HomeMy WebLinkAboutReso 2013-111RESOLUTION NO. 2013-111
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA WAIVING THE COMPETITIVE FORMAL BID
REQUIREMENT AND APPROVING THE FORM OF AN
AGREEMENT BETWEEN THE CITY AND SUNGARD
PUBLIC SECTOR INCORPORATED FOR PROVIDING DATA
HOSTING SERVICES FOR THE CITY'S FINANCIAL
ACCOUNTING SOFTWARE AND AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID AGREEMENT
WHEREAS, the Integrated Financial and Administrative Solutions (IFAS) is a full
service financial accounting softwaze package; and
WHEREAS, the Finance and Human Resources departments have been using IFAS for
financial and personnel management since 1998; and
WHEREAS, the core IFAS modules aze general ledger, accounts payable, payroll,
purchasing, accounts receivable, human resources and fixed assets; and
WHEREAS, the City currently contracts with SunGazd for IFAS maintenance and
technical support for those modules; and
WHEREAS, Chula Vista Municipal Code Section 2.56.070 (B) (3) authorizes the City
Council to waive the formal competitive bid process; and
WHEREAS, a waiver is requested for this agreement because the IFAS software has been
used by the City since 1998 and the Finance, Human Resources and Information Technology
Services departments have invested considerable resources into the system, therefore, using a
vendor other than SunGard (developer of IFAS software) would be impractical and would create
a compatibility issue for the IFAS softwaze; and
WHEREAS, the ITS department provides hardware and software support for IFAS that
includes maintaining the servers that IFAS resides on, software updates, backing up data,
creation and setup of new users and other general tasks to ensure that the hardware and software
are working properly; and
WHEREAS, through much internal discussion it has been determined that the City would
be better served to have SunGard provide Application Services Provider support (ASP); and
WHEREAS, ASP means that SunGazd will assume the responsibilities of IFAS hardware
and softwaze administration from the City, and will act as an extension of City staff in their
capacity for providing ASP services; and
Resolution No. 2013-111
Page No. 2
WHEREAS, off-site data hosting provides for increased security measures that will
protect against loss or corruption of the database and ensures that the integrity of the City's
financial records will remain intact and accessible in the event of an unforeseen circumstance or
disaster; and
WHEREAS, in the event of a disaster, the City would still be able to process payroll,
accounts payable and all other functions that aze critical to the City's employees and its vendors;
and
WHEREAS, this is a critical need and the value of this part of the ASP service cannot be
overstated; and
WHEREAS, the term of the agreement is for five yeazs; after which the agreement will
automatically renew for consecutive one-year terms unless written notice is provided 180 days
prior to the beginning of the next renewal period; and
WHEREAS, the amounts paid to SunGazd are for the annual cost of maintenance and
ASP service; and
WHEREAS, the initial monthly fees will be $9,435.35 ($3,835.35 for maintenance and
$5,600 for ASP Services) which will increase by approximately 3% each yeaz, with a 5% cap;
and
WHEREAS, there is an additional start-up fee of $10,000 that will be spread over a 2
year period at $416.66 per month which increases the total amounts paid in the first two years of
the agreement; and
WHEREAS, funds aze available in the current Fiscal Year and have been assumed in the
ongoing baseline budget to fund ASP services.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula
Vista, that it: (i) approve the agreement between the City and SunGard Public Sector,
Incorporated, for providing maintenance and data hosting services for the City's financial
accounting softwaze, in the form presented to the City Council, as may have been modified by
the Council prior to its approval, a copy of which is on file in the Office of the City Clerk; (ii)
waive the formal bid selection process with respect to the agreement; and (iii) authorize the City
Manager to execute the agreement.
Resolution No.2013-111
Page No. 3
Presented by
L~ C ~*--
Kelley B ~ an `"~
Deputy ' y Manager
Approved as to form by
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len R. oogins ~ '
Ci ey
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Presented by
Mari Kachadoorian
Director of Finance/Treasurer
PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista,
California, this 11th day of June 2013 by the following vote:
AYES: Councilmembers: Aguilaz, Bensoussan, Ramirez, Salas and Cox
NAYS: Councilmembers: None
ABSENT: Councilmembers: None
Y
Cheryl Cox, yor
ATTEST:
Donna R. Noms, LMC, City Clerk
STATE OF CALIFORNIA
COUNTY OF SAN DIEGO
CITY OF CHULA VISTA
I, Donna R. Norris, City Clerk of Chula Vista, California, do hereby certify that the foregoing
Resolution No. 2013-111 was duly passed, approved, and adopted by the City Council at a
regulaz meeting of the Chula Vista City Council held on the 11th day of June 2013.
Executed this 11th day of June 2013.
Donna R. Norris, CMC, City Clerk