R2004-37 AUTHORIZING ANNUAL AGREEMENT

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MANAGEMENT SERVICES DEPARTMENT Management Information Services Division MEMORANDUM February 25, 2004 MEMO TO: Honorable Mayor and City Council Members FROM: Steve Garman, City Manager Gerard J. Bauer, Management Services Director � David S. Johnston, Manager, MIS Division �� SUBJECT: Agreement for Operating System and Database Administration Services SUMMARY RECOMMENDATION: Staff recommends that City Council approve the attached resolution, authorizing the City Manager to execute an agreement with MUNIS Incorporated to provide Operating System and Database Administration Services for Fiscal Year 2004-2005. BACKGROUND: When the city elected to implement the MUNIS Enterprise Resource Planning/Management (ERP) System in March 2003, we elected not to purchase support services related to the underlying (third-party) nefinrork server and database software. Our decision was based on our assessment of insufficient cost-benefit, given the strengths of our existing staff. Since that time, MUNIS has acknowledged that our in-house expertise would result in a significantly reduced level of effort on their part, and offered us the full package of services at an approximate 50% reduction in cost. After careful consideration, staff believes the cost-benefit of this offer to now be considerably higher, and recommends the approval of this agreement as a prudent and economical supplement and back-up for this single most critical software system in the city repertoire. POTENTIAL OBJECTORS: None anticipated. INPUT FROM OTHER SOURCES: None. STAFF REFERENCE: Gerard J. Bauer, Management Services Director (424-2805); David S. Johnston, MIS Manager(424-2703) BUDGET/TIME IMPLICATIONS: The $9,500 will be paid from the MIS Fund, reimbursed on a pro rata basis from other funds, and is within existing appropriation authorizations. 2 Attachments