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HomeMy WebLinkAboutItem 13 - Citywide Budget Management Software Finance and Management Services www.santa-ana.org/finance Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 5, 2025 TOPIC: Citywide Budget Management Software AGENDA TITLE Agreement with Euna Solutions, Inc for Maintenance and Support of Citywide Budget Management Software (Specification No. 25-020) (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Euna Solutions, Inc. for the maintenance and support of Citywide budget management software in an amount not to exceed $585,565, for a term beginning August 15, 2025 and expiring August 14, 2028, with provisions for two (2), one-year extensions (Agreement No. A-2025-XXX). GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION Request for Proposals (RFP) No. 25-020 was issued on February 11, 2025 on the City's online bid management and publication system. A summary of vendor participation and results is as follows: 453 Vendors notified 37 Santa Ana vendors notified 4 Responsive proposals received 0 Proposals received from Santa Ana vendors Proposals were solicited, opened on March 6, 2025, and evaluated. Four proposals were submitted by the RFP deadline and were determined to be responsive to the specifications and met the City's requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP. Staff recommends awarding an agreement to the highest-ranked firm, Euna Solutions, Inc. (Exhibit 1). The proposal submitted by Euna Solutions, Inc. for Euna Budget Professional was determined by the Committee to be the most well suited for the City's needs while simultaneously providing the best value. Citywide Budget Management Software August 5, 2025 Page 2 The City began utilizing Euna Budget Professional (known at the time as Questica Budget) in January 2018. This comprehensive budget management software currently includes the following key components: • Operating & Capital- Streamlines the development of the City's annual operating and capital improvement budgets. • Personnel Module- Provides multi-year forecasing and calculation of labor costs. • OpenBook- A transparency tool that displays interactive charts and tables of current and prior year budgets. The portal also includes vendor payments and contracts approved by the City Manager, providing a comprehensive view of the City's financial activity. The OpenBook portal is publicly accessible here: htti)s://santaana.openbook.auestica.com/#/. The initial implementation enhanced the City's reporting capabilities, automated workflow processes for budget development, and integrated seamlessly with existing financial and payroll systems. As part of this expanded partnership with Euna Solutions, the City will upgrade to the latest version of Euna Budget Professional and implement the Budget Book Studio module. Budget Book Studio is expected to greatly reduce the staff time needed to produce the annual budget book by automating content generation and enabling easy export to PDF for printing. The City will soon be undertaking the implementation of a new Enterprise Resource Planning (ERP) system to replace its aging financial system. The ERP implementation does not include a budgeting software module, as staff determined that an external provider, such as Euna Solutions, best meets the City's budgeting needs. It is expected that this software will integrate with the new ERP system once fully implemented to ensure seamless financial and budget operations. Currently, the City is not eligible for major software version upgrades due to its on-site setup. Migrating to the cloud will allow the City to utilize the most optimized version of the software, further improving operational efficiency and supporting integration with the new ERP system. Costs are higher in Year 1 due to the one-time implementation costs associated with migration to a cloud-based service and Budget Book Studio. If the agreement is approved by City Council, staff anticipates incorporating these additional new features into the FY2026-27 budget development process. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. Citywide Budget Management Software August 5, 2025 Page 3 FISCAL IMPACT Funding is available in the FY2025-26 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. A breakdown of the funding is provided in the table below. Fiscal Accounting Unit Fund Accounting Unit, Year —Account # Description Account Amount Description Contract 3-Year Term FMSA- Management & FY25-26 01110100-66511 General Fund Support, Computer $133,000 Software Subscriptions FMSA- Management & FY26-27 01110100-66511 General Fund Support, Computer $105,000 Software Subscriptions FMSA- Management & FY27-28 01110100-66511 General Fund Support, Computer $110,250 Software Subscriptions Optional Two, One-Year Extensions FMSA- Management & FY28-29 01110100-66511 General Fund Support, Computer $115,765 Software Subscriptions FMSA- Management & FY29-30 01110100-66511 General Fund Support, Computer $121,550 Software Subscriptions EXHIBIT(S) 1. Agreement with Euna Solutions, Inc. Submitted By: Alex Trinidad, Executive Director, Finance and Management Services Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 AGREEMENT FOR BUDGET MANAGEMENT SOFTWARE BETWEEN EUNA SOLUTIONS IN.0 AND CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this 5ch day of August, 2025 by and between Euna Solutions, Inc, a Delaware corporation ("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"). RECITALS A. On February 11, 2025 the City issued a Request for Proposal No. 25-020 ("RFP"), by which it sought a consultant to deliver public budget management software. The City desires to retain a software provider having special skill and knowledge in the field of an integrated public citywide budgeting software system. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide services described in the scope of work that was included in the RFP. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. 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: 1. SCOPE OF SERVICES a. Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor,materials,tools,equipment,and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services -Exhibit A, attached hereto and incorporated by reference. b. Software Subscription. Subject to and conditioned on City's payment of Fees and compliance with all other terms and conditions of this Agreement, Consultant hereby grants City a non-exclusive,non-sublicensable,non-transferable(except in compliance with Section 22) right to access and use the SAAS Offering (as defined in Exhibit A) during the Term, solely for use by Authorized Users in accordance with the terms and conditions herein. Such use is limited to City's internal use. Consultant shall provide City the necessary information to allow City to access the SAAS Offering. The total number of Authorized Users will not exceed the number set forth in the applicable Order Form, except as expressly agreed to in writing by the Parties and subject to any appropriate adjustment of the Fees payable hereunder. Page 1 of 11 #2072041v1 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Compensation-Exhibit B. The total amount to be expended during the term of this Agreement, including any extensions, shall not exceed$585,565. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH)transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on August 15, 2025 for a three (3) year term with the option for the City to grant up to a two (2) one 1-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes,which are prepared or Page 2of11 #2072041v1 caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. For the avoidance of doubt, Consultant does not own City data. 6. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for security breaches, system failures, injuries to persons, damages to software, damages to property(including computer equipment),theft, or other misuse of Customer's data, infringement of intellectual property, invasion of privacy and breach of data, which may arise from or in connection with the performance of the work hereunder by Consultant, its agents,representatives, or employees. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and$2,000,000 general aggregate. 2. Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering code 1 (any auto, with limits no less than $1,000,000 combined single limits. 3. Cyber Liability: Insurance, with limits not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this agreement and shall include,but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, and release of private information. The policy shall provide coverage for breach response costs,regulatory fines and penalties as well as credit monitoring expenses. 4. Technology Professional Liability Errors and Omissions Insurance (E&O): appropriate to the Consultant's profession and work hereunder, with limits not less than $2,000,000 per occurrence and$2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Consultant in this agreement and shall include, but not be limited to, claims involving business interruption, damage to or destruction of electronic information, and alteration of electronic information. The Page 3 of 11 #2072041vl policy shall provide coverage for Consultant's failure to provide professional services and/or products under this Agreement. The Policy shall include, or be endorsed to include, damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of Customer in the care, custody, or control of Consultant. 5. Workers' Compensation as required by the State of California, with statutory limits, and Employer's Liability insurance with limits of no less than$1,000,000 per accident,policy, employee, for bodily injury or disease. If Consultant maintains broader coverage and/or higher limits than the minimums shown above for any line of coverage, Customer requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to Customer. Other Insurance Provisions To the extent not prohibited by Consultant's polices, the above required insurance policies are to contain or be endorsed to contain the following provisions: 1. City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL,AL and E&O policies, with respect to any liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, equipment, and personnel furnished in connection with such work or operations. 2. Consultant's Insurance companies agree to waive all rights of subrogation against City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. 3. For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City of Santa Ana, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. 4. A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. 5. Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non-renewal due to non- payment of premium. 6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: Finance and Management Services Agency, 20 Civic Center Dr., M-17, Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Page 4of11 #2072041vl Self-Insured Retentions Self-insured retentions must be declared to and approved by Customer. Customer may require Consultant to provide proof of ability to pay losses and related investigations,claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best rating of no less than A-:VII,unless otherwise acceptable to Customer. Claims Made Policies If any of the required policies provide coverage on a claims-made basis: 1. The retroactive date must be shown and must be before the date of the contract. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, Consultant must purchase "extended reporting"coverage for a minimum of three (3) years after completion of work. Verification of Coverage Consultant shall furnish Customer with original Certificates of Insurance including all required amendatory endorsements(or copies of the applicable policy language effecting coverage required by this clause). Failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. Customer reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Subcontractors Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. Special Risks or Circumstances Customer reserves the right to modify these requirements, including limits,based on the nature of the risk,prior experience, insurer, coverage, or other special circumstances. Failure to Maintain Insurance Coverage If Consultant, for any reason, fails to maintain insurance coverage, which is required pursuant to this Agreement, for the entire term of this contract, the same shall be deemed a material breach of Agreement. Customer, at its sole option, may terminate this Agreement at any time and obtain damages from Consultant resulting from said breach. 7. INDEMNIFICATION Consultant agrees to indemnify and hold harmless the City, its officers, agents, and employees (collectively,"City Indemnitees") from and against any third-party claims for personal injury (including death) or property damage to the extent such claims arise out of the negligent, reckless, or willful misconduct of the Consultant, its employees, agents, or subcontractors in the Page 5 of 11 92072041v1 performance of services under this Agreement. This indemnity obligation shall not apply to any claims arising from the City's own negligence, willful misconduct, or breach of this Agreement. Consultant and City may come to an agreement for Consultant to control the defense of any indemnified claim,with counsel reasonably acceptable to the City,and the City agrees to cooperate in good faith in the defense of such claims. Nothing in this Section shall be construed to require Consultant to indemnify or defend the City against claims brought by the City itself or any of its affiliates. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall indemnify and hold harmless the City, its officers,agents,representatives, and employees from third-party claims arising from actual infringement of any United States patent, trademark, or copyright directly resulting from the Consultant's original work product delivered under this Agreement,provided that such infringement was not caused by modifications made by the City or use of the work product in a manner not intended or authorized by Consultant. Consultant's obligation under this Section shall be subject to the City: (a) promptly notifying Consultant in writing of any such claim; (b) granting Consultant sole control of the defense and settlement of the claim, and (c) providing reasonable assistance at Consultant's expense. This indemnity shall not apply to any infringement arising from materials, specifications, or instructions provided by the City or from the combination of Consultant's work product with other products, processes, or materials not supplied by Consultant. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance,but in no event less than reasonable care. "Confidential Information"shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered Page 6of11 #2072041v1 by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that(a)has been disclosed in publicly available sources; (b)is,through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or(e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE a. Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. b. No immediate family members of either the Mayor, City Council Member, or any appointed City Official, including appointed board and commission members, as defined under the City's Municipal Code, whose position with the City shall award or influence the award of this Agreement, or any competing contract or amendment thereof, shall be employed in any capacity by the Consultant or have any other direct or indirect financial benefit or interest in this Agreement. c. The section also prohibits the awarding of any agreement, contract, grant, or any amendment to those awards, to any former full-time employee for one-year from date of employee separation except for any Ca1PERS retiree as authorized by City Council resolution d. The Consultant must comply with all conflict of interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Agreement. The Consultant warrants that it is not now aware of any facts which conflict with the prohibitions defined above. If the Consultant hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to the City. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this paragraph will be a material breach of this Agreement. e. Consultant covenants that none of its directors, officers, employees, or agents shall participate in selecting or administrating any subcontract supported(in whole or in part) by City funds stemming from the Agreement where the awarding of the subcontract has any direct or indirect financial benefit or interest to any individual, as defined in subsections (b) and(c) above. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed,religion, sex,marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined Page 7of11 #2072041v1 and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to,the terms and conditions hereof, shall not bind or obligate Consultant or the City.Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event,Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. C. hi the event of such termination, Customer agrees to pay a "SaaS Recovery Amount"equivalent to 50%of the Base System subscription fees for the remainder of the initial term. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by Page 8 of 11 #2072041v1 the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice,tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail,postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza(M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Finance and Management Services Agency City of Santa Ana 20 Civic Center Plaza (M-15) P.O. Box 1988 Santa Ana, California 92702 Page 9of11 92072041vl To Consultant: Jas Saraw Chief Sales Officer Euna Solutions, Inc 1155 Perimeter Center West, Suite 500 Sandy Springs, GA 30338 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four(24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures on the following page] Page 10 of 11 #2072041vl IN WITNESS WHEREOF,the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Jennifer L. Hall Alvaro Nunez City Clerk City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney B : �Y Andrea Garcia-Miller Jas Saraw Assistant City Attorney Chief Sales Officer RECOMMENDED FOR APPROVAL: A—d—midad(Ju110,201512Il PDT) Alex Trinidad Executive Director, Finance & Management Services Agency Page 11 of 11 #2072041vl EXHIBIT A SCOPE OF SERVICES CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Contractor shall perform services as set forth below. Provide a public sector budgeting solution that supports the various needs of the budget office and City departments in development and publication of the City's annual budget and related documents. The software should enable an integrated budget system with the following functions: Mandatory Requirements 1. Integrated Budget System a. Software that easily integrates with other Financial and HR systems. b. Ability to integrate operating and capital budget system with over 100 funds and Citywide appropriations of about $740 million. c. Ability to provide access to unlimited users. d. Ability to track revenues, expenditures and positions by budget version. e. Integrated workforce planning directly in the budgeting system. f. Position control g. Salary calculations with position allocations and budget adjustments based on workforce changes that occur throughout a fiscal year. 2. Technical Requirements; Compliance, Compatibility and Security a. Compatible with Microsoft Windows operating platform. b. Compliance with Government Standards for government budgeting, accounting standards, regulatory compliance, and financial reporting (e.g., GAAP, GASB) c. Ability to establish role-based and access type (e.g. read vs write) user permissions. d. User logins shall integrate with Microsoft's Active Directory/multi-factor authentication (i.e., Single Sign-On). e. System administrator ability to restrict user access at various stages of the budget and/or different budget versions. f. System administrator maintenance and update of user, groups, and role accounts. g. Ease of access to audit history and reports that clearly reflect changes in data. h. System administrator has the capability to see all activity by user, including last log in, reports opened and other non-data submission activities. i. Scalability with the growth of the organization or future changes in budget needs (e.g., increasing volume of transactions) 3. Labor Costing and Multi-Year Forecasting a. Upload position cost information (i.e. salary, premiums, pension, health costs, FTE and FTE program allocation. b. Calculate labor costs by position, department, program, and fund for multiple bargaining units with various benefit levels. c. Model total compensation (i.e. salary, premiums, health plan costs, pension rates) changes by position and bargaining unit. d. Allocate positions based on percentage to multiple funding sources. e. Customizable forecasting models including salary and benefits for multiple fiscal years, including the present. f. Add, delete, or change positions created during the budget process including salary, premiums, health plan costs, pension rates and other associated costs (i.e. vehicle, computer, furniture, supplies, etc.) g. Track vacant and frozen positions. City of Santa Ana RFP No.25-020 Page 16 of 32 CITY OF SANTA ANA h. Reporting capability on position changed between different budget versions and scenario analysis. i. Calculate Full-Time Equivalent (FTE) counts by departments and divisions and display FTE counts in forms, reports, and published documents. j. Calculate percentage-based benefits using total wages. 4. General Budget Development a. Enter revenue estimates and expenses by account, fund, department and program. b. Model multiple years of forecast data of revenues and expenses utilizing methods such as trend analyses, Consumer Price Index (CPI), contracted services and commodities with varying annual percent increases. c. Automate consolidation of departmental budgets into one consolidated budget. d. Stage and lock scenarios in the software throughout the budget process as the budget moves from department requested and throughout the approval process. e. Roll up revenue and expense data to the fund and/or functional area. f. Provide an audit trail for data entry that records prior field values, user who made the change and the date/time of the change. g. Populate next year's budget using growth assumptions applied to the prior year budget. h. Allow users to enter and edit text, financial or performance information (i.e. paragraph, tables, graphs) and maintain version control of the document components. ) 5. Data Visualization and Transparency a. Data visualization tool that provides stakeholders with budget information via interactive charts, bars and graphs. b. Includes text descriptions and information pop-ups and multimedia capabilities c. GIS Mapping Capabilities d. Publish multi-year actual performance data online in graphical form e. Dashboard and other graphical display of performance data 6. Reporting Requirements a. Flexibility in generating custom reports including creating ad hoc reports. b. Drill down from summary level data and/or detail data imported from the General Ledger in forms and reports c. Report template development and built-in templates for standard government reports d. Publish or export reports in multiple forms including but not limited to Excel, Word, PowerPoint, CSV, PDF, HTML, and XML e. Display report data in graphical forms 7. Workflow Capabilities a. Set workflow notifications as follows: i. Allows for approvals and status of budget preparation ii. Process to move documents, e.g., position requests, through the process iii. Know the status of a budget request iv. Reject the submission of an unbalanced budget v. Customize each individual user's view vi. Support the City's accounting structure and various roll-ups vii. Includes comments or notes function viii. Include attachments of supporting documents ix. Allows for reviewers and approvers to comment on decision of budget change requests. x. Provides for email notifications to relevant users 8. Budget Monitoring Features a. Comparative analysis of budget to actuals (e.g. prorated year-end projections, historical trend analyses) b. Display of actual expenditure and revenue data by month, quarter, and year City of Santa Ana RFP No.25-020 Page 17 of 32 (9) CITY OF SANTA ANA 9. Capital Budgeting Features a. Seamless integration with the operating module to avoid budget entry duplication. b. Enter and track multi-year operating budget impacts of capital projects and link the cost impacts to the development of the Forecast c. GIS Mapping by Council Ward or neighborhoods i. Ability to export shapefiles individually by project or bulk ii. Ability to color the lines / shapes differently for different project types d. Prioritize and rank projects based on user-defined criteria e. Create custom fields (e.g. LEED certification, project start date, project and date) f. Project status identification (future, current, close-out) 10. Training a. Vendor can provide system functional training to users and system administrators b. Provide functional training documentation for end-users and administrators c. Vendor provide training for project team Preferred Requirements 11. Cost Allocation Plans a. Development of cost allocation plans for central service functions and cross charges 12. Budget Book Document a. Compile budget data (numbers and text) for pagination of budget documents, including a Table of Contents b. Easily edit, integrate and format custom Excel charts, graphs, and tables into the Budget Book document. c. Manage text, data, and publishing components for multiple documents (operating budget, capital budget, miscellaneous fee schedule, etc.) d. Ability to produce and publish print-ready documents, including the annual budget, that includes highly formatted text, images, and other non-financial data e. Provide both Digital Budget Book and print publishing features f. Budget Book that meets the Government Finance Officers Association (GFOA) budget criteria and compliance 13. Miscellaneous/User Fee Development a. Identification of fee cost components (e.g., fully-burdened personal service costs by position; percent of positions; related cost allocation percentages; non-salary costs) b. Automatic updates and multi-year forecasting of fee cost components c. Calculation of revenue generated based on activity level d. Calculation of cost-recovery level e. Roll-over of fee cost components to the next fiscal year 14. Grant Management a. Application support b. Post-Award management including audit/compliance support features c. Subrecipient management 15. Additional Capital Budgeting Features a. Ability to track mid-year CIP amendments b. Additional mapping features such as creating layers and labels; integration with esri, a GIS mapping software c. Provides email notifications to each level of relevant approvers as project status is promoted or demoted to a specific stage in the approval process City of Santa Ana RFP No.25-020 Page 18 of 32 EXHIBIT B COMPENSATION Euna Solutions, Inc. response to: rw Budget Professional City of Santa Ana Budget Management Software 2. Cost Proposal Task Descriptions Estimated Hours Total Cost Estimate 1. Pricing Options- Base System- Describe pricing options SaaS Software $100,000.00 (i.e., per user versus unlimited, per device, additional Annual Subscription Year 1 licensing, etc.) for individual module associated with Unlimited users supplying the software system that meets the Operating, Personnel, requirements outlined in this RFP. Specify the number of Capital, Open Book, users that are included or the structure for pricing the Budget Book Studio software, database, and other licenses or subscriptions needed. 2.Additional Modules- Identify any additional modules N/Ai N/A that are not part of the base requirements but are necessary to meet the requirements,functions and capabilities noted in this RFQ or may further enhance the software system. 3.Modifications to Meet Requirements- No modifications/ N/A Identify the costs associated with completing modifications customizations to meet or configurations necessary to meet the basic functional requirements and data requirements. Provide the cost estimate for each modification required. 4. Implementation, Customization and on-going support Implementation $33,000.00 Costs- Identify costs for the installation, configuration, Professional Services - testing and acceptance. Costs should be broken down by One-time fee phase or module. Identify costs related to on-going support or modifications S. Integration - Identify costs associated with integration or Included in Professional Included import of data between existing systems Services - One-time fee 6. Hardware Costs- Identify any hardware costs associated N/A N/A with installation assuming client PCs are already in place, such as servers or remote devices. 7.Training Costs- Identify costs for training, including Included in Professional Included basic user training, administrator trainings and Services - One-time fee certifications. Page 29 of 37 ©Euna Solutions.2024.All rights reserved Euna Solutions, Inc. response to: rQv Budget Professional City of Santa Ana Budget Management Software 8. Consulting -Outline recommended consulting services Included in Professional Included including any and all proposed configuration, reports Services - One-time fee development and documentation. Costs shall be provided by function and as hourly rates and include total estimated hours needed. 9.Annual License and Maintenance Costs- Identify the SaaS Software Annual $100,000.00 annual software system maintenance costs and any other subscription Year 1 with S% annual costs for ongoing system operation,support and annual maintenance that may be provided. increase beginning in Year 2 10.Other- Identify other costs not included in the items N/A N/A above that could potentially be incurred while delivering the proposed software system. Total Estimated not to exceed Year 1 Software and $133,000.00 Professional Services Page 30 of 37 ©Euna Solutions.2024.All rights reserved Euna Solutions Agreement - CAO-vendor (updated for 8-5-2025)(2072042.3) Final Audit Report 2025-07-10 Created: 2025-07-10 By: Kristin Andrade(kandrade@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAA41GOg4Whm4pvaNkS1TLgOVIA9JiXwo1x "Euna Solutions Agreement - CAO-vendor (updated for 8-5-202 5)(2072042.3)" History Document created by Kristin Andrade (kandrade@santa-ana.org) 2025-07-10-7:25:27 PM GMT Document emailed to Alexander Trinidad (atrinidad@santa-ana.org) for signature 2025-07-10-7:25:54 PM GMT Email viewed by Alexander Trinidad (atrinidad@santa-ana.org) 2025-07-10-7:28:27 PM GMT Document e-signed by Alexander Trinidad (atrinidad@santa-ana.org) Signature Date:2025-07-10-7:32:37 PM GMT-Time Source: server Agreement completed. 2025-07-10-7:32:37 PM GMT Q Adobe Acrobat Sign