REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 3 to Agreement with Questica, Inc. for the Budget and Financial Planning System
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
In August 2014, the City Council authorized the City Manager to execute a master agreement with Questica, Inc. (Questica) for new budgeting software with a five-year term through June 30, 2019, and a not to exceed cost of $521,000. Questica was originally selected through a competitive process and currently provides the City with a hosted software service that allows for the development and monitoring of the City's budget. The agreement allows for a set number of software licenses for the capital, operating, and personnel modules.
In November 2016, the City executed Amendment No. 1 to the Agreement to migrate the budget software from on-premise to cloud-based hosting. In June 2019, the City Council approved Amendment No. 2 to increase the maximum compensation by $356,038.12 (from $521,000 to $877,038.12), add an open data portal that allows the sharing of budget information on the City's website (Open Book), and extend the term to August 25, 2024.
DISCUSSION
The Questica budgeting software has been a crucial software tool for the Budget Division of the Finance Department. It is used to prepare the biennial operating and capital budgets for the City as well as the General Fund Ten-Year Forecast. The OpenBook data portal also provides the public with access to budget information on the City's website.
Staff is seeking City Council authorization to execute Amendment No. 3 to the agreement to extend the term through August 25, 2029. With this amendment, the City will receive additional licenses and an upgraded service to support the system, including the following:
1. Unlimited software licenses (currently, the City has 65 Operating Budget licenses, 45 Capital Budget licenses, and 40 Personnel module licenses). This will provide more flexibility on...
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