Title
Resolution to Approve a Purchase Order with Cogsdale Corporation for Annual Software Maintenance and Support for FY 2023 ($125,569.19)
Memorandum
Attached for your review and action is a resolution approving a purchase order with Cogsdale Corporation for maintenance and support of the Municipal Utility Management System and Online Utility Billing Payment software for FY2023 in the amount of $125,569.19.
Budget/Fiscal Impact: This expenditure is planned and budgeted in the approved FY2023 Information Technology Services Unit budget. There are no additional funds being requested.
The Cogsdale software is primarily used by the Customer Services Unit for supporting Municipal Utilities, Solid Waste, Airport, and Administration, customer account management, billing and financial tracking. During the course of a year, software upgrades and annual maintenance are required and as the developer of this proprietary software, Cogsdale is the sole source provider.
The proposed purchase order is imperative to maintain our relationship with Cogsdale Corporation so the City can receive application updates and maintain support. The City has a perpetual license to run the Cogsdale Corporation software.
Cogsdale Corporation complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Joshua Baron, IT Applications Delivery Manager
Reviewed by: Tom Shewchuk, Director, Information Technologies Service Unit
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Cogsdale Corporation, as the developer of the proprietary software, is the only vendor that can provide Municipal Utility Customer Information System maintenance and enhancements;
Whereas, Renewing a maintenance agreement with Cogsdale Corporation for these applications is necessary to receive applications updates and maintain customer support;
Whereas, The annual costs for the maintenance agreement with Cogsdale Corporation are not to exceed $125,569.19;
Whereas, Cogsdale Corporation complies with the requirements of the City’s Non-discrimination and Living Wage ordinances; and
Whereas, Sufficient funding for the maintenance fee for these applications is budgeted for and available in the FY2023 Information Technology Services Unit budget;
RESOLVED, That City Council approve a purchase order with Cogsdale Corporation for the renewal of the Customer Information System software annual maintenance and support agreement for FY2023 in the amount of $125,569.19 payable from the FY2023 Information Technology Fund budget; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution regardless of fiscal year, including execution of any contract amendments that do not exceed the amounts authorized herein.