Title
An Ordinance approving the Award of RFP No. 2019-020 for the acquisition of a budgeting solution to Questica Ltd. for an amount not to exceed $155,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City. (F&BC 3-13-19)
Body
Issue/Request:
An Ordinance approving the award of RFP No. 2019-020 for the acquisition of a budgeting solution to Questica Ltd. for an mount not to exceed $155,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City.
Key Issues:
-The existing software, Lawson Budgeting and Planning (LBP), sold by Infor, has reached its end of life.
-Infor has limited staff available to provide the City with support for the existing LBP tool.
-The LBP tool is not meeting the needs of the City.
-A Request for Proposals (RFP) for a new budgeting solution was issued through Public Purchase, receiving six responses.
-A cross departmental team was tasked with the development of the RFP, and the selection of a vendor.
-Questica Ltd. was selected by the committee as the most responsive to the needs of the City.
Background:
The City budget is currently developed using a software called Lawson Budgeting and Planning (LBP) which was a tool sold by Infor for use with the Lawson ERP system. LBP has been in place for the last six years. The City was informed by Infor that Infor was no longer selling the software as it had reached its end of life. This has led to a reduction in the number of staff Infor has available to support the City.
It was determined that because Infor was not able to provide a replacement solution, that an RFP was needed to determine the best budgeting solution going forward.
An RFP was released through public purchase, the RFP was accessed by 67 firms, and the City received responses from six firms. The selection process included a review and scoring of the proposals submitted, followed by a round of short list interviews and demonstrations. The selection was based on the capability of the firm to meet the requirements of the RFP, and the evaluation committee’s view on the usability of the tool, and the firm’s ability to perform. Interviews of existing clients were also included in the process.
Impact/Analysis:
If a change is not made, and a there is a problem with the existing software, there is in increasing likelihood that the City will not get the support it needs to address the issue. Further, the timing of this change is important. There is a window of time from May through November that will allow for completion of the implementation, and use of the new software in the development of the FY2021 budget.
Under the proposed agreement, Questica Ltd. will provide and install the budgeting solution, and provide the City with ongoing maintenance of the solution for a fixed price of $27,338 per year for five years.
Council Motion:
FIRST MOTION: I move for second reading of an Ordinance approving the award of RFP No. 2019-020 for the acquisition of a budgeting solution to Questica Ltd. For an amount not to exceed $155,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City.
SECOND MOTION: I move for adoption of an Ordinance approving the award of RFP No. 2019-020 for the acquisition of a budgeting solution to Questica Ltd. For an amount not to exceed $155,000.00 and authorizing the City Manager to execute agreements for the same by and on behalf of the City.
Presenter
Nick Edwards, Assistant City Manager
Recommendation
Recommendation: Staff Recommends Approval
Committee Recommendation
Committee Recommendation: Motion by Councilmember Edson, seconded by Councilmember Lopez, this ordinance was recommended for approval to the City Council - Regular Session due back on 3/19/2019. The vote was unanimous.