HomeMy WebLinkAboutItem 13p - Financial System Software Maintenance
DATE: June 21, 2022
TO: Honorable Mayor and City Council
FROM: Hue C. Quach, Administrative Services Director
By: Henry Chen, Financial Services Manager/City Treasurer
SUBJECT: PURCHASE ORDER WITH SUPERION LLC FOR FINANCIAL SYSTEM
SOFTWARE MAINTENANCE IN AN AMOUNT NOT TO EXCEED $49,500
Recommendation: Approve
SUMMARY
The City currently utilizes 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 the amount not to exceed $49,500.
DISCUSSION
The City has used Superion LLC’s, Pentamation Plus Financial System since 1999. This
system includes several software modules supporting most of the City’s Finance,
Purchasing, and Human Resources operations. Some of those daily operational features
include: financial reporting, payroll, accounts payable, general ledger, cashier, accounts
receivable, purchase order processing, personnel record, 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 with troubleshooting or guidance on
implementing new regulatory updates within the system.
Annually, maintenance costs have typically been increased by an inflationary factor. The
annual cost for the period from July 2022 to June 2023 is approximately $49,500, an
increase of $2,400 over last year’s price of $47,100 (a 5% increase). The adopted Budget
for FY 2022-23 includes funding for the acquisition and installation of a fully updated
financial management system. As such, this will be the last Purchase Order with Superion
LLC to support and maintain the current system.
Purchase Order with Superion for Financial
System Software Maintenance
June 21, 2022
Page 2 of 2
ENVIRONMENTAL ANALYSIS
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 funding for the proposed annual maintenance cost has been budgeted in the
FY 2022-23 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, authorize, and direct the City
Manager to execute a Purchase Order with Superion LLC for financial system software
maintenance in an amount not to exceed $49,500.