00-0912_ADVANCED UTILLITY SYSTEMS_Proposal [ s
Request for Proposal — Utility Billing System
September 12,2000
City of San Juan Capistrano, CA
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TABLE OF CONTENTS
CITY OF SAN JUAN CAPISTRANO
1) EXECUTIVE SUMMARY
2) COMPANY OVERVIEW
3) FUNCTIONALITY QUESTIONS
4) SYSTEM REQUIREMENTS QUESTIONS
(I) SYSTEM
(II) IMPLEMENTATION
(III) FEATURES
5) PRICE PROPOSAL
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ExECUTIVE SUMMARY
Advanced Utility Systems Corporation is proud to offer the Capistrano Valley Water
District a proposal that defines and distinguishes the key factors that will provide the
foundation for a successful conversion to a new Customer Information System. We
appreciate the opportunity to highlight some of the strengths of CIS Infinity, our
Customer Information and Billing software application. After review of our proposal, we
hope that the City will see that Advanced represents a safe and practical choice for a
complete CIS solution.
After reviewing this Executive Summary, we are confident that the City will have a broad
understanding of why so many public sector entities have chosen Advanced Utility
Systems Corporation to provide the most functional, innovative, and progressive
solutions available for CIS today.
We have attempted to follow the RFP format, and have answered the Questions from
Page 3 in the order presented, within Section 3. For the questions present under Exhibit A
we have grouped responses under three main sub-headings within Section IV—(i) System
—which deals with "billing" issues; (ii) Implementation—which deals with installation,
set-up, data conversion, support, and training issues, and; (iii) System Features -which
deals with product functions.
Company Strengths
Advanced Utility Systems Corporation was formed in 1997 to provide Customer
Information and Billing services exclusively for customers like the Capistrano Valley
Water District. We have a deep understanding of the water industry and its needs: the
majority of the company's management installation, sales and support personnel have
worked for utilities themselves, and it is this experience and expertise upon which we
draw to deliver powerful solutions.
We believe one of the key reasons behind our success is our proven track record. In 1997
the company began with a single client. In three short years we now exceed 35 clients. In
1999 growth topped 100%. For the year 2000 Advanced Utility Systems has continued to
experience very strong growth.
Technology Structure/Future
CIS Infinity is a Windows NT software solution utilizing data base independent
technologyTM. CIS Infinity supports multi-platform database engines including Oracle
and Microsoft SQL Server.
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Implementation Methodology
A thorough understanding of our streamlined implementation process is key to assessing
the value of choosing CIS Infinity as your billing and customer information solution. Our
previous work with more than 35 implementations for utilities has been instrumental in
the development of our conversion, installation, set-up and training solutions. We know
from experience that thorough preparation and effective scheduling increases the
confidence of your staff while keeping overtime and costs to a minimum-and that's as
important to us as it is to you.
On-Going Support Structure
During and after the implementation,the on-going support structure of Advanced Utility
Systems Corporation will provide that added value to make the successful conversion to
CIS Infinity. There are several elements to our service package that are provided with
on-going support and maintenance. Some of these services include:
Help Desk Support - AUSC offers a variety of support services based out of the
company's Toronto office including the "Gold" 7-day a week 24 hour a day technical and
user support, and the "Silver" "Business Hours" service. PC Anywhere 9.0 is used for
remote support and site visits are made when necessary.
Enhancements -No matter which support package is selected for the CIS Infinity system
the Capistrano Valley Water District will be entitled to all ongoing enhancements to the
system. These enhancements are included as part of the base support agreement and will
be provided at no additional cost.
Version Upgrades—New versions of CIS Infinity are included as part of the core support
package. Historically new versions are issued annually.
Continued Compatibility - Separating the back-end database from new versions of CIS
Infinity means Capistrano can receive a new version and not be forced to or upgrade your
database. Or if you elect to upgrade your database to a new release of SQL or Oracle,
Advanced is constantly testing in-house all new database releases to ensure CIS Infinity
is fully compatible with the latest database technology. This gives you the power to
decide when it is time to upgrade database software, and not be dictated by the CIS
application.
Price
Advanced Utility Systems prides itself on providing mission-critical software to Public
Sector organizations for a reasonable price. CIS Infinity provides robust software,
comprehensive support and cost effective solutions to the North American Utility
marketplace.
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Sunintary Benefits
• Strong Company Stability and Mission
• Innovative Product Functionality
• Realistic and Progressive Technology Structure/Future
• Proven"Best Practices"Implementation Methodology
• Consistent and Reliable On-Going Support Structure 4/
• Competitive Price A/
Future Versions
Advanced Utility Systems is committed to keeping both our clients and our customers
up-to-date with the latest technology and processes. Our policy of annual releases has
allowed us to keep on top of the latest changes in both the utility industry and the
software industry. Version 2.0 which will be shipping in January of 2001 provides our
clients with the advantages of Database Independent TechnologyTm and our Rate
InfinityTM rate management system. We have also completed interfaces to automatic
payment firms, 12 different meter-reading devices, and, most recently, Bill Presentment
technology that allows our customers to offer bills and bill payments over the web.
In CIS Infinity, Version 2.0, we have a product that is robust yet flexible but we are
committed to go farther. Our next version will take full advantage of not only the web but
of mobile and palm computing. We are fully focused on taking advantage of com/dcom
technology and are striving to provide tools to our clients that will allow them to take
advantage of technological change. As we commit to strengthen our product, we commit
to ensure that our customers can take advantage of the latest technology and techniques to
provide state-of-the-art responsive customer care and billing services.
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COMPANY OVERVIEW
Advanced Utility Systems Corporation was formed in 1997 to provide Customer
Information and Billing services for Municipal Electric Utilities like the Capistrano
Valley Water District. Our services include providing the application software, software
installation, product implementation, and complete acceptance testing. The
implementation involves training, conversion, and complete documentation. It also
involves working with your technical experts in specifying hardware and
communications technology and ensuring the interfaces to the software application
selected for financials and works management are operating seamlessly.
CIS Infinity taps the potential of SQL development and object-oriented Windows
technology in order to deliver a flexible and dynamic utility billing software system.
