Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve one-year renewal with Harris Corporation for the City's customer management system, Cogsdale, with an estimated expenditure of $274,405
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OCALA'S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
In 2013, the city implemented the Cogsdale Customer Service Management ("CSM") and Electric Work Order Management Software Maintenance for the application currently used by Customer Service, Utility Billing, and Electric. The software maintenance includes the following: CSM, Locations, SmartView, Enhanced Notes, Geolocation Management, Microsoft Dynamics GP Software, Mobile Work, Work Management, and discretionary tax calculations. This software is used daily to manage almost 60,000 active customer accounts.
This annual renewal includes software upgrades and support services for all modules to keep software and staff current with the latest technology. Additional expenditures will be incurred as necessary to purchase additional customer locations for new accounts and software modifications requested by the City.
FINDINGS AND CONCLUSIONS:
The City is required to pay yearly software maintenance fees for the continued use of the software and to receive software upgrades and support services.
Annual Cogsdale maintenance expenditures and system modifications for Fiscal Year 2023-24 were approved by the Council on December 5, 2023, for $248,109. Estimated costs for annual maintenance and system modifications for are projected to be $274,405.
FISCAL IMPACT:
Funds for the annual software maintenance renewal of $274,405 are budgeted/encumbered and will be charged to the accounts listed below:
* FY25 Total = 457-032-230-531-53-52050 - $205,803.41
* FY26 Prepaid Total = 457-155-000-000-75-15500 - $68,601.14
Expenditures will be tracked under Munis ...
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