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State Auditor Cynthia Cloud
promotes transparency in government. She strongly believes that
contracts entered into by the State Auditor's Office need to be easily
accessible to Wyoming’s citizens. The State Auditor’s Office therefore provides
this summary of contracts currently in effect. Copies of the contracts are
also available on this site.
Background: The State Auditor is State government’s
comptroller, chief accountant, chief fiscal control officer, and the State
payroll officer. The Office maintains the official payroll for
all State agencies other than the University of Wyoming, issues payroll
warrants for State employees, submits payroll taxes to the Internal Revenue
Service, provides Federal Tax Form W-2 to all State employees, and provides
Federal Tax Form 1099 to persons and businesses which receive payments from
the State.
The State Auditor's Office also
administers the State’s uniform accounting system, maintains the State’s
fiscal accounts and produces the State’s Comprehensive Annual Financial
Report. The Office processes all payments to individuals and
businesses who have contracts with the State,
recipients of public benefits, local governments, local school districts
and community college districts. The State Auditor also enters
all budget appropriations made by the Legislature and tracks State revenues
and expenditures.
To
perform these required duties, the State Auditor's Office, for
approximately the last twenty years, has entered into various contracts
with private entities. The contracts currently still in effect,
regardless of the date they were entered into, are summarized below.
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1. Licensing and
Software Agreement, Maintenance Agreement, 1989 through 2019.
History:
The State Auditor's Office in 1989 entered into a 30-year contract with
American Management Systems (AMS), a firm that provided computer technology
mainly to government agencies. The agreement was amended several
times since then to license new software, drop other software and provide
annual maintenance fees for the software.
Purpose:
In the agreement, the State Auditor’s Office and the Wyoming Department of
Administration and Fiscal Control (now Department of Administration and
Information) purchased the right to use certain software to institute a
governmental fiscal system. The State Auditor’s Office has paid
the standard annual maintenance fees on software since 1989. The
maintenance fees are determined on industry standards, as a percentage of
the current list price of the software. The agreement and
amendments on the website provide more detail.
Payments
for maintenance fees: For July 2007 through
June 2008, the State Auditor’s Office, under the contract terms previously
agreed to, paid $679,395.00 for standard maintenance fees. For
July 2008 through June 2009, the State Auditor’s Office paid $674,706.55
for standard maintenance fees. Standard maintenance fees
normally increase annually.
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2. Hosting Services
Agreement, 2006 through 2011.
History:
In June 2006, the previous State Auditor’s Office entered into a five-year hosting
contract with CGI, AMS’ successor. That contract expires in
September 2011.
Purpose:
The contractor provides the hardware, computer operating systems,
communication systems, and connections for the State Auditor’s Office’s
computer programs. The hardware, which is located offsite, is dedicated
solely to Wyoming, and has substantial data capacity. The
contractor also integrates all State Auditor’s Office software and
interfaces from other State agencies, and provides hosting security,
including monitoring, a disaster recovery plan, and encryption.
Payment:
The total amount due under the contract is $22.6 million, paid monthly over
the contract period of five years. The contract contains
substantial pre-established termination fees to be paid by the State
Auditor’s Office if it terminates the contract early.
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3. Annual Software Maintenance
Fee for Financial Report.
History:
In 2004, the State Auditor's Office purchased CAFR-2000TM
Report Writer software for $3,995.00 to allow it to move data from the
financial computer system to various accounting formats required for the Comprehensive
Annual Financial Report.
Payment:
The State Auditor’s Office pays an annual maintenance fee of $750.00 for
this software.
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4. Lease schedule
#10414500003 dated June 12, 2008 and Acceptance Certificate of September 4,
2008.
History:
The State of Wyoming, through the Department of Administration and
Information, entered into a Master Lease Agreement with Hewlett Packard in
October 1, 2005. This Master Lease Agreement allows governmental
entities within the State of Wyoming to lease computer
equipment. The State Auditor’s Office entered into a
price-service agreement with Hewlett Packard Company effective September
2008, by signing an Acceptance Certificate. This certificate
expires on June 30, 2011.
Purpose:
The State Auditor’s Office leases a specialized printer to print warrants.
Payment:
The total authorized amount for the State Auditor’s Office under the
agreement is $53,392.00. The State Auditor's Office makes annual payments
of $18,170.37 on this lease.
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5. Contract between
UMB Bank, N.A., and the State of Wyoming, Wyoming State Auditor, October 1,
2009 - July 31, 2012.
History:
This contract is the result of a Request for Proposal issued by the State Auditor’s
Office in 2009.
Purpose:
This contract is for the State’s procurement purchasing card program, which
is coordinated by the State Auditor’s Office. The program allows designated employees
from agencies to purchase office supplies, airline tickets, and other
authorized governmental purchases using a State procurement credit
card. The contract also allows approved employees to have
a State of Wyoming travel card in each employee’s own name. Employees
are reimbursed for authorized travel and business expenses, but each
employee who has a travel card is personally responsible for any charges on
the card.
