attorney. S. COST INCURRED IN RESPONDING This proposal offering does not commit the City of Plymouth, Minnesota to pay any costs incurred in the preparation and submission of proposals or in making necessary studies or designs, nor does it commit the City of Plymouth, Minnesota to enter into a contract. T. PRIME PROPOSER RESPONSIBILITIES If the proposer's response includes goods and services provided by others, the proposer will be required to act as the prime contractor for all such items and must assume full responsibility for the procurement, delivery, and quality of such goods and services. The proposer will be considered the sole point of contact with regard to all stipulations, including payment of all charges and the meeting of all contractual requirements resulting from this proposal offering. U. PROPOSALS PROPERTY OF THE CITY Page 6 of 37 DRAFT 7/5/2007 7:12:15 PM ut City of Plymouth, Minnesota ERP Request for proposal All proposals submitted in response to this RFP become the property of the City once they are opened. Supporting technical manuals will be returned at the written request of the proposer. All submitted proposals and supporting material are a matter of public record. V. CONTENT OF PROPOSAL Any addenda to these documents shall be sent to vendors and will become part of this RFP and the contract. No oral statements, explanations, or commitments by anyone shall be of any effect unless incorporated into the addenda. All questions will be collected and responses distributed as follows: questions received from vendors through end of day July 181h will be answered by end of business day on July 25, 2007. Responses to all questions will be sent to all proposers via email. questions received from vendors through end of day July 25th will be answered by end of business day on August 1, 2007. Responses to all questions will be sent to all proposers via email. All vendor questions should be addressed to Jean McGann at jmcgann(o)ci.plymouth.mn.us. Responses will be distributed to the email address you provide in your RFP. No RFP responses or addenda shall be posted after 5:00 p.m. CDST on August 1, 2007. W INSURANCE REQUIREMENTS Prior to entering into a contract with the City of Plymouth, the successful proposer(s) must provide a Certificate of Insurance showing proof of insurance, which meets or exceeds requirements set forth in Appendix A. Page 7 of 37 DRAFT 7/5/2007 7:12:15 PM City of Plymouth, Minnesota ERP Request for proposal CURRENT SYSTEMS BACKGROUND The City of Plymouth currently uses Cayenta as the financial software package, Govern as the utility billing software package, and HRVantage as the Human Resource software package. The following shows an estimated summary of key transaction and operating volumes. Organization Cayenta, DB - 720 MB City of Plymouth population 70,676 City of Plymouth 2006 adopted expenditure budget 11.1 million City of Plymouth proposed FY07 expenditure budget 10.5 million Total number of city locations 7 Number of concurrent financial and human resource system users 35 Number of concurrent utility billings stem users 4 Desktop Hardware Hewlett Packard Desktop Operating System XP, 2000, Vista E-mail System Exchange 2003, Outlook 2000, XP, 2003, 2007 Internet Browser IE6, IE7 Network faxina Via MFP's Current Technology Environment It is anticipated that the City of Plymouth will purchase new hardware for this system. The following specifications are for current servers. ** Financial System Cayenta, DB - 720 MB Server Hardware Compaq L Class Server Operating System HP Unix Software Database Platform Oracle 8.1.7 Utility Billing GOVERN, DB -650 MB Server Hardware Compaq L Class Server Operating System HP Unix Software Database Platform Oracle 8.1.7 Human Resources HRVanta e Server Hardware Compaq L Class Server Operating System HP Unix Software Database Platform Oracle 8.1.7 Fixed Assets BEST, DB - 720 MB Server Hardware HP Proliant DL 360 with Xeon processor and 2 GB Memory Server Operating System Windows 2003 Software Database Platform Version is 5.5.5.2509, usingSQL General Ledger Fiscal year starts January 1 Number of funds 50 Number of departments 6 Page 8 of 37 DRAFT 7/5/2007 7:12:15 PM City of Plymouth, Minnesota ERP Request for proposal Project / Grant Accounting Number of projects 50 Number of grant accounts 15 Fixed Assets Number of fixed assets 6,000 Purchasing and Purchase Orders Number of regular purchase orders (monthly) 650 Number of purchasing/AP vendors 15,000 Accounts Payable Number of accounts payable checks(monthly) 640 Frequency of accounts payable check runs week) Accounts Receivable & Miscellaneous Billing Number of Accounts Receivable statements mailed (monthly) 125 Number of transactions(monthly) 250 Property Taxes (yearly) 23,357,000 Human Resources and Payroll Number of full-time employees 270 Number of part-time, seasonal, temporary employees 700 Number of bargaining units Nine Payroll frequency Bi -weekly Utility Billing Number of residential customers 20,325 Number of commercial customers 927 Types of utilities billed Water, sewer, street light, recycling, irrigation Page 9 of 37 DRAFT 7/5/2007 7:12:15 PM a € IN City of Plymouth, Minnesota ERP Request for proposal REQUIREMENTS The selected Vendor must be our one point of contact for all hardware, software, installation, implementation, conversion, training, and project management relating to this project. Sizing of the servers should be based on 10 years of on-line history plus at least a minimum growth rate of 25%. Preferred system and hardware specifications include: Written using MS SQL Server Offer a web user interface Written in MS .NET C# Should be available to be customized by internal staff Should be two- or three -tiered Should at least run Microsoft 2003 server Proposed new desktop PC's should at a minimum run MS XP No modems are to be configured unless approved in writing Backup strategy must support industry standards Proposed hardware should include complete hardware redundancy at each tier A description and cost of all hardware and equipment required for this solution must be included. However, City of Plymouth reserves the right to purchase hardware and equipment separately from this proposal. The Financial, Budget, Utility Billing, Payroll and Human Resources solution should include at a minimum: Finance including: General Ledger Accounts Payable Accounts Receivable Revenue and Cash Receipting Purchasing and PO's Requisitions Proposal and Quote Management Contract Management Fixed Assets Project Accounting Grant Management (optional) Job Cost Accounting (activity based or performance measurement) GASB Reporting Bi -Annual Budget Preparation and Management HR Management including: Recruiting / Selection Performance Reviews Training Administration Employee Development Employee Self -Service for Life Event Changes Health and Safety Employee Discipline Page 10 of 37 DRAFT 7/5/2007 7:12:15 PM r RA 5AW4 f i( ip pp%,6L nvfl?gp pO&1 PUFiiTj y,$%for proposal in one of three ways: to be contracted out (no software required); in- house; and contracted in (City of Plymouth will handle utility billing as a Random Drug Testing service to other communities). Proposers will be required to show Employee Self-Service software that will handle all three utility billing options. for Time and Attendance Employee Self-Service for Benefits Selection Employee Equipment Assignment Payroll and Benefits Management including: Payroll Processing with setup options for a minimum of nine bargaining units Employee Self-Service Benefits Enrollments and Updates Retiree Insurance Management Worker's Compensation Benefits Administration / Management with setup options for a minimum of nine bargaining units Ad-Hoc Reporting Utility Billing * Permit History Work order History Contractor Licensing History Parcel File Records Residential and Commercial Customer Self-Service for view, pay and changes Component Business Units (allowing the City to service multiple municipalities' UB needs) Proposed application software must, at a minimum, be capable of meeting the mandatory application software requirements indicated within this RFP. The City will, however, entertain proposals that will improve our processes based on vendor expertise and recommendations. In addition to minimum requirements, the City desires as part of its new system to have "Business Indicator" capability, allowing the city to track strategy, costs, key performance indicators. Proposals should use the attached tables (Appendices D and E) to outline costs and functionality. Proposals must include a description of each software module including developer information, licensing options, description of integration with other proposed applications, and a summary of features. If the module does not meet the City's requirements, the proposer must state the costs and schedule to update the module to meet the City's specifications. The total costs of modifying the module must be fully itemized on the proposal Form included in this RFP. Items not included in a vendor's proposal must be clearly indicated. Data Conversion The City is requesting the selected vendor to perform data conversion of as much data as possible from the current applications to the new system. Vendor will perform data conversion. The vendor must indicate in the proposal the total cost to perform the data conversion services and a detailed description of the conversion services. Mutually agreed specifications for the conversion services and testing procedures will be included in the contract. Page 11 of 37 DRAFT 7/5/2007 7:12:15 PM out t= City of Plymouth, Minnesota ERP Request for proposal Anticipated Number of Users The City anticipates having two sets of users: concurrent and named. Concurrent users are those who utilize the system and will be completing a few to many transactions daily. Named users are users who have access to the system and utilize it actively requiring excessive hours of access. The number of both types of users varies depending on the system and accounting cycle. y erg I Iu n s 4 a d lis HR / Payroll / Financial / Budget 35 50 Utility Billing 4 * 7 In addition, the City has approximately 75,000 residents who will need access to self-service. The majority of usage occurs between 8:00 a.m. and 6:00 p.m., Monday through Friday. There will, however, be times throughout the year when weekend and evening access is required. The vendor should specifically indicate if there are times when the system cannot be accessed. Maintenance and Support The City places a high degree of importance on the maintenance and support a vendor provides for its application software packages. The quality and cost of maintenance and support offered by a vendor will be an evaluation criterion. The maintenance agreements for each application software package will begin immediately upon the expiration of the warranties for that package, otherwise these agreements will begin immediately upon acceptance of the package. suggest The selected Vendor must be willing to bear responsibility for any defects in the software that prevent the software from performing as designed including any consequential damage to data including erroneous, inaccurate, and unreliable data that is created by the software defect at no additional cost to the City. Technical support must be available 24/7 CST. The Vendor must describe the company's policy on maintenance and support, including costs, specifically addressing the following: how regular support is provided how after-hours support is provided how software defects are handled how and when software upgrades, minor and major, are provided modifications required as a result of mandated state/federal requirements custom modifications desired Source Code The vendor must agree to license the software for continuous use at a fixed fee without additional royalties or services fees, except for fees for ongoing software maintenance. Software enhancements or upgrades for the base system, as well as any additional modules purchased by City of Plymouth will be provided at no extra charges beyond the annual software maintenance fee for as long as the City has a valid software maintenance agreement with the vendor. The vendor Page 12 of 37 DRAFT 7/5/2007 7:12:15 PM ou City of Plymouth, Minnesota ERP Request for proposal shall take full responsibility for software maintenance including upgrades, improvements, additions, enhancements, and changes in every respect. The successful vendor shall agree to provide the City a current and complete copy of source codes for each application software, or agree to place the source code in escrow at a mutually -agreeable site, at no charge. The source code must always be the most current release that is utilized by the City. Page 13 of 37 DRAFT 7/5/2007 7:12:15 PM rr City of Plymouth, Minnesota ERP Request for proposal Operations and Users Documentation The vendor must furnish a complete description of the user manuals that will be provided for the operation and use of the proposed system. Describe the format in which the documentation will be provided: on-line, compact disk, hard copy, or a combination. A sample of the accounts payable operations manual must be included with this proposal. Implementation Plan A projected, detailed implementation plan must be included in the vendor's proposal including milestone dates and events based on the City's plans to begin implementation within 45 days or less of contract signing. The City will favor a realistic and aggressive implementation plan. All software or hardware must be loaded and configured on-site at City of Plymouth. Vendor will provide on-site support, as needed, during the implementation of the project. If the City of Plymouth is to pay for travel, lodging, etc, during the implementation or maintenance periods, it must be included in the proposal price list. City of Plymouth shall not be responsible for additional charges or costs not included in this proposal. The City reserves the right to approve the implementation plan of the selected proposal, which will be included in the contract. Project Management and Process Definition The selected Vendor is expected to assign a project manager. In the proposal, explain the company's policy regarding project management and provide the qualifications of the proposed project manager. Any additional costs associated with project management services must be itemized and included in the proposal. As part of the implementation the City expects to redesign its key -processes. In the proposal, explain and quantify the company's inclusion of this process definition in its process, and provide the qualifications of the proposed process facilitator(s). Any additional costs associated with process facilitation and definition services must be itemized and included in the proposal. The City reserves the right to approve the selection of the project manager and project management services. Therefore, project management services are subject to negotiation after the selection of a vendor. Final agreements regarding project management services shall be included in the contract for service. Training The Vendor must provide on-site training services by a qualified trainer(s) for three different levels of users. On one level, training must be comprehensive and suitable for our System Administrators. On the other level, training must be informative and suitable for our finance and human resources named users. The third level of user will be the departmental user. Your proposal should include a price range for differing numbers of end users. At a minimum, each application will require training for three (3) users of the application software, three (3) users of the systems administration, and (18) limited users of application software. Training shall begin one week prior to go live date. All training shall use Plymouth, Minnesota actual data for ease of training various users. Page 14 of 37 DRAFT 7/5/2007 7:12:15 PM City of Plymouth, Minnesota ERP Request for proposal The Vendor is required to include a clearly defined training plan in the proposal, including costs, which will provide a sufficient amount of training in order for the trainees to perform the primary functions of the system unassisted. The training plan must provide a statement of training objectives for each application stating what subjects are to be covered, what the trainees are expected to be able to do at the end of the session, and the amount of training time that will be provided for each application. The training plan will be subject to approval by the City. On-site training will take place at the Plymouth City Hall building in Plymouth, Minnesota. Employee training must be provided in a hands-on, classroom environment provided by the city. The conference room will accommodate up to 16 users. Vendor will provide computers for training, and proposal should reflect those costs. Page 15 of 37 DRAFT 7/5/2007 7:12:15 PM 0 MinneS9ka City of Plymouth, Minnesota ERP Request for proposal References The City prefers vendors whose expertise, experience and knowledge is based on government practices and procedures and who specialize in governmental financial systems. Therefore, one of our core requirements is the Vendor's proposed software must be currently operating in a production environment for a city government. The vendor must supply a list of all governmental entities, which are currently using its financial/human resources system within the State of Minnesota or any contiguous state. Contact information should include contact name, telephone number and email. Please indicate if any of these entities are supported by third party vendors. The vendor shall also provide information on the two (2) most recently completed and installed modules as well as at least two (2) entities that have been in operation for a minimum of three (3) years. With this list, provide the name and demographic information of the governmental entity Operating Budget, Total General Fund Budget, Total CIP budget, Number of Employees, Number of System Users), reference names, addresses, phone and email contacts, major release number, purchase date, installation date, planned production date and actual production date. City of Plymouth personnel reserve the right to contact any individuals listed in this section as references. Taxes Taxes should not be included in the proposal quotations for any hardware or software. Any sales tax items should be listed as a separate item at time of invoicing. Exceptions to the RFP The Vendor must itemize all exceptions to the specifications included in this RFP on the Exception Form (APPENDIX C), referencing the section by number to which exception is taken. Any RFP sections to which the Vendor does not take exception will be considered as being agreed upon by the Vendor. Disqualification of Vendors More than one proposal from an individual, a firm or partnership, a corporation, or an association under the same or different names shall not be considered. Any or all proposals shall be rejected if there is reason for believing that collusion exists among the Vendors, and all participants in such collusion shall not be considered in future proposals for the same work. No contract shall be awarded except to competent vendors capable of performing the class of work contemplated. Page 16 of 37 DRAFT 7/5/2007 7:12:15 PM IE City of Plymouth, Minnesota ERP Request for proposal VENDOR PROPOSAL CHECKLIST Please use the following proposal checklist to ensure you are submitting a complete proposal. In addition to the five hard copies please clearly identify all CD-ROMs with your business name and address. Please indicate where the information is located within your proposal submission and ensure that your proposal numbering corresponds to the numbering scheme below. Place this check list in the table of contents of your proposal. A. proposal Summary B. Company Background C. Software Modules — details and costs D. Hardware / Equipment, Operating System, Programming details and costs E. Implementation Plan, Staffing Plan, Timeline, including: Project Management — details and costs System and Operational Procedure Development Plan Software Installation Plan Data Conversion Plan Report Development Plan Integration and Interfaces Training and Documentation Plan Process Facilitation / Redesign F. Documentation Sample I I. G. Staffing Plan H. Ongoing Support and Maintenance — details and costs I. Software Updates and Distribution — details J. System Performance and Recovery— details K. References M. proposal Signature Appendix A: Proof of Insurance Appendix A: Performance Bond Letter Appendix C: Exceptions Appendix D: Total Cost Summary (see spreadsheet) Appendix E: Functional proposal (see functional tables) Page 17 of 37 DRAFT 7/5/2007 7:12:15 PM M,'vnesota City of Plymouth, Minnesota ERP Request for proposal VENDOR PROPOSAL Please include the following in your proposal: A. PROPOSAL SUMMARY FORM Name of Company Please state the year the Vendor started in the Software Brand Name Name of Preparer Name of Primary Contact for Follow -Up Questions Where is the Vendor's closest facility/sales office Contact Phone Number Fax Number E-mail Address B. COMPANY BACKGROUND Vendors must provide information about their company so that the City of Plymouth can evaluate the Vendor's stability and ability to support the commitments set forth in response to the RFP. The City of Plymouth, at its option, may require the Vendor to provide additional documentation to support and/or clarify requested information. The Vendor should outline the company's background including a brief description (e.g., past history, present status, future plans, company size, etc.). The Vendor should also submit (attach) audited financial information for the past two 2) completed fiscal years, which includes income statements, balance sheets, and statement of cash flows. Page 18 of 37 DRAFT 7/5/2007 7:12:15 PM Please state the year the Vendor started in the business of selling ERP system solutions? 2 Where is the Vendor's closest facility/sales office in reference to Plymouth, Minnesota? Nadi Where is the Vendor company's headquarters? Please list the Vendor's sales in the previous four 2006 - years: 005- 2005- 2004- 2004- 2003- 2O03- HowHowmany total employees does the vendor have Sales/Marketing- in each of the following categories: Management/Administration- Help Desk Staff- s F Development Staff - Implementation Staff- Other- Total - Page 18 of 37 DRAFT 7/5/2007 7:12:15 PM Minnesota City of Plymouth, Minnesota ERP Request for proposal Specify the number of public sector vs. private sector clients. Indicate whether the business is a parent or subsidiary in a group of companies. 8 Has this company or product being proposed ever been purchased or acquired by another company? If yes, provide the name of the companies involved, specific products affected and when such merger or acquisition(s) took place. 9 What percentage of revenues does this offered system represent to your company verses other products/ services? Indicate if the company incurred an annual operating loss in the last 5 years. Has the company had a workforce reduction during the past 5 years? 1 What is percentage of annual revenues reinvested into research & development? During the weeks of August 27`h and September 24`h can the vendor commit to being available for two consecutive days for an on-site demonstration? C. Software Modules — details and costs The Vendor is required to provide a general description. of the application program product and how it will meet requirements of this RFP. Describe opportunities for making local customizations or development of interfaces without compromising the integrity of the base system. Also include in this description the following: wireless capabilities and support for mobile devices, GIS integration and capabilities, and web based e -Gov solutions (including what is available for employee access, vendor access, citizen access and credit card processing). Page 19 of 37 DRAFT 7/5/2007 7:12:15 PM Please explain how your product is licensed? concurrent, site, user or machine based) j How are additional license sold? 1E,5. How long has the current version of the Vendor software been in production? Page 19 of 37 DRAFT 7/5/2007 7:12:15 PM r; 3 I NPI ut City of Plymouth, Minnesota ERP Request for proposal H6. What is the system architecture? web -based, client/server, mixed) What is the query tool and report writer that the vendor is proposing? Please describe any workflow or event alerts and notification capabilities the application provides. Does the system provide global query function so that users can search system wide based on name, account, range of values, or partial & wild - cards? p Please describe all 3rd party software required or recommended for the solution, including report writers Does the system provide multiple levels of data security. control access by terminal, transaction and file? Is the system integrated into Microsoft Office Suite permitting the ability to import and export data to budgets and journal entries? D. Hardware, Operating System and Programming The Vendor is required to provide the following information. Please include the minimum requirements for the computer hardware environments in which the proposed software will run server & workstation). This should include the supported operating system(s) and database system(s) as well. Identify the communication protocols and networking requirements that are required for implementation and operation of the proposed system. Identify the development tools and methodology used by the Vendor in designing, developing, maintaining, and enhancing the application system. If specific CASE or Object Oriented tools are used, provide the name, version, and Vendor name providing the tools. Page 20 of 37 DRAFT 7/5/2007 7:12:15 PM What hardware platform(s) does the vendor proposed application software currently operate g on? What operating system does the vendor proposed application software current operate on? 25' What database environments does the vendor proposed application software currently operate on? Is the vendor committed to supporting the above operating system, database & hardware platforms Page 20 of 37 DRAFT 7/5/2007 7:12:15 PM G ty ofruth tn n664ta City of Plymouth, Minnesota ERP Request for proposal r the foreseeable future? Is the proposed application developed with a widely accepted development environment such as Microsoft .Net? Please list all development languages utilized; including any proprietary toolsets. Does the system architecture support a multi -tierIsdeployment? INDoes the system support the use of a Storage Area Network (SAN)? E. Implementation Plan The Vendor is to provide an implementation plan in narrative form that details how the proposed solution is to be implemented. This implementation plan should include the following elements: i.) Project Management Approach ii.) System and Operational Procedure Development iii.) Software Installation iv.) Data Conversion Plan v.) Report Development vi.) Integrations and Interfaces vii.) Training viii.) Documentation Development ix.) Process Redesign Involvement x.) Estimated Timeline The Vendor should not be constrained to only include the above items in the Vendor's proposal response if the Vendor feels that they add value to the overall implementation. How many fully operational installations has the Local Gov. — vendor completed? County Gov. — State Gov. - Other — Tota I — Page 21 of 37 DRAFT 7/5/2007 7:12:15 PM City of jC}tl; A,anes®k City of Plymouth, Minnesota ERP Request for proposal What is the hourly rate for implementation assistance beyond that which is included in the vendor proposal by skill -set? It is expected that the Vendor will lead the efforts in each of the implementation areas described below unless stated otherwise. Further details on what is to be provided as part of the Vendors proposed implementation plan are included in the following subsections. Project Management Approach Provide an overall description of the Vendor project management approach towards this type of engagement. System and Operational Procedure Development The Vendor is expected to work with the City of Plymouth in developing technical support and technical operational procedures to support the system. Software Installation The Vendor is expected to specify, furnish, deliver, install and support all system software. Data Conversion Plan The Vendor is expected to perform electronic and manual data to the new system, including overall data conversion coordination, definition of file layouts, and data import and validation into the new system. It is anticipated that the following information will be converted to the new system: a) General Ledger — Ten years of data (one database / year) b) Accounts Payable/Purchasing (POs & Vouchers) — Ten years of data c) Vendor file — over 15,000 vendor files d) Budget file — Ten years of budget history e) Grant/Project — Ten years of data f) Miscellaneous Billing/Account Receivable/Collections - Ten years of history g) Payroll — Ten years of payroll history h) Human Resources — personnel data, applicant tracking information, position data; benefit data/medical insurance/COBRA, training data — Seventeen years of data Report Development It is expected that the system will provide the ability for end-user querying and. reporting to be performed without impacting the performance of the transactional system. It is also expected that the system will provide the ability to upload and download information ensuring integrity of uploaded information. The Vendor is expected to provide assistance to the City of Plymouth staff in the development of needed reports, via technical training on the tools used for report development, database schema and architecture, etc. Integrations and Interfaces It is expected that information generally would need only be entered once into the system. Modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of the municipality. The Vendor is expected to assist the City of Plymouth in the development of required integrations and interfaces. See Appendix B Current and Future System Schematics for an overview of interfaces. Planned interfaces include: Page 22 of 37 DRAFT 7/5/2007 7:12:15 PM Uth th9nne$ota City of Plymouth, Minnesota ERP Request for proposal a) Ability to extract Section 8 data from WinHAB into the Accounts Receivable and Payable systems, as well as nightly integration from WinHAB to the GL b) Ability to import CLASS Parks and Recreation / Community Education Refunds and Registration information into the General Ledger, Accounts Receivable and Payable systems. c) Sympro Investment Management interface to GL, Cash d) GOVERN Land Management, Inspections and Permits, Valuations Special Assessments, Licenses into the Accounts Receivable and General Ledger systems e) Ability to import Lockbox files to Utility Billing, Accounts Receivable and General Ledger systems f) Quest Fleet Management information into the Fixed. Asset system. g) Generic GL and Cash interfaces for uploads and wire transfers h) Ability to import/export data from Payroll module and bank to accommodate positive pay and direct deposit i) Ability to import files for bank reconciliation j) Ability to export and format Payroll data for Minnesota Retirement System k) Ability to generate W-2 files for State and Federal government 1) Ability to upload Bond Management, Risk Management, Claims Procssing information from Excel spreadsheets into the appropriate budgeting, HR and Payroll, General Ledger m) Ability to collect payroll information directly from multiple time clocks The Vendor should respond in this section with a discussion on the approach on how each of these integrations would be developed. Aggregate pricing for the development of all of the interfaces should be included in the Pricing forms. Documentation Development It is desired to have the selected Vendor take the lead on development of end-user and technical training material. The Vendor is expected to provide user manuals in digital format for use by the City of Plymouth as part of the initial training and on-going operational support. Process Redesign Involvement The City of Plymouth intends to redesign business processes as part of the system implementation. The Vendor is expected to participate in process redesign sessions although the municipality will be responsible for leading these sessions and implementing the redesigned processes. Estimated Timeline Please provide an estimated timeline of implementation that the vendor could commit to which would fully encompass the scope of the project. Please use an estimated start date of January 2, 2008 F. Documentation During the evaluation period, the Vendor will provide one set of sample technical training documentation and end-user documentation — an Accounts Payable module - to the City of Plymouth. If requested, at the end of the evaluation, the documentation will be returned to the Vendor. Page 23 of 37 DRAFT 7/5/2007 7:12:15 PM 5 f r, fAinresi ta G. Staffing Plan City of Plymouth, Minnesota ERP Request for proposal The Vendor must detail the type and amount of implementation support to be provided (e.g., number of personnel, level of personnel, time commitment, etc.). An overall estimate staffing plan for the project including identification of the City of Plymouth resources during the course of the implementation in terms of hours or full-time equivalents may also be included. H. On -Going Support and Maintenance The Vendor must specify the nature, costs and conditions of any post -implementation support options including: L) On-site support ii.) Telephone support - Include the minimum response time provided as part of the basic support agreement and average response time for the past twelve (12) months. iii.) Hardware and database iv.) Availability of user groups v.) Escalation options and procedures Identify the party or business unit that is responsible for the support options provided above. Additionally, it is requested that the Vendor submit their Help Desk "prioritization" of support calls and their call "escalation procedures". Software Updates & Distribution Provide information on how server and client side software updates are received, processed and distributed to either the server and/or client environment. Describe the delivery method of future updates and product enhancements, the frequency of upgrades and if an accumulative patch process is an option. Also, describe how updates are incorporated with local custom modifications such that custom modifications will not be lost when a new release of the software is applied. Describe any configuration management system that is incorporated with the Vendor solution. The City of Plymouth expects to receive maintenance, as well as functional and technological enhancements as part of their Annual Support Agreement. Page 24 of 37 DRAFT 7/5/2007 7:12:15 PM Does the vendor have a toll-free support line? Does the vendor have a User Group for Minnesota? Does the vendor have an Annual User 1 Conference? 39 What is the vendor's average response time s ' hours) for a telephone response to a service call? Yo 61, 4 What is the vendor's guaranteed maximum response time (hours)? Software Updates & Distribution Provide information on how server and client side software updates are received, processed and distributed to either the server and/or client environment. Describe the delivery method of future updates and product enhancements, the frequency of upgrades and if an accumulative patch process is an option. Also, describe how updates are incorporated with local custom modifications such that custom modifications will not be lost when a new release of the software is applied. Describe any configuration management system that is incorporated with the Vendor solution. The City of Plymouth expects to receive maintenance, as well as functional and technological enhancements as part of their Annual Support Agreement. Page 24 of 37 DRAFT 7/5/2007 7:12:15 PM 3ty pf tn'"de5o#a City of Plymouth, Minnesota ERP Request for proposal Will the vendor provide all periodic enhancements to the software at no additional charge, beyond the annual support agreement? Does the vendor provide product upgrades automatically or on demand? How does the vendor normally release product upgrades or enhancements? System Performance & Recovery System response time must not impede the ability for departmental staff to perform their required job functions using the system. Describe system performance of the proposed solution. Please state whether the vendor will make this commitment and what restrictions will apply. Availability and recovery in the event of failure is an extremely important part of this software solution. Please describe options for clustering and load balancing. Please state any additional fees required for an off-site redundant system. K. VENDOR REFERENCE INFORMATION Provide a contact person and phone number of three (3) recent clients that are similar to the City of Plymouth. Please indicate how long they have been a client and which systems they are using. Client Name: Contact Name: Contact Phone Number: Been a Client Since: Modules that are live: Client Name: Contact Name: Contact Phone Number: Been a Client Since: Modules that are live: Client Name: Contact Name: Contact Phone Number: Been a Client Since: Modules that are live: Page 25 of 37 DRAFT 7/5/2007 7:12:15 PM City of Plymouth, Minnesota ERP Request for proposal L. Total Cost (See Appendix D / Total Cost Summary Spreadsheet) Costs for the Vendor's proposed solution should be submitted as outlined in this RFP. Costs should include the complete costs for the proposed solution. Use additional pages as needed to provide additional cost detail. No additional charges, other than those listed on the price breakdown sheets, shall be made. All shipping and insurance costs to and from the site shall be included in this proposal. All payments to shipping agents and for insurance fees shall be made directly by the Vendor. Vendor shall be responsible for all arrangements for the shipment of equipment / software to the City's prepared site. Specific payment terms will be negotiated as part of the final contract. It is expected that certain payments will be made upon delivery of the software with additional payments made based on specific project milestones. Client may during the implementation period or thereafter require modifications, interfaces, conversion or other services from Vendor. Vendor agrees to provide a written Change Order describing the work to be performed and estimating the costs, including expenses, for Client, approval before any work is initiated by Vendor. Vendor will not.exceed the costs set forth in the mutually agreed to Change Orders without justification, in writing, that is acceptable to the Client. Page 26 of 37 DRAFT 7/5/2007 7:12:15 PM The undersigned, as proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein, that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below. Proposals shall include installation services, and the successful respondent shall obtain all required permits and pay fees required. Note: terms are firm for 90 days. Total Price $ Firm Name: Date: Address: Telephone: Signature: Person executing response & official capacity) Page 27 of 37 DRAFT 7/5/2007 7:12:15 PM puth Y City of Plymouth, Minnesota ERP Request for proposal APPENDIX A: INSURANCE AND PERFORMANCE BOND REQUIREMENTS SECTION W Proposer / Vendor Insurance W-1: General A) During the term of any contract for service, the vendor entering into the contract agrees to provide evidence of insurance in the amounts stated. These requirements can only be amended by the City Manager based on recommendation from the Risk Management Supervisor. B) All references in this Section to the City refer to the City of Plymouth, Minnesota, a political subdivision of the State of Minnesota. C) The Risk Management Supervisor shall have the right to represent the City, its officials, employees, and volunteers in all matters relating to this Section. S/He shall provide information, assistance, and recommendations to the City Manager in the administration of insurance requirements imposed under this Section. W-2: Insurance Requirements A) No contract for services shall be awarded by the City to any person until that person shall assure; by affidavit, that all the contractors and subcontractors employed, or that will be employed under the provisions of the contract; shall be in compliance with Minnesota requirements for worker's compensation insurance, and all other legal regulations, and unemployment insurance. B) If deemed necessary by the City, the vendor entering into a contract for service agrees to maintain continuous professional liability coverage written on an occurrence basis or, if on a claims made basis, with an extended coverage provision (ERP) of not less than three years. Coverage will be provided through insurance companies licensed to do business in the state of Minnesota with the Best Rating of A- or better. C) Professional liability coverage shall be provided in the following minimum amounts: 1. Projects up to $10,000,000: 1,000,000 per claim and 1,000,000 per annual aggregate 2. Projects in excess of $10,000,000: 1,000,000 per claim and 2,000,000 per annual aggregate Page 28 of 37 DRAFT 7/5/2007 7:12:15 PM r; City:af City of Plymouth, Minnesota ERP Request for proposal D) The vendor entering into a contract for service shall maintain all other insurance requirements in accordance with the following: 1) The insurance required shall be written for not less than the following: a) Worker's Compensation: 1. State Statutory 2. Applicable Federal Statutory 3. Employer's Liability -Each Accident - $ 500,000 Disease -Policy Limit - $1,000,000 Disease -Each Employee- $ 500,000 b) Comprehensive or Commercial General Liability (including Premises -Operations, Independent Contractor's Production, Product Liability and Completed Operations, and Broad Form Property Damage): 1. General Aggregate except Products -Completed Operations) $1,000,000 2. Products -Completed Operations Aggregate $1,000,000 3. Personal/Advertising Injury per Person/Organization) $1,000,000 4. Each Occurrence Bodily Injury and Property Damage) $1,000,000 5. Limit per. Person Medical Expense $ 5,000 6. Exclusions of Property in Contractors Care, Custody or Control will be eliminated 7. Property Damage Liability Insurance will provide coverage for Explosion, Collapse, and Underground Damage. c) Contractual Liability: 1. General Aggregate $1,000,000 2. Each Occurrence Bodily Injury and Property Damage) $1,000,000 Page 29 of 37 DRAFT 7/5/2007 7:12:15 PM 4J City of Plvmnuth_ Minnpcntn FRP Rprnipct fnr nrnnncnl d) Automobile Liability: 1. Bodily Injury $ 500,000 each Person 1,000,000 each Accident 2. Property Damage $ 500,000 each Accident e) Excess Liability Umbrella Form: 1. General Aggregate $1,000,000 2. Each Occurrence $1,000,000 2) The following policies are to contain, or be endorsed to contain the following provisions: Commercial General Liabilitv. Contractual Liabilitv and Automobile Liabilitv Coverage: a) The City, its officers, employees, and volunteers are to be covered as insured as respects: liability arising out of activities performed by, or on behalf of, the vendor entering into a contract for service including the insured's general supervision of the premises owned, occupied, or used by the vendor entering into a contract for service, or automobiles owned, leased, hired, or borrowed by the vendor entering into a contract for service. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, employees, and volunteers. b) The vendor, entering into a contract for service: insurance coverage shall be primary insurance as respects the City, its officers, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, employees, and volunteers shall be excess of the vendor entering into a contract for service's insurance and shall not contribute to it. c) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, employees, and volunteers. d) Coverage is to be written on an occurrence basis through an insurance company, or companies, lawfully authorized to do business in the Commonwealth of Minnesota with a Best rating of no less than A-. e) The vendor entering into a contract for service agrees to hold harmless and indemnify the City, its officers, employees, and volunteers for all liability arising out of the contract, except that arising out of the sole negligence of the City. Property Insurance: b) All insurance will be written through an admitted insurance company or companies lawfully authorized to do business in the State of Minnesota with a Best's rating of no less than A-. All Coverage: Page 30 of 37 DRAFT 7/5/2007 7:12:15 PM I.... ElYtihouth s'--= = _y City of Plymouth, Minnesota ERP Request for proposal a) Each insurance policy required shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after a thirty (30) day prior written notice by certified mail, return receipt requested, has been given to the City. b) Any deductibles or self-insured retention should be declared to, and approved by, the City. c) The vendor entering into a contract for service shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by these insurance requirements. The certificates and endorsements are to be signed by any person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at any time. d) The vendor entering into a contract for service shall include all subcontractors as insured under its policies or shall furnish separate certificates of insurance and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated in this Section. W-3: PERFORMANCE AND PAYMENT BOND 9. (A) The Contractor shall be required to furnish a performance bond and a payment bond each in the amount of the contract price insuring the faithful performance of the contract and payment of all obligations arising thereunder pursuant to Minnesota Statutes section 574.26. Page 31 of 37 DRAFT 7/5/2007 7:12:15 PM si; Iu CiCy of M,nnesotaaCity of Plymouth, Minnesota ERP Request for proposal Appendix B — CURRENT AND FUTURE SYSTEM SCHEMATICS Page 32 of 37 DRAFT 7/5/2007 7:12:15 PM 3 P City of Plymouth, Minnesota ERP Request for proposal w_- LMMML Page 33 of 37 DRAFT 7/5/2007 7:12:15 PM OU xtria City of Plymouth, Minnesota ERP Request for proposal Appendix C — EXCEPTION FORM Page 34 of 37 DRAFT 7/5/2007 7:12:15 PM r} r u City of Plymouth, Minnesota ERP Request for proposal Appendix D — TOTAL COST SUMMARY see spreadsheet) Page 35 of 37 DRAFT 7/5/2007 7:12:15 PM R !. City of Plymouth, Minnesota ERP Request for proposal Appendix E — FUNCTIONAL PROPOSAL DETAIL The statements / questions in the attached matrix relate to the specific functions that are critical to our daily business needs. Please use the following codes when completing the matrix. S = Standard feature. Provided "out of the box" M## = Modification required, with ## indicating the number of hours to modify. PLEASE NOTE. any additional modification costs should be reflected on both the exceptions page (appendix C) and the total cost matrix (appendix D). T.= Provide through third party software supplier (please indicate supplier and cost). R = Provided with reporting tool. L = Provided in later version. X = Cannot meet requirement. Not available. Page 36 of 37 DRAFT 7/5/2007 7:12:15 PM MEHHH, "i City of Plymouth, Minnesota ERP Request for proposal Appendix F - CURRENT CITY OF PLYMOUTH PROCESSES FOR FINANCE, HUMAN RESOURCES, PAYROLL, UTILITY BILLING Page 37 of 37 DRAFT 7/5/2007 7:12:15 PM APPENDIX D: TOTAL COST SUMMARY Costs proposal should include the complete costs for the proposed solution. For each item, indicate if the cost is one-time, annual, or other in the comment column. In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect. In the event the product or service is not being included in the Vendor proposal, the item should be noted as "No Bid". All cost should be based on a city -hosted solution. The number of days should include all activity indicated in the RFP (i.e., analysis, project management, process facilitation, documentation and training, data conversion, report writing, software, implementation and support). Please complete the following cost proposal for ease of evaluation. Vendors may summarize, merge descriptions and add comments as needed. Vendor may attached a detailed cost proposal in their own format in addition to this cost proposal if desired. Concurrent # Named Description Users Users City Size Total Cost Comment Finance modules including: General Ledger Accounts Payable Accounts Receivable Revenue and Cash Receipting Purchasing and PO's Requisitions Bid and Quote Management Contract Management Fixed Assets Project Accounting Grant Management (optional) Job Cost Accounting (activity based or performance measurement) GASB Reporting Finance - workflow setup Finance - code customization Finance - data conversion Finance - documentation and training (technical users, functional superusers, end users) Budget Preparation and Management Budget - workflow setup Budget - code customization Budget - data conversion Budget - documentation and training (technical users, functional superusers, end users) HR Modules including: Recruiting / Selection Performance Reviews Training Administration Employee Development Employee Self -Service for Life Event Changes Health and Safety page 1 of 4 City of Plymouth RFP Appendix D Total Cost Employee Discipline Random Drug Testing Time and Attendance Employee Equipment Assignment HR - workflow setup HR - code customization HR - data conversion end users) Benefits Management including: Payroll Processing with setup options for a minimum of nine bar aii ing units Employee Self -Service Benefits Enrollments and Updates Retiree Insurance Management Worker's Compensation Benefits Administration / Management with setup options for a minimum of nine bargaining units Payroll - workflow setup Payroll - code customization Payroll - data conversion Payroll - documentation and training (technical users, functional superusers, end users) Utility Billing modules, including: Rate Setup and Maintenance Citizen Self -Service Customer Setup and Maintenance Meter Reading interface Billing Work Orders and Maintenance Reconciliations Component Business Units Utility Billing - workflow setup Utility Billing - code customization Utility Billing - data conversion Utility Billing - documentation and training (technical users, functional superusers, end users) Business Indicator Functionality Key performance indicator baseline metrics, tracking Other strategic business support Reporting Other GASB 34 Reporter Administration Tools Report Writer Data Conversion not included in above Project Costs Project Management Im lementation page 2 of 4 City of Plymouth RFP Appendix D Total Cost Travel & related costs Hardware INCLUDE PART NUMBERS Servers Server Software Server Operating Systems Server Database Time Clocks Integrations and Interfaces a) Ability to extract Section 8 data from WinHAB into the Accounts Receivable and Payable systems, as well as nightly integration from WinHAB to the GL b) Ability to import CLASS Parks and Recreation / Community Education Refunds and Registration information into the General Ledger, Accounts Receivable and Payable systems. c S m ro Investment Management interface to GL, Cash d) GOVERN Land Management, Inspections and Permits, Valuations Special Assessments, Licenses into the Accounts Receivable and General Ledger systems e) Ability to import Lockbox files to Utility Billing, Accounts Receivable and General Ledger systems f) Quest Fleet Management information into the Fixed Asset system. Generic GL and Cash interfaces for uploads and wire transfers h) Ability to import/export data from Payroll module and bank to accommodate positive pay and direct deposit i Ability to import files for bank reconciliation j) Ability to export and format Payroll data for Minnesota Retirement System k Ab ility to generate W-2 files for State and Federal government 1) Ability to upload Bond Management, Risk Management, Claims Procssing information from Excel spreadsheets into the appropriate bud etin , HR and Payroll, General Ledger m) Ability to collect payroll information directly from multiple time clocks System Support ears 1 - 5 Total Cost of Project 1 Estimate costs based on background information given in the RFP. Estimate costs related to data conversion and interfaces based on implementation plan information given in the RFP Additional Products & Services page 3 of 4 City of Plymouth RFP Appendix D Total Cost Please list optional or additional products and services that your company provides along with associated cost. These may be researched for future phases of implementation. These cost should not be included in the total of the cost proposal. page 4 of 4 City of Plymouth RFP Appendix D Total Cost City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 1 The software must comply with all State and Federal laws related to government entities and provide a means to reduce costs and burdens of compliance by serving as a basis for satisfying standardized reporting and auditing requirements. 2 The software must comply with financial accounting and reporting standards set forth in the "Government Auditing and Financial Reporting" GAAFR . 3 The system must be GASB 34 compliant and adhere to GAAP standards. 4 Ability to provide an easy method to inquire real-time account balances at any time. 5 Ability to support accounting process functions that are required to maintain various fund types, individual funds and account groups such asspecial revenue funds fiduciarV funds etc. 6 Ability to provide a complete system of true fund and encumbrance accounting supported by open purchase order trackin . 7 Ability to process financial information using either modified, full accrual or cash basis of accounting based on the type of fund. 8 Ability to specify all major system variables, e.g., chart of accounts, report definition, and processing parameters, through system administration -maintainable tables. 9 Ability to support task alerts; when a user logs in, the system should automatically display the responsibilities, such as report approvals, budgeting, P.O. approval, etc., that need attention for the day, week, month, based on user -defined references. 10 Ability to leverage Microsoft Office technology 11 System must operate on MS 2003 server operating system. 12 AbilitV to use Microsoft's SQL database 2000 or 2005. 13 AbilitV to support Windows 2000 and Windows XP clients. 14 Ability to support Web server running Microsoft IIS. Please provide any other types of servers supported in the Comments column. 15 Ability to utilize the City's existing email Exchange Server 2003 16 Ability to accommodate remote Intranet and Internet access while maintaining strict security of data. 17 Ability to support faxing as an output option. 18 Ability to support email as an output option. 19 Ability to provide program source code on-site or in escrow 20 Ability for all suites/modules/applications of the solution to be fully integrated to maximize operator and system efficiency. Specifically, u datin of any data element occurs only once, and is then reflected throughout all applications. 21 Ability to provide totally integrated search capabilities on all fields without the use of a secondary application. 22 Ability to input, access and store a user -defined level of historical data "on-line". 23 Ability to verify the validity of the data being entered into the database by performing immediate error checking and ensuring that system balances are maintained. 24 Ability to have control of data entry to ensure user enters data into all required fields on the screen. 25 Ability to direct output of a data search to a printer upon user demand. 26 All applications are developed using a single development tool in a single program language with 100% integration between product suites and individual application. 27 Ability to have complete and total drill down capabilities from all summary information to detailed source code across all applications. 28 Ability for vendor to provide ongoing software maintenance, and new software releases periodically to meet all State and Federal requirements at no additional charge other than the annual maintenance cost. 29 lAbilitv for vendor to supply various utilities to facilitate file maintenance data manipulation, and backup/recovery. 30 Ability for all vendor supplied software to be accompanied by sufficient documentation to enable comprehensive understanding of its internal structure and operating, procedures. General Requirements 1 of 6 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 31 Ability for Release Notes to be supplied that document changes between version releases. These documents must be written in a fashion that is easily understandable by the end user. The format of the Release Notes must be contusive to analyzing which changes affect the City. 32 Ability for software to comply with accessibility standards. To comply with the Americans with Disabilities Act (ADA), Information technology must be accessible to people with disabilities. And the information technology's accessibility level must comply with accessibility standards set forth in Section 508 of the Rehabilitation Act. Section 508 requires that Federal agencies' electronic and information technology is accessible to people with disabilities 33 Ability to support a single customer record and a single UB record that is not duplicated within the s stem. 34 System provides the ability through online inquiry and reporting to view an entire UB profile, detailing all related transactions from subsystems. 35 Ability through online inquiry and reporting to view an entire customer profile, detailing all related transactions from subsystems. 36 Ability for all informational data elements tracked to be maintained in an ODBC -compliant integrated database to allow efficient data sharing, customized report writing, and automated posting. 37 Ability to provide a data import/export facility which permits transferring data from other data files into the database and exporting data outside of the system. [NOTE TO VENDOR: Please include addendum to outline how this works in your s stem 38 AbilitV to support a web front-end that allows for both mouse pointer navigation and keyboard/ shortcut navigation. 39 AbilitV to support nine -character zip codes and international alphanumeric zip codes. 40 Ability to import master City / State / ZIP file from a 3rd party (US Post Office) and validates addresses with the system against it. Also defaults City and State if ZIP is entered. 41 Ability to maintain separate components for an address record including: house number, direction, street name, unit, city, state and ip code. 42 Ability to provide "Auto fill" functionality that fills in field level information i.e. —vendor name account name 43 AbilitV to have data entrV fields automatically default to a specific value e.g., date fields should default to current date). 44 Ability fors stem inquiry screens that offer filtering abilitV to search based on any known value. 45 Ability to not change field names when system upgrades/new release are developed. This enables custom reports to be retained with little or no maintenance by the Cit 46 Ability for application software modules to interface with a digital imaging system to allow for attachment of digital images to records and transactions 47 Ability to support OCR or bar code scanning and ability to print OCR & bar codes. 48 Ability to interface with Word, EXCEL and Access for downloading and uploading information for unique data manipulation purposes. 49 Ability for the communications environment to be capable of supporting interactive file maintenance, inquiry, and ad hoc reporting without a significant decrease in user response time or an increase in system CPU utilization. Network monitoring data should be readily available from the system console. 50 Ability for all transaction processing including file maintenance and transaction entry to be handled in an on-line, real time processin mode or batch entry mode as determined bV the user. 51 Ability for back-ups or other transactions in one module to not block, delay, or otherwise interfere with transactions in other modules. 52 Ability to utilize field/record locking as o tsed to page / file locking. 53 Ability for all application modules to incorporate a method for adding, changing, and deleting data records on-line in real time. All related data fields are automatically updated. Batch purging of inactive records and/or transaction history is accommodated. General Requirements 2 of 6 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 54 Ability for system to interact with the relational database and offer robust querying and online analysis tools which do not require programming knowledge, allowing users to pick and choose fields link tables and establish criteria 55 Ability to have consistent use of command keys and screen layouts across all components. 56 Ability for software to be menu -driven with comprehensive utility and "help" screen capabilities. 57 Ability to provide context -sensitive help screens based on user's application privileges and where they are in the application 58 Ability for vendor to provide utilities that are able to be configured by a system administrator and scheduled for unattended execution. 59 Ability to provide an archiving solution for all data elements which provide configuration options for archiving schedules 60 Ability for system architecture to be designed for distributed processing, placing control of applications in user de artments. 61 Ability for system design to deliver application functionality in an integrated, but modular format, such that software application modules can be implemented in a phased approach. 62 Ability to provide a user -configurable 'management dashboard' which allows users to identify and view key summary erformance statistics from various components of the ERP systems, and drill into them for further detail 63 Ability to permit simultaneous data base accesses, permitting simultaneous access to files and queuing update requests at the record or field level when field contention prevents simultaneous updates. In addition, it must permit concurrent processing of batch and on-line jobs accessing and updating the same data files and data base while maintaining desired performance levels. 64 Ability to include a powerful set of administrative tools to monitor utilization, trace database access chains, database reorganization, problem determination and resolution, optimize schema and sub -schema definitions, model, report areas/ a es ercent full and tooptimize file placement and layout. 65 Ability to include an active integrated central data dictionary. This dictionary should be an integral component of the data access capabilities, including the definition of both data attributes and values. The system should be user friendly and understandable. 66 Ability to support rules for maintaining entity integrity (only one row in a table for each unique primary key) and referential inte rit(validating the existence of foreign keys). 67 Ability to support multiple environments. Capability to establish a test and training environment same server). 68 Ability to support electronic signatures and digital certificates. Specify preferred encryption methodology and key mana ement methodology. 69 Ability to access other input screens and modules without backing out of menus or menu paths. 70 Ability to open multiple screens/windows/sessions concurrently. 71 Ability to utilize on-line drop-down lists of all valid values for each validated field. 72 Ability to perform partial queries and "wildcard" functionality in fields. 73 Ability to utilize effective dates(past and future for all transactions. 74 Ability for all transactional data to have time, date, user id, created and modified by stamps for report design, security administration, application upgrade administration, archiving & purging of data. 75 Ability to provide keystrokes for rapid data entry and movement from screen to screen ("hotkeys" or coding reduction techniques). 76 Ability for end user screens to contain triggers to additional data screens based onspecific data in ut. 77 Ability to allow mass changes or deletes by table-driven data with proper security, approvals and audit trails. 78 Ability to provide descriptive error messages which are understandable to non-technical users. 79 Ability to highlight required elements upon transaction entry.. JAbility to determine which employees are utilizing the system at any point in time, with appropriate securit control. WORKFLOW General Requirements 3 of 6 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 80 Abilit to rovide workflow functionality throughout all suites/modules/applications to automate business processes. 81 Ability for Workflow rules can be based upon triggers, financial rules and user -defined parameters, appropriate roles, rules & routing. 82 Ability to provide a flexible, hierarchical approval process. 83 Ability to assign secondary approval (e.g., vacation or duplicate approval capabilities). 84 Ability to track and report electronic approvals. Provides ability for bi-directional approval, e.g. to start with the supervisor and be routed to the employees. 85 Ability to set number of approvals required by type of transaction or threshold such as dollar value. 86 Ability to automatically re-route transactions if an individual does not act within a specified timeframe. 87 Ability to provide notifications to parties involved in workflow chain when escalation is needed. 88 Ability to allow individuals with higher levels of authority to approve transactions that have not been approved by individuals with lower levels of authority. 89 Ability to track and report on every aspect of the electronic approvals (e.g., supervisor did not approve but department head approved). 90 Ability for workflow transaction records to contain a comment field for text entry or for file attachments. 91 Ability to send out broadcast messages to notify of certain events and the ability to specify the receivers of broadcast messages. 92 Ability to utilize bulletin board functionality to display broadcast messa esu on entry into the system. 93 Ability to utilize existing email network to send workflow notifications. (Exchange 2003 94 Ability for necessary forms or documents to be routed to users and/or supervisors for completion upon user -defined events. AUDIT 95 Ability to provide an automated audit trail of system transactions that includes: 96 Type of change 97 User Name 98 Effective Date of Change 99 Date 100 Time 101 Old value/New value 102 Transaction Type 103 Transaction ID 104 Ability to provide a method for archival, as defined by system administrator. 105 Ability to query transactions from an internal or external audit perspective for unusual activity. e.g.. Duplicate payments or query high dollar or unusual transactions. 106 Ability to produce a daily audit trail by field field changed from/to for all master file changes, by user. SECURITY 107 Ability to include an on-line fully robust security system that can be managed by the municipality without programming re uired. 108 Ability for application security to provide flexible access control down to the field level; allowing specific access permissions such as update, view -only, or rohibit-view. 109 Ability to authenticate with Active Directory to support enterprise single sign on. 110 JAbility to support required password changes on a user -defined basis. 111 Abilit to support alpha/numeric/special character passwords. General Requirements 4 of 6 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 112 Ability for the system to automatically establish passwords and manage forgotten passwords, within user -defined protocols. 113 Ability for data import/export to be subject to. application security. 114 Ability for Ad Hoc/Query/Reporting to be subject to application security. 115 Ability to support suspension of user ID after user -defined number of failed login attempts (i.e., requires system administrator to reset password). 116 Ability to prevent users from using old password as the new password at time of forced change. 117 Ability to support automatic to off timeout when system is left unused for a user -defined period of time. 118 Ability to provide report of failed login attempts and unauthorized attempts. 119 Ability to report on unused or inactive user ids. 120 Ability to restrict access to data fields and windows to users with proper security. 121 Ability to limit the types of transactions that a user can process. 122 Ability to support a minimum of 128 bit data encryption, for data being sent out from or received by the City via the Intranet or Internet. Specify referred encryption methodology/management. 123 Ability to support decentralized security administration. 124 Ability to support set-up of security by groups or classes. 125 Ability to establish flexible security matrix which will support a combination of authorizations for a user that has multiple security profiles incorporating various security levels (e.g., transaction level security, organizational level security, ro'ect/ rant level security, funding level security, data element security, and workflow level security). REPORTING 126 Ability to include a Custom Report Writer with file organization structure consistent between all application modules. NOTE TO VENDOR: Please include addendum to outline how this works in yours stem 127 Ability to generate ad hoc queries and reports based on user -defined parameters. Ad-hoc queries can access any fields within the s stem per security authorization. 128 Ability to do mail merging to generate mailing lists and labels 129 Ability to retrieve information from multiple files and report across multiple years on the same report 130 Ability to obtain reports indifferent sort sequences [NOTE TO VENDOR: Please include addendum to outline how this works in yours stem 131 Ability to calculate percentages and averages 132 Ability to specify desired subtotal breaks and totaling fields 133 Ability to search, sort and retrieve records from any number of specified data fields, in any number of files 134 Ability to providevarious statistical procedures > <,etc. 135 Ability to prepare / print reports from any accounting period and across periods. 136 Ability to set up menus of created reports for easy access and printing 137 Ability to send report to the screen, a printer, or to a file. 138 Ability to select any account or range of accounts in the chart of accounts for inclusion in reports or exclusion 139 Ability to provide "Wildcard" and/or "Keyword" capability to allow easy accessing of a range of values when creating reports 140 Ability to select any department or range(s) of departments for inclusion or exclusion in/from reports 141 Ability to provide on-line graphics, capabilities are provided for presentations of trends, percentage breakdowns, comparisons of data groupings, etc. 142 Ability to provide an easy to uses stem for preparing various statistical and analytical reports. 143 Ability to reprint reports, checks or bills with restart capability when reports, checks or bills being printed are interrupted. 144 Ability to print all reports to laser printers in either portrait or landscape format 145 lAbility to support multiple page sizes 8.5"11" 8.5`14" Green -bar based on the format of each specific report. General Requirements 5 of 6 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 146 Ability to print Accounts Payable and Payroll checks to laser printers with signatures and MICR coding (with appropriate security measures in place). 147 Ability to completely view / scroll through reports on-line/screen. 148 Ability to print multiple copies of reports at one time. 149 Ability to spool print files and reprint as required 150 is la . Ability to print screen contents format and data of each display. 151 Ability to use blank paper stock exclusively (i.e., system generates forms on blank paper, routing & check numbers on blank check paper, etc.). 152 Ability to drill up or down to supporting documents and related transactions from any field within the system. 153 Ability to save aquery and/or report 154 Ability to export to and import from popular desktop word processing, spreadsheet, report writer (e.g.. Crystal reports) and business intelligence applications within individual data access rights and security privileges. 155 Ability for users to tailors stem provided reports; retaining application level security and performance. General Requirements 6 of 6 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 1 The software must comply with all State and Federal laws related to government entities and provide a means to reduce costs and burdens of compliance by serving as a basis for satisfying standardized reporting and auditing re uirements. 2 The software must comply with financial accounting and reporting standards set forth in the "Government Auditing and Financial Reporting" GAAFR . Em 3 The system must be GASB 34 compliant and adhere to GAAP standards. 4 Ability to provide an easy method to inquire real-time account balances at any time. 5 Ability to support accounting process functions that are required to maintain various fund types, individual funds and account groups such asspecial revenue funds fiduciarV funds etc. 6 Ability to provide a complete system of true fund and encumbrance accounting supported by open purchase order tracking. 7 Ability to process financial information using either modified, full accrual or cash basis of accounting based on the type of fund. 8 Ability to specify all major system variables, e.g., chart of accounts, report definition, and processing parameters, through system administration -maintainable tables. 9 Ability to support task alerts; when a user logs in, the system should automatically display the responsibilities, such as report approvals, budgeting, P.O. approval, etc., that need attention for the day, week, month, based on user -defined references. 10 Ability to leverage Microsoft Office technology 11 System must operate on MS 2003 server operating system. 12 Ability to use Microsoft's SQL database 2000 or 2005. 13 Ability to support Windows 2000 and Windows XP clients. 14 Ability to support Web server running Microsoft IIS. Please provide any other types of servers supported in the Comments column. 15 Ability to utilize the City's existing email Exchange Server 2003 16 Ability to accommodate remote Intranet and Internet access while maintaining strict security of data. 17 Ability to support faxing as an output option. 18 Ability to support email as an output option. 19 Ability to provide program source code on-site or in escrow 20 Ability for all suites/modules/applications of the solution to be fully integrated to maximize operator and system efficiency. Specifically, u datin of any data element occurs only once, and is then reflected throughout all applications. 21 Ability to provide totally integrated search capabilities on all fields without the use of a secondary application. 22 Ability to input, access and store a user -defined level of historical data "on-line". 23 Ability to verify the validity of the data being entered into the database by performing immediate error checking and ensurina that system balances are maintained. 24 Ability to have control of data entrV to ensure user enters data into all required fields on the screen. 25 AbilitV to direct output of a data search to a printer upon user demand. 26 All applications are developed using a single development tool in a single program language with 100% integration between product suites and individual application. 27 Ability to have complete and total drill down capabilities from all summary information to detailed source code across all a lications. 28 Ability for vendor to provide ongoing software maintenance, and new software releases periodically to meet all State and Federal re uirements at no additional change other than the annual maintenance cost. 29 AbilitV for vendor to supplV various utilities to facilitate file maintenance data manipulation, and backup/recovery. 30 Ability for all vendor supplied software to be accompanied by sufficient documentation to enable comprehensive understanding of its internal structure and operating rocedures. General Requirements 1 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 31 Ability for Release Notes to be supplied that document changes between version releases. These documents must be written in a fashion that is easily understandable by the end user. The format of the Release Notes must be contusive to lanalyzing which changes affect the City. 32 Ability for software to comply with accessibility standards. To comply with the Americans with Disabilities Act (ADA), Information technology must be accessible to people with disabilities. And the information technology's accessibility level must comply with accessibility standards set forth in Section 508 of the Rehabilitation Act. Section 508 requires that Federal agencies' electronic and information technology is accessible to people with disabilities 33 Ability to support a single customer record and a single UB record that is not duplicated within the system. 34 System provides the ability through online inquiry and reporting to view an entire UB profile, detailing all related transactions from subsystems. 35 Ability through online inquiry and reporting to view an entire customer profile, detailing all related transactions from subsystems. 36 Ability for all informational data elements tracked to be maintained in an ODBC -compliant integrated database to allow efficient data sharing, customized report writing, and automated posting. 37 Ability to provide a data import/export facility which permits transferring data from other data files into the database and exporting data outside of the system. [NOTE TO VENDOR: Please include addendum to outline how this works in your s stem 38 AbilitV to support a web front-end that allows for both mouse pointer navigation and keyboard/ shortcut navigation. 39 AbilitV to support nine -character zip codes and international alphanumeric zip codes. 40 Ability to import master City / State / ZIP file from a 3rd party (US Post Office) and validates addresses with the system against it. Also defaults City and State if ZIP is entered. 41 Ability to maintain separate components for an address record including: house number, direction, street name, unit, city, state and ip code. 42 Ability to provide "Auto fill" functionality that fills in field level information i.e. —vendor name account name 43 Ability to have data entry fields automatically default to a specific value (e.g., date fields should default to current date). 44 AbilitV fors stem inquiry screens that offer filtering ability to search based on any known value. 45 Ability to not change field names when system upgrades/new release are developed. This enables custom reports to be retained with little or no maintenance by the Cit 46 Ability for application software modules to interface with a digital imaging system to allow for attachment of digital images to records and transactions 47 Abilitv to support OCR or bar code scanning and ability to print OCR & bar codes. 48 Ability to interface with Word, EXCEL and Access for downloading and uploading information for unique data manipulation Pur oses. 49 Ability for the communications environment to be capable of supporting interactive file maintenance, inquiry, and ad hoc reporting without a significant decrease in user response time or an increase in system CPU utilization. Network monitoring data should be readily available from the system console. 50 Ability for all transaction processing including file maintenance and transaction entry to be handled in an on-line, real time processin mode or batch entry mode as determined by the user. 51 Ability for back-ups or other transactions in one module to not block, delay, or otherwise interfere with transactions in other modules. 52 utilize field/record lockin as o tsed to a e /file lockin . 53 r all application modules to incorporate a method for adding, changing, and deleting data records on-line in real rb related data fields are automatically updated. Batch purging of inactive records and/or transaction history is odated. General Requirements of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 54 Ability for system to interact with the relational database and offer robust querying and online analysis tools which do not require programming knowledge, allowing users to pick and choose fields link tables and establish criteria 55 Ability to have consistent use of command keys and screen layouts across all components. 56 Ability for software to be menu -driven with comprehensive utility and "help" screen capabilities. 57. Ability to provide context -sensitive help screens based on user's application privileges and where they are in the a lication 58 Ability for vendor to provide utilities that are able to be configured by a system administrator and scheduled for unattended execution. 59 Ability to provide an archiving solution for all data elements which provide configuration options for archiving schedules 60 Ability for system architecture to be designed for distributed processing, placing control of applications in user departments. 61 Ability for system design to deliver application functionality in an integrated, but modular format, such that software application modules can be implemented in a phased approach. 62 Ability to provide a user -configurable 'management dashboard' which allows users to identify and view key summary performance statistics from various components of the ERP systems, and drill into them for further detail 63 Ability to permit simultaneous data base accesses, permitting simultaneous access to files and queuing update requests at the record or field level when field contention prevents simultaneous updates. In addition, it must permit concurrent processing of batch and on-line jobs accessing and updating the same data files and data base while maintaining desired performance levels. 64 Ability to include a powerful set of administrative tools to monitor utilization, trace database access chains, database reorganization, problem determination and resolution, optimize schema and sub -schema definitions, model, report areas/pages percent full, and to optimize file placement and layout. 65 Ability to include an active integrated central data dictionary. This dictionary should be an integral component of the data access capabilities, including the definition of both data attributes and values. The system should be user friendly and understandable. 66 Ability to support rules for maintaining entity integrity (only one row in a table for each unique primary key) and referential integrity (validating the existence of foreign keys). 67 Ability to support multiple environments. Capability to establish a test and training environment same server). 68 Ability to support electronic signatures and digital certificates. Specify preferred encryption methodology and key mana ement methodology. 69 Ability to access other input screens and modules without backinq out of menus or menu paths. 70 Ability too en multiple screens/windows/sessions concurrently. 71 Ability to utilize on-line drop-down lists of all valid values for each validated field. 72 Ability to perform partial queries and "wildcard" functionality in fields. 73 Ability to utilize effective dates(past and future for all transactions. 74 Ability for all transactional data to have time, date, user id, created and modified by stamps for report design, security administration, application upgrade administration, archiving & purging of data. 75 Ability to provide keystrokes for rapid data entry and movement from screen to screen ("hotkeys" or coding reduction techniques). 76 Ability for end user screens to contain triggers to additional data screens based onspecific data input. 77 Ability to allow mass changes or deletes by table-driven data with proper security, approvals and audit trails. 78 Ability to provide descriptive error messages which are understandable to non-technical users. 79 Ability to highlight required elements upon transaction entry.. Ability to determine which employees are utilizing the system at any point in time, with appropriate securit control. WORKFLOW General Requirements 3 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 80 Abilit to rovide workflow functionality throughout all suites/modules/applications to automate business processes. 81 Ability for Workflow rules can be based upon triggers, financial rules and user -defined parameters, appropriate roles, rules & routin . 82 to provide a flexible, hierarchical approval process. Ability 83 Ability to assign secondary approval (e.g., vacation or duplicate approval capabilities). 84 Ability to track and report electronic approvals. Provides ability for bi-directional approval, e.g. to start with the supervisor and be routed to the employees. 85 Ability to set number of approvals required by type of transaction or threshold such as dollar value. 86 Ability to automatically re-route transactions if an individual does not act within a specified timeframe. 87 Ability to provide notifications to parties involved in workflow chain when escalation is needed. 88 Ability to allow individuals with higher levels of authority to approve transactions that have not been approved by individuals with lower levels of authority. 89 Ability to track and report on every aspect of the electronic approvals (e.g., supervisor did not approve but department head approved). 90 JAbility for workflow transaction records to contain a comment field for text entry or for file attachments. 91 Ability to send out broadcast messages to notify of certain events and the ability to specify the receivers of broadcast messages. 92 Ability to utilize bulletin board functionality to display broadcast messages uon entry into the system. 93 Ability to utilize existing email network to send workflow notifications. (Exchange 2003 94 Ability for necessary forms or documents to be routed to users and/or supervisors for completion upon user -defined events. AUDIT 95 Ability to provide an automated audit trail of system. transactions that includes: 96 Type of change 97 User Name 98 Effective Date of Change 99 Date 100 Time 101 Old value/New value 102 Transaction Type 103 Transaction ID 104 Ability to provide a method for archival, as defined by system administrator. 105 Ability to query transactions from an internal or external audit perspective for unusual activity. e.g.. Duplicate payments or query high dollar or unusual transactions. 106 Ability to produce a daily audit trail by field field changed from/to for all master file changes, by user. SECURITY 107 Ability to include an on-line fully robust security system that can be managed by the municipality without programming required. 108 Ability for application security to provide flexible access control down to the field level; allowing specific access permissions such as update, view -only, orprohibit-view. 109 AbilitV to authenticate with Active Directory to support enterprise single sign on. 110 Ability to support required password changes on a user -defined basis. 111 jAbility to support al ha/numeric/s ecial character passwords. General Requirements 4 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements FAM 61111M 112 Ability for the system to automatically establish passwords and manage forgotten passwords, within user -defined protocols. 113 Ability for data import/export to be subject to application security. 114 Ability for Ad Hoc/Query/Reportinq to be subject to application security. 115 Ability to support suspension of user ID after user -defined number of failed login attempts (i.e., requires system administrator to reset password). 116 Ability to prevent users from using old password as the new password at time of forced change. 117 Ability to support automatic to off timeout when system is left unused for a user -defined period of time. 118 Ability to provide report of failed login attempts and unauthorized attempts. 119 Ability to report on unused or inactive user ids. 120 Ability to restrict access to data fields and windows to users with proper security. 121 Ability to limit the types of transactions that a user can process. 122 Ability to support a minimum of 128 bit data encryption, for data being sent out from or received by the City via the Intranet or Internet. Specify referred encryption methodology/management. 123 Ability to support decentralized security administration. 124 Ability to support set-up of security by groups or classes. 125 Ability to establish flexible security matrix which will support a combination of authorizations for a user that has multiple security profiles incorporating various security levels (e.g., transaction level security, organizational level security, roiect/ rant level security, funding level security, data element security, and workflow level security). REPORTING 126 Ability to include a Custom Report Writer with file organization structure consistent between all application modules. NOTE TO VENDOR: Please include addendum to outline how this works in yours stem 127 Ability to generate ad hoc queries and reports based on user -defined parameters. Ad-hoc queries can access any fields within the system per security authorization. 128 Ability to do mail merging to generate mailing lists and labels 129 Ability to retrieve information from multiple files and report across multiple years on the same report 130 Ability to obtain reports in different sort sequences [NOTE TO VENDOR: Please include addendum to outline how this works in ours stem 131 Ability to calculate percentages and averages 132 Ability to specify desired subtotal breaks and totaling fields 133 Ability to search, sort, and retrieve records from any number of specified data fields, in any number of files 134 Ability to provide various statistical procedures > <,etc. 135 Ability to prepare / print reports from any accounting period and across periods. 136 Ability to set up menus of created reports for easy access and printing 137 Ability to send report to the screen, a printer, or to a file. 138 Ability to select any account or range of accounts in the chart of accounts for inclusion in reports or exclusion 139 Ability to provide "Wildcard" and/or "Keyword" capability to allow easy accessing of a range of values when creating reports 140 Ability to select any department or range(s) of departments for inclusion or exclusion in/from reports 141 Ability to provide on-line graphics, capabilities are provided for presentations of trends, percentage breakdowns, comparisons of data groupings, etc. 142 Ability to provide an easy to uses stem for preparing various statistical and analytical reports. 143 Ability to reprint reports, checks or bills with restart capability when reports, checks or bills being printed are interrupted. 144 Ability to print all reports to laser printers in either portrait or landscape format 145 Ability to support multiple page sizes 8.6`11" 8.5`14" Green -bar based on the format of each specific report. General Requirements 5 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment General Requirements 146 Ability to print Accounts Payable and Payroll checks to laser printers with signatures and MICR coding (with appropriate Isecurity measures in place). 147 AbilitV to completely view / scroll through reports on-line/screen. 148 Ability to print multiple copies of reports at one time. 149 Ability to spool print files and reprint as required 150 Ability to print screen contents format and data of each display. 151 Ability to use blank paper stock exclusively (i.e., system generates forms on blank paper, routing & check numbers on blank check paper, etc.). 152 Ability to drill up or down to supporting documents and related transactions from any field within the system. 153 Ability to save a query and/or report 154 Ability to export to and import from popular desktop word processing, spreadsheet, report writer (e.g.. C_ rystal reports) and business intelligence applications within individual data access rights and security privileges. 155 Ability for users to tailors stem provided reports, retaining application level securitV and performance. General Requirements 6 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources GENERAL REQUIREMENTS 1 Performs both payroll and personnel functions from a single database with automatic update of information in both systems from a single transaction and provides control by segregating personnel/HR from payroll. 2 Ability to accommodate workflow approvals of human resources related processes and documents. 3 Ability for the definition of business rules that allow logic, processes, or calculations to be user defined. 4 Ability to automatically produce the appropriate paperwork for any personnel action (e.g., upon new hire, all appropriate forms are automatically generated) including the tax deduction and benefit documentation for new employees. 5 Ability to provide online summary view of employee's total compensation package. 6 Ability to attach any electronic data (such as scanned or imaged forms) to an employee's record and to restrict access to attachments based upon security rules or privileges to protect person information.. 7 Ability to handle an unlimited number of employees (e.g., inactive, terminated, etc.). 8 Ability to perform mass change updates to all employee records or a select group of employees based on user -defined characteristics, with appropriate security privileges, approvals, and a complete audit trail.. 9 Ability to create user -defined employee check lists (e.g., completed orientation, received policy and procedure manual, etc.). 10 Ability to prompt supervisor based on non -completed items on new employee orientation checklist (ie. Non -harassment training not completed) 11 Ability to provide that security is definable at multiple levels to allow employees read access to their own data within the ERP module with limited editing access at field level. 12 Ability to generate ad hoc queries and reports utilizing any defined Human Resource field. 13 Ability to adhere to all federal, county, state mandated reporting formats 14 Ability to provide convenient retrieval of fiscal and calendar year-to-date payroll data/balances via on-line inquiry. 15 Ability to maintain health/safety information, including: physical exams, OSHA reporting, lost work days and others. 16 Allows user -defined position numbers, titles, andgrade/step tables. PERSONNEL DATA 17 Ability to maintain an unlimited amount of user -definable fields pertaining to personnel information (with appropriate security to restrict access to.personal information by user): 18 Ability to accommodate a digital photo for each personnel record. 19 Ability to systematically generate and assign an employee number. 20 Ability to change employee's number and be able to query employee by any current or previously assigned number. 21 Ability to handle an unlimited number of name changes. 22 Ability for all pay hourly rates to accommodate at least four decimal places. 23 Ability to track skills and specialization (Ex. language abilities other than English, programming languages, etc.). 24 Ability to generate a notification for upcoming expiration of required certifications or other date -related events. 25 Ability to track employee position history. 26 Ability to track length of time an employee has filled a position and ability to calculate length of time in service. 27 Ability to add comments or attachments to explain transfers, terminations, or any personnel action. 28 Ability to track and report on driver's license expirations and provide notice to employee and supervisor of need for updated information. Human Resources 7 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 29 Ability to track and report on driver's license suspensions with associated reason. 30 Ability to record and track the items that have been assigned to an employee (i.e., keys, laptops, cell phones, ID cards, parking passes, key cards, purchase cards, etc.). 31 Ability to notify user that terminated employee has assigned items. 32 Ability for pertinent departments to sign off that terminated employees have returned all assigned items or completed any unfinished business. 33 Ability to track assigned equipment, including type, make, model, serial number and dates of assigned equipment. , 34 Ability to provide for a user -defined termination process checklist. 35 Ability to track and report exception and positive acting pay by date, position, hourly rate, and employment status. 36 Ability to track and record volunteers with a unique identifier, separate from an employee. RECRUITMENT & APPLICANT TRACKING 37 Ability to maintain an unlimited amount of user -defined fields pertaining to information about job applicants 38 Ability to maintain a skills inventory for each position and for each employee. 39 Ability to have complete applicant tracking online throughout the hiring process that also stores complete history files of successful and nonsuccessful candidates. 40 Ability to schedule exams and send letters informing of date and time of exams. 41 Abilll ty to create an online profile that will allow for multiple alications. 42 Ability to generate drug testing, physical and examination schedules. 43 Ability to randomly select employees for drug testing 44 Ability to generate drug testing waiver paperwork for employee signature 45 Ability to track, calculate and record history of all pre-employment and promotional examination results (physical and non-physical). 46 Ability to track recruitment efforts and results by position, source or any user -defined elements. 47 Ability to attach electronic documents to the applicant file (Ex: scanned documents, resumes, and/or certificates). 48 Ability to maintain applicant information for a user specified period of time. 49 Ability to have applicant information to automatically populate the employee record upon hire. 50 Ability to accept and process an unlimited number of applicants throughout entire process. 51 Ability to track multiple position opportunities for a single applicant. 52 Ability to generate interview invitations and thank you letters to unsuccessful candidates. 53 Ability to generate appointment letters, return to work and benefit qualification letters. 54 Ability to provide for a hiring process checklist. 55 Ability to accept applications and interest forms and over the Internet 56 - Ability to track recruitment advertising effectiveness by source type. 57 Ability to track interest cards and respond via email to those interested by job class. 58 Ability to track applicants by City employment status (current City employee, outside applicant, veteran) 59 Ability to use and define pre-screening questions for each type of position 60 Ability for multiple supervisors to access candidate pool at the same time 61 Ability for multiple supervisors and recruiters to view, sort, numerically rank, and screen resumes 62 Ability to generate, view, interview schedule. 63 Ability to track intereviewer notes online 64 Ability to score / rank candidates based on a point system. Human Resources 8 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 65 Ability to store various reference check information (background, credit, BCA, FBI, other) POSITION CONTROL 66 Ability to support an unlimited number of job classes, assignments, historical salary data, and position data 67 Ability to systematically generate a position requisition number. 68 Ability to allow the on-line requisition for a new or existing position. 69 Ability to accommodate flexible approval paths for various position requisitions by position, department or any user - defined characteristic. 70 Ability to include justification with requisition, either through an attached document or narrative text on the requisition. 71 Ability to edit for and prevent duplicate position requisitions through exception reports or system warnings. 72 Ability to ensure that only budgeted positions can be filled. 73 Ability to automatically assign a number to an encumbered position and easily identify when a position is eliminated. 74 Ability to maintain and update the position data including user -defined fields. 75 Ability to automatically calculate new annual salary for budgeting and pay calculations based upon changes to pay tables etc. 76 Ability to maintain and adjust multiple pay tables based on employee number or bargaining unit for multiple bargaining units 77 Ability to accommodate split funded and job shared positions. 78 Ability to accommodate overlap in position (i.e. position is filled before last day of work) 79 Ability to fill a position in an "acting" capacity, with start and end dates. 80 Ability to automatically figure salary calculations and budget impact statements (i.e., "what if' scenarios, trend analysis) using positions for multiple bargaining units 81 Ability to indicate positions where driving is a significant part of the job and classify the required licenses for the position. 82 Ability to maintain the current salary information including effective date (including future dates), wage grade, employee status, amount and percentage of change, previous salary and other user -defined fields. 83 Ability to accommodate and track changes in status, position, name, job classification, title, salary, location, payroll, benefit, supervisor and organization with the reason for the change and any effect on seniority. 84 Ability to provide for multiple salary schedules with effective dates. 85 Ability to accommodate salary table linked to job classification. 86 Ability to track job evaluation requests forjob reclassification, such as processing dates and outcomes 87 Ability to support job evaluation requests with online forms, and letter correspondence templates (which automatically import job classification information, schedule notes, bi-weekly hour information, etc...) 88 Ability to maintain job descriptions on-line. 89 Ability to allow positions to be budgeted for partial year (3, 6, 9 months) or certain number of hours. 90 Ability to set default for budgeting vacant position at user specified grade & step. 91 Ability to track history of appointments by user defined criteria. 92 Ability to maintain information on employees for EEO reporting (race, sex, etc.) by department, job classification, occu ational aroup, wage basis and total work force. 93 Ability to generate a specific EEO analysis, incorporating: History of appointments by race & gender. 94 Ability to track the history of terminations and other personnel actions by any user -defined criteria 95 Ability to track the current number of positions in class, the number of positions to be filled, the reclassification of positions, internal promotions and deleted positions 96 Ability to do analysis ("what if scenarios") with positions, individually by department and across the enterprise as a whole. 97 JAbility to provide position control tracking of filled and vacant positions. Human Resources 9 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 98 Ability to maintain hierarchal reporting relationships and support workflow where there are varying approval levels (i.e. director, manager, and/or supervisor) gg Ability to produce a variety of complex organization charts and automatically update charts based on master file changes such as hires, separations, promotions, reclassifications and status changes Ability to automatically design organization charts that automatically link to position number, name, department, division, unit, and status. 100 Ability to follow organization history of the position (list of employees who filled a position over a user-specified period of time). 101 Ability to affiliate positions with projects or work orders with effective dates (e.g., one year position) with the ability to attach documentation. 102 Ability to have one employee in multiple positions. 103 Ability to track funding source to the position. 104 Ability to track expense of a position back to the funding source (i.e. generate report of grant money spent on salary) 105 Ability to view an employee's entire history of assignments, account codes, benefit, status, and deduction changes 106 Ability to have employment actions cause an immediate recalculation of budget commitments and encumbrances via budget module interface. 107 Ability to provide an on-line comparison of budget to actual for each position. PERFORMANCE MEASUREMENT 108 Ability to accommodate different performance evaluation versions by department, classification, or any user -defined criteria. 10g Ability to capture performance metrics within the performance evaluation form. 110 Ability to track performance by employee hours and dollars for grant and project management. 111 Ability to create common review dates for certain employee groups and create individual review dates for other employee groups. 112 Ability to capture specific performance milestones or targets at any point throughout the year on the employee's "draft' performance evaluation rather than having to wait until the evaluation is due. 113 Ability to capture extemporaneous notes on employee performance throughout the year. 114 Ability to perform performance evaluations online. 115 Ability to include both employee and employer ratings for competencies. 116 Ability to provide for user -defined employee goals and objectives, which can be amended within a user -defined period of time. 117 Ability to support user -defined rating scales and employee and employer commentary on each goal and competency. 118 Ability to incorporate 360 -degree reviews or peer reviews into the performance management process. jig Ability to attach unlimited performance evaluations to the employee record. 120 Ability to accommodate various performance evaluation schedules (i.e., every 6 months, annual, user-specified). 121 Ability to track information on a Performance Evaluation Summary screen for each employee including: performance rating, last review date, increase percentage, next review date and other user -defined fields. 122 Ability to accommodate performance evaluation schedules through workflow and notify employees and supervisors of evaluation due dates. 123 Ability for employee to agree or disagree with the performance evaluation and add comments 124 Ability to track evaluation completions and overdue status. 125 Ability to generate automatic notifications to supervisor when employee performance evaluation is due Human Resources 10 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 126 Ability for the employee to view online evaluation history, with appropriate user authentication and security, and to restrict access only to evaluations. 127 Ability to perform probationary performance evaluations online, with appropriate user authentication and security. 128 Ability to track employee discipine history with discipline levels and detail notes 129 Ability to prompt supervisor, hr with dates / steps throughout the grievance process (i.e., letter due on X date) 130 Ability to calculate user -defined probationary periods by either hours, days, or months. 131 Ability to link performance rating to pay increase in a table format, with the ability to override. 132 Ability to access competency based tools for clerical, technical, supervisory, professional, and managerial positions 133 Ability to develop performance templates from a database of competencies and to adjust or amend as needed 134 Ability to provide workflow for performance management including electronic signatures 135 Ability to link performance measures to training programs or training required 136 Ability to access employee's training records for a user-specified period of time and import information from that module directly into the performance evaluation, if desired. 137 Ability to automatically award an employee a retroactive pay increase if performance evaluation is not completed within the user-specified period of time. 138 Ability to cross-check against certain user -defined parameters to ensure pay increase is valid (e.g., no disciplinary action, suspensions -pending, etc.). 139 Ability to cross-check against existing status in salary structure to notify evaluator of maximum allowable increase. 140 Ability to provide managers or supervisors with a bank of professionally written words/phrases linked to related competencies (with the ability to customize or edit) to add to performance reviews TRAINING 141 Ability to provide for an orientation process checklist that can be customized by and for each department and by job title. 142 Ability to develop individual training plans for employees 143 Ability to create, modify, track employee development plans 144 Ability for employee to access training plan and training history: 145 Ability for employees to access training online or in a webinar format 146 Ability for participants to register or enter a waitlist for training courses on-line. 147 Ability for users with appropriate security to register multiple employees for one class or one user for multiple classes. 148 Ability to create wait lists for future classes to determine when to hold the class. 149 Ability to maintain an unlimited amount of user -defined fields pertaining to training courses. 150 Ability to track tuition reimbursement eligibility, costs, and payment status. 151 Ability to create and utilize multiple on-line evaluation templates, based on course being offered. 152 Ability to track training equipment and materials borrowed by employees. 153 Ability to track employee progress toward earning a degree or certification. 154 Ability to assign mandatory training to employees (based on information in Position Control) and notify supervisor and employee of a need for training (e.g., orientation, in-service, safety). 155 Ability to track multiple "Annual Mandatory" refresher courses (e.g., Fire Safety, CPR, etc.) on an annual or other periodic basis. Human Resources 11 or 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 156 Ability to track employee verification of completion of Annual Mandatory training. 157 Ability to develop on-line courses, materials, and tests and automatically post scores and course completion date to the employee training record. 158 Ability to tabulate on-line evaluations and present summary of tabulation. 159 Ability to establish notifications to management for failing to obtain mandatory training for either an exception or authorized reason. 160 Ability for successful certification completions to be. recorded and documented including: name, instructor, class, dates, and training organization 161 Ability to automatically notify all registered participants and their supervisor of a cancelled course. 162 Ability to notify employees and supervisors of upcoming courses and course completion. 163 Ability to generate completion certificates for course participants and attach it to the employee record. 164 Ability to track a wide range of certificates and licenses including: eligibility, expiry dates, renewal periods, renewal dates, certification body, instructor name, and dates attended 165 Ability to track cumulative number of training hours, by type and by calendar year and/or for entire length of service. 166 record. 167 Ability to track no-shows, incompletes, and repeat cancellations at training courses. 168 Ability to accommodate basic test or exam statistics including average score, range of scores, etc. 169 Ability to examine training results by instructor or training officer. 170 Ability to prevent users from registering for a course based on user -defined criteria. EMPLOYEE & MANAGER DIRECT ACCESS 171 Ability to use a Web -Based solution as a direct access tool for updating or providing information. (with appropriate user authentication and security): Including benefit enrollment, life changes, emergency contact information, selected deduction elections and other user -defined fields. 172 Ability to use a Web -Based solution as a direct access tool that is functionally able to: 173 Support completion of new and re -hire documentation online including: forms for taxes, deductions, and benefits 174 Support workflow for a variety of employee pay, benefit, and leave transactions including electronic signatures 175 Provide and utilize an executive or managerial 'dashboard' for key measures or indicators (i.e. turnover, costs, forecasting of actual trends, monthly/quarterly results or expenditures, or activity levels for recruitment or training) 176 Ability for an employee to submit forms/documentation electronically including electronic signatures 177 Ability for an employee to view personalized information such as: pay position, salary, deduction, benefit, seniority, and leave/vacation entitlements and history online. 178 Ability to secure information access by type and field 179 Ability to generate forms/notices based upon direct access actions. 180 Ability to establish user -defined required actions before updating the system with employee entered information in employee direct access. 181 Ability for employees to request vacation or other leave via the direct access tool, according to user defined workflow approval process. 182 Ability for employees to check leave balances online through a secure connection. 183 Ability for employee to view pay stub or direct deposit remittance online, with appropriate user authentication and security. 184 Ability to see the direct deposit account history, with appropriate user authentication and security. 185 Ability for an employee to compare different City benefit plans (or changes to existing benefit plans) with costing information 186 Ability to provide managers with drill down capability in a variety of fields or topic areas within their departments Human Resources 12 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources BENEFITS 187 Ability to provide online summary view of employee's total compensation package through self-service (with user authentication and security restrictions). 188 Ability to bi-directionally interface with third party vendors via the Internet or other means, including billing and reconciliation reports. 189 Ability to track the last day worked or last day in a paid status for insurance purposes. 190 Ability to maintain premium and deduction amounts on a before/after tax basis for multiple benefit plans. 191 Ability to maintain benefit eligibility data including: pay group, marital status, dependent information, hire date, hours worked by period and other user -defined fields. 192 Ability to accommodate sets of benefit options linked to employee group. 193 Ability to track City match of some deductions, according to user -defined rules and criteria. 194 Ability to maintain multiple eligibility dates for different benefit plans based on different rules. 195 Ability to provide tracking of death or other termination date for employees, retirees, or dependents. 196 Ability to track current benefit elections for retirees and spouses. 197 Ability to provide for mass updates of employee plan designation. . 198 Ability to update benefits individually and as a group online. 199 Ability to generate benefit summary statements by employee. 200 Ability to track for returned open enrollment elections and resend election forms to nonresponders. 201 Ability to automatically generate letters to employees notifying them of premium amounts when on leave without pay. 202 Ability to track different leave types which accumulate concurrently as defined by user for each employee (e.g. STD, Workman's Comp., FMLA leave of absence) for multiple bargaining units 203 Ability to view FMLA time off in the current rolling 12 month period. 204 Ability to calculate retirement dates based on age and/or service and track a variety of dates or events pertaining to retirements and pension processing 205 Ability to trigger lapse in coverage if no payment is received. 206 Ability to stop accruing leave when contracted maximums are reached. 207 Ability to have multiple accrual maximums for different classes of employees. 208 Ability to track post retirement benefit costs and who is eligible. 209 Ability to maintain record of employee plan history. 210 Ability to prevent employee from being enrolled in a plan for which they are not eligible through online edits, with override capability for exceptions with appropriate user security. 211 Ability to track eligibility for dependents. 212 Ability to generate alerts for termination of coverage for non -spouse dependents for either age or educational status. 213 Ability to automatically generate letters to employees at user -defined milestones. (Ex. Specific birthdays) 214 Ability to track proof of continuing dependent coverage (e.g., college transcript). 215 Ability to determine the coverage and deduction amounts for the employee using the parameters stored in the benefit plan structure tables. 216 Ability to support pre and post tax payroll deductions. 217 Ability for group life insurance amounts and costs to be recalculated for all employees at any time during the year based on changed salary coverage, new age bracket and/or plan cost parameters. 218 Ability to prorate premiums for partial pay periods. 219 Ability to automatically calculate short term disability premiums and deductions based on salary amounts. Human Resources 13 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 220 Ability to automatically produce payroll deductions based upon benefit plan enrollments. 221 Ability to produce letters, e-mail and other notifications to employees announcing open enrollment. 222 Ability to designate default benefit enrollment package if employees do not return enrollment information. 223 Ability to produce confirmation letters indicating the employee's current participation levels in all benefit plans. 224 Ability to enter new enrollment data for a future date without changing the current elections until the date of the new enrollment period begins. 225 Ability to include employer and employee insurance costs in insurance calculation. 226 Ability to process multiple benefit plan years simultaneously with ability to effective date rate changes. 227 Ability to have benefit premiums formula automatically generated or manually modified, established from salary, set amount, with or without coverage limits and based on client defined eligibility. 228 Ability to compare the loaded benefit rate which is allocated out to employees to actual cost of benefits received on a per person basis. 229 Ability to automatically calculate a loaded benefit rate for different classes of employees, and by status. 230 Ability to support cafeteria style benefits. 231 Ability to forecast various benefit cost based on historical information and other user -defined parameters. 232 Ability to track pre -payment of insurance because employee knows he/she will be out on leave. 233 Ability to accommodate retroactive changes to benefit premiums and/or contribution percentages. 234 Ability to calculate positive or negative adjustment to employee's contribution based on retroactive change. 235 Ability to alternatively handle the adjustment amount through a refund, a one-time adjustment, or an ongoing adjustment. 236 Ability to calculate employee / employer premium amounts based on pensionable earnings 237 Ability to track auxiliary eligibility based on pensionable earnings and provide workflow notification in advance of event and generate letters 238 Ability to convert hours and gross to a full time equivalent by year and status for calculating purchase of pensionable service 239 Ability to capture multiple beneficiary information for group and optional group life insurance 240 Ability to capture and track smoker/non-smoker status and employee birthdates for optional group life insurance 241 Ability to provide workflow notification and generate letters for age based premium deductions 242 Ability to create and reconcile optional group life insurance billings based on smoker/non-smoker status, age, and employee and/or spousal coverage 243 Ability to exempt temporary employees from pension, etc., and to specify for all employees, by pay type, which withholding categories apply. 244 Ability to interface with the Accounts Receivable module for billing co -pays and Cobra fees. 245 Ability to maintain salary information on system for terminated employees for unemployment compensation reporting and COBRA for a user -defined time interval. LEAVE ACCRUALS & BALANCES 246 Ability to accommodate multiple types of leave and the ability to track and report on leave usage. 247 Ability to accommodate stepped-up leave accrual process, whereby leave is automatically added to leave accrual balance upon user -defined time periods. 248 Ability to automatically monitor leave bank donation and usage from a central perspective. 249 Ability to account for breaks in service when calculating leave accruals. 250 Ability to place limits on accrual banks (in hours, days, and dollar amounts) and establish timeframes for use which may vary by department or classification. 251 Ability to establish different rules for accrual banks, which can vary by department, or any user -defined criteria. Human Resources 14 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 252 Ability to track reason for denial of leave requests. 253 Ability to track and monitor against differing leave buy-back rules, which can vary according to position, length of service and other user defined criteria. 254 Ability to accommodate carry over of leave balances to any user -defined date range. 255 Ability to optionally define a date by which carried over leave must be used. 256 Ability to enforce sell off or transfer of accrual balances in excess of cap amounts at end of fiscal or calendar year or as of a certain date (e.g., anniversary date). 257 Ability to optionally allocate leave balances at beginning of fiscal period or other user -defined time periods or allow to accrue at a certain rate with each pay period. 258 Ability to maintain limits including .percentage, pension, amount and time limits. 259 Ability to track leave balance information and to integrate hours and dollars data by type of claim to a claims management tracking system 260 AEiTi_ty_t_o_c_aTc__u1 ate, pay, and track Supplementary Employment Insurance Benefits with a top up (supplemental difference between that paid by the government and that paid by the City) of a user defined percentage for defined periods) for maternity leaves 261 Ability to provide workflow for identifying and authorizing leaves 262 Ability to include leaves on a user friendly calendar identifying date of leave, type, and hours. 263 Ability to drill down to the detailed hourly breakdown in the user-friendly calendar. 264 Ability to generate & process on-line leave of absence applications 265 Ability to automatically identify required level of approval based on length of leave 266 Ability to calculate adjusted vacation accrual and service dates based on user -defined rules 267 Ability to calculate vacation adjustment and deduct any vacation overpayment prior to start of leave of absence 268 Ability to calculate benefit premiums owing and deduct from pay on a pro -rated basis prior to start of leave of absence 269 Ability to send automatic notice to employee of benefit amounts to be deducted and vacation and service date adjustments 270 Ability to automatically re -activate employee when leave is due to end, with manual over -ride in case leave length changes 271 Ability to generate an alert to specified users of employees who are scheduled to be returning to work from leave a user- specified length of time before the scheduled return. WORKERS COMPENSATION & DISABILITY MANAGEMENT 272 Ability to track notification of an employee appeal, benefit status before an appeal, appeal outcomes, and benefit status after an appeal 273 Ability to provide claims administration and a claims management tracking system for disability and workers compensation management including case notes on status of claim, return to work, rehabilitation and medical intervention. 274 Ability to look at and report trends analysis for WCB and disability statistics. 275 Ability to provide monthly or weekly claims analysis 276 Ability to track, report and summarize total disability and WCB costs and time loss by department, division, or status group 277 Ability to track employees on a rehabilitation program and the status of their return to work (not returned to work, returned to work - light duties, and return to work full-time) with accompanying schedules 278 Ability to track and identify LTD claims: current claims, completed claims, LTD hours, and/or claims ended by year Human Resources 15 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 279 Ability to notify employees of sick claim forms due by a specified time frame, or notify employees of additional forms required to be completed for a particular sick claim 280 Ability to approve and complete sick and WCB claim forms online 281 Ability to forward claims information electronically to a 3rd party (i.e. Claims Adjudicator, WCB) 282 Ability to identify when maximum hours reached for a particular type of claim 283 Ability to track third party claims, claims settled and the amounts recovered annually. 284 Ability to process and track disability plan reimbursements 285 Ability to track correspondence sent by third parties regarding specific claims (i.e. Physicians note, authority ruling), with the appropriate security. 286 Ability to track status of a grievance related to a particular employee claim. 287 Ability to provide and report cost information on claims i.e. charges, administration fees, lump sum payments, percentages charged, claim totals, amounts paid to 3rd parties, legal fees, totals of fees settled, total of fees and repayments) 288 Ability to provide summary information on totals (i.e. hours/claim, hours lost, time loss, employee group totals, totals outstanding, total abandoned claims, time loss total) 289 Ability to provide frequency information (i.e. number of employees by claim type, medical aid cases, time loss cases, incidents, and accident frequency) 290 Ability to track and report Disability / WCB / and other benefit plan costs 291 Ability to have a trigger system in place to initiate or follow up with administrators when an action needs to take place 292 Ability to identify new, reoccurring, or continuing claims 293 Ability to identify time loss by: days of the week, the duration of time loss, type of time loss and by employee group. 294 Ability to monitor where and when short term, medium term, and long term absences are occurring including costs and duration for each disability type 295 Ability to provide workflow and produce standardized letters for a variety of disability or benefit plan events 296 Ability to automatically reflect retroactive adjustments on the employee calendar and reports. 297 Ability to accommodate non -salary types of compensation including: Holidays, vacation, sick allowance and additional user -defined fields 298 Ability to support multiple compensation plans including percentages, open ranges and step plans. 299 Ability to identify employees that are medically unable to participate and/or on a rehabilitation program 300 Ability to identify those employees receiving a WCB pension 301 Ability to identify claims that have been denied/abandoned 302 Ability to record or report on the WCB Merit/Demerit system 303 Ability to identify those employees requiring alternate or modified job placement. 304 Ability to identify and track every employees injury status including the nature and description of injuries — including body area 305 Ability to record and electronically document: WCB Form 7, accident investigations, etc. 306 Ability to perform mass compensation changes by either flat or percentage amount (user -defined criteria). 307 Ability to track accidents/incidents throughout the City including measures taken to prevent accident incident from occurring again 308 Ability to track WCB claims: by number, date of injury, type of injury, injury description, status of claim, and location Human Resources 16 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Human Resources 30g Ability for managers/supervisors to determine department or employees status for return to work (e.g., modified work plan). 310 Ability to monitor and evaluate how current WCB or return to work programs are doing 311 Ability to provide high level WCB analysis (i.e. look at whether WCB claims are increasing/decreasing, or are the claims durations increasing/decreasing) 312 Ability to directly link WCB claim information directly with Payroll 313 Ability to interface directly with the Berkley system to generate OSHA 300 log 314 Ability to have Electronic WCB pension assessments linked with ERP system 315 Ability to detail return to work descriptions/provisions on each claim 316 Ability to archive information in a central location once injury claim is completed 317 Ability to capture and report on dates, graduated return to work schedules, and funding for transitional or accommodated work Human Resources 17 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Payroll 1 Ability to run completely paperless (including direct deposit and online pay stub viewing and printing by individual em to ees 2 Ability to accommodate employment insurance and standards. Ability to accommodate multiple pay cycles (of the same and different lengths, in alternating weeks). 3 Ability to run permanent and temp employee payroll cycles either separately or together 4 Ability to provide the option of paying through the current date or paying one week in arrears. 5 Ability to enter multiple holiday schedules into the system and enter pay rules by user -defined group of employees. 6 Ability to enter variable holiday pay calculations by user -defined group of employees for up to 20 bargaining units 7 Ability to automatically calculate total hours worked so far during a pay period. 8 Ability to retro -correct time sheets and adjust payroll for correction 9 Ability to calculate "hours earned" vs. "hours owed" by employee 10 Ability to house complex calculations for overtime and straight time for up to 20 bargaining units 11 Ability for payroll rules to be table driven for ease of accommodating changes due to policy, regulations, etc. 12 Ability to perform a tax calculation based on personal use of City vehicles -- the City pays the difference in income tax based on personal usage of the vehicle. 13 Ability to accommodate user -defined workflow for any payroll transactions. 14 Ability to create specific workflow approvals for pay checks (e.g., submitting employee final pay check for administrative review). 15 Ability for employee's leave accrual balances and payout amounts to adjust as necessary with a job transfer or status change. 16 Ability of system to accommodate various attributes such as: 17 Effective and end dates, retaining the history of each 18 User -defined calculation rules 19 Pay increases based upon earnings factor (formulas) 20 Pay increases based upon fixed percentage rate(s) 21 Pay increases based upon fixed dollar amount(s) 22 Short and long descriptions 23 Base pay as defined by the user (e.g., base salary plus shift differential plus longevity pay, etc.) 24 Exception reporting 25 Earnings type (e.g., regular, overtime, etc.) 26 Hours/units 27 Dollar/hour/unit/percentage limits but allow for Payroll override if required. 28 Leave (multiple types) payoff 29 Ability to accommodate multiple pay schedules/tables including both positive and exception pay in each job class. Please state in the Comments column any limitations on the number of pay types. 30 Ability to setup new payroll codes and deduction types as needed, with the appropriate security. 31 Ability to change and/or adjust the rate by which leave balances are paid, based upon changes in employee status. 32 Ability to identify earnings as productive, nonproductive, or other user -defined grouping. 33 Ability to conduct complex overtime calculations based on rotation and 24-hour shift clock. Payroll 18 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 34 Ability to incorporate contractual overtime (for church, school, etc.) into payroll calculations, including "hours earned" calculations for officers. 35 Ability for employee to enter overtime subcodes, including 36 shift extension 37 filling in for vacation 38 filling in for training 39 training 40 Ability to run reports analyzing overtime types for budgeting purposes 41 Ability to accommodate unemployment self-insured contributions and rates. 42 Ability to compute complex overtime calculations that may differ by department, or other user -defined group of employees, for up to 20 bargaining units 43 Ability to accommodate broad leave -type categories e.g., sick, leave without pay as well as multiple sub -types e.g., scheduled vs. unscheduled leave) within each category (e.g., ability to specify scheduled vs. unscheduled Family Leave). 44 Ability to specify reason for Overtime (e.g., special event or civil case) and generate billing based on certain reasons. 45 Ability to accommodate organizational changes and carry history forward. 46 Ability to accommodate standard regulated contribution restrictions and policies. 47 Ability to put a cap on number of hours that an auxiliary employee can work in a pay period, by position, status, or other user-specified time period. 48 Ability to accommodate payroll and multiple status for the following types of employees: 49 Regular Full -Time / Temp Full Time 50 Regular Part-time - various types, Seasonal 51 Mayor and Council 52 Other contract/Hourly employees, with the ability to enter time in a pay range 53 Ability to provide workflow and approvals between steps/increments and/or merit steps based on hours or date, with the option to automatically move. 54 Ability to define and enforce user -defined rules for holiday, vacation, personal, and sick time usage. 55 Ability to tie back payroll to the appropriated budget and vice -versa. 56 Ability to reset payroll accumulators at the user's discretion, with the appropriate approval and security. 57 Ability to automatically calculate and post yearend accrual for payroll as of a specific date, i.e. December 31. 58 Ability for some data fields in the daily feed to general ledger to default from employee's schedule or employee record. 59 Ability for appropriate rate to be derived from employee's position(s) and default to specific account number based on that position, if desired. 60 Ability to accommodate multiple effective -dated wage rates in the same pay period. 61 Ability to adjust pay calculations based on midpay personnel actions. 62 Ability to accommodate separate code -driven deductions (with stated amounts) including multiple values for medical, life insurance, garnishments, retirement plans and other user defined deductions. 63 Ability to add additional new deductions as necessary. Please include any limitations on the number of deductions in the Comments column. 64 Ability to determine frequency of deduction to allow for multiple frequencies on a standard deduction. 65 Ability to calculate deductions based upon the following: 66 Flat amount 67 Percent of gross Payroll 19 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 68 Percentage of any combination of pay using special formulas 69 Pay after combination of deductions 70 Ability to handle the following deduction controls: 71 One time only (either in addition to or in subtraction to or replacement of existing deduction) 72 Every pay period 73 Specific pay period (e.g., 2nd pay period of month, 3rd pay period of month, etc.) 74 Bi -monthly 75 Monthly 76 Start and stop dates and retain history of each. 77 Dollar limits with declining balances on deducts which can carryover to new fiscal year 78 Pay period dollar limits 79 Maximum deductions per year or pay period based upon dollar amount or percentage of salary (i.e., minimum net pay requirements, file annual SUPN level). 80 User -defined formulas 81 Ability to automatically handle arrears and retroactive processing based on a variety of options. 82 Ability to process recurring negative pay adjustments with a declining balance (e.g., to fix an overpayment) over a user - defined timeframe. 83 Ability for deduction elections to be table-driven (e.g., no partial payments allowed, must be a monthly contribution, etc.). 84 Ability to override automatic calculations from retroactive processing and/or change the calculated amounts. 85 Ability to generate a report of all employees who did not have standard deductions made because of insufficient funds. 86 Ability to handle the following types of garnishments: 87 Multiple garnishments on the same check 88 Flat amount or percentage 89 Calculation of total after all deductions 90 Ability to print third -party checks for garnishments and miscellaneous deductions. 91 Ability to send garnishment payments via direct deposit and other electronic media. 92 Ability to electronically transmit a pay stub information for direct deposit 93 Ability to maintain garnishment information including date of order, case/court number, collection agency, name, total collection amount. 94 Ability to.compute, on a before or after tax basis, employer and employee portions of deductions for items such as: 95 Taxes (Provincial and Federal, etc.) 96 Life Insurance (using age table for calculation of appropriate deduction amount) 97 Medical Insurance (using coverage tables to calculate appropriate deduction amount) 98 Deferred Compensation plan 99 Long-term disability 100 Short -Term Disability 101 Retirement 102 Other user -defined deductions i.e. Garnishees 103 Ability to print special deduction remittances or checks ( i.e. Sick Plan Rebate). 104 Ability to use wire and other electronic deduction remittances to various vendors (i.e., insurance carriers) along with notification to vendor via EDI, other media, etc. Payroll 20 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 105 Ability to deduct clothing allowance, tuition reimbursement, or other user -defined parameters i.e. Benefit Society recoveries 106 Ability to accommodate various pay codes, including some of the following: 107 Regular (Full -Time, Part -Time, etc.) 108 User -defined premium pay 109 Overtime 110 Shift differential (multiple types) — multiple rules based on employee group. 111 Acting Pay (e.g., "acting" assignment) 112 Multiple types of Vacation - multiple rules based on employee group (e.g., deferred, Fire, Annual, Long Service, supplementary) 113 Sick Leave (STD, MTD, LTD, Penalty Hours) 114 Benefit Society Medium Term Disability Bank 115 Sick Plan Rebate 116 Comp time (with multiple different calculations) - must accommodate no loss -no gain for STSL and WCB Sick Time - for example: banked OT, banked stats, gratuity 117 Retroactive pay 118 Jury duty 119 Military 120 Severance/termination pay 121 Training (different types i.e.,. Internal, external, etc..) 122 Leave without pay 123 Leave of absence 124 Bonus 125 Tuition reimbursement Other taxable or non-taxable employee reimbursements Uniform Allowance Administrative leave Other user -defined pay codes. Please include any limitations on the number of pay codes in the Comments column. 126 Ability to track and report hours and dollars by assignment type and date 127 For Fire Crew, ability to track time based on account (FireOps / 1530 and DutyCrew / 1532), and sub -categories, including: 128 Prevention 129 Training 130 Administration 131 Fire Exercise 132 In addition to 125, Ability to track which fire personnel were present at which call. 133 Ability to flag an employee's total hours, enabling an employee's multiple supervisors from mulitple departments to keep employee weekly hours under 40 134 Ability to optionally pay special pays in a lump sum (hourly aggregate rate) or as a separate earnings code. 135 Ability to prohibit certain types of pay for specified types of employees. 136 Ability to specify beneficiary for final paycheck upon death of employee, so that check is actually cut to that person, with all appropriate documentation. 137 Ability to establish tables to derive uniform allowance, bi-lingual pay, and educational incentive based on user-specified criteria (e.g., job class, pay group). Payroll 21 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 138 Ability to track regular day off within a modified work schedule and choose either overtime pay, banked or use within subsequent pay period (i.e. Floating Day). 139 Ability to flag certain employees for approval to apply certain types of pay with start and end dates. 140 Ability to identify which earnings are included for retirement contributions and which are eligible for the overtime rate . 141 Ability to apply premium or shift differential pay for various work schedules. 142 Ability to identify, apply and prioritize deductions and garnishments (e.g., child care support payments) . 143 Ability to specify some deductions as voluntary. 144 Ability to trigger notification if garnishment is not going to process due to insufficient funds. 145 Ability to override deductions on paycheck with security and approval authority. 146 Ability to track pay types and generate reports on any of the pay types, using history. 147 Ability to define rules for statutory holiday pay usage, which may vary by user -defined rules. 148 Ability to calculate statutory holiday time for specified employee types (e.g., full-time outside staff), who record time using positive reporting. 149 Ability to specifically identify all sick time by type (short term, medium term, or long term). 150 Ability to identify nature of illness based on predefined categories. 151 Ability to "Job Qualify" specific deductions/Benefits (e.g., continuing instructors). 152 Ability to do global changes for federal exemptions - can be either a fixed amount or a percentage amount. 153 Ability to do year end rollovers for vacation/banked OT/banked stats/etc. 154 Ability to accommodate vacation accrual which is not prorated or accrued, but rather annually given at beginning of new year. 155 Ability to do mass changes for deductions/benefits based on employee or employee groups. 156 Ability to track reimbursement against an annual cap and prevent exceeding the maximum reimbursable amount. 157 Ability to schedule special pays over a user defined period of time and automatically generate payment on specified date, i.e. SP Rebate, O/T Payout, etc. 158 Ability to pay longevity pay on a lump sum basis and/or on a bi-weekly basis, by any user -defined grouping. 159 Ability for all fields in the database to be printed on the pay stub as desired (e.g., detailed pay, deductions, leave balance accumulators) with the associated "through" date. 160 Ability to print multiple messages on the pay stubs based upon department, job classification, health plan or city-wide. 161 Ability to accommodate online entry of manual check and creation of check. 162 Ability to process negative pre- and post- tax deductions, with the gross amounts updated appropriately. 163 Ability to automatically accommodate direct deposit of paychecks into multiple accounts at one or multiple banks. Specify any limits on the number of accounts in which funds can be deposited). 164 Ability to optionally not produce a direct deposit advice, assuming it can be available in Employee Self -Service. 165 Ability to provide totals for reconciliation of: 166 Benefit information for cost to organization 167 Changes to employer deductions and taxes 168 Payroll check or direct deposit cleared at bank 169 Daily Automatic reconciliation of bank with exception reporting 170 Ability to provide historical records for every financial transaction as a complete audit trail. 171 Ability to provide a payroll proof list of all payroll calculations, gross -to -net, before checks are produced, including: Payroll 22 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 172 Hours by type (including volunteer) 173 Earnings by type 174 Employee tax liabilities 175 Employee deduction amount 176 Employer contribution amount 177 Deductions not taken and set-up in arrears 178 City's portion of all taxes 179 Totals by employee, fund, department, total City 180 Outstanding checks Distribution - 181 Ability to produce manual and Void check Report 182 Ability to pay out banks of time at user -defined periods according to user -defined criteria and rules. 183 Ability to specify what amount of accrued leave can be banked and/or paid out, after a user -defined number of hours and years of service have accumulated upon a user -defined date, i.e. deferred vacation/vacation retirement bank. 184 Ability to generate retroactive payroll back to prior years with various start and end dates with varying increases (e.g., percentage, flat dollar amount or combination) and not all earnings subject to retroactive change. 185 Ability to apply a percentage amount for income tax and Pensions Plan exemption. 186 Ability to accommodate many different flexible work weeks, with varying rules and start dates. 187 Ability to accommodate Global Deduction/Benefit. Overrides on special payrolls, i.e. Retro, Payouts 188 Ability to accommodate Global Percentage Tax. Overrides on special payrolls, i.e. Retro, Vacation Payouts, etc. 189 Ability to notify specified users (e.g., employee and supervisor) when leave accruals exceed limits or reach user -defined thresholds. 190 Ability to specify percentage of employee's pay to be distributed to different departments and different accounts within a department. 191 Ability to calculate pay, benefits accrual, etc. for multiple jobs for an employee. 192 Ability to change work schedules in the middle of a pay period and have previous time and benefits accrual transfer to new work schedule once the change is made. 193 Ability to process future pay data while current pay period is still open. 194 Ability to select type of taxation on manual checks (e.g., weekly, bi-weekly, supplemental). 195 Ability to generate off -cycle payroll runs. 196 Ability to run payroll calculation multiple times for checks and balances before actually printing checks and receive error reports. 197 Ability to generate a pre -payroll run view of the payroll checks and direct deposits, so that corrections can be made before checks are generated and receive error reports. 198 Ability to access effective dated tax tables. 199 Ability to replace a check all in one step with appropriate security and authorization (void original, assign new number, etc.) even in prior year. 200 Ability to automatically check for common errors before generating payroll, such as active employees with no hours worked, negative pay, etc. 201 Ability for system to calculate the right retirement type and percentage using effective dating, based on participation in more than one retirement plan. 202 Ability to roll over to new year in a clean, concise, timely manner with little manual intervention. 203 Ability for separate pay schedules to be maintained by job classification and positive, or exception pay. 204 Ability for previous salary data to be retained for use when calculating retroactive pay adjustments based on effective dates, along with account number and status code. 205 Ability to maintain the following current and historical salary information for each position the employee holds: Payroll 23 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 206 Effective date (including future dates) 207 Division department number 208 Salary grade and step 209 Wage grade 210 Pay change reason code (table driven) 211 Pay change reason notes/memo field 212 Amount of change and percentage of change 213 Previous salary 214 Other user -defined fields 215 Employee Status (multiple) 216 Monthly / Hourly Rates 217 Position Title (Multiple) 218 Ability to record base rate using the following methods: 219 Per annum 220 Per month 221 Per day 222 Per hour 223 Biweekly 224 Ability to calculate additional pay in the following ways: 225 Flat rate 226 Percentage of base i.e. Productivity Pay 227 Other combinations of base rate and additional pay i.e. STSL/WCB standby 228 Complex "No Gain No Loss" Calculations 229 Per hour i.e. shifts 230 Schedule and level bonus (pays on different schedule and/or level) 231 Overridden amounts (user entered) with appropriate security and authorization levels 232 Ability to conduct projection analysis for salary comparisons within the system. 233 Ability to automatically calculate new annual salary for budgeting and pay calculations based upon changes to pay tables, etc. 234 Ability to change or model any cost factor so that comprehensive forecasts can be generated and reported. 235 Ability to upload salary information from outside sources (e.g., Library, Fire). 236 Ability to specify salary by individual employee, rather than employee group orjob class 237 Ability to perform mass compensation changes by either flat or percentage amount by user -defined criteria, based on appropriate security and authorization. 238 Ability to automatically recalculate salary due to personnel actions such as promotions, demotions, etc. based on user - defined criteria. 239 Ability to support user -defined approval and routing for all compensation changes (base rate, additional pay, bonuses, etc.). 240 Ability to future date compensation increases. 241 Ability to support determination of eligibility for step increases by: 242 Effective date of current step 243 Last overall performance rating, including effective date of rating, with supervisor approval 244 Ability to automatically implement employee step pay plan. 245 Ability to view salary ranges and/or wage tables online. Payroll 24 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 246 Ability to view budget vs. actual personnel expenses at any time (e.g., seasonal worker). 247 Ability to delete error records from the master file, with appropriate security and authorization, and with audit trail 248 Ability to accommodate remote site online timesheet data entry with on-line validation, input verification, and approval. 249 Ability to support employee self-service, including time entry, pay stubs, w-4 printing 250 Ability to allow time data entered on-line on a real-time basis, to be held in a suspense or pending file until approved electronically and released for payroll processing and general ledger posting. 251 Ability to calculate comp time using multiple formulas. 252 Ability for time entry to vary by department and/or classification. 253 Ability to assign project numbers to employee hours. 254 Ability to enter and validate labor distribution information at the point of time entry. 255 Ability to allow employees to charge time to a specific program or project (e.g.-Work Order) and specify the type of work performed. 256 Ability to charge time to a department other than an employee's "home" department. 257 Ability to collect time input by multiple methods. 258 Ability to support the concurrent use of different types of devices for data collection. 259 Ability to populate time based on pre -defined work schedule with ability to automatically subtract exceptions when exceptions are entered. 260 Ability to create user -defined work schedules, including 24 "hour operations. 261 Ability to handle multiple user defined rules for processing time and attendance. 262 Ability to view, edit, and/or enter hours on an individual or group basis. 263 Ability to verify hours worked based on work schedule and pay codes and present exceptions to a specified user. 264 Ability to automatically check entry of comp time, vacation time, sick time, etc. with available balance. 265 Ability to edit time prior to payroll processing, with appropriate security privileges and complete audit trail of all changes. 266 Ability to display current leave accrual rates, codes and maximum balances for each employee while time is being entered or reviewed. 267 Ability to handle mid -period work schedule/shift changes. 268 Ability to view employee's schedule with shift and off day information at any time. 269 Ability to record attendance history by day or partial day and hour. 270 Ability for users to schedule and supervisors to approve leave online, in any increment (e.g., 1.66 hours). 271 Ability to prevent the use of accruals over earned amount, with the ability to override with the appropriate security and approval. 272 Ability to receive notification when an employee has not been paid for pay period and is not on established leave or auto generated exception report, by employee group, i.e. fulltime. 273 Ability to provide edit reports after time input that will capture user defined deviations such as excessive overtime or zero hours for active employees. 274 Ability for managers to approve advanced scheduled leave. 275 Ability to future date transactions for processing during the appropriate pay period. 276 Ability to automatically post pre -approved leave during effective pay period. 277 Ability to accommodate multi-level approvals and movement of electronic timesheets between remote locations. Payroll 25 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 278 Ability to vary workflow routing based on exceptions to time reported. 279 Ability to prorate accruals (including leave balances) and benefits based on time worked and status. 280 Ability to provide exception time only reporting for user specified groups. 281 Ability to produce default hours for exception based employees based on user profile. 282 Ability to perform edits to previous pay periods and recalculate pay and leave accruals from previous pay period forward, with appropriate security and approval. 283 Ability to be on leave without pay and automatically affect benefit accruals and remove all other assignment pay. 284 Ability to track the hours of employees that are on leave for seniority purposes. 285 Ability to track the hours of employees on leave without pay to prevent payment of other special earnings. 286 Ability to notify employee, supervisor, and HR of adjustments to benefit accrual, seniority, other special earnings, of employees that are on leave without pay. 287 Ability to add permanent comments to time entry screen, on a pay period basis. 288 Ability to automatically determine overtime hours and apply overtime hours at the appropriate rates. Based on employee type. 289 Ability to perform updates and calculations in multiple years / pay periods (open at the same time). 290 Ability to format and upload reports according to vendor specifications (i.e., ING, PERA, ICMA, Veba, etc.) 291 Ability to support wire transfers to vendors (i.e., ING, PERA, ICMA, Veba, etc.) and update GL 292 Ability to generate reports notifying supervisors who is on PERA 293 Ability to'lock out' supervisor and/or HR from terminating an employee unless all pay periods have been completed 294 Abilty to auto -notify administration or supervisor with a report listing which employees have no time for current pay period 295 Abilty to auto -notify administration or supervisor with a report listing which employees have unapproved time sheets for the current pay period 296 Ability to assign multiple supervisors per employee (e.g. fire crew with three leutenants, one captain: all need approval authority for time sheets / payroll.) 297 Ability to accommodate temporary reduction in pay associated with disciplinary action. 298 Ability to auto -prompt the supervisor that disciplinary time period is over, and ask if supervisor wants to reinstate the employee's full pay. Payroll 26 of 68 City of,Plymouth, MN Number Application Requirements Code Cost Comment General Ledger 1 Ability to provide for the maintenance of separate funds, each of which is a self -balancing set of accounts with all fund records being processed simultaneously by the common system. 2 lAbiity to process encumbrance accounting 3 Ability to accommodate sub -ledgers. 4 Ability to accommodate real-time on-line inquiry capability for the following items: 5 D Beginning Budget Balance 6 Prior Year Transaction History 7 D Prior Year Budget Balances 8 D Year -to -Date Budget Activity g 10 Current Budget Balance 10 D Forecast Budget (Three budget cycles) 11 D Unspent/Remaining Budget Balance 12 D Beginning Transaction Balance 13 D Year -to -Date Transaction Activity 14 D Current Transaction Balance 15 D Beginning Encumbrance Balance 16 D Year-to-date Encumbrance Activity 17 D Current Encumbrance Balance 18 Ability to require that all transactions are two sided and balanced. 19 Ability to auto -reconcile GL Activity Report and General HRA fund (see process F.GL.006 for Affordable Housing Reserve Changes) 20 Ability fors stem to allow one-sided transactions to authorized users in order to correct out of balance situations. 21 Ability to adjust sub -system modules (e.g., A/R invoice, Fixed Asset, Purchase Order, Position, Employee) with journal voucher. 22 Ability to drill down from summary account totals to the underlying detailed transactions and the original source document(s). 23 Ability to accommodate multiple open fiscal year calendars (indicate quantity that system can handle). 24 Ability to have an error file / screen / report where unposted transactions are stored for research and editing. Exception report created for supervisor review, correction and approval. 25 Ability to limit access to general ledger data by any element in the chart of accounts based upon security set-up. 26 Ability to define access controls by defining individual's read, write, update and delete access privileges. 27 Ability to "view" transactions posted and/or entered both on-line and awaiting overnight batch processing throughout the processing day. 28 Ability to "query" a range of user-specified account numbers for any date and/or period range, with appropriate security control. 29 Ability to accommodate any electronic document, including images, as an attachment to transactions. 30 Ability to accommodate an accounting period calendar that is not month -driven (e.g., 13 4 -week periods). 31 Ability to provide a cross-reference to offsetting "sides" of a transaction (e.g., automated link to the debit side of a credit transaction). 32 Ability to provide easy access to transaction inquiry, such as retrieval by check number, dollar amount, description or other variables. 33 Ability to calculate and present amount expended for each account as a percentage of annual budget, including open YTD ex enditures. 34 Abilityto support wild card searches of G/L transaction descriptions. Ex.: find all records with an embedded 35 Ability for system to comply with other financial accounting and reporting standards set forth in GASB 34, GAAP and other mandated reporting requirements. 36tencumbrancesand Ability to print reports to the screen, prior to sending to a local printer and ability to export to Excel. General Ledger 27 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 37 Ability to provide the validations and posting process rules necessary to ensure that the totals of the transaction ledgers reconcile to the account balances. 38 Ability to run Historical General Ledger reporting across fiscal and calendar years. 39 Ability to search chart of accounts for inactive accounts with no history (by user defined time period) / budget to permit batch deletion / inactivation. 40 Ability to allow entries to unlimited accounts with one journal entry (one credit and multiple debits, multiple debits and multiple credits etc.) with validation of all transactions being in balance. 41 Ability to process enterprise and other proprietary funds according to CAM and GAAFR requirements. 42 Ability for "Available balance" of account included when account detail is viewed (posted activity, un -posted activity and encumbered activity are included), 43 Ability to provide cash management functionality for managing cash account transactions including bank transfers. 44 Ability to provide bank reconciliation capabilities to reconcile cash accounts to bank statements. Provides ability to include checks deposits, transfers transactions. 45 Ability to provide an audit trail that lists all transactions by account regardless of whether the account is active or inactive or whether or not the period is closed. 46 Ability to report and analyze cash balances 47 Ability to support cross -department and cross -fund account analysis. 48 Ability to provide comparative financial information, including comparisons of current information with the same period last year, YTD last year, previous year ending balance and previous operating budget. 49 Ability to accommodate a user -defined account code format. 50 Ability to accommodate at the minimum the following chart of account code structure: 51 D Fund 52 D Account 53 D Sub -account 54 D Department 55 D Object or Type of expenditure and revenue 56 Ability to accommodate elements that are alpha, numeric, or alphanumeric. 57 Ability to designate each general ledger account by a user -definable "account type" as follows: 58 D Asset account 59 D Liability account 60 10 Fund reserve/equity account 61 D Interfund account 62 Revenue account 63 Expense or expenditure account 64 Performance Measure (Memo accounts) 65 Project (Work Order) 66 Ability to have an unlimited number of levels of structure for each segment of the Chart of Accounts. Please specify any limitations on the number in the Comments column. 67 Ability for segments of the Chart of Accounts to be grouped on a user -defined basis into multiple reporting hierarchies. 68 Ability to allow elements of the account to be defined as either required or optional. 69 Ability to share accounts across multiple years (i.e., project accounts) based on effective date. 70 Ability to set effective dates when adding or deleting accounts and to validate account transactions based upon the effective date. 71 Ability to modify organization structure at any time using effective dating. 72 Ability to store the "cross -walk" or matrix associating old and new values after an organizational structure change. 73 Ability to track chart -of -account organization structure changes and report using the appropriate structure. 74 Ability to add accounts in an active or inactive status at any time throughout the year for authorized users only with appropriate approval process. 75 Ability to place a "hold" on or prevent future requisitions to an account while continuing to allow outstanding transactions to be processed. General Ledger 28 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 76 Ability to place an override "soft" deactivate on an account to prevent further transactions, with the ability to continue to report and transact. 77 Ability to "hard" deactivate an existing account as long as there are no transactions in the current fiscal year. 78 Ability to prevent deletion of an account with activity in any period unless activity was entered and subsequently reversed (e.g., fixing a mistake), within a user-specified period of time and with appropriate security privilege. 79 Ability to provide a hierarchical structure that groups projects (work orders) across departments for City - wide reporting purposes. 80 Ability to accommodate an unlimited description field for each element in the chart of accounts. 81 Ability to sustain leading zeros in account elements to be added automaticallyto save user keystrokes. 82 Ability to accommodate the different types of journal vouchers including standard, cash, direct payment, purchase orders, intradepartmental billings and other user -defined templates. 83 Ability to systematically generate sequential journal voucher numbers with proper audit trails. Ms should be numerically controlled and sequentially numbered with a full audit trail of all numbers. 84 Ability to accept both standard and recurring journal entries, with both the amount and/or account recurring. 85Ability to ensure that recurring journal entries do not affect G/L until the appropriate effective or posting date. 86 Ability to accept both recurring journal entries and annual renewals with only default account information, with entry allowed for the amounts. 87 Ability to accommodate decentralized journal voucher entry, with the appropriate workflow approvals (review/approval and release). 88 Ability to define separate workflow rules for each type of journal voucher. 89 Ability to identify at time of data entry whether the journal voucher will be processed through batch processing or real time transaction. 90 Ability to predefine those certain types of journal vouchers will always be processed either through batch processing or 1 real time, such that no determination is necessary upon entry, with the ability to override with the appropriate security. 91 Ability to allow the user to look up the chart of accounts on the screen as a reference during journal entry and to select the account. 92 Ability to provide for budget control by simultaneously verifying availability of funds before posting. 93 Ability to make adjustments to budget, transaction, and encumbrance balances through the use of journal entries in either batch or real-time with proper access privileges and approvals, maintaining an audit trail of all adjustments. 94 Ability to have an unlimited number of lines in any part of the journal entry. 95 Ability to enter journal entries for multiple departments and funds under one journal header. 96 Ability to provide default data within journal fields (e.g., year, date, and period). 97 Ability to have an unlimited description field for each line in the journal entry. 98 Ability to establish rules for each journal type which determine whether data is required, optional, or not allowed. 99 Ability to pre -define the types of charges that can be posted to an account (e.g., labor to salaries). Input validation rules to be defined by system owner. 100 Ability to validate field values within the journal entry screen at time of data entry. Input validation and edit controls to be defined by system owner. 101 Ability to view the effect of the journal voucher in the general ledger before posting to double check debits and credits. 102 Ability to highlight errors on the screen for immediate correction (online, immediate validity checks). System generated exception report should be created to report overrides and reversals for supervisor review and approval. 103 Ability to accommodate reversing journal entries that reverse the original transaction in one easy step. 104 Ability to reverse a journal entry in its entirety or at the line item level, as long as the adjustment is in balance. 105 Ability to reverse a group of journal entries in the current reporting period. 106 Ability to create a journal entry using a previously entered journal entry as a template (copy functionality). 107 Ability to automatically create due-to/due-from entries for Interfund transfer transactions. 108 Ability to automatically generate an Interfund transfer when needed and initiate the appropriate approval path. 109 Ability for one department to process a payment within the same fund to another department for goods or services rendered (with multiple revenue and expense codes) without issuing a Checks, with the appropriate security authorization. General Ledger 29 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 110 Ability to identify and suppress inter -account transfers at year end to prevent overstatement of revenues and expenses. 111 _Ability to input journal entries as a correction oradjustment to prior accounting periods with appropriate security, approvals and audit trail, which will restate or update beginning balances for accounts in the periods following the correction or adjustment. 112 Ability to support accrual journal entries, which can (optionally) automatically reverse themselves on user-specified dates in the following period. 113 Ability to process, reconcile and adjust HRA deferred loans receivables (see process F.AR.008) 114 Ability to create and process transactions against statistical and memo accounts in addition to financial accounts. 115 Ability to update fund balance, on demand, based on previous ear's revenue and expense activity with security. 116 Ability when entering journal voucher to view the multiple entries within the journal transaction on one screen. 117 Ability to view pending transactions before posting, with appropriate securit . 118 Ability to provide user -defined year-end close pre -encumbrance and encumbrance rules and functionality, including: 119 0 user -initiated carry forward of user -selected pre -encumbrances and encumbrances 120 0 automatic carry forward of all pre -encumbrances and encumbrances 121 Ability to accrue payroll at year-end. 122 Ability to perform hard and soft period end closings. 123 Ability to reopen a closed period multiple times, with the appropriate security and approval. 124 Ability to hold a period or fiscal year open indefinitely before closing. 125 Ability to have more than one period open. Please specify any limitations on the number of periods in the Comments column. 126 lAbility to have more than one fiscal year open. 127 Ability to have an unlimited number of closing periods. 128 Ability to initiate year-end processing at any point in time after the end of the fiscal year (i.e., doesn't have to occur on last day or on any particular day). 129 Ability to make closing adjustments at any point during the closing period. 130 Ability to define closing periods and period closing dates. 131 Ability to prevent transactions from being processed in closed prior years and unopened future years. System should generate an exception report that identifies any such attempts with the username, date, time, transaction type and 1 entry that wasn't allowed. 132 Ability to accommodate a sub -ledger account closing to another sub -ledger in addition to closing to the general ledger account. Please specify any limitations in the Comments column. 133 Ability to reopen a closed period for transaction processing with appropriate security privileges and approvals. 134 Ability to close all selected open purchase orders/encumbrances and requisitions/pre-encumbrances with user -defined parameters at ear -end. 135 Ability to define security for users with varying levels of allowed transactions surrounding closing and to establish approval workflow for closing. 136 Ability to roll over encumbrances, reverse the rollover, and re -roll once the fiscal year has closed. 137 Ability to start processing against any period in the new fiscal year prior to close of last fiscal year. Retroactive transactions are allowed. 138 Ability to perform closes at monthly, quarterly, or annual periods. 139 JAbility to view all detail regardless if the period is closed or not. General Ledger 30 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Accounts Payable A/P 1 Ability to maintains an accounts payable open -item (unpaid invoice) file which contains detailed records of invoices by vendor, invoice number, and due date. 2 Ability to automatically select all unpaid invoices with due dates up to the current date and mark the invoices as paid, if no invoices were specified by the user, when checks are cut. 3 Ability to distribute invoice payments by item or total into multiple GL funds accounts or programs. 4 Ability to automatically liquidate encumbrances for invoiced encumbered purchase orders. 5 Ability to input invoice due date and hold invoice payment until the due date occurs. 6 Ability of the system to accumulate year-to-date figures by calendar year, fiscal year, quarter or other user -defined period for urchases bY vendor and payments to vendor. 7 Abilitv to a e and analyze accounts payable (e.g., open payables at end of month vs. normal average payable balance). 8 Ability to match items Invoice and Purchase Order. 9 AbilitV to schedule invoices for paVment based on vendor terms future dated invoices etc. 10 AbilitV to delete or modify an invoice record before it is scheduled for payment. 11 Ability to notify the user when an invoice is processed on a purchase order that is over a user defined percentage of its limit. 12 Ability to default information from the purchase order to the invoice entry screen to simplify data entrV. 13 Ability to support re -encumbrances. 14 Ability to automatically balance encumbrances in expenditure accounts to control accounts and reserve for encumbrance accounts. 15 Ability to manually or automatically relieve an encumbrance, either partially or completely, when an expenditure transaction is entered. 16 Ability to maintain and release recurring payments based upon user defined amounts and payment dates using an automatic batch process or real time transaction processing with the appropriate workflow approvals. 17 Ability to close out / reverse encumbrances and purchase orders by user defined parameters. 18 Ability to reject transactions for insufficient appropriation and cash/fund balances (with override feature based upon security). 19 AbilitV to set up soft and hard stops for processing transactions with insufficient funds appropriations. 20 Ability to compare accounts receivable data to accounts payable to identify payees. who owe the City payments, generate an email to appropriate user and provide the option to suspend payment. 21 AbilitV to track anticipated cash requirements for disbursements. 22 Ability to drill across from a purchase order to and from the invoice and to and from the requisition. 23 Ability to utilize customizable workflow/approval options for payment process. 24 Ability to alert user of potential duplicate payments based on vendor number, invoice number, dollar amount and date, with the ability to override with the appropriate user security. 25 Ability to accommodate electronic payments (e.g., EFT ACH etc.). 26 Ability to make payments automatically via multiple methods PDS, EFT, Check, etc.). 27 Ability to establish a default payment method by vendor, but be able to choose an exception method as needed. 28 Ability to perform budget verification, with the ability to override with the proper authority. 29 Ability to provide positive paV export file with check funds for transmittal to bank. 30 Ability to interface with the bank to accommodate positive pay reconciliation. 31 AbilitV to support electronic and digital signatures. 32 Ability to support the use of procurement cards, interface with procurement card information and track procurement card holders. 33 AbilitV to perform online checks against valid values for user and department prior to processing payment. 34 Abilitv to automatically assign sequential numeric unique vendor numbers. Accounts Payable 31 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 35 Ability to maintain multiple line items within one vendor and maintain separate history for each. 36 Ability to retain prior ears data for comparative reporting. 37 Ability to accommodate one time vendors and identify them as such. Allows for one-time payment without creating a permanent vendor in the master file. System retains information on name date & amount of vendor payment. 38 The system should allow Vendors to be identified as 1099 vendors, and associate their Tax -Id number. The vendor record should be flagged if a Tax ID is required but none has been furnished. 39 Ability to collect necessary information for generation of Federal 1099s at year-end (both manually and per IRS approved file). 40 Ability to establish subsidiary or other relationships among vendors (e.g., Company A buys Company B), without losing the original vendor history. 41 Ability to cross-reference subsidiary or other relationships among vendors for easy identification to the user. 42 Ability to correct 1099 information in the system, reprint the 1099 forms and produce a correction file for the IRS. 43 Ability to change a vendor's 1099 status at any time during the Vear, and all existing activity will be automatically 44 Ability for individual invoices to be included or excluded from 1099 income for a vendor as appropriate. 45 Ability for 1099 status for individual invoices to be changed after invoice has been posted. 46 Ability to change the 1099 status for all invoices for a selected vendor. 47 Ability to accommodate user defined vendor categories (e.g., Disadvantaged Business Enterprises, Problem vendors, etc.). 48 Ability to track vendors without a W-9 (Request for Taxpayer Identification and Certification form. 49 Ability to produce labels or a label file for export) for vendors requiring a W-9. 50 Ability to maintain multiple location addresses for each vendor. Please utilize the Comments column to notate the maximum number of addresses for each vendor. 51 Ability to provide a vendor comment file that may contain a user -defined amount of information, viewable by any user but u dateable only by users with authorized securit . 52 Ability to maintain and print out an audit trail for changes to the vendor master file. 53 Ability for users with authorized security to add or change vendor master file records. 54 Provides the ability to add vendors "on the fly" during payables entry with the appropriate security level including an audit trail. 55 Ability to hide or delete inactive vendors after a user-specified period of time without activity, with appropriate workflow armroval. 56 Ability to default vendor's remittance address from the vendor record when processing invoices, with override ability to another remittance address established on the vendor record. 57 Ability to override default vendor discount terms. 58 AbilitV to assign automatic voucher numbers in sequence. 59 Ability to allow for decentralized A/P invoice entry with centralized check/payment method printing. 60 Ability to have an unlimited number of detail and description lines per individual invoice transaction. 61 Ability to allow multiple invoices to be entered against the same purchase order reference, with validation of the total quantitV and amount to be paid. 62 Ability to maintain multiple, user -defined multi-level approval routing tracks for voucher processing, which can vary by department and be dependent upon such things as dollar amount and/or vendor. 63 AbilitV to accommodate account distributions by line item. 64 Ability to change chart of account number distribution charges at the line item level on either requisition or PO, with appropriateuser security restrictions. 65 AbilitV to cancel a paVment voucher. 66 Ability to process debit and credit memos by purchase order and/or line item. 67 lAbilitv for credit memos to be applied against an open invoice. 68]Ability to have line item approval on invoices. Accounts Payable 32 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 69 Ability to record the credit memo on the vendor record and automatically apply it with the next invoice to be paid. 70 Ability for changes or deletions to invoice information before generation of checks. 71 Ability to schedule invoices for payment. 72 Ability to process invoices for which no purchase order exists with the appropriate security. 73 Ability to allocate an invoice amount to various accounts according toa percentage of the invoice amount or by dollar amount. 74 Ability to automatically calculate discounts when the check payment date is the same as, or prior to, the discount due date with override capabilities on discount due date. 75 Ability to default reductions to invoice amount (e.g., discount, contract retention amount, City fees) with the appropriate accounting affect on the General Ledger and other modules. 76 Ability to enter A/P invoices paid through wire transfers or other electronic means without producing a check, but with the appropriate.accountin affect on the General Ledger and other modules. 77 Ability to change the payment distributions of an invoice before or after check is cut, with the appropriate update to General Ledger and other modules (e.g., payment charged to wrong PO with appropriate securit and approval. 78 lAbility to create user -defined payment term calculations for a vendor, a purchase order, or an invoice. 79 Ability to enter one-time or recurring comments on the check stub to a single vendor. 80 Ability to include "broadcast messages" on all checks in a check run. 81 AbilitV to generate accounts paVable checks daily, weekly, monthly or on demand. 82 Ability to generate checks based on pay dates established when invoices are entered and the range of dates selected for Payment. 83 Ability to create an invoice list and preliminary check and electronic remittance register prior to check or remittance generation. 84 Abilit to enerate an electronic check register that can be printed and/or imported into another system. 85 AbilitV to accommodate MICR encoding and have the abilitV to interface with popular MICR encoding software/hardware. 86 Ability to generate individual checks that include payments from multiple funds. 87 Ability to compare control totals of invoices entered (amount) to total check run (amount) and permit correction before check production and/or electronic remittance production. Ability to provide detailed audit trails with the following information: 88 Requisition number, Purchase Order Number Invoice number and Contract Number 89 Check number/Electronic Remittance Number 90 Bank status (e.g., pending, completed, post-dated, etc.) 91 Dates e.g., pa ment date etc. 92 PaVee & Payee Address 93 Approver and User ID 94 Account number 95 Ability to automatically update the budget with changes/cancellations when a check is cancelled. 96 AbilitV to automatical[V update the vendor file with changes/cancellations when a check is cancelled. 97 AbilitV to automatical[V generate check numbers based on user -entered starting numbers. 98 AbilitV to compute the number of checks written per check run. 99 Ability to produce manual checks. 100 Ability to track and status employee expense and travel reimbursement requests throughout the process 101 Provides for blank check stock based check printing, including check format layout configuration, MICR encoding, digital authorized signatures, etc. 102 Ability to ensure securitV on check writing signatures. 103 Ability to support the use of multiple bank accounts within the same fund. 104 Ability to consolidate (or choose not to consolidate), at the Department level, multiple invoices for the same vendor on one check, and itemize the invoices on the check stub. Accounts Payable 33 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 105 Ability to process separate checks for a vendor in the same check run 106 Ability to prevent the printing of blank negative, or zero amount checks. 107 Ability to void checks by check number or group of check numbers. 108 Ability to post voided checks to system in exact same manner as original entry with reversing entry to GL having date of void and/or current date, not original check date. r 109 Ability to allow an invoice to be re-established when a check is voided. 110 Ability to provide for restart procedures for the check printing routine. 111 Ability to add comments or notes to a payment/entry that has already been processed, having no impact on financial information. 112 Ability to accommodate automatic reconciliation of bank information i.e. by uploading data from tape or file 113 Ability to produce a file containing all rejected check reconciliation transactions which could be available for online corrections i.e.exception file). 114 Ability to cancel checks online and automatically generate General Ledger transactions to reverse all accounting distributions associated with that check. 115 Ability to retain cleared checks in a check reconciliation database for inquiry and/or reporting ur oses. 116 Ability to place a "stop payment' on checks and generate the appropriate General Ledger transaction. 117 Ability to electronically notify appropriate bank of any stop payments entered into the system. 118 Ability to notify the user when checks become "stale dated" after a user -defined period of time and transfer check amounts to an "unclaimed check" account and automatically update G/L. 119 Ability to retain cleared check images for inquiry ur oses. 120 Ability to attach electronic documents (word processing, spreadsheet, scanned image files) to invoices, credit memos and other transactions in the Payable process 121 AbilitV to provide extended descriptions and include free form text for line items on Pa ables transactions 122 Ability to provide document work flow processing with electronic signature capabilities for approvals. 123 Abilitv to change the vendor name for a vendor number and the changes be reflected on all open purchase orders. 124 Ability for changes to the vendor master file to not effect vendor information on check history. 125 AbilitV to generate mailing list and labels for mailings to vendors. 126 AbilitV to export vendor address information to other applications MS Word 127 Ability to allow for the set-up of contracts with recurring payments to vendors with the ability to make one-time payment amount adjustments without affecting the remainder of the contract payment schedule and amount. 128 Abilitv to inte rate with an inventory tracking module. 129 Ability to interface with the asset tracking modules. 130 AbilitV to provide for the identification of capitalized items as invoices are processed. 131 Ability to allow users to enter invoices in batch, providing control totals reconcilable by user. 132 Ability to assign security rights to the following payables functions: Batch creation, invoice entry, invoice posting, payment pleneration. 133 Ability for vendor contracts to span multiple fiscal years 134 Ability to compare actual contract amounts paid to units provided. 135 Ability to provide a method of assigning separate approval levels to users for processing invoices, receiving reports, payments, requisitions and purchase orders edit vs. update functions). 136 Ability for user to easily specify "Receive All Lines" in order to speed data entry. 137 Ability to maintain a check register for multiple accounts (e.g., payroll and accounts payable). Such a check register must be a cumulative list of all checks issued, including those later canceled, and must be updateable with information received electronically via tape of modem from the bank regarding checks paid. 138 JAbility to identify specific invoices and payments for 1099 vendors as 1099 transactions. 139 Ability to view a 1099 report that identifies vendor that have been associated with a 1099 status, but do not have com tete 1099 information. Accounts Payable 34 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 140 Updates to annual 1099 forms should be provided with the annual software maintenance agreement. Accounts Payable 35 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Purchasing Re uisition andpurchase order process should include the following capabilities: 1 Input and store quantity, price and description 2 Calculate and extend price 3 Calculate total price 4 Retrieve vendor information automatically 5 Hold purchase order pending issuance 6 Report un -issued purchase orders 7 Support cancellation of un -issued purchase orders 8 Print purchase orders 9 Automatically retrieve purchase information on-line by referencing purchase order or requisition number or requesting department name or other user -defined criteria 10 Specify Unit of Measure 11 Ability to email purchase orders 12 AbilitV to pull up specific account code or item when editing 13 AbilitV to correct a distribution error without having to back out of the PO and resubmit it 14 Ability to view multiple line items / descriptions 15 Ability to support encumbrance control for budgeted funds. 16 AbilitV to support "soft" re -encumbrance control whereby a warning is given if sufficient funds are not available. 17 Ability to copy information from one process to another without reke in i.e. requisition to purchase order). 18 Ability to copy, paste all information. 19 Ability to attach electronic documents (word processing, spreadsheet, scanned image files) to requisition and purchase order transactions 20 Ability to drill down to all supporting documents, including attachments, within the purchasing system. 21 Ability to establish and maintain information concerning vendors standards terms and conditions. 22 Ability to receive record and tabulate bids. 23 Ability to process and track receipt of goods/services, including partial receipt of single item (e.g. services 35% complete). 24 Ability to track vendor performance including delivery, complaints and resolution. 25 AbilitV to track vendor performance against user defined criteria or standards. 26 Ability to record and maintain history of purchases and volumes. 27 Ability to support workflow for procurement approval process, including multiple approvals at the departmental and central purchasing levels. 28 Ability to support two-way, three-way and four-way matching of documents. 29 Ability to utilize the Internet for vendor communication. 30 Ability to support automatic entry into other modules, such as inventory and fixed assets from purchasing. 31 Ability to integrate to an inventory tracking system with the ability to select items purchased and update quantities as received. 32 Ability to maintain history of all purchasing processes including requisitions, bid/quotes, multiple types of purchases, and receiver information. 33 Ability for end-users to check expenditures to date against encumbrances and budgets and see results on-line in real time rior to cessing an expenditure request. 34 Ability to support updating eneral ledger accounts for all procurement transactions. 35 Ability to look up real-time status of purchasing processes - due date, cost, net expense to GL, receivin 's, etc. 36 Ability to track last purchase date, PO and amount for any item. Purchasing 36 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 37 Ability to track all purchase history on an item. 38 Ability to reopen a cancelled or completed PO with complete audit trail. 39 Ability to track expenditures against credit cards issued to employees. 40 Ability to ensure that Purchase card banking activity is fully integrated with system for tracking purposes. 41 Ability to utilize imaged or scanned documents such as vendor invoices and other source documents. 42 Ability to support EDI, fax or other electronic transmittal capabilities for purchase orders and other vendor/procurement functions. 43 Ability to support purchasing thresholds by vendor(e.g.,$25,000 bid limit). 44 AbilitV to anal ze vendor bids/quotations and make comparisons. 45 AbilitV for stock reorders to default to the primary vendor for the ordered item 46 Ability to support one master vendor file for all modules in the system, with security on the ability to change and/or update vendor records. 47 Ability to create and maintain comprehensive centralized active and inactive vendor master files with vendor name, multiple address, multiple contact information, total purchases, open purchase orders, term codes and numerous other user -defined fields. 48 Ability to store an unlimited amount of user defined vendor information. 49 AbilitV to track vendor W9 & 1099 information. 50 Ability to maintain pricing information, quantitV breaks freight terms and shipping information for each vendor. 51 Ability to track vendors by performance / history and date added. 52 Ability to classi one-time vendors. 53 Ability to delete or deactivate vendor from vendor listing by date with reason. Historical data would be retained. 54 Ability to rate vendor at each event point milestone based on user -defined criteria as well as professional services. 55 Ability to have numeric vendor numbers be system penerated. 56 AbilitV to search vendor files from within purchasing processes i.e. requisition and purchase order). 57 AbilitV to create vendor groupings forspecific locations or other user -defined criteria 58 Ability to maintain an accumulated purchase history for each vendor ins stem. 59 Abilitv to maintain an audit trail for changes to the vendor master file. 60 AbilitV to change vendor name without losing the history. 61 AbilitV to maintain a history of payments made to vendor. 62 Ability to detect duplicate vendor information upon entry of vendor information. 63 Ability to mere vendor records to ensure that duplicate entries are controlled. 64 Ability to allow transactions with valid vendors only. 65 Ability to allow the selective inactivation or purging of vendor records by user -defined criteria. 66 Ability to search for a vendor by item code number, or description in other words attach vendor to an item(s)). 67 Ability to accommodate vendor self-service that allows vendor e -registration and updating of company information through the Internet with workflow approval before update). 68 Ability to maintain statistics in dollar amounts for each vendor for user-specified periods for the following criteria: a ment history, discounts taken discounts lost and purchase price variances. 69 Abilitv to effective date transactions either before or after the current date. 70 AbilitV to enter a percentage discount on the requisition. 71 Ability to enter future dates beyond the end of the fiscal year 72 Ability to record "competing quotes" for each procurement transaction and display them by total in a line item format. 73 Ability for competing quotes summary to include the numerous user defined fields like bid number, vendor name, and address dollar amount and comments. 74 Ability to summarize charges on an account and project level at the end of a purchase order. 75 Abilitv to disencumber the PO from the prior year; re -encumber and charge the expense to the current year 76 Ability to electronically process multi -delivery, direct ship, blanket and non -blanket requisitions. Purchasing 37 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 77 Ability to assign default primary and secondary account codes for certain expenditures, which can be overridden if needed. 78 Ability to prioritize allocation of costs to various prima /secondary account codes by either percentage or fixed amount. 79 Ability to display multiple account numbers on any line item on requisitions. 80 Ability to Inquire, Add Chane Cancel Delete requisitions with the appropriate security 81 Ability to provide for multiple lines of input per individual requisition. 82 Ability to notify named authorizer that a requisition is waiting for approval. 83 Ability to notify requisitioner that requisition has been authorized. 84 Ability to restrict requisitioners' access to GL accounts within their jurisdiction. 85 Ability to assign approval thresholds based upon user defined criteria. 86 Ability to query on or provide reports to users and management on requisition status. 87 Ability to create and track all requisitions by date, by requester, by G/L coding structure, by item, by vendor, or any user - defined field. 88 Abilitv to check against the budget and re -encumber requisition per line item. 89 Ability to assign pro6ect and grant accounting data per line item. 90 Ability to modify items ordered through change order (add or delete) including part, class, quantity, unit of measure, vendor, cost ro'ect fund with the appropriate security. 91 Ability for users to look up vendors based upon department utilization, or any user -defined field. 92 Ability to copy requisition information from one already in the system with proper security. 93, Ability to track requisitions and automatically date and time stamp (received, accepted, returned, re -received) with notes and comments. 94 Ability to track requisitions and log requisition number, fund number, budget number, account number, division number, activit roiect. 95 Ability to have flexibility in calculating taxes by line item and percentages to maintain pace with evolving government policies. 96 AbilitV to convert lines of requisitions to multiple purchase orders and different vendors. 97 AbilitV to flag requisitions for bid process bV total amount or line item amount. 98 Ability to support the following types of bids: advertised sealed bids, phone and fax quotes, written requests for proposals/bids, requests for information and quotations. 99 AbilitV to access and update the vendor tables from within the bid/quote process with proper security. 100 AbilitV to enter bid process directly from requisitions flagged by monetary value. 101 Ability to create editable bid mailing lists of vendors. 102 Ability to electronically send bids and RFPs. 103 Ability to generate emails or postcard notifications to vendor groupings (e.g., preferred vendors, geographic location) that a bid RFI, or RFP has been posted on the City website. 104 Ability to allow inquiry into entire bid or bid item by vendor name or number, bid number, buyer or item number. 105 Ability to provide entry by City staff of vendor quote responses, with the appropriate security. 106 Ability to uses stem tools to analyze bids bV price,quantity and availability bV entire bid or single line item. 107 AbilitV to copV information from one bid transaction to another with proper securit . 108 AbilitV to provide a facilitV for standard and prototype bids with any number of associated vendors. 109 AbilitV to track Bid / RFP bV awards dollar amounts vendor responses and buyer. 110 AbilitV to create an electronic bid register of all participating bidders 111 AbilitV to track vendor bid list bV vendor history, past awards bid responses and new vendors. 112 Ability to enter budgeted amount for a bid. 113 Ability to track bid addenda before opening and award). 114 AbilitV to post award information on the Intranet and Internet. 115 lAbility to convert awarded bid including multiple ands lit awards to approved contract(s). Purchasing 38 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 116 Ability to create and track blanket order contracts and the ongoing associated dollar amount per account. 117 Ability to create user -defined contract releases. 118 Ability to encumber contracts per line items and also assign project and grant accounting data across multiple accounts. 119 Ability to track multiple encumbrances and payments against a single contract. 120 AbilitV to allow multiple contracts per vendor, multiple items per contract and multiple dates. 12.1 Ability to track service performance against a contract. 122 Ability to attach many and/or large volume documents to a contract. 123 Ability to trigger an alert of necessary updates or changes to existing documents based on the occurrence of certain events e.g., u date contract when name changes). 124 Ability to evaluate vendor based on key user -weighted events (delivery date, quantity return / defective items, billing problems). 125 Ability to track contracts by user defined criteria, such as: vendor, date (starting, ending), dollars, item, class, budget, account ro ram renewals cancellations extensions add/chane buying rou s and contract number(s). 126 Ability to flag vendor indicating that an insurance certificate and bonds (e.g., payment, performance, maintenance, etc.) are on file. 127 AbilitV to track several purchase orders or other reference documents within a single contract. 128 AbilitV to close and reopen contracts across fiscal Vears. 129 Ability to car forward approval and user contact information from the requisition to the purchase order. 130 Ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar ears). 131 AbilitV to record and track contract limits at userspecified levels of detail over the life of the contract. 132 Ability to maintain a transaction listing of all contract change orders including date and source (to understand why changes were made what amount who approved, etc.). 133 AbilitV to encumber only a portion of a contract based on fiscal year. 134 Ability to track and monitor contractor insurance and bond certificates and flag expiration dates. 135 Ability to track and flag contract expiration/extension dates. Provide the ability to set flag timing to build in lead time to extend or re -bid the contract. 136 Ability to automatically assign contract numbers to contracts based upon user defined criteria). 137 Ability to store and maintain historical information in respect to all contracts, including but not limited to the following details: dollar value, milestones, start/end & extension dates, payment schedule and adjustments, and other user - defined criteria. 138 Ability to track and report expenditures for each individual contract, including budget to actual comparisons by user - defined period i.e. monthIV, quarterly,daily, contract year, fiscal year, contract term etc.). 139 Abilitv to view PaVments to/from contract parties. 140 AbilitV to break out multi-year contracts and allocate & report expenditures/revenues to specific periods. 141 Ability for contract periods to be user defined and include contract year, fiscal year, and contract term for those contracts which span multi le fiscal years. 142 Ability to support detailed contract performance analysis and generate performance reports, based upon work completed to date and Payments made/received. 143 Ability to attach comments to each contract for users with proper security to view and update. Comments could be free- form or standard user -defined selected from a menu or drop-down list). 144 AbilitV to customize a City-wide purchase order layout/format and create templates) including any user -defined fields 145 Ability to have multiple line items per purchase order with capability for one/multiple delivery schedules/locations; differing terms and conditions; and different tax applications per line printed on purchase order. 146 Ability to automatically number purchase orders with the optional ability to restart the numbering process with each fiscal year. 147 Abilit to create purchase orders from requisitions, bid/ cotes and contracts. Purchasing 39 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 148 Ability to process blanket purchase orders. 149 Ability to allow for unlimited standard and free form messages at the header and line item level. 150 Ability to send purchase orders to vendors in the following formats: electronic data exchange, fax, e-mail or printed copy with electronic signature, where applicable). 151 Ability to generate bill to and ship to information automatically with secondary or internal delivery to location. 152 Ability to assign multiple general ledger account codings per line item to purchase orders with multiple project codes. 153 Ability to produce notification when open, blanket or contract purchase order is about to be used up according to a user - defined dollar amount or percentage threshold or date. 154 Ability to print a revised purchase order immediately, and for the dollar transaction, if any, to go to the GL. 155 Ability to generate an email notification to the buyer and department contact when any change is made to the purchase order. 156 Ability to Notify requisitioner and authorizer that a PO has been issued. 157 AbilitV to reprint hard copV of purchase orders and change orders when required. 158 AbilitV to automatically close a purchase order when all items are received and the final invoice is paid. 159 Ability to produce an open purchase order report listing all purchase orders by vendor name (alphabetical order), purchase order number, line item, description, quantity on order, quantity still open, buyer, account code and department. 160 Ability to automatically encumber final purchase order amount in general ledger, track differences and totals, and update remaining bud et. 161 Ability to allow annual automatic processing or renewal of on-going blanket purchase orders, with the appropriate workflow approval. 162 AbilitV to track freight bV line item or lump sum and divide bV total estimated/actual. 163 Ability for purchase order to specify multiple delivery dates and locations. 164 AbilitV to allow one purchase order to be char ed to multiple cost centers accounts or budgets. 165 AbilitV to allow purchase order to be tracked and monitored by buyer, vendor, item class budget, dollars. 166 Ability to require approval for change orders over a user -defined percentage of the original amount. 167 to ensure that changes to a PO result in automatic ad'ustments to encumbrance totals with audit trail. Ability 168 AbilitV to notifV specified users when orders have not been received after a user-specified period of time. 169 AbilitV to accommodate partial receipts. 170 Ability to trigger Accounts Payable process based upon receipt information. 171 Ability to trigger a warranty start date in the fixed asset module associated with the receiving date. 172 AbilitV to detect and measure earl / late and over / under shipments. 173 Ability to identify damaged and/or goods and send a notification to the buyer, vendor, and re uestor. 174 Ability to maintain discrepancy file by vendor, stock number, item, dates, control number, purchase order number receiving exception file). 175 Ability to manually flag purchases for fixed asset tables upon receipt of good, with the appropriate security. 176 AbilitV to audit receiving data bV logon ID date time, etc. 177 AbilitV to flag received goods for entry into inventory by item number. 178 Ability to transfer encumbrances to the next fiscal year, at Vear end either automaticalIV, or manual) 179 Ability for system to integrate with common email platforms (Novel] Groupwise) and allow Purchasing. Department staff to automatically send electronic copies of purchase orders to vendor email addresses (tracked on the vendor record) to reduce time in the 12urchasing process 180 AbilitV for approval process to be integrated with the email s stem to notifV approvals of need for approval. 181 Ability fors stem to provide document work flow processing with electronic signature capabilities for approvals. 182 AbilitV to save a un -issued requisition with requisition partial details without routing for approval. 183 AbilitV to save a un -issued PO with partial details before approval and issuance 184 AbilitV to provide on-line on-screen requisition and purchase order forms for centralized and decentralized entry. Purchasing 40 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 185 Ability to determine, by password or log -on, which department is requisitioning items and automatically default to information for that department. 186 Users have the ability to inquire on historical POs and easily convert them into a new requisition. 187 Ability to allow for default information for shipping and payment to reduce data entry efforts during ordering. 188 Ability to "duplicate" line item information during data entry to save time. 189 Ability tooptionally close incomplete purchase orders at year end and effect the related encumbrances in the ledger. 190 Ability to automatically create un -issued Purchase Orders from approved requisitions. 191 Ability for the system to provide for alternate approver designation when approvers are unavailable. 192 Ability to automatically create vendor master file when bidder receives award, if the award was the first one the bidder received. 193 Ability to notify users of over -budget conditions at the requisition level. User must be authorized to override before proceeding. 194 System allows access to change historical purchase orders and have those changes be reflected in the appropriate changes to the related encumbrances even after a fiscal period that the PO relates to has been closed. Purchasing 41 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Budget Preparation 1 Ability to control budget by all elements in the chart of accounts. 2 Ability to autopopulate budget from year-end revenue expenditure info from previous year 3 Ability to auto -calculate estimated tax impact on average home and buisness based on estimated budget 4 Ability to create integrated capital and operating budgets 5 Ability to accommodate four or more budget cycles (Provisional, Annual, Bi -Annual & Forecast) for each year. 6 Ability to distinguish between adopted and approved budget and track various levels of approval before spending can occur. 7 Ability to roll up to 2,000 programs and 150 budgets into one supervisor's budget 8 Ability to maintain and control expenditures at the position level. 9 Ability to accommodate multi-year budget control. 10 Ability to budget using G/L accounts that are effective -dated for the future budgeting periods. 11 Ability to freeze account after expiry date. 12 Ability to track and report component units separately. 13 Ability to accommodate pre -encumbrance control based upon funds availability. 14 Ability to accommodate encumbrance control. 15 Ability to validate pre -encumbrances, encumbrances, and expenditures against the appropriation budget. 16 Ability to support budgetary allotments by month, quarter, year or other period as defined by the user. 17 Ability to set up "uncontrolled" or tracked budgets (i.e., salary). 18 Ability to apply rate factors to predetermined costs (e.g., benefit loading on different types of salaries and wages). 19 Ability to validate field values within the budget entry screen. 20 Ability to populate certain salary budgets from HR system (with the ability to override populated figures). 21 Ability for Departments across the City to access budget information on an inquiry basis for their unit, with authorized . users only being able to make changes. 22 Ability to specify different cut-off dates for budget development for different users and groups of users. 23 Ability to specify different cut-off dates for budget development for different types of budget (i.e., operating vs. capital). 24 Ability to display information graphically (i.e. pie chart, bar chart, graph). 25 Ability to provide the following online queries by year, by period, or by other user -defined timeframe: 26 Actual Fund Balances for user -defined periods 27 Beginning Expenditure Balance for Selected Accounts 28 Beginning Expenditure Budget for Selected Accounts for each cycle 29 Amended Expenditure Budget for Selected Accounts for each cycle 30 Adopted Expenditure Budget (Capital) 31 Approved Expenditure Budget (Capital) 32 Pre -encumbrances 33 Encumbrances 34 Actual Expenditures 35 Actual Revenues 36 Transfers (in and Out) 37 Available Expenditure Budget Balance 38 Balance Sheet Account 39 Revenue Budget for each cycle 40 Amended Revenue Budget for each cycle Budgeting 42 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 41 Accrued Revenue 42 Collected Revenue 43 Revenue Surplus/Deficit 44 N eg ative/Overs pent Expenditure Balances 45 Ability to accept entry of budget requests at all organizational levels based on user authorization and security privileges. 46 Ability to restrict access to confidential data by user. 47 Ability to provide department budgets (separate from the appropriation budget), used to control budgets at a lower or different level of detail than the appropriation budget. 48 Ability to ensure that all transactions using or affecting budget authority (appropriation, grant, project, department) are validated online, real-time against up-to-date budget totals based on established budgetary controls. 49 Ability to provide different workflow and approval rules by department. 50 Ability to provide separate data entry for appropriation and department budgets and budget transactions. 51 Ability to track original budget, budget adjustment, and budget transfer line items for each line item and appropriation. 52 Ability to prevent department level users from updating budget information after it has been submitted or as of a specific cut-off date. 53 Ability to export / import to common spreadsheet applications (Excel) at all points through the budget preparation process 54 Ability to attach files (i.e., Word, Excel) to particular issues, revisions and line items with the system. 55 Ability to budget by quantity and unit cost or by detailed listing of items, rather than total amount. 56 Ability to link to budget accounts or particular projects or line items to related by-laws and other supporting documents. 57 Ability to allow Financial Planning Dept. to "push" via workflow system -embedded spreadsheets out to departments electronically for budget preparation. 58 Ability for Departments to "return" budgets back to the Financial Planning Dept. electronically via workflow. 59 Ability to track, through an audit trail, every movement of the departmental worksheets. 60 Ability to easily identify when viewing a department budget whether or not it has been submitted to the Financial Planning Dept. 61 Ability to summarize and/or drill down into specific object codes (e.g., training) at the division department, and/or City- wide level. 62 Ability to summarize or roll up department/division worksheets into department budgets. 63 Ability to automatically notify supervisor if run looks over budget (i.e., if budget is more than 50% spent by July 1st) 64 Ability to automatically email supervisors with monthly budget update reports 65 Ability to roll up department worksheets into Citywide master budget. 66 Ability to roll up department worksheets into Citywide master budget at various user -defined levels. 67 Ability to utilize the project budgets created in the project accounting modules for creation or adjustment to department budget. 68 Ability to link to and develop relationships between the Operating and Capital Budgets. 69 Ability for Financial Planning Dept. to view progress by departments in budget preparation. 70 Ability to copy budgets from one cycle to another. 71 Ability for departments to view progress by subunits as defined by the user. 72 Ability to 'lock" (prevent other changes to that budget version) budgets at any phase of the budget, including after submission by departments. Budgeting 43 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 73 Ability to unlock a frozen budget with the appropriate security control at the department level unless it has already been submitted to the Financial Planning Dept. 74 Ability to develop both detail budgets, at any level of the chart of accounts, and summary budgets in a distributed environment. 75 Ability to provide for data entry into multiple budget versions during budget preparation. 76 Ability to allow users to attach narratives and justifications to budget worksheets. 77 Ability to create multi-year plans (at least five years) with great detail in year one and less detail in the outer years for continual use in the ongoing annual budgeting process. 78 Ability for users to attach five-year strategic plans or program goals to budget worksheets. 79 Ability to allow documents (e.g., contracts, MS Word/Excel documents) to be attached to budget worksheets. 80 Ability to allow entering, storing, and reporting performance data linked to programs and program budgets, including performance measures and results, and associates these with financial data. 81 Ability to record budget credits (negative numbers). 82 Ability to produce budget requests as decision packages, with a base request plus "budget issues", supplemental requests above or below base. 83 Ability to indicate, by line item, one time expenditures in the budget "issues." 84 Ability to allow users the option of including multiline text in budget issues for justification purposes. 85 Ability for user to list budget issues at any level in the hierarchical structure. 86 Ability to process and maintain all budget iterations, from Provisional to Bi -Annual to Annual to Forecast Budget. 87 Ability to record various "review' dates (e.g., departmental review, Financial Planning review, Management Committee review, Council review/approval). 88 Ability to compare budget cycles to demonstrate budget changes that have been made between cycles. 89 Ability to compare budget versions to demonstrate cost changes that have been made between versions. 90 Ability to provide an "approved" or "not approved" flag to mark budget issues within a decision package by line item or by total. 91 Ability to provide for approval of budget issues within a decision package at an amount greater than, less than, or equal to the amount requested. 92 Ability to forecast real account balances, revenues and expenditures for the remainder of the year based on historical trends, percentages, or other specified parameters. 93 Ability to provide reports/inquiries, including graphs, to accommodate analysis of historical trends. 94 Ability to drill down to compare budgets to actual from highest level to lowest level of detail. 95 Ability to import standard templates and style sheets. 96 Ability to provide document -publishing features including: 97 Ability to produce high quality final budget document pages 98 Ability to produce budget reports and documents in a PDF format 99 Ability to produce a the table of contents and index for all the budget document 100 Ability to provide the user with a function to create or enter footnotes and comments for budget publications 101 Ability to produce historical, current year projections and proposed budget data at any level of the hierarchical structure in a high quality printed form 102 Ability to include at a minimum the department narne, description, mission, programs and program goals in the budget document 103 Ability to include performance measures and results in the budgetary documents 104 Ability to incorporate charts, graphs, spreadsheets, etc. in the budgetary documents 105 Capability to automatically update charts, graphs, spreadsheets, etc. when data stored in budget system is altered 106 Desktop publishing capabilities, i.e. flexibility in formatting, object placement, page layout Budgeting 44 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 107 Ability to incorporates non -budget information into the budget document such as the glossary 108 Capability to incorporate objects from various sources, including commercial clipart and photos 109 Ability to incorporates organizational chart from the HR system and/or produces organizational chart into the Budget 110 Ability to provide spelling and grammar check 111 Ability for concurrent users to have access to the budget document publisher for preparation and editing purposes 112 Ability during budget formulation to access all expenditure and revenue line items currently in use by the financial system. 113 Ability to provide the following budget worksheet information: 114 User specified number of years of historical budget and actual data (Specify any limits to the number of years in the Comments column) 115 Year-to-date Actual Year-to-date Budget 116 Bi -Annual -to -date Actual 117 Bi -Annual -to -date Budget 118 Original Current Year Budget for all cycles 119 Modified Current Year Budget for all cycles 120 Current Year Projected ` 121 Bi -Annual Years Projected 122 Next Four Years Budget 123 Ability to provide worksheet information by month, quarter, or user -defined period. 124 Ability to apply a percentage, fixed amount or other formula driven increase or decrease to a budgeted figure on a line -by line basis, at both the department and corporate level and by nature of budget (e.g., salary and wages, gas, etc.). 125 Ability to create an initial version of the budget using the following: 126 Zero balances in all accounts 127 Current year's original budget 128 Bi -annual original budget 129 Current year's modified budget 130 Bi -annual modified budget 131 Last year's budget 132 Last years actual 133 Current year's budget or actual plus/minus a percentage 134 Previous year's budget or actual plus/minus a percentage 135 Ability to forecast current year budget and actual (either on a line -by-line basis or on an entire budget) based on: 136 Straight line projection 137 Percentage based on last year actual 138 Last year actual or budget for the remainder of the current fiscal year 139 User -defined formula 140 Ability to utilize multiple methods (Ex. straight line projection and percentage based on last year actual) within the same budget. Specify any limitations in the number of methods in the Comments column. 