HomeMy WebLinkAboutR-97-0385r 'a�
J-97-339
6/2/97
RESOLUTION NO.9 7 — 385
A RESOLUTION APPROVING THE ACQUISITION AND
MAINTENANCE OF A COMPREHENSIVE ANNUAL FINANCIAL
REPORTING SOFTWARE MODULE (CAFR), IN AN ESTIMATED
AMOUNT OF $45,000, AND RELATED SUPPORT SERVICES,
IN AN ESTIMATED AMOUNT OF $25,000, FROM SYSTEMS
CONSULTANTS, INC. (SCI), FOR THE DEPARTMENT OF
FINANCE, ALLOCATING FUNDS THEREFOR, IN A TOTAL
AMOUNT OF $70,000 FROM CAPITAL IMPROVEMENT
PROJECT ACCOUNT NO. 311027.269901.6.270;
AUTHORIZING THE CITY MANAGER TO AMEND THE
EXISTING CONTRACT BETWEEN THE CITY AND SCI TO
INCREASE THE AFOREMENTIONED SERVICES AND
COMPENSATION.
WHEREAS, Resolution No. 94-874, authorized the execution of a contract for
purchase of an integrated financial accounting system from SCI; and
WHEREAS, the Finance Department has identified the need for a financial reporting
module that is fully integrated with the current financial accounting system; and
WHEREAS, the CAFR module will allow the Finance Department of utilize the
reporting aspects of the system, provide needed support to compile financial data for year
end reporting purposes, and reduce staff hours spent on financial statements; and
WHEREAS, as the City is participating as a beta site for the development of the
CAFR Module, SCI has agreed to pay the City royalties from each license sold up to the
sum of $29,500; and
CITY COMMISSION
MEETING OF
J U N 0 9 1997
Resolution No.
97- 385
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WHEREAS, funding for the additional services and software are available from
Capital Improvement Project No. 31 1027.269901.6.270 in the amount of $70,000; and
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution
are hereby adopted by reference thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The acquisition and maintenance of a comprehensive annual financial
reporting software module (CAFR), in an estimated amount of $45,000, and related
support services, in an estimated amount of $25,000, from Systems Consultants, Inc.
(SCI), for the Department of Finance, is hereby approved, with funds therefor hereby
allocated, in a total amount of $70,000, from Capita( Improvement Project, Account No.
31 1027.269901 .6.270.
Section 3. The City Manager is hereby authorized' to amend the existing
contract, in a form acceptable to the City Attorney, between the City and SCI to increase
the aforementioned services and compensation.
Section 4. This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this 9th
( ATTEST:
WALTER AN, CITY CLERK
day of Ju 1997.
AROLLO, MAYOR
' The herein authorization is further subject to compliance with all requirements that may be
imposed by the City Attorney, including but not limited to those prescribed by applicable City
Charter and Code provisions.
2-
97- 385
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PREPARED AND APPROVED BY:
1411A hmaAlw 1-7
LG AMIREZ-SEI S
ASS&STANT CITY ATTORNEY
APPROVED AS TO FORM AND CORRECTNESS:
W1654:CSK:ORS
-I-
97- 385
5'.
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
•z,
TO: The Honorable Mayor and Members DATE : May 6, 1997 FILE:
of the City Commission
SUBJECT: Authorizing Expansion of the
City's Financial Management
System
FROM: REFERENCES:
Wd,wrd Marquez
City Manager ENCLOSURES:
RECOMMENDATION
It is respectfully recommended that the City Commission pass the attached resolution authorizing
the purchase, maintenance and support of a Comprehensive Annual Financial Reporting (CAFR)
module, support services for training, customization, conversion and user assistance in
conjunction with the implementation of the fixed asset module. Total cost for the CAFR Module
is estimated at $45,000.00 and additional support services are estimated at $25,000.00 and will be
provided by Systems Consultants Incorporated (SCI). These amounts will be allocated from
Capital Project account number 311027.269901.6.270 where funding is available.
BACKGROUND:
In the preparation of the year end CAFR, the Department of Finance currently utilizes FASTG, a
PC based software. This system is not integrated with SCI's Financial Accounting System and
requires manual input of trial balance data in order to generate the required CAFR schedules for
audit and final preparation purposes. Reclassification and adjustments are manually entered into
FASTG, then again in the financial accounting system in order to record the
adjustments/reclassifications. Therefore, the FASTG System, and the Financial Accounting
System and the CAFR must then be reconciled which is a labor intensive task.
The basic CAFR module will be designed to the City's specifications and the City will become a
Beta site for this newly developed SCI module. As a result of Miami being the Beta site, SCI has
agreed to pay the City 10% royalties upon each subsequent license sale of the CAFR Module
until the City has fully recovered initial software costs of $29,500.00. In comparison to the City's
current software, a totally integrated system will perform the required uploads and downloads to
produce the required schedules in accordance with Generally Accepted Accounting Principles
and Governmental Accounting Standards. Reclassification and adjustments will be directly
entered into the Financial Accounting System and related reports regenerated. The City's staff
will not be required to maintain two systems that must be reconciled and will have the capability
of producing financial statements on demand.
The new SCI Financial System purchased by the City includes a Fixed Asset Module that is
totally integrated with General Ledger, Purchasing and the Accounts Payable modules. Since the
City wishes to purchase bar coding equipment from another vendor to facilitate the physical
inventory process, additional support services are required to interface inventory data with the
fixed asset module already purchased.
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