AgdaPkt 2019-06-10 Joint SA PFA - Laserfiche WebLink

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6.C. - Page 2 of 5 ANALYSIS HdL, a California company, has been providing business license tax services to California government agencies for more than 35 years, maintaining a greater than 99 percent customer retention rate. They also have extensive experience integrating their Prime software with enterprise ERP solutions. During the current HdL system implementation, staff identified the need to purchase additional licenses to fully utilize the system effectively. Additional user licenses are available for a one-time $1,500 license fee plus a $400 increase to the annual software use fee, for a total cost of $1,900 per license (Attachment A). Staff recommends increasing the HdL agreement by $3,800 for two additional licenses and services, and authorizing the City Manager to execute another amendment for an additional $1,900 in the event one additional license is required, for a total of $5,700. These changes increase the total not -to -exceed amount of the agreement to $63,500 from $57,800. If the pilot project proves successful after the first Business License Tax renewal process, which will be performed in June 2019, an amendment to the agreement extending the terms will be brought to the City Council for authorization prior to the current one-year term expiration. FISCAL IMPACT The original one-year trial cost of the HdL Prime software is $57,800, including software and implementation services, currently included in the adopted Capital Improvement Project (CIP) Fund budget. The $57,800 amount includes software costs of $28,300; implementation service costs of $20,000; and one year of licensing, maintenance and support of $9,500. Amendment No. 1 adds $3,800 to the project cost, and if a further amendment is executed for one additional license in the amount of $1,900, then the total amount of the agreement with HdL would be $63,500. If the pilot project proves successful and an amendment extending the agreement is sought, the cost per year would be approximately $11,000. This cost would be budgeted in the FY 2020-21 Capital Improvement Program budget. ENVIRONMENTAL REVIEW This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment. PUBLIC NOTICE Public Notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting. City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 58