Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO NOTE FOR THE RECORD emergency Purchase Order No. ACC2000029 with Thales Consulting, Inc., for Comprehensive Annual Financial Reporting software maintenance, for the preparation of the Fiscal Year 2020 Comprehensive Annual Financial Report, in the total not-to-exceed amount of $8,850, for the Accounting Division.
ACTION: (T-10:38 AM) Approved.
VOTE: 9-0. Commissioner Rich voted in the affirmative telephonically.
B. MOTION TO AUTHORIZE Director of Purchasing to negotiate and execute an Agreement for five years with the most reasonable source, Thales Consulting, Inc., for Comprehensive Annual Financial Reporting software, CAFRonline, for software annual updates, support and maintenance; and optional services, for the Accounting Division and additional enterprise-funded agencies.
(Per the Tuesday Agenda Memorandum, the Board’s consideration of this item is based on the revised Motion Statement distributed as Additional Material.)
ACTION: (T-10:38 AM) Approved as amended with Yellow-Sheeted Additional Material, dated January 12, 2021 submitted at the request of Finance & Administrative Services Department.
VOTE: 9-0. Commissioner Rich voted in the affirmative telephonically.
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Why Action is Necessary
Motion A. In accordance with the Broward County Procurement Code, Section 21.39.a and b, any emergency procurement exceeding the award authority of the Director of Purchasing shall be reported to the Board along with a written account of the emergency circumstances from the Department Director or Designee of such Department Director for the using agency, to be noted for the record; and Section 21.43, the Board is required to approve all contracts for supplies or services of more than five years.
Motion B. In accordance with the Broward County Procurement Code, Section 21.14.c.6, the Director of Purchasing shall execute all contracts and amendments delegated by the Board.
What Action Accomplishes
Motions A. and B. Provide for timely and accurate financial reporting meeting all Government Accounting Standards Board and statutory reporting requirements and locks in pricing for the next five years.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT AND THE PURCHASING DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The purpose of these actions is to note to the Board the emergency issuance of Purchase Order No. ACC2000029 to Thales Consulting, Inc. (Thales) for an additional year to cover the preparation of the Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR). Motion B authorizes the Director of Purchasing or designee to negotiate a five-year agreement with Thales for continued services.
The Accounting Division has used the CAFRonline software for the past 12 years, and during that time has successfully produced a CAFR that was on time and met all Governmental Accounting Standards Board and statutory reporting requirements. Additionally, Water and Wastewater Services has opted to utilize this software since 2014 to produce its annual reports as well.
CAFRonline is fully compatible with existing equipment and interfaces with PeopleSoft Enterprise Resource Planning Accounting software. If the Accounting Division were to seek new proposals resulting in a contract with a new vendor, increased costs will be incurred for software installation, testing and training of staff. Additionally, the financial data of the existing system would have to be reconfigured to interface with the new product.
It is imperative that continuity is maintained with the current vendor, Thales, and its product to ensure statutory financial reporting requirements are met. The annual maintenance cost is $7,000 for the County and $1,850 for Water and Wastewater Enterprise Fund. This cost includes annual and interim uploads and annual maintenance for the Water and Wastewater Enterprise Fund. Thales’ software has met acceptance testing by the County’s independent financial statement auditor; see Exhibit 1, pages 3 and 4, from the County’s Chief Financial Officer.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The source of funding for this project is from the Accounting Division ($7,000) and the Water and Wastewater Services ($1,850) in the total amount of $8,850.
Requisition No. ACC0000120