No preview available
Exhibit 1 - Agenda Information Sheet City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: September 21, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Questica, Inc., for the renewal extension of Budgeting Software for the Budget Department, which is the sole provider of this software, in accordance with Texas Local Government Code 252.022, which provides that procurement of commodities and services that are available from one source are exempt from competitive bidding, and if over $50,000 shall be awarded by the governing body; providing for the expenditure of funds therefor; and providing an effective date (File 7778 – awarded to Questica, Inc., in the five (5) year not-to-exceed amount of $325,000.00). INFORMATION/BACKGROUND The City’s budget process utilizes the software platform Questica, which aids the process of compiling budget and capital information by providing solutions to many of the budgetary challenges, such as redundant entry of numbers and data, linked spreadsheets, managing multiple files, managing multiple scenarios, tracking changes, inputting approved supplemental packages, and creating summary totals. The Questica Budget software allows the City to upload JD Edwards Accounts, Employee salaries, and positions into the software, which then allows for the Budget office to run budget forecasting and what-if scenarios. The application gives the City Departments a common place to enter new budget lines for accounts. In the past, new year budget lines were entered into multiple spreadsheets and then compiled by the Budget office. A daily feed from JD Edwards of actuals provides Budget to run actual reporting on Operating Accounts. Not extending the contract will severely impact how the annual budget is created and calculated. Questica was originally chosen as the City’s enterprise budgeting software in August of 2018 through a formal Request for Proposal (RFP) solicitation. Request for Proposals was sent to 316 prospective suppliers and three (3) proposals were received and evaluated based upon published criteria, including delivery, compliance with specifications, probable performance, and price. Questica, Inc. was ranked the highest and determined to be the best value for the City. Questica Inc. is the manufacturer of Questica Budget, they own and implement their own product. Questica does not allow resellers to quote contract extensions unless that reseller made the original sale. The Lifecycle recommendation from Technology Services is to re-evaluate Questica Budget software in 10 years starting from the original contract date of 8/28/2018, due to the cost of vendor integration with JD City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Edwards and the City staff labor hours expended during setup and configuration. A five (5) year contract extension will give the software time to mature and the City time to review the application’s performance and estimate costs for a new solution along with estimated integration costs. The contract NTE of $325,000 includes the annual subscription rate of $56,505. A 15% contingency is added at the sole option of the City for the addition of professional services during the contract term. Expenditure Category Estimated Expenditures Subscription Support Year 1 $ 56,505 Subscription Support Year 2 $ 56,505 Subscription Support Year 3 $ 56,505 Subscription Support Year 4 $ 56,505 Subscription Support Year 5 $ 56,505 15% Contingency for additional professional services $ 42,475 Total: $325,000 Section 252.022 of the Local Government Code provides that procurement of sole source commodities and services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On August 18, 2018, City Council approved a contract with Questica, Inc., in the not-to-exceed amount of $351,918 (Ordinance 18-1387). RECOMMENDATION Award a contract with Questica, Inc., for the renewal extension of Budgeting Software for the Budget Department, in a five (5) year not-to-exceed amount of $325,000. PRINCIPAL PLACE OF BUSINESS Questica, Inc. Ontario, Canada ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract. FISCAL INFORMATION These services will be funded from Technology Services Operating Funds. Requisition #196684 has been entered into the Purchasing software system in the amount of $56,505. The budgeted amount for this item is $325,000. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Original Contract and Ordinance Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Leisha Meine, 940-349-7823. Legal point of contact: Marcella Lunn at 940-349-8333.