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CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: TOM MAREK, Subject:
IT DIRECTOR RESOLUTION OF THE MAYOR AND
Dept: ADMIN/INFORMATION COMMON COUNCIL OF THE CITY OF SAN
TECHNOLOGY DIVISION BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT AND
Date: July 16, 2007 PURCHASE ORDER WITH TWO ONE-YEAR
RENEWAL OPTIONS TO HARRIS
COMPUTER SYSTEMS FOR MAINTENANCE
OF THE CITY'S FINANCIAL SYSTEM.
M/CC Meeting Date: August 20, 2007
Synopsis of Previous Council Action:
June 20, 2005, Reso. #2005-162, the City Council approved an agreement with Harris
Computer Systems to provide maintenance for the City financial software.
June 4, 2003, Reso. #2003-115 the City Council approved an agreement with Harris
Computer Systems to provide maintenance for the City and Water financial software.
June 3, 2002, Reso. #2002-149, the City Council approved an agreement with Harris
Computer Systems to provide maintenance for the City and Water financial software.
Recommended Motion:
Adopt resolution. \ /G¢� 0, Z
a
Signature
Contact person: Tom Marek Phone: 384-5947
Supporting data attached:Staff Report, Agreement Ward:
FUNDING REQUIREMENTS: Amount: $ 47,911.08
Source: (Acct. No.) 679-251-5172
(Acct. Description) Equipment Maintenance
Finance:
Council Notes: - ��3?�7 Eo 9�/—O 7
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Agenda Item No. D -07
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
execution of an agreement and purchase order with two one-year renewal options to Harris
Computer Systems for maintenance of the City's financial system.
Background:
The City financial system contains numerous software applications such as Accounts Payable,
Accounts Receivable, Bank Reconciliation, Budget Preparation, Budget Validation, Cash
Receipts, Chart of Accounts, Employee Budget, General Ledger, Inventory Control,
Miscellaneous Receivables, Payroll, and Purchase Orders which were all developed by Harris
Computer Systems. Some of the benefits the system provides are online budget entry, general
ledger account inquiries, online requisitions, automated bank reconciliation, production of
accounts payable checks, accounts payable inquiry, and purchase order generation and inquiry.
Software maintenance and support for the City financial system is only available from the
proprietary vendor, Harris Computer Systems. The maintenance agreement includes
maintenance of financial software, application support, and annual updates to W2 and 1099
processing programs as well as software version upgrades..
The Fiscal Year 2007/2008 budget includes funding for the replacement of this financial system.
However, due to the complexity of financial system migrations,the implementation is unlikely to
be completed this fiscal year. In the meantime, the existing Harris Computer System must be
maintained.
This resolution authorizes the Director of Finance or his/her designee to award an annual
purchase order with two one-year renewal options, including an increase of up to 10% per
renewal year.
Financial Impact:
The annual cost for software maintenance of the City financial systems for Fiscal Year
2007/2008 is $47,911.08. The amount for fiscal year 2006/2007 was $45,135.00 for an increase
of$2,776.08 in fiscal year 2007/2008.
Recommendation:
Adopt resolution.