2002 AGN OCT 15 I11 - Laserfiche WebLink

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CITY OF COLTON Item #11 AGENDA REPORT For City Council Meeting of October 15, 2002 TO: Honorable Mayor and Members ofthCity Council FROM: Dilu deAlwis, Finance Director SUBJECT: Approve Change Orders to Eden Systems for the Financial Software in the Amount of $43,200 and Synergen, Inc. for the Work Order System in the Amount of $130,980 DATE: October 7, 2002 BACKGROUND On July 17, 2001, the City Council awarded a contract to Eden Systems to upgrade the City's obsolete financial software to a new "Windows" based software. On April 16, 2002, the City Council awarded a contract to Synergen, Inc. to implement a work order system software for the City. The work order software was originally to be a stand-alone system, however, after configuration training began, it was apparent that the City's best interest would be served by fully integrating the work order system with the financial system. DISCUSSION/ANALYSIS After meeting with both companies, it was determined that the best way to accomplish the integration of the two systems, is to move the Purchasing and Inventory systems to the Synergen software rather than the Eden Software, as originally proposed. This change will require licensing for additional users that access the Purchasing and Inventory systems as well as a vendor registration module that will allow vendors to register on the City's Web Site. It also includes the interfaces to the Eden Financial Software and all additional training and data conversion for Synergen. The cost for the change order for Synergen is $130,980. The cost for the change order for Eden Systems is $43,200, which includes the interfaces from the Eden System to Synergen. ALTERNATIVES It is necessary to make the above changes in order to reap the full benefit of a work order system that reflects all the actual costs of the projects. The work order software must have Purchasing, inventory and accounts payable invoicing included in order to properly roll up the cost of the work order. These costs must also reflect in the Eden financial system in order for the City's accounting system to report accurately. If these systems are not integrated, the City will need additional employees to input the information from the purchasing, inventory and accounts payable system into the work order system for it to reflect real project costs. FINANCIAL IMPACT The cost of the Synergen change order will be divided by half to Electric and the other half will be divided equally between the Water and Wastewater funds. The cost of the Eden change order will be charged to Information Systems internal service fund. Funding is available in the unappropriated fund balance account for each of these funds. Staff is recommending that the City Council approve a budget appropriation of $65,490 from the unappropriated fund balance account for the Electric Dept. to the Office Equipment Capital account number 520-8000-8001-0101-000 and $32,745 each from the unappropriated fund balance of the Water & Wastewater Enterprise funds to the Office Equipment Capital account of each fund, account numbers