AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 08/07/2019
TO: Honorable Mayor and City Council Members
FROM: Information Technology Department
SUBJECT:
Title
City Council consideration of CentralSquare Technologies for Software Licensing and Maintenance Renewal.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Authorize the Information Technology Department to approve the renewal of CentralSquare Technologies for Licensing and Maintenance in the total amount of $139,729 for the period of July 1, 2019 through June 30, 2020, as an exception to bidding pursuant to Corona Municipal Code (CMC) Section 3.08.140(e) “Best interest of the City.”
2. Authorize the City Manager, or his designee, to execute any needed contractual documentation to effectuate the renewal, subject to any revisions required by the City Manager and/or the City Attorney in order to make them acceptable as to form and consistent with the Council’s action hereunder.
3. Authorize the Purchasing Manager to issue a purchase order to CentralSquare for licensing, support and maintenance in the amount of $139,729 for the initial period of July 1, 2019 through June 30, 2020 and approve necessary change orders or amendments up to the amount provided by CMC 3.08.070(i).
4. Authorize the City Manager, or his designee, to execute two optional renewals for subsequent fiscal years Fiscal Year 20/21 and Fiscal Year 21/22, in amounts not to exceed $149,000 and to approve necessary change orders and/or amendments up to the amount provided by Corona Municipal Code Section 3.08.070(i).
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ANALYSIS:
CentralSquare Technologies (formerly Sungard Public Sector) is a software provider that specializes in public sector solutions. The vendor has recently acquired several companies and has consolidated their billing. The City of Corona utilizes a number of these software solutions including:
• Finance Enterprise (formerly OneSolution) - ERP (Enterprise Resource Planning) Software which includes modules for general ledger, accounts payable, accounts receivable, purchasing, human resources and payroll.
• Community Development (formerly TRAKiT) - Software solution specializing in land-use planning, permitting, inspections and code enforcement.
• CrimeView - CrimeMapping.com (formerly TriTech Software Systems) - solution that provides the public with information about recent crime activity in order to assist police departments in reducing crime through a better-informed citizenry.
CentralSquare also partners with IBM and provides licensing and support for Cognos reporting and Business Intelligence software, and the annual renewal and support for Cognos is also included in this action.
Annual Cost breakdown:
|
Finance Enterprise |
$98,801.76 |
|
TRAKiT |
$19,260.68 |
|
Cognos, Core IFAS (Microfocus) |
$9,799.94 |
|
CrimeView (Hosting and Licensing) |
$11,865.66 |
|
|
$139,728.04 |
OneSolution was chosen by the City as a result of an RFP performed in 1995 to replace the existing legacy HP system.
Maintaining our annual maintenance and licensing is a requirement to utilize the software, ensuring that we receive software support, updates, patches, big fixes, security and functionality enhancements. The maintenance and support of this system needs to be renewed on a continual basis to support City operations.
The annual licensing and maintenance for CentralSquare software is provided by the vendor alone and is not available via third party providers.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Not applicable.
FISCAL IMPACT:
Annual cost for Fiscal Year 2019-2020 is $139,729. There is a standard increase to the licensing and maintenance cost of up to 3% annually.
The City does review the supported software modules and as modules are no longer required, we work with CentralSquare to reduce the maintenance cost for upcoming years by discontinuing licensing and support for unused modules.
The funding for this action has already been allocated in the Information Technology Department annual budget for Fiscal Year 2019-2020.
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.
PREPARED BY: MIKE ENRIQUEZ, SENIOR SOFTWARE ARCHITECT
REVIEWED BY: KYLE EDGEWORTH, DEPUTY CHIEF INFORMATION OFFICER
REVIEWED BY: CHRIS MCMASTERS, CHIEF INFORMATION OFFICER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
REVIEWED BY: MICHELE NISSEN, ASSISTANT CITY MANAGER
SUBMITTED BY: MITCHELL LANSDELL, ACTING CITY MANAGER
Attachments:
1. One Solution Award 01/17/1996
2. CentralSquare Technologies - Budgetary Quote 2019-2020