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Date: May 26, 2016 Department: Finance
<br />Tracking Number: RFQ-2016-0036 Requestor: Rebecca Bowman
<br />-_._.._-_.__.._-_... _................... ....
<br />__-...-..
<br />Project Title: Financial Reporting CAFR Software Contract Term: 07/01/2016 - 09/30/2021
<br />Requested Amount: $27,000.00 Revised Contract Total: N/A
<br />RECOMMENDED,; I AWARDED CONTRACTOR INFORMATION
<br />Name i Thales Consulting, Inc. { Contact: Tami Boal
<br />-..._._
<br />. .. .... -__ ---- ---- ..--.------ - - -
<br />Address ; 980 Ninth Street, 16`` Floor, PMB 1604, Sacramento, CA 95814
<br />--...-_..-----.....-... - - --- - --- -
<br />Phone #: 906.250.5340 { Email: { tboal a,thales-consulting.com :Cellular #: i 906.235.6302
<br />Request City Manager approval of expenditures and issuance of purchase order to Thales Consulting, Inc., for the award to
<br />provide initial implementation and subsequent annual subscription based access for the preparation of the annual
<br />Comprehensive Annual Financial Report (CAFR). Total expenditures are not to exceed $27,000.00 for the period beginning
<br />07/01/2016 through 09/30/2021.
<br />The City is required to issue a CAFR annually. The current process to create the CAFR is labor intensive an inefficient. Finance
<br />Department.obtained quotes from four (4) different vendors that provide CAFR preparation software as follows:
<br />Vendor
<br />City of Casselberry { Finance Department { Purchasing Division
<br />Software
<br />Access
<br />Training
<br />95 Triplet Lake Drive, Casselberry, Florida 32707
<br />�,® RM
<br />Cost
<br />Year 3
<br />Phone: 407-262-7700, extension 1137 Fax: 407-262-7746
<br />Cost
<br />Year 5
<br />Extended
<br />Amount
<br />PROCUREMENT ACTION APPROVAL FORM
<br />PUR-F-218
<br />Date: May 26, 2016 Department: Finance
<br />Tracking Number: RFQ-2016-0036 Requestor: Rebecca Bowman
<br />-_._.._-_.__.._-_... _................... ....
<br />__-...-..
<br />Project Title: Financial Reporting CAFR Software Contract Term: 07/01/2016 - 09/30/2021
<br />Requested Amount: $27,000.00 Revised Contract Total: N/A
<br />RECOMMENDED,; I AWARDED CONTRACTOR INFORMATION
<br />Name i Thales Consulting, Inc. { Contact: Tami Boal
<br />-..._._
<br />. .. .... -__ ---- ---- ..--.------ - - -
<br />Address ; 980 Ninth Street, 16`` Floor, PMB 1604, Sacramento, CA 95814
<br />--...-_..-----.....-... - - --- - --- -
<br />Phone #: 906.250.5340 { Email: { tboal a,thales-consulting.com :Cellular #: i 906.235.6302
<br />Request City Manager approval of expenditures and issuance of purchase order to Thales Consulting, Inc., for the award to
<br />provide initial implementation and subsequent annual subscription based access for the preparation of the annual
<br />Comprehensive Annual Financial Report (CAFR). Total expenditures are not to exceed $27,000.00 for the period beginning
<br />07/01/2016 through 09/30/2021.
<br />The City is required to issue a CAFR annually. The current process to create the CAFR is labor intensive an inefficient. Finance
<br />Department.obtained quotes from four (4) different vendors that provide CAFR preparation software as follows:
<br />Vendor
<br />Implementation
<br />Software
<br />Access
<br />Training
<br />Cost
<br />Year 1
<br />Cost
<br />Year 2
<br />Cost
<br />Year 3
<br />Cost
<br />Year 4
<br />Cost
<br />Year 5
<br />Extended
<br />Amount
<br />Thales Consulting, Inc.
<br />$7,000
<br />$4,000
<br />Included
<br />$11,000
<br />$4,000
<br />$4,000
<br />$4,000
<br />$4,000
<br />$27,000
<br />System Innovators
<br />$5,740
<br />$13,750
<br />Included
<br />$19,490
<br />$3,025
<br />$3,025
<br />$3,025
<br />$3,025
<br />$31,590
<br />CaseWare
<br />$35,000
<br />$7,800
<br />$7,200
<br />$50,000
<br />$7,800
<br />$7,800
<br />$7,800
<br />$7,800
<br />$81,200
<br />Workiva
<br />Included
<br />Included
<br />Included
<br />$20,100
<br />$20,100
<br />$20,100
<br />$20,100
<br />$20,100
<br />$100,500
<br />Upon review of the features of each software subscription and based on the quotes received; it is recommended to issue a purchase order
<br />to Thales Consulting, Inc., as the lowest, most responsive and responsible bidder. The City may terminate this engagement for
<br />convenience by aivinR a ten (101 day written notice and it is subiect to annual amrouriations by the City.
<br />Department I Division I Office 001-0130-513.34-00
<br />Budget Account Number(s): �� I
<br />Brenda Olsen
<br />Finance Director (if applicable i See Below ! N/A
<br />DEPARTMENT/DIVISION/OFFICE APPROVALS
<br />Section III, of the Purchasing Policy provides the authority for City Manager/ Procurement Administrator approval andin accordance with the approved Purchasing Thresholds. The Purchasing Division is required to report all
<br />approvals made by the City Manager/Procurement Administrator to the City Commission on a monthly basis. All original documents shall be kept with the Purchasing Division. This form shall be submitted to the Purchasing
<br />Division for review/approval prior to submittal to the City Manager. All supporting justification and/or documentation demonstrating a competitive process andlor due diligence shall be attached. No purchase order shall be
<br />issued until all proper approvals and documentation has been received by the Purchasing Division.
<br />Print Name
<br />Signature
<br />' Date
<br />1-----------
<br />_.....--...__-..-._......... ........... .-
<br />Department/Division/Office Manager,
<br />i N/A
<br />_ -
<br />, JA
<br />Department/Division/Office Director_
<br />j Rebecca Bowman__
<br />City Attorney Review (if applicable):
<br />N/A
<br />I - N/A -- - i{
<br />- --
<br />Approval (as applicable) _�..._...:-.:_
<br />Print Name -----l-
<br />------Signature
<br />- Date
<br />Procurement Administrator{
<br />___..--_-..._.._.._.....-----.-.-..-.---........_._..._._.__._
<br />Wilfredo Velez
<br />City Manager_ _..-_......-..._.-_.__._..___.__
<br />i James R. Newlon
<br />AUTROMTYIPRO
<br />C&D§RfS
<br />Section III, of the Purchasing Policy provides the authority for City Manager/ Procurement Administrator approval andin accordance with the approved Purchasing Thresholds. The Purchasing Division is required to report all
<br />approvals made by the City Manager/Procurement Administrator to the City Commission on a monthly basis. All original documents shall be kept with the Purchasing Division. This form shall be submitted to the Purchasing
<br />Division for review/approval prior to submittal to the City Manager. All supporting justification and/or documentation demonstrating a competitive process andlor due diligence shall be attached. No purchase order shall be
<br />issued until all proper approvals and documentation has been received by the Purchasing Division.
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