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TO: Mayor Richard C. Irvin
FROM: Mariusz Gil, Director of Infrastructure and Operations
Jeff Anderson, Deputy Chief Information Officer
DATE: April 24, 2023
SUBJECT:
Resolution authorizing a five-year renewal of software products from CentralSquare Technologies, LLC, for a total award of $2,038,298.52.
PURPOSE:
This renewal of these cloud-based services provide the environment for the City's Enterprise Resource Planning (ERP) system (Naviline) and the City's Community Development solution, TRAKiT.
BACKGROUND:
CentralSquare Technologies, LLC (formerly Superion, LLC and Sungard Public Sector) has been the City's ERP solution for over 20 years. The ERP system is the software that provides access to all City core services including, but not limited to, financials, utility billing, planning, credit card processing. In 2017, the City moved these services from on premises on IBM equipment to a service managed by CentralSquare in their "private cloud" service. Resolution R18-040 added the TRAKiT module to the list of software purchased from CentralSquare, LLC. TRAKiT services include permitting and code enforcement.
DISCUSSION:
This current agreement makes the end dates coterminous for all the software provided by CentralSquare.
Access fees for each year of the agreement are listed below.
3/1/2023 to 2/29/2024 - $392,909.97
3/1/2024 to 2/28/2025 - $395,219.80
3/1/2025 to 2/28/2026 - $403,124.20
3/1/2026 to 2/28/2027 - $415,217.92
3/1/2027 to 2/29/2028 - $431,826.63
This five-year term saves the City $231,704.51 over single year, annual renewals.
Access fees for the previous two years are below:
3/1/2022-2/28/2023 - $372,619.81
3/1/2021-2/28/2022 - $363,506.00
As the City begins to look for alternatives to the CentralSquare solutions, City staff negotiated a clause in this agreement that allows for termination for convenience with ninety (90) days written notice.
These expenses have been budgeted in account 101-1280-419.38-11.
IMPACT STATEMENT:
These solutions are needed to support the financial and community development functions of the City.
RECOMMENDATIONS:
It is recommended that the proposed resolution be approved
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing a five-year renewal of software products from CentralSquare Technologies, LLC, for a total award of $2,038,298.52.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, these software services provide the environment for the City's Enterprise Resource Planning system and the City's Community Development solution, TRAKiT, and;
WHEREAS, CentralSquare Technologies, LLC (formerly Superion, LLC and Sungard Public Sector) has been the City's ERP solution for over 20 years, and;
WHEREAS, this five-year term saves the City $231,704.51 over single year, annual renewals; and
WHEREAS, annual software renewal has been budgeted in account 101-1280-419.38-11.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes a five-year renewal of software products from CentralSquare Technologies, LLC, for a total award of $2,038,298.52.