Payment: Neither
the State Auditor’s Office nor any other State agency pays any fees for use
and timely payment of the procurement card or the travel
card. Each State agency which receives and uses the card
receives an annual refund. The
formula amount of refund is higher than under the previous procurement and
travel card contract.
6. Letter Agreement
between Elavon and State Auditor’s Office, July
2008.
History:
In July 2008, the State Auditor’s Office entered into a letter agreement
with Elavon.
The agreement extends by its own terms as needed.
Purpose:
This letter agreement enables State agencies to accept credit cards for
payment of monies owed to them. For
example, the Game and Fish Department accepts credit cards for hunting
license purchases.
Payment: The
State Auditor’s Office does not use or pay for this service. Any State agency that accepts credit
cards pays a “merchant fee” on each transaction. The fees under this agreement retain the
pricing arrangements of the prior merchant portion of the UMB 2003 contract
and amendments.
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7. Contract for Support
Services between State Of Wyoming, State Auditor's Office and CGI
Technologies and Solutions Inc., November 2008 through September 2011.
History:
The State Auditor's Office had, since 2000, entered into contracts on a case-by-case
basis for professional computer support services to resolve issues or
problems in Wyoming specific software for the State’s uniform accounting
system, payroll system and financial reporting system.
Purpose:
The State Auditor’s goal in entering into this Contract is to provide more
sustained, efficient and economical solutions to computer system issues
which arise in our services to State agencies, members of the public who do
business with the State, and individuals who receive benefit payments from
the State. To do this, Contractor
has set up a computer environment to allow Contractor to merge over
1,000,000 lines of code of Wyoming specific software to Contractor baseline
software. Contractor will then
provide regular and ongoing support services to this office through
Contractor employees trained in the Wyoming specific software, who also
know the design and function of Contractor’s baseline software. For all software, Contractor will provide
one point of contact for issue resolution; will also use Contractor design,
technical and functional personnel, third party software licensors and
external subject matter experts if required; and will resolve issues in
denominated time frames, with 24 X 7 support to the State Auditor’s Office
on critical and serious issues.
Payment:
The term of the Contract is November 18, 2008 through September 30,
2011. The total amount of payment
will be $1,780,000, under the payment schedule set out in the contract.
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8. Contract for
Services For Software Upgrades between State Of Wyoming, State Auditor's
Office and CGI Technologies and Solutions Inc., January 2009 through March
2010.
History:
The State Auditor's Office uses CGI’s computer software to run the
accounting and payroll system for the State. Upgraded versions of the software are
regularly issued by CGI or its suppliers. Software upgrades must be
implemented into the system. This
Office implements upgraded versions as seldom as possible for budgetary
reasons, but as often as necessary to maintain system support and ensure
peak system functioning, and to be able to comply with existing long-term
contractual agreements and meet requirements set out in state law.
Purpose:
The State Auditor’s Office will receive services to implement an upgrade of
Business Objects version 5 to version X1R2, which is part of the software
supplied by CGI. This software is
vital to generation of reports and data extracts from the computer
accounting system for the State. This Office will also receive services to
implement an upgrade of CGI software from version 3.5 to version 3.7.0.2.
Implementation services will also be provided for all Wyoming
customizations to this software.
The
services will be for both the payroll and financial accounting functions of
the system. The payroll system
processes all wage payments to State agency employees, court employees, and
the Legislature. The financial
accounting portion of the system processes all payments to private parties
who do business with the State; monthly payments to retirees; reimbursable
expense payments to all members of the three branches of government; and
payments to recipients of public benefits. The combined system as overseen
by this Office processed over 1,100,000 transactions last year.
Payment:
The term of the contract is January 28, 2009 through March 31, 2010. The total amount of payment is not to
exceed $555,000, with a payment schedule as set out in the contract.
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9. Amendment One to Contract
for Services for Software Upgrades between State Of Wyoming, State
Auditor's Office and CGI Technologies and Solutions Inc., January 2009
through March 2010.
History:
The State Auditor's Office entered in to a contract with CGI January 2009
for upgraded versions of computer software to run the accounting and
payroll system for the State.
Purpose:
This Amendment One covers an implementation to a more recent version of
software than was covered in the earlier January 2009 contract, with no
increase in cost.
Payment:
The original contract payment terms still apply.
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10. Tax Form Contract
for 2009 through 2011.
History:
The State Auditor is the chief payroll officer for the State. In that
capacity, the State Auditor’s Office must provide W-2 forms every calendar year
to each State employee for federal income tax returns. The State Auditor
also processes all payments to vendors, that is, individuals and private
businesses who provide goods and services to the State. In this capacity,
the State Auditor must provide yearly tax report forms called "1099
forms" every calendar year to the federal government and each vendor.
23,301 tax forms were issued for calendar year 2008.
Purpose:
Contractor generates, prints, folds, stuffs envelopes, and mails various
federal tax forms required by the United States Internal Revenue Service.
The data is generated electronically by the State Auditor’s Office.
Payment:
The total amount of the contract, which covers two calendar years, cannot
exceed $39,700.00. The payment is based on the number of tax report forms
the contractor handles.
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11. Amendment 10 Licensing
and Software Agreement, Maintenance Agreement, 1989 through 2019.
History:
The State Auditor's Office in 1989 entered into a 30-year contract with
American Management Systems (AMS), a firm that provided computer technology
mainly to government agencies. The agreement was amended several times
since then to license new software, drop other software and provide annual
maintenance fees for the software.
Purpose:
This Amendment 10 is entered into for the purpose of adding one production
license. It also changed three licenses to update them. These are all
“third-party licenses” required to run the financial and payroll software,
negotiated for by the financial software provider CGI at a reduced rate.
Payment:
The license fee is $7,000 for “Adobe Present Central Server Pro –
Non-Production Server License.” The increase for maintenance fees is
$3,135. Subsequent maintenance periods will be assessed at CGI’s then
prevailing rates.
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12. Amendment Two to
Contract for Services for Software Upgrades between State Of Wyoming, State
Auditor's Office and CGI Technologies and Solutions Inc., January 2009
through August 2010.
History:
The State Auditor's Office entered in to a contract with CGI January 2009
for required upgraded versions of computer software to run the accounting
and payroll system for the State. Amendment One covers an implementation to
a more recent version of software than was covered in the earlier January
2009 contract, with no increase in cost.
Purpose:
This Amendment Two extends the expiration date from March 31, 2010 to
August 31, 2010.
Payment:
The original contract payment terms still apply.
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13. Master Service
Agreement #003XEROX001 for Agreement Period July 1, 2010 – June 15, 2015.
History:
The State of Wyoming, through the Department of Administration and
Information, entered into a Master Service Agreement with Xerox
Corporation. This Master Service Agreement sets out the contract terms and
allows governmental entities within the State of Wyoming to lease copier
equipment. The State Auditor’s Office entered into a price-service
agreement with Xerox Corporation effective July 2010, by signing the
Equipment Order Form. This certificate expires on June 30, 2015.
Purpose:
The State Auditor’s Office leases a Color Qube
9203 copier/fax machine..
Payment:
The monthly payments the State Auditor's Office makes on this lease is
approximately $368.00.
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14. Amendment Three to
Contract for Services for Software Upgrades between State Of Wyoming, State
Auditor's Office and CGI Technologies and Solutions Inc., August 2010
through December 2010.
History:
The State Auditor's Office entered in to a contract with CGI January 2009
for required upgraded versions of computer software to run the accounting
and payroll system for the State.
Purpose:
Amendment Three extends the expiration date from August 31, 2010 to
December 31, 2010.
Payment:
The original contract payment terms still apply.
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15. Amendment Four to
Contract for Services for Software Upgrades between State Of Wyoming, State
Auditor's Office and CGI Technologies and Solutions Inc., December 2010
through December 2011.
History:
The State Auditor's Office entered in to a contract with CGI January 2009
for required upgraded versions of computer software to run the accounting
and payroll system for the State.
Purpose:
Amendment Four extends the expiration date from December 31, 2010 to
December 30, 2011.
Payment:
The original contract payment terms still apply.
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16. Contract for
Implementation of Cost Allocation Software between State Of Wyoming, State
Auditor's Office, Wyoming Department of Workforce Services and CGI
Technologies and Solutions Inc., February 2011 through December 2011.
History:
The State Auditor’s Office has a computerized accounting system, which if
certain existing software is implemented and administered can help provide
a mechanism to accurately track grant monies administered and accounted for
by individual State agencies.
Purpose:
The State Auditor’s Office will receive services to implement cost
allocation and reimbursement activities software for the State Auditor’s
Office and the Department of Workforce Services (DWS). Currently, DWS uses
numerous reconciliation procedures internally and with the State Auditor’s
Office to accomplish federal grant accounting, including cost allocation.
This implementation will reduce reconciliation procedures by allowing more
efficient integration with this office’s computer accounting system.
Another major purpose of this Contract is for the State Auditor’s Office to
be able to develop, through the use of Contractor services provided during
this implementation, a template process which other State agencies may be
able use to reduce reconciliation procedures for cost allocation and other
grant reporting.
Payment:
The term of the contract is February 18, 2011 through December 31, 2011.
The total amount of payment is not to exceed $360,000.00 for the services
to be provided by Contractor under this Contract.
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