HomeMy WebLinkAbout3/21/2018 - STAFF REPORTS - 1.M. �PALMSAG
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441froso City Council Staff Report
DATE: March 21, 2018 CONSENT CALENDAR
SUBJECT: APPROVAL OF AN AMENDMENT TO AGREEMENT NO. A5209 FOR
LICENSED FINANCE SYSTEM SOFTWARE UPGRADES, REMOTE
HOSTING AND RELATED PROFESSIONAL SERVICES WITH
SUPERION CORPORATION.
FROM: David H. Ready, City Manager
BY: Geoffrey S. Kiehl, Director of Finance and Treasurer
SUMMARY
The City Council will consider an Amendment to the Agreement with Superion
Corporation for our licensed Finance system's software upgrade, remote hosting and
related professional services.
RECOMMENDATION:
1. Approve Amendment No. 1 to Agreement No. A5209 with Superion Corporation to
provide software upgrades to the City's licensed Finance system software, with
recurring costs of up to $37,019 annually plus annual CPI increases capped at a
maximum of 3%, and for one-time costs not-to-exceed $100,000.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
Since 2005, Superion Corporation (formerly SunGard Pentamation) has been the
license provider for our City's Finance software system. This system includes various
components such as financial accounting, cash receipting, miscellaneous billing,
business license/TOT, fixed assets tracking, and California specific regulatory features.
The most recent upgrade to the system occurred in 2006, and the last Council approved
change order was processed in 2016.
This amendment to our agreement will provide for the upgrade of our existing licensed
Finance system with next generation software and provide professional services
required to implement such upgrades. These system upgrades are necessary to keep
pace with current technology and accounting practices, as well as to provide staff with
rMM NO. .1- M - ,_
City Council Staff Report
March 21, 2018 -- Page 2
Amend Finance System Agreement with Superion Corporation
the capability to create and modify financial reports. We are also converting from local
hosting to a remote hosting environment.
The latest upgrade called AnalyticsNOW, includes an enterprise license coupled with
metadata links developed specifically for the FinancePLUS and CommunityPLUS suites
of applications which we currently have, and with the TRAKiT and Naviline suites of
applications which the City staff may choose to acquire at a later time for the
developmental services departments. An unlimited number of users can develop and
use reports, or utilize data dashboards. The system will allow both novice and
advanced users to create sophisticated reports using an easy-to-use drag-and-drop
interface. The system will allow end-users to create useful dashboards, and also to
create their own data sources by augmenting internal system data with external data,
and this data can then be used to create easy-to-read reports.
Also included is licensing for a variety of third party hardware and software for system
integration and report production.
FISCAL IMPACT:
The current annual licensing costs for the Finance system software is $28,009. The
recurring costs for the upgraded system, and going from local hosting to remote hosting
would be $37,019 annually, an increase of $9,010, and would be subject to annual CPI
increases for the next five years capped at a maximum of 3%. Superion will provide
project management, software installation, and training services for these next
generation software upgrades for an aggregate one-time cost of $81,980. These one-
time costs include $12,800 for optional training and consulting hours which will only be
used if needed.
The Finance Department budget for FY 2018-19 will be increased in account 001-1300-
43240 to pay for these recurring costs. Funds for the one-time costs are now available.
Geoffre S."Kiehl, Arro . Brown,
Director of Finance and Treasurer Director of Information Technology
/ 6-
David H. Ready, Esq., P
City Manager
Attachments:
Proposal for additional services from Superion Corporation
02
e Superion Hosting Proposal
SUPERION for
The City of Palm Springs,CA
FinancePLUS 5.1 /CommunityPLUS 9.1 Upgrade to ASP
March 12,2018
Product Type Software Products andlor Services Current Proposed One-Time Costs Year 1 Totals
Maintenance Annual Hosting
current PLUS Products Financial Accounting 4.1 ,Fixed Assets 4.1, CA
Regulatory Software 4.1,Business License 8.1,
Miscellaneous Billing 8.1,Cash Receipting 8.1. $15,699 N/A
Proposed PLUS Products Financial Accounting 5.1 ,Fixed Assets 5.1, CA
Regulatory Software 5.1,Business License 9.1, $20,409 $20,409
Miscellaneous Billing 9.1,Cash Receipting 9.1.
Current Third Party 4J's Server Compiler,FourJ's Concurrent User(30),
Products 9nformix,*Easy Spooler,'Optioi*Cognosv7, $10,661 N/A
"Diagnostic Modem.
Proposed Third Party 4J's Server Compiler,4J's Concurrent User(30),
Products MKST,OptioECl,Cognosvl1Analytics. S14,878 $14,878
Professional Services PLUS 5.1/9.1 Installation-$10,500
Proposed PLUS Products PLUS 5.1/9.1 Training-(46)hours$7,680
PLUS 5.119.1 Conversion-$4,400
PLUS 5.119.1 Custom Retrofit Developmemt-$1,400 $47,100 $47,100
PLUS 5.119.1 Project Management-$6,400
PLUS 5.1/9.1 Optimization Workshop-(42)hours-
$6,720 PLUS 5.1/9.1 Hosting Start up Fee-$10,000
Professional Services CognoS v11 Analytics Installation-$2,800
Proposed Third Party Cognos v11 Anaytics Training-$9,000
Products Cognos v11 Analytics Report Migration Workshop- $22,080 S22,080
$7,000
Project Management-$1,280
current Program Add LLC choice to Business License
Customization GRS query option $1,649 $1,732 $1,732
Maintenance Warning Budget exceeded in encumbrance
Professional Services PLUS 5,119.1 Professional Services/training(80)hours-
$12,800 $12,800 $12,800
Total Proposed System: $28,009 $37,019 S81,980 $118.999
NOTES
(*)Third Party software products not required for PLUS 5.119.1.
Payment Terms
a.The initial term is(60)months.Hosting Fees(which excludes Customization Maintenance)increase 3%annually and are due on October 1,2018(estimated date)
and annually thereafter on the aniversary date per the fees listed below:
Year 1:$35,287
Year 2:$36,346
Year 3:$37,436
Year4:$38,559
Year 5:$39,716
Following the initial term,Hosting Services will be provided on a year-to-year basis or may be renewed for a similar 3 or 5 year term.
b.Hosting Start Up Fees are due upon execution.
c.Project Management is due upon execution.
d.Conversion services are due 513%upon execution and 50%upon completion.
e.Custom Retrofit Development is due as incurred.
f. Installation is due upon completion.
g.Training is due as incurred.
h.Optimization Workshop fees are due as incurred.
i.Third Party professional services are due as incurred.
j-Travel and living expenses are due as incurred and shall be governed by the Superion corporate travel expense guidelines.
Supcnon,1000 Business Center Drive,Lake Mary, Flonda 32746 Confidential
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