TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Simpler Systems, Inc., of Santa Barbara, CA, for licensing of the City's EZ FAMIS software system and software consulting services, in the annual amount not to exceed $150,000, for a period of two years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into an annual contract with Simpler Systems, Inc., (Simpler Solutions) for the purchase of user licenses for Simpler Reporting (known as EZ FAMIS at the City) in the annual amount of $60,000 for a period of two years, with the option to renew for two additional one-year periods. Additionally, approval is requested to enter into an annual contract with Simpler Solutions for anticipated development and maintenance services for EZ FAMIS including software upgrades, new functionality and expanded reporting, in the annual amount of up to $90,000 for a period of two years, with the option to renew for two additional one-year periods.
In FY 08, the City first contracted with Simpler Solutions to implement a query and reporting tool for users of FAMIS, the City's accounting system. Since that time, every department has benefited from EZ FAMIS, and users across the City spend considerably less time accessing and analyzing their financial information. The City's investment in EZ FAMIS has resulted in a burgeoning and robust reporting and querying environment, allowing more and more City staff to rely on EZ FAMIS to manage their organizations. Recent EZ FAMIS enhancements include: inventory and fixed asset reporting; cash flow and budgetary fund balance projections; and, significantly expanded reporting in support of the City's new Customer Information (Utility Billing) System.
The Department of Financial Management plans to continue expanding EZ FAMIS functionality to include additional areas such as Business Licensing, Comprehensive Annual Financial Report preparation, government transparency, as well as to maintain and upgrade the existing software system. The goal is that with more enhanced functionality, staff time spent on the tedious aspects of data gathering, analysis and reporting will continue to be reduced. The contract with Simpler Systems would allow the City to meet these demands while continuing to leverage the City's investment.
Simpler Solutions is the only company that licenses EZ FAMIS and provides upgrades and corrections to their proprietary software, SimplerScript, and is the only corporation, firm or individual that could or would bid to provide such licensing and services. Therefore, no useful purpose would be served by advertising for bids, and to do so would constitute an unproductive use of time and an unnecessary 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 Kendra L. Carney and by Budget Management Officer Victoria Bell on July 30, 2014.
TIMING CONSIDERATIONS
City Council action is requested on August 19, 2014 to allow for on-going software licensing beginning in Fiscal Year 2015 (FY 15), as well as to support the Business Licensing System implementation to begin in FY 15.
FISCAL IMPACT
The total contract request is $150,000, of which $60,000 is for annual licensing and up to $90,000 is for anticipated software development and maintenance services. Sufficient funding is available in the General Services Fund (IS 385) in the Citywide Activities Department (XC) to support the requested contract. Costs are allocated to user departments through financial system charges. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER