REPORT TO COUNCIL
SUBJECT
Title
Award a Contract for a Budget System (F17-059)
Report
REPORT IN BRIEF
Approval is requested to award a contract in the amount of $791,237 ($232,150 in one-time implementation services costs and $559,087 for five years' software licensing and hosting) to Questica, Inc. of Burlington, Ontario for the purchase and implementation of a budget system. Approval is also requested for a 10% contract contingency in the amount of $79,124.
EXISTING POLICY
Pursuant to Section 2.08 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $100,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonable foreseeable indirect physical change in the environment, and CEQA Guidelines section 15378 (b) (5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
BACKGROUND AND DISCUSSION
Currently the City's budget office utilizes a combination of spreadsheets and an antiquated, in-house budget system to support the City's budget development needs. This is a very manual, labor intensive approach requiring the same data to be entered in multiple locations and relying heavily on excel formulas and manually queried data from the City's outdated financial system. Due to the disparate nature of the tools utilized to formulate the City's budget, the information is not readily available to managers and users. This situation, combined with the static reporting of the City's aging financial system, leaves city management with limited ability to monitor budget to expenditure data on a more frequent basis.
Originally, the plan had been to combine the desired budget functionality into the procu...
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