Report to Mayor and City Council
Tuesday, June 21, 2016
Consent
SUBJECT:
Title
APPROVE AMENDEMENT TO SERVICE CONTRACT TO RENEW MAINTENANCE AND SUPPORT AGREEMENT FOR THE CITY'S FINANCIAL SOFTWARE (CITY COUNCIL)
Body
I. SUMMARY
The City utilizes SunGard Public Sector, Inc.’s software for a number of essential administrative/financial applications. Maintenance and support from SunGard Public Sector, Inc. is required in order to ensure prompt resolution of problems as they occur. The fee to renew services for the period of August 1, 2016 through July 31, 2017 is $94,624.80. The Sungard software is proprietary and is available only through SunGard Public Sector, Inc. Since the cost of this maintenance and support exceeds the amount that the City Manager may approve, the City Council is being asked to approve the award of the service contract.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE, pursuant to Carson Municipal Code section 2604(a), the proposal process as defined by Carson Municipal Code section 2610.
2. APPROVE Amendment No. 23 to Maintenance and Support Agreement between City of Carson and SunGard Public Sector, Inc. (formerly known as Bi-Tech Software) for the period of August 1, 2016 through July 31, 2017 in an amount of $94,624.80, and AUTHORIZE Mayor to execute the same upon approval as to form by the City Attorney.
1.
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III. ALTERNATIVES
None.
IV. BACKGROUND
The City has been using SunGard Public Sector, Inc.’s software system called Integrated Financial and Administrative Solution (IFAS7i) since 1993. Annual renewals of SunGard Public Sector’s maintenance and support coverage have occurred every year since the original Agreement was executed between the City and SunGard Public Sector, Inc. (formerly known as Bi-Tech Software). Each such renewal has included an increase in the annual fee. The fee to renew services for the period of August 1, 2016 through July 31, 2017 is $94,624.80.
A partial list of software modules used by the City includes: General Ledger, Budgeting, Accounts Payable, Accounts Receivable, Purchasing, Stores Inventory, Bank Reconciliation, Payroll and Human Resources. The annual maintenance and support order will provide the City with professional services, remote assistance online or via telephone, fax and e-mail to correct software modules and programming problems.
The IFAS7i software is proprietary and is available only through SunGard Public Sector, Inc. As such, Staff recommends waiving the solicitation of written proposals for these services (CMC section 2610(a)) pursuant to the exemption in CMC section 2604(a).
V. FISCAL IMPACT
Funds have been budgeted in the proposed budget for FY 2016/17 for these items in account number 01-50-615-003-6004 in the amount of $94,624.80.
VI. EXHIBITS
1. Carson Municipal Code Sections 2604 & 2610. (pg. 3)
2. SunGard Public Sector, Inc. Invoice Document. (pg. 4)
3. SunGard Public Sector, Inc. Software License and Support Agreement. (pgs. 5-21)
4. SunGard Public Sector, Inc. Amendment No. 23. (pgs. 22-26)
Prepared by: Robert Eggleston, Information Technology Manager; Chris F. Neumeyer, Assistant City Attorney