Title
Resolution to Approve a Purchase Order with New World Systems for 5-year Software Support and Maintenance Agreement of the City’s Financial System FY2016-FY2020 ($260,094.00)
Memorandum
Attached for your review and action is a resolution authorizing the creation of a purchase order to New World Systems in the amount of $260,094 for 5 years of software support and maintenance for the City’s financial system software, used for budgeting, invoicing, accounts payable, financial tracking and reporting for FY2016-FY2020.
Budget/Fiscal Impact: This expenditure is planned and budgeted in the approved FY2016 Information Technology Services Unit budget and will be budgeted for in the FY2017-FY2020 Information Technology Services Fund Budget. There are no additional funds being requested.
The New World Systems for Financial System has been instrumental in allowing business units to systematically manage and control spending. The system allows for monthly reporting and workflow routing for approvals of accounts payable invoices, accounts receivable, purchases, etc. The budgeting software has allowed employees, administration, and management to track, process, manage, and review the City’s budget from the beginning of the budget planning process through the approval of the new budget. It is imperative to maintain the agreement with New World Systems to receive application updates, and maintain support.
New World Systems complies with the requirements of the City’s Non-discrimination and Living Wage Ordinances.
Staff
Prepared by: Joshua Baron, Applications Delivery Manager, ITSU
Reviewed by: Tom Shewchuk, Director, ITSU
Reviewed by: Matt Horning, Interim Financial Services Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The City of Ann Arbor has seen significant improvement in data management, financial services and budget control since the implementation of New World Systems Financial System (Logos.net);
Whereas, New World Systems is the provider of New World Systems Financial System software support and maintenance, software updates and upgrades and it is necessary to enter into an agreement for annual support and maintenance with New World Systems to receive application updates and maintain customer support;
Whereas, New World Systems complies with the requirements of the City’s Non-discrimination and Living Wage Ordinances; and
Whereas, Sufficient funding for the 5-year software support and maintenance fee for the City’s Financial System is available in the FY2016 Information Technology Services Unit budget and will be budgeted in subsequent fiscal years;
RESOLVED, That City Council approve a purchase order with New World Systems for the annual support and maintenance of Logos.net in an amount not to exceed $260,094.00; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution regardless of fiscal year.