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Finance and Management Services <br />www.santa-ana.org/finance <br />Item # 34 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />August 17, 2021 <br />TOPIC: Questica Budgeting and Open Data Tool <br />AGENDA TITLE: <br />Amend Agreement with Questica LTD to Increase Contract Amount by $75,520 for <br />Annual Fee and Custom Reports (General Fund) <br />RECOMMENDED ACTION <br />Authorize the City Manager to execute an amendment to the agreement with Questica <br />LTD to increase compensation amount by $75,520 for annual fee and custom reports, <br />subject to non-substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />On January 16, 2018, the City entered into an agreement with Questica Incorporated to <br />implement a citywide budget software system (“Questica”). Questica provided a <br />significant improvement in streamlining internal approvals of budgets, allowed for <br />departments to submit budget into a centralized system, and has been able to integrate <br />with the financial and payroll systems. Additionally, Questica minimized the use of <br />multiple Excel documents and has provided customized reports used to print the budget <br />document. <br />On December 17, 2019, the City amended the agreement to include Questica’s <br />transparent software system (“OpenBook”) to replace the prior software and create <br />efficiencies. OpenBook integrates with Questica and allows for the budget to be made <br />publicly available using various visualization tools such as charts and graphs. Actual data <br />is updated monthly to provide a comparison of budget to actuals. OpenBook also offers <br />a Vendor Payment Register which is a summary of checks, ACH, and wire payments. <br />The payments are to vendors who provide commodities and services to various city <br />departments. <br />The City and Questica have recently exercised contract extensions through January 15, <br />2023, but the contract amount has been exhausted due to the added reporting <br />capabilities. In order to continue the annual license fee and allow for additional custom <br />reporting for Fiscal Year 2022-23, an increase in the contract amount is requested. The <br />cost for the annual fee is $45,520 and the estimate for custom reports is $30,000, for a <br />total of $75,520 during the remaining term of the agreement.