IV.7. Authorize Mayor and City Manager to Enter into Contract for Purchase of Software
March 16, 2014 Council Report 2015-039
AUTHORIZE MAYOR & CITY MANAGER TO ENTER INTO
CONTRACT FOR PURCHASE OF SOFTWARE
Proposed Action
Staff recommends adoption of the following motion: Move to Adopt Resolution 2015-032 authorizing the
Mayor and City Manager to enter into a contract with Springbook Software, Inc. subject to review by the
City Attorney.
Overview
The financial software currently in use by the City was installed in 2006 and has reached its life expectancy
with regards to technology advances and efficiency of use. As technology has moved forward this software
has not kept up resulting in loss of efficiency and inability to meet the needs of the public as they request
online services that our current software cannot provide. Staff would like to move towards a paperless
environment, ease of access to financial information by departments, online access for customers in
permitting and utility billing, and an online employee portal all of which will create greater efficiencies and
provide greater access to city services for our customers.
Utilizing a technology consultant we sent requests for proposals to 17 vendors, received four replies,
narrowed the vendors down to two and participated in demo’s with two vendors. City staff then selected
Springbook Software, Inc. as the preferred vendor with a contract not to exceed $275,000.
Primary Issues to Consider
Age of current software
Technology advances since implementation of current software in 2006
Requests from public for online services
Supporting Information
Resolution 2015-032
_____________ ___________
Christine M Harkess, CPA, CGFM
Finance Director
Financial Impact: $ 275,000 Budgeted: Y/N Y Source: ERP
Related Documents (CIP, ERP, etc.): ERP Notes:
CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. 2015-032
A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER
TO ENTER INTO A CONTRACT WITH SPRINGBOOK SOFTWARE, INC.
WHEREAS, The City has used the current software since 2006; and
WHEREAS, the software no longer meets the needs of the finance, city clerk, inspections and other
department users; and
WHEREAS, staff received proposals from six vendors, narrowed it down to two vendors, were
presented with two demonstrations and has selected a preferred vendor; and
WHEREAS, replacement of the current software was budgeted in the 2014-2018 Capital
Improvement Plan;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins authorize the
Mayor and City Manager to enter into a contract with Springbook Software, Inc. subject to
contract review by the City Attorney.
th
Adopted by the City Council of the City of Hopkins this 16 day of March 2015.
By ___________________________________
Eugene Maxwell, Mayor
ATTEST:
_______________________________
Amy Domeier, City Clerk