REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Order for Maintenance and Support of the Performance Series System (F18-265)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a three-year Purchase Order to Cogsdale Corporation of Charlottetown, PE, Canada, in the amount of $321,772 for software maintenance and support for the Performance Series System and to authorize the City Manager to increase the Purchase Order amounts within the approved budget.
EXISTING POLICY
Pursuant to Chapter 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 reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
In October 1995, Council awarded a contract to KPMG Peat Marwick for the licensing of an Integrated Financial Management System (i.e., Performance Series System) that supports the City's accounting, asset management, purchasing, and cost allocation functions. In April of 2002, KPMG Peat Marwick was acquired by Tier Technologies and in May of 2007, Tier Technologies was acquired by the Cogsdale Corporation, which began support of the Performance Series System in December 2008.
Each year, annual contracts were awarded to the provider for software maintenance and support that includes proprietary updates for the required handling of Internal Revenue Service Form 1099. To date, the annual contracts have not exceeded $100,000. However, beginning in July 2018, the annual costs will exceed $100,000 thereby requiring Council approval.
The City is currently in the final stages of evaluation for selecting a new Enterprise Resource Planning (ERP) System ...
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