CITY COUNCIL STAFF REPORT
February 20, 2024 {{section.number}}g
AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT TO CENTRALSQUARE
TECHNOLOGIES, LLC, FOR LICENSING, SUPPORT, AND MAINTENANCE OF THE CITY'S
FINANCE PLUS AND TRAKIT ENTERPRISE SYSTEMS FOR AN INITIAL CONTRACT THROUGH JUNE 30, 2025 WITH OPTIONS TO RENEW FOR FOUR (4) ADDITIONAL ONE (1) YEAR TERMS; PROVIDE AUTHORITY TO THE CITY MANAGER TO EXERCISE RENEWAL OPTIONS FOR SINGLE YEARS THROUGH JUNE 30, 2029; AND APPROVE A CONTRACT SUM OF UP TO $60,000 PER YEAR
RECOMMENDATION:
Authorize the City Manager to execute a contract to CentralSquare Technologies, LLC for licensing, support, and maintenance of the City’s Finance Plus and TRAKiT enterprise systems for an initial period through June 30, 2025; provide authority to the City Manager to exercise renewal options for single years through June 30, 2029; and approve a contract sum of up to $60,000 per year.
BACKGROUND:
CentralSquare Technologies provides licensing and support services for two enterprise systems, TRAKiT and Finance Plus. TRAKiT is primarily used by Community Development, Fire Services, and Public Services & Engineering for building, code, land management, and permitting while all departments use Finance Plus for payroll and budgeting. The City has licensed and used both systems for 20-plus years.
ANALYSIS:
Staff expects TRAKiT to continue to provide suitable permitting and land management services for the City into the near future. Finance Plus is utilized for payroll and budgeting as staff continue full migration efforts to the new Tyler Munis System. Ongoing maintenance, support, and licensing costs for both systems are approximately $60,000 per fiscal year, including additional costs related to annual City fee updates and other, unplanned customization needs. Approval of this agreement is considered sole source as authorized by Municipal Code section 8.04.070 since Central Square does not resell or distribute its products and services through other companies.
FISCAL IMPACT:
The anticipated annual cost for the licensing, support, and maintenance contract is expected to be $60,000 including additional costs related to annual City fee updates that must be programmed into TRAKiT and for unplanned customization of both Finance Plus and TRAKiT. Budget for expenditures in Fiscal Year 2023/24 is programmed in IT Division Contract Services.
ALTERNATIVE:
The Council may elect to not approve the contract.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. CentralSquare Agreement
Submitted By: Administrative Services Department / Brian Lewton