To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Trish Muller, Finance Director
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving a Five-Year Software-As-A-Service and Services Agreement with EUNA Solutions, Inc.
Body
________________________________________________________________________________
Executive Summary
The Finance Department requests approval to enter into a SaaS and Services Agreement for budgeting software with EUNA Solutions, Inc. The agreement includes a five-year maintenance, support and hosting subscription of $88,000 annually for the first two years with a 3% increase each year in years three through five. In addition, the agreement includes professional services totaling $76,527 for the implementation of the software to include planning, installation, data loads, training, project management, and integration with the Town’s finance and payroll software. The total year one cost is $164,527.
Discussion
The Finance Department has been considering the procurement of a budgeting solution for the last few years, as the current process is done manually with Excel spreadsheets, Word documents, and PDF’s, and is reliant on a complex homegrown reporting tool built in Microsoft Access, which can present challenges when troubleshooting or if updates are needed. A budgeting software will allow for the phase out of these manual processes as well as allow for the production of a digital budget book that is ADA compliant, departmental budget request tracking, workflow and audit trail of requests and changes, multi-year budget scenario modeling, integration with existing finance and payroll software, and the ability to export data to Excel or PowerBI for additional analysis.
In the search for a budgeting solution the Finance Department participated in demonstrations from multiple vendors, and ultimately determined that EUNA’s budgeting solution was our software of choice based on functionality, price, and customer service track record with other local governments in Colorado. EUNA Solutions, Inc. has been awarded a competitively solicited cooperative contract through Sourcewell (contract #060624-GTH), to provide personnel, operating, and capital budgeting tools which meets the needs of the Town and is the basis for the sole source request.
The EUNA Budget Framework includes:
- Operating Module
- Personnel Planning & Budgeting Module
- Capital Project Planning Module
- Unlimited Read Only Licenses
- Performance Measures
- Allocations
- Statistical Ledger
- OpenBook Transparency
- Budget Book Studio
Budget Impact
There is adequate budget available for this project in the Finance Department’s budget. 110-1520-415.61-31 can be used for this purchase. Below is the budget impact annually.
Staff Recommendation
Staff recommends the purchase of EUNA Solutions, Inc. budgeting software.
Attachments
Resolution
SAAS and Service Agreement
Sole Source Justification