TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Simpler Systems, Inc. (Simpler), for software licensing and professional services for Simpler's reporting system to be used for the City's new utility customer information systems (CIS), the land management and revenue (LMR) system, and enterprise licensing for use on all City software applications, for a two-year term not to exceed $290,000; and increase appropriations in the General Services Fund (IS 385) in the Citywide Activities Department (XC) by $100,000. (Citywide)
DISCUSSION
In Fiscal Year 2008, the City first contracted with Simpler and began a pilot project to implement better reporting for FAMIS, the City's accounting system. The pilot project was very successful, and has had an enormous impact on all users of financial data in the City. Since the original project, Simpler's reporting system has been implemented with the same kind of success for additional financial systems, and now includes data from accounting, purchasing, budgeting, accounts payable, warehouse inventory, and fixed assets. The City's investment in Simpler's reporting system has resulted in a flexible and easy-to-use reporting environment, enabling City staff from every department to better manage their organizations.
The City is currently implementing a new utility customer information system, and has recently implemented a land management and revenue system, both of which have significant report-writing and data query needs that staff recommends be met by the Simpler reporting tool. Funding for report writing is available in the budgets for both of these systems for a total of $190,000. This cost includes not only licensing, but also specific report development and training. With this purchase, staff has also negotiated the purchase of an unlimited one-time license, granting City staff the ability to use Simpler reporting for any other City system, now or in the future, at a cost of $100,000 if purchased with the $190,000 in licensing and services. This represents a significant discount from Simpler's standard pricing schedule. The Department of Financial Management has funds in reserve to be used for this enterprise-wide licensing.
This matter was reviewed by Deputy City Gary Anderson on April 30, 2012 and Budget Management Officer Victoria Bell on May 3, 2012.
TIMING CONSIDERATIONS
City Council action is requested on May 22, 2012, to allow the development of CIS reporting as part of the system implementation that is currently underway.
FISCAL IMPACT
The requested contract is for $290,000. Of this amount, $190,000 does not require any budget action as funds for the CIS project and LMR system support are currently appropriated in the General Services Fund (IS 385) in the Department of Technology Services (TS), where $170,000 for the CIS project is fully offset by revenue from the Gas Fund (EF 301), Refuse Fund (EF 330), Water Fund (EF 310), and Sewer Fund (EF 311). The remaining $100,000 will be appropriated to the Department of Citywide Activities in the General Services Fund (IS 385) where funds have been reserved for this purpose. This action will have no impact on the General Fund. There is no local job impact associated with this 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 LICENSING AND RELATED SERVICES IN AN AMOUNT NOT TO EXCEED $290,000
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER