HomeMy WebLinkAboutItem 05 - Financial SoftwareMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JUNE 4, 2024
SUBJECT: APPROVAL OF CONTRACT TO IMPLEMENT CLOUD FINANCIAL
SYSTEM
RECOMMENDATION: City Council to consider the purchase of services to implement a cloud
financial system from OpenGov/Vertosoft.
FUNDING SOURCE: Funds are available in the Capital Projects Fund in an amount estimated
to be $602,410.67.
BACKGROUND: The City's on -premise financial system (STW) will no longer be supported
by OpenGov and will soon not meet IT security standards. This item will
replace the existing on -premise (IT managed) STW server with
OpenGov's cloud financial suite which will improve usability and provide
enhanced features. The proposed services to be procured include: Cloud
Financials, Budget & Planning, Requisitions/Purchase Orders, and Utility
Billing.
Upon approval, implementation is planned to begin in early June followed
by a series of vendor -led processes to validate, configure, train, and
launch each module. It's expected that the core financials will be live in
January 2025 followed by budget and planning in April 2025. Utility Billing
is planned to be live in June 2025. Custom Professional Services to
implement the new cloud system total $602,410.67. Year one annual
subscription fee totals $188,932.30.
This purchase will be made in accordance with an existing interlocal
agreement with The Texas Department of Information Resources (DIR) as
allowed by Texas Local Government Code, Chapter 271 and Texas
Government Code, Chapter 791.
Bids were taken by the Cooperative and a contract was awarded to
Vertosoft. The Fiscal Services Department, IT staff, and Purchasing staff
have reviewed the contract for departmental specification compliance and
pricing, and determined that the contract would provide the best product
and pricing for meeting the needs of the City.