Title
Cashier for Windows / iNovah Software Application - Requirements Contract (Ordinance S-43242)
Description
Request to authorize the City Manager, or designee, to enter into a five-year contract to upgrade the Cashier for Windows software application with N. Harris Computer Corporation, doing business as Systems Innovators, Incorporated. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Cashier for Windows (CFW) software application is used by cashiers in the Finance, Police and Water Services departments. The software application is used to process various types of payments for the City including water and solid waste utility billings, parking violations, housing payments, privilege license tax payments, various accounts receivables, and other miscellaneous cash receipts for departments citywide. The existing software application was implemented in 1997 and resides on a computer platform no longer supported by Microsoft. A recent City audit identified that the City is at risk regarding the current system's ongoing availability without active support in the form of features and functionality. The upgrade will replace the CFW software with the iNovah software application. The contract will provide for implementation of the software, training, licensing, and maintenance agreements. Upgrading to iNovah will also allow the City to on-board additional departments in the future.
Procurement Information
In accordance with Administrative Regulation 3.1, normal competition was waived as the result of a Determination Memo citing continuity of service. In the interest of time, the City can leverage the configuration for the iNovah system from the existing CFW system without disrupting current service and saving consulting and implementation costs. N. Harris Computer Corporation has also offered the iNovah system upgrade at a significant savings.
The Deputy Finance Director recommends that the contract with N. Harris Computer Corporation be accepted.
Contract Term
The five year contract term shall begin on or about Mar. 1, 2017, and end on Feb. 28, 2022.
Financial Impact
Expenditures against this contract shall not exceed $910,000, including applicable taxes. Funds are available in the Water Services and Finance departments' budgets. As the enterprise system is expanded citywide, costs will be allocated to additional Enterprise and Special Revenue funds as appropriate.
Department
Responsible Department
This item is submitted by City Manager Ed Zuecher and the Finance Department.