TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 33580 with Simpler Systems, Inc., of Santa Barbara, CA, for licensing of the City’s Simpler Reporting software system and software consulting services, to extend the term of the contract for a two-year period, with the option to renew for three additional one-year periods, in the amount not to exceed $150,000 annually. (Citywide)
DISCUSSION
City Council approval is requested to amend the agreement with Simpler Systems, Inc. (Simpler), a reporting software system, to extend the term of the contract for an additional two-year period, with the option to renew for three additional one-year periods.
On August 19, 2014, the City Council adopted a Resolution authorizing the City Manager to execute an agreement with Simpler for the purchase of user licenses for Simpler Reporting (often referred to as EZFAMIS internally throughout the City) in an annual amount of $150,000 for a period of two years, with the option to renew for three additional one-year periods.
Simpler continues to assist with financial reporting for multiple systems utilized by all operations citywide, including Business Licensing, Fire Incidents, and the Customer Information Systems (CIS). Simpler Reporting is an essential tool in assisting with the implementation of the new Tyler Munis Enterprise Resource Planning System (LB COAST), and the completion of the conversion of data from the legacy systems. The continuation of this contract is critical to the success of the transition, as well as assisting with the usage of the new system. The City’s investment in Simpler has resulted in a robust reporting and querying capabilities, allowing more and more City staff to rely on easily accessible data to manage their organizations.
This matter was reviewed by Deputy City Attorney Amy R. Webber and Purchasing Agent Tara Yeats on June 11, 2019, and by Budget Management Officer Rhutu Amin Gharib on June 21, 2019.
TIMING CONSIDERATIONS
City Council action is requested on July 16, 2019, to allow for uninterrupted continuation of the reporting software system.
FISCAL IMPACT
The amended contract will cost $150,000 annually. Sufficient funding is budgeted in the General Services Fund Group in the Citywide Activities Department to support this activity for FY 19. In FY 20, an appropriation increase of $150,000 in the General Services Fund Group in the Technology and Innovation Department will be requested as part of the next Budget Adjustment council letter. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER