Title
Resolution to Approve a Purchase Order with Cogsdale Corporation for Annual Software Maintenance and Support for FY 2026 ($169,057.56)
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 FY2026 in the amount of $169,057.56.
The Cogsdale software is primarily used by the Customer Service 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.
The current maintenance agreement with Cogsdale Corporation has been in place since 2018 and automatically renews annually subject to appropriation of funding for the appropriate fiscal year.
Cogsdale Corporation complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Budget/Fiscal Impact: This expenditure is planned and budgeted in the proposed FY2026 Information Technology Fund budget. There are no additional funds being requested.
Staff
Prepared by: Jake Chase, IT Applications Delivery Manager
Reviewed by: Joshua Baron, IT Director
Kim Buselmeier, Financial Manager
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 current maintenance agreement with Cogsdale Corporation has been in place since 2018 and automatically renews annually subject to appropriation of funding for the appropriate fiscal year;
Whereas, The annual costs for the maintenance agreement with Cogsdale Corporation are not to exceed $169,057.56;
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 requested for in the proposed FY2026 Information Technology Fund 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 FY2026 in the amount of $169,057.56 payable from the FY2026 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.