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Consent

Brentwood City Commission Agenda

Meeting Date:	01/25/2021
Resolution 2021-07 - Authorizing a Multi-Year Software Support Agreement with Insight Software
Submitted by:	Jay Evans, Administration
Department:	Administration

Information

Subject

Resolution 2021-07 - Authorizing a Multi-Year Software Support Agreement with Insight Software

Background

In 2016, the City purchased two Microsoft Excel add-ins from Insight Software (formerly Global Software) to enable importation of real-time data from the City's Enterprise Resource Management (ERP) software into Excel spreadsheets. The two add-ins are known as Budget Accelerator and Spreadsheet Server. This integration of these add-ins has saved considerable time in budget preparation and monthly reporting, and well as other reporting that previously required the running of multiple reports from the ERP and copying/pasting that data into spreadsheets. Redundant data entry and data integrity were also considerably improved utilizing this software.

The agreement approved in 2016 included three (3) years of support at $9,814 per year, beginning in 2017 when the software was fully implemented. Staff received and paid the invoice for the support period of 10/28/2020 to 10/28/2021 for $10,991.68, though that period was outside the original agreement. The attached agreement recognizes that purchase and locks-in software support pricing for the subsequent three years. Price escalators for those three years are 3%, 4%, and 4%, respectively.

Staff have been satisfied with the support received from Insight Software, and the benefits derived from continued use of these products. It is fully expected that Spreadsheet Server and Budget Accelerator will continue to be used post-migration to the new Harris City Suite ERP.

Staff Recommendation

Staff recommends approval of the attached Resolution authorizing a multi-year software support agreement with Insight Software.

Previous Commission Action

October 24, 2016 - City Commission approves acquisition of Spreadsheet Server and Budget Accelerator from Global Software via Resolution 2016-70 for $37,700, with pricing locked-in for three (3) years of support post-implementation.

Fiscal Impact

Amount :	$8,243.76
Source of Funds:	General Fund
Account Number:	110-41500-82605

Fiscal Impact:

The costs for this software are split 75% General Fund and 25% Water and Sewer Fund. A total of $8,243.76 is available in the General Fund, Finance Department, for this purpose.

Amount :	$2,747.92
Source of Funds:	Water and Sewer Fund
Account Number:	412-52310-82605

Fiscal Impact:

The costs for this software are split 75% General Fund and 25% Water and Sewer Fund. Funds of $2,747.92 are available in the Water and Sewer Fund for this purpose.

Attachments
Resolution 2021-07
COB Contract No. 2020-185
Signed Resolution
Signed Contract