Five Flags Scheduling SoftwareMEMORANDUM
November 25, 2002
TO:The Honorable Mayor and City Council Members
FROM:Michael C. Van Milligen, City Manager
SUBJECT:Scheduling Software for the Five Flags Center
Leisure Services Manager Gil Spence is recommending the purchase of scheduling
software for the Five Flags Center that is the same as the software for the new
education and conference center. The new software will accommodate scheduling,
contracts, work orders, set-up instructions and billing. This software will not only speed
the process of doing this work, but it will also be able to tie into the new center and each
facility will know what is scheduled at the other building. This will greatly help
communication between the two buildings.
Since this purchase is not budgeted, it is recommended to utilize left over money
budgeted for the arena painting project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gil D. Spence, Leisure Services Manager
CITY OF DUBUQUE, IOWA MEMORANDUM
TO: Michael C. Van Milligen, City Manager
FROM: Gil D. Spence, Leisure Services Manager
SUBJECT: Scheduling Software for the Five Flags Center
November 25, 2002
INTRODUCTION
The purpose of this memorandum is to request City Council approval of the purchase of
scheduling software for the Five Flags Center that is the same as the new conference
and education center.
DISCUSSION
The staff of the Five Flags Center has viewed a demonstration of the scheduling
software that will be used by the new conference and education center and it would be
ideal for our use also. Not only can scheduling be done, but contracts, work orders, set-
up instructions, and billing are all generated by this software.
RECOM MEN DATION
Not only will this software speed the process of doing all the work listed above, we will
be able to tie into the new center and each facility will know what is scheduled at the
other building. This will greatly help communication between the two buildings.
Cost of the software and services is $18.940 and ongoing annual support is $1 500.
Four computers at Five Flags will have this software (civic center manager, events
coordinator, secretary and technical director) with the information distributed wa e-mai]
or hard copy to the other staff.
Since this purchase is not budgeted, I am recommending that savings from the arena
painting project be used. We saved $120,000 on that project and used $2,9.499 of the
savings to cover higher than expected bids for replacement of the theater roof, leaving a
balance of $90,501.
This purchase would be made under the same contractual agreement for the
conference and education center and be included in their master license agreement.
ACTION STEP
The action requested is that the City Council approve the purchase of the scheduling
software for the Five Flags Center.
GDS:et
Newmarket International
November 19, 2002
Ms. Chris Kohlman
IS Manager - City of Dubuque
Dubuque Convention and Visitors Bureau
City Hall Annex, 1300 Main Street
Dubuque, IA 52001
Dear Chds:
Thank you for the opportunity to present CCBreeze to the Five Flags Civic Center so they
may be added to the Mississippi River project. We are excited to be a part of this
development project and expanding the scope of this implementation.
Included you will find pdcing to add 4 users to the Mississippi River National Education &
Conference Center CCBreeze database. Since the last proposal, I have made the
following adjustments:
Optimum Settings ii - I have included 2 Optimum Settings ii licenses and they can train
with the CBT that was already purchased. I have not included a quote for creating the
room diagrams for you, however we have agreed that you will have someone on your
end draw them in setup.
Removal of Market Vision - Per your request I have removed Market Vision. Since we
are removing Market Vision, I have brought the number of training days down to a total of
7.
Custom Report Wdting Services - Per your request, I have included estimates for writing
reports that will act as your Billing Statement and Settlement Forms. This will allow your
users to run a report that calculates the Billing Statement and Settlement forms, rather
than having to calculate and format them manually. The cost of 2 days includes the time
to write, deliver and train the reports.
You will find 2 Change Orders attached, per your request.
1. Software& Services
2. Ongoing Annual Support & Maintenance
The following two steps need to be taken in order to add the Civic Center to the
implementation schedule:
· Ratum a signed copy of both Change Orders (2) as listed above.
Ratum a signed Purchase Order opened for 100% of all software, services, and the
first year support cost. Per your request I have separated the annual support costs
from the software and services so you can cut 2 separate Purchase Orders. Those
amounts are listed below
1. Software&Services: $18,940
2. Ongoing Annual Support: $1,500
I will follow up to review the details of the proposal and the payment plan. We will want to
move on this quickly, so we can include the Civic Center as part of the Mississippi River
project and keep a reasonable timeframe. In the meantime, please don't hesitate to call
me direct at 603-427-6439 or via e-mail at CMarsh@newmarketinc. com.
