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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />MARCH 3, 2008 <br />TITLE: <br />AWARD CONTRACTS TO LAWSON SOFTWARE <br />AND SYSTEMS & SOFTWARE, INC. FOR <br />FINANCE AND UTILITY BILLING SOFTWARE <br />i <br />/, -~~~i <br />TY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />^ As Recommended <br />^ As Amended <br />^ Ordinance on 1S` Reading <br />^ Ordinance on 2"d Reading <br />^ Implementing Resolution <br />^ Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />1. Authorize the City Manager and Clerk of the Council to execute the <br />attached agreements with Lawson Software and Systems & Software, <br />Inc. not to exceed $5,705,176 subject to non-substantive changes <br />approved by the City Manager and City Attorney. <br />2. Authorize the City Manager and Clerk of the Council to execute the <br />attached amendment to the agreement with Government Finance <br />Officers Association (GFOA) for project management advisory <br />services in the amount of $195,000 for a maximum contract amount <br />not to exceed $289,500, subject to non-substantive changes approved <br />by the City Manager and City Attorney <br />3. Adopt a resolution authorizing the execution of a five-year lease <br />purchase agreement with SunTrust Leasing Corporation for an amount <br />not to exceed $5,069,000 at an interest rate of 2.96 percent. <br />DISCUSSION <br />One of the essential business processes of city government is financial <br />and human resources management; including the primary functions of <br />budgeting, accounting, personnel management, accounts receivable, <br />accounts payable, utility billing, and purchasing. In the City of Santa <br />Ana these central operations are currently handled in six separate stand- <br />alone softwares, including the primary financial software. In addition, <br />the primary financial software is housed on a mainframe computer that is <br />over twenty years old. Due to a lack of interconnectivity and dated <br />technology, much of the data must be managed manually, by use of Excel <br />spreadsheets, Access programs, and paper files. <br />The volume of information managed is not insignificant - an annual <br />General Fund budget of approximately $209.8 million is itemized and <br />documented; $40 million in accounts receivables are processed, including <br />approximately 273,000 municipal utility service bills; over 44,000 water <br />accounts are managed, more than 4500 purchase orders transacted; in <br />25C-1 <br />