HomeMy WebLinkAboutItem 12g - Financial System Software Maintenance
DATE: July 6, 2021
TO: Honorable Mayor and City Council
FROM: Hue C. Quach, Administrative Services Director
Henry Chen, Financial Services Manager/City Treasurer
SUBJECT: PURCHASE ORDER WITH SUPERION LLC FOR FINANCIAL SYSTEM
SOFTWARE MAINTENANCE FOR FISCAL YEAR 2021-22 IN AN
AMOUNT NOT TO EXCEED $47,100
Recommendation: Approve
SUMMARY
The City currently utilizes a proprietary financial system software developed and solely
supported by Superion, LLC. Annually, the City renews the Maintenance Agreement for
the support of its software. It is recommended that the City Council approve a one-year
purchase order with Superion, LLC for maintenance and support of the financial system
in an amount not to exceed $47,100.
DISCUSSION
The City has used the Pentamation Plus System since 1999, which supports most of
the City’s Finance, Purchasing, and Human Resources operations, including financial
reporting, payroll, accounts payable, general ledger, cashier, accounts receivable, and
budget preparation. Software support and maintenance fees pay for ongoing product
development of regulatory updates such as annual payroll tax tables and other program
updates. It also includes phone and web-based support when staff needs help with
troubleshooting or guidance on implementing new regulatory updates within the system.
Since purchasing Pentamation in 1999, the annual maintenance costs have typically
been increased by an inflationary factor. This year, however, there was no increase for
the period of July 2021 to June 2022. The cost of the maintenance remains the same
as last year’s price of $47,100. It is recommended that the City issue a purchase order
to Superion, LLC for ongoing support and maintenance of the City’s financial system.
Purchase Order with Superion, LLC for Financial
System Software Maintenance
July 6, 2021
Page 2 of 2
ENVIRONMENTAL IMPACT
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
Sufficient funds for the proposed annual maintenance costs are budgeted in the Fiscal
Year 2021-22 Operating Budget.
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under the
California Environmental Quality Act (“CEQA”); and approve a Purchase Order with
Superion, LLC for financial system software maintenance for Fiscal Year 2021-22 in an
amount not to exceed $47,100.