Loading...
HomeMy WebLinkAbout1996-04-16 - AGENDA REPORTS - FIN MGMT REPLACEMENT SYSTEM (2)AGENDA REPORT CONSENT CALENDAR DATE: April 16, 1996 to be presented by: Carolynn W. Deller SUBJECT: FINANCIAL MANAGEMENT REPLACEMENT SYSTEM DEPARTMENT: Administrative Services BACKGROUND At the Study Session on February 6, 1996, staff presented an update on the City's technology. This update included plans to replace the City's Core Financial Management System. This item identifies the process used to select Pentamation. Several steps were identified in the process to acquire components for the replacement of the core system. The first step included the acquisition of a database server consisting of Informix and Hewlett Packard. These items were purchased through the State and County technology contracts using a three year lease with Municipal Leasing Associates. The second step is the licensing of software for the financial management systems. On November 1, 1995, a Request for Proposal for the Financial Management Systems was issued. The proposals were received on December 8, 1995. From December through March of 1996, staff evaluated and tested solutions to replace the existing core system. The evaluation process included functionality of the system to meet City needs, support and maintenance, and cost. On-site visits with other cities were also conducted. The systems evaluated included: Eden Systems Seattle, WA Pentamation Bethlehem, PA Bi -Tech Chico, CA Staff's recommendation is to replace the existing system with application software and services provided by Pentamation since this application fulfills the majority of the City's Financial Management needs. Pentamation's system contains their Governmental Resource Series application software which is implemented in over 195 cities, counties and municipalities throughout the U.S. The cost is $249,456. The cost of this implementation will be added to the existing lease. Funds for the lease payment have been identified in the budget. No additional funds are being requested. Agenda Item; /M. RECOMMENDATION Authorize staff to acquire licensing of Pentamation software for the amount of $249,456, a 5% contingency, and authorize the City Manager to approve all associated documents. Approve Resolution No. 96-25 authorizing lease agreement, signatories and notice of intent to be reimbursed. S:\ir\budget\ pentrpLdmh RESOLUTION NO. 96-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA AUTHORIZING LEASE AGREEMENT, SIGNATORIES AND NOTICE OF INTENT TO BE REIMBURSED WHEREAS, City of Santa Clarita, County of Los Angeles, State of California ("City") is duly authorized and existing under the laws of said State; and WHEREAS, the City has entered into agreements for the acquisition and installation of administrative computer hardware/software ("Property"); and WHEREAS, the governing body has determined it is in the best interests of the City and the citizens it serves to secure lease -purchase financing to provide moneys in the approximate amount of $525,000 necessary to pay for the Property; and WHEREAS, Municipal Leasing Associates, Inc, ("Corporation") has offered the City a cost effective lease -financing arrangement requiring periodic rental payments including principal plus interest computed at a 4.88% annual percentage rate for the computer hardware/software; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA CLARITA does resolve as follows: SECTION 1: that the Mayor or the City Manager acting alone be hereby authorized in the name and on behalf of City to enter into binding agreements with the Corporation for leasing the Property upon such terms as may seem advisable to said officer(s), and to execute, as agent for the City all necessary agreements including, but not limited to, a lease/option agreement, custodial and agency agreement, arbitrage and tax certificate, acknowledgment of assignment and acceptance certificate. Each officer is also authorized to accept or direct delivery of the Property. The authority given hereunder shall be deemed retroactive and any and all acts authorized hereunder performed prior to the passage of this resolution are hereby ratified and affirmed. SECTION 2: that the City of Santa Clarita declares its official intent to be reimbursed from the proceeds of the lease/option agreement approved hereby for a maximum principal amount of $525,000 of expenditures occurring no earlier than sixty days prior to the adoption of this resolution. All reimbursed expenditures will be capital expenditures as defined in Section 1.150-1(b) of the Federal Income Tax Regulations. SECTION 3: that this approved lease financing be designated as a qualified tax exempt obligation for the calendar year in which the lease is issued pursuant to Section 265(b) of the Internal Revenue Code of 1986 (as amended) and the authorized officers be directed to execute the "Designation of Qualification" document. SECTION 4: The City Clerk shall certify to the adoption of this resolution. PASSED, APPROVED AND ADOPTED THIS DAY OF 11996. MAYOR ATTEST: CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS CITY OF SANTA CLARITA) I Donna M. Grindey , City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita )w held OFFICER RESOLUTION NO. 96-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA AUTHORIZING LEASE AGREEMENT, SIGNATORIES AND NOTICE OF INTENT TO BE REIMBURSED WHEREAS, City of Santa Clarita, County of Los Angeles, State of California ("City") is duly authorized and existing under the laws of said State; and WHEREAS, the City has entered into agreements for the acquisition and installation of administrative computer hardware/software ("Property"); and WHEREAS, the governing body has determined it is in the best interests of the City and the citizens it serves to secure lease -purchase financing to provide moneys in the approximate amount of $525,000 necessary to pay for the Property; and WHEREAS, Municipal Leasing Associates, Inc. ("Corporation") has offered the City cost effective lease -financing arrangement requiring periodic rental payments including principal plus interest computed at a 4.88% annual percentage rate for the computer hardware/software; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA CLARITA does resolve as follows: SECTION 1: that the Mayor or the City Manager acting alone be hereby authorized in the name and on behalf of City to enter into binding agreements with the Corporation for leasing the Property upon such terms as may seem advisable to said officer(s), and to execute, as agent for the City all necessary agreements including, but not limited to, a lease/option agreement, custodial and agency agreement, arbitrage and tax certificate, acknowledgment of assignment and acceptance certificate. Each officer is also authorized to accept or direct delivery of the Property. The authority given hereunder shall be deemed retroactive and any and all acts authorized hereunder performed prior to the passage of this resolution are hereby ratified and affirmed. SECTION 2: that the City of Santa Clarita declares its official intent to be reimbursed from the proceeds of the lease/option agreement approved hereby for a maximum principal amount of $525,000 of expenditures occurring no earlier than sixty days prior to the adoption of this resolution. All reimbursed expenditures will be capital expenditures as defined in Section 1.150-1(b) of the Federal Income Tax Regulations. SECTION 3: that this approved lease financing be designated as a qualified tax exempt obligation for the calendar year in which the lease is issued pursuant to Section 265(b) of the Internal Revenue Code of 1986 (as amended) and the authorized officers be directed to execute the "Designation of Qualification" document. SECTION 4: The City Clerk shall certify to the adoption of this resolution. PASSED, APPROVED AND ADOPTED THIS DAY OF .1996. MAYOR ATTEST: CITY CLERK STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS CITY OF SANTA CLARITA) I Donna M. Grindev, , City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the day of , 1996 by the following vote of the Council: AYES: NOES: ABSENT: