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  Agenda Item 1.k.       
Meeting Date: 05/21/2019  
Item Title:    Budget System Replacement
Submitted By: Steven Niekamp
Bid Number: 0042-19

Purchase Justification:

This request is to replace the City's outdated budget and forecasting software system.  The current system does not have the necessary features and functionality that newer systems offer.  The new system will streamline budgetary processes and provide more effective budgetary analysis tools.  The Capital Improvement Program (CIP) will also be incorporated into the system for more effective management, reporting, and transparency.  After the first year of implementation, there will be an ongoing annual subscription cost of $103,380.00 that is expected to increase up to 5% annually.  The subscription will continue to be paid annually as long as the software is used by the City.  Subsequent renewals do not require additional City Council approval.  Expenditures will not exceed appropriated funds.


A Request for Proposals (RFP) was issued in accordance with Purchasing procedures.  Five (5) proposals were received and evaluated based on the published criteria of total software cost, firm experience and capability, tailoring of the RFP to the City's needs, and references.  All respondents were invited to provide a demonstration of their product’s capabilities in meeting the functional and technical requirements.  The demonstrations allowed staff to objectively evaluate each respondent's ability to tailor their system to the City's needs.  Questica, Inc., received the highest evaluated score, offering the Best Value for the City.

Award Recommendation:
Vendor Item Amount
Questica, Inc. All $314,780.00
  TOTAL: --------------------------------------
Basis for Award: Best Value  
Purchase Requisition #: 40599

Fiscal Impact
Total Project/Account: $314,780
Expended/Encumbered to Date: 0
Balance: $314,780
This Item: 314,780
Proposed Balance: $0
Account #: 415-4599-2336117-9029
Fund/Dept/Project – Description and Comments:
IT Project Fund / Budget System Upgrade

The Budget System Upgrade project was approved for FY 2016-17 with a budget of $151,888. The original project budget was based on upgrading the current budget software but IT, City Management, and Budget staff recently determined that a new software system would better serve the City's needs, primarily in incorporating the Capital Improvement Program budget preparation and providing more advanced reporting, dashboarding, and transparency tools. The additional project funds came from IT Project Fund balances, which include unspent contingency funding and unspent funding from completed projects.  
Bid Recap

Fiscal Reference:  
Budget Type: Operating Budget
Fiscal Year: 2018-19  
Document Location: Page 140  

Budget Director Approval: Ron Young Approval Date: 05/09/2019
Purchasing Director Approval: Gary L. Holcomb Approval Date: 05/09/2019


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