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Item # 34
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 17, 2021
TOPIC: Questica Budgeting and Open Data Tool
AGENDA TITLE:
Amend Agreement with Questica LTD to Increase Contract Amount by $75,520 for
Annual Fee and Custom Reports (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the agreement with Questica
LTD to increase compensation amount by $75,520 for annual fee and custom reports,
subject to non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On January 16, 2018, the City entered into an agreement with Questica Incorporated to
implement a citywide budget software system (“Questica”). Questica provided a
significant improvement in streamlining internal approvals of budgets, allowed for
departments to submit budget into a centralized system, and has been able to integrate
with the financial and payroll systems. Additionally, Questica minimized the use of
multiple Excel documents and has provided customized reports used to print the budget
document.
On December 17, 2019, the City amended the agreement to include Questica’s
transparent software system (“OpenBook”) to replace the prior software and create
efficiencies. OpenBook integrates with Questica and allows for the budget to be made
publicly available using various visualization tools such as charts and graphs. Actual data
is updated monthly to provide a comparison of budget to actuals. OpenBook also offers
a Vendor Payment Register which is a summary of checks, ACH, and wire payments.
The payments are to vendors who provide commodities and services to various city
departments.
The City and Questica have recently exercised contract extensions through January 15,
2023, but the contract amount has been exhausted due to the added reporting
capabilities. In order to continue the annual license fee and allow for additional custom
reporting for Fiscal Year 2022-23, an increase in the contract amount is requested. The
cost for the annual fee is $45,520 and the estimate for custom reports is $30,000, for a
total of $75,520 during the remaining term of the agreement.
Questica Budgeting and Open Data Tool
August 17, 2021
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ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for this amendment are budgeted and available in the following account:
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
FY21-22 01110100-62300 General Fund FMSA- Management &
Support
$75,520
EXHIBIT
1. Second amendment to Questica, LTD agreement.
Submitted By: Kathryn Downs, FMSA Executive Director
Approved By: Kristine Ridge, City Manager
SECOND AMENDMENT TO AGREEMENT TO PROVIDE
CITYWIDE BUDGET MANAGEMENT SOFTWARE
THIS SECOND AMENDMENT to the above-referenced agreement is entered into on August 17,
2021, by and between Questica, LTD. (“Consultant”), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of
California (“City”), collectively referred to as “the Parties.”
RECITALS
A.The Parties entered into Agreement No. A-2018-006 (“Agreement”), dated January 16, 2018,
to employ Consultant’s special skill and knowledge in the field of providing budget
management software for large organizations and delivering a public sector budgeting solution
that supports the needs of the budget office and City departments in the development and
publication of the City’s annual budget and related documents.
B.On December 17, 2019, the Parties entered into a First Amendment to the Agreement (#A-
2019-238) to include additional software in an additional module in the Scope of Services and
amend the compensation to pay for the additional module.
C.On May 19, 2021, the Parties exercised both optional one-year extensions of the Agreement
(#A-2018-006-01) through January 15, 2023. The Agreement is current and in effect.
D.The Parties now wish to further amend the Agreement to increase the compensation to pay for
services provided during the remaining term of this Agreement.
The Parties therefore agree:
1.Section 2.a, Compensation, is amended to increase the total sum to be expended under the
term of this Agreement in the amount of $75,520. The total compensation expended under this
Agreement shall not exceed $483,384.
2.Except as modified by this Second Amendment, all terms and conditions of the Agreement, as
amended, shall remain in full force and effect.
[signature page to follow]
EXHIBIT 1
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the
Agreement on the date and year first written above.
ATTEST CITY OF SANTA ANA
_______________________________ ______________________________
DAISY GOMEZ KRISTINE RIDGE
Clerk of the Council City Manager
APPROVED AS TO FORM QUESTICA, LTD.
SONIA R. CARVALHO, City Attorney
By:___________________________ _______________________________
Ryan O. Hodge By:
Assistant City Attorney Title:
RECOMMENDED FOR APPROVAL
________________________________
Kathryn Downs
Executive Director,
Finance & Management Services
Craig Ross
CEO
Kathryn Downs (Aug 3, 2021 15:39 PDT)
Questica - 2nd Amendment (revisions)(140245.
1)CR
Final Audit Report 2021-08-03
Created:2021-08-03
By:Kristin Andrade (kandrade@santa-ana.org)
Status:Signed
Transaction ID:CBJCHBCAABAAVVhpcBdTmjXCClTB9htQI4suIX8ugxgP
"Questica - 2nd Amendment (revisions)(140245.1)CR" History
Document created by Kristin Andrade (kandrade@santa-ana.org)
2021-08-03 - 10:23:09 PM GMT- IP address: 98.153.69.210
Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature
2021-08-03 - 10:23:27 PM GMT
Email viewed by Kathryn Downs (kdowns@santa-ana.org)
2021-08-03 - 10:39:44 PM GMT- IP address: 98.153.69.210
Document e-signed by Kathryn Downs (kdowns@santa-ana.org)
Signature Date: 2021-08-03 - 10:39:53 PM GMT - Time Source: server- IP address: 98.153.69.210
Agreement completed.
2021-08-03 - 10:39:53 PM GMT