AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 16, 2014
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas providing for, authorizing, and approving software maintenance for continued vendor support for the financial analysis and reporting software application tool and purchase of Query Designer software to enhance the tool, which is available from only one source and in accordance with Chapter 252.022 of the Texas Local Government Code such purchases are exempt from the requirements of competitive bidding; and providing an effective date (File 5402 awarded to Global Software, Inc. in the three (3) year not-to-exceed amount of $105,000).
Body
FILE INFORMATION
The City of Denton Accounting, Budget, Finance, and Utility departments have been using the Spreadsheet Server software since 2008. These departments use this tool to pull data from the JD Edwards financial system on a daily basis in many different capacities of financial analysis and statement/report compilations. This tool is also used for more formal reporting such as quarterly budget reports, the quarterly Electric Reliability Council of Texas (ERCOT) reports for Denton Municipal Electric, and the Comprehensive Annual Financial Report (CAFR). The annual maintenance for this software will be $21,636 for FY 2014-15 with annual adjustments for the remaining two years (Exhibit 1). In addition this item includes the purchase of the Query Designer Executive Dash Professional will enhance the Spreadsheet Server product by adding the capability of creating custom queries in JD Edwards. This purchase includes license fees and training for a one-time fee of $16,800. Vendor travel expenses and annual maintenance will be billed as additional expenses (Exhibit 2).
It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure availability of upgrades, software fixes, and access to knowledge and support resources. The Technology Services department could not identify any local vendors that could provide software maintenance for this application. Therefore, procuring this maintenance from the above vendor is the best value for the City of Denton
Global Software, Inc. is the sole-source vendor for continued upgrade, support and maintenance for the Spreadsheet Server software. Section 252.022 of the Local Government Code provides that procurement of commodities and services that are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Staff recommends the award of software maintenance and the purchase of Query Designer software to Global Software, Inc. in the three (3) year not-to-exceed amount of $105,000. This amount includes a contingency for maintenance costs for the Query Designer software and additional licenses that may be needed during the three (3) year time period.
PRINCIPAL PLACE OF BUSINESS
Global Software, Inc.
Raleigh, NC
ESTIMATED SCHEDULE OF PROJECT
This expenditure is for the time period of October 1, 2014 through October 31, 2017.
FISCAL INFORMATION
The cost of this service will be funded from the Accounting, Budget, Finance and Utility department operating accounts.
EXHIBITS
Exhibit 1: Maintenance Quote
Exhibit 2: Query Designer Quote
Exhibit 3: Sole Source Memo
Exhibit 4: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Kevin Gunn at 349-8595.