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File #:
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2023-1063
Version:
1
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Type:
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Motion
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Status:
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Approved
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On agenda:
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12/13/2023
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Final action:
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12/13/2023
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Title:
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Motion 23-479, approving and authorizing the execution of Amendment 12 to the Integrated Financial Management System Contract between Snohomish County and Cayenta Canada Corporation
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Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 23-479, approving and authorizing the execution of Amendment 12 to the Integrated Financial Management System Contract between Snohomish County and Cayenta Canada Corporation
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 10/26/23
PURPOSE: The purpose of this ECAF is to obtain approval for Amendment 12 to the Cayenta Integrated Financial System Agreement with N. Harris Computer Corporation to add licenses and set pricing for annual renewal fees beyond December 31, 2023.
BACKGROUND: In 1996 the County approved and executed an Agreement to acquire an Integrated Enterprise Financial System from Cayenta Inc., formerly SFG Technologies Inc., pursuant to RFP-1-95. The integrated financial system is the backbone that organizes, consolidates, and services the fiscal needs of Snohomish County across the enterprise. Since financial information contained in this system is critical to County operations, as well as ensuring fiscal responsibility and accountability, it is equally critical that this system be properly licensed, supported and maintained. The contract has been amended over time to allow for upgrades and continued software support services. On September 18, 2023, the parties agreed in Change Order 1 to the Master Contract, that the County needs additional licenses for the Cayenta financial system upgrade go-live which will add $6,350 to the Master Contract through December 31, 2023. The perpetual Agreement currently has set annual renewal fees through December 31, 2023. The parties have negotiated a seven percent (7%) increase for the term beginning January 1, 2024 through December 31, 2024, and beginning January 1, 2025, an ongoing annual increase of four percent (4%) or the October 12-month Consumer Price Index (CPI) rate, whichever is greater. Approval of this Amendment 12 will increase the number of licenses and set pricing beginning January 1, 2024 and will continue for as long as the system is used by the County.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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505 5148804801 - Change Order 1 |
$6,350.00 |
0 |
$6,350.00 |
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505 5148804801 - Maintenance Existing |
0 |
$180,772.59 |
$959,560.72 |
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505 5148804801 - Impact of Amend. 12 |
0 |
$6,996.99 |
$57,210.09 |
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Plus applicable sales tax |
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TOTAL |
$6,350.00 |
$187,169.58 |
$1,020,120.81 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Funding for ongoing maintenance is included in the 2023 adopted budget and this increase was anticipated and included in the IT proposed 2024 budget.
CONTRACT INFORMATION:
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ORIGINAL & AMENDMENTS 1-8 |
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CONTRACT# |
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AMOUNT |
$163,752 annually |
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AMENDMENT 9 |
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CONTRACT# |
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AMOUNT |
$162,298 annually plus applicable sales tax |
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AMENDMENT 10 |
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CONTRACT# |
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AMOUNT |
$156,048 annually plus applicable sales tax |
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AMENDMENT 11 |
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CONTRACT# |
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AMOUNT |
$149,798 annually plus applicable sales tax |
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AMENDMENT 12 |
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CONTRACT# |
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AMOUNT |
$1,020,120.81 plus applicable sales tax |
Contract Period
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ORIGINAL & AMENDMENTS 1-9 |
START |
3/27/1996 |
END |
12/31/2023 |
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AMENDMENT 10 |
START |
8/28/2022 Motion 22-496 |
END |
12/31/2023 |
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AMENDMENT 11 |
START |
2/8/2023 Motion 23-299 |
END |
12/31/2023 |
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AMENDMENT 12 |
START |
9/18/2023 |
END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: PA approval 10/23/2023. Reviewed/approved by Risk - Shelia Barker 10/25/23 and Finance - Nathan Kennedy 10/26/23
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