141 Ability to perform what -if scenarios and save these scenarios. 142 Ability to apply factors to specific items (e.g., apply different benefit rates to different types of wages and salaries). 143 JAbilitytocreate budget relationships (e.g., salary changes automatically adjust benefits and vice versa). 144 JAbility to budget by fund. Budgeting 45 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 145 Ability to budget for multi-year projects under one project name. 146 Ability to control spending by revenue source. 147 Ability to develop business plans by either facility or asset and automatically have the appropriate effect on the budget. 148 Ability to forecast future budget year salaries and benefits budgets based on current positions and employees. 149 Ability to enter budget adjustments in a pending status for final approval. 150 Ability, through workflow, to notify appropriate personnel of adjustments for approval and update to GL. 151 Ability to adjust budgets within user -defined security profiles. 152 Ability to override budget control within user defined security profiles. 153 Ability to provide notification of anticipated budget overages at department and account levels. 154 Ability to query available budget balances after taking into account expenditures to date, pre -encumbrances, encumbrances, etc. 155 Ability to drill down to all aspects of a budget amendment (moved to/moved from). 156 Ability to stamp all budget adjustment activity by: User, Date, Final Approval Number, Approval Date and others. 157 Ability to provide budget rollover functionally at the end of the fiscal year to automatically roll over encumbered balances to the new bud et year 158 System is configurable to allow / disallow budget responsible individuals (with appropriate security levels) the ability to process Purchase Orders for accounts that have exceed a budget limit, when budget control levels have been exceeded. 159 Ability to display requested, recommended, and approved budget amounts for the last and previous years. 160 Abilit to dis lay or print the requested, recommended, and approved budget amounts for up to 5 historical years. 161(including Ability to record and track multiple budget amendments during the year and inquire on the adjustments after the fact previous ears both on-screen and via reporting. 162 Ability to interface with the Payroll/HR module to assist in calculation of the personnel services budget. 163 Ability to support personnel cost projections that include fringe benefit costs (based on existing benefits elected accommodating percentage increases or dollar cost increases in benefit costs). 164 Ability to process personnel services budget through an interface with Payroll dollars and FTE units based on: 165 Requested Positions FTEs 166 Budget Salary, Wage, and Position Master Table 167 Other Pays/Allowances Master File 168 Employee Benefits by Employee Group 169 Employee Benefits by Job Position 170 Override Sala /Position Master File 171 Ability for position budgeting to allow for calculation of Ste / Grade increases. 172 Ability to indicate out -of -balance conditions with corrections defined by the user. 173 Ability for multi-level budget approvals (Department, Finance, City Mgr, and Board of Commission) for establishing budgets, line item transfers budget ad'ustments are accommodated on-line based on user security level. 174 Ability for the system to report changes in the document that occur from one authorization point to another by producing an audit "change trail' and what operator made each particular change. 175 Ability to group account numbers for internal and external reporting ur oses, including category levels. 176 Ability to provide five year budgeting to comply with GASB 34 177 Ability to modify planned budget for an account and automatically update department and fund totals with appropriate amendment or council approval. 178 Ability to report actual revenue and expenditures against approved annual and allotted budget during the year. 179 JAbility to record and track budget amendments during the year with commission resolution references. Budgeting 46 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Ability to allow online status inquiry for department to retrieve up-to-date detail account status, including revenues, 180 expenditures and encumbrances. 181 Abilit to allow organizations to define the number of budget levels needed and name them. 182 Ability to provide access to GL inquiry from the online budget worksheets. Ability to allow users to define their budget reports by choosing information from the last five years adopted, amended 183 and actual figures; the software must support user -defined budget levels or projections for up to five years in the future. 184 Ability to notify specified users when uncontrolled factors are being used 185 jAbility to prohibit multiple users from updating the same record simultaneously. Budgeting 47 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Grant Management 1 All source transactions (including: requisitions, purchase orders, vouchers, invoices, cash receipts, work orders, general ledger transactions) within an integrated financial system must be able to associate a grant / project number with the transaction. 2 Ability to maintain and report on the following information in respect to rants: 3 Federal or State grantor agency name. 4 Cataloq of Federal Domestic Assistance Number to identify all grants that have Federal funding) 5 Grant, Capital Project, Federal Assistant Grant, or Commissioners' Court -approved Contract Number or Reporting CategorV 6 Start/End and extension dates 7 Status of grant(pending, funded expired, rejected etc. 8 Allowable expenditures (by type, category, class percentage, etc. 9 Chart of Account codes for expenditures and revenue 10 Grant Title & Grant Description 11 Recaptured funds 12 Responsible internal department 13 Multi -line comment field 14 Multiple Sources of Funding with the ability to add percentage of funding) 15 Other user defined fields 16 AbilitV to define the program or budget year of the rant/ romect differently than the system established fiscal year. 17 Ability to set up and report budget items based on multiple fiscal Vears and grant years. 18 Ability to calculate on a user defined basis and track matching fund requirements associated with any grant and to rovide s stem generated entries. 19 Ability to track internal transfers for the City's cash match amount in the appropriation amount. 20 Ability to accommodate grant year accounting and comply with both calendar year and fiscal year budgeting requirements. 21 Ability to carry forward appropriations at year end. 22 Ability to create user defined reimbursement categories. 23 Ability to accumulate track and report on costs by any element in the chart of accounts. 24 Ability to accumulate track and report on costs associated with a particular activity or type of service. 25 AbilitV to provide on-line access to actual & budgeted cost information for supplies & services. 26 Ability to provide on-line access to actual & budgeted cost information for salaries & employee benefits, with the appropriate securit . 27 Ability to maintain, track, and accumulate actual costs, and combine these actual costs with user -calculated or user -input costs (e.g., estimates . 28 AbilitV to track and report reimbursable percentages of costs. 29 AbilitV to accumulate costs either manuallV or automated from the following sources: 30 Timesheets 31 Information from the paVrolls stem 32 Pay variances including overtime sick days, holidays, etc. 33 Accounts payable information 34 Mileage/fuel expenditures 35 E ui mentiasset costs 36 Abilitv to track the following rant application information: 37 Multiple Grant numbers Grant 48 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 38 Grant name & description 39 Grantor and Grantor contact information Name Mailing Address Phone Number E-mail Address 40 Multiple Dates including date application submitted and approved, grant beginning date rant expiration date 41 Original grant approval amount 42 Grant bud et 43 Grant amendments 44 Grant carryovers 45 Grant fiscal calendar 46 Responsible department or division and department/division contact 47 Ability to capture all grant transaction activity through the general ledger. 48 Ability to uniquely identify each grant through the assignment of an agency defined grant number. 49 Ability to capture grant expenditures and revenues by: 50 General ledger account numbers 51 Grantor -defined categories or accounts 52 Grant purchase orders and encumbrances 53 Grants status codes 54 User defined fields 55 Ability to establish and monitor against a grant budget separate and unique from the departmental or appropriations budget. 56 Ability to track actual expenditures against budgeted/allowable expenditures by user -defined period (i.e., monthly, quarterly, dail etc.. 57 Ability to access salary costs associated with a specific grant (on an hourly or partial hour basis), with the appropriate security. 58 AbilitV to generate hard -copy reimbursement requests to grantor agencies from expenditure data. 59 Abilitv to establish and ad'ust budgets for each grant, with budget amendment. 60 AbilitV to assign multiple user defined categories for budget purposes. 61 AbilitV to duplicate preexisting grants to establish templates for new grants. 62 AbilitV to add or modify rant information online with audit trail of all changes. 63 AbilitV to archive expired grants or non -awarded grants after user-specified period of time with proper security. 64 AbilitV to provide for grant summary history online. 65 Ability to support multiple programs per grant (sub -grants). 66 Ability to uniquely identifV each subgrantee for grants and all grant financial activity related to subgrantees. 67 Ability to accept electronic wire transfers for draw-down/letters of credit. 68 Ability to process data from purchasing system for purchase orders and encumbrances. 69 Ability to accommodate the following budget preparation capabilities: 70 Expendable budgets 71 Reimbursable budgets 72 Budget by total grant amount 73 Budget by Vear 74 Make adjustments for any accounting period in any fiscal year with the appropriate security 75 Allow multiple departments to enter information on a single grant with security constraints established at transaction level 76 Ability to roll -up rant to higher levels for internal and external reporting 77 Ability to drill -down from any field within the ro'ects/ rants accounting modules. 78 Ability for or anizations to identifV and report on cost centers and/or fund. 79 AbilitV to produce reports for any user -defined period, including rant life to date or grant year. 80 Ability to generate reports on either a cash or accrual basis. Grant 49 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 81 Ability to produce all reports using bothgrantor-defined categories or the City's chart of accounts. 82 Grants can be associated with specific assets. Reports to display rant based fixed asset listings. 83 Ability to transfer grant activity between grants. 84 Capability to collect labor time, machine usage, services/subcontract costs, and material usage data automatically from the oriciinatinci module of the system Work Order module Pa roll module etc . 85 Automatically generates account distributions to the General Ledger and Project Accounting modules with same data entry transaction. 86 Ability to indicate the "percent complete" for tasks or general functions of a proffiect. 87 Capability to track and list employee and Project Manager names and numbers actively assigned to projects. 88 Capability to forecast hours/fees required to complete the project, based on remaining activities. 89 Ability to track costs/revenues for sub -projects. Allows "roll -up" of sub -projects into major pro4ect. Grant 50 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Project Accounting 1 Provides complete integration with the General Ledger at the transaction level (with single transaction entry) so that accounts in both systems remain in balance at all times. 2 Ability to provide complete job and project accounting capabilities for internal and grant funded projects across fiscal ears. 3 Ability to maintain historical data for all capital and operating ro'ects across multiple fiscal years. 4 Ability to do real-time inquiry and reporting across muliti le fiscal years. 5 Ability to provide flexible budgeting and forecasting capability for fiscal year, future fiscal year, and the project as a whole. 6 Ability to roll project numbers into multiple years. (If the project isn't designated 'final' it rolls into future year.) 7 Ability to provide a user -definable project account number. Provide any limitations on the length in the Comments column. 8 Ability to customize workflow options for all project accounting processes. 9 Ability to track non-financial data (e.g., project manager, contractor information, project status, project phases, corres ondence and percentage of completion). 10 Ability to add ro'ects in or chane projects to an active or inactive status. 11 Ability to enter text or comments on-line to a specific project. 12 AbilitV to accommodate multiple change orders and multiple transfers of funds within projects. 13 Ability to enter line -item data for future expenditures to reserve funds. 14 Ability to maintain data across multiple fiscal years for as long as the project is open and for a user specified period after ro'ect close. 15 Ability to allow multiple departments to enter transactions on a project under security. constraints that would be established at a transaction level. 16 Ability to distinguish projects as annual or continuous and establish separate business rules (e.g., year end close) for each. 17 Ability to tie expenditures to their funding source and vice versa. 18 Ability to establish project budgets balanced across funds. 19 AbilitV to provide chart of accounts validation for all probect transactions. 20 Ability to accommodate specific security on projects limiting the number and type of users who can post transactions to the proiect. 21 S stem Provides the following work breakdown structure for all ro'ects: 22 Funding source and year of funding 23 Sub-Pro'ect 24 Project Entities 25 Other location quantifiers 26 Asset 27 GPS identifier and/or relational locational coordinates 28 Activit 29 Task 30 Sub -task 31 Work Order 32 Ability to associate multiple funding sources with ro'ects and track the application of funding to expenditure detail. 33 AbilitV to establish project accounts to record pro'ect budgets, encumbrances and expenditures. 34 Ability to clone project accounts established from previous projects, then modify for a newly created project. 35 AbilitV to calculate capitalized interest by pro6ect,using methods as defined by user. Project 51 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 36 Ability to record project activity over multiple years and across multiple departments. 37 Ability to accommodate a variety of ro'ects such as: 38 Small capital expenses (e.g., remodeling) 39 Lar e capital ro'ects/ac uisitions e.g., buildings, infrastructure fire truck 40 Miscellaneous programs, such as elections and software implementations 41 Routine work orders for non -capital expenditures 42 Ability to classify the project by: 43 Type of proiect(paving,building,etc. 44 Location (enterprise zone, geographical area etc. 45 Administering department 46 User defined category indicating CAFR or GASB 34 categories Public Works Public Safety, Parks 47 Ability to associate more than one identifying number to each project. 48 Ability to track multiple dates including planned start date, actual start date, approval date, phases start and end date, ro'ect completion date date of prowect close and other user defined dates transition or handover dates). 49 Ability to associate work orders with proaects. 50 Ability to associate projects with other projects in a hierarchical structure. 51 Ability to classify ro'ect costs according to task i.e., inspection, design). 52 Ability to prevent charges from being allocated to a closed project, sub -project, or phase with the ability to override with the Proper security. 53 Ability to maintain multiple types of project completions/status. For example, project may be complete from a erformance viewpoint but still open for accounting purposes. 54 AbilitV to track dedicated funds set aside for selected activities in projects. 55 AbilitV to allocate funds back to the reserve from which they came. 56 Ability to validate charges against project master files to determine if charges are to open projects and accounts charged are valid forspecified projects. 57 Ability to preve t ro'ect close if there is anything outstanding e.g., contractpurchase order, etc.). 58 Ability to search project titles on-line, primarily to assist in proper identification for data entry, by address, roll number, or other user -defined criteria. 59 AbilitV to allow allocating an amount by entered percentages to various prooects. 60 AbilitV to make overhead/indirect cost allocations to prowects, including the use of multiple, flexible overhead rates. 61 Ability to perform flexible budgeting for projects while adhering to the level of budgetary controls established in the General Leder. 62 AbilitV to program the calculation of projected final costs using various methods of computation. 63 Ability to reflect funds that are redirected from and to another ro'ect through a budget amendment. 64 AbilitV to track multiple contracts to a single project or track a single contract across multiple prooects. 65 Ability to close and reopen contracts including capital promects, across fiscal years. 66 Ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years). 67 Ability to track and report contract operations over several different periods including City or other user defined fiscal ear. 68 Ability to record and track contract limits at userspecified levels of detail over the life of the contract. 69 Ability to maintain a real-time transaction listing of all contract change orders including date and source. 70 Ability to accommodate change orders that have no financial impact. 71 Ability to track contract holdback in separate accounts. 72 Ability to track interest on contract holdback. 73 AbilitV to encumber only a portion of a contract based on fiscal year. 74 AbilitV to provide contract management tools to track multiple contractors and consultants. Project 52 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 75 Ability to generate notifications to vendors, buyer, or project manager when milestones or thresholds are met, and when not met trigger exceptions and non-compliance notifications. 76 Ability to trigger a notification upon substantial completion that specified user has a user specified number of days to release the holdback. 77 Abilitv to alertspecified users and/or management when costs exceed contract award(plus net change orders). 78 Ability to track and flag contract expiration/extension dates for such things as insurance contracts and performance bonds. 79 Ability to generate indirect cost data based upon a cost allocation plan (i.e., communications billed, building services billed transportation billed). 80 Ability to assign overhead costs to specific cost classifications (e.g., allocation of project management overhead across. all roiects). 81 Ability to accumulate track and report on costs by any element in the chart of accounts. 82 Ability to control proeect funds according to department -specific needs e.g., phase budget). 83 Ability to accumulate track and report on costs associated with a particular activity or type of service. 84 Ability to record timesheet 'ournal entries invoicespurchase order, and inventory information against a pro4ect. 85 Ability to provide on-line access to actual & budgeted cost information for supplies & services. 86 Ability to provide on-line access to actual & budgeted cost information for salaries & employee benefits, with the appropriate securit . 87 Ability to maintain, track, and accumulate actual costs, and combine these actual costs with user calculated or user -input costs (e.g., estimates . 88. Ability to manipulate combined costs (system maintained costs and user -input costs) and generate user -defined cost statistics. 89 AbilitV to accumulate costs automatically from the following sources: 90 Timesheets/Daily Labor Sheets 91 Information from the payrolls stem 92 PaV variances including overtime sick days, holida s etc. 93 Requisition/Purchase Order/Pa able information 94 Mileage/fuel expenditures 95 E ui mentiasset costs 96 Other user defined fields 97 AbilitV to interface with GIS to capture cost based on location. 98 AbilitV to automaticalIV update fixed asset module if proeect results in a fixed asset. Project 53 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Cash Receipts/Accounts Receivable/Misc Billing 1 Ability to provide full invoicing, receivables tracking, collections and reporting functionality. 2 Ability to maintain a master customer file. 3 Ability to establish default account distributions for each receivable. 4 Ability to accept various receivables through different hardware means like OCR, Barcode scanning, Image capture, FTP File downloads, etc.. 5 Ability to capture expenditure data for billing purposes. 6 Ability to recognize or accommodate: 7 Revenue earned and billed 8 Revenue earned, but not yet billed 9 Deferred revenue 10 Recognize revenue previously reported as deferred, based on time or events or user defined criteria. 11 Projecting cash flow of receipts based on historical data by accounts receivable type 12 Sorting and displaying accounts receivable in a prescribed aging format 13 Ability to electronically notify user-specified user of the receipt of EFT, by type of revenue. 14 Ability to enter a cash receipt transaction on a decentralized (departmental) or centralized basis with proper controls and authorization for audit trail. 15 Ability to process positive or negative billing adjustments with proper controls and an audit trail. 16 Ability to distribute cash receipt deposits out to the department level and have information accessible on a real-time basis. 17 Ability to generate invoices for goods or service and calculate discounts or price breaks based on a rate structure. 18 Ability to establish an interface with banks to track daily receipts. 19 Ability to reconcile all of the various external and internal subsystems to the bank and general ledger via an automated process producing minimal exception items and report only exceptions. 20 Abilitv to apply artial payments or over a ments against individual line items on a receivable. 21 Ability to generate a variance report by user or by department for list of receipts for daily cash deposits, cash receipts reclisters or iournals and dailV bank deposits 22 Ability to generate a variance report showing revenue accruals vs. actual collection. 23 Ability to produce reconciliation statements for bank accounts (particularly EFT reconciliation). 24 Ability to produce ready -to -mail invoices, statements and delinquent notices prepared in accordance with governmental regulations and in the format required by various departments. 25 Ability to transfer outstanding balances upon transfer or creation of region for revenue tracking, with an appropriate audit trail and automatic generation of appropriate GL transactions. 26 AbilitV to allow for interestpenalty, cash receivable and bad debt accounts to be established by invoice type. 27 Ability to process customer/debtor invoices, cash receipts, debit/credit memos and customer/debtor account adjustments, which must be simultaneously updated in the appropriate master file(s); for example, license fees, fines, miscellaneous payments, etc. 28 Ability to generate miscellaneous bills at any time. 29 Ability to calculate the penaltV date on a bill based on the billing date. 30 The system tracks each transaction by terminal and can provide a detailed paVment transaction report. 31 As bills are paid and fees are collected, the system will update each of the other application modules by indicating if paid - in -full or if Partial payment remains. 32 Allows customer inquiries by account name; account number; and invoice number, amount due, or any other invoice or customer field. 33 Allows the user to customize any correspondence to be mailed such as Late Payment notices and bills. Accounts Receivable 54 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 34 Allows the user to specify due dates for bills, based on type of bill or billing frequency, such as 30 days from the printing or mailing date or other user -defined criteria. 35 Ability to create and track installment billings that span a multi-year time frame. 36 Ability to provide a menu of receivable types for quick accessing when accepting a ments over-the-counter. 37 Ability to process payments over the Internet for the following services: permits, tax bills, inspection fees, business licenses and miscellaneous receipts. 38 Ability to close registers at the end of the day to a holding area until they are later approved and posted. Summary information is posted to the G/L with detail receipt information posted to the individual modules. 39 Ability to designate whether a transaction was post -marked on-time to remove potential interest that may be applied to the bill associated with that payment. 40 lAbility to see the full account description when processing a receipt. 41 AbilitV to create and view adjustments pending on an account. 42 Ability to specify the order in which receipts are processed against outstanding receivables with the option of overriding the order. This would include outstanding receivables across all modules. 43 AbilitV to display the cashier on the receipt when having multiple registers open on the same cash drawer. 44 AbilitV to have multiple sessions operating on the same terminal at the same time. 45 Ability to support lock -box processing. 46 Ability to manage deposits to multiple banks and accounts. 47 AbilitV to maintain comments at a receipt level. 48 When receiving payments from a customer provide the ability to display various status flags on the account (e.g., customer notes NSF status etc.). 49 Ability to prepare online remittance advices for departments without a point of sale terminal. 50 Online entry of remittance information by the department as payment is received, including account distribution. 51 Electronic workflow routing cash receipt information to the Treasurer and the Controller. 52 Ability to provide workflow processing for approvall review, and modification. 53 Ability of the system to distinguish among cash, check or credit card payment and to provide separate totals at days end to assist in balancing the drawer. 54 Abilitv of ima-qing checks and associated attachments. 55 Ability to provide user-friendly prompts or menus to guide cashier throw h transaction. 56 Ability to chane prices, account numbers fields and operation ID's. 57 Fully integrated with the Accounts Receivable and General Ledger systems. 58 Ability to use Optical Character Recognition OCR or laser bar code readers for scanning recei ted bills. 59 Ability to balance cash drawers at any point in time. 60 Ability to endorse/validate multiple checks bills and documents within a single transaction. 61 Ability to print account number and transaction number on checks recei ted. 62 Ability to customize detailed customer receipts, including but not limited to amount owed and received, type of payment, check number account number, and transaction number. 63 Ability to post recei is to multiple outstanding bills. 64 AbilitV to calculate amount of change due back from amount tendered. 65 AbilitV to search on historical cash receipts by any field captured within the receipt. 66 Ability to reprint cash receipt. 67 Ability for scanned bills to automatically retrieve account information including amount owed. User only has to "key in" amount paid, if different from amount owed. 68 Ability to maintain and track the following data elements for each customer record: 69 Customer number 70 Balance forward or open items 71 Contact name(s) Accounts Receivable 55 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 72 Single Business Number 73 Address by type (i.e., remittance, bill to, parent company, etc.) 74 Current and unpaid late payment penalty and interest charges 75 Balance due 76 Year-to-date payments 77 Average number of days to pay and payment delivery method used. 78 Bad check, dunning, and/or bankruptcy information 79 Customer classification (e.g., quarterly billing, monthly billing, etc.) 80 Statement cycle (e.g., weekly, monthly) 81 Notes/comments (miscellaneous additional information) 82 Other user -defined fields 83 Ability for user to review a customer's billing/transaction history at a summary level and be able to scan down the screen and select a bill or transaction item to view in detail. 84 Ability to maintain billing history, including the following: bill number, status, type, amount due, check number, date char ed/due/ aid adjustments customer information and other user -defined fields. 85 Ability to retain and display five years of billing and collection histo on-line. 86 Ability to restrict access to add, delete, or modify customer information by individual user or by user group through a ro riate s stem security and with detailed audit trail. 87 Ability to prevent deletion of customer records that meet specific user -defined criteria (e.g., outstanding balance) or that have any activit in a user -defined period. 88 Ability to automatically assign sequential customer and invoice numbers to ensure duplicates do not occur. 89 Ability to archive inactive accounts based on user defined criteria and based upon appropriate user security privileges. 90 Ability to identify a protested charge on an invoice. 91 Ability to classify customers by user -defined classifications. 92 Ability to generate tickler messages for automatic display onspecific dates for follow-up with a customer. 93 Ability to activate or deactivate customers, within a user -defined period, based on period of inactivity and appropriate user security privileges. 94 Ability to provide option of billing by type of charge and/or type of customer. 95 Ability to accommodate payment plans with the appropriate workflow approval process. 96 Ability to develop payment plan rules based on type of offense, type of receivable, or other user defined criteria, with the appropriate securit . 97 Ability to allow customers to review their accounts online with the appropriate security. 98 Ability to set up one time customers with minimal data entry as compared to a regular customer. 99 Ability to see all liens and outstanding receivables on a customer account. 100 Ability to apply customer deposits to an invoice and generate the proper GL transactions 101 Allows one bill to be generated for each customer with all open receivables included. 102 Allows adjustments to account balances for checks returned with insufficient funds. 103 Allows generation of notices for mailing to customers when a check with insufficient funds is received. 104 Ability to create different templates for invoices for different purposes. 105 Ability to provide sequentially numbered invoices. 106 Ability to provide automatic booking of accounts receivable as a by-product of customer invoicing. 107 Ability to generate invoices for the next fiscal year. 108 Ability to image and attach related electronic documents. 109 Ability to split invoices between multiple funds. 110 Ability for a cash receipt to be -distributed to multiple revenue accounts based on a user defined (e.g., percentage or flat amount) allocation. 111 jAbility to generate one invoice or many invoices for users who owe more than one department. Accounts Receivable 56 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 112 Ability to bill other entities for services rendered. 113 Ability to maintain and send invoices to multiple addresses for the same customer. 114 Ability to construct and process p2riodic statements for every receivable by user-specified criteria. 115 Ability to generate account statements for the following: 116 Specific accounts 117 Range of accounts within a department, fund, cycle 118 Range of customers 119 Delinquent accounts 120 Ability to generate consolidated statements for customers with multiple accounts by user -defined criteria. 121 Ability to automatically calculate interest on individual account from an effective dated interest table and bill customer for interest and principal. 122 Ability to prevent interest onspecific invoices or onspecific customers. 123 Ability to maintain detail of unbilled charges. 124 Ability to exclude / include billing detail data elements, allowable charges, and overhead onspecific bills or all bills. 125 Ability to produce reconciliation statements showing beginning balance, charges, credits and payments, and a new balance. 126 Ability to print bar coded information on remittance advice in either batch process or single bill print. 127 Ability to identifv a range of customer accounts within a department, fund, cycle 128 Ability to correct and reprint invoices, with the appropriate security and audit trail. 129 Ability to identify duplicate or reprinted invoices as such. 130 Ability to accommodate online cancellation and one step automatic reversals of invoice entries. 131 Ability to print individual customer statements on demand and/or automatically print all customer statements during a desired cycle. 132 lAbility to suppress statements forspecific customers or entire classes of customers. 133 Ability to allow credit memos, with appropriate securit . 134 Ability to post pre -payments. 135 Ability to apply specific credit memos to specific invoices and invoice line items. 136 Ability to print standardized comment on certain customer classes. 137 Ability to print comments on both an individual and group basis on the billing documents. 138 Ability to write-off small discrepancies between the amount due and the amount received, with the appropriate workflow approval 139 Ability to make payment against a receivable, especially in the case of interagency funds, generated through the accounts payable module. 140 Ability to provide flexible means by which to calculate and include various taxes on invoices. 141 Ability to include the billing date range and/or period on invoices. 142 Ability to provide security to let individual users be restricted to certain invoice types. 143 Ability to apply revenue to multiple accounts using one of the following methods: 144 manual selection of items to pay 145 step -through outstanding items, allowing user to select specific items. 146 Ability to accommodate receipts via electronic funds transfers (EFT), lock box, credit card, and other electronic receipts for a ment. 147 Ability to generate a cash receipt on demand. 148 Ability to accommodate multiple payments for an invoice and direct payment portion to appropriate general ledger account. 149 t to identify payment source. 150 ty to upload specific bank payment items to subsystem and/or general ledger as payment is made through thirdVarties,banks, etc. Accounts Receivable 57 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 151 Ability to capture transactions for both revenue and redemptionpurchases: 152 Inventory (merchandise, concession, etc.) 153 Services (registrations, admissions, user fees, allotments (equipment and extra staffing), etc.) 154 Other user -defined transaction types 155 Ability to capture non -revenue transaction items such as service credit, passes, courtesy, annual complimentary, and loyalty ro rams. 156 Ability to accept all possible cash register outputs and variables including reason codes for reporting ur oses. 157 Ability to record, process and interface to AR all cash register payments(walk-up counter in City Hall 158 Ability to accommodate single payments applied against multiple invoices and direct payment portion to appropriate general ledger account. 159 Ability to effective date receipts into the future. 160 Ability to accommodate payments in excess of or less than the bill rendered. 161 Ability to optionally carry a credit balance or automatically generate a refund (through the A/P process) resulting from a customer overpayment. 162 Ability to accommodate ACH debits against customer accounts. 163 Ability to track, search and report on the following information on cash receipts: 164 D Amount 165 D Transaction/Receipt Number 166 D Transaction Type 167 D Customer Name 168 D Customer ID or account number 169 Customer address 170 Account Receipted 171 Date of service 172 Current date and time 173 User processing the payment 174 Cash register location 175 Department 176 D An unlimited number of forms of payment (e.g., check, cash, credit, debit). 177 Amount of taxes included in payment, split out by type 178 D Tender type 179 D Description of service (text and/or code) 180 D Other fields as defined by policies and procedures and Internal Audit 181 Ability to determine which fields are required for ntry upon cash receipt, by department. 182 Ability to maintain a log of all receipts with control totals. 183 Ability to designate certain fields as required on the receipt and require valid data elements in those fields. 184 Ability to track revenue received without a corresponding receivable needing to be created. 185 Ability to automatically number receipts sequentially. 186 Ability to pull up an existing cash receipt entry and reverse it, with the appropriate accounting effect automatically by the appropriate authorit level and audit conditions are in place. 187 Ability to put more than one item on a receipt. 188 Ability to display an account number for each separate entry on a receipt. 189 Ability to automatically display the GL account when receipting based on the receipt type with the ability to override with a valid GL account. 190 Ability to provide aging analysis of outstanding accounts receivable on any grouping of user defined periods, using the ori final invoice date and currents stem date. Accounts Receivable 58 of 68 City of Plymouth, MN Number Application Requirements Code . Cost Comment 191 Ability to generate delinquency notices (based on user -defined delinquency periods) in user -defined batches or as real time transactions, with appropriate automated work flow approval, based on receivable type. 192 Ability to process uncollectible accounts as follows: 193 Mail dunning letter to customer. 194 Forward to legal representatives or to collection agency. 195 Record as uncollectible. 196 Reverse amount deemed uncollectible and record receipt of cash if received at anytime. 197 Obtain proper approvals to write-off account balance if not collected, with proper security. 198 Ability to track dollars of delinquent accounts collected, collection cases and results of collection efforts. 199 Ability to accommodate various write-off capabilities based on user -defined bad debt policies. 200 Ability to automatically generate delinquency notices to other agencies for collection, placement of liens, etc. based on non-payment processing rules. 201 Ability to generate late payment fees i.e. 2% of outstanding amount). 202 Ability to automatically calculate interest or penalty charges and apply them to the delinquent accounts, by type of bill, and by length of delinquency eriod. 203 AbilitV to request an invoice generation with appropriate a roval and interface to AR Accounts Receivable 59 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Asset ManagemeriVFixed Assets 1 Ability to track "non -capitalized" asset / equipment items (i.e.: computer equipment, non -licensed vehicles) per department / division for risk management purposes. 2 Ability to distinguish highly attractive and employee -issued items from fixed assets for reporting purposes. 3 Ability to track non -depreciable inventory items (desktops, laptops, etc) including detailed information such as component detail, serial numbers, technical specifications, etc. 4 Ability to identify grant funded assets 5 by identifying more than one grant associated with an asset 6 by identifying the percentage spit, or capitalization breakout (to each grant) for each asset 7 Fixed Asset system has robust query ability with wildcards 8 Ability to export / import information to/from common spreadsheet applications 9 Ability to support bar coded asset tags and portable bar code readers for performing physical inventories. 10 Ability to manually assign asset tags, if necessary, and generate the bar code. 11 Ability to reprint bar coded asset tags, if necessary, with the appropriate audit trail. 12 Ability fors stem to list and value infrastructure capital assets streets, piping, water mains, etc. 13 Ability to depreciate capital assets and allocates depreciation to those programs that use the assets 14 Ability to interface with the Accounts Payable modules. Information on newly obtained fixed assets is reported for verification, then automatically transferred from the A/P module into the Fixed Assets master file system. Users are able to adjust and or remove assets that are misclassified. 15 Ability to provide a classification scheme to code fixed assets according to type i.e., desks, cars, etc.). 16 Ability to accommodate free -form descriptive text to further describe any asset. 17 Ability to accommodate alpha numeric asset numbers. 18 Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories. 19 Ability to reassignparent/child relationships. 20 Ability to capitalized items in aggregate as agroup) 21 Ability to perform partial disposals / retirements 22 Ability to interface with the Project Accounting system to capture project costs for aggregate / project assets 23 Ability fora project to be associated with multiple assets 24 Ability for an asset to be associated with multiple projects 25 Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset, and assi n a percentage split between each 26 Allows for transfer of assets between departments, locations and funds, accommodating interfund and inter -dept. transfers duplicating all identifying data from original record. 27 Ability to maintain an on-line history of asset transactions, including: 28 ID Number Changes 29 Location Changes 30 Account Number Changes 31 Status change 32 Partial disposals 33 Valuation change 34 Date of Last Depreciation Adjustment 35 Ability to calculate asset values to replacement costs for insurance purposes. Fixed Assets 60 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 36 Ability to support asset value appreciation for real property and provides a detailed audit trail. Any appreciation does not affect cost basis. 37 Ability to record and report on asset replacement information, such as: 38 Expected Useful Life ears, months, hours, mileage, cycles, etc. 39 Date of Expected Replacement 40 Current Asset Value 41 Anticipated Asset Value at Time of Replacement 42 Ability to allow the useful life of an asset to change, with an audit trail of all changes. 43 Ability to support multiple depreciation schedules / per asset 44 Retention of fully depreciated assets in fixed asset master file for inventory control purposes prior to disposition. 45 Maintains on-line master file information on each asset, including fields that can be identified as optional or required: 46 Fund/Account Group 47 Fund Type 48 Property Type 49 Building 50 Location 51 Department 52 Program 53 Acquisition Date 54 Original Cost 55 Current Value 56 Status active, disposed, idle, etc. 57 Previous asset number 58 Document Reference Number 59 Acquisition method(purchased, donated, etc.) 60 Depreciation, Life -to -Date 61 Depreciation, Year -to -Date 62 Parent/Child Descriptions and Asset Numbers 63 Purchase Order Number 64 ID or Tag Number 65 Vendor Name and ID Number 66 Multiple Description lines brand, model, and manufacturer of asset 67 Check Number and Date 68 Serial Number 69 License Number 70 Replacement Cost 71 Security access to edit assets is assigned to each asset 72 Ability to idle assets (suspend depreciation) 73 Ability to enter an unlimited amount of user -defined asset categories. 74 Ability to utilize asset subcategories. 75 Ability to specify the location of an asset including address, building, room number, department and individual with possession 76 Ability to record insurance information including: insurance company name and address, insurable value, policy number, Policy period, type of coverage and other user -defined fields. Fixed Assets 61 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 77 Ability to store complete valuation data, including purchase, replacement, disposal, renewal, book, other user -defined attributes. 78 Ability to image the warranty, bid, or other associated electronic documents and attach to the asset record. 79 Ability to maintain information about the condition of the asset (e.g., good, idle, obsolete and broken). 80 Ability for accounts payable module to automatically trigger fixed asset entry process according to user -defined criteria e.g., price, account number, and user -defined commodity code table). 81 Ability to trace or locate an item by any defined field.including: asset number, bar code number, project number, fund, location and other user -defined fields. 82 JAbility to write-off assets upon disposals. 83 JAbility to write-off certain assets after a predefined number of years. Fixed Assets 62 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Inventory Management 1 Ability to track "non -inventoried" asset/equipment items per department/division for risk management purposes. 2 Ability to maintain and track information in an unlimited amount of user -defined fields for each inventory item. 3 Ability to inquire and report on inventory items based on any field. 4 Ability to import and export data from Excel and Access Databases. 5 Ability to have fields automatically fill if keyed information is redundant. 6 Ability to provide access to vendor master files in Purchasing module. 7 Ability to accommodate manufacturer part number. 8 Ability to provide on-line parts or materials catalogs for use by the field crews and maintenance supervisors. 9 Ability to remove materials or parts from inventory based on work order requirements. System is updated automatically when com feted work orders are entered on-line. 10 Ability to validate all data entered for inventory transactions, that relate to other data within other modules and functions within the system 11 Ability to validate transaction dates based on valid periods established within the City's fiscal year 12 Ability to restrict inventory access to those items / locations the user is authorized for. 13 Ability to establish, maintain, adjust, inactivate, or scrap inventory stock item records in real time. 14 Ability to allow for electronic approval for receipts, issues, and other related inventory functions with appropriate security. 15 Ability to provide charge out stock withdrawn from inventory to the requesting department. 16 Ability to update and maintain stock item data for purchases, returns, adjustments, backorders, transfers and others. 17 Ability to automatically assign stock requisition numbers, which should be numerically issued and tracked sequentially for audit purposes. 18 Ability to maintain an audit trail of all automatic inventory processes (including user name, transaction date, transaction type, and related details). 19 Ability to change or update shelf life (e.g., based on an inspection),. 20 Ability to track expiration/spoil date by specific stock items 21 Ability to track hazardous qualities of inventory items. 22 Ability to maintain a history of part number if the manufacturer's part number changes. 23 Ability to track and produce a hard copy stock tag (bar code label) 24 Ability to provide a variable length field to contain requirements for maintaining or servicing an item (i.e. expiration date of a stock item, unused item must be serviced if idle for x amount of time, etc.). 25 Ability to provide for inventory control (clearing) accounts (or central stock accounts) as defined by users. 26 Ability to provide a multi-level location structure. (Ex: Warehouse, building, room, aisle, bin and other user -defined fields) 27 Ability to allocate purchases and stock to various departments, warehouses, etc. (i.e., drop shipping). 28 Ability to provide primary and multiple secondary locations of stocked items. 29 Ability to indicate stock on hand by each location or multiple locations. 30 Ability to record transfer of inventory stock among locations. 31 Ability to allow users to specify a mark-up or overhead cost for each individual commodity code or item. 32 Ability to provide the following inventory costing methods: LIFO, FIFO, Standard Cost and Average Cost. 33 Ability to automatically calculate weighted average, FIFO, LIFO, etc. cost of inventory items when stock contains items at multi le rices. 34 Ability tooptionally calculate cost of inventory based on last price paid. 35 Ability to automatically adjust item costs in the inventory system based upon adjustments made in accounts payable system. Inventory 63 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 36 Ability to compare stock items received to open requests for stock items to determine which requests (i.e., backorders) may be filled. 37 Ability to provide an automatic reorder process for all, or selected, stock items including electronic request and approval. 38 Ability to track item usage and provide automatic notification to appropriate user of all items under the minimum on -hand quantity or at the reorder point. 39 Ability to define, by item, the variables used in determining reorder points and reorder quantities. 40 Ability to provide for manual overrides of reorder points and reorder quantities. 41 Ability to automatically update inventory on -order information at the time that a requisition is created. 42 Ability for any inventory system to update central inventory records as inventory usage/sales occur including centralized reordering based on reorder info including seasonal requirements. 43 Ability to reverse, cancel, or reject any stock requisition. 44 Ability to provide on-line inventory adjustment capabilities with proper approval levels. 45 Ability to sort and group inventory items by user selectable fields for display and printed reports. 46 Ability to initiate physical inventory counts by building. 47 Ability to print inventory worksheets by user selectable criteria. 48 Ability to enter inventory counts from the worksheets either manually or by bar code. 49 Ability to generate physical inventory discrepancy report. 50 Ability to automatically update inventory adjustments with appropriate approval and security. Inventory 64 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Utility Billing 1 Ability for customers (residential, commercial) to view and pay utility bills online, and request a change to account 2 Ability to invoice customers by email 3 Ability to track amounts due by customer utility (sewer, water, street light, recycling) 4 Ability to add, view, delete new accounts based on Govern permitting information 5 Ability to tie customer accounts to meter(s) issued 6 Ability to house calendar / table to automatically generate a letter to resident notifying them that street light fees are going to be added after two-year developer fees expire. 7 Ability to auto -calculate new customer rates for street light fees when two-year developer fee period expires g jAbility to support multiple meters per customer g Ability to track account by property owner and/or tennant / resident for both resdential and commercial accounts 10 Ability to generate ub work orders based on manual input, and automatically email work orders to repair personnel to create work order list 11 Ability to receive and send information to meter reader hand held systems 12 Ability to house both current and previous owner / tennant information 13 Ability to house text notes associated with a customer account (for example to document complaint or billing dispute) 14 Abilty for UB clerk to manually calculate and override consumption information to customer account 15 Automatically send overrides / exceptions to supervisor for approval 16 Ability for supervisor to approve or reverse manual exceptions requested by UB clerk. 17 Ability to house table of standard or custom messages (up to 1500 characters) to be printed on customers' utility bills 18 Ability to house and apply tiered rate tables for each separate utility (water, sewer, street lights, recycling, irrigation systems) 19 Abilty to send file to invoice printing vendor 20 Ability to flag delinquent accounts with over $50 due 21 Ability to flag accounts as being in the process of going to special assessment 22 Ability to flag accounts as 'pending levy' and add a levy / fee to next billing cycle 23 Ability to add service and administrative fees 24 Ability to move the account into the Special Assessment system status 25 Ability to share utility billing information with the County . 26 Ability to automatically email or mail customers when account is past due 27 Ability to process automatic bill payment / ACH files 28 Ability to process locked box bill payments 29 Ability to record, process and interface to AR all cash register payments (walk-up counter in City Hall) 30 Ability to generate exception report listing 'NSF check customers, and generate delinquent payment letters to customers 31 Ability to track meter problems / receive problem info via handheld, manual clerk input, or online customer input 32 Ability to generate repair list based on types of problems reported, geography 33 Ability to process Laser mail merge notifying resident to call the City to schedule repair 34 Ability to create new accounts and attach new PIDs 35 Ability to add and activate hydrants and tie to commercial accounts 36 Ability to carry forward balances for overpaid bills 37 Ability to process manual clerk override to trigger refund check for overpaid accounts 38 Ability to calculate and add semi-annual hydrant flushing fees to commercial accounts 39 Ability to house and process separate data for component business units Utility Billing 65 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment Work Orders 1 Ability to provide a fully integrated modulespecifically for work order management. 2 Ability for the GIS Software to be tightly integrated and ability to interact with GIS system for location mapping. 3 Ability for a work order to be directly associated with a GIS location in the City's GIS application 4 Ability for a job to define a series of tasks materials charges, etc. for that job with scheduled dates 5 Ability for the Preventative Maintenance function to generate work orders 6 Ability to bill an external organization for a work order, by integrating to the billing module 7 Ability to maintain multiple forms with different data fields based on type of work code. 8 Ability to interface with an electronic mail/calendaring system to properly schedule and assign work orders. 9 Allows work orders to be automatically or manually scheduled by the supervisor and re -scheduled as necessary. 10 Each work order includes: 11 Unique work order number with the ability to link with other reference numbers. 12 Date & Time of Request 13 Re uestor 14 Multiple Contact names & information 15 Complaint or problem description Department Name 16 T pe Public Works Facilities Maintenance Roads etc. 17 Category Code (type of work requested) 18 Task codes (specific tasks completed to correctproblem) 19 Status (Open, Completed, Past Due etc... 20 Account Number(s) 21 Project Number Name & Type 22 Estimated Time and Materials Required 23 Actual Time and Materials Required units unit of measure unit rice 24 Location of Work Facility ID and/or Name 25 Asset Number & Description 26 Employees Performing Work 27 Hours and Rates Incurred by Employee (regular/OT) 28 Multiple Dates including Required Completion Date Date Started Date Completed 29 Time Start/Stop 30 Cost of Services and Materials Used 31 Comments 32 Emergency Y/N 33 Priority 34 Multiple user -defined fields based on category code selected 35 Allows generation of work order to assign the materials and parts required to complete the job and keep a running inventorV of parts. 36 Ability to print out work order form for technician or for field use. 37 Ability to use a portable PC in the field to update and log field activities directly into the work orders. 38 Allows multiple work orders for same job/project. Tracks each work order number for cumulative reporting ur oses. 39 Ability to incorporate all work orders into a work schedule for the supervisor based upon time required and location of work. 40 Ability to produce scheduled work orders weekly, monthly and annually for facilities. 41 Ability to generate a work activitV list for one or more work orders. i.e. "to do" list based upon active work orders. 42 lAbility to sort display, and print work orders by a varietV of parameters such as location crew,priority, etc. Work Orders 66 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 43 Ability to prowect costs incurred by job ro'ect and program based on history of similar jobs projects, and programs. 44 Allows for the application of costs to accounts/projects for reporting of material purchases, machine -usage, labor rates and benefits and contractor fees. 45 Ability to support standard cost centers to capture and report on costs incurred for repetitive or recurring work programs, such as street cleaning. 46 Ability to access full history of work orders and activities against assets. 47 Ability to attach unlimited reference documents of any file type to the work order. 48 Ability to attach digital pictures, CAD drawings or other electronic files to work orders and display with an on-line viewer to see exact location of certain item (e.g., thermostat, unit, etc.). 49 Ability to send automated notifications to the requesting department via electronic methods of changes in the work order status. 50 Ability to notify re uestor when work has been completed through automated notification. 51 Ability to generate template -based notification documents based upon work order type, type of work requested or status of work order to be sent to either internal or external users. 52 Ability to relate assets to addresses, other assets, street segments, intersections, areas, buildings etc in order to display inter -relationships of assets. 53 Ability to maintain an audit trail of entries and changes to status codes, responders, dates, locations, etc. 54 Ability to accommodate service order request generated by departments, citizens or system generated preventative maintenance 55 Ability to accept service requests from the Internet 56 Ability to generate multiple work orders from one service request and maintain tracking of the original service re uests. 57 Ability to limit self-service requests to drop-down menu of options, rather than free -form entry. 58 Ability to create and default information into the work order from the service request. 59 Ability for staff to compare the current incoming service requests to others already in the database by geographic area, type code, requester, or date. 60 Ability to generate work orders without a service request. 61 Ability for multiple, unique preventative maintenance schedules to be established for infrastructure, facilities or pieces of equipment based on user -defined criteria. 62 Ability to create work orders with multiple predefined tasks/steps. 63 Ability for work orders to display and print special instructions. 64 Ability to track and/or query work orders by any of the elements on the work order. 65 Ability to assign work order to one person or multiple people. 66 Ability to track all dates throughout the work order life cycle (e.g. date received, date scheduled, date started, etc.). 67 Ability to record date and time, changes made and the user who made changes to any work order. 68 Ability to create approval process prior to close of work order. 69 Ability to prioritize work orders based on user defined parameters or assignments. 70 Ability to create master work orders with associated sub -work orders (e.g., renovation project work order is made up of destruction, construction, electrical, plumbing, etc.) and provide an obvious cross-reference. 71 Ability to generate automatic form letters or electronic notification to notify specified users when preventative maintenance is due. 72 Ability to generate check lists based on tasks identified in the work order 73 Ability to modify existing work orders by adding tasks or new work. 74 Ability to automatically update the equipment value or projected life as a result of the work performed on the work order. 75 Ability to automatically create a bill when billable work order is completed. 76 Ability to schedule work based on technician availability, routes or logistical proximity. 77 Ability to see an overview of all scheduled work for all technicians from the Master Schedule. 78 JAbility to archive and/or purge closed or cancelled work orders based on user -defined criteria. Work Orders 67 of 68 City of Plymouth, MN Number Application Requirements Code Cost Comment 79 Ability to compile and sort technician information, including special skills and available work hours. 80 Ability to set up and schedule seasonal preventive maintenance activities. 81 Ability to indicate preventive maintenance work orders that are delinquent. 82 Ability to issue advance reminders automatically when specified preventive maintenance activities are near due. 83 Ability to store manufacturer's recommendations for preventive maintenance scheduling work and materials needed. 84 Automatically generate and print preventative maintenance work orders by end-user specified cycle (daily, weekly, monthly) 85 Ability to re -calculate preventive maintenance labor hour estimates based on task history of actual hours. 86 Ability to create a master list of scheduled preventive maintenance activities due in a selected period. 87 Ability to move scheduled preventive maintenance when downtime or outages present performance opportunities. 88 Ability to make global changes to preventive maintenance schedules and work orders. 89 Ability to track facility inventory including facility name, facility type, description, address, area, year built, a special instructions field for userspecified comments and miscellaneous fields for userspecified data. 90 Ability to track history of maintenance activities and costs related to facilities orequipment. 91 Ability to track multiple contacts for each facility. 92 Ability to track road system inventory including street segments, signs, signals, streetlights, landscapes, trees, sidewalks, intersections, related drainage structures, including name, type, description, address, area, year built, a special instructions field for user specified comments, and related fields for typical inventory data unique to road system components. 93 Ability to track maintenance activity and costs related to roads stem infrastructure. 94 Ability to maintain an inventory of information on all assets related to road systems including unique attributes for each component and characteristics of the installation i.e., pavement structure, sidewalk type, signal characteristics, etc.). 95 Ability to report activity by relevant statistic (e.g., miles road graded, miles of ditch cleaned, culverts installed, etc.). 96 Ability to individually charge time to a work order to the task or activity level of detail. 97 AbilitV for timespent on certain activities or in certain jobs to automatically default from work order assigned or position. 98 Ability to estimate budget amounts of projects by using standard costing for personnel, equipment, materials, and contract resources. Work Orders 68 of 68 Agenda Number CITY OF PLYMOUTH CITY COUNCIL AGENDA REPORT TO: Laurie Ahrens, City Manager through Steve Juetten, Community Development Director FROM: Shawn Drill, Senior Planner (509-5456) through Barbara Sennes ," Planning Manager SUBJECT: Gonyea Homes, Inc. Final plat and development contract for "Spring Arbor" for eight single-family lots, for the five -acre site located east of Dunkirk Lane at 32nd Avenue (2007002-F) REVIEW DEADLINE: August 7, 2007 DATE: June 29, 2007 for the City Council Meeting on July 10, 2007 1. PROPOSED MOTION: Move to adopt the attached resolution approving the final plat and development contract for Spring Arbor" (formerly known as Dunkirk Addition). Approval of a final plat and development contract requires a 4/7 vote of the City Council. 2. BACKGROUND: On May 8, 2007, the City Council approved the preliminary plat for this development. The preliminary plat approved eight single-family lots on the site. The proposed final plat indicates eight single-family lots, consistent with the approved preliminary plat. The Development Review Committee has found the final plat application to be in conformance with the approved preliminary plat. 3. RECOMMENDATION: Community Development Department staff recommends adoption of the attached resolution approving the final plat and development contract for "Spring Arbor", consistent with the recommendation of the Development Review Committee. File 2007002-F Page 2 ATTACHMENTS: 1. Location Map 2. Approved Preliminary Plat 3. Final Plat 4. Development Contract 5. 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OE9CR/PnON 100 YEAR= 996.00 ME SOUR? 436 FEET ro ME REST 500 FEET 4F ME 1-9-03 = 994.26 SWl??IIEST WARIER OF 111E NORMBESI IMMIER W E LY'SEcnW 2a n1BNSNIP 114 LAA, E22. olR j 10 PASCALE l I /NCII 40 FEET (22' s 34 ' SHEET) I t. = M F (M' A or SNEET) 1 Y \\ of \` K1 LMN11,12W/ REMFM9IGFROWING RSF-1 2 SITE DEWF11PILON J-Om5 YAoV6r0 SYA1l FAYxY ASSwronA[LorsIWM I - Lor M£A-ream rMG LY PRn^FFIY S01 AMLa I _ - AAG a uFLAxD - 6a1 AaKs L ARLA or x£nANo. nm Aw£s rare mmlr PLR uPurLo . l.a Lors/ rRE mcY oDlvrr PTR rxrwe PBo mrr- r.a Lorsrsyorc MWAIUM BEBICAb FRWT SETBACK 25 1.. 110I.S£ 510E SETBACK 15 A. OARAOE 510E SETBACK i5 FT, CORNER SEIBAlX TS A. SE NIN IW LOT WOW ILO FT, K A-0— ALOIN ( N) 40 A. K£nANO BUFFER wpm (MAK) 60 FT. WILAW BUFFER AVERACE BIDM - 50 FT. IIEnAW BUFFER SETBACK f5 FI: I I a9inane k unaiy A—_ PID: 20-118-22-z4-0039 `\ MOYAS d SNaRW LYDYS I 1 o------------- I I PID. 20 -IIB -22-42-0003 I I J L ROBEFT IRIEBENOAM KILL/MI WGUIRE MAV. PIO: 20 -IIB -22-24-0015 JASLW d SARAH NRAN2 j ,- j Being /0 Feel !n width rW ad heel I _ ____J I w — _______ OFT' G N Y C A HOMES II YIMAfl kfIANCY2JRICENt I I I II I 32ND AVENUE NORTH jIi-------------- lI jIj I III T I IIII I I Pb: 20 -IIB -22-24-001) I I I .FF! &a NARY I I i I I III I IIII110: TO2-11-Om0 I III SUSANSNtBBARKER i I III : • j IIIjI III f?: I I PRELIM/NARY PLAT LEGEND EMSONG EAWAAENIS--------- Af) (CENT LOT LJNES - - - - EMSWG R/Mr OF WAY - - - EAISONG WAANO —BL— PROPOSED EASEMENTS - - - M0e0SE0 LOT MES PROPOSED R/MT M IYAY PROPOSED SETBACKS - - I I 1 I j `\ 1 \ I...".... OTY 4" P-111 ...... / MM,WAI/TY NETLANO 4" \ I S88e44'4 F, 500.04 \\ 140.9 105.Y CU RE SETBACK 1 I i / Tmi PD ) 1d" Lf 3 y I I°%0 d F".1 i I 19,7J4 SI. / b / 4 I I ti I 21,300 £F. I / r23,510 S.F. I I o f L t T7,661 £F. I Z I I TYI I I I 11p 0• 5 I IRI I D1- 0J, I i I 10l i 5E1RAt% 1103• br ATRI00 , (T,P.) 3 N-- 3E -......:... 'I 0 1m I e i 109.9 ' I B. I / E"SOPIO £F. I' II/LOB4C TO 27.J93 E RENOVEM \ I q I I I I 20, S.F. _ 1 jI 1$525 £F. 19,019 S.F. 1 5 I I IO I Q B- - 1 J i P• 1 D' 1 7 6--- y P 0 AND U EASEMENT AND D -EASEMENTI- TD I • I.__ _. r» 1 I06.B• N88°4447•E 500.04 ' ----- 31ST AVENUE NORTH (NOT CONSTRUCTED) r--._^ -' I_------C---------- -- BE -----------------' T_ I "' c' •• ,„`\ - I PLO: 20-IIB-Tz-12-0001 I 1 PLO: 10-TIO-TT-Iz-0006 P10: 20-110-22-42-0005 I STEVEN d JANE 42-000IFRANCISFLAIIENBEVERLYkKENNEMNWS I ONNER]D6YELpPER I I CWWA HONES Fifty Crerelend Tma NGRleepd/a MN 55I0.T 612) 37]-0191 LTtllNfat/&MVEY04 C11y 0( n/ SPRNC F. ( PARK NINNE50l 55932P-H SPRINC (]E3) RK AR00 a(x)7ova DNR WETLAND 27-105W N NWL= 993.00 OHWL= 993.70 llOU. OE9CR/PnON 100 YEAR= 996.00 ME SOUR? 436 FEET ro ME REST 500 FEET 4F ME 1-9-03 = 994.26 SWl??IIEST WARIER OF 111E NORMBESI IMMIER W E LY'SEcnW 2a n1BNSNIP 114 LAA, E22. olR j 10 PASCALE l I /NCII 40 FEET (22' s 34 ' SHEET) I t. = M F (M' A or SNEET) 1 Y \\ of \` K1 LMN11,12W/ REMFM9IGFROWING RSF-1 2 SITE DEWF11PILON J-Om5 YAoV6r0 SYA1l FAYxY ASSwronA[LorsIWM I - Lor M£A-ream rMG LY PRn^FFIY S01 AMLa I _ - AAG a uFLAxD - 6a1 AaKs L ARLA or x£nANo. nm Aw£s rare mmlr PLR uPurLo . l.a Lors/ rRE mcY oDlvrr PTR rxrwe PBo mrr- r.a Lorsrsyorc MWAIUM BEBICAb FRWT SETBACK 25 1.. 110I.S£ 510E SETBACK 15 A. OARAOE 510E SETBACK i5 FT, CORNER SEIBAlX TS A. SE NIN IW LOT WOW ILO FT, APPROVED PRELIMINARY' PLAT PROPOSED LOTS LOT# SOFT. 1 23,510 2 21,300 3 19,734 4 27,551 5 27,393 6 19,018 7 20,231 0 18,525 P, K A-0— ALOIN ( N) 40 A. K£nANO BUFFER wpm (MAK) 60 FT. WILAW BUFFER AVERACE BIDM - 50 FT. IIEnAW BUFFER SETBACK f5 FI: I I a9inane k unaiyeraThor: ol.. .. PID. 20 -IIB -22-42-0003 I M 20-115-2T-42-0002 PID: I J L ROBEFT IRIEBENOAM KILL/MI WGUIRE MAV. IMMIBeing /0 Feel !n width rW ad heel wd rear /af lines and 6 f.1 etljohing aide Fol lines Rde11Iherai eesh- PASSE ENG(NEERWG, WC - OFT' G N Y C A HOMESnES j1 aVX EN67NEER5 -LAND SURVEYORS y Mtnne9polls Hudson CMmbFtdge 763.700.4100 715.381.1150 763.689.4042 APPROVED PRELIMINARY' PLAT PROPOSED LOTS LOT# SOFT. 1 23,510 2 21,300 3 19,734 4 27,551 5 27,393 6 19,018 7 20,231 0 18,525 P, I JNW40 IME BEARMW -'MW ARE ASSUAM Dimms 1/2 INai BY 14 NO/ WON AfQMMNr sEr AND uARKm BY Lwxr An 2ma?. DiNDWS FOUND 1/2 NO/ MW MONUMME FM SPRING ARBOR STAR W—TA STAR OF eewlsanrA t4Nry of Naeer Hese WUD& ONeSOIA S'—= SWWW"W 500.04 T A VE r C' T FINAL PLAT Rf®1RM a, Rmq fm oowrc —lA N` OyYb AWME AM UWlY EAMWEVIN AW .5HOW MM J L WHO a ANDLOr P.4ff,f,,Nql1N,c,c,e1Nq, lNo. UIL"AANI W, I II g R','/e>anSet 32ND a __— z 41 F, 5: SPRING ARBOR STAR W—TA STAR OF eewlsanrA t4Nry of Naeer Hese WUD& ONeSOIA S'—= SWWW"W 500.04 T A VE r C' T FINAL PLAT Rf®1RM a, Rmq fm oowrc —lA N` OyYb AWME AM UWlY EAMWEVIN AW .5HOW MM J L WHO a ANDLOr P.4ff,f,,Nql1N,c,c,e1Nq, lNo. reservedfor recording information) DEVELOPMENT CONTRACT Developer Installed Improvements) SPRING ARBOR (2007002-F) AGREEMENT dated 20_, by and between the CITY OF PLYMOUTH, a Minnesota municipal corporation ("City"), and (the Developer"). 1. REQUEST FOR PLAT APPROVAL. The Developer has asked the City to approve a plat for Spring Arbor (referred to in this Contract as the "plat"). The land is situated in the County of Hennepin,. State of Minnesota, and is legally described as: The South 436 feet of the West 500 feet of the Southwest Quarter of the Northeast Quarter of Section 20, Township 118, Range 22, Hennepin County, Minnesota. 2. CONDITIONS OF PLAT APPROVAL. The City hereby approves the plat on condition that the Developer enter into this Contract, furnish the security required by it, and record the plat with the County Recorder or Registrar of Titles within (180) days after the City Council approves the final plat. 3. RIGHT TO PROCEED. Unless separate written approval has been given by the City, within the plat or land to be platted, the Developer may not grade or otherwise disturb the earth, remove trees, construct sewer lines, water lines, streets, utilities, public or private improvements, or any buildings until all the following conditions have been satisfied: 1) this agreement has been fully executed by both parties and filed with the City Clerk, 2) the necessary security has been received by the City, 3) the plat has been recorded with the Hennepin County Recorder's Office, and 4) the City's Community Development Director has issued a letter that all conditions have been satisfied and that the Developer may proceed. 4. CHANGES IN OFFICIAL CONTROLS. For two (2) years from the date of this Contract, no amendments to the City's Comprehensive Plan or official controls shall apply to or affect the use, development density, lot size, lot layout or dedications of the approved final plat unless required by state or federal law or agreed to in writing by the City and the Developer. Thereafter, notwithstanding anything in this Contract to the contrary, to the full extent permitted by state law, the City may require compliance with any amendments to the City's Comprehensive Plan, official controls, platting or dedication requirements enacted after the date of this Contract. 5. DEVELOPMENT PLANS. The plat shall be developed in accordance with the following plans. The plans shall not be attached to this Contract. If the plans vary from the written terms of this Contract, the written terms shall control. The plans are: Plan A - Plat Plan B - Final Grading, Drainage, and Erosion Control Plan Plan C - Tree Preservation and Reforestation Plan Plan D - Plans and Specifications for Public Improvements Plan E - Street Lighting Plan Plan F - Landscape Plan Plan G - Permanent Traffic Control Plan 6. IMPROVEMENTS. The Developer shall install and pay for the following: A. Streets B. Sanitary Sewer C. Watermain D. Surface Water Facilities (pipe, ponds, rain gardens, etc.) E. Grading and Erosion Control F. Sidewalks/Trails G. Street Lighting H.. Underground Utilities I. Street Signs and Traffic Control Signs J. Landscaping Required by Section 21130.03 of the Zoning Ordinance K. Tree Preservation and Reforestation L. Wetland Mitigation and Buffers M. Monuments Required by Minnesota Statutes N. Miscellaneous Facilities The improvements shall be installed in accordance with the City subdivision ordinance and the City's Engineering Guidelines. The Developer shall submit plans and specifications which have been prepared by a competent registered professional engineer to the City for approval by the City Engineer. The Developer shall instruct its engineer to provide adequate field inspection personnel to assure an acceptable level of quality control to the extent that the Developer's engineer will be able to certify that the construction work meets the approved City standards as a condition of City acceptance. In addition, the City may, at the City's discretion and at the Developer's expense, have one or more City inspectors and a soil engineer inspect the work on a full or part-time basis. The Developer, its contractors and subcontractors, shall follow all instructions received from the City's inspectors. The Developer's engineer shall provide for on-site project management. The Developer's engineer is responsible for design changes and contract administration between the Developer and the Developer's contractor. The Developer or his engineer shall schedule a pre -construction meeting at a mutually agreeable time at the City Hall with all parties concerned, including the City staff, to review the program for the construction work. QM 0:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc All labor and work shall be done and performed in the best and most workmanlike manner and in strict conformance with the approved plans and specifications. No deviations from the approved plans and specifications will be permitted unless approved in writing by the City Engineer. The Developer agrees to furnish to the City a list of contractors being considered for retention by the Developer for the performance of the work required by the Contract. The Developer shall not do any work or furnish any materials not covered by the plans and specifications and special conditions of this Contract, for which reimbursement is expected from the City, unless such work is first approved in writing by the City Engineer. 7. ADMINISTRATION OF DEVELOPMENT CONTRACT. The Developer shall pay to the City of Plymouth the costs of administering the Development Contract. Administrative costs include but are not limited to monitoring of construction observation, consultation with Developer and his/her engineer on status or problems regarding the project, plan review, coordination for testing, final inspection and acceptance, project monitoring during the warranty period, and processing of requests for reduction in security, for all public improvements covered by the development contract. The fee for administrative costs is $4,194.02. 8. CONTRACTORS/SUBCONTRACTORS. City Council members, City employees, and City Planning Commission members, and corporations, partnerships, and other entities in which such individuals have greater than a 25% ownership interest or in which they are an officer or director may not act as contractors or subcontractors for the public improvements identified in Paragraph 8 above. 9. PERMITS. The Developer shall obtain or require its contractors and subcontractors to obtain all necessary permits, including but not limited to: Hennepin CountyforAhandoning the Septic System Minnesota Department of Health for Watermains andfor Capping the. Well NPDES Permits MPCA for Sanitary Sewer and Hazardous Material Removal and Disposal City of Plymouth for Building Permits MCES for Sanitary Sewer Connections Minnehaha Creek Watershed City of Plymouth's Right -of -Way Permit 10. TIME OF PERFORMANCE. The Developer shall install all required public improvements by October 31, 2008, with the exception of the final wear course of asphalt on streets. The Developer shall have the option of installing the wearing course of streets within one (1) year following initial commencement of work on the required basic improvements or installing it after the first course has weathered a winter season, consistent with warranty requirements. The Developer may, however, request an extension of time from the City. If an extension is granted, it shall be conditioned upon updating the security posted by the Developer to reflect cost increases and the extended completion date. Final wear course placement outside of this time frame must have the written approval of the City Engineer. mm O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc 11. LICENSE. The Developer hereby grants the City, its agents, employees, officers and contractors a license to enter the plat to perform all work and inspections deemed appropriate by the City in conjunction with plat development. 12. CONSTRUCTION ACCESS. Construction traffic access and egress for grading, public utility construction, and street construction is restricted to access the subdivision via Dunkirk Lane. No construction traffic is permitted on other adjacent local streets. 13. GRADING PLAN. The plat shall be graded in accordance with the approved Grading Drainage and Erosion Control Plan, Plan "B". The plan shall conform to City of Plymouth standards. Within thirty 30) days after completion of the grading, the Developer shall provide the City with a "record" grading plan certified by a registered land surveyor or engineer that all ponds, swales, and ditches have been constructed on public easements or land owned by the City. The "record" plan shall contain site grades and field verified elevations of the following: a) cross sections of ponds; b) location and elevations along all swales, emergency overflows, wetlands, wetland mitigation areas if any, ditches, locations and dimensions of borrow areas/stockpiles; c) lot corner elevations and house pads; d) top and bottom of retaining walls. All lots with house footings placed on fill must be monitored and constructed to meet or exceed FHA/HUD 79G specifications. The developer must certify that this has been done correctly. 14. EROSION CONTROL. Prior to initiating site grading, the Erosion Control Plan, Plan B, shall be implemented by the Developer and inspected and approved by the City. Erosion control practices must comply with the Minnesota Pollution Control Agency's Best Management Practices. The City may impose additional erosion control requirements if they would be beneficial. All areas disturbed by the excavation and backfilling operations shall be reseeded within 48 hours after the completion of the work or in an area that is inactive for more than five (5) days unless authorized and approved by the City Engineer in writing. Except as otherwise provided in the erosion control plan, seed shall be in accordance with the City's current seeding standards. All seeded areas shall be fertilized, mulched, and disc anchored as necessary for seed retention. The parties recognize that time is of the essence in controlling erosion. If the Developer does not comply with the erosion control plan and schedule or supplementary instructions received from the City, the City may take such action as it deems appropriate to control erosion at the Developer's expense. The City will endeavor to notify the Developer in advance of any proposed action, but failure of the City to do so will not affect the Developer's and City's rights or obligations hereunder. If the Developer does not reimburse the City for any cost the City incurred for such work within ten (10) days, the City may draw down the security to pay any costs. No development, utility or street construction will be allowed and no building permits will be issued unless the plat is in full compliance with the approved erosion control plan. 15. STREET MAINTENANCE DURING CONSTRUCTION. The Developer shall be responsible for all street maintenance until the streets are accepted by the City. Warning signs shall be placed when hazards develop in streets to prevent the public from traveling on same and to direct attention to detours. If and when streets become impassable, such streets shall be barricaded and closed. In the event residences are occupied prior to completing streets, the Developer shall maintain a smooth surface and provide proper surface drainage to insure that the streets are passable to traffic and emergency vehicles. The Developer shall be responsible for keeping streets within and without the 4— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc subdivision swept clean of dirt and debris that may spill, track, or wash onto the street from Developer's operation. The Developer may request, in writing, that the City keep the streets open during the winter months by plowing snow from the streets prior to final acceptance of said streets. The City shall not be responsible for repairing damage in the development because of snow plowing operations. Providing snow plowing service does not constitute final acceptance of the streets by the City. The Developer shall contract for street cleaning within and immediately adjacent to the development. At a minimum, scraping and sweeping shall take place on a weekly basis. A copy of this contract shall be approved by the City before grading is started. The contract shall provide'that the City may direct the contractor to clean the streets and bill the Developer. 16. OWNERSHIP OF IMPROVEMENTS. Upon completion of the work and construction required by this Contract, the improvements lying within public easements or right-of-way shall become City property. Prior to acceptance of the improvements by the City, the Developer must furnish the following affidavits: Contractor's Certificate Engineer's Certificate Land Surveyor's Certificate Developer's Certificate certifying that all construction has been completed in accordance with the terms of this Contract. All necessary forms will be furnished by the City of Plymouth. Upon receipt of affidavits and verification by the City Engineer, the City Engineer will accept the completed public improvements. Prior to acceptance of the improvements, the Developer shall supply the City with a complete set of reproducible mylar "record" plans, and an electronic file of the "record" plans in an AutoCad .DWG file or a .DXF file prepared in accordance with City standards. 17. PARK DEDICATION. The Developer shall pay a cash contribution of $48,000 in satisfaction of the City's park dedication requirements. The charge was calculated in accordance with Section 528 of the City's Subdivision Regulations. The cash fee shall be payable prior to the City's release of the signed final plat mylars. The park dedication fee shall be calculated based on the "maximum cash payment per dwelling unit" in effect at the time the final plat is recorded. The "maximum payment per dwelling unit" is adjusted periodically. 18. BUILDING PERMITS/CERTIFICATES OF OCCUPANCY. A. No building permits shall be issued until a contract has been awarded for sewer and water and the MPCA Permit has been issued. Prior to issuance of building permits, except those identified in Section 181, curbing, and one lift of asphalt shall be installed on all public and private streets serving the subject lot. B. Prior to issuance of building permits, wetland buffer monuments shall be placed in accordance with the City's zoning ordinance. The monument design shall be approved by the Community Development Department. C. Prior to issuance of building permits, written certification of the grading for the block where the building is to be located must be provided to the City. 5— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc D. Breach of the terms of this Contract by the Developer, including nonpayment of billings from the City, shall be grounds for denial of building permits, including lots sold to third parties, and the halting of all work in the plat. E. If building permits are issued prior to the acceptance of public improvements, the Developer assumes all liability and costs resulting in delays in completion of public improvements and damage to public improvements caused by the City, Developer, their contractors, subcontractors, materialmen, employees, agents, or third parties. No sewer and water connection permits may be issued until the streets needed for access have been paved with a bituminous surface and the utilities are tested and approved by the City Engineer. F. After the plat is recorded and written certification of the grading for the block where the building is to be located, a building permit for one model home will be issued on a lot acceptable to the Building Official after building permit review and approval. For this action, the developer shall indemnify the City and hold the City harmless from any resulting property damage, personal injury or death or costs incurred by the City including reasonable attorney's fee except for the willful misconduct or gross negligence of the City. No sewer and water connection permits will be issued until the streets needed for access to each model home have been paved with a bituminous surface and the utilities are tested and approved by the City Engineer. No certificates of occupancy shall be issued until sewer and water service is provided to these model homes. 19. STREET REGULATORY SIGNS/TRAFFIC CONTROL SIGNS Street name signs shall be installed by the Developer. The signs shall be placed at all intersections or at such other locations as designated by the City Engineer. All street name signs must be installed prior to final building inspection approval. The Developer shall install traffic control signs in accordance with the plan approved by the City Engineer and Minnesota Manual of Uniform Traffic Control Devices (MMUTCD). All signs must be installed prior to final building inspection approval or earlier if necessary as determined by the City Engineer. 20. STREET LIGHT OPERATION COSTS. The developer shall pay to the City the energy cost for the first two years of operation. One (1) light at a yearly cost of $207.29 per year and a two year cost of $414.58 The cost includes contingencies at $1.20 per lot per year and sales tax. After the first two years the street lights will be billed on a bimonthly basis to all the lots in the addition, a total of eight (8) lots, which results in an estimated cost of $4.32 per lot per billing period. The rate quoted above is dependent upon the operation costs for Xcel Energy under contract franchise with the City of Plymouth. 21. RESPONSIBILITY FOR COSTS. A. In the event that the City receives claims from labor, materialmen; or others that work required by this Contract has been performed, the sums due them have not been paid, and the laborers, materialmen, or others are seeking payment from the City, the Developer hereby authorizes the City to commence an Interpleader action pursuant to Rule 22, Minnesota Rules of Civil Procedure for the District Courts, to draw upon the letters of credit in an amount up to 125 6— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc percent of the claim(s) and deposit the funds in compliance with the Rule, and upon such deposit, the Developer shall release, discharge, and dismiss the City from any further proceedings as it pertains to the letters of credit deposited with the District Court, except that the Court shall retain jurisdiction to determine attorneys' fees pursuant to this Contract. B. Except as otherwise specified herein, the Developer shall pay.all costs incurred by it or the City in conjunction with the development of the plat, including but not limited to legal, planning, engineering and inspection expenses incurred in connection with approval and acceptance of the plat, the preparation of this Contract, review of construction plans and documents, and all costs and expenses incurred by the City in monitoring and inspecting development of the plat. C. The Developer shall hold the City and its officers, employees, and agents harmless from claims made by itself and third parties for damages sustained or costs incurred resulting from plat approval and development. The Developer shall indemnify the City and its officers, employees, and agents for all costs, damages, or expenses which the City may pay or incur in consequence of such claims, including attorneys' fees. D. The Developer shall reimburse the City for costs incurred in the enforcement of this Contract, including engineering and attorneys' fees. E. The Developer shall pay, or cause to be paid when due, and in any event before any penalty is attached, all special assessments referred to in this Contract. This is a personal obligation of the Developer and shall continue in full force and effect even if the Developer sells one or more lots, the entire plat, or any part of it. F. The Developer shall pay in full all bills submitted to it by the City for obligations incurred under this Contract within thirty (30) days after receipt. Bills not paid within thirty (30) days shall accrue interest at the rate of eight percent (8%) per year. G. In addition to the charges and special assessments referred to herein, other charges and special assessments may be imposed such as but not limited to sewer availability charges ("SAC"), City water connection charges, City sewer connection charges, and building permit fees. 22. SPECIAL PROVISIONS. The following special provisions shall apply to plat development: A. The Developer shall posta. $2,800.00 security for the final placement of all subdivision iron monuments. The security was calculated as follows: 28 irons at $100.00 per iron. The security will be held by the City Lentil the Developer's land surveyor certifies that all irons have been set following site grading and utility and street construction. In addition, the certificate of survey must also include a certification that all irons for a specific lot have either been found or set prior to the issuance of a building permit for that lot. B. The Developer must obtain a sign permit from the City Building Official prior to installation of any subdivision identification signs. C. The Developer shall supply a complete set of the approved construction plans in an AutoCAD.DWG electronic file format before the preconstruction conference. 7— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc D. The Developer shall include the "City of Plymouth's Standard Detail Specifications" (all applicable sections) in the contract documents of their improvement project. E. Other Requirements: 1.. Development standards shall be as required by the RSF-1 district. No variances are granted or implied. 2. Compliance with the City's tree preservation regulations. 3. Prior to recording the final plat, the applicant shall: a. Execute the Development Contract, and submit the required financial guarantees. b. Provide the City with a draft copy of any homeowner's association (HOA) documents for the development, for City review and approval. c. Provide a separate 10 foot wide trail easement between Lots 4 and 5. Submit a draft of the easement document for City review and approval. d. A rain garden maintenance agreement is required for the rain gardens located on Lot 4 and Lot 5. e.. The lowest building floor elevation for Lots 1 and 2 shall be 1003.5. f. Provide the proposed sanitary sewer service elevation for each Lot. Also, provide the lowest floor elevation for each Lot on the Utility plan. g. Add a note on the Utility plan to match the existing pavement structure for the watermain repair on Dunkirk Lane. h. The minimum street grade shall be 0.75%. Revise plan sheets to reflect this requirement. i. Move the Storm Sewer Schedule fiorn page C-1 to C-3. Replace Neenah casting R- 1733 to R -1642-B for storm sewer manhole 2. j. On page C-3 add a note to tie all joints in and out of Control Structure #1, and all joints from storm sewer manhole #2 to the fixed end section. k. A planting schedule identifying plant type and quantities is required for the rain gardens. Provide a planting plan. 1. The minimum grade for rear yard drainage is 1.75 %. If this cannot be achieved than drain tile is required. If drain tile is used, it must be labeled "private drain tile" on the grading plan. in. On page C-1 relocate the Dead End sign closer to Dunkirk Lane. 8— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc n. Revise the depth of the 12 foot wide gravel access roads from 4 inches of Class 5 aggregate to 6 inches. Add a note that the boulevard along Dmikirk Lane shall be sod. o. Add a note to the plans that the gate in the fence to the access road along Dunkirk Lane shall be 12 feet wide. p. Show phase II silt fence on the south side of the NURP pond. q. Identify the location of the NURP pond emergency overflow location. Show elevations on the detail for the Channel Blanket Overflow. r. Identify storm sewer inlet protection in 32nd Avenue on page F-1. s. Explain, modify, or remove the note on the Grading plan relative to the cut and fill for the site name as "The Retreat". t. Storm sewer manhole 2 shall be relocated into the street right-of-way for Dunkirk Lane, so that access is possible if.a fence is installed along the property line. 4. Any signage shall require separate permits and shall be in conformance with the Zoning Ordinance. 5. Prior to issuance of building permits, permanent wetland buffer monument signs must be installed pursuant to ordinance requirements. 6. Standard Conditions: a. Removal of all hazardous trees from the property at the owner's expense. b. The applicant shall comply with the Ordinance regarding the location of fire hydrants. c. A reproducible 8 1/2 x 11 inch "As Built" Fire Protection Plan shall be submitted prior to the release or reduction of any financial guarantees. 23. MISCELLANEOUS. A. The Developer may not assign this Contract without the written permission of the City Council. The Developer's obligation hereunder shall continue in full force and effect even if the Developer sells one or more lots, the entire plat, or any part of it. B. Certain retaining walls will require a Building Permit. Retaining walls that require a building permit shall be constructed in accordance with plans and specifications prepared by a structural or geotechnical engineer licensed by the State of Minnesota. Following construction, a certification signed by the design engineer shall be filed with the Building Official evidencing that the retaining wall was constructed in accordance with the approved plans and specifications. All retaining walls identified on the development plans or by special conditions referred to in this Contract shall be constructed before any other building permit is issued for a lot on which a retaining wall is required to be built. 0:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc C. Appropriate legal documents regarding Homeowner Association documents, covenants and restrictions, as approved by the City Attorney, shall be filed with the Final Plat. D. Developer shall take out and maintain or cause to be taken out and maintained until six (6) months after the City has accepted the public improvements, public liability and property damage insurance covering personal injury, including death, and claims for property damage which may arise out of Developer's work or the work of its subcontractors or by one directly or indirectly employed by any of them. Limits for bodily injury and death shall be not less than $500,000 for one person and $1,000,000 for each occurrence; limits for property damage shall be not less than $200,000 for each occurrence; or a combination single limit policy of 1,000,000 or more. The City shall be named as an additional insured on the policy, and the Developer shall file with the City a certificate evidencing coverage prior to the City signing the plat. The certificate shall provide that the City must be given thirty (30) days advance written notice of the cancellation of the insurance. E. Third parties shall have no recourse against the City under this Contract. F. If any portion, section, subsection, sentence, clause, paragraph, or phrase of this Contract is for any reason held invalid, such decision shall not affect the validity of the remaining portion of this Contract. G. The, action or inaction of the City shall not constitute a waiver or amendment to the provisions of this Contract. To be binding, amendments or waivers shall be in writing, signed by the parties and approved by written resolution of the City Council. The City's failure to promptly take legal action to enforce this Contract shall not be a waiver or release. H. This Contract shall run with the land and may be recorded against the title to the property. The Developer covenants with the City, its successors and assigns, that the Developer has fee title to the property being final platted and/or has obtained consents to this Contract, in the form attached hereto, from all parties who have an interest in the property; that there are no unrecorded interests in the property being final platted; and that the Developer will indemnify and hold the City harmless for any breach of the foregoing covenants. I. Each right, power or remedy herein conferred upon the City is cumulative and in addition to every other right, power or remedy, express or implied, now or hereafter arising, available to City, at law or in equity, or under any other agreement, and each and every right, power and remedy herein set forth or otherwise so existing may be exercised from time to time as often and in such order as may be deemed expedient by the City and shall not be a waiver of the right to exercise at any time thereafter any other right, power or remedy. J. The Developer represents to the City that the plat complies with all city, county, metropolitan, state, and federal laws and regulations, including but not limited to: subdivision ordinances, zoning ordinances, and environmental regulations. If the City determines that the plat does not comply, the City may, at its option, refuse to allow construction or development work in the plat until the Developer does comply. Upon the City's demand, the Developer shall cease work until there is compliance. 10— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc 24. DEVELOPER'S DEFAULT. In the event of default by the Developer as to any of the work to be performed by it hereunder, the City may, at its option, perform the work and the Developer shall promptly reimburse the City for any expense incurred by the City, provided the Developer, except in an emergency as determined by the City, is first given notice of the work in default, not less than forty-eight (48) hours in advance. This Contract is a license for the City to act, and it shall not be necessary for the City to seek a Court order for permission to enter the land. When the City does any such work, the City may, in addition to its other remedies, assess the cost in whole or in part. 25. WARRANTY. The Developer warrants all improvements required to be constructed by it pursuant to this Contract against poor material and faulty workmanship. The Developer shall submit either 1) a warranty/maintenance bond for 100% of the cost of the improvement, or 2) a letter of credit for twenty-five percent (250/6) of the amount of the original cost of the improvements. A. The required warranty period for materials and workmanship for the utility contractor installing public sanitary sewer, storm sewer, and water mains shall be two (2) years from the date of final written City acceptance of the work. B. The required warranty period for all work relating to street construction, including concrete curb and gutter, sidewalks and trails, materials and equipment shall be subject to one (1) year from the date of final written acceptance, unless the wearing course is placed during the same construction season as the bituminous base course. In those instances, the subdivider shall guarantee all work, including street construction, concrete curb and gutter, sidewalks and trails, material and equipment for a period of two (2) years from the date of final written City acceptance of the work. C. The required warranty period for sod, trees, and landscaping is one growing season following installation. 26. SUMMARY OF SECURITY REQUIREMENTS. To guarantee compliance with the terms of this agreement, payment of special assessments, payment of the costs of all public improvements, and construction of all public improvements, the Developer shall furnish the City with a letter of credit, in the form attached hereto, from a bank, cash escrow or a combination cash escrow and Letter of Credit security") for $228,794.00 The amount of the security was calculated as follows: 11— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc ITEM Street Construction Access Road to NURP Pond & Sanitary Manhole Sanitary Sewer System Watermain System Storm Sewer System Boulevard and Drainage Swale Sod Street and Traffic Control Signs Sidewalk and Trail Improvements Rain Gardens Buffer Posts Site Grading & Drainage Imp. Setting Iron Monuments Street Lights SUB -TOTAL: Design, Admin., Insp., As-Builts (12%) Total: ESTIMATED COSTS Developer Installed (1) 50,529 4,521 31,416 26,734 35,302 Private (2) 0 S0 0 2,000 1,285 0 0 5,669 0 6,525 0 300 0 34,799 0 2,800 0 2,400 149,787 54,493 17,974 6,539 167,761 61,032 1) Developer Installed Public Improvements. City to own and maintain after development complete. 2) Private - Property owner and/or property owners' association to maintain after development completed. Separate Letters of Credit Required for the following: Letter of Credit Erosion Control @ $1,500/acre of which $1,000 is cash and the remainder is a letter of credit in the amount of $6,500 Tree Preservation and Reforstation Letter of Credit 12 4,750 Total 50,529 4,521 31,416 26,734 35,302 2,000 1,285 5,669 6,525 300 34,799 2,800 2,400 204,280 24,514 228,794 Cash 1,000 This breakdown is for historical reference; it is not a restriction on the use of the security. The bank shall be subject to the approval of the City Manager. The City may draw down the security, without notice, for any violation of the terms of this Contract or if the security is allowed to lapse prior to the end of the required term. If the required public improvements are not completed at least thirty (30) days prior to the expiration of the security, the City may also draw it down. If the security is drawn down, the proceeds shall be used to cure the default. Upon receipt of proof satisfactory to the City Engineer that work has been completed and financial obligations to the City have been satisfied, with City Engineer approval the security may be reduced from time to time by eighty percent (80%) of the financial obligations that have been satisfied. Twenty percent (20%) of the amounts certified by the Developer's engineer shall be retained as security until: (1) all improvements have been completed, 2) iron monuments for lot corners have been installed, (3) all financial obligations to the City satisfied, (4) the required "record" plans have been received by the City, (5) a warranty security is provided, and (6) the public improvements are accepted by the City. 27. SUMMARY OF CASH REQUIREMENTS. The following is a s -a nmary of the cash requirements under this Contract which must be furnished to the City at the time of final plat approval: Park Dedication * $48,000.00 Street Light Operating Fee 414.58 Administration of Development Contract 4;194.02 TOTAL CASH REQUIREMENTS LEVIED: $52,608.60 Park Dedication Fee is adjusted periodically. 28. NOTICES. Required notices to the Developer shall be in writing, and shall be either hand delivered to the Developer; its employees or agents, or mailed to the Developer by certified mail at the following address: Tom Gonyea Gonyea Homes, Inc. 6102 Olson Memorial Highway Golden Valley, MN 55422 29. Notices to the City shall be in writing and shall be either hand delivered to the City Manager, or mailed to the City by certified mail in care of the City Manager at the following address: Plymouth City Hall, 3400 Plymouth Boulevard, Plymouth, MN 55447. The Developer shall notify the City within five (5) days of change of address. 13— O:\Engineering\DEVLMNTS\2007\2007002\Docmts\DevContract 2007002.doc CITY OF PLYMOUTH RESOLUTION 2007 - APPROVING A FINAL PLAT AND DEVELOPMENT CONTRACT FOR GONYEA HOMES, INC. FOR "SPRING ARBOR" FOR PROPERTY LOCATED EAST OF DUNKIRK LANE AT 32nd AVENUE (2007002-F) WHEREAS, Gonyea Homes, Inc. has requested approval of a final plat to allow a subdivision of eight single-family lots on a roughly 5 -acre site located east of Dunkirk Lane at 32nd Avenue presently addressed as 3120 Dunkirk Lane North); and WHEREAS, the property is presently legally described as follows: The South 436 feet of the West 500 feet of the Southwest Quarter of the Northeast Quarter of Section 20, Township 118, Range 22, Hennepin County, Minnesota. WHEREAS, the City. staff has prepared a development contract covering the improvements related to said plat. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that it should and hereby does approve the request by Gonyea Homes, Inc. for a final plat for Spring Arbor; and FURTHER, that the development contract for said plat be approved, and that upon prior execution of the development contract by the developer, the Mayor and City Manager be authorized to execute the development contract on behalf of the City; and FURTHER, that the following conditions be met prior to recording of, and related to said plat: 1. The final plat is approved in accordance with the plans received by the City on May 30, 2007 and revised tree preservation plan (Tl) received by the City on June 27, 2007, except as may be amended by this resolution. Resolution 2007 - File 2007002-F Page 2 2. Development standards shall be as required by the RSF-1 district. No variances are granted or implied. 3. Compliance with the City's tree preservation regulations. 4. Any signage shall require separate permits and shall be in conformance with the Zoning Ordinance. 5. The developer shall obtain the necessary permits and approvals as follows: Hennepin County for abandonment of the septic system, Minnesota Department of Health for watermain and capping of the well, MPCA for sanitary sewer and hazardous material removal and disposal, MCES for sanitary sewer connections, Minnehaha Creek Watershed District, City of Plymouth street right-of-way permit and building permits, and NPDES. 6. The lowest building floor elevation for Lots 1 and 2 shall be 1,003.5 feet above sea -level. 7. Prior to recording the final plat, the following items shall be addressed: a. The applicant shall execute a Development Contract for the public and private improvements, and shall submit the required financial guarantees. b. The required park dedication fee shall be paid, in accordance with the dedication ordinance in effect at the time of filing of the final plat. c. Provide a separate 10 -foot wide trail easement between Lots 4 and 5. Submit a draft of the easement document for City review and approval. d. A rain garden maintenance agreement is required for the rain gardens located on Lot 4 and Lot 5. e. Provide the proposed sanitary sewer service elevation for each lot. Also, provide the lowest floor elevation for each lot on the Utility Plan. f. Add a note on the Utility Plan to match the existing pavement structure for the watermain repair on Dunkirk Lane. g. The minimum street grade shall be 0.75%. Revise plan sheets to reflect this requirement. h. Move the Storm Sewer Schedule from page C-1 to C-3. Replace Neenah casting R-1733 to R -1642-B for storm sewer manhole 2. i. On page C-3, add a note to tie all joints in and out of Control Structure #1, and all joints from storm sewer manhole #2 to the fixed end section. j. A planting schedule identifying plant type and quantities is required for the rain gardens. Provide a planting plan. k. The minimum grade for rear yard drainage is 1.75 %. If this cannot be achieved then drain tile is required. If drain tile is used, it must be labeled "private drain tile" on the grading plan. 1. On page C-1, relocate the Dead End sign closer to Dunkirk Lane. m. Revise the depth of the 12 -foot wide . gravel access roads from 4 inches of Class 5 aggregate to 6 inches. Add a note that the boulevard along Dunkirk Lane shall be sod. Resolution 2007 - File 2007002-F Page 3 n. Add a note to the plans that the gate in the fence to the access road along Dunkirk Lane shall be 12 feet wide. o. Show phase II silt fence on the south side of the NURP pond. p. Identify the location of the NURP pond emergency overflow location. Show elevations on the detail for the channel blanket overflow. q. Identify storm sewer inlet protection in 32nd Avenue on page. F-1. r. Explain, modify, or remove the note on the Grading Plan relative to the. cut and fill for the site name as "The Retreat". s. Storm sewer manhole 2 shall be relocated into the street right-of-way for Dunkirk Lane, so that access is possible if a fence is installed along the property line. 8. Prior to issuance of building Permits, permanent wetland buffer monument signs must be installed pursuant to ordinance requirements. 9. Standard Conditions: a. Removal of all hazardous trees from the property at the owner's expense. b. The applicant shall comply with the Ordinance regarding the location of fire hydrants. c. A reproducible 8 1/2 x 11 inch "As Built" Fire Protection Plan shall be submitted prior to the release or reduction of any financial guarantees. d. This approval shall expire two years after the date of approval, unless the property owner or applicant has recorded the final plat, or unless the landowner or applicant has received prior approval from the City to extend the expiration date for up to one additional year, as regulated under Section 512 of City Code. ADOPTED by the City Council on July 10, 2007. STATE OF MINNESOTA) COUNTY OF HENNEPIN) SS. The undersigned, being the duly qualified and appointed City Clerk of the City of Plymouth, Minnesota, certifies that I compared the foregoing resolution adopted at a meeting of the Plymouth City Council on July 10, 2007, with the original thereof on file in my office, and the same is a correct transcription thereof. WITNESS my hand officially as such City Clerk and the Corporate seal of the City this day of City Clerk Agenda Number 6,0q TO: Laurie Ahrens, City Manager through Steve Juetten, Community Development Director FROM: Marie Darling, Senior Planner (509-5457) through Barbara Sennesss, Planning Manager SUBJECT.: Rhonda and William Garvis. Planned unit development amendment to allow construction of a home addition for property located at 15710 51" Avenue North (2007050) DATE: June 29, 2007 for the City Council meeting of July 10, 2007 REVIEW PERIOD DEADLINE: September 21, 2007 1. PROPOSED MOTION: Move to adopt the following, as recommended by the Planning Commission: a. A resolution amending the PUD to allow construction of a home addition for property located at 15710 51St Avenue North; b. An ordinance amending the zoning text for the Seven Greens PUD; and, c. A resolution approving findings of fact supporting the zoning text amendment. Approval of a PUD amendment requires a 4/7 vote of the City Council. 2. DESCRIPTION OF REQUEST: The applicant is requesting approval of a planned unit development (PUD) amendment to allow construction of an addition two feet closer to the property line than permitted by the Seven Greens PUD. The two-level addition would include a main -level family -room with a storage area below. As the applicants' property is within a PUD, they are not eligible to apply for a variance and must request an amendment to the customized standards that were approved for the development. The City Council has not reviewed any other requests to revise the setbacks in the Seven Greens PUD. 2007050 Page 2 3. PLANNING COMMISSION PUBLIC HEARING At their June 20, 2007 meeting, the Planning Commission voted unanimously to recommend approval of the request. The applicant was present and agreed to the conditions of approval. No one from the public requested to speak regarding this issue. The minutes from the meeting are attached. Notice of the public hearing was published in the City's official newspaper and mailed to all property owners within 750 feet. 4. CONTEXT: A. Surrounding Land Uses B. Natural Characteristics of Site The subject lot is located within the Shingle Creels Watershed District. The lot contains no land within delineated wetlands, Flood Plain or Shoreland Overlay District. C. Previous Actions Affecting Site In 2001, the City Council approved the Seven Greens PUD. The PUD included both single and two-family homes. Later that same year, the City Council approved the final plat for the first phase. In 2004, the City Council approved the final plat for the second and final phase. In 2003, the City approved a building permit for the home at 15710 51St Avenue North. City staff mistakenly approved living area over the garage at six feet from the property line, the same as allowed for the garage itself. In 2005, the City Council approved an amendment to the PUD to allow garages in excess of 1,000 square feet. D. Level of City Discretion in Decision Making: The City has a relatively high level of discretion in approving a PUD amendment. Additionally, a PUD amendment must be consistent with the City's Comprehensive Plan. The City may impose reasonable conditions and requirements in a PUD that are not otherwise required, Adjacent Land Use Guiding Zoning South, Single family homes within the Seven Greens LA -1 PUD East subdivision and West North Vacant lots and Single family homes _under LA -1 PUD construction within the Seven Greens subdivision B. Natural Characteristics of Site The subject lot is located within the Shingle Creels Watershed District. The lot contains no land within delineated wetlands, Flood Plain or Shoreland Overlay District. C. Previous Actions Affecting Site In 2001, the City Council approved the Seven Greens PUD. The PUD included both single and two-family homes. Later that same year, the City Council approved the final plat for the first phase. In 2004, the City Council approved the final plat for the second and final phase. In 2003, the City approved a building permit for the home at 15710 51St Avenue North. City staff mistakenly approved living area over the garage at six feet from the property line, the same as allowed for the garage itself. In 2005, the City Council approved an amendment to the PUD to allow garages in excess of 1,000 square feet. D. Level of City Discretion in Decision Making: The City has a relatively high level of discretion in approving a PUD amendment. Additionally, a PUD amendment must be consistent with the City's Comprehensive Plan. The City may impose reasonable conditions and requirements in a PUD that are not otherwise required, 2007050 Page 3 provided the City deems them necessary to protect and promote the general health, safety and welfare of the community. 5. ANALYSIS OF REQUEST: Background Earlier this year, the applicant requested a building permit. for an addition to their home and when it was rejected for setback issues, the applicants decided to request a PUD amendment. The building permit request was for a 15 -foot by 25 -foot addition, with a roughly 12 -foot wide cantilever that extended into the drainage and utility easement. The applicant has since revised the request. This application is for an addition that is 12.5 to 13 feet by 25 feet (or approximately 315 square feet). It would be constructed on the northwest side of the home, behind the garage. The addition would contain two levels, storage in the lower level connected to the basement and a family -room connected to the main living area of the home. The main -level of the addition would also contain a 10 -foot wide cantilever projecting an additional two feet toward the property line. The existing home is a story taller than the addition and the addition is narrower than the existing garage. PUD Amendment All PUD amendments must be considered based on the applicable factors listed in the Zoning Ordinance for PUD General Plans. The applicable standards are discussed as follows: Consistency with the Comprehensive Plan The requested PUD amendment to allow a residential addition would be consistent with the objectives of the Comprehensive Plan and the LA -1 guiding of the site. Purpose and Intent of the Seven Greens PUD The purpose of the Seven Greens PUD was to create a traditional neighborhood with design elements such as reduced front yard setbacks, public and private parks within a two- to three- minute walls from each home, sidewalks on both sides of narrower tree -lined streets, increased use of porches and architecturally interesting entries with de-emphasized garages. To provide a traditional neighborhood, the front yard setbacks were reduced to 15 feet, except where garage doors faced the street. The side -yard setbacks for the single-family homes were approved at ten feet for the home and six -feet for the garage to be consistent with the RSF 2, RSF-3, and RSF-4 districts. Yards were reduced in size as a trade-off for the greater amount of commons and private and public park areas. Consequently, lot sizes are smaller and many were approved with less than that required by the RSF-2 district (12,500) square feet. 2007050 Page 4 6. CONCLUSION: Unlike a variance application, the applicant is not obligated to show hardship. Instead the amendment should be reviewed based on its consistency with the intent of the Comprehensive Plan and the intent of the PUD. Staff notes that the applicant has reduced the request from what was originally submitted with the building permit. Staff finds that the reduction in the size of the additional also reduces the impact on the adjacent home, removes an encroachment into the drainage and utility easement and reduces the visibility of the addition from the street. Because the addition 1) has little visibility from a street, 2) is not adjacent to a commons area, 3) is narrower than the width of the existing garage, 4) does not impact the drainage and utility easement, and, 5) would not alter the emphasis of the garage, staff has concluded the request is consistent with the intent of the PUD. 7. RECOMMENDATION: Community Development Department staff recommends approval of the PUD amendment for Rhonda and William Garvis, subject to the findings and conditions listed in the attached ordinance and resolutions, as recommended by the Planning Commission. ATTACHMENTS: 1. Minutes from the June 20, 2007 Planning Commission Agenda 2. Applicant's Narrative 3. Correspondence Submitted by the Applicant 4. Seven Greens PUD General Plan Adopted in 2001 5. Location Map 6. Notification Area Map 7. Aerial Photo 8. Site Graphics 9. Resolution Amending the PUD General Plan 10. Ordinance Amending Section 21655.28 of the Zoning Ordinance 11. Resolution Approving Findings of Fact for Amending the Zoning Ordinance Draft Planning Commission Minutes June 20, 2007 Page 2 Commissioner Jaffoni ked how often the storage area would have 3 pieces of equipment to store and if it was largnough for storing 3 pieces of equipment at the same time. Planner Doty responded that N storage area is designed to hold all of the storage needed. He added that the applicant in ed staff that it is not normal to have all 3 pieces of equipment at the same time, but th it does happen occasionally. Commissioner Jaffoni asked how the tri would be secured in the trash area. Planner Doty said the trash enclosure woulN a block walled structure with gated doors on one end. Chair Holmes said with the new layout, the storage\ define es the back of the building versus in the past. Planner Doty said. hopefully the addition will helpfront as being on the south side. Chair Holmes introduced the applicant, Paul Holmes, Pope\ the Mr. Holmes thanked staff and had no further comments. Chair Holmes continued the public hearing. Chair .Holmes cloc hearing as there was no one present to speak on the item. Chair Holmes thanked the applicant for cooperating and resolving the landscaping and building materials issues. MOTION by Commissioner Weir, seconded by Commissioner Jaffoni, to approve t request by Pope Associates, Inc. for a planned unit development amendment for a building expansion that would connect two existing buildings located northwest of Niagara Lane and 25th Avenue. Roll Call Vote. 6 Ayes.. MOTION approved unanimously. B. RHONDA AND WILLIAM GARVIS (2007050) Chair Holmes introduced the request by Rhonda and William Garvis for a planned unit development amendment to allow construction of a home addition for property located at 15710 51St Avenue North. Senior Planner Darling gave an overview of the June 12, 2007 staff report. Chair Holmes asked if any portion of the addition is closer to adjacent structures Senior Planner Darling stated the cantilever would be one-half foot closer. Draft Planning Commission Minutes June 20, 2007 Page 3 Chair Holmes introduced the applicant Rhonda Garvis, 15710 51St Avenue North. Chair Holmes opened and closed the public hearing as there was no one present to speak on the item. MOTION by Commissioner Weir, seconded by Commissioner Neset, to approve the request by Rhonda and William Garvis for a planned unit development amendment to allow construction of a home addition for property located at 15710 51s' Avenue North. Roll Call Vote. 6 Ayes. MOTION approved unanimously. 7. NEW BUSINVSS A. LCS DEVELO INC. (2007044) Chair Holmes introduced t1krequest by LCS Development, Inc. for consideration of an environmental assessment vXrksheet for Trillium Woods, for property located at the southeast corner of the intersec ' n of County Road 47 and Juneau Lane. Senior Planner Darling gave an ovkview of the June 12, 2007 staff report. Commissioner Weir asked about June5V Lane being closed at the C.R. 47 intersection. Senior Planner Darling said the develoArwould include construction of Cheshire Lane and removing the intersection at Juneau Xane and C.R. 47. She said .the traffic from existing Juneau Lane would be rerouted to a \nor collector roadway on the south side of the development. Commissioner Jaffoni said she has questio s regarding wetlands, erosion and sedimentation, and asked if there would be a more tailed plan forthcoming. Senior Planner Darling said the developer will be sub itting grading and erosion control plans in more detail. She said that generally the entire p ill of a project would have a silt fence around it. Commissioner Jaffoni said the analysis of soil types on\ di perty indicated three categories with some highly erodable. Commissioner Jaffoniading 35 acres is a big concern and asked if consideration has been given to usingent type of silt fence, such as a J -hook fence that overlaps to prevent erosion. Senior Planner Darling said the City has required J -hooked silt fieNe on a couple of occasions. It is a silt fence that would have to be hand installed so y don't erode the soils you are trying to protect. She said the developer is not looking att t level of detail at this point. 10/06/2018 20:26 FAX May 11, 2007 Rhonda and Bill Garvis 15710 50 Avenue North Plymouth, MN 55446 Dear Rhonda and Bill: Enclosed please find the technical description of the proposed addition at your home as we have discussed. Please review and give me a call with any questions you may have. Thank you. We propose to build a 25'0" x 13'0"one story addition with a look -out basement at 15710 51 st Avenue North. The new addition will snatch the existing exterior and interior architectural details of the existing home and planned unit development. The new addition will be constructed from and will include the following: concrete footing, block and slab foundation; 2x6 perimeter wall framing with /2" wall sbeatbing; 9%' TJI floor joist with CDX floor sheathing; engineered roof trusses with i" roof sheathing; James Hardie siding with Tyvek housewrap; 'Timberline architectural asphalt roofing; insulation and vapor barrier sealed to category 1 specifications. Provide all electrical, plumbing and HVAC as needed to the 2006 IRC. Sincerely, Kevin Anderson Design and Estimating Manager Plumbline Builders, Inc. ph: 952/994-9736 fax: 952/933-8598 e-mail:k.anderson@plbonline.com web: www.plbonline.com 002 Dov -1050 fF, MAY 1 5 2007 ` Lfi fi COPAh6UP1iTIC-` ::.'-t.' .-PARTNIENT SEVEN Seven Greens Homeowners Association, Inc. 1360 Hamel Road Medina, MN 55430 Phone 763.478.0320 Fax 763.478.0321 May 8, 2007 City of Plymouth 3400 Plymouth Blvd. Plymouth, MN 55447 To Whom It May Concern: I have reviewed the sketches for the addition request for 15710 — 51St Avenue N. ova -1©50 Should the City of Plymouth grant a set back encroachment for such addition I will approve the request as architectural review for the Seven Greens Homeowners Association. Curt Swanson President of Seven Greens Homeowners Association MAY ! 5 -.. 2007 To Whom it May Concern, We have had an opportunity to review the proposed addition and plans for the residence at 15710 5? Ave. N. Plymouth, 55446. We are fully aware of the various setbacks of the development and have no objection to moving those setbacks to accommodate the new addition. We feel that there will be no detraction or hardship to our neighborhood with itis build. Peter and Kelly Hyman David and Heidi Zip 'n C L MAY 1 5 2007 1L` COMMUPl171' c:rc` Oi'i,i-11 uc?RTMEP T CITY OF PLYMOUTH RESOLUTION 2001 - 256 APPROVING A PUD GENERAL PLAN FOR SWAN DEVELOPMENT LLC * FOR PROPERTY LOCATED IN THE NORTHEAST QUADRANT OF SCHMIDT LAKE ROAD AND VICKSBURG LANE (200103 1) WHEREAS, Swan Development LLC has requested approval of a PUD general plan for property legally described as follows; That part of the West half of the Northwest quarter of Section 9, Township 118, North Range 22, West of the 5 1 Principal Meridian,- Hennepin County, Minnesota, described as beginning at the Southwest corner of said Northwest quarter of Section 9, Township 11.8, Range 22; thence North along the West line thereof a distance of 446.17 feet; thence at right angles East to the West line of the East 462 feet of said West half of the Northwest quarter of Section 9, Township 118, Range 22; thence Southerly along the West line of said East 462 feet to the South line of said West half of the Northwest quarter; thence West along the South Line of said West half of the Northwest quarter to the point of beginning, according to the United States .Government Survey, thereof, and situate in Hennepin County, Minnesota. That part of the West half of the Northwest quarter of Section 9, Township 118, North Range 22, West of the 5th Principal Meridian, Hennepin County, Minesota, described as beginning at point on the West line of said Northwest quarter distant 1071.6 feet North of the Southwest corner thereof, thence continuing Northerly along said West line of the Northwest quarter to the Southerly line of the right of way of the Minneapolis, St. Paul and Sault Ste. Marie Railroad; thence Easterly along the Southerly line of said Railroad right of way to the West line of the East 28 rodsof said West half of the Northwest quarter of Section 9, Township 118, Range 22; thence Southerly along said West line of the East 28 rods of said West half of the Northwest quarter of Section 9, Towhship 118, Range 22; to its intersection with a line drawn Easterly at right angles to the West line of said Northwest quarter from the point of beginning; thence Westerly along said right angle line to the point of beginning except that part thereof lying North of the South 550 Resolution No. 2001-256 File No. 2001031 Page 2 of 5 feet thereof according to .the . United States Government Survey thereof and situate in Hennepin County, Minnesota. That part of the West half of the Northwest quarter of Section 9, Township 118 North, Range 22, West of the 5ch Principal Meridian, described as follows: Beginning at a point on the West line of said Northwest quarter distant 1071.6 feet North of the Southwest corner thereof-, thence Easterly at right angles from said West line of the Northwest quarter to the West line of the East 28 rods of said West half of the Northwest quarter; thence Southerly along the -West line of said East 28 rods a distance of 625.43 feet; thence Westerly in a straight line of a point on the West line of said Northwest quarter distant 625.43 feet South of the above described point of beginning; thence North along said West line of Northwest quarter to the point of beginning. That part of the West half of the Northwest quarter of Section 9, Township 118, North Range 22, West of the 5 I Principal Meridian, Hennepin County, Minnesota described as beginning at a point on the West line of said Northwest quarter distant 1071.6 feet North of the Southwest corner thereof, thence continuing Northerly along said West line of the Northwest quarter to ;the Southerly line of the right of way of the Minneapolis, St. Paul and Sault Ste. Marie Railroad; thence Easterly along the Southerly line of said Railroad right of way to the West line of the East 28 rods of said West half of the Northwest quarter of Section 9,'Township 118, Range 22; thence Southerly along said West line of the East 28 rods of the West half of the Northwest quarter of Section 9, Township 118, Range 22 to its intersection with a line drawn easterly at right angles to the West line of said Northwest quarter from the point of beginning; thence Westerly along said right angle line to the point of beginning. Except the South 550 feet thereof. and That part of the East 462 feet of the West half of the Northwest Quarter of Section 9, Township 118, Range 22 which lies South of the railroad right-of-way, according to the government survey thereof and lying Northerly of the following described line: Commencing at the Southwest corner of said Northwest Quarter; thence North, assumed bearing, along the West line of said Northwest Quarter a distance of 1071.9 feet to the point of beginning of the line to be described; thence East to the East line of said West half of the Northwest Quarter and said line there terminating. The South 1071.6 feet of the East 462 feet (28 rods) of the West half of the Northwest quarter of Section 9, Township 118, North Range 22, West of the 5' Principal Meridian, Hennepin County, Minnesota. WHEREAS, the Planning Commission has reviewed said request at a duly called Public Hearing and recommends approval. Resolution No. 2001-256 File No. 2001031 Page 3 of 5 NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that it should and hereby does approve the request by Swan Development LLC .for a PUD general plan, subject to the following conditions: 1. The planned unit development (PUD) general plan for 120 single and two-family homes is approved, according to the plans received by the City on May 22, 2001, May 23, 2001, June 20, 2001 and June 21, 2001, except as amended by this resolution. 2. Approval of the PUD general plan is contingent upon City Council approval of the requested rezoning, preliminary plat and wetland mitigation plan. 3. The PUD general plan is approved based on the finding that the proposed project is consistent with the City's Comprehensive Plan. 4. Development standards for the PUD shall be as indicated on the plans dated May 22, 2001, May 23, 2001, June 20, 2001 and June 21, 2001, except as amended by this resolution.. 5. The following structural setbacks shall apply: a. 50 -foot setback from Schmidt Lake Road and Vicksburg Lane b. 50 -foot setback from the Canadian Pacific railroad right of way c. 25 -foot rear yard setback d. 15 -foot front yard setback. e. 25 -foot front yard setback for front -loaded garages; 15 -foot front yard setback for side - loaded garages f. 64 -foot side yard setback between garages for single and two-family homes g. 10 -foot side yard setback between single family homes h. 64 -foot side yard setback between two-family homes 6. The applicant shall dedicate Outlots C and J in lieu of cash dedication for parks. 7. The applicant shall provide the City with copies documents for all homeowners association HOA). 8. The HOA shall be responsible for maintenance. of sidewalks, boulevard plantings and greens within this development, with the exception of Southwood Green and Forest Preserve Green. The HOA documents shall include language to address maintenance of sidewalks, boulevard plantings and association outlots. 9. Accessory apartments are not approved as part of the PUD general plan. 10. The applicant shall submit a street lighting plan for review and approval by City staff. 11. All lighting must comply with Section 21105.06 of the Zoning Ordinance. Resolution No. 2001-256 File No. 2001031 Page 4 of 5 12. Parking shall be permitted on both sides of 28 -foot. wide streets. Parking shall be permitted on one side of 24 -foot wide streets. 13. Prior to the issuance of ate} building permits for homes around the greens with one-way traffic, the City shall conduct field testing to determine if any spaces need to be signed for no parking on the inside radius of cagh those greens. 14. Prior to the issuance of building permits, revise the landscape plan for the boulevard around Swans Meadow Green to show understory trees and shrubs consistent with the Swans Meadow Green plan dated May 23, 2001. 15.: Prior to the issuance of building permits, wetland buffer monuments shall be located adjacent to all wetlands in accordance with Section 21670.07 of the Plymouth Zoning Ordinance. 16. No building permits shall be issued until the final plat is filed and recorded with Hennepin County. 17. No building permits shall be issued until the PUD final plan is approved by City staff.. 18..Prior to the submission of the final PUD plan, the applicant shall revise the plans to, show two less than 32 -square foot identification signs attached to the picket fencing and perpendicular to Schmidt Lake Road and Vicksburg Lane at these project entrances. The applicant shall delete the sign at the corner of Schmidt Lake Road and Vicksburg Lane.' 19. The applicant shall disclose to the purchasers of Block 1, Lots 7 through 14, that the rear yard grades will be ,subject to change in conjunction with the improvement to the railroad crossing. 20. Standard Conditions: a. Compliance with the City Engineer's Memorandum. b. Removal of all hazardous trees from the property at the owner's expense. c. Submittal of required utility and drainage easements as approved by the City Engineer prior to filing the final plat. d.. Compliance with Policy Resolution 79-80 regarding minimum floor elevations for new structures on sites adjacent to, or containing any open storm water drainage facility. e. Prior to the issuance of building permitssubmission of the required Financial Guarantee and Site Performance Agreement for completion of site improvements. f. Compliance with the Ordinance regarding the location of fire hydrants, fire lanes, and fire lane signage. g. An 8 1/2 x 11 inch "As Built" Fire Protection Plan shall be submitted prior to the release or reduction of any site improvement bonds per City Policy. Resolution No. 2001-256 File No. 2001031 Page 5 of 5 h. Any subsequent phases or expansions are subject to required reviews and approvals per Ordinance provisions. i. The permit is subject to all applicable codes, regulations and ordinances, and violation thereof shall be grounds for revocation. Adopted by the City Council on June 26, 2001. STATE OF MINNESOTA) COUNTY OF HENNEPIN) SS. The undersigned, being the duly qualified and appointed City Clerk of the City of Plymouth, Minnesota, certifies that I.compared the foregoing resolution adopted at a meeting of the Plymouth City Council on June 26, 2001 with the original thereof on file in my office, and the same is a correct transcription thereof. WITNESS my hand officially as such City Clerk and the Corporate seal of the City this day of Q:j lG ir2 2b i City Clerk l7 Q q0 D .. . .. U) .... . . . . . . . . Y .... . . . . . . . . . 0 . . . . . . . . . STA . . VE 5'` ......... 50TH :A : . ..... .. .. .. . LA=1.. E RD Schmidt Lake Rd. Location.Map- 2007050 Rhonda & William Garvis Garvis Addition 15710 51st Avenue North Request for a PUD Amendment LAR Legend C, Comercial CC, City Center CO, Commercial Office IP, Planned Industrial LA -1, Living Areal LA -2, Living Area 2 0 LA -3, Living Area E r;bcity LA -4, Living Area 4 Of LAR, Living Area Rural Plymouth, Minnesota P -I, Public/Semi-Public/Institutional 500 250 0 500 1,000 1,500 Feet Hennepin County Variance Mat? - Page 1 of 1 Notification Area Map 06-10 5D. Hennepin County Taxpayer Services: Variance Labels This is not a legally recorded map. It represents a compilation of information and data from City, County and State authorities. . r Q CF Z 08-118 22x14 ' ( 1 50TH Pt N s (23 09 118 22-23$ (30) ) a , fat - 1'ai) 09 r, k(102)ft 75)7 YA l 38)(... 44).x 50THAVE N SCHMIDTLAKERD U _ _ . j 08=118 22 41j (— 118-22-31_ 8 h 1 09=11'8=22=32'—' 9 37D 1 I -rDate Printed: 5/24/2007 8:22:55 AM 4 x(69) SIST AVE N arce 11 0111141 n. Parcel ID: 09-118-22-23-0015 Owner Name: W J GARVIS & R B GARVIS r- Parcel Address: 1571051ST AVE N PLYMOUTH MN, 55446 1' A i i. i Buffer Size: 750 ft. dr 4 MAY 2 4 2007 http://bugle/MailingLabels/popMap. aspx?LayerID=94&Obj ectID=200494&Buffer=75 0&... 5/24/2007 Aerial Photograph- 2007050 city of Plymouth, Minnesota 375 187.5 0 375 750 1,125 1,500 Feet N 62) S E SET BY DEVELOPERS SURVEYOR SWANSON HOMES 1{UlNU111171t1Ullll Illl111111{Ul UlIII IlUlf11111111111 l111U1111 5-0911822230015 O Denotes Proposed E 4 . Denotes Surface Drc Property Located In Port Sec. . Twp. . R. _ NOTE: Survey substantially logs lol,g agrees with the development plan of Roger A. Anderson r —859085.9 0and. Assoc. I p of RA1NASanitarysewerserviceinvert 0Enotavailablefromcity. racords. ! C jj77 0) AS EN 7- j 16 2_ 30` IVo , s7 1 8.5.`\ of • 3 7, Zog 00 (9 0„ 4 _ PROP 0Stfl J N RESIDENCE : I N to O d- ICo 7. r a ,5 20,' . o o.' 22_0„ / y r a f 8 To8 s b fo re- - lazz-4 L a` I RI VE N v U-) 1105 T• L P 2f I o N cONO' CU 5- ST a8AVE.9 P v dl'r EC APPROVEUt,, 131 -Orr IDH 3072.3w Elliptical window above i Ex, Deck j: 12_6 c ISD 2668XR Family Room Ft.-- C.rp.r, M.pl. War C.el.g-smomhdgw.11 I I Maple mffltline Halghn•Ard, II r III , e 3-0. x 7-0 IIIo _ Component areal durs,..k c x cnthedraitrusses I I g WOn Center , II .-- Ex. Family Roomz co K•v II I Mn)esticnaY6°xgy" II O I Vermot Castings x ? TG Joists II DVT385s t6' O n Center, 3-0 X 7-0 III III I In6'-7X" II I I III. G% 1-40 co „ S Ex. Powder Room Ex. Mud Room F r_0rr a a r To prop. line Bath Hall FI—,•U.Bd.h.d Flom-C.r.mictn. C.Iling•T.p.d A—.k C.Iling-K.o-ld...n Helght•g6'.ff He1ght•96".ff Ex. Garage Notes Existing fireplace venting to run up existing cavity and Into the new apace rreated by the saddler Vent through roof as faraway from the upper Indows..possible. • Ceramic the base in the hall, Match cheexi.t ng Is room tile. Rough In both only, no It I.hc.r All windows are Integrity by Marvin. a) Fypon nchl8x3o nichcsatgable I end. 9d07660 Finishes Ceiling- As noted Floors• As pored Walls• Drywall, pint by conn. Doors- Maple, six panel Casing- Cherry, Prince— Ease, Cherry, Princeton Cabinet,- Cherry nlaed pan.] Countertops- By owner Unspe.]fled Header Sims Openings > 6'o" - (s) axle spf Opening. t 6V' • (a) s-3," x q•Y," 1-1. Ceiling Heights Bath and Launndry•96"aff Porch •'Arched vault Existing house built- tgxx - R W.I O .Inlne W mw.d W..1111 New w.lh 1.t MAY 2 3 2007 CG°:i 3iY0CV.]nnie:3rt 17i:i,,9TT4%: Plumbline Builders, Inc. 0 7 Ninth Ave.11 t Hopkins, MN Sn93 95-) 933.8493 Addition a carryla Repidenre Rev, I n a. ts7m Snst Ave N Plymouth, MN Page 1 t. 0 W Tar..m.•.r. a„bp,a, .r rW.nth. pr.p.ydPl.uhYv 9Wgno lno Th•rr dn.l.., m,y rt,. b and a r.pr.dund rt, any m,m,r vlrMn rb.wnm of Mumar.. e.rW., Inv 8I,'. — To prop. line 3j'-pn F 7 KK \ 5 T01joins , 1 r z6" On Center Unfinished Floo.-4°co c.hb c.umg • unnwh.a 1 Height -Appy qi I uz'-6,. 4 Notes Stepped wall locations and heights to 6e determined on site. New rough opening location to the existing basement to be determined by homeowner. New block offett at corner to allow for flush w oil at main level of the addition, Keyless flxturea. Z•channel on all exposed concrete block walls, R -to rigid insulation at the - exterior concrete 61bck walls. Provide blocking to foundation at fireplace header, t::2067 050 1 -"W'. MAY 2 3 2007 UU, Llin-il,'1 '' t.ill tlr ihxpfiRTim Plumbline Builders, Inc. o 7 Ninth Ave. N tt Hopkins, MN 55343 i95g1 933-8493 Addition G.M. Resides t57to pat Ave Ne - Rev, I am p, Plymouth, MN Page 2 a a,d„ehh, pm,.,nJplvo64mawY.,,,lns rh.,, k duwl„vv,.r mhbm,dm, p,udv,.dln xu, w IIMm hb,m„m of qunW,u sulld,.,,'nc Ho rdlpMIreT3 Hotdip MireTl Roof ven[s Saddle Existing home —tz' 04 Existing home h4AY 2 3 2007 6 J Existing home CV7G50 Existing home Plumbline Builders, Inc. o 7 Ninth Ave. N n Hopkins, MN 55343 95s) 933"8493 Addition C—!. Reshlenee Rev, 15p. fnl Ave N n plyttmudt, MN Page 3 0 p T6.. d...1np. a.. d. 6. - ..m d..nim p.op.ny d Pl—h. e81W." 1. T1.... M ---Z aulW.s,IM. ted„ ls3 CITY OF PLYMOUTH RESOLUTION 2007 - REVISING CONDITION NO. 5 OF RESOLUTION 2001-256 AND APPROVING A PUD AMENDMENT FOR RHONDA AND WILLIAM GARVIS TO ALLOW THE CONSTRUCTION OF AN ADDITION EIGHT FEET FROM THE SIDE PROPERTY LINE FOR PROPERTY LOCATED AT 15710 51sT AVENUE NORTH (2007050) WHEREAS, Rhonda and William Garvis have requested approval of a PUD amendment to allow an addition to their home to be constructed eight feet from the side property line where the Seven Greens PUD requires ten feet for property legally described as follows: Lot 5, Block 3, Seven Greens, Hennepin County, Minnesota WHEREAS, on June 26, 2001, the Plymouth City Council approved a PUD General Plan for Seven Greens which included 20 conditions; and, WHEREAS, Condition No. 5 of Resolution 2001-256 currently states "The following structural setbacks shall apply: g. 10 -foot side -yard setback between single-family homes" And, WHEREAS, the Planning Commission has reviewed said request at a duly called public hearing and recommends approval. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that it should and hereby does approve the request by Rhonda and William Garvis to allow construction of an addition eight feet from the property line where the Seven Greens PUD requires 10 feet, subject to the following conditions: 1. A PUD amendment is granted to allow an addition to be constructed 8 feet from the side property line, in accordance with the application and plans received by the City on May 15, 23 and 24, 2007, except as may be amended by this resolution. 2. Building permits are required prior to the commencement of any construction. Resolution 2007- 2007050) Page 2 3. Prior to the footings inspection, the applicant shall expose the two property irons on the west side of the property and stake and string the property line to confirm the addition is no closer than eight feet to the west property line. ADOPTED by the City Council on July 10, 2007. STATE OF MINNESOTA) COUNTY OF HENNEPIN) SS. The undersigned, being the duly qualified and appointed City Clerk of the City of Plymouth, Minnesota, certifies that I compared the foregoing resolution adopted at a meeting of the Plymouth City Council on July 10, 2007 with the original thereof on file in my office, and the same is a correct transcription thereof. WITNESS my hand officially as such City Clerk and the Corporate seal of the City this day of City Clerk CITY OF PLYMOUTH ORDINANCE NO. 2007 - AN ORDINANCE AMENDING CHAPTER 21 OF THE CITY CODE TO AMEND SECTION 21655.28 FOR THE SEVEN GREENS PUD (2007050) THE CITY OF PLYMOUTH ORDAINS: Section 1. Amendment of City Code. Plymouth, Minnesota, adopted December 18, Section 21655.28 as follows: 21655.28 SEVEN GREENS PUD Chapter 21 of the City Code of the City of 1996, as amended, is hereby amended to alter Subd. 1. Legal Description. The PUD is legally described as referenced in Resolution 2001-256, on file in the Office of Zoning Administrator under File 2001031. Subd. 2: Incorporated herein by reference are the Seven Greens PUD plans received by the City on May 22, 2001, May 23, 2001, June 20, 2001 and June 21, 2001, except as amended by City Council Resolution 2001-256, on file in the Office of the Zoning Administrator under File 2001031., aPAas amended with the application received by the City on August 25, 2005 under File 2005107 and as amended for Lot 5, Block 3 Seven Greens with the plans received by the City on May 15, 23 and 24, 2007 under File 2007050. Subd. 3. Allowable Uses. The uses allowed in the PUD are single and two-family homes, consistent with the City's Comprehensive Plan, along with the following accessory uses: a) Keeping of animals subject to Section 21170 of the Chapter. Ordinance No. 2007- 2007050) Page 2 b) Home occupations and home offices as regulated by Section 21145 of this Chapter. c) Radio and television receiving antennas including single satellite dish TVROs one 1) meter or less in diameter, short-wave radio dispatching antennas, or those necessary for the operation of household electronic equipment including radio receivers, federal licensed amateur radio stations and television receivers, as fegulated by Section 21175 of this Chapter. d) Garages in excess of 1,000 square feet, as long as the area over 1,000 square feet is provided in a lower level of a single-family home through the use of pre- stressed concrete construction (or similar). Overhead garage doors shall not be visible from the front yard of the home and shall be a maximum of 9 feet in width. No driveway is permitted to the lower level garage. Garages in excess of 1,000 square feet on corner lots shall not have visibility from the yard containing the formal front entry into the home. Subd.4: Development Standards indicated on the approved PUD General Plan. Amended by Ord. No. 2001-20, 06/26/01) Minimum development standards shall be as Section 2. Effective Date. This amendment shall take effect upon its passage and publication. ADOPTED by the City Council this 1 Ota, day of July, 2007. Judy A. Johnson, Mayor ATTEST: Sandra R. Paulson, City Clerk CITY OF PLYMOUTH RESOLUTION 2007 - APPROVING FINDINGS OF FACT FOR AMENDING THE ZONING ORDINANCE TEXT FOR THE SEVEN GREENS PUD (2007050) WHEREAS, Rhonda and William Garvis. has requested a PUD (Planned Unit Development) amendment for property legally described as: Lot 5, Block 3 Seven Greens, Hennepin County, Minnesota. WHEREAS, the Plymouth Zoning Ordinance requires a text amendment for a PUD Amendment; and WHEREAS, the Planning Commission has reviewed said request at a duly called public hearing and recommends approval; and WHEREAS, the City Council has adopted an ordinance amending the Zoning Ordinance text for the affected parcel. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA, that it should and hereby does support and approve the request by Rhonda and William Garvis for a PUD amendment and related Zoning Ordinance text amendment, based on the following findings: 1. The amendment is consistent with the Comprehensive Plan and other City policies and plans. 2. The amendment is consistent with the spirit and intent of the Seven Greens PUD. ADOPTED by the City Council on July 10, 2007. Resolution 2007- 2007050) Page 2 STATE OF MINNESOTA) COUNTY OF HENNEPIN) SS. The undersigned, being the duly qualified and appointed City Clerk of the City of Plymouth, Minnesota, certifies that I compared the foregoing resolution adopted at a meeting of the Plymouth City Council on July 10, 2007, with the original thereof on file in my office, and the same is a correct transcription thereof. WITNESS my hand officially as such City Clerk and the Corporate seal of the City this day of City Clerk M0 CITY OF PLYMOUTH 3 CITY COUNCIL AGENDA 12EP0RT r. DATE: June 29, 2007 for the City Council Meeting of July 10, 2007 TO: Laurie Ahrens, City Manager through Doran Cote, P.E., Director of Public Works FROM: Daniel K. Campbell, Sr. Engineering Technician SUBJECT: APPROVE PAYMENT NO. 4 AND FINAL 47TH AVENUE WEST OF UNDERWOOD LANE STREET AND UTILITIES IMPROVEMENT PROJECT CITY PROJECT NO. 4141 ACTION REQUESTED: Make a motion to adopt the attached resolution approving Payment No. 4 and Final for the above project. BACKGROUND: Attached is Payment No. 4 and Final for the 47th Avenue west of Underwood Lane Street and Utilities Improvement Project, City Project No. 4141. This project has been completed and certified by SRF Consulting Group, Inc. as meeting project specifications. This project was petitioned for by SVK Development and Johnson & Johnson Land Development for improvements to the properties abutting 47th Avenue west of Underwood Lane. The two developers waived their right to a public hearing and agreed to pay for the total cost of the project. The original contract amount for this project was $191,083. Two change orders were approved. One for an extension of time to complete the project and the other to increase the contract amount by $8,908.50 because of cost increases due to delays incurred by the property owners. The final value of the work is 199,991.50. Liquidated damages were assessed under this contract because the contractor did not complete the project by the amended completion date. The final value of the work completed less liquidated damages is $164,335.25. RECOMMENDATIONS AND CONCLUSIONS: I recommend that the City Council accept the project and adopt the attached resolution approving Payment No. 4 and Final for the 47th Avenue west of Underwood Lane Street and Utility Improvements, City Project No. 4141, with final payment in the amount of $4,449.02. attachments: Letter Map Payment No. 4 and Final Resolution 0AEngineering\PR0JECTS\2000 - 2009\4141\Memos\CC_Pay4Final_4141.doc 01CONSULTING GROUP,, INC. Transportation • Civil • Structural ® Environmental • Planning s Traffic e Landscape Architecture • Parking ® Right of Way June 19, 2007 Mr. Dan Campbell Senior Engineering Technician CITY OF PLYMOUTH 3400 Plymouth Boulevard Plymouth, MN 553447-1482 Dear Mr. Campbell: SUBJECT: 47TH AVENUE WEST OF UNDERWOOD LANE CITY PROJECT NO. 4141 . SRF No. 0055397 1090 Enclosed please find four (4) copies of Request for Payment No. 4 (Final) to R.P. Utilities, one copy of the item record account and two payroll withholding forms IC -134 for the referenced project. As -built plans (mylar) were previously submitted and approved by the City. Per our discussion, it is our understanding that the City has previously spoken with R.P. Utilities and has agreed to waive submission of lien waivers and the Affidavit concerning final payment of all materials, labor and equipment. We hereby certify that we have observed construction of the referenced project, that all work has been completed in accordance with the approved plans, that the project is in compliance with the specifications and special provisions, and that inspection has been performed to assure the quality of materials and workmanship. Please contact us if you have any questions.. Sincerely, SRF CONS ' ING GROUP, INC. Nathen A. Will, P.E. Senior Associate Enclosures NAW/tlt cc: Rob Pitzl, R.P. Utilities One Carlson Parkway North, Suite 150 Minneapolis, Minnesota 55447-4443, Tel: 763-475-0010 • Fax: 763-475-2429 2007 SRF: Vo131H: I Projectsl53971HI-MUIDOCILetterDCampbel[061907.doc srfconsuIting.com An Equal Opportunity Employer Case Plaza, One North Second Street Fargo, North Dakota 58102-4807 Tel: 701-237-0010 • Fax: 701-237-0017 C I T' OF PLYMOTUTH HENNEPIN COUNTY, MINNESOTA FINAL GRADING, AGGREGATE BASE, BITUMINOUS BASE, BITUMINOUS SURFACE, STORM AN[ 14ITARY SEWER, WATER MAIN, CONCRETE CURB AND GUTTER, AND CONCRETE WALK 47TH AVENUE WEST OF HJT° D ERWOOD LANE CITY PROJECT NO. 4141 PLAN AND/OR SPECIFICATION WAS PREPARED SPECIFICALLY FOR THIS PROJECT, AND ANY 1SE OF DETAILS OR SPECIFICATIONS ON OTHER PROJECTS IS NOT INTENDED OR AUTHORIZED EHEDESIGNER. LIABILITY FOR ANY RUSE ON OTHER PROJECTS IS THE RESPONSIBIL LTY OF PERSON, AGENCY, OR CORPORATION USING PLAN OR SPECIFICATION DATA FROM THIS PROJECT. SCALES PLAN 50' VERT. 10' PROFILE , HOR. 100; INDEX MAP 2000' CONSULTING GROUP, INC DATE: May 23, 2007 REQUEST FOR PAYMENT OWNER: City of Plymouth, 3400 Plymouth Boulevard Plymouth, MN 55447-1482 FOR PERIOD: From: November 15, 2006 To: February 16, 2007 PROJECT: 47"' Avenue West of Underwood Lane SPECIFIED CONTRACT COMPLETION DATE: October 1, 2006 CITY PROJECT NO. 4141 CONTRACTOR: R.P. Utilities, Inc., P.O. Box 829, Annandale, MN 55302 _ REQUEST FOR PAYMENT NO.4 (Final) SUMMARY: 1. Original Contract Amount 2. Contract Revisions 3. Revised Contract Amount 4. Value Completed -to -Date 5. Material on Hand 6. Amount Earned 7. Less Retainage 0% 8. Subtotal 9. Less Amount Paid Previously 10. Liquidated Damages 11. AMOUNT DUE THIS REQUEST FOR PAYMENT NO.4 (Final) 191,083.00 8,908.50 199,991.50 169,335.25 0.00 169,335.25 0.00 169,335.25 159,886.23 5,000.00) 4,449.02 RECOMMENDED FOR APPROVAL BY: SRF CONSUL G GROUP. -I C BY: APPROVED BY OWNER: CONTRACTOR: CITY OF PLYMOUTH R.P. Utilities, Inc. BY: BY: BY: DATE: SRF. Vo(3VAProjectA53971HWLADOC1FinalReyveslNo.4axdStatententofWorkPerfonned052307.doc Statement of Work Performed Summary CONSULnNG GROUP, INC SRF Project No 5397 Project Name: 47`h Avenue West of Underwood Lane Client: City of Plymouth Period Ending: Friday, February 16, 2007 Estimate No. 4 (Final) Total Value of Contract $199,991.50 Total of Contract Items to Date $169,335.25 Value of Materials on Hand $ 0.00 Total of Items to Date + Materials on Hand $169,335.25 Less 0.00% Retained $ 0.00 Liquidated Damages $ 5,000.00 Total Payments — All Previous Reports $159,886.23 Total Payment to Contractor this Report $ 4,449.02 Page 1 of 1 CITY OF PLYMOUTH RESOLUTION NO. 2007 - REQUEST FOR PAYMENT NO. 4 AND FINAL 47Th AVENUE WEST OF UNDER.WOOD LANE IMPROVEMENTS PROJECT CITY PROJECT NO. 4141 WHEREAS, the City of Plymouth as owner and R.P. Utilities, Inc., as contractor, have entered into an agreement for 47th Avenue west of Underwood Lane Improvements Project, City Project No. 4141, said agreement being dated August 9, 2005; and WHEREAS, the Engineer has certified his acceptance of the work and his approval of the final request for payment; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA: 1. That the original contract amount was $191,083.00. Two change orders were approved in the amount of $8,908.50 and the adjusted contract amount is $199,991.50. The total amount earned including liquidated damages is $164,335.25 and is herewith approved. This project is less than the revised contract amount by $35,656.25. 2. That the work performed by the contractor for 47th Avenue west of Underwood Lane Improvements Project and certified to the Council by the Engineer as acceptable, being the same, is hereby released from the contract except as to the conditions of the performance bond, any and all legal rights of the owner, required guarantees and correction of faulty work after final payment. 3. Request for Payment No. 4 and Final in the amount of $4,449.02 to R.P. Utilities, Inc. for 47th Avenue west of Underwood Lane Improvements Project is hereby approved and the Director of Administrative Services is hereby authorized and directed to pay the same forthwith. Adopted by the City Council on July 10, 2007. 0:\Engineering\PROJECTS\2000 - 2009\4141\Resol\Pmt_4_Final_4141_Res.doc da plumber: DATE: June 29, 2007 for Council Meeting of July 10, 2007 TO: Laurie Ahrens, City Manager, through Doran Cote, P.E., Director of Public Works FROM: Ross Beckwith, P.E., Assistant City Engineer SUBJECT: APPROVE FINAL RELEASE OF FINANCIAL GUARANTEES ACTION REQUESTED: We have received a request from developers to release their financial guarantees to reflect completed work in their developments. The City has made inspections of the work and I recommend that the attached resolutions be adopted. The developments are: 1. Cascades (2002058) 2. Jordans Ridge (2002004) 3. Pike Lake Woods 3'd Addition (98170) attachment: Resolutions 0:\Engineering\GENERAL\MIS C\Ross\FG-Memos\? 007\FG_071007 F.doc 010 RESOLUTION NO. 2007 - FINAL RELEASE OF FINANCIAL GUARANTEES CASCADES (2002058) WHEREAS, in accordance with the development contract dated November 6, 2002, Lundgren Bros. Construction, Inc., developer of Cascades (2002058), has installed certain improvernents for said development; and WHEREAS, the developer has completed the street, utility and site grading as noted below; and WHEREAS, the developer has requested a release of the required financial guarantee to reflect the completed work; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA; that the financial guarantee requirements be released as follows: ORIGINAL CURRENT NEW ITEM AMOUNT AMOUNT AMOUNT Street Construction 172,429 0- 0- Sanitary Sewer 100,741 0- 0- Watermain 132,335 0- 0- Storm Sewer 119,068 0- 0- Boulevard and Drainage Swale Sod 10,800 0- 0- Rain Garden Construction 6,000 6,000 0- NURP Pond Construction 6,200 2,000 0- Street Signs (5 x 200) 1,000 0- 0- Park and Trail Improvements 35,775 0- 0- Site Grading and Drainage Improvements 107,908 0- 0- Setting Iron Monuments 4,180 0- 0- Design, Administration, Inspection, As-Builts 83,872 960 0- TOTAL 782,808 8,960 0- That the required financial guarantee for the above items be reduced as detailed above from $8,960 to $0 (zero) to reflect the completed work. Letter of Credit No. FGAC- 03062 may be released accordingly. O:\Engineering\DE V LMNTS\2002\2002058\Raol\FGAC2002058Final.doc RESOLUTION NO. 2007 - CASCADES (2002058) Page Two FURTHER BE IT RESOLVED that the financial guarantee requirements for the following items per Section 8.1 of the approved development contract be reduced as follows: ITEM Maintenance of Erosion and Sediment Control Plan, Street Sweeping, and Stonn Sewer Cleaning (see Grading Permit for Financial Guarantee Requirements) Cash: Financial Guarantee Letter of Credit No. FGAC-02202 Adopted by the City Council on July 10, 2007. ORIGINAL CURRENT NEW AMOUNT AMOUNT AMOUNT 1,000 $ 1,000 $ -0- 18,500 $ -0- $ -0- O:\Engineering\DEV LMNCS\2002\2002058\Resol\FGAC2002058Final.doc RESOLUTION NO. 2007 - FINAL RELEASE OF FINANCIAL GUARANTEE PIKEE LADE WOODS 3RD ADDITION (98170) WHEREAS, in accordance with the development contract dated November 5, 1998, Pike Lake Woods 2nd Addition, Inc., developer of Pike Lake Woods 3`d Addition (98170), has installed certain improvements for said development; and WHEREAS, the developer has_ completed the street, utility and site grading as noted below; and WHEREAS, the developer has requested a release of the required financial guarantee to reflect the completed work; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA; that the financial guarantee requirements are reduced as follows: That the required financial guarantee for the above items be reduced as detailed above from $14,784 to $0 (zero) to reflect the completed work. Letter of Credit No. 712981506-E maybe released accordingly. Adopted by the City Council on July 10, 2007. O:\Enginccring\DE V LMNTS\1998\98170\Resol\FG_98170Final.doc ORIGINAL CURRENT. NEW ITEM . AMOUNT AMOUNT AMOUNT Street Construction 181,137 0- 0- Sanitary Sewer 85,905 0- 0- Watermain 63,094 0- 0- Storm Sewer 58,623 0- 0- Boulevard and Drainage Swale Sod 6,000 2,800 0- Mitigation Pond Construction 0- 0- 0- NURP Pond Construction 59,077 1,000 0- Street Signs (2 x 200) 400 400 0- Site Grading and Drainage Improvements 236,304 9,000 0- Park and Trail Improvements 0- 0- 0- Setting Iron Monuments 1,600 0- 0- Design, Administration, Inspection, As-Builts 83,057 1,584 0- TOTAL 775,197 14,784 0- That the required financial guarantee for the above items be reduced as detailed above from $14,784 to $0 (zero) to reflect the completed work. Letter of Credit No. 712981506-E maybe released accordingly. Adopted by the City Council on July 10, 2007. O:\Enginccring\DE V LMNTS\1998\98170\Resol\FG_98170Final.doc RESOLUTION NO. 2004 - ACCEPTANCE OF STREETS AND UTILITIES FOR CONTINUAL MAINTENANCE JORDANS RIDGE (2002004) WHEREAS, in accordance with the development contract dated May 29, 2002, Tom Car, LLC, developer of Jordans Ridge (2002004), has agreed to install certain improvements for said development; and WHEREAS, the developer has completed a portion of the street, utility and site grading as noted below; and WHEREAS, the developer has requested a reduction of the required financial guarantee to reflect the completed work; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA; that the financial guarantee requirements are reduced as follows: ITEM Street Construction Sanitary Sewer Watermain Storm Sewer Boulevard and Drainage Swale Sod NURP Pond Construction Remove Existing Building Rain Garden Street Signs (0 x 200) Park and Trail Improvements Site Grading and Drainage Improvements Setting Iron Monuments Design, Administration, Inspection, As-Builts ORIGINAL CURRENT NEW AMOUNT AMOUNT AMOUNT 17,755 0- 0- 4,873 0- 0- 8,608 0- 0- 6,012 0- 0- 600 600 0- 0- 0- 0- 1,500 0- 0- 1,500 1,500 0- 0- 0- 0- 0- 0- 0- 14,156 2,831 0- 0- 0- 0- 6,600 592 0- TOTAL $ 61,604 $ 5,523 $ -0- That the required financial guarantee for the above items be reduced as detailed above from $5,523 to $0 (zero) to reflect the completed work. Bond No. SM 6814 may be released accordingly. O:\Engineering\DE V LMNTSL002\2002004\Resol\FG2002004 Final. doc FURTHER BE IT RESOLVED that the financial guarantee requirements for the following items per Section 8.1 of the approved Development Contract be reduced as follows: ITEM ORIGINAL NEW AMOUNT AMOUNT Maintenance of Erosion and Sediment Control Plan, Street Sweeping, and Storm Sewer Cleaning Cash: $ 2,000 $ -0- Adopted by the City Council on July 10, 2007. 0:\Engineering\DEV LMNTS\2002\2002004\Resol\FG2002004 Final.doc Agenda Number: 6,07 TO: Laurie Ahrens, City Manager FROM: Barbara Cox, Police Administrative Se ices Manager,* THROUGH: Michael S. Goldstein, Chief of Police SUBJECT:. RESOLUTION A UTHORMING THE AND CITY MANAGER TO ENTER INTO A CONTRACT AGREEMENT WITH HENNEPIN COUNTY FOR COMPUTER ACCESS TO THE MINNESOTA COURT INFORMA TION SYSTEM (NINCIS) DATE: July 2, 2007 for the July 10, 2007 City Council Meeting 1. ACTION REQUESTED: The City Council adopt the resolution authorizing the Mayor and City Manager to enter into a contract agreement with Hennepin County to allow computer access into the new Minnesota Court Information System (MNCIS). This agreement allows computer access into this system for the Police Department and the City Attorney's Office. 2. BACKGROUND: The Plymouth Police Department and City Attorney's office have had computer access into the Hennepin County District Court system for some time. The courts have been rolling out a new computer system, which will put the entire State on the same system and allow us to view and share information. This access is used extensively by both the Police Department and the City Attorney's office for prosecution purposes. With the new system, the County is requesting new agreements be put in place. 3. ALTERNATIVES: There really is no alternative as both the Police Department and the City Attorney's office need this access to function with the courts. 4. DISCUSSION: Hennepin County will go live on the new MNCIS computer system for District Court on July 16, 2007. They are requesting a new contract in place with the City for this access. Their proposed contract was sent to City Attorney Roger Knutson for review. He worked with the County Attorney's office and the final contract is attached. 5. BUDGET IMPACT: We currently already pay for this computer access -and the costs would continue. 