TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Simpler Systems, Inc., for maintenance of the City's Financial Accounting Information System (FAMIS) and as-need software consulting services, for a one-year term in the annual amount not to exceed $150,000 with two one-year options to renew the agreement, at the City Manager's discretion. (Citywide)
DISCUSSION
The Department of Financial Management requests approval to contract with Simpler Systems, Inc., for user licenses and maintenance for the SimplerSuite (EZ FAMIS) software in the annual amount of $60,000 for a 12-month period, with the option to renew for two one-year periods. Additionally, the Department requests approval to contract with Simpler Systems, Inc., for as-needed technical services for EZ FAMIS, including new functionality and expanded financial datasets, in the amount of up to $90,000 for a 12-month period, with the option to renew for two one-year periods.
In Fiscal Year 2008, the City contracted with Simpler Systems, Inc., to implement a query and reporting tool for Citywide users of FAMIS, the City's official General Ledger and comprehensive financial accounting system. Simpler Systems, Inc., is the only company that licenses EZ FAMIS and provides software upgrades and corrections.
Therefore, no useful purpose would be served by advertising for bids, and to do so would constitute an idle and useless act and an unnecessary expenditure of public funds in that Simpler Systems, Inc., is the only corporation, firm or individual that could or would bid for the furnishing of said replacement services.
EZ FAMIS, a web-based tool that enables access to the City's 11-year old mainframe Accounting software, has had an immediate positive impact on all users of financial data in the City. Every department has benefited from its implementation, as users across the City now spend considerably less time accessing and analyzing simple financial reports and data. For $5,000 per month, Simpler Systems, Inc., provides an unlimited number of user licenses, software upgrades and software corrections.
The City has invested considerable time and resources implementing EZ FAMIS for the accounting module of the City's FAMIS software system. Developed systems and processes such as data extraction, synchronization, reconciliation, user security, user interface, as well as data presentation and export will all be leveraged only by expanding the successful EZ FAMIS software application to include additional FAMIS software modules and datasets.
With increased and enhanced functionality, staff time spent on the tedious aspects of querying and reporting financial data and monitoring financial trends will be significantly reduced.
This item was reviewed by Deputy City Attorney Amy R. Burton on January 5,2009 and Budget Management Bureau Manager David Wodynski on December 31,2008.
TIMING CONSIDERATIONS
City Council action is requested on January 20, 2009 to allow for the development of budget and financial reports to support the budget development process initiated on January 5, 2009.
FISCAL IMPACT
The total contract request is $150,000, of which $60,000 is for annual maintenance and up to $90,000 for as-needed software enhancements and new licensing, as needed.
Sufficient funding is available in the FY 09 Adopted Budget in the General Services Fund (IS 385) to support the requested contract.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH SIMPLER SYSTEMS, INC., WITHOUT ADVERTISING FOR BIDS, FOR FINANCIAL SOFTWARE MAINTENANCE AND RELATED SERVICES IN AN AMOUNT NOT TO EXCEED $150,000
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
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APPROVED: |
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PATRICK H. WEST |
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CITY MANAGER |