Explanation
Background:
This ordinance authorizes the City Auditor to modify the existing contract with OnActuate Consulting US Inc. to provide funding for the first of four planned renewