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ITEM 12 |
City Council Memorandum Management Services Memo No. N/A
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Date: |
May 23, 2022 |
To: |
Mayor and Council |
Thru: |
Joshua H. Wright, City Manager Dawn Lang, Deputy City Manager - CFO |
From: |
Matthew Dunbar, Budget and Policy Officer |
Subject: |
Agreement No. MS2-920-4405, with Questica, Ltd., for Budget Software Solution and Support |
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Proposed Motion: |
Move City Council approve Agreement No. MS2-920-4405, with Questica, Ltd., for the budget software solution, implementation, and support services in an amount not to exceed $1,367,517, beginning on the effective date of the agreement, for a period of five years. |
Background/Discussion: |
The City's budgeting software solution, PowerPlan, is outdated and has significant limitations hindering the City's efforts to optimize budget-related processes. It is also no longer fully supported by its manufacturer. Currently, the City's budgeting processes are time-intensive, paper-centric, and heavily manual. The City's focus is on modernizing and digitally transforming the City's budgeting processes to achieve a variety of outcomes including budget cycle process automation, budget accessibility/mobility, automated approvals, digital outputs for budget documents, financial forecasts, enhanced budget reporting capabilities, and continued alignment with the Government Finance Officers Association (GFOA) budgeting guidelines. The project will begin in June 2022 with an anticipated 6-8 month implementation allowing for the majority of the FY 2023-24 budget process to be completed in the new system. |
Evaluation: |
City staff evaluated several budget platforms and determined there were two budget software options that would allow for the required upgrades to the existing budget software, Questica Budget and Oracle Business Suite. The two options were evaluated based on robust criteria outlining the City's requirements for a budgeting software solution. The software offered by Questica, Ltd., is a web-based cloud product which met the software requirements and had the lower ongoing cost. Staff recommends the selection of Questica, Ltd. for the new budgeting software. |
Financial Implications: |
Purchase of Questica software will be made with a combination of FY 2021-22 General Government Capital Funds, Budget Software Program 6IC121 appropriation totaling $454,500, and FY 2022-23 appropriation in the amount of $359,825 from the same program for a total of $814,325. FY 2022-23 appropriation for program 6IC121 is contingent upon City Council adopting the FY 2022-23 Budget and 2023-2032 Capital Improvement Program. Total 5 year contract of $1,367,517 is broken down as follows: Year 1 - $814,325 Year 2 - $128,347 Year 3 - $134,764 Year 4 - $141,503 Year 5 - $148,578 |
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Fiscal Impact |
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