REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 2 to Master Agreement with Questica, Inc. for Budget and Financial Planning System
Report
BACKGROUND
In August 2014, the City Council authorized the City Manager to execute a master agreement with Questica, Inc. for a new budgeting software. 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.
In November 2016, the City executed Amendment No. 1 to the Agreement to migrate the budget software from on-premise to cloud-based hosting. The current master agreement will expire on June 30, 2019.
DISCUSSION
The original agreement with Questica included fixed pricing for software, maintenance and support, hosting, and professional services for custom software development and as-needed support services. Amendment No. 2 maintains the current number of software licenses and software maintenance, support and hosting services.
Amendment No. 2 also incorporates an open data portal which allows the sharing of budget information on the City's website in an interactive way with dynamic dashboards and a Municipal Fee Schedule into the budget system. Currently, the Municipal Fee Schedule is published using Microsoft Excel spreadsheets that require departments to manually review and update user fees. The incorporation of a municipal fee module into the budget system would allow for more collaboration of fee-related cost and revenue data elements into a central system and for a more efficient production of the Municipal Fee Schedule publication.
The current agreement with Questica has a total not-to-exceed amount of $521,000. Amendment No. 2 increases compensation by $356,038 for a revised not-to-exceed maximum compensation amount of $877,038. The term of Amendment No. 2 is five years, ending on August 25, 2024. The fixed pricing maintenance, support, and hosting costs during t...
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