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HomeMy WebLinkAbout25C - QUESTICA INC OPENBOOK FINANCIALREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 17, 2019 TITLE: AMEND AGREEMENT WITH QUESTICA INC. TO INCREASE ANNUAL AMOUNT BY $15,000 (TOTAL CONTACT AMOUNT NOT TO EXCEED $136,560) TO INCLUDE OPENBOOK FINANCIAL TRANSPARENCY MODULE {STRATEGIC PLAN NO. 4, 11 /s/Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: _••e• W ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For Elie]► oil ►1.11111q pi[e] FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to execute an amendment with Questica, Inc. to include OpenBook Financial Transparency Module for an increased annual amount of $15,000, subject to non - substantive changes approved by the City Manager and the City Attorney. The total not -to -exceed annual amount will increase to $45,520, for a new contract amount of $136,560. DISCUSSION On January 16, 2018, the City entered into an agreement with Questica, Inc. ("Questica") for a citywide budget management software system. The Questica budget software was implemented during the Fiscal Year 2019-2020 budget process. The software facilitated a more efficient budget process and successfully integrated with the current financial system. proved successful through increased operational efficiencies, provided real-time changes during the budget process, and successfully integrated with the current financial system. Prior to the Fiscal Year 2020-21 budget process, staff plans to implement the Capital module to help automate the Capital Improvement Program document. In addition to their budget and capital modules, Questica offers a variety of other software modules, including an OpenBook ("OpenBook") Financial Transparency module. The tool includes visualization tools (charts, graphs, and maps) for financial information, including budget -to -actual comparison, budget by department or funding source, revenues by fund, and capital projects. OpenBook also has the ability to be used to visualize non -financial data, such as the number of budgeted positions, business licenses, and permits. Questica will host the data visualization tool, and a link will be created on the City's website to provide access to the public. If the amendment (Exhibit 1) to implement OpenBook (Exhibit 2) is approved by the City Council, staff anticipates the module will be available by February 2020. 25C-1 Amend Agreement with Questica, Inc. to include Open Book Financial Transparency Module December 17, 2019 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's effort to meet Goal #4 — City Financial Stability, Objective #1 (Maintain a stable, efficient, and transparent financial environment). FISCAL IMPACT Funds for the additional annual amount of $15,000 are available in FY 2019-20 in 05210018-62300 (contract services) and will be budgeted in future fiscal years during the contract term. APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn Downs, CPA Executive Director Finance and Management Services Agency Exhibit: 1. First amendment with Questica, Inc 25C-2 EXHIBIT 1 FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT TO AGREEMENT, made and entered into this 171 day of December, 2019 by and between Questica, Inc. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"), collectively referred to as "the Parties". RECITALS: A. The Parties entered into that certain Agreement (#A-2018-006) dated January 16, 2018 (hereinafter "said Agreement") for Consultant having special skill and knowledge in the field of providing budget management software for large organizations to deliver a public sector budgeting solution that supports the needs of the budget office and City departments in the development and publication of the City's annual budget and related documents. B. The Parties wish to amend the Scope of Services to add additional software in an additional module. C. The Parties also wish to amend Compensation section in order to pay for the additional module. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: The Parties hereto now desire to amend Section 1 "SCOPE OF SERVICES" and Exhibit A "Scope of Work" to include the OpenBook module which will provide financial data (budget information) for constituents and other stakeholders. The tool will enhance transparency efforts by presenting various visualization tools (charts, graphs, and maps) of financial information including but not limited to: Budget to Actual Comparison, Budget by Department or Funding Source, Revenues by Fund and Capital Projects. OpenBook also has the ability to be used for non -financial data such as the number of budgeted positions, business licenses, and permits. Questica will host the data visualization, and a link will be created on the City's website. Staff anticipates the module will be available by February 2020 — see the Proposal dated December 4, 2019, attached hereto and incorporated herein as Exhibit A-1. 2. Section 2 of said Agreement, "COMPENSATION" shall be amended to include an annual Fifteen Thousand Dollar ($I5,000.00) fee over the remaining three-year term of said Agreement, for a total not to exceed amount of Forty -Five Thousand Five Hundred Twenty Dollars ($45,520.00). Payment shall be made within 30 days of execution of this Amendment, and annually on the anniversary date of this Amendment thereafter. 3. All other terms of said Agreement shall remain unchanged and in full force and effect. 25C-3 IN WITNESS WHEREOF, the parties hereto have executed this First Amendment the date and year first above written. ATTEST: CITY OF SANTA ANA: DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By:� LISA STORCK Assistant City Attorney RECOMMENDED FOR APPROVAL Kathryn Downs. Executive Director Stefari Baefg Finance & Management Services Agency Vice President, 25C-4 10 OpenBook Price Quote Prepared for Waldo Barela City of Santa Ana by Andre Aberdeen Questica Inc. December 4, 2019 v Questica Where brilliant begins, EXHIBvT A-1 25C-5 Questica OpenBook Price Quote Quotation ID#: Santa Ana - 20191204 Annual OpenBook Subscription 1 $15,000 Incremental Annual Software Subscription: $15,000 Professional Services Total Professional Services (one-time fee): $1,600 $1,600 Discount (-$1,600) Grand Total $15,000 © Questica Inc. 20191204 Page 1 of 4 25C-6 Pricing Notes Quotation ID#: Santa Ana - 20191204 • Pricing valid though: January 4, 2020 • Above pricing in US dollars • Terms of Payment: o Annual Maintenance/Software Subscription (including annual maintenance, support, and hosting services): • Year 1 to be charged on a pro -rated basis based on time from Quote Acceptance Date to the anniversary date of the master agreement, due on Quote Acceptance Date • Year 2 to be added to the already existing annual maintenance/subscription fee, subject to any applicable annual increases, and due in full on the existing Contract Renewal Date and annually thereafter © Questica Inc. 20191204 Page 2 of 4 25C-7 Questica Quotation General Terms and Conditions Quotation ID: Santa Ana - 20191204 General Terms and Information Terms of Service: The services and any related software are provided under the original License and Subscription Agreement which is hereby deemed to be fully incorporated into this quotation. Taxes: The pricing on this quotation is exclusive of all sales, use or other taxes, customs duties and similar levies, if any, payable in or to any jurisdiction or authority whatsoever. Such taxes (other than the taxes on the net income of Questica) shall be the responsibility of the Customer. Payment: Payment is required in the currency quoted. Unless detailed otherwise in this quotation, Terms are Net-30 days from the later of a) the date of receipt of invoice, or b) the invoice date. Consulting. Training or Implementation Time Invoicing: Only activities approved in an approved Scope of Work shall be invoiced. A mutually determined change control mechanism will be used to accommodate modifications to the Scope of Work. Travel Costs: Unless noted otherwise, this quotation does not include any travel, lodging, or on -site expenses. If such travel is required and subsequently authorized, Questica's standard travel and per diem rates shall apply. Air Travel, Rental Car (with associated fuel and parking costs), and Lodging costs shall be reimbursed at cost. Questica is not responsible for unpredictable (including Commercial Airline Travel) delays which may increase travel cost. © Questica Inc. 20191204 Page 3 of 4 25C-8