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THE CITY OF 11 CITY COUNCIL AGENDA REPORT ~L£~S~4NTONo December 16, 2008 Finance TITLE: APPROVE A SOFTWARE LICENSE AND SERVICE AGREEMENT WITH QUESTIC INC. FOR THE PURCHASE AND INSTALLATION OF AN INTEGRATED OPERATING AND CAPITAL BUDGET SOFTWARE TO REPLACE THE CURRENT PAPER BASED EXCEL PROCESS. SUMMARY The Finance Department has utilized an Excel spreadsheet based process for the preparation of the City's Operating and Capital Budget. Although the spreadsheet based system has worked, it has become problematic, due to the multitude of users and spreadsheet limitations, as well as an inability to monitor departmental inputs/adjustments electronically. The current system relies on numerous manual reviews and adjustments to the budget. As a result, each change to the budget is time consuming and often results in delayed responses that would be mitigated with automated budget software. Staff has completed the selection process and is recommending City Council approval to proceed with the software procurement and implementation of TeamBudget Software by Questica Inc. STAFF RECOMMENDATION Authorize the City Manager to execute the Standard Software License and Services Agreement with Questica Inc (Attachment A) in the amount of $65,400 for the purchase of TeamBudget software for the Operating and Capital Budget preparation, as well as the implementation and data migration from the City's current General Ledger and Payroll systems. FINANCIAL STATEMENT No significant fiscal impact results from this action, as sufficient funds are budgeted in the City's Information Technology's Replacement Fund. All maintenance and technical support is provided at no cost during the first year. Beginning in the second year of the agreement, the annual maintenance cost will be $11,000 and will be funded in the Finance Administration budget.