Within three years of releasing CIS Infinity,billing and customer information software,
Advanced Utility Systems Corporation has established itself as one of the leading
suppliers of Windows NT solutions in the North American utility marketplace.
The Advanced Utility Systems management team has proven experience in three key
areas: innovative development of billing and customer service software for municipal
water utilities, a thorough understanding of the role of information technology in the
water business and a comprehensive understanding of the changing utility industry. That
expertise has resulted in the creation of robust software, cost effective solutions and
comprehensive client support.
Over thirty-five utilities in North America, and many with similar operating
characteristics to the Capistrano Water District, have already chosen CIS Infinity as their
software solution. Their search for an experienced company, with comprehensive,
affordable, and easy-to-use billing and customer information software has led them to
Advanced Utility Systems Corporation. It is our hope your search will result in the
selection of an Advanced Utility Systems' solution, as we demonstrate the fit between
your needs and our solution.
Advanced Utility Systems has approximately 35 staff that specialize in software
development, implementation, support and administration for the utility sector. They are
all based out of the company's Toronto office, with the exception of sales, based in
Toronto and Atlanta.
Advanced Utilities Systems Corporation is owned and led by three principals, along with
several minority shareholders. The three are profiled below:
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President and CEO
Patricia Sorbara, the President and CEO of Advanced Utility Systems, is responsible for
the overall strategic direction of the company. Patricia has fourteen years management
experience, particularly in the energy and government sectors. For two years she was
Chief of Staff to the Minister of Energy of the Province of Ontario where she participated
in the Provinces deregulation process. Her expertise is in strategic planning and she has a
proven ability to co-ordinate complex projects and produce results.
vice-President Software Development
Steven Hammond is the Vice-President of Software Development. As the architect of the
primary product, Steven oversees the ongoing development of the product, and its use by
the customer. As well, Steven provides the direction necessary to ensure that the
company meets its technical goals. For the last twelve years, Steven has provided system
development and support to utilities, developing a unique understanding of the
environment in which utilities operate. He has earned a solid reputation in the industry as
an innovative programmer and architect of leading edge utility billing and customer
service software.
vice-president,Chief Marketing Officer
Philip Playfair is the Vice-President, Chief Marketing Officer of Advanced Utility
Systems. Philip directs the marketing and sales activity of the company and is
responsible for the company's customer service strategies. His strengths include project
coordination, innovative problem solving, and the successful implementation of complex
information management projects.
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FUNCTIONALITY QUESTIONS
Advanced Utility Systems Corporation has a deep understanding of the water industry
and its needs, enabling us to deliver powerful solutions. Based on the questions outlined
on Page 3 of the RFP documentation the following summarizes the full responsiveness of
CIS Infinity:
Ql) Does your software meet the attached list of system requirements? Section IV
addresses these questions,and highlights the key attributes of CIS Infinity that
enable Advanced to answer Yes to this question!
Q2)What database is used as the foundation of your system?CIS Infinity utilizes
data base independent technology to allow the use of Microsoft SQL, Microsoft V
Visual Foxpro or Oracle databases. The application runs on Microsoft NT Server
Q3)What networking protocol does your system operate on?The system runs on
Windows 95 —2000, and Windows NT.
Q4) Is the system Client server?—CIS Infinity is an easy to use,fully flexible
client/server application that will allow Capistrano to increase staff efficiencies
and optimize staffing levels.
Q5) Is system a Windows environment?—The software is built from the ground f
Lip as a windows application.
Q6)Does system provide access to remote locations?—Both Capistrano staff and
Advanced Utility Systems support staff can gain full access from remote locations.
Q7) Can you provide the resources required to install the system in a timely f
rnanner?Advanced is committed to providing the expertise to effectively install
the system and fully train the team at the Water District. Based on our experience
the anticipated one/two month proposed time frame is too tight, and 4 months
allows for a more effective implementation.
Q8)Ad Hoc Reporting?The system allows full custom reporting as well as over
80 standard reports.
Q9) Sponsor regular user group meetings?The company holds an annual user
group meeting, with the next meeting scheduled for September 24—26. This
year's meeting is near Toronto,the company's head office location.
Q10 Provide User and System documentation?Both hard copy and electronic
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S)steni Needs it nd CIS I nfii it it.N Fea I tires 11111rdled 1).N ('IS
versions of extensive documentation are provided. In addition full on-line help is
built into the application.
Q1 I) Will training meet the Water Districts needs?Training is held"on-site",
accompanied by extensive documentation. Support is available when and how you
need it.
Q12)How many staff days of training are forecast?This can vary depending on
staff specialized needs and level of experience and expertise, however a rule of
thumb is an average of 4—6 days per user.
Q13)Can we demonstrate CIS Infinity using the CV WD rates?Yes, we can install A
the cities rates and demonstrate the versatility of CIS Infinity through a
demonstration.
Q14)Can we provide a total list of customers?Yes, all our customers can be 4/
contacted. To respect workload of our clients we would like to propose a sub-list
of clients in the water sector,of similar size and geograhic characteristics for
reference follow-up if we are selected for a product demonstration.
Q15)Please provide staff hourly rates for additional work or enhancements.All
enhancements and new product releases are included as part of the support
agreement. However future set-up and training would be done based on current
hourly rates ranging from $120 to$150 depending on the level of expertise needed.
Q16)Can firm meet the timelines outlined above—leading to full operation by
December 1, 2000?In customer research held in the spring of 2000 CIS Infinity V,
was deemed"superior" in terms of user friendliness by over 83%of exisitng
clients That said, it still requires extensive training to master the full functionality.
As well data conversion and set-up are also time consuming. Therefore, depending
on project start-date we recommend a four month installation schedule,and while
we would have the software "operational"on Decmeber 1, it would be in test mode
only.
Q17)Provide a profile of your firm?In section II a company overview is provided
Q18) Security—does your software meet proposed levels?CIS Infinity has
complete security including password access. It also uses the software application
of it's database and application logic for full backup proceedures and full recovery.
Q(19/20/21/22) What price is provided for the software, data conversion,training,
and support?As is evident in the pricing Section V, CIS Infinity is functionaly
rich, flexible- through the extensive use of control files,easy-to-use and operate,
and innovative in design and development. All this at a competitive price,
supported by an ongoing support and maintenance aggreemment.
