REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: DENNIS JONES, Systems & Applications Manager
Information Services Department
SUBJECT
Title
Approve the Second Amendment to Agreement with CentralSquare, authorizing the CIO to renew the software hosting, maintenance, and support services with CentralSquare in the amount of $234,551.88.
Body
RECOMMENDATION
Staff recommends the City Council approve the Second Amendment to Agreement with CentralSquare, authorizing the CIO to renew annual software hosting, maintenance, and support services with CentralSquare, supporting the utility billing application to be renewed at an amount of $234,551.88. Council approved a contract with CentralSquare in 2019 for 5 years with annual renewals not to exceed $225,000, therefore, the Information Services Department (ISD) is seeking Council approval for another year at the increased amount.
EXECUTIVE SUMMARY
The City of Fresno is completing a 5-year term with CentralSquare which was previously approved by Council with a not to exceed amount of $225,000 per year through 2023. The Council approved 2019 contract allowed renewals to continue annually, and, through annual support fee increases, the yearly amount for calendar year 2024 is now $234,551.88 which exceeds the previously Council approved amount of $225,000. We are requesting approval for the Second Amendment to Agreement and authorization for the CIO to renew the CentralSquare hosting and support at this new amount. ISD shall evaluate the need for another renewal in Fiscal Year 2025. Appropriations exist in ISD’s FY24 budget.
BACKGROUND
The City has used CentralSquare software on-premise and as a hosted solution continually since 1992. CentralSquare was formerly known as Superion, SunGard Public Sector and before that as HTE.
On April 1, 2009, the City entered into an Application Services Provider agreement for a term of 5 years with SunGard Public Sector for software hosting services for the City’s utility billing, building permits, code enforcement and planning & zoning applications. The yearly cost was $197,100.
On April 1, 2014, the City amended their 2009 agreement with SunGard Public Sector to extend the terms of the 2009 agreement for 5 years to March 31, 2019 at the rate of $269,576 annually.
Having successfully completed the move to Accela, applications for building permits, code enforcement and planning, which were previously hosted by then Superion, became “read-only” at a reduced fee.
On June 13, 2019, Council approved a Solutions Agreement with Superion LLC (Now CentralSquare) to renew annually for 5 years with a not to exceed amount of $225,000.
On January 21, 2020, the Solutions Agreement was amended (Amendment 1) to modify the payment terms and payment schedule.
The City Attorney’s Office has reviewed and approved the amendment as to form.
ENVIRONMENTAL FINDINGS
The approval of this agreement is not a project for the purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference is not applicable as this is a change to an existing agreement.
FISCAL IMPACT
The approved FY24 and proposed FY25 budgets contain funding for this item.
Attachments:
Solutions Agreement 2019
First Amendment
Second Amendment
Renewal Order 2024