Agenda Item #12.1
For Council Meeting of: November 1, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRIAN TICKNER, CHIEF INFORMATION OFFICER
INFORMATION TECHNOLOGY DEPARTMENT
ALAN ALTON, CHIEF FINANCIAL OFFICER
FINANCE DEPARTMENT
SUBJECT: FOURTH AMENDMENT TO AGREEMENT NUMBER 08-8901 WITH CENTRALSQUARE TECHNOLOGIES, LLC AS SUCCESSOR IN INTEREST TO SUPERION, LLC AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Finance and Information Technology Departments that the Council, by resolution, approve a Fourth Amendment to Agreement Number 08-8901 with CentralSquare Technologies, LLC, as successor in interest to Superion, LLC, Lake Mary, Florida, to extend the term for maintenance and support of the ONESolution Finance/HR/Payroll software suite, for an additional five (5) years in the amount of $753,638.21, for a total not to exceed contract amount of $4,657,989.61.
EXECUTIVE SUMMARY
Since August 2010, the City has utilized the ONESolution software product suite (formerly branded as “IFAS”) as the primary system to manage Finance, Human Resources, and Payroll-related data and processes. The ONESolution system continues to have widespread use in the City across all departments and requires on-going support and maintenance. This contract amendment will provide the City with continued software releases including enhancements, new features, and bug fixes, as well as helpdesk support from the vendor (CentralSquare Technologies) for an additional five years, through November of 2027.
This amendment also includes an ownership change of the ONESolution software suite from Superion, LLC to CentralSquare Technologies, LLC.
This amendment relates to several Council Goals, including Achieve Organizational Excellence, Build and Maintain Sustainable Infrastructure, and Promote Economic and Community Vibrancy.
BACKGROUND
The City began live use of the IFAS system (now branded as “ONESolution”) in August 2010, and continues to expand usage across all departments, with 250 to 300 users, on average, logging into the system on a daily basis. In addition to providing the core functionality to manage the City’s Human Resources and Payroll processes, the system also provides the City with modules to manage Purchasing, Accounts Payable, Accounts Receivable, Budget, Bank Reconciliation, Contracts, Fixed Assets, Vendor Accounts, Stores Inventory, General Ledger, and Financial Reporting.
In 2018, Superion, LLC was merged with three other companies to form CentralSquare Technologies, LLC; and in 2019, the City upgraded the IFAS system to the then-latest version of the system, which was rebranded as ONESolution.
The City continues to expand usage of the ONESolution system and adapt it to current needs by installing upgrades, making configuration changes, establishing new workflows, and developing automated interfaces with other internal City systems. The City has also developed over one hundred and fifty reports that are run on a regular basis across all modules.
PRIOR CITY COUNCIL REVIEW
On November 18, 2008, the City Council authorized the award of a contract for the IFAS software suite in the amount of $2,066,776 plus $649,484 in support and maintenance costs for 7 years, with an additional $300,000 contingency.
On March 29, 2016, the City Council authorized amendment number two for additional software and services to upgrade the software suite from IFAS to ONESolution in the amount of $149,050, plus an extension of the term for the maintenance and support of that software for an additional seven (7) years in the amount of $922,497.
ANALYSIS
Due to the critical nature and wide-spread use of this system, it is necessary to ensure on-going support is available from the vendor in the form of technical helpdesk services as well as software maintenance, including enhancements, new features, and bug fixes to address issues and remain current. This Amendment No. 4 will extend the contract with CentralSquare Technologies for an additional five years, providing the necessary software support and maintenance needed for the continued use of the ONESolution system.
FISCAL IMPACT
With this contract amendment, the ongoing expenditure amount for software maintenance and support of the ONESolution system will continue to be paid annually and be extended for an additional five years. The first payment in the contract extension for maintenance and support is included in the current FY2022-2023 adopted IT Department budget, and as a regular expenditure, funds to pay the future years’ maintenance and support will be included in subsequent fiscal year budget proposals, as it is currently for the ONESolution software.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A (Amendment No. 4)
CONTACT
Brian Tickner, Chief Information Officer, 707-543-4370, [email protected] Alan Alton, Chief Financial Officer, 707-543-3093, [email protected] FOURTH AMENDMENT TO AGREEMENT NUMBER 08-8901
PAGE 3 OF 3