Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute Two Order Forms With Global Software, LLC, D/B/A Insightsoftware, For The Purchase Of Spreadsheet Server Software Licenses In An Estimated Amount Of $496,921.67 Over A Five Year Term (Sole Source).
Strategic Plan Focus
Financial Management & Administration
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The City is seeking to expand the initial purchase of Spreadsheet Server viewer licenses from 25 to a total of 70 licenses annually over a five-year period, which requires City Commission authority and approval.
The current Oracle reporting tool used by the City has shortcomings such as inflexible report writing, analysis delays, connectivity limitations and duplicate data management which always requires manual updates to financial reports to avoid formula failures. With these limitations, the Financial Services and Public Utilities Departments identified the need for additional reporting software and with assistance from Procurement, selected and procured Spreadsheet Server, a reporting tool that offers automation, accurate performance, powerful drilldowns on subledger transactions, and real-time financial management reporting.
The City negotiated and secured discounts and savings from Global Software LLC for the first two years of use, as well as ensure additional savings over a period of 5 years for these 70 licenses. The cost to extend the software service to years three to five also requires City Commission authority and approval for the amount and length of time. There are two order forms: the first for the expansion in this fiscal year, and the second to secure savings over a 5-year period.
The Department of Information Technology initially purchased 25 report viewer licenses, additional management licenses, and training from Global Software, LLC d/b/a Insightsoftware at a cost of $55,574.20 annually with fixed costs over a period of two years for Financial Services and Public Utilities. This was provided at a substantial discount from the vendor if completed before March 31, 2022. A Notice to Sole Source NTSS-013-22 was posted on BidSync with no challenges because Global Software LLC is the sole provider of Spreadsheet Server, and the initial purchase was completed in December 2021.
The City desires to purchase an additional 45 viewer licenses for reporting services and maintain this amount in the future. Order Form Q-329674 was drafted to acquire the 45 licenses for Year 1 at the discounted cost of $41,722.20, saving the City a total of $19,633.95 if purchased by March 31, 2022.
Additionally, Global Software LLC provided order form Q-330953 which will maintain the 70 viewer licenses and associated server licenses for years two at a discounted annual cost of $97,812.57, saving the City $51,140.88 from its regular price of $148,953.45. Increases to subscription costs for years three to five will be capped at 3% if purchased by March 31, 2022.
The overall cost to maintain all Spreadsheet Server Licenses over a five-year period is estimated at $496,921.67 if purchased on or before March 31, 2022.
Lastly, the City may add/remove licenses during each of the annual renewal dates within the five-year period.
Fiscal Impact:
Funding for the purchase of 45 additional licenses is available in account number 442.400101.53600.564420.000000.000.000.
Funding for the ongoing maintenance of 70 licenses will be budgeted in the operating budgets for the departments of Public Utilities and Information Technology in subsequent fiscal years subject to approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director, Information Technology
Adam Reichbach, Assistant City Manager for Finance & Administration