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01-969� ` Council File # Q�� 7L� Green Siieet # 102886 RESOLUTION Presented By Referred To CITY OF SAINT PAUL, MINNESOTA _ / _ �p Committee: Date 1 WHEREAS, Council File 277510, dated October 1, 1981, did establish certain Special Fund Policies; 2 and 3 4 WHEREAS, The City Council did approve $1Q0,000 in spending authority in the 2�01 budget for 5 consulting services related to Financial System study; and 6 7 WFIEREAS, The Finance System Team has negotiated a contract with Virchow Krause and Company, 8 LLP for these consulting services; and 9 10 WHEREAS, The contract negotiated with Virchow Krause and Company, LLP inciudes optional phases 11 (identified as Phase II and Phase IIn which will make this siudy more comprehensive; and 12 13 �VHEgEAS, Phase I includes needs assessment, gap analysis, cost benefiC analysis and business process 14 study; and 15 16 WHEREAS, Phase II includes development of requests for proposal for financial system softwaze, 17 hardware and financial system implementation; and 18 19 WHEREAS, Phase III includes evaluating proposals received, vendor selection, vendor negotiation and 2� vendor conuact coordination; and 21 22 WHEREAS, Optional Phases II and III will reguire additional spending authority in the amount of 23 $54,000; and 24 25 WHEREAS, In the event unforeseen opporiunities arise to focus on additional azeas of study, Mayor's 26 Contingency spending of $16,000 should be established; and 27 28 WFIEREAS, The Office of Financial Services Special Projects Fund has accumulated reserve balance 29 funds which could finance this increase in spending authority; and 30 31 WFIEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify 32 that there are available for appropriation $70,000 in funds in excess of those estimated in the 2001 33 budget; and 34 35 36 PAGE 1 OF 2 o1-q�°t 37 38 WHEREAS, 'The Mayor recommends that the 2001 budget be amended as follows: 39 40 Financing Plan Current Bud�et Chan•e Revised Budget 41 050 Financial Services Special Projects Fund 42 30120 Treasury Special Fiscal Services 43 6602 Interest on Investments $525,626 $0 $525,626 44 9830 i3se of Fund Balance $0 $70,000 $7Q000 45 All other Fund Financing the Same $4,747.730 �0 747 730 46 Total Financing Plan $5,273,356 $70,000 $5,343,356 47 48 S�ending Plan Current BudQet Chanee Revised Budeet 49 O50 Financial Services Special Projects Fund 50 30120-0219 Fees-Other Professional Services $ZSO,OQO $54,000 $304,000 51 30120-0518 Mayor's Contingency $0 $16,000 $16,000 52 All other Fund Spending the Same 5 023 356 �0 5 023 356 53 Total Spending Plan $5,273,356 $70,000 $5,343,356 54 55 56 Now, therefore, be it RESOL'vED, That the City Council adopts the above additions to the 2001 budget. 57 58 59 60 61 PAGE 2 OR 2 62 63 64 65 enana� a ey os rom Co ema� Harris antr� ei e� Yeas II Nays II Absent Requested by Department of: Office of Financial Services g�, beb � __� Approval Recommended by OPfice of Financial Seyyi�irect f / By � - - - �../ n ..r + p v Adopted by Council: Date �_.� �ct � aoo� — Y` Adoption Certified by Council Secretary B y : � 'c � � � -�]�a�- � Approved By Mayor: Date C i7g � By � __-_-_--���irC����%� Form ro ed by City Attorney: By: Approved by M yor for Submission to Council: By: O�ce of Financial Secvices COMACS PEfl50N 3 PHONE Bruce Beese,266-6063 MUSi BEON COUNqLAGENDA BY (DA't� RECENED AUG 4 20 N{AYOR'S OFFICE TOTAL # OF SIGNATURE PAGES ACTION qEQUESTED JATEINRIATED I GREEN SHEET s�as�zooi mmavo-a�e �"1 r � �� � CRYATfOHNEY NUl16ER FOR ROUTING ❑ FINANCIAI_SERVICESOIR No. ipags6 -�. ���. e►.`I�g 3 U 2pp1 CIiYCLEflK ❑ MAVOFi(OP ASSI5iANTf � � F � ❑ AcImN Ma�aer ❑ _ (CLIP ALL LOCATIONS FOR SIGNATURE) �r�±n Approve Resolution increasing spending authority in the �ce of Financial Services Special Projects Fund (O50), Treasary Special Fiscal Services Activiry (30120) to allow payment of optional Phases II and III of the Financial Information System Study if selected by the Finance System Team, the Finance System Steering Team and the D'uector of the Office of Financial Services. RECOMMENDATONS:Approve (A) or qejeM (R) �_ PLANNING COMMISSION � GIBCOMMffTEE _ GMLSERNCECOMMISSION A Finance System Team PERSONAL SENVICE COMpACTS MUSf ANSWEP THE FOLLOWING UUE5f10N5: 1 HaSNiS �meverworketluntlerawntrec[forNisdeparVnenYl YES NO 2 Has tltis persoNh een a ury emDioyeel YES NO 3. Do¢s N irm possaSS a sItiII not nortnally possesseE by any curreM ciry employee? YE$ NO 4. Isihisperso� aWrge vendoR YES O Explein all yes answers on separate sheet antl attaM ro gr¢en shcet Question #1, This firm is currently under c.ontract for GASB 34 imp4mentation. Question #3, Varied knowledge of financial management systems and more INITIATING PROBLEM, ISSUE, OPPORTUNIN (WHO, WHAT, WF1EN, WHERE. WHV): During 200Q, the Office of Financial Services D'uector created the Finance System Team to study the costs and benefits related to enhancing or replacing the City's current Financial Management Computer System (FM80). The Finance System Team has been meering regulazly since that time and has made significant progress. The Team has outlined iPs mission, goals and ground rules; undertook a preliminazy focus goup process with various City and Regional Water Services employees; and created a request for proposal for consulting services necessary for successful needs definiuon and prepazation of system specification requirements. The Team has most recently recommended awazd of a contract for those consulting services to Virchow Krause and Co., LLP. More detailed informadon about the Team's work, minutes of meeungs and related documents aze available on-line at http:Utheorb/ in the Finance System Team section under Fina�cial Services. The 2001 Budget includes $100,000 for consulting services related to this work. The contract we have negouated with Virchow Krause and Company for financial system consulring includes three phases. Phase I includes needs assessment, gap analysis, cost benefit analysis and business process improvement study; op8onal Phase II includes RFP development for software selection and implementaaon; and optiona] Phase III inciudes RFP evaluation, vendor selection, vendor negofiation and comsact coordination. Phase I can be accomplished within the $100,000 budget established ($85,500), if optional Phases II and III for system requests for proposal and system vendor contract negotiations are selected, additional spending authority of $7Q000 will be required. This $7Q000 includes-a $16,000 (10%) contingency for needs that may azise. ADVANTAGESIFAPPROVED: The City will be able to continue financial system replacement study work with Virchow Krause and Company through opdonal Phases�II and III, the same vendor that assisted the City with needs assessment, specification writing arid business process improvement. �(HM�� ��£f�tCkE ��R�f DISADVAMAGES IF APPROVED: None. �ISADVANTAGESIFNOTAPPROVED: � Y° � The City will need to evaluate going forward alone, without the experience of consultanu that facilitate system selection and engage in FINANG�AL INFORMATION (EXPIAIN) f�TAI, AMOUNT OF TRANSACTION $ ��>� CASTlREVENUE BUDGETED (CIRCIE ONE) �S N�O FUNDING SOVRCE OFS Special Projects Fund Fund Balance pCTIVITY NUMBER 050-30120-9830 �(Continued from Disadvantages above) We need an experienced consultant to help us get the best sofrwaze con[ract and negouated cost. � ` Council File # Q�� 7L� Green Siieet # 102886 RESOLUTION Presented By Referred To CITY OF SAINT PAUL, MINNESOTA _ / _ �p Committee: Date 1 WHEREAS, Council File 277510, dated October 1, 1981, did establish certain Special Fund Policies; 2 and 3 4 WHEREAS, The City Council did approve $1Q0,000 in spending authority in the 2�01 budget for 5 consulting services related to Financial System study; and 6 7 WFIEREAS, The Finance System Team has negotiated a contract with Virchow Krause and Company, 8 LLP for these consulting services; and 9 10 WHEREAS, The contract negotiated with Virchow Krause and Company, LLP inciudes optional phases 11 (identified as Phase II and Phase IIn which will make this siudy more comprehensive; and 12 13 �VHEgEAS, Phase I includes needs assessment, gap analysis, cost benefiC analysis and business process 14 study; and 15 16 WHEREAS, Phase II includes development of requests for proposal for financial system softwaze, 17 hardware and financial system implementation; and 18 19 WHEREAS, Phase III includes evaluating proposals received, vendor selection, vendor negotiation and 2� vendor conuact coordination; and 21 22 WHEREAS, Optional Phases II and III will reguire additional spending authority in the amount of 23 $54,000; and 24 25 WHEREAS, In the event unforeseen opporiunities arise to focus on additional azeas of study, Mayor's 26 Contingency spending of $16,000 should be established; and 27 28 WFIEREAS, The Office of Financial Services Special Projects Fund has accumulated reserve balance 29 funds which could finance this increase in spending authority; and 30 31 WFIEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify 32 that there are available for appropriation $70,000 in funds in excess of those estimated in the 2001 33 budget; and 34 35 36 PAGE 1 OF 2 o1-q�°t 37 38 WHEREAS, 'The Mayor recommends that the 2001 budget be amended as follows: 39 40 Financing Plan Current Bud�et Chan•e Revised Budget 41 050 Financial Services Special Projects Fund 42 30120 Treasury Special Fiscal Services 43 6602 Interest on Investments $525,626 $0 $525,626 44 9830 i3se of Fund Balance $0 $70,000 $7Q000 45 All other Fund Financing the Same $4,747.730 �0 747 730 46 Total Financing Plan $5,273,356 $70,000 $5,343,356 47 48 S�ending Plan Current BudQet Chanee Revised Budeet 49 O50 Financial Services Special Projects Fund 50 30120-0219 Fees-Other Professional Services $ZSO,OQO $54,000 $304,000 51 30120-0518 Mayor's Contingency $0 $16,000 $16,000 52 All other Fund Spending the Same 5 023 356 �0 5 023 356 53 Total Spending Plan $5,273,356 $70,000 $5,343,356 54 55 56 Now, therefore, be it RESOL'vED, That the City Council adopts the above additions to the 2001 budget. 57 58 59 60 61 PAGE 2 OR 2 62 63 64 65 enana� a ey os rom Co ema� Harris antr� ei e� Yeas II Nays II Absent Requested by Department of: Office of Financial Services g�, beb � __� Approval Recommended by OPfice of Financial Seyyi�irect f / By � - - - �../ n ..r + p v Adopted by Council: Date �_.� �ct � aoo� — Y` Adoption Certified by Council Secretary B y : � 'c � � � -�]�a�- � Approved By Mayor: Date C i7g � By � __-_-_--���irC����%� Form ro ed by City Attorney: By: Approved by M yor for Submission to Council: By: O�ce of Financial Secvices COMACS PEfl50N 3 PHONE Bruce Beese,266-6063 MUSi BEON COUNqLAGENDA BY (DA't� RECENED AUG 4 20 N{AYOR'S OFFICE TOTAL # OF SIGNATURE PAGES ACTION qEQUESTED JATEINRIATED I GREEN SHEET s�as�zooi mmavo-a�e �"1 r � �� � CRYATfOHNEY NUl16ER FOR ROUTING ❑ FINANCIAI_SERVICESOIR No. ipags6 -�. ���. e►.`I�g 3 U 2pp1 CIiYCLEflK ❑ MAVOFi(OP ASSI5iANTf � � F � ❑ AcImN Ma�aer ❑ _ (CLIP ALL LOCATIONS FOR SIGNATURE) �r�±n Approve Resolution increasing spending authority in the �ce of Financial Services Special Projects Fund (O50), Treasary Special Fiscal Services Activiry (30120) to allow payment of optional Phases II and III of the Financial Information System Study if selected by the Finance System Team, the Finance System Steering Team and the D'uector of the Office of Financial Services. RECOMMENDATONS:Approve (A) or qejeM (R) �_ PLANNING COMMISSION � GIBCOMMffTEE _ GMLSERNCECOMMISSION A Finance System Team PERSONAL SENVICE COMpACTS MUSf ANSWEP THE FOLLOWING UUE5f10N5: 1 HaSNiS �meverworketluntlerawntrec[forNisdeparVnenYl YES NO 2 Has tltis persoNh een a ury emDioyeel YES NO 3. Do¢s N irm possaSS a sItiII not nortnally possesseE by any curreM ciry employee? YE$ NO 4. Isihisperso� aWrge vendoR YES O Explein all yes answers on separate sheet antl attaM ro gr¢en shcet Question #1, This firm is currently under c.ontract for GASB 34 imp4mentation. Question #3, Varied knowledge of financial management systems and more INITIATING PROBLEM, ISSUE, OPPORTUNIN (WHO, WHAT, WF1EN, WHERE. WHV): During 200Q, the Office of Financial Services D'uector created the Finance System Team to study the costs and benefits related to enhancing or replacing the City's current Financial Management Computer System (FM80). The Finance System Team has been meering regulazly since that time and has made significant progress. The Team has outlined iPs mission, goals and ground rules; undertook a preliminazy focus goup process with various City and Regional Water Services employees; and created a request for proposal for consulting services necessary for successful needs definiuon and prepazation of system specification requirements. The Team has most recently recommended awazd of a contract for those consulting services to Virchow Krause and Co., LLP. More detailed informadon about the Team's work, minutes of meeungs and related documents aze available on-line at http:Utheorb/ in the Finance System Team section under Fina�cial Services. The 2001 Budget includes $100,000 for consulting services related to this work. The contract we have negouated with Virchow Krause and Company for financial system consulring includes three phases. Phase I includes needs assessment, gap analysis, cost benefit analysis and business process improvement study; op8onal Phase II includes RFP development for software selection and implementaaon; and optiona] Phase III inciudes RFP evaluation, vendor selection, vendor negofiation and comsact coordination. Phase I can be accomplished within the $100,000 budget established ($85,500), if optional Phases II and III for system requests for proposal and system vendor contract negotiations are selected, additional spending authority of $7Q000 will be required. This $7Q000 includes-a $16,000 (10%) contingency for needs that may azise. ADVANTAGESIFAPPROVED: The City will be able to continue financial system replacement study work with Virchow Krause and Company through opdonal Phases�II and III, the same vendor that assisted the City with needs assessment, specification writing arid business process improvement. �(HM�� ��£f�tCkE ��R�f DISADVAMAGES IF APPROVED: None. �ISADVANTAGESIFNOTAPPROVED: � Y° � The City will need to evaluate going forward alone, without the experience of consultanu that facilitate system selection and engage in FINANG�AL INFORMATION (EXPIAIN) f�TAI, AMOUNT OF TRANSACTION $ ��>� CASTlREVENUE BUDGETED (CIRCIE ONE) �S N�O FUNDING SOVRCE OFS Special Projects Fund Fund Balance pCTIVITY NUMBER 050-30120-9830 �(Continued from Disadvantages above) We need an experienced consultant to help us get the best sofrwaze con[ract and negouated cost. � ` Council File # Q�� 7L� Green Siieet # 102886 RESOLUTION Presented By Referred To CITY OF SAINT PAUL, MINNESOTA _ / _ �p Committee: Date 1 WHEREAS, Council File 277510, dated October 1, 1981, did establish certain Special Fund Policies; 2 and 3 4 WHEREAS, The City Council did approve $1Q0,000 in spending authority in the 2�01 budget for 5 consulting services related to Financial System study; and 6 7 WFIEREAS, The Finance System Team has negotiated a contract with Virchow Krause and Company, 8 LLP for these consulting services; and 9 10 WHEREAS, The contract negotiated with Virchow Krause and Company, LLP inciudes optional phases 11 (identified as Phase II and Phase IIn which will make this siudy more comprehensive; and 12 13 �VHEgEAS, Phase I includes needs assessment, gap analysis, cost benefiC analysis and business process 14 study; and 15 16 WHEREAS, Phase II includes development of requests for proposal for financial system softwaze, 17 hardware and financial system implementation; and 18 19 WHEREAS, Phase III includes evaluating proposals received, vendor selection, vendor negotiation and 2� vendor conuact coordination; and 21 22 WHEREAS, Optional Phases II and III will reguire additional spending authority in the amount of 23 $54,000; and 24 25 WHEREAS, In the event unforeseen opporiunities arise to focus on additional azeas of study, Mayor's 26 Contingency spending of $16,000 should be established; and 27 28 WFIEREAS, The Office of Financial Services Special Projects Fund has accumulated reserve balance 29 funds which could finance this increase in spending authority; and 30 31 WFIEREAS, The Mayor pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify 32 that there are available for appropriation $70,000 in funds in excess of those estimated in the 2001 33 budget; and 34 35 36 PAGE 1 OF 2 o1-q�°t 37 38 WHEREAS, 'The Mayor recommends that the 2001 budget be amended as follows: 39 40 Financing Plan Current Bud�et Chan•e Revised Budget 41 050 Financial Services Special Projects Fund 42 30120 Treasury Special Fiscal Services 43 6602 Interest on Investments $525,626 $0 $525,626 44 9830 i3se of Fund Balance $0 $70,000 $7Q000 45 All other Fund Financing the Same $4,747.730 �0 747 730 46 Total Financing Plan $5,273,356 $70,000 $5,343,356 47 48 S�ending Plan Current BudQet Chanee Revised Budeet 49 O50 Financial Services Special Projects Fund 50 30120-0219 Fees-Other Professional Services $ZSO,OQO $54,000 $304,000 51 30120-0518 Mayor's Contingency $0 $16,000 $16,000 52 All other Fund Spending the Same 5 023 356 �0 5 023 356 53 Total Spending Plan $5,273,356 $70,000 $5,343,356 54 55 56 Now, therefore, be it RESOL'vED, That the City Council adopts the above additions to the 2001 budget. 57 58 59 60 61 PAGE 2 OR 2 62 63 64 65 enana� a ey os rom Co ema� Harris antr� ei e� Yeas II Nays II Absent Requested by Department of: Office of Financial Services g�, beb � __� Approval Recommended by OPfice of Financial Seyyi�irect f / By � - - - �../ n ..r + p v Adopted by Council: Date �_.� �ct � aoo� — Y` Adoption Certified by Council Secretary B y : � 'c � � � -�]�a�- � Approved By Mayor: Date C i7g � By � __-_-_--���irC����%� Form ro ed by City Attorney: By: Approved by M yor for Submission to Council: By: O�ce of Financial Secvices COMACS PEfl50N 3 PHONE Bruce Beese,266-6063 MUSi BEON COUNqLAGENDA BY (DA't� RECENED AUG 4 20 N{AYOR'S OFFICE TOTAL # OF SIGNATURE PAGES ACTION qEQUESTED JATEINRIATED I GREEN SHEET s�as�zooi mmavo-a�e �"1 r � �� � CRYATfOHNEY NUl16ER FOR ROUTING ❑ FINANCIAI_SERVICESOIR No. ipags6 -�. ���. e►.`I�g 3 U 2pp1 CIiYCLEflK ❑ MAVOFi(OP ASSI5iANTf � � F � ❑ AcImN Ma�aer ❑ _ (CLIP ALL LOCATIONS FOR SIGNATURE) �r�±n Approve Resolution increasing spending authority in the �ce of Financial Services Special Projects Fund (O50), Treasary Special Fiscal Services Activiry (30120) to allow payment of optional Phases II and III of the Financial Information System Study if selected by the Finance System Team, the Finance System Steering Team and the D'uector of the Office of Financial Services. RECOMMENDATONS:Approve (A) or qejeM (R) �_ PLANNING COMMISSION � GIBCOMMffTEE _ GMLSERNCECOMMISSION A Finance System Team PERSONAL SENVICE COMpACTS MUSf ANSWEP THE FOLLOWING UUE5f10N5: 1 HaSNiS �meverworketluntlerawntrec[forNisdeparVnenYl YES NO 2 Has tltis persoNh een a ury emDioyeel YES NO 3. Do¢s N irm possaSS a sItiII not nortnally possesseE by any curreM ciry employee? YE$ NO 4. Isihisperso� aWrge vendoR YES O Explein all yes answers on separate sheet antl attaM ro gr¢en shcet Question #1, This firm is currently under c.ontract for GASB 34 imp4mentation. Question #3, Varied knowledge of financial management systems and more INITIATING PROBLEM, ISSUE, OPPORTUNIN (WHO, WHAT, WF1EN, WHERE. WHV): During 200Q, the Office of Financial Services D'uector created the Finance System Team to study the costs and benefits related to enhancing or replacing the City's current Financial Management Computer System (FM80). The Finance System Team has been meering regulazly since that time and has made significant progress. The Team has outlined iPs mission, goals and ground rules; undertook a preliminazy focus goup process with various City and Regional Water Services employees; and created a request for proposal for consulting services necessary for successful needs definiuon and prepazation of system specification requirements. The Team has most recently recommended awazd of a contract for those consulting services to Virchow Krause and Co., LLP. More detailed informadon about the Team's work, minutes of meeungs and related documents aze available on-line at http:Utheorb/ in the Finance System Team section under Fina�cial Services. The 2001 Budget includes $100,000 for consulting services related to this work. The contract we have negouated with Virchow Krause and Company for financial system consulring includes three phases. Phase I includes needs assessment, gap analysis, cost benefit analysis and business process improvement study; op8onal Phase II includes RFP development for software selection and implementaaon; and optiona] Phase III inciudes RFP evaluation, vendor selection, vendor negofiation and comsact coordination. Phase I can be accomplished within the $100,000 budget established ($85,500), if optional Phases II and III for system requests for proposal and system vendor contract negotiations are selected, additional spending authority of $7Q000 will be required. This $7Q000 includes-a $16,000 (10%) contingency for needs that may azise. ADVANTAGESIFAPPROVED: The City will be able to continue financial system replacement study work with Virchow Krause and Company through opdonal Phases�II and III, the same vendor that assisted the City with needs assessment, specification writing arid business process improvement. �(HM�� ��£f�tCkE ��R�f DISADVAMAGES IF APPROVED: None. �ISADVANTAGESIFNOTAPPROVED: � Y° � The City will need to evaluate going forward alone, without the experience of consultanu that facilitate system selection and engage in FINANG�AL INFORMATION (EXPIAIN) f�TAI, AMOUNT OF TRANSACTION $ ��>� CASTlREVENUE BUDGETED (CIRCIE ONE) �S N�O FUNDING SOVRCE OFS Special Projects Fund Fund Balance pCTIVITY NUMBER 050-30120-9830 �(Continued from Disadvantages above) We need an experienced consultant to help us get the best sofrwaze con[ract and negouated cost.