6. RECOMMENDATION: Staff recommends the City Council adopt the resolution authorizing the Mayor and City Manager to enter into the contract with Hennepin County for access to the Minnesota Court Information System (MNCIS). Contract No. A071020 HENNEPIN COUNT' JUSTICE INTEGRATION SUBSCRIBER AGREEMENT THIS AGREEMENT, made and entered into between the COUNTY OF HENNEPIN, a political subdivision of the State of Minnesota, hereinafter referred to as "COUNTY" and City of Plymouth, 3400 Plymouth Boulevard, Plymouth, Minnesota 55447, hereinafter referred to as "SUBSCRIBER"; This Agreement details the obligations and requirements placed on the SUBSCRIBER that is connected to the COUNTY's integrated criminal justice information network ("HC- CJIN"), and specifically the Subject Identification and Locator Service ("SILS") and the Court Calendar databases. WHEREAS, SILS contains private and confidential criminal justice and criminal history information; and WHEREAS, access to SILS and the Court Calendar will be limited to those agencies and individuals granted access to this data pursuant to the Minnesota Data Practices Act; and WHEREAS, SUBSCRIBER desires connection to SILS and/or the Court Calendar database. WITNESSETH: NOW, THEREFORE, the parties hereto agree as follows: A. ACCESS. 1. The COUNTY shall allow the SUBSCRIBER file inquiry access to the HC-CJIN through SUBSCRIBER owned computer equipment operating in conjunction with the COUNTY computer system. 2. SUBSCRIBER will sign and submit to the COUNTY separate request forms regarding access to data files and databases contained in HC-CJIN. 3. SUBSCRIBER's access to data files and databases shall be limited to those that are identified in approved request forms, and SUBSCRIBER shall attempt to access such information only according to instructions provided by the COUNTY. B. DATA. 1. SUBSCRIBER, its officers, agents, owners, partners, employees, volunteers and subcontractors agree to abide by the provisions of the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13, and all other applicable state and federal laws, rules, regulations and orders relating to data privacy or confidentiality, and as any of the same may be amended. 2. SUBSCRIBER will access information in SILS only as necessary to assist SUBSCRIBER in the efficient performance of SUBSCRIBER'S duties required by law in connection with its criminal justice obligations. SUBSCRIBER's access to SILS for personal or non -official use is prohibited. 3. No SUBSCRIBER will furnish to anon -criminal justice entity any information from SILS. Non -criminal justice entities must be referred to the originating agency for dissemination of information contained in SILS. 4. All personnel who have access to any of the interconnect equipment must be screened under the authority and supervision of the SUBSCRIBER. This screening will also apply to all maintenance personnel, contract technical personnel, and all other individuals having access to any of the interconnected equipment. 5. SUBSCRIBER shall advise each Authorized Employee of the restrictions upon use of SILS and disclosure of information from SILS contained in this agreement and the Minnesota Data Practices Act, and shall require. each Authorized Employee who is permitted use of and/or access to SILS to acknowledge in writing that the individual has read and understands such restrictions. C. EQUIPMENT. 1. The SUBSCRIBER shall be solely responsible for selecting obtaining, installing, maintaining, repairing, modifying and/or replacing any equipment used to access or attempt to access the computer system. At SUBSCRIBER's request, the COUNTY will furnish information concerning equipment the COUNTY believes to be compatible for requested access. 2. The SUBSCRIBER agrees to install and maintain and keep up to date virus protection software and firewall technology on each personal computer or device being connected to the COUNTY's network. The SUBSCRIBER agrees to upgrade virus protection software, virus definitions and firewall technology to keep at the most current level. The SUBSCRIBER agrees to be responsible for any and all damages caused as a result of unauthorized access through the SUBSCRIBER's equipment and for any virus being transmitted to COUNTY computer systems through authorized or unauthorized use by the SUBSCRIBER. 3. During the term of this Agreement, the technical aspects of connections may change which may require change or action by SUBSCRIBER. SUBSCRIBER will receive notice of any required changes and will be expected to comply within the specified timeframe indicated in the notice. Unless absolutely necessary, specified timeframe should not be less than 30 days. 4. SUBSCRIBER agrees to protect and keep private and secure, any access passwords given to SUBSCRIBER, and to not release passwords to any unauthorized individual. The SUBSCRIBER agrees to be responsible for any and all damages caused as a result of unauthorized use of the access password(s) by any authorized or unauthorized individual. 2 D. PAYMENT. 1. The COUNTY shall set forth costs, billing information and type(s) of information which the COUNTY will permit the SUBSCRIBER to access in Exhibit A, attached hereto and made a part hereof by this reference. SUBSCRIBER will be billed by the COUNTY on a monthly basis and may be billed separately by the telephone company for the telephone or frame relay charges. Payment shall be made by SUBSCRIBER within thirty (3)0)days after receipt of each said bill. Connection and telephone or frame relay charges shall be payable whether or not SUBSCRIBER has accessed the public information during any month SUBSCRIBER is permitted to access such public information. 2. During the term of this Agreement, the COUNTY may change any portion of the monthly -charges, provided that a thirty (30) day written notice be given to the SUBSCRIBER prior to the effective date of the change. Any such change will appear on the appropriate monthly billing, except that any telephone line or frame relay charge change shall not require written notice but shall be effective immediately and shall be payable when included in the monthly billing presented to SUBSCRIBER as provided herein. Additional connections and accesses to information may be requested in writing at any time. If access is authorized, the appropriate description and charges will be outlined in an exhibit bearing an exhibit letter in proper sequence to Exhibit A, and be attached to and made part of this Agreement. 3. This Agreement shall commence on the date of its approval by the COUNTY and remain in effect until cancelled by either party. Rates charged for this service are reviewed annually by the COUNTY and rate changes take effect January 1 st of each year. Notice of any rate changes affecting this service will be sent out 30 days prior to the effective date. These rate changes will take effect on the first of January. 4. SUBSCRIBER agrees that during the term of this Agreement, in addition to the fees/charges provided herein to be paid, it will promptly pay all taxes, assessments and other governmental charges, if any, levied or assessed upon the services famished hereunder to SUBSCRIBER, and SUBSCRIBER will promptly pay or reimburse the COUNTY for all taxes levied or assessed against and paid by the COUNTY on account of its furnishing services to SUBSCRIBER hereunder. 5. In the event the SUBSCRIBER shall fail duly and promptly to perform any of its obligations under the provisions of this Agreement, the COUNTY, at its option, may immediately, or any time thereafter, perform the same for the account of the SUBSCRIBER without waiving such default, and any amount paid or expense, or liability incurred by the COUNTY in such performance, together with interest thereon at the highest maximum rate permitted by applicable law until paid by the SUBSCRIBER to the COUNTY, shall be payable by the SUBSCRIBER upon demand. 3 E. SERVICE INTERRUPTION. 1. It is understood and agreed that if it is determined by the COUNTY that it is necessary to allocate time and capacity utilization of the computer system in order to carry out COUNTY activities properly, the COUNTY may reduce or discontinue service for such length of time as the COUNTY may deem appropriate. The COUNTY, in good faith, shall endeavor to notify the SUBSCRIBER prior to any such service interruption whenever the COUNTY shall determine the pertinent circumstances reasonably permit such notification. F. FOURS OF OPERATION. 1. The hours of service furnished hereunder are subject to the provisions of this Agreement and generally limited to the business hours observed by the COUNTY at the Hennepin County Government Center and, therefore, will be observed as follows: a). Monday through Friday - 8:00 a.m. to 5:00 p.m. b). Service will not be available on holidays or other time off observed by the COUNTY. c). The COUNTY reserves the right to change said business hours and shall give written notice to SUBSCRIBER of any such change. 2. Access to this service may also be available (at the COUNTY's sole discretion) at times beyond normal business hours. G. GRANT OF LIMITED LICENSE. 1. The County hereby grants SUBSCRIBER a non-exclusive, nontransferable and nonassignable limited use license to use the HC-CJIN, which includes self developed computer software under Minn. Stat. § 375.86, in connection with SUBSCRIBER'S official business. This license authorizes use by authorized SUBCRIBER employees and/or personnel pursuant to the terms of this Agreement. Said license shall commence on the date of approval of this Agreement by the County and shall extend throughout the term of the Agreement unless terminated sooner, in accordance with the provisions hereof. H. ACKNOWLEDGMENT OF PROPRIETARY INFORMATION RESERVATION OF TITLE. 1. The SUBSCRIBER acknowledges and agrees that the HC-CJIN is the exclusive property of the County, including, but not limited to, any and all indexes, and includes commercially valuable information which reflect the efforts of skilled development experts and required the investment of considerable amounts of time and money, and that the County has treated the HC-CJIN as trade secret and confidential information, which County entrusts to the Entity in confidence to use in the conduct of the SUBSCRIBER'S criminal justice activities. The SUSCRIBER further acknowledges and agrees the HC-CJIN is a creative selection, coordination, arrangement and method of arrangement of data which is identified as being subject to copyright protection; is self - developed computer software under Minn. Stat. § 375.86 and is an entire or substantial and discrete portion of a pattern, compilation, method, technique, process, data base or H system developed with significant expenditure of funds by County under Minn. Stat. § 13.03. The SUBSCRIBER agrees that the County owns and reserves all rights, protection and benefits afforded under federal copyright law in all HC-CJIN furnished to the SUBSCRIBER as unpublished works, as well as all rights, protection and benefits afforded under any other law relating to confidential and/or trade secret information respecting said HC-CJIN, and that the SUBSCRIBER will abide by all relevant laws, rules, regulations and decisions which afford protection to the County for its confidential and trade secret information and said copyright. This Agreement does not effect any transfer of title in or to HC-CJIN. SUBSCRIBER acknowledges that it is granted only a limited right of use of the HC-CJIN , which right is not coupled with an interest, and the SUBSCRIBER shall not assert nor cause or cooperate with others to assert any right, title, or interest in HC-CJIN. NO GUARANTEE ON SERVICE. 1. The COUNTY does not warrant or guarantee the performance of the main computer system, the telephone lines and/or cabling, or any software.and/or equipment in connection or in association with any or all of the foregoing, nor does the COUNTY warrant or guarantee any programming utilized in any of the above. Further, the COUNTY shall have no obligation or liability whatsoever concerning any aspect of the telephone line or frame relay lines. It is specifically understood by the SUBSCRIBER that changes and adjustments are made in the official records from time to time which may be in process at any given time; and, under the circumstances, the information received by the SUBSCRIBER will be subject to such changes and adjustments. Accordingly, errors or omissions may occur in the data received on or through the pertinent equipment utilized by or servicing the SUBSCRIBER. Further, the SUBSCRIBER specifically understands and agrees that the service furnished under this Agreement is subject to the temporary or permanent inability of the COUNTY to furnish either and also is subject to errors, omissions, damages, reductions, discontinuances, malfunctions, inoperativeness, scheduled downtimes, delays or interruptions which may be due to any one or a combination of a wide spectrum of causes. While the COUNTY shall endeavor in good faith to maintain a high degree of accuracy and efficiency in the services provided hereunder, the sole and exclusive remedy for any breach of this Agreement by the COUNTY and for COUNTY liability of any kind whatsoever, including but not limited to liability for nonperformance or any deficiencies with respect to said services, shall be limited to restoring the services and/or any deficiency in said service as is reasonably possible under the pertinent circumstances. SUBSCRIBER fully understands and agrees that the COUNTY may change, modify and/or replace said computer system and any components thereof including, without limitation, any related equipment, software, wiring and/or cabling, and that, incidental thereto, any such change, etc. could possibly extinguish or impair the compatibility between SUBSCRIBER's equipment and said computer system, thus necessitating, perhaps, the replacement of, changes to, and/or modification of SUBSCRIBER's equipment to access said computer system; and that in any such event the COUNTY will in no manner be liable for the costs and/or damages which are sustained by SUBSCRIBER and which are, in any respect, associated, directly or indirectly, with any or all of the foregoing occurrences but that SUBSCRIBER shall bear the full costs thereof. In no event shall the COUNTY be liable for actual, direct, indirect, special, incidental, consequential damages (even if the COUNTY has 5 been advised of the possibility of such damage) or loss of profit, loss of business or any other financial loss or any other damages. 2. Supplemental to and in no manner in limitation of the foregoing the following is set forth: The information furnished and to be furnished has been and shall be obtained from the COUNTY'S records and is believed to be reliable. But the accuracy, completeness, timeliness or correct sequencing of the information is not guaranteed by COUNTY. There may be delays, interruptions, omissions or inaccuracies in the receipt of the public information. The SUBSCRIBER agrees that the COUNTY shall have no liability, contingent or otherwise, for the accuracy, completeness, timeliness or correct sequencing of the data, or for any decision made or action taken by SUBSCRIBER in reliance upon the data. THERE IS NO WARRANTY OF MERCHANTABILITY, NO WARRANTY OF FITNESS FOR PARTICULAR USE; AND NO OTHER WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, REGARDING THE INFORMATION OR ANY ASPECT OF THE SERVICE. J. TERMINATION OF AGREEMENT. The County may terminate this Agreement immediately with or without cause. 2. It shall be deemed a breach of this Agreement: a) If the SUBSCRIBER shall default in any payment due hereunder and such default shall continue for a period of ten (10) days after due; or b) If SUBSCRIBER defaults or breaches any term or condition contained herein. 3. In the event of SUBSCRIBER's default or breach of this Agreement, as herein defined: a) The COUNTY may cancel this Agreement upon written notice to SUBSCRIBER. b) The SUBSCRIBER shall be liable for all costs, damages and losses incurred by the COUNTY on account of said breach and/or also in canceling or terminating this Agreement. c) All sums due and to become due hereunder, at the COUNTY's option, shall become payable forthwith. d) The COUNTY may also enforce specific performance of the applicable covenants of this Agreement by appropriate legal proceedings, as well as any other remedy herein provided. Should any legal proceedings be instituted by the COUNTY to recover any monies due or to become due hereunder, and/or to recover other damages sustained by the COUNTY on account of such breach, the SUBSCRIBER shall pay a reasonable sum as attorney's fees, as ordered by the court. 4. Provisions in this Agreement that by their nature are intended to survive the term, cancellation or termination of this Agreement shall survive indefinitely. K. REMEDIES. 1. No right or remedy of the COUNTY hereunder shall be exclusive of any other right or remedy herein or by law, statute or equity provided, but each shall be cumulative and in addition to every other right or remedy, and shall be deemed to be continuing, none of which shall be exhausted by being exercised on one or more occasion and may be enforced concurrently or from time to time. L. INDEMNIFICATION. 1. The SUBSCRIBER shall defend, indemnify and hold the COUNTY harmless from any and all liability, claims, damages, judgments, costs (including reasonable attorneys' fees), demands or actions arising, directly or indirectly, out of any act or omission on the part of the SUBSCRIBER, its employees, officers, agents, contractors or representatives relating to the obtaining, use, and or possession of information provided hereunder, SUBSCRIBER's access to the computer system, including without limitation, the obtainment, installation/de-installation and/or existence of telephone lines and any and all activities related thereto, and/or relating to the ownership, use or operation of SUBSCRIBER's equipment and/or software and items relating to such software and/or equipment, and from all loss or liability by reason of failure of the SUBSCRIBER, in any respect, to perform frilly or observe all obligations under this Agreement. Subscribers duty to defend, indemnify and hold harmless is subject to the limitations, immunities and defenses in Mn. Stat. Chapter 466 which shall apply. M. NOTICE. 1. Any notice or demand, which may or must be given or made by a party hereto, under the terms of this Agreement or any statute or ordinance, shall be in writing and shall be sent registered or certified mail to the other party addressed as follows: TO SUBSCRIBER: City of Plymouth City Manager 3400 Plymouth Boulevard Plymouth, MN 55447 TO COUNTY: Hennepin County Administrator A-2300 Government Center Minneapolis, MN 55487 Copy to: Division Manager Information Technology Operations A-015 Government Center Minneapolis, MN 55487 Either parry may designate a different addressee or address at any time by giving written notice thereof as above provided. Any notice, if mailed, properly addressed, postage prepaid, 7 registered or certified mail, shall be deemed dispatched on the registered date or that stamped on the certified mail receipt and shall be deemed received within the second business day thereafter or when it is actually received, whichever is sooner. Any notice delivered by hand shall be deemed received upon actual delivery. N. ENTIRE AGREEMENT. 1. No oral agreement, guarantee, promise, condition, representation or warranty shall be binding; all prior conversations, agreements or representations related hereto are integrated herein, and no modification hereof shall be binding unless in writing and signed by the COUNTY. O. GOVERNING LAW. 1. This Agreement shall be governed by and construed under the laws of the State of Minnesota. Hennepin County shall be the appropriate venue and jurisdiction for any litigation arising hereunder, except that venue and jurisdiction in the Federal courts shall be in the appropriate Federal Court within the State of Minnesota. If any provision of the Contract is held invalid, illegal, or unenforceable, the remaining provisions will not be affected. P. INDEPENDENT PARTIES. 1. It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of joint ventures or co-partners between the parties hereto or as constituting the SUBSCRIBER as the agent, representative or employee of the COUNTY for any purpose or in any manner whatsoever. The SUBSCRIBER is to be and shall remain an independent SUBSCRIBER under this Agreement. Any and all personnel of the SUBSCRIBER or other persons, while engaged in the performance of any activity under this Agreement, shall have no Contractual relationship with the COUNTY and shall not be considered employees of the COUNTY. Q. NO WAIVER. 1. The COUNTY's failure to insist upon strict performance of any covenant, Agreement or stipulation of the Contract or to exercise any right herein contained shall not be a waiver or relinquishment of such covenant, Agreement, stipulation or right unless the COUNTY consents thereto in writing. Any such written consent shall not constitute a waiver or relinquishment of the future of such covenant, Agreement, stipulation or right. R. SUCCESSORS AND ASSIGNEES. 1.. SUBSCRIBER binds itself, its partners, successors, assigns and legal representatives to the COUNTY for all covenants, agreements and obligations contained in the contract documents. 2. SUBSCRIBER shall not assign, transfer or pledge this Agreement and/or the services to be performed, whether in whole or in part, nor assign any monies due or to become due to it without the prior written consent of the COUNTY. A consent to assign shall be subject to such conditions and provisions as the COUNTY may deem necessary, accomplished by execution of a form prepared by the COUNTY and signed by SUBSCRIBER, the assignee and the COUNTY. Permission to assign, however, shall under no circumstances relieve SUBSCRIBER of its liabilities and obligations under the Agreement. 3. SUBSCRIBER shall not subcontract this Agreement and/or the services to be performed, whether in whole or in part, without the prior written consent of the COUNTY. Permission to subcontract, however, shall under no circumstances relieve SUBSCRIBER of its liabilities and obligations under the Agreement. Further, SUBSCRIBER shall be fully responsible for the acts, omissions, and failure of its subcontractors in the performance of the specified contractual services, and of person(s) directly or indirectly employed by subcontractors. Contracts between SUBSCRIBER and each subcontractor shall require that the subcontractor's services be performed in accordance with the terms and conditions specified. SUBSCRIBER shall make contracts between SUBSCRIBER and subcontractors available upon request. S. COMPUTER SECURITY. 1. SUBSCRIBER, its employees, officers, agents, contractors, representatives, subcontractors and/or assigns agree to- comply with COUNTY's computing environment security policies and facility security policies, rules, regulations and directions. 2. SUBSCRIBER, having signed this Agreement, and Hennepin County having duly approved this Agreement on the day of _, 20 , and pursuant to such approval, the proper County officials having signed this Agreement, the parties hereto agree to be bound by the provisions set forth herein. COUNTY OF HENNEPIN, STATE OF MINNESOTA Reviewed by the County Attorney's Office: Deputy/Associate County Administrator Assistant County Attorney Date: W Date: SUBSCRIBER CITY OF PLYMOUTH By:_ Its And: Its City organized under: Statutory Option A Option B Charter 10 EXHIBIT A to Contract A071020 2007 and 2008 Rates The COUNTY will. provide inquiry -only access to one or more of the following information systems: Hennepin Subject Identification and Locator Services (SILS) Hennepin Calendar System 2. Billing Charges for all services will be billed monthly. 3. Usage Charges For 2007, a fee of $19.00 per ID per month will be charged for each ID assigned. For 2008, a fee of $21.00 per ID per month will be charged for each ID assigned. 11 CITY OF PLYMOUTH RESOLUTION NO. 07- RESOLUTIONAUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO A CONTRACT AGREEMENT WITH HENNEPIN COUNTY FOR ACCESS TO THE MINNESOTA COURT INFORMATION SYSTEM (MNCIS) WHEREAS, the Plymouth Police Department and City Attorney's office have a continuing business need for access into the District Court system; and WHEREAS, the State is rolling out a new MNCIS system, and the Police and prosecutors need access into this system; and WHEREAS, Hennepin County has requested a new agreement in place for this access. NOW, THEREFORE, BE IT RESOLVED that the Mayor and City Manager are hereby authorized to execute such contract on behalf of the City of Plymouth for its Police Department and City Attorney's office. Adopted by the City Council on H.r R CITY OF PLYMO`IITH CITY COUNCIL AGENDA REPORT: ` DATE: June 19, 2007 for the City Council Meeting of July 10, 2007 TO: Laurie Ahrens, City Manager FROM: Doran Cote, Director of Public Works SUBJECT: XCEL ENERGY FRANCHISE AGREEMENT ACTION REQUESTED: Make a motion to adopt the attached resolution approving Xcel Energy Franchise Agreement. BACKGROUND: The previous Franchise Agreement to provide the right to transmit and furnish electric energy in the City of Plymouth expired April 1, 2007. The new Franchise Agreement grants Xcel Energy the right to use the public ways and public grounds to place facilities used to serve customers within the city. It establishes the terms and conditions of use of the public property by incorporating terms from the right-of-way management ordinance of the City regarding location, relocation, providing security for work, permitting process and other related matters. The franchise also establishes the right of the City to require a franchise fee from Xcel Energy in exchange for the privilege of using the public ways,and grounds to serve customers within the city. The franchise is for a period of twenty (20) years from the date passed and approved by the City Council. The franchise fee provision is not being exercised by this ordinance. The City's right to charge a franchise fee is preserved in the ordinance, but requiring a separate ordinance. Consideration of this agreement was tabled at the June 12, 2007 City Council meeting with direction given for staff to develop a more favorable franchise fee provision in the agreement. Attached is a letter from the City Attorney outlining changes that have been made to the Franchise Agreement as well as an explanation of the City's authority in this matter. Also attached is the revised Franchise Agreement. Section 9 related to franchise fees from the previous agreement has been eliminated and the only reference to franchise fees is in Section 2.2. Xcel Energy has agreed to the revised language. BUDGET IMPACT: The proposed Franchise Agreement has no budgetary impacts, but does preserve the City's right to charge a franchise fee. RECOMMENDATIONS AND CONCLUSIONS: I recommend that the City Council adopt the attached resolution approving the Xcel Energy Franchise Agreement. attachments: Letter Franchise Agreement (Revised) Resolution 0:\Engin Bering\GENERAUMEMO S\D ORAN\2007\CC_Xcel_Agmt.doc CITY OF PLYMOUTH RESOLUTION NO. 2007 - RESOLUTION APPROVING ORDINANCE 2007 - AN ORDINANCE RELATING TO A FRANCHISE AGREEMENT BETWEEN THE CITY OF PLYMOUTH AND XCEL ENERGY WHEREAS, Ordinance No. 2007- establishes a franchise between the City and Northern State Power Company D/B/A Xcel Energy for the right to transmit and furnish electric energy in the city; and WHEREAS, The franchise grants Xcel Energy the right to use the public, ways and public grounds to place facilities used to serve customers within the city. It establishes the terms and conditions of the City regarding location, relocation, providing security for work, permitting process and other related matters; and WHEREAS, The franchise also establishes the right of the City to require a franchise fee from Xcel Energy in exchange for the privilege of using the public ways and grounds to serve customers within the city. The franchise is for a period of twenty (20) years. The franchise fee provision is not being exercised by this ordinance. The City's right to charge a franchise fee is preserved in the ordinance; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF PLYMOUTH, MINNESOTA: That this Ordinance No. 2007- has been approved by the City Council on July 10, 2007. A printed copy of the full text off the ordinance is available for public inspection in the office of the City Cleric. Adopted by the City Council on July 10, 2007. O:\Engi neering\RES OL\200TAppFra nch i s e_Xcel. d oc Direct Dial: (651) 234-6219 E-mailAddress: jjamnik@ck-law.com June 19, 2007 PLYMOUTH MAYOR & COUNCILMEMBERS Kelli Slavik, Mayor Sandy Hewitt, Councilmember (Ward 1) Kathleen Murdock, Councilmember (Ward 2) Bob Stein, Councilmember (Ward 3) Ginny Black, Councilmember (Ward 4) Jim Willis, Councilmember (At Large) Tim Bildsoe, Councilmember (At Large) RE: XCEL ENERGY ELECTRIC FRANCHISE Dear Mayor and Councilmembers: I apologize for any confusion caused by the franchise fee language in the draft Xcel electric franchise ordinance presented at the last Council meeting. We had informed Xcel that we would not forward the draft franchise to the Council without adequately preserving the City's rights to impose a franchise fee sometime in the future, particularly since Xcel was unwilling to accept a ten year term for the franchise renewal. The new version (4) of the draft enclosed herein retains the City -preferred language in Section 2.2, deletes the Xcel-preferred language in Section 9 and renumbers the succeeding sections. Like most compromises, Section 2.2 is not fully endorsed or supported by either City staff and our office or Xcel. From our perspective, it would be preferable if the paragraph did not include language requiring that the City negotiate with the Company prior to imposing a fee or any language that implies that Xcel must agree to the fee before it can be imposed. From Xcel's perspective, they would like language, such as that in the previous Section 9 that more clearly protects them from the imposition of any fee that they don't agree to pay. The City Council can choose to reject the proposed draft. The City is not legally required to have a franchise with Xcel Energy. State law provides the following with respect to electric and gas utilities: 216B.36 MUNICIPAL REGULA TOR YAND TAXING POWERS. Any public utility furnishing the utility services enumerated in section 216B. 02 gas and electric utilities, including municipal and cooperative agencies] or occupying streets, highways, or other public property within a municipality may be required to obtain a license, permit, right, or franchise in accordance with the terms, conditions, and limitations of regulatory acts of the municipality, including the placing of distribution lines andfacilities Plymouth Mayor & Councilinembers June 19, 2007 Page 2 underground. Under the license, permii, right, or franchise, the utility may be obligated by any municipality to pay to the municipalityfees to raise revenue or defray increased municipal costs accruing as a result of utility operations, or both. The fee may include but is not limited to a sum of money based upon gross operating revenues or gross earnings from its operations in the municipality so long as the public utility shall continue to operate in the municipality, unless upon request of the public utility it is expressly released from the obligation at any time by such municipality. The statute's use of the phrases "may be required" and "may be obligated" seems to imply that Xcel can not operate within the City absent city approval in some form and that the City may unilaterally impose fees, including a franchise fee to "raise revenue or defray increased municipal costs," "or both." Xcel historically and currently takes the position that franchise fees can only be established by agreement, or with their consent. There is some basis to this position based on the nature of the underlying franchise, which is itself consented to by Xcel after the Council approves it. This dynamic of City passage and Company consent contains elements similar to most other contracts, and case law recognizes that franchises are unique blends of license and contract, even though Minnesota Statutes do not highlight the contract aspect of franchises. No Minnesota court decisions have addressed this matter, and Xcel would likely challenge a unilaterally imposed franchise fee, or alternately refuse to comply with the fee and force the City to seek enforcement of the fee in court. Another financial issue for Xcel is the current growth in right of way permit fees charged by Minnesota cities. These fees were established following the proliferation of right of users primarily caused by deregulation and technological changes in the telecommunications industry. While cable television franchises (and franchise fees) may be required by Minn. Stat. Chapter 238, other telecommunications companies (i.e. telephone, internet) may use public right of ways without a franchise. While cities may regulate the use of its right of ways and charge permit fees pursuant to Minn. Stat. Chapter 237, the permit fees in these areas are limited to offset the additional public costs. The legislature did not include. any revenue raising or taxing authorization in this section of law. Even though statutorily limited, the fees have been escalating to reflect increased costs of the right of way authorities (state, county, city, etc). Xcel's goal is to ensure that any franchise fees presently or subsequently established are in lieu of, rather than in addition to, any permit fees imposed by the City. In most other respects, Xcel has agreed to defer to the City's right of way ordinance and permitting procedures with slight modifications. Specifically with regard to electric franchises, standard historic franchise provisions address the term of the franchise, the location of facilities, mapping, permitting, restoration, shared use of facilities, notice of improvements, tree trimming, relocations, defense and indemnification, dispute resolution and if the city so desires, franchise fees. The state right of way rules, and the City's right of way ordinances, address all of these exact same issues, but usually with greater specificity or detail. For instance, in the matter of Plymouth Mayor & Councilmembers June 19, 2007 Page 3 restoration of areas disturbed by excavation, the state rules include standard engineering detail plates which must be followed, based on the type of road affected and other considerations, but does not contain any obligation for continued maintenance. The traditional franchise agreement requires the company to restore the area to the "condition formerly existing and maintain the same in good condition for two years thereafter" but does not provide any standard or reference to engineering detail plates. The compromise language submitted for Council review combines the old with the new (in Section 3.4), and would seem to benefit both parties, providing that: After undertaking any work requiring the opening of any Public lYtay or Public Ground, Company shall restore the same, including paving and its foundation, in accordance with Minnesota Rules Part 7819.1100, to asgood a condition as formerly existed, and shall maintain any paved surface ingood conditionfor tivoyears thereafter. In my opinion, the benefit to the City that is provided by this section, as well as that provided by similar small tweaks and adjustments in other sections, combined with the additional overall benefit provided by having a written document to refer to that outlines the mutual understanding of the parties, is only justifiably obtained if the City reserves its authority to adjust its right of way management regulations in the future to reflect changing conditions. The language submitted in Section 2.2 of the draft is intended to do that. It provides that the City can implement a franchise fee during the term of the agreement, subject to notice and negotiations with the Company. Without a franchise, the City would be one-step further removed from the ability to establish a fee in the future. If the Council wishes, we will return to negotiations with the Company to refine the language in accord with any directions provided by the Council, but we are comfortable that the current language, while far from what we would like to see, is a reasonable compromise. Sincerely, CAMPBELL KNUTSON Professional Association I1 -rd JJJ: sm Enclosures cc: Laurie Ahrens, City Manager Joel J. Jamnik Kelli Slavik, Mayor City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Sandy Hewitt, Councihnember (Ward 1) City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Kathleen Murdock, Councilmember (Ward 2) City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Bob Stein, Councilmember (Ward 3) City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Ginny Black, Councilmember (Ward 4) City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Jim Willis, Councilmember At Large City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Tim Bildsoe, Councilmember At Large City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 Mr. Laurie Ahrens, City Manager City of Plymouth 3400 Plymouth Boulevard Plymouth, Minnesota 55447-1482 CITY OF PLYMOUTH HENNEPIN COUNTY, MINNESOTA ORDINANCE NO. 2007 - ELECTRIC FRANCHISE ORDINANCE AN ORDINANCE GRANTING A FRANCHISE TO NORTHERN STATES POWER COMPANY, A MINNESOTA CORPORATION, D/B/A XCEL ENERGY ITS SUCCESSORS AND ASSIGNS, TO CONSTRUCT, OPERATE, REPAIR AND MAINTAIN AN ELECTRIC DISTRIBUTION SYSTEM AND TRANSMISSION LINES IN THE CITY OF PLYMOUTH, HENNEPIN COUNTY, MINNESOTA, INCLUDING NECESSARY POLES, LINES, FIXTURES AND APPURTENANCES, FOR THE FURNISHING OF ELECTRIC ENERGY TO THE CITY, ITS INHABITANTS, AND OTHERS, AND TO USE THE PUBLIC WAYS AND PUBLIC GROUNDS OF THE CITY FOR SUCH PURPOSES. THE CITY COUNCIL OF THE CITY OF PLYMOUTH ORDAINS: SECTION 1. DEFINITIONS. For purposes of this Ordinance, the following capitalized terms listed in alphabetical order shall have the following meanings: City. The City of Plymouth, County of Hennepin, State of Minnesota. City Utility System. Facilities used for providing public utility service owned or operated by City or agency thereof, including sanitary sewer, sewer, storm sewer, street lighting and traffic signals, and water service, but excluding facilities for providing heating, lighting or other forms of energy. Commission. The Minnesota Public Utilities Commission, or any successor agency or agencies, including an agency of the federal government, which preempts all, or part of the authority to regulate electric retail rates now vested in the Minnesota Public Utilities Commission. Company. Northern States Power Company, a Minnesota corporation, d/b/a Xcel Energy its successors and assigns. Electric Facilities. Electric transmission and distribution towers, poles, lines, guys, anchors, conduits, fixtures, and necessary appurtenances owned or operated by Company for the purpose of providing electric energy for public use. Notice. A written notice served by one party on the other party referencing one or more provisions of this Ordinance. Notice to Company shall be mailed to the General Counsel, 414 Nicollet Mall, 5``' Floor, Minneapolis, MN 55401. Notice to the City shall be mailed to the City 13020904 1 JJJ:r06/18/2007 Manager, 3400 Plymouth Boulevard, Plymouth, MN 55447-1448. Either party may change its respective address for the purpose of this Ordinance by written notice to the other party. Public Ground. Land owned by the City for park, open space or similar purpose, which is held for use in common by the public. Public Way. Any street, alley, walkway or other public right-of-way within the City. SECTION 2. ADOPTION OF FRANCHISE. 2.1 Grant of Franchise. City hereby grants Company, for a period of 20 years from the date passed and approved by the City, the non-exclusive right to transmit and furnish electric energy for light, heat, power and other purposes for public and private use within and through the limits of the City as its boundaries now exist or as they may be extended in the future. For these purposes, Company may construct, operate, repair and maintain Electric Facilities in, on, over, under and across the Public Ways and Public Grounds of City, subject to the provisions of this franchise. Company may do all reasonable things necessary or customary to accomplish these purposes, subject, however, to such reasonable regulations as may be unposed by the City pursuant to ordinance and to the further provisions of this franchise. 2.2 Franchise Fee. The City reserves all rights under Minn. Stat. §§ 216B.36 and 300.03 to require a franchise fee at any time during the term of this ordinance. If the City elects to require a franchise fee it shall notify Company and negotiate in good faith to reach a mutually acceptable fee schedule. The fee shall be set forth in a separate ordinance and not adopted until at least sixty (60) days after notice enclosing such proposed ordinance has been served upon the Company by certified mail. If the City and Company are unable to agree on a franchise fee or on any terms related thereto, including but not limited to the requirement of concurrent permit fees to defray costs of utility operations, each hereby consents to the jurisdiction of State District Court, Hennepin County, to construe their respective rights -under the law, subject to all rights of appeal. City and Company expressly reserve all rights and arguments concerning franchise fees and related issues and this paragraph is not intended, and shall not be construed, as a waiver of any such rights or arguments. 2.3 Service and Rates. The service to be provided and the rates to be charged by Company for electric service in City are subject to the jurisdiction of the Commission. The area within the City in which Company may provide electric service is subject to the provisions of Minnesota Statutes, Section 216B.40. 2.4 Publication Expense. The expense of publication of this Ordinance will be paid by City and reimbursed to City by Company. 2.5 Dispute Resolution. If either party asserts that the other party is in default in the performance of any obligation hereunder, the complaining party shall notify the other party of the default and the desired remedy. The notification shall be written. Representatives ofathe parties must promptly meet and attempt in good faith to negotiate a resolution of the dispute. If the dispute is not resolved within 30 days of the written notice, the parties may jointly select a mediator to facilitate further discussion. The parties will equally share the fees and expenses of this mediator. If a mediator is not used or if the parties are unable to resolve the dispute within 30 days after first meeting with the selected mediator, either party may commence an action in District Court to interpret and enforce this 13020904 2 JJJ:r06/18/2007 franchise or for such other relief as may be permitted by law or equity for breach of contract, or either . party may take any other action permitted by law. SECTION 3. LOCATION, OTHER REGULATIONS. 3.1 Location of Facilities. Electric Facilities shall be located, constructed and maintained so as not to interfere with the safety and convenience of ordinary travel along and over Public Ways and so as not to disrupt normal operation of any City Utility System previously installed therein. Electric Facilities shall be located on Public Grounds as determined by the City. Company's construction, reconstruction, operation, repair, maintenance and location of Electric Facilities shall be subject to permits if required by separate ordinance and to other reasonable regulations of the City to the extent not inconsistent with the terms of this franchise agreement. Company may abandon underground Electric Facilities in place, provided at the City's request, Company will remove abandoned metal or concrete encased conduit interfering with a City improvement project, but only to the extent such conduit is uncovered by excavation as part of the City improvement project. 3.2 Field Locations and Mapping Information. Company shall provide field locations for its underground Electric Facilities withinCity consistent with the requirements of Minnesota Statutes, Chapter 216D. Company shall provide accurate and current mapping information for any of its Electric Facilities in accordance with Minnesota Rules Parts 7819.4000 and 7819.4100 and other applicable state and federal laws. 3.3 Street Openings. Company shall not open or disturb any Public Way or Public Ground for any purpose without first having obtained a permit from the City, if required by a separate ordinance, for which the City may impose a -reasonable fee. Permit conditions imposed on Company shall not be more burdensome than those imposed .on other utilities for similar facilities or work. Company may, however, open and disturb any Public Way or Public Ground without permission from the City where an emergency exists requiring the immediate repair of Electric Facilities. In such event Company shall notify the City by telephone to the office designated by the City as soon as practicable. Not later than the second working day thereafter, Company shall obtain any required permits and pay any required fees. 3.4 Restoration. After undertaking any work requiring the opening of any Public Way or Public Ground, Company shall restore the same, including paving and its foundation, in accordance with Minnesota Rules Part 7819.1100, to as good a condition as formerly existed, and shall maintain any paved surface in good condition for two years thereafter. The work shall be completed as promptly as weather permits, and if Company shall not promptly perform and complete the work, remove all dirt, rubbish, equipment and material, and put the Public Way or Public Ground in the said condition, the City shall have, after demand to Company to cure and the passage of a reasonable period of time following the demand, but not to exceed five days, the right to make the restoration at the expense of Company. Company shall pay to the City the cost of such work done for or performed by the City. This remedy shall be in addition to any other remedy available to the City for noncompliance with this Section 3.4 3.5 Avoid Damage to Electric Facilities. Nothing in this Ordinance relieves any person from liability arising out of the failure to exercise reasonable care to avoid damaging Electric Facilities while performing any activity. 130209v04 3 JJJ:r06/18/2007 3.6 Notice of Improvements. The City must give Company reasonable notice of plans for improvements to Public Ways or Public Ground where the City has reason to believe that Electric Facilities may affect or be affected by the improvement. The notice must contain: (i) the nature and character of the improvements, (ii) the Public Ways and Public Grounds upon which the improvements are to be made, (iii) the extent of the improvements, (iv) the time when the City will start the work, and v) if more than one Public Way or Public Ground is involved, the order in which the work is to proceed. The notice must be given to Company a sufficient length of time in advance of the actual commencement of the work to permit Company to snake any necessary additions, alterations or repairs to its Electric Facilities. 3.7 Shared Use of Poles. Company shall snake space available on its poles or towers for City fire, water utility, police, or other City facilities, whenever such use will not interfere with the use of such poles or towers by Company, by another electric utility, by a telephone utility, or by any cable television company or other form of communication company. In addition, the City shall pay for any added cost incurred by Company because of such use by City. SECTION 4. RELOCATIONS. 4.1 Relocation of Electric Facilities in Public Ways. Company shall comply with the requirements of Minnesota Rules, Part 7819.3100 and applicable law relating to relocation of Electric Facilities in Public Ways. 4.2 Relocation of Electric Facilities in Public Ground. City may require Company at Company's expense to relocate or remove its Electric Facilities from Public Ground upon a finding by City that the Electric Facilities have become or will become a substantial impairment to the existing or proposed public use of the Public Ground. 4.3 Projects with Federal Funding. Relocation, removal, or rearrangement of any Company Electric Facilities made necessary because of the extension into or through City of a federally -aided highway project shall be governed by the provisions of Minnesota Statutes, Section 161.46, as supplemented or amended. It is understood that the right herein granted to company is a valuable right. City shall not order Company to remove or relocate its Electric Facilities when a Public Way is vacated, improved or realigned because of a renewal or a redevelopment plan which is financially subsidized in whole or in part by the Federal Government or any agency thereof, unless the reasonable non -betterment costs of such relocation and the loss and expense resulting therefrom are first paid to Company, but the City need not pay those portions of such for which reimbursement to it is not available. 4.4 No Waiver. The provisions of this franchise apply only to facilities constructed in reliance on a franchise from the City and shall not be construed to waive or modify any rights obtained by Company for installations within a Company right-of-way acquired by easement or prescriptive right before the applicable Public, Way or Public Ground was established, or Company's rights under state or county permit. SECTION 5. TREE TRIMMING. Company may trim all trees and shrubs in the Public Ways and Public Grounds of City to the extent Company finds necessary to avoid interference with the proper construction, operation, repair 13020904 4 JJJ:r06/18/2007 and maintenance of any Electric Facilities installed hereunder, provided that Company shall save the City harmless from any liability arising therefrom, and subject to permit or other reasonable regulation by the City. SECTION 6. INDEMNIFICATION. 6.1 Indemnity of City. Company shall indemnify, keep and hold the City free and harmless from any and all liability on account of injury to persons or damage to property occasioned by the construction, maintenance, repair, inspection, the issuance of permits, or the operation of the Electric Facilities located in the Public Ways and Public Grounds. The City shall not be indemnified for losses or claims occasioned through its own negligence except for losses or claims arising out of or alleging the City's negligence as to the issuance of permits for, or inspection of, Company's plans or work. The City shall not be indemnified if the injury or damage results from the performance in a proper manner of acts reasonably deemed hazardous by Company, and such performance is nevertheless ordered or directed by City after notice of Company's determination. 6.2 Defense of City. In the event a suit is brought against the City under circumstances where this agreement to indemnify applies, Company at its sole cost and expense shall defend the City in such suit if wiitten notice thereof is promptly given to Company within a period wherein Company is not prejudiced by lack of such notice. If Company is required to indemnify and defend, it will thereafter have control of such litigation, but Company may not 'settle such litigation without the consent of the City, which consent shall not be unreasonably withheld. This section is not, as to thud parties, a waiver of any defense or immunity otherwise available to the City; and Company, in defending any action on behalf of the City shall be entitled to assert in any action every defense or immunity that the City could assert in its own behalf. This franchise shall not be interpreted to constitute a waiver by the City of any of its defenses of immunity or limitations on liability under Minnesota Statutes Chapter 466. SECTION 7. VACATION OF PUBLIC WAYS. The City shall give Company at least two weeks prior written notice of a proposed vacation of a Public Way. Except where required for a City improvement project, the vacation of any Public Way, after the installation of Electric Facilities, shall not operate to deprive company of its rights to operate and maintain such Electric Facilities, until the reasonable cost of relocating the same and the loss and expense resulting from such relocation are fist paid to Company. In no case, however, shall City be liable to Company for failure to specifically preserve a right-of-way under Minnesota Statutes, Section 160.29. SECTION 8. CHANGE IN FORM OF GOVERNMENT. Any change in the form of government of the City shall not affect the validity of this Ordinance. Any governmental unit succeeding the City shall, without the consent of Company, succeed to all of the rights and obligations of the City provided in this Ordinance. SECTION 9 PROVISIONS OF ORDINANCE. 9.1 Severability. Every section, provision, or part of this Ordinance is declared separate from every other section, provision, or part; and if any section, provision, or part shall be held 130209v04 5 JJJ:r06/18/2007 invalid, it shall not affect any other section, provision, or part. Where a provision of any other City ordinance conflicts with the provisions of this Ordinance, the provisions of this Ordinance shall prevail. 9.2 Limitation on Applicability. This Ordinance constitutes a franchise agreement between the _City and Company as the only parties and no provision of this franchise shall in any way inure to the benefit of any third person (including the public at large) so as to constitute any such person as a third party beneficiary of the franchise or of any one or more of the terms hereof, or otherwise give rise to any cause of action in any person not a party hereto. SECTION 10. AMENDMENT PROCEDURE. Either party to this franchise agreement, may at any time propose that the agreement be amended to address a subject of concern and the other party will consider whether it agrees that the amendment is mutually appropriate. If an amendment is agreed upon, this Ordinance may be amended at any time by the City passing a subsequent ordinance declaring the provisions of the amendment, which amendatory ordinance shall, become effective upon the filing of Company's written consent thereto with the City Clerk within 90 days after the date of final passage by the City of the amendatory ordinance. SECTION 11. PREVIOUS FRANCHISES SUPERSEDED. This franchise supersedes any previous electric franchise granted to Company or its predecessor. SECTION 12. EFFECTIVE DATE; WRITTEN ACCEPTANCE. This franchise shall be in force and effect from and after passage of this Ordinance, its acceptance by Company, and its publication as required by law. The City Council may revoke this franchise if Company does not file a written acceptance with the City within 90 days after publication. ADOPTED by the City Council of the City of Plymouth, Minnesota this day of 2007. Kelli Slavik, Mayor ATTEST: Sandra Engdahl, City Clerk Date Published: 130209v04 6 JJJ:r06/18/2007