AGENDA ITEM REPORT
TITLE:
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A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXECUTE THE MASTER AGREEMENT (SINGLE SOURCE) WITH CENTRALSQUARE TECHNOLOGIES, LLC, FOR VARIOUS LEGACY SOFTWARE LICENSES, SERVICES, AND SUPPORT THAT FACILITATE DAY-TO-DAY OPERATIONS OF THE CITY’S POLICE DEPARTMENT, FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT, AND SUSTAINABLE DEVELOPMENT DEPARTMENT.
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BACKGROUND:
The City originally entered into an initial agreement with Open Software Solutions, Inc., later known as SunGard Public Sector LLC, for OSSI software licensing and installation dated February 25, 1999. This software directly serves the needs of the City’s Police Department in the performance of public safety operations. Over the past two (2) decades, the agreement has evolved to include additional ONESolution Public Safety and Justice/OSSI software licenses and corresponding maintenance services, technical Server/Systems Migration support, and training.
In addition, the City entered into a separate initial agreement with SunGard Public Sector LLC, for purchase of public administration E-GOV software licensing and maintenance dated May 14, 2001. This software directly serves the needs of the City’s Finance and Administrative Services Department, and has evolved to include other solutions that assist the City’s Sustainable Development Department, i.e. Pentamation, FinancePLUS, and CommunityPLUS.
Throughout the years, the legal entity that delivers all of these licenses and services to the City has changed names and reorganized several times. In an effort to streamline the paperwork and clarify the current licenses and services delivered to the City, the parties propose a Master Agreement (Single Source) moving forward.
DISCUSSION:
As stated, the City has had multiple agreements, amendments, and assignments spanning twenty (20) years of use, including annual renewals for OSSI and E-GOV (FinancePLUS and CommunityPLUS) software licenses and support, now under the name of CentralSquare Technologies, LLC (“CentralSquare”). The purpose of this Master Agreement is to consolidate the City’s approved products and services, including various CentralSquare licenses, services, and support through CentralSquare’s legacy entities and solutions including, but not limited to SunGard Pentamation, Inc.; SunGard Public Sector, LLC; Open Software Solutions, Inc.; and Superion, LLC (collectively “Legacy Software”), into one comprehensive document depicting updated terms and conditions for the initial term of five (5) years. The Master Agreement provides for one (1) automatic renewal period of five (5) years, unless either party delivers Notice of Non-Renewal six (6) months prior to the end of the initial term. The City may at any time during the term of the Master Agreement cancel products or services with thirty (30) days written notice to CentralSquare.
If approved, the Master Agreement will be retroactively effective as of October 1, 2020, in order to authorize payment for the current fiscal year’s use of these products and services. The City will be invoiced annually moving forward beginning on October 1, 2021. It should be noted that CentralSquare mandates an annual five-percent (5%) rate increase for its products and services to offset development and escalating operating expenses.
RECOMMENDATION:
Staff recommends approval of this resolution.
FISCAL IMPACT:
REVENUES: $ 0
EXPENDITURES: $ 881,102.73
BUDGETED? Yes
NOTES: Account No. 0144-4675 - FinancePLUS/CommunityPLUS $66,743.54 and OSSI $83,762.60 and Crimemapping and Crimeview subscriptions $8,951.25 FY21 annual maintenance renewal total = $159,457.39. Funding for this item has been budgeted. (This is a five (5) year agreement with five percent (5%) increases, annually. FY22 $167,430.26; FY23 $175,801.77; FY24 $184,591.86; and FY25 $193,821.45 for an $881,102.73 five year estimated total).