TITLE
Recommendation to authorize City Manager, or designee, to amend Contract No. 34024 with Cardon Solutions, LLC, of Weston, FL, to provide technical and functional maintenance support and development services for the City's suite of Financial Accounting Management Information Systems (FAMIS) and Simpler Suite (EZ FAMIS) reporting, to increase the annual amount for the current contract year by $81,324 for a revised annual amount not to exceed $270,084, and increase the not-to-exceed annual amount for the two remaining one-year optional renewal periods by $274,151 for a revised annual aggregate amount not to exceed $462,911. (Citywide)
DISCUSSION
City Council approval is requested to increase the contract amount with Cardon Solutions, LLC (Cardon), to accommodate additional work within scope for the duration of the contract and, if necessary, the two remaining renewal periods. The City has contracted with Cardon since June 2009 for maintenance and support of the City’s suite of Financial Accounting Management Information Systems (FAMIS) and Simpler Suite (EZ FAMIS) reporting to ensure continued operation of critical functions used by over 1,000 users in City departments who manage the City’s accounting, purchasing, and budgeting needs. On September 15, 2015, the City Council adopted Resolution No. RES-15-0116 and awarded a two-year contract to Cardon, in an annual amount of $171,600 for a period of two years, with options to extend the term for two additional one-year terms and to add up to 10 percent of additional expenditures each year.
Cardon’s current scope of work includes creating and maintaining complex interfaces between FAMIS and other software applications, as well as developing and implementing software modifications that support the City’s changing business needs. The City’s implementation of a new Enterprise Resource Planning (ERP) system to replace FAMIS has increased the quantity and complexity of this work, and additional support from Cardon is needed to ensure a successful implementation. Specifically, there is increased need to convert existing FAMIS data, develop EZ FAMIS queries to analyze and convert data for transition, and revise interfaces between Citywide systems and FAMIS to ensure continued functionality in the new ERP system. Development of these processes requires in-depth knowledge of FAMIS and EZ FAMIS, as well as the City’s business processes. Cardon has this depth of experience and is uniquely qualified to provide the expertise required to integrate data between FAMIS, EZ FAMIS and the new ERP system.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 21, 2017 and by Assistant Finance Director Lea Eriksen on August 17, 2017.
TIMING CONSIDERATIONS
City Council action is requested on September 5, 2017, to ensure continued support of the City’s existing financial systems and timely implementation of the new ERP system.
FISCAL IMPACT
The existing annual contract amount of $188,760 is comprised of a $171,600 base amount plus a 10 percent contingency, and is budgeted in the General Services Fund (IS 385) in the Citywide Activities Department (XC). The additional funds requested would add $81,324 (inclusive of a 10 percent contingency) to the current year contract authority, bringing the annual contract authority to a total not to exceed amount of $270,084. Additional approval is also requested to add $274,151 (inclusive of a 10 percent contingency) to the contract authority for each of the two remaining optional contract renewal periods for an annual aggregate amount of $462,911. If all renewal options and contingency amounts are used, the additional funds requested for all three years would total $629,626 and would be funded from available ERP implementation budget in the General Services Fund (IS 385) in the Technology and Innovation Department (TI). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER