File #: BILL NO. 19-142    Name:
Type: Ordinance - Committee Status: Passed
File created: 6/3/2019 In control: Finance and Budget Committee
On agenda: 6/10/2019 Final action: 7/9/2019
Title: An Ordinance approving the first amendments to the Software and Service contracts with Questica Ltd. and authorizing the City Manager to execute the same by and on behalf of the City. (NOTE: First reading by Council on June 18, 2019. Passed by unanimous vote.)
Attachments: 1. Ordinance, 2. Exhibit A, 3. Exhibit B
Related files: BILL NO. 19-53

Title

An Ordinance approving the first amendments to the Software and Service contracts with Questica Ltd. and authorizing the City Manager to execute the same by and on behalf of the City.

(NOTE:  First reading by Council on June 18, 2019.  Passed by unanimous vote.)

 

Body

Issue/Request:

The current renewal date of both agreements April 2 does not work well with the budget calendar.  ITS is working to move all software renewals to take place prior to the submission of budget projections. This request resolved the issue by moving the renewal date to July 20th of each year.

 

Key Issues:

The initial contract with Questica Ltd was signed on April 2, 2019, which resulted a renewal of April 2nd each subsequent year the contract is in place.

 

The Amendment changes the renewal date to July 20th each year to align with the end of the City's fiscal year.

 

No other terms of the Agreement change.

 

Proposed City Council Motion:

I move for adoption of an Ordinance approving the first amendments to the Software and Service contracts with Questica Ltd. and authorizing the City Manager to execute the same by and on behalf of the City.

 

Background:

Several years ago, the City made an effort to ensure software contract renewals did not fall in the second half of the fiscal years.  This move was initiated to make sure that the City had the most accurate estimates for upcoming software contracts.  Software vendors do not generally provide cost estimates for maintenance 18 months out, which is required for maintenance contracts that renew in the second half of the fiscal year.

 

The City Council, pursuant to Ordinance 8585, authorized the City of Lee’s Summit’s (“City”) to enter into a software license and service agreement and a software subscription agreement with Questica Ltd (“Questica”), and such agreements were executed on April 2, 2019.

 

The Agreements have an initial one-year term, with up to four automatic one-year renewal terms unless cancelled by either party in accordance with the terms of the Agreements. The initial term of the Agreement expires on April 2, 2020 and each renewal term thereafter expires on April 2 of each respective year.  The City wants to amend the expiration date and renewal date of each agreement to better align with the end of the City’s fiscal year.

 

 

Impact/Analysis:

There is no fiscal impact, the amount of maintenance paid will be identical to the initial agreement.

 

 

Presenter

Nick Edwards, Assistant City Manager/Administrative Services

 

Recommendation

Staff recommends approval of the contract adjustment.

 

Committee Recommendation

 The June 10, 2019 Finance and Budget Committee meeting was cancelled so this item was sent directly to City Council.