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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JANUARY 16, 2018 <br />CLERK OF COUNCIL USE ONLY: <br />TITLE: APPROVED <br />APPROVE AN AGREEMENT WITH QUESTICA ❑ <br />INC. FOR THE CITYWIDE BUDGET El <br />MANAGEMENT SOFTWARE ❑❑ <br />{STRATEGIC PLAN NO. 7,5A & 5E} <br />Y MANAGER <br />RECOMMENDED ACTION <br />As Recommended <br />As Amended <br />Ordinance on 1 s Reading <br />Ordinance on 2nd Reading <br />Implementing Resolution <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with Questica, Inc. <br />for the implementation, maintenance and support of the Citywide Budget Management Software <br />for an initial three-year term beginning January 16, 2018 through December 31, 2020, for an <br />amount not -to -exceed $240,264 during the first year and an annual not -to -exceed amount of <br />$30,520 thereafter with a provision for a two-year extension exercisable by the City Manager and <br />the City Attorney, in an amount not -to -exceed $61,040 subject to non -substantive changes <br />approved by the City Manager and the City Attorney. <br />DISCUSSION <br />Information Technology Strategic Plan (ITSP) <br />On May 15, 2015, ThirdWave Corporation provided the City of Santa Ana with the Information <br />Technology Strategic Plan Roadmap ("ITSP") concluding a comprehensive and thorough <br />assessment of the City's existing technologies, operational requirements and service delivery <br />needs. As a part of the ITSP, the current Budget Process was evaluated and recommendations <br />for improvements, including the implementation of an Enterprise Budget System, were provided <br />to increase operational efficiency and enhance financial integration. <br />The overall objective of the budgeting application is to increase available reporting tools such as: <br />populate personnel costs through the payroll system, provide for various budget and capital <br />scenarios, offer -revenue modeling options, provide fund balance projections, provide an <br />automated workflow, and have the ability to integrate with the financial and payroll systems <br />(Lawson/Infor & Highline, respectively). This new application would mitigate redundancies, <br />automate & streamline the budget process and improve the overall budget process. <br />Addressing Maintenance and Enhancing Services <br />On October 20, 2015, the City Council approved the Addressing Maintenance and Enhancing <br />Services (AMES) plan to address deferred maintenance and invest in technology. As part of the <br />25C-1 <br />