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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
.
From: LEA DEESING,
INFORMATION TECHNOLOGY
DIRECTOR
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO
AUTHORIZING A PURCHASE ORDER
IN THE AMOUNT OF $2,000 TO IQM2,
INC., FOR ADDITIONAL SOFTWARE
CONFIGURATION AND SUPPORT
ASSISTANCE.
Dept: INFORMATION TECHNOLOGY
Date: SEPTEMBER 28, 2011
MlCC Meeting Date: October 3, 2011
Synopsis of Previous Council Action:
March 7, 2011 - Resolution 2011-64 - Council approved the purchase of an Agenda
Management System from IQM2, Inc.
Recommended Motion:
1. Adopt Resolution.
f Information Technology
Contact person: Lea Deesing
Phone:x3017
Supporting data attached: Staff Report
Ward: All
FUNDING REQUIREMENTS: Amount:
$2,000
Source: (Acct. No.)
679-250-5502-0000-0058
(Acct. Description)
IT Business Systems Program
Professional/Contractual Svcs
Finance:
Council Notes:
Agenda Item No. r:7 /
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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 a
purchase order in the amount of $2,000 to IQM2, Inc. for additional software configuration and
assistance expenses.
BACKGROUND:
On March 7, 2011, the City Council approved the purchase of IQM2, Inc.'s Agenda
Management System.
IQM2, Inc., is the manufacturer of the agenda management system the City is implementing. It is
essential that these modules be properly configured with the on-site assistance and training
services from the manufacturer. This ensures the City's investment is maximized through the
proper configuration and use of the software. Additional vendor support is needed for the City's
first live meeting with the new system to ensure a smooth transition from the old system to the
new.
This purchase is exempt from the formal purchasing procedures of Section 3.04.010 of the
Municipal Code, pursuant to Section 3.04.010(B)(3), which exempts purchases approved by the
Mayor and Common Council.
IQM2, Inc, located in Ronkonkoma, NY, is the provider and implementer of the agenda
management system being installed at the City of San Bernardino. The purchase order shall
incorporate the terms and conditions in the contract approved under Resolution 2011-64.
FINANCIAL IMPACT:
The FY 2011-12 adopted budget includes funds in Computer Equipment (Account No. 679-250-
5702-0000-0058). The requested $2,000 will be transferred from this fund into
Professional/Contractual Services (account no. 679-250-5502-0000-0058), and will therefore not
result in an increased cost to the City or have any negative financial impact.
Account: 679-250-5502-0000-0058 Budgeted Amount: $0
Balance as of July 1, 2011: $0 Balance after approval ofthis item: $0.
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred, but not yet processed.
RECOMMENDATION:
1. Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING A PURCHASE ORDER IN THE AMOUNT
OF $2,000 TO IQM2, INC. FOR ADDITIONAL SOFTWARE CONFIGURATION
AND SUPPORT ASSISTANCE
WHEREAS, on March 7 2011, the City Council approved the purchase of IQM2,
Inc. ' s Agenda Management System.
WHEREAS, it is critical that the City's investment is maximized through the proper
configuration and use of the software.
WHEREAS, vendor support is needed for the City's first live meeting with the new
system to ensure a smooth transition from the old system to the new.
WHEREAS, funds in the amount of $2,000 have been appropriated for other
professional/contractual services.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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19 Order shall reference the number oftbis Resolution and shall read, "San Bernardino Agenda
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SECTION 1: That the Director of Finance or his/her designee is hereby authorized
to issue a purchase order to IQM2, Inc. of Ronkonkoma, New York, for FY 2011-12
software configuration and support costs in an amount not to exceed $2,000. The Purchase
Management System - additional software configuration and support assistance costs not to
exceed $2,000" and shall incorporate the terms and conditions in the contract approved
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23 pursuant to Resolution 2011-64.
24 SECTION 3: This purchase is exempt from the formal purchasing procedures of
25 Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.010(B)(3) which exempts
26 purchases approved by the Mayor and Common Council.
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SECTION 4: The authorization to issue the above-referenced purchase order with
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IQM2, Inc. is rescinded if not executed/issued within sixty (60) days of the passage of this
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING A PURCHASE ORDER IN THE AMOUNT
OF $2,000 TO IQM2, INC. FOR ADDITIONAL SOFTWARE CONFIGURATION
AND SUPPORT ASSISTANCE
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a meeting thereof,
held on the day of , 2011, by the following vote, to wit:
Absent
Abstain
Navs
Council Members
Aves
MARQUEZ
JENKINS
BRINKER
SHORETI
KELLEY
JOHNSON
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McCAMMACK
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18 Rachel G. Clark, City Clerk
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20 The foregoing resolution is hereby approved this day of ,2011
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24 Approved as to form:
Patrick J. Morris, Mayor
City of San Bernardino
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City of San Bernardino
Information Technology Division
Interoffice Memorandum
To: Charles McNeely, City Manager
From: Lea Deesing, Information Technology Director
Subject: Purchase Request in the amount of $2, 000 to IQM2 for additional
software configuration and support assistance.
Date: September 28, 2011
Copies:
The City is implementing IQM21s Agenda Management System. The City must
continue to obtain implementation services, including software configuration
and support assistance, from IQM2 for the following reasons:
1. IQM2 is the software manufacturer of the Agenda Management System the
City is implementing and they are the only authorized vendor for
implementation services.
2 . It is essential that the software modules be properly configured with
the on-site assistance and training services from the software
manufacturer. This ensures the City's investment is maximized through
the proper configuration and use of the software.
3 . On March 7 2011, in Resolution 2011-64 the City Council approved the
purchase of IQM2, Inc. ' s Agenda Management System. An additional on-
site configuration and support visit is required to support the City's
first live meeting with the system. This will help the City Clerk' s
office and IT ensure a smooth transition from the old system to the
new.
4. This purchase is exempt from the formal purchasing procedures of
Section 3 .04 .010 of the Municipal Code, pursuant to Section
3 .04.010 (B) (3) which exempts purchase approved by the Mayor and Common
Council.
The Information Technology Department requests that the City Manager
authorize a purchase order to IQM2, Inc. for additional software
configuration and support assistance required for the first scheduled Mayor
and Common Council meeting solely using the new software.
Appro�ed by:
Charles McNeely, &ty nager
� ORIGINAL