Kindest Regards,
Courtnoy A. Marsh
Director, Destinations & Convention Center Sales
Change Order
Software License Agreement
Between Newmarket International and City of Dubuque, Iowa
Customer City of Dubuque, Iowa
Property Name Five Flags Civic Center
Address 405 Main Street
City Dubuque State IA Zip 52001
Date November 19, 2002
Sales Rep Courtney A. Marsh
Email CMarsh@newrnarketinc. com
Install Location TBD
Qty Unit Description Price Total
CCBreeze
4 User CCBreeze Software Licensee $ 1,000i $ 4,00(~
4 User Microsoft SQL 2000 Seat Licenses (CAL) without Software Assurance $ 13.= $ 54C
4 User Power Work Order $ 50£ $ 2,00fl
2 User Optimum Settings $ 75C $ 1,50~
Software Sub-Total $ 8,04ri
Discount $ 900
Software Total $ 7,140
CCBreeze Services
2 Da}, Business Consulting Services $ 1,50C $ 3,000
5 Day Training*- Phase 1 - One Trainer $ 80(: $ 4,000
2 Day Training*- Phase II - One Trainer $ 80C $ 1,600
2 Day Reporting Services - Billing Statement and Set'dement Form Estimate $ 1,60(] $ 3,200
Services Totai $ 11,8_n_n
Software and Services Total*I $ 18,940
AIl prices are quoted in U.S. dollar~ The total price does not include related ~avel and living expenses. Ail federal, state and
local sales and use taxee are the reeponsibili~y of Customer. This Order is subject to the terms of the original Sol, rare Ucense
Agreement beiwesn the partiee.
Payment Terms: NI shall invoice Customer for 100% of the software license fees and the prorated portion of annual support upon
shipment of the software. Subscription fees shall be invoiced in the following manne~. (~ NeiOelphi Sales subscription fees shall
be invoiced upon shipment of the software; and (lO NetXchange Meeting Broker software shall be invoiced upon configuration of
the softwar~ All Services and related travel and living expenses shall be invoiced on an as incurred basis. Payments are due
within thirty (30) days of receipt of invoice. Customer shall be required to issue a Purchase Order to NI in the amount of all
software, service~ subscription, and support fees sat forth herein.
City of Dubuque, Iowa
Newmarket International, Inc.
Signature
Print Name & Title
Signature
Print Name & Title
Date
Date
Customer P.O. Number:
Change Order
Software License Agreement
Between Newmarket International and City of Dubuque, Iowa
Customer Ci~j of Dubuque, Icnva
Property Name Five Flags Civic Center
Addreee 405 Main Street
City Dubuque State IA Zip 52001
Date November 19, 2002
Sales Rep Courtney A. Marsh
Email CMarsh@newmarkefi nc. com
Install Location
Qty Unit Ongoing Annual Support & Maintenance Price Total
1 Year CCBreeze Annual Support $ 800
1 Year Power Work Order $ 400
1 Year Optimum Seffin~s Annual Support $ 300
AIl prices are quoted in U.S. dollars. The total p~ce does not include related ~ravel and living expenses. AIl federal, state and
local sales and use taxes are the responsibility of Customer. This Order is subject to the terms of the original Software Ucensa
Agreement belween the parties.
Payment Terms: NI shall invoice Customer for 100% of the software license fees and the prorated portion of annual support upon
shipment of the soflwar~ Subscription fees shall he invoiced in the following manner: (0 NetDelphi Sales subscr~tion ~es shall
be invoiced upon shipment of the software; and (lO NetXcbsnge Meeting Broker soflware shall be invoiced upon configuration of
the sofbsare. AIl Services and related travel and living expenses shall he invoiced on an as incurred basis. Payments are due
within thirty (30) days of receipt of invoice. Customer shall be raquirad to issue a Purchase Order to NI in the amount of all
software, services, subscription, and support fees set forth herein.
City of Dubuque, Iowa
Newmarket Intemafional, Inc.
Signature
Print Name & Title
Signature
Print Name & Title
Date
Date
Customer P.O. Number: