TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary amendments, with Infor Public Sector, Inc., of Alpharetta, GA, to provide maintenance and software support services, in an amount not to exceed $261,000 for a period of one year, with the option to renew for four additional one-year periods, with an annual increase of 6 percent, at the discretion of the City Manager. (Citywide)
DISCUSSION
In 2005, the City Council authorized Agreement No. 29366 with Infor Public Sector, Inc. (formerly known as Hansen Information Technologies, Inc.), for the purchase and implementation of a code enforcement and land management permitting system, including related software, hardware, professional services, and system support fees. Software maintenance services provided under this agreement include technical support, software patches, and software upgrades.
The current edition of the software is known as Infor Public Sector. This software allows the City to manage land-based activities by leveraging geographic information system (GIS) technology, and it is designed to incorporate the best practices of municipal service providers. It is an enterprise-wide system that is now used to streamline and integrate the operations of the Development Services, Financial Management, Health, Fire, Police, and Public Works Departments. The software is used to issue and track numerous permits, planning actions, business licenses, code enforcement cases, and related inspection activities.
Recent projects involving Infor Public Sector include version upgrades that have provided additional functionality, e.g., mobile and web portal compatibility, the migration of several bill systems from the City’s existing legacy mainframe hosted system to Infor Public Sector, integration with Tyler Munis to enable tracking of financial transactions, integration with the City’s electronic plan check system, ePlanSoft, and the addition of several new workflows for City departments.
Since Infor Public Sector, Inc., is the creator of this software, no other vendor is able to provide licensing for these products; therefore, no useful purpose would be served by advertising for bids, and to do so would constitute an unnecessary use of staff time and expenditure of public funds. City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process but allows for awards without a competitive bid process, if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 20, 2019, Purchasing Agent Tara Yeats on August 22, 2019, and by Budget Management Officer Rhutu Amin Gharib on August 29, 2019.
TIMING CONSIDERATIONS
City Council action is requested on September 17, 2019, to ensure the contract is in place for the renewal of the current system support agreement that expires October 30, 2019.
FISCAL IMPACT
The total cost for the first year of the Infor Public Sector contract will not exceed $261,000. Sufficient appropriation is budgeted in the General Services Fund Group in the Technology and Innovation Department. If renewed for years two through five, the contract will increase at a rate of 6 percent annually. Subsequent years appropriations will be requested through the annual budget process. Costs are recovered from client departments and budgeted through the annual Technology and Innovation Department MOU. 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.
BODY
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Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER