AgdaPkt 2016-05-23 Closed, Joint SA and PFA

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6.1.C. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager May 23, 2016 SUBJECT Software Maintenance Agreement for Permit Tracking Software with SunGard Public Sector RECOMMENDATION By motion, approve and authorize the City Manager to execute the Software Maintenance Agreement with SunGard Public Sector (SunGard) for SunGard to provide annual technical and maintenance support for a period of up to 5 years in an amount not to exceed $123,271.40 BACKGROUND On January 28, 2002, City Council approved an agreement with CRW Systems, Inc. (CRW) for their "TRAKiT" software system. The software system is currently utilized by the Community Development Department to issue and track, planning, building and construction permits. On June 12, 2015 SunGard Public Sector acquired CRW and assumed the right and responsibilities for their services and software including TRAKiT. CRW previously provided maintenance and technical support for TRAKiT to the City until the agreement for service expired in February 2015. Prior to that period the City and CRW had begun discussions on renewing the contract for maintenance services. While these discussions occurred, SunGard was in the process of acquiring CRW. When the acquisition of CRW was completed, the City had to restart new discussions with SunGard to develop a software maintenance agreement. ANALYSIS The software maintenance agreement enables SunGard to provide enhancements, maintenance, and new releases on the TRAKiT software the City uses. Without the agreement the City will not be able to seek technical assistance if problems with TRAKiT arise. The consistent operation of this software allows the City to assess fees and issue building related permits. The agreement is in effect for one year after execution of the agreement by the City. After the first year, the agreement will renew on a year to year basis for four additional years for a total term of five years, unless terminated by the City or SunGard at least six months prior to the expiration date of the agreement.