Title
Resolution to Approve a Three Year Agreement with Cogsdale Corporation for Annual Software Maintenance and Support for FY2019 - FY2021 ($320,172.54)
Memorandum
Attached for your review and action is a resolution approving a Three Year Software Maintenance and Support Agreement with Cogsdale Corporation for maintenance and support of the Water Utility Management System and Online Utility Billing Payment software for FY2019 - FY2021 in the amount of $320,172.54.
Budget/Fiscal Impact: This expenditure is planned and budgeted in the approved FY2019 Information Technology Services Unit budget. The expenditure is planned to be budgeted in FY2020 and FY2021 in the Information Technology Services Unit budgets. There are no additional funds being requested.
The Cogsdale software is primarily used by the Customer Services Unit for supporting Water 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 agreement 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
Reviewed by: Tom Crawford, Financial Services Administrator and CFO
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, Cogsdale Corporation, as the developer of the proprietary software, is the only vendor that can provide Water Utility Customer Information System maintenance and enhancements;
Whereas, The attached Software Maintenance and Support Agreement with Cogsdale Corporation is necessary to receive application updates and maintain customer support for such software;
Whereas, The annual cost for the proposed agreement with Cogsdale Corporation is not to exceed $97,021.98, with the three year total cost of $291,065.94;
Whereas, Cogsdale Corporation complies with the requirements of the City’s Non-discrimination and Living Wage ordinances;
Whereas, Sufficient funding for the maintenance fee for these applications is budgeted for and available in the FY2019 Information Technology Services Unit budget; and
Whereas, The Information Technologies Services Unit plans to budget sufficient funding for FY2020 and FY2021 in the Information Technology Services Unit budget;
RESOLVED, That City Council approve the attached Three Year Software Maintenance and Support Agreement with Cogsdale Corporation for Customer Information System software annual maintenance and support in FY2019, in the amount of $291,065.94, to be paid in annual installments of $97,021.98;
RESOLVED, That City Council approve a ten percent (10%) contingency to be expendable from the Information Technology Services Unit budget, subject to City Administrator approval;
RESOLVED, That the amounts authorized herein may be used without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute such Professional Services Agreement, after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution regardless of fiscal year.