TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 34024 with Cardon Solutions, LLC of Davie, FL, for technical and functional support and development services for the City's financial systems and Simpler Reporting, 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 $462,911 annually. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 34024 with Cardon Solutions, LLC (Cardon), to extend the term of the contract to September 30, 2021, with the option to renew for three additional one-year 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 (at that time, referred to as EZFAMIS) 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 with 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 periods and up to 10 percent of additional expenditures each year in the amount of $17,160, for a total annual amount not to exceed $188,760. On September 5, 2017, the City Council authorized an amendment to Contract No. 34024 to increase that year’s contract authority to a revised annual amount of $270,084. Additionally, the City Council authorized an increase to the two remaining optional contract renewal periods by $274,151, for a revised annual aggregate amount not to exceed $462,911 through September 30, 2019.
Cardon’s scope of work includes continued support for critical components of FAMIS that remain operational, such as Budget Development and Labor Distribution, as well as development of current year budget processes such as Estimates to Close, until Phases 2 and 3 of the new Tyler Munis Enterprise Resource Planning System (LB COAST) are implemented. These components are tightly integrated with Simpler Reporting and together, are used by the City to develop and publish the annual Citywide budget, and to manage and report on projects and grants.
For the past ten years, Cardon has developed and supported Simpler Reporting datapps, which allows users throughout the City to easily generate their own financial reports from FAMIS data for management, auditors, grantors, regulatory agencies, and other end users. The City anticipates continuing to utilize Simpler Reporting datapps in a similar fashion with financial data from Tyler Munis. Simpler Reporting datapps were critical to the success of the LB COAST Financial Systems Phase 1 data conversion effort and are expected to be utilized in Phases 2 and 3. In addition, Cardon continues to develop and support datapps for Business Licensing (Infor), the Customer Information System (CIS), and Fire Incidents. The City expects to implement and enhance Simpler Reporting to support ever-changing business and information needs.
This matter was reviewed by Principal Deputy City Attorney Gary J. Anderson on August 6, 2019, Purchasing Agent Tara Yeats on August 15, 2019, and by Budget Management Officer Rhutu Amin Gharib on August 22, 2019.
TIMING CONSIDERATIONS
City Council action is requested on September 10, 2019, to ensure there is no gap in services.
FISCAL IMPACT
The amended contract will cost $462,911 annually. Sufficient funding is budgeted in the General Services Fund Group in the Citywide Activities Department in the Technology and Innovation Department to support this contract in FY 19. In FY 20, an appropriation increase of $287,290 in the General Services Fund Group in the Technology and Innovation Department will be requested as part of the next Budget Adjustment Council Letter for operational support and development. The remainder of the funding in the amount of $175,621, will come from the LB COAST implementation budget and other project budgets as appropriate. 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