HomeMy WebLinkAbout2005-11-22 - AGENDA REPORTS - CITY FINANCIAL SYSTEM CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item•
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
November 22, 2005
AWARD OF CONTRACT FOR UPGRADE OF CITY FINANCIAL
SYSTEM
Administrative Services
RECOMMENDED ACTION
City Council authorize the upgrade of the City's current Automated Financial System, and
award a contract to Sunguard Pentamation in the amount of $266,500, plus a 10%
contingency in the amount of $29,000, for a total contract value of $295,500, subject to
approval by the City Attorney.
2. City Council appropriate $44,500 from Fund 601 (Technology Replacement) to the
Technology Services budget, Account No. 2311-8610 (Computer Replacement Fund), in
order to fund the total cost associated with the upgrade of the Financial System. The total cost
of upgrading the City's Financial system (inclusive of the contract with Sunguard
Pentamation, plus additional hardware, training, and potential temporary staff) is $315,500,
plus contingency in the amount of $29,000, for a total project cost not to exceed $344,500.
BACKGROUND
The current financial system, Pentamation GRS, was purchased in 1996. While it has served the
City well, it is an outdated legacy system reaching the end of its service life. The software is
text -based and obsolete. In addition, the hardware is no longer supported by the manufacturer.
The financial system is critical to the daily operation of City business.
Staff evaluated the options available and determined the superior path is to upgrade Pentamation
to the Plus Series. The new system offers new functions that streamline our current processes,
provide enhanced reporting capabilities, and will significantly improve organizational
efficiencies. As part of the City's long-range budget management, each year the City Council has
appropriated monies into an internal Technology Replacement Fund in order to ensure that
significant monies were readily available to replace major technology applications as they
reached their end -of -life cycle.
Funding to support the upgrade of the City's Financial System have been previously appropriated
by the City Council from the Technology Replacement Fund and are available in the Fiscal Year
2005/06 Technology Services budget. In consideration of costs associated with the need to
purchase additional system hardware, staff training, and potential temporary employees to help
oversee day-to-day Finance operations while City staff transitions to the new financial system,
the full funding of this project requires the appropriation of an additional $44,500 from the
Technology Replacement Account (Fund 601).
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate monies in the amount of $300,000 to award a contract to Sunguard Pentamation in
support of the Financial System upgrade have been previously appropriated by the City Council
from the Technology Replacement Fund and are available in the Fiscal Year 2005/06 Technology
Services budget. At this time, the City Council is being asked to appropriate an additional
$44,500 from the Technology Replacement Account (Fund 601) to address costs associated with
the need to purchase additional system hardware, staff training, and potential temporary
employees to help oversee day-to-day Finance operations while City staff transitions to the new
financial system.