Q23) What is your policy with regard to future enhancements/upgrades? As is
indicated in Section IV enhancements and product upgrades are included for free
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as part of the support agreement.
Q24) Will the source code be put in escrow?Yes! V,
Q25) What is the cost of a performance bond?For past installations performance
bonds have not presented a hurdle, and can be easily accomodated to meet your
needs.
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SYSTEM REQUMEMENTS
(I) System
CIS Infinity has been designed to handle the"general operational conditions"outlined in
this section of the RFP. Operational and Proven with numerous clients the software is
easily able to handle 13,000 accounts, for 10-12 total users, and meet all of the
requirements outlined. By utilizing full SQL rollback, in the event of a major event such
as a power outage, active files are `rolled back' prior to a commit and the integrity of the
data is maintained.
Highlights of the functionality built into the system include:
CONTRACTS AND RATES
A key strength of CIS Infinity is its ability to handle a myriad of rates and contracts. CIS
Infinity can handle every residential, commercial and industrial rate currently in place.
Using Rate Infinity Technology, we have developed a new rate engine that allows
extremely complicated formulae and calculations that can be woven into individual rates,
making secondary spreadsheets and manual work redundant. This total flexibility allows
the software to also handle all unique contracts with your larger accounts.
UTILITY BILL PREPARATION
With CIS Infinity all billing processes including manual, estimated, budget, flat rate and
rental are simplified. Real time transactions eliminate the need for day-end processes.
The integration of the customer information and billing components of CIS Infinity
makes processing adjustments, estimates and final bills quick and easy. You can define
exception parameters and processes, make special discount and credit arrangements for
individual customers and implement alternative tax rates and apply multiple taxes.
CIS Infinity provides you with simplified billing processes, including cancel and rebill,
bill re-print based on revised consumption history, single bill print from archives and re-
print bill register. Bill registers are archived electronically. And, with the unlimited
reading history provided by CIS Infinity you have greater precision for exception
checking, usage quoting and estimating.
CIS Infinity can be configured to offer different estimating procedures for each service.
Bills, deposits and equalized billing can be estimated based on any formula you define,
for example the amount of the last bill, the average of the last six months or year or two
years, same as the bill six months ago, last year or two years ago. With CIS Infinity,
history of the service address and previous customer's history for greater estimating
precision can also be tracked.
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CIS Infinity can currently save bills as an html format for e-mailing. As well, Advanced
Utility Systems is working with a number of large financial institutions and have written
interfaces to accept all forms of electronic payments including web payments. Efforts are
currently underway to extend this functionality.
NON-UTILITY BILL PREPARATION
CIS Infinity has the capability to bill all types of different products and one-time charges.
Using the billing interface users can create invoices for products and services. These
invoices are tracked and aged like regular bills. Further, any type of flat rate or non-
consumption charge can be associated with a customer and billed. CIS Infinity has the
ability to bill and track any type of transaction, from cable to light bulbs.
BILL PRINTING
CIS Infinity has the flexibility to support printing locally or by printing by third party
mailing houses.
CASHIERING
Whether it's a one-time cash payment from a non-utility customer or a pre-authorized
payment plan through a bank draw for a regular customer, CIS Infinity gives you the
flexibility you need to handle all payment types. You can define the parameters for each
payment type through control files as well as the aging of accounts and the set up of
multiple accounts receivable.
Integrated with payment processing,the point of sale component of CIS Infinity offers
you a wide range of options for product payments, including payment plans with interest,
either as part of the customer's regular utility bill or billed separately. As with all other
forms of payment processing, you can accept any payment type you choose.
CIS Infinity supports the following payment processing types:
• OCR Scanning
• Electronic files from Lock Boxes
• Real Time Posting of Payments
• Bar Code Reading
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(II) Implementation Services
Successful implementation and operation of CIS Infinity requires certain key variables to
be in place:
➢ An implementation team staffed with experts in data conversion, application set-
up, configuration and testing.
➢ Experience in utility business processes.
➢ Formal Implementation processes, with the flexibility to adapt to unforeseen
changes.
Advanced Utility Systems will ensure these variables are accounted for during your
implementation, and that the experience present in our team is applied to your
implementation.
Outlined on the next page is a graphical representation of a 4 month implementation
schedule for CIS Infinity. This represents a"typical" installation, which we would refine
once we determine your exact needs. We recognize that you are looking for a faster pace,
suggesting a 1-2 month time frame. We believe the 4 month schedule can be accelerated
as functions are done in parallel and others are done more quickly as we rely on your
expertise. However installation faster than 3 - 4 months is not recommended.
The following chart is intended to paint a"representative"picture of activities required.
The chart is followed by a general explanation of each of the processes involved in the
implementation process.
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On-Site Evaluation
Conversion
Installation of CIS
Infinity
System Set-up
Training
Parallel Testing
System Live
Month One
• Advanced Utility Systems undertakes an on-site evaluation of your existing software,
and completes the initial best practices assessment, including billing cycles, cash
processes, daily processes, and undertake an assessment of the level of computer
literacy of your staff
• An analysis of your data is completed and Advanced Utility Systems begins the
development of conversion utilities to import data from your existing billing system
• These utilities are modified over a period of time until such time that the staff of both
Advanced Utility Systems and the Capistrano Valley Water District are satisfied with
the results
• Any customizations are identified, and specifications set if it is deemed that they are
necessary.
• CIS Infinity software is installed with the first of the converted data
• The data is used for general training on the software and to test the accuracy of the
conversion routines
• The initial set-up of control files in CIS Infinity is completed
Month Two
• The conversion routines are approved by both the City and staff from Advanced
Utility Systems
• More intensive training is conducted with emphasis on the Billing and Payment
processing modules. The system is tested, with emphasis on the set-up of the control
files
Month Three
• Emphasis is on preparation for running parallel
• Training is focused on customer service inquiries, notices, penalties, and
arrangements
• Testing is done on the rate structures, penalty pick-up, and finalizing the integration
with the Financial software.
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Month Four
• Focus is on running CIS Infinity parallel with the existing billing software
• Training will focus on billing and testing the new system
• Testing is complete and a decision is made to go live
Based on over 35 installations, many of which share the operating characteristics of the
Capistrano Valley Water District, this implementation process has been honed. A
successfully implementation is dependent upon the team at Advanced Utility Systems
working hand-in-hand with the team from the City, and sharing their expertise and
knowledge of the process
Training Services
Training is vital to optimizing the benefits of CIS Infinity. The more confidence users
have when using CIS Infinity, the smoother the implementation process will be and the
more effectively the software will perform for you when you go live. Advanced Utility
Systems would assume responsibility to train the primary and secondary users indicated,
and work with them to ensure casual users then receive elements of this training.
All staff who will have any contact with CIS Infinity will receive Overview Training to
allow them to inquire on the software, test data and make minor edits when necessary.
Users who use the software on a full-time basis receive intensive one-on-one training
with a focus on their particular area of responsibility. A significant portion of time is
allotted to focus on Administrator Training, as the understanding and effective use of the
control files and data structures of the system will ensure that CIS Infinity is used to its
maximum potential.
Classroom training held at your site will be arranged to augment the one-on-one training
staff will receive during installation and parallel testing. In this case, we generally train
your billing and cash staff, your customer service staff and your meter inventory staff in
separate groups, to ensure the most effective use of their time.
The skill level of your staff(particularly their experience with Windows), and the way
staffing resources are allocated (whether staff are assigned individual aspects of the
billing process or whether all staff know all aspects of billing), are the primary factors
that are taken into consideration when a training plan is developed. In our pricing
estimate we have projected 4-6 days of training per person as an average requirement
By the completion of Administrator Training, users will be able to set up new rates and
services, implement multiple rate classes and structures and customize bills by customer
type. Users will be trained to utilize aspects of CIS Infinity that will be crucial to your
future in the ever-changing water industry.
User Training usually takes place in five distinct sessions over several weeks depending
on your needs. Based on our experience with previous implementations, an integrated
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approach to training has been developed to not only reflects the set-up of CIS Infinity at
your utility but also progresses logically for your staff. As each training component is
completed, users will be ready to run parallel with those functions.
Throughout the implementation phase and the first several weeks live on CIS Infinity
your staff will have full access to the same team members who trained them. This ensures
that we're totally familiar with the needs of your staff and that your staff has a high level
of comfort. Our commitment to training and client support means that we do not leave
until your staff has everything they need to do their jobs.
A formal training plan will be developed if we are selected as the vendor of choice.
PRODUCT DOCUMENTATION
User and Technical documentation for the application software is extensive, and fully
addresses all aspects of system operation. It is available in both hard copy and
electronically, and we will provide one master and one copy of documentation as
requested. We would be happy to provide samples at a product demonstration.
PROPOSED IMPLEMENTATION TEAM STRUCTURE
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(III) Features
CREDIT AND COLLECTIONS
Collections procedures including penalty pick up are automated, based on collection
parameters you define. CIS Infinity will build credit ratings based on your specifications.
CIS Infinity stores unlimited collection history for each account that is quickly accessible
through the customer information screen. As well past due follow-up activities required
are fully processed by CIS Infinity. The examples cited such as shut off notices and past
due notices are generated by CIS Infinity.
REPORTS
CIS Infinity contains an ad-hoc query tool called Advanced Search. It allows a user to
search on any field within the database. The user places "operators" on the field and
types in a variable to start the search. All matching records can be exported to a
spreadsheet for further manipulation, or can be filtered on screen.
Ad-hoc reporting will be available in Version 2.0. Users have the ability to query any
database field and create their own report formats. As well, any ODBC compliant
reporting software can be used to query the tables from outside of CIS Infinity.
CUSTOMER INFORMATION REQUIREMENTS
The information requirements stated in the RFP can be demonstrated through sample
screen prints from CIS Infinity.
Shown below is the main customer inquiry form, from which your billing staff can access
most of the information required to effectively serve your customers.
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ON-314-Resulareal 2000+06!03
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4.000000 9.000000 0.000000 0.000000. 0.900000
N024796 Water OOutslde Meter 0 5 1A00000 O.W0000 Gallons 0 2500019950
3297598 Water 0 Outside Meter 0 6 1.000000 0.000000 Gallons 0 23000 1 r
32875M Hi0n Flow OInside Meter 0 1 100.000000 0.000000 Gallons 0 2700
3281518 Low Flow 0 Inside Meter 0 6 1.0000110 0.000000 Gallons 0 45000
43456 Water 0 Outside Meter 0 5 10.0000110 0.000000 Gallons 0 10 199811
The software uses both a service account number(premise number) and a customer
number. The district's current account numbers can in all likelihood be used to form the
new systems account/premise number.
Cycles can be billed throughout the month, adhering to your current schedule, or re-set to
follow a different schedule.
SECURITY DEPOSITS
Collection parameters are specifically designed for deposits. CIS Infinity can be
configured to provide automated interest pick up with interest applied to either the
deposit or the account.
INTERFACES
As indicated in the RFP you wish to transfer information to the General Ledger system.
As well links to the GIS System ArcView and AutoMap2000 are necessary. Where a
new interface is required for a common third party software application in use by many
utilities we will absorb most of the costs of development applicable to CIS Infinity.
Where a new interface is required with a software application that is unique and custom
built we will develop it at the clients cost. Currently we have interfaces to the following
financial software packages: Great Plains, AccPac, J.D. Edwards, Platinum, Business
Vision and a host of other proprietary packages. In addition links to several GIS Systems
are in development. If Capistrano Water District uses any one of these applications the
set-up would occur during the installation.
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SERVICE APPOINTMENTS
Integrated with the contact management component of the software, the service order
module can be configured to automatically generate service orders in response to other
activity within the system as a whole. For example, CIS Infinity will automatically issue
a service order for a final meter reading on an account when a move out is entered.
Whether generated automatically or manually,the service order system will schedule the
service order, assign it to a user or department and track it through the entire CIS system
until completion.
The software can store unlimited customer information including multiple names on
accounts, all service address information including lot, plan concession and roll number,
phone numbers for home, business, fax, cellular, pager, employer, lawyer and more, as
well as e-mail and web addresses. You can use CIS Infinity to track customer
demographic information.
METER EQUIPMENT AND INVENTORY
The meter inventory functionality of CIS Infinity supports multiple meter changes and
tracks meters in the field, in stock and scrapped. It also tracks repair history, and meter
information such as number of dials and manufacturer. Through the automated link to
the contact management system, CIS Infinity generates service orders for reverification
or repairs and produces reports for service orders and replacements.
Backflow system administration and notices and follow-up are supported by CIS Infinity.
METER READINGS
CIS Infinity interfaces with automatic meter reading devices and is fully compatible with
data capture units including Itron (Premier, Premier Plus, MVRS/FS2), Radix, DAP,
Sensus and many other electronic read transmitters. CIS Infinity is fully configurable to
process radio reads collected using an ERT remote and all types of remote devices (ARB,
Sensus Touch). Clients can maximize the use of automated reading features, for
example, updating the meter reader's notes and codes, re-routing and route details.
MOVE IN/MOVE OUT PROCESS
With the automated contact management system in CIS Infinity, the move in/move out
process is simplified. With the completion of a move in/move out entry on CIS Infinity,
the meter reading is automatically scheduled, the necessary service orders are generated
and all information for processing deposits and final bills are prepared
HARDWARE SPECIFICATIONS
The hardware platform needed to support CIS Infinity is outlined below. It represents
modern, state-of-the-art technology, so that the Water District will be able to not only
optimize CIS Infinity, but also operate other elements in a cost-effective, scalable
manner.
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While selection of a technology platform may appear to be an afterthought, it is very
important. Selecting a CIS application that uses older, or poorly supported technology
such as AS400 servers can create problems in the future. Because it is not an open
system, the AS400 platform is severely limited in areas such as scalability, networking,
future support,the use of 3`d party tools, and requires expensive ongoing maintenance.
They are also expensive to purchase for new users.
Selecting an NT Operating System, along with Pentium technology,provides numerous
benefits. Pentium chips are literally doubling in speed every 1-3 years, with costs almost
unchanged. Annual maintenance costs of older AS400 platforms are comparable to the
costs of new Pentium servers. NT systems are scalable, multi-platform, which can
interface easily and comipletely with the Microsoft suite of office products. As well they
are open to the use of 3` party tools, such as Crystal Reports.
MINimum HARDWARE SPECIFICATIONS(FOR EXISTING HARDWARE)
Server: Pentium 11 300
9 gig of disk space (SCSI)
256 megabyte of ram
10/100 megabit network
Windows NT 4.0 operating system
Workstations: Pentium 11 200
64 megabyte of ram(128 is recommended for billing staff)
15" monitor(17" is recommended for customer service staff)
2 megabyte video cards, minimum resolution of 1024 x 768 pixels
Printer: Laser(high capacity, high volume)
Networking: 10/100 megabit Network cards and cabling
PREFERRED HARDWARE SPECIFICATIONS(IF BUYING NEW)
Server: Pentium 111 600
18 gig of disk space (SCSI)—(RAID)
512 megabyte of ram
Adequate tape backup
100 megabit network
Windows NT 4.0 operating system
Workstations: Pentium 111 600
128 megabyte of ram(256 is recommended for billing staff
15" monitor(17" is recommended for staff who deal directly with
customers)
Printer: Laser(high capacity,high volume)
18
, .r ► a
ADVANCED
UTILITY •T{TNN•
Networking: 100 megabit Network cards and cabling
CLIENT LISTING
Attached is a listing of the company's current clients. We have also provided an
indication of the products and services they bill. We ask that you only contact them if we
are one of the short-listed vendors, as we wish to respect their heavy workload. If you
would please let us know whom you wish to contact we can provide contact names and
phone numbers. We would also like to work with you to provide names of similar utilities
in terms of size, location and product mix.
Aurora Hydro Electric Commission Ontario Electric
Town of Berlin Maryland Electric/Water
Cambridge &North Dumfries Hydro Electric Ontario Electric/Water/
Commission Fibre Optics
Cam bellford P.U.C. Ontario Electric/Water
Cochrane P.U.C. Ontario Electric/Water
Collin wood P.U.C. Ontario Electric/Water
Dunnville Hydro Electric Commission Ontario Electric/Water
E.L.K. Energy Ontario Electric
Energy West Arizona, Montana, Electric/Gas/
Wyoming Pro ane
City of Galveston Texas Water
Goulbourn Hydro Electric Commission Ontario Electric
Gravenhurst Hydro Electric Commission Ontario Electric
Greater Napanee Water Supply & Pollution Ontario Water
Control Board
New Haldimand Hydro Ontario Electric/Water
Hearst P.U.C. Ontario Electric/Water
Kanata Hydro-Electric Commission Ontario Electric
Lincoln Hydro Electric Commission Ontario Electric
Midland P.U.C. Ontario Electric/Water
Nanticoke Hydro Electric Commission Ontario Electric/Water
Town of Newmarket Ontario Water
Niagara-On-The-Lake Hydro Ontario Electric
North Slope Borough Alaska Electric/Water
Orangeville Hydro Ontario Electric/Water
OriIlia Water Light & Power Commission Ontario Electric/Fibre Optics
Ottawa Transition Board Ontario Electric
Park Water Company California Water
Pembroke Hydro Electric Commission Ontario Electric
Penetanuishene Hydro Electric Commission Ontario Electric
LCity of Redlands I California Water
19
ADVANCED
YTILJTV •V{TxM•
Reedsburg Utility Commission Wisconsin Electric/Water
Renfrew Hydro Electric Commission Ontario Electric
Town of Richmond Hill Ontario Water
Schlumberger Resource Management New Brunswick Water
Services (Miramichi)
Seacoast Utility Authority Florida Water
Smiths Falls Hydro Electric System Ontario Electric
St. Thomas Public Utilities Commission Ontario Electric/Water
Tay Hydro Ontario Electric
Wasa a Electric Energy Commission Ontario Electric
Waukesha Water Utility Wisconsin Water
West Nipissing Hydro Electric Ontario Electric/Water
Woodstock P.U.C. Ontario Electric/Water
20
APVANCEO
UTILITY •T{Ts"s
PRICE PROPOSAL
Please find below a breakdown of pricing for the implementation of CIS Infinity, which
includes Conversion, System Installation/ Set-up, Training, and Server/License Fees.
(A) CONVERSION
To provide an accurate and comprehensive assessment of the conversion process and the
installation of the system, Advanced Utility Systems would usually propose to spend a
day analyzing each utility system. At this time,Advanced Utility Systems is prepared to
provide an estimate of conversion hours, including a schedule for both the conversion and
installation processes. However, it should be recognized that changes might be required
once the assessment takes place.
Diagnose existing systems 80
a) Determine what data is available
b) Determine what data is not available
a) Determine what data can be trusted
Map data fields from the existing systems to news stem 20
Progranuning/testing of conversion code on the existing system 20
Identify and correct exceptions and problems in conversion 40
Perform on oin conversions and ensure data mapping is correct 30
Formulate, develop and execute a"Go Live" strategy 10
TOTAL: 200
21
• JI, ♦ }
ADVANCED
VTILOT♦ 81i<!Mf
(B) SYSTEM INSTALLATION/SET-UP
Install Server Software 10
Install Client Software 10
Configuration of the control files 60
Set up the interface with third party packages 40
Test billings/cash processing/adjustments with installed settings 25
Full testing of processes of CIS Infinity with existing systems. Advanced 60
Utility Systems staff on-site during parallel testing and live.
Project Management 40
TOTAL: 245
(C) Training
Training is vital to maximizing the benefits of CIS Infinity. Outlined below is the training
hours recommended for training. Classroom training will augment the one-on-one
training staff will receive during installation,parallel testing and going live.
The training hours quoted are based on an average of 20-30 hours per user, which in our
experience is the minimum required for each user who actively uses the billing and
customer service aspects of the software. In some cases the requirement per user is less
and in others, for example, administrator training, it will be more.
Total training hours required, based on an estimated 10 users: 250 hours
22
ADVANCED
YTILITT •TSTMNS
(D) TOTAL FEES— INCLUDING LICENSE CHARGES
Server License $25,000
User Licenses 6 @ $2,500 $15,000
Subtotal: $40,000
Conversion 200 hours @ $120 $ 24,000
Set-up and Install 245 hours @ $120 $ 29,400
Training 250 hours @ $120 $ 30,000
Subtotal: $83,400
TOTAL: $123,400
Please note that the above fees are based on our current knowledge of your operation and
may require revision following a more in-depth analysis of your organization. This quote
is valid for 90 days from the date on the proposal.
SUPPORT
The team at Advanced Utility Systems has over 45 years combined experience in the
utility sector. Our development team has extensive programming experience across
many platforms, systems and programs including experience in Visual FoxPro, Oracle,
SQL Server, Visual Basic, Visual C, Business Basic, RPG, Case, Pace, Cobol. Operating
systems include Dos,NT, Unix, Windows 95/98, and AS400.
The wide variety of experience within our team gives Advanced Utility Systems a unique
ability to undertake complex conversions and interface with third party software. We
offer 7 day a week 24 hour a day technical and user support. PC Anywhere 9.0 is used for
remote support and we make site visits when necessary. The cost for annual support
would be $10,000.
23
7DVN
fYi TEMi
May 20, 2004
Ms. Stacie Sheek
City of San Juan Capistrano
32450 Paseo Adelanto
San Juan Capistrano, California
92657
Dear Stacie:
As you are aware, the License Agreement between Advanced Utility Systems Corporation
(Advanced)and City of San Juan Capistrano,requires that an updated version of CIS Infinity
billing and customer service software be held in Escrow. Advanced has ensured that the Escrow
Agent has a complete list of the clients of Advanced who are designated as beneficiaries pursuant
to the terms of the Escrow section of our License Agreement.
For your information and records, attached is a copy of the Escrow agreement between Advanced
and our escrow service provider, Lincoln-Parry and Associates. The agreement is referred to as
Software Escrow Agreement No. 1764, Multi User Plan. Under this plan, a copy of our software
is held in a sealed container and is updated regularly.
If this letter is a duplicate to one you have received previously,please update your records with
this copy.
If you have any questions regarding the Agreement or the process, or wish to discuss an aspect of
the Escrow arrangement,please contact me at(416)496-0149 ext. 202.
Yours truly,
Michelle Kirchner
Executive Assistant to the CEO
Attachments
2235 SNEPPARD AVENUE EAST SUITE 1400 TORONTO ONTARIO M2)S95 TEL (416)496 0149 FAX (416)496 3910 www.advancedutility.com
Agreement No.
SOFTWARE ESCROW AGREEMENT
Multi User Plan
Between:
LireohrPatry Associates Inc. Advanced Utility Systems Corp.
5925 Airport Road, State 200 and- 599 B Yonge Street, PO 176
Mississauga, Ontario 1AV 1W1 Toronto, Ontario M4Y 1Z4
(called the Trustee) (called the Licensor)
WHEREAS the Licensor carries on the business of licensing computer software and is desirous of malting available severally
to certain of its customers, each herein called the Licensee the benefits contemplated by this agreement,and;
WHEREAS the Licensor has granted or shall gran to the Licensee the right to use certain computer programs in object form
and has agreed or shall agree to support the programs but wishes to maintain their confidentiality as trade secrets, and;
WHEREAS the Licensee is desirous of being assured that the source code, documentation and related materials for such
programs will be made available to it for the purposes of self support if certain events named herein occur;
THEREFORE the parties agree as follows:
1. ESCROW MATERIALS capable of being sealed and in which the Software shall be
stored.
The computer programs to which this agreement (b)The Licensor shall thereupon deposit the Software
applies are close named in the List of Escrow Programs. A mw the said container, identifying it by name and release
program shall consist of the source code magnetically or number, and shall certify as to the authenticity of the contents
optically stored,and such supporting documentation and in the sealed container on the form supplied by the Trustee.
related materials that are necessary to allow a reasonably (c) The Licensor shall seal the container and shall
competent programmer to maintain and modify such programsdeliver it to the Trustee to hold in accordance with the terms of
The programs shall be collectively referred to herein as the this agreement.
Software. (d) The Licensor will likewise deposit new releases
into escrow, and the Trustee stall retain the latest such
deposits and shall return earlier deposits to the Licensor.
E. BENEFICIARIES (e)The Trustee stall hold the container in its sealed
state and shall not open,cause or permit it to be opened under
All Licensees of the Software shall separately become any circumstances whatsoever except as may be permitted
a beneficiary hereunder upon the filing by the Licensor with under this agreement.
the Trustee of a notification in the form described in Schedule
C and shall have full standing under this agreement as though 4.EVENTS CAUSING RELEASE
signed by each of the Licensees.
The Software shall be held in escrow by the Trustee
until the earliest of the following events:
3,DELIVERY AND CERTIFICATION (a) A cessation of the use of the Software by the
Licensee and the termination or expiry of its program license
The following procedure shall be adopted for the agreement with the Licensor, or the tenmiration or expiry
presentation and certification of the Software into escrow. caused or permitted by the Licensee of the Software
maintenance and support services portion of the said program
(a)Within 10 days after the signing of this agreement license agreement.
by broth parties, the Trustee stall supply ore of its standard
containers of appropriate dimensions to the Licensor which is
(b) A termination of this agreement by consent of the 7.DISPUTES AND ARBITRATION
Licensor and Licensee, or the Licensee or Licensor alone.
(c) The occurrence of any of the following everts, If the Licensor enters a dispwe as contemplated by
and provided in all events that the Licensor has not made paragraph 6(c)then the dispute shall be arbitrated in
suitable alternate arrangements for the continued supplying of accordance with the arbitration provisions set out in the
maintenance of the Software: software license and consulting agreement between the
Licensor and the Licensee. If such software license and
(1) A petition or assignment in bankruptcy,or an consulting agreement does not contain an arbitration
assignment for the benefit of creditors of the Licensor; provis{on,then the procedure set at below shall be followed
(2) A cessation of normal business operations by the before the Software is delivered to the Licensee.
Licensor during the term of this agreement; (a) The Licensor and Licensee shall within five(5)
(3) A failure or refusal by the Licensor to provide the days after the entering of a dispute name an arbitrator to decide
Software maintenance and support services required of it under whether the Licensee is entitled to receive the Software. If
its program license agreement with the Licensee, which failure they are unable to agree upon the selection of an arbitrator them
has been preceded by a notice in writing to the Licensor that its the Trustee shall make the said selecaon
continued default would cause the Licensee to invoke its rights (b) The arbitration shall otherwise be conducted in
oder this agreement thirty(30)days after the data of the said accordance with the Arbitnuion Act(Ontario).
notice; Upon being provided with a certified copy of the arbitration
decision rendered in connection with a dispute contemplated by
5. RETURN TO LICENSOR paragraph 6(c), the Trustee shall immediately upon ane expiry
of any appeal period carry out the decision of the arbitration
The Trustee shall deliver the Software back to the
Licensor if any of the events named in paragraph 4(a)or 4(b) S.VERIFICATION PROCEDURE
occurs before any of the everts named in paragraph 4(c),
provided that a Termination Notice in the form set out in In order to verify the authenticity of the torrents of
Schedule A and signed by the Licensor and the Licensee has any container deposited by the Licensor and being held in
been delivered to the Trustee along with the balance of any escrow the Licensee may at any time call for its inspeetion in
fees and charges that are due, and father provided that no the mariner and subject to the conditions below.
other Licensee is a beneficiary under this agreement at the
time. (a)The Licensee shag notify the Licensor and the
Trustee in writing of its demand to inspect the cornetts of a
6. RETURN TO LICENSES container, and such notification shall be made at least 30 days
in advance of the date appointed for such inspection
The Trustee shall deliver a copy of the Software to the (b)The Trustee shall appoint the location for such
Licensee if any of the events named in paragraph 4(c)oconr inspection.
before any of the events named in paragraphs 4(a)or 4(b), (c) The Trustee shall attend at the appointed time and
provided that the procedure set out below has been followed and place and shall thereat produce the sealed container in
the conditions met. question.
(d)The contents of the container shall be removed
(a) The Licensee has delivered to the Trustee a written and inspected by the Licensee and a determination made as to
request for the release of the Software,accompanied by a sworn whether they are as purported by the Licensor on its
affidavit in a form satisfactory to the Trustee from a senior certificate.
officer of the Licensee stating the particulars of the reasons for (e)If the contents are determined to be as purported,
its request they will be resealed and returned to the Trustee to continue to
(b) A copy of the request and affidavit have been hold in escrow. The Licensee shall pay all costs associated
delivered to the Licensor,and the Licensor has received at least with the inspection, including machine time, operating
the notice period named in paragraph 4(c)(3). personnel, travel, food, lodging and a reasonable per diem fee
(c) No dispute in writing has been received from the for the attendance of all the parties auenaling at the inspection
Licensor by the Trustee within fifteen(15)days of the Licensor's (f) If the contents of the container are determined not
receipt of the Licensee's request and affidavit. to be as purported, then Licensor shall pay all of the costs
(d) The Licensee has signed a non disclosure covenant tamed in sub paragraph(e)and shall also forthwith deliver to
in the form set out in Schedule B and delivered it to the Trustee. the Trustee a copy of the authentic software as purported on
(e) All outstanding charges under this agreement have the Licensor's certification, and the Licensee may first verify
been paid to the Trustee,and the Licensee has paid that the same are authentic.
copying and delivering costs incurred by the
Trustee.
9. DUTIES OF TRUSTEE 1E. INSPECTION
(a) The Trustee shall store the sealed containers in a For the purpose of insuring that any sealed container
safe and secure location of its own choosing. delivered to and held by the Trustee under this agreement
(b) The licensor may direct the Trustee to store the remains in a sealed state,either the Licensor or the Licensee
sealed contaimers in a location selected by the Licensor,in may at any time demand to inspect such container at de offices
which every the Trustee shall comply with such direction of the Trustee, and the Trustee shall produce such container on
provided that access to the location is oder the Tnstee's a timely basis for inspection Notwithstanding the immediately
control and that any additional costs incurred by the Trustee in preceding sentence, if the Licensee demands to inspect a
using the site are paid by the Licensor. container at the offices of the Trustee, such inspection shall not
(c)The Licensor represents that Software does not take place until the Licensor is advised of such demand and
require any storage conditions other than office envirortment provided with a reasonable opportunity to attend at such
conditions. inspection.
(d)The Trustee shall exercise reasonable judgement
in the handling of the Software in the event of a dispute and 13. NOTICES
shall out be liable to either party except for grossly or
deliberately negligent conduct. Any notice required to be given in writing under this
agreement shall be given by prepaid fust class post to the
respective addresses above first mentioned or to such other
10. FEES, CHARGES AND TERM addresses as the parties may from time to time direct.
The Licensor shall pay to the Trustee the following
fees and charges: 14.TITLE
(a)An annual fee of$675.00 payable upon execution
by the Licensor of this Agreement and on each anniversary Tide to the Software shall remain with the Licensor.
date thereafter during the term. The Trustee shall have title to the physical storm medium,
(b) This agreement shall continue after the initial term hit not to the Software residing on it. without derogating
on a yearly basis unless terminated by eider party, from the Licensorgs rights hereunder, if the Trustee undergoes
(c)A fee of$75.00 per container per year or part any event of insolvency, the Licensor shall have the fight to
year for each container in excess of one being held by the immediately retrieve the Software,and the Trustee hereby
Trustee on the anniversary date and payable on the anniversary disclaims any ownership right or title in and to the Software.
date of this agreement.
(d)A charge respecting all expenses incurred by the
Trustee for media, copying, shipping, delivery, and special 15. GOVERNING LAW
storage requested by the Licensor payable on receipt of
account. This agreement shall governed by tie laws of the
(e)A fee of$25.00 per notice delivered by the Province of Ontario without reference to its conflict of laws
Trustee to either the Licensor or any of the beneficiaries. provisions.
16.INUREMENT
11. DEFAULT IN PAYMENT
This agreement shall be binding upon and enure to the
If the Licensor fails to pay any fee or charge on its benefit of parties and the beneficiaries named by the Licensor
due date, then the Trustee may,after giving the Licensor and the assign=of each of them.
ninety(90)days prior written nonce to make such payment,
realize upon the Software for the purpose of collecting
payment from the Licensor. In such circumstances, it shall 17. ENFORC M ENT
issue a written notice(a(Sale Nouceg, a copy of which shall
be delivered by courier or sent by registered mail to the Each beneficiary framed under Section 2 of this
Licensor), and within ten days following delivery of the Sale agreement may enforce:its rights jointly or severally with alter
Notice, the Trustee may sell the Software in any manner it named beneficiaries.
deems fit, provided that it has not received payment of all
amounts owing to it prior to the scheduled date of such sale.
The remedies above do not exclude any other remedies that are
otherwise available to the Trustee. caymp'vxs-vx Pwy
IN WITNESS WHEREOF the patties have by their representatives so authorized emctted this agreement to go into force on the
date below first mentioned.
r
t.nrcoln- Inc. Advaltifity Sy ns �70By
By By
Title Title ,'President Title Vice President
Pate � GC / / Date MAYck 1< 144 Date dm,ck 1 $ 119
LIST OF ESCROW PROGRAMS
Program Name Description Release No.
CIS2000 It is a flemble, state-of-the-art, 32 bit,object-oriented, 1.4
clientlserver application that operates in a Windows 951NT
Environment. CIS2000 allows municipalities and utilities
To nm their electrical, water, sewer, and gas billing services
In an easy to use,user controlled environment. CIS2000
Is fully year 2000 compliant. It is comprised of integrated
Modules that perform the basic function;of the billing and
Customer service system and thereby provides an integrated
Approach to the management of the utility billing process.
* The licensor shall deposit updates if any to the Software above fisted not less frequently than annually, and such updates shall be
considered as included in the Software.
SCREOELE A-TERMINATION NOTICE
TO: Lincoln-Parry Associates Inc. Date
5925 Airport Road, Suite 200
Mississauga, Ontario
Lav 1W1
TAKE NOTICE THAT the Licensor and the Licensee being parties to a Software Escrow Agreement bearing No. and
date do hereby terminate the said agreement as of the date of this notice and direct you to deliver the Software thereunder held by
you to the licensor forthwith
licensor licensee
Licensor licensee
TO: 8CBBDDLB B-BOB DISCLOSIRE COVENANT
Date
(Licensor)
WHEREAS the Licensor and the Licensee are parties to a Software Escrow Agreement bearing No. and date
pursuant t to which the Software therein shall be released to the Licensee by the Trustee, arid;
WHEREAS a prior condition of such release is set out in paragraph 6(d)of the said agreement, namely that the Licensee must
fust execute this form of non disclosure coventant and deliver it to the Trustee;
THEREFORE the Licensee covenants as follows for due benefit of the Licensor:
1. To hold dtc Software in the strictest of confidence, recognizing that it is a valuable trade secret of die Licensor and that its
improper disclosure will cause substantial and irreparable injury to the Licensor.
2. To restrict the use of die Software solely and exclusively for the purpose of supporting the Licensee's own installation, and for no
otter purpose whatsoever.
3. To restrict disclosure of the Software or any part thereof to only rinse of the Licensee's employees or agents who have a bona fide
treed to know, and who have received written notice of the confidential nature of the Software and have agreed to abide by dace
restrictions.
4. Other than for back up, not to snake any copy,derivation,translation or imitation of the Software,or to use any of its algorithms,
designs or architecture in producing another program.
S. To fully observe and perform all other obligations which may bird the Licensee under any otter agreement which exist between it
and the Licensor.
Licensee
8CN6DDLS C-NOTIFICATION
TO: Lincoln-Parry Associates Inc. Date
5975 Airport Road, Suite 200
Mississauga,Ontario
L4V 1W1
HE INFORMED THAT
Name (Licensee)
Address
has become a licensed user of the Software described or otherwise included in Software Escrow Agreement No.
and bearing date between you and (Licensor)and as such becomes entitled to
the rights of a beneficiary thereunder with the filing of this Notification,as its interests may appear under valid licence agreements in
force at such time as those rights are exercised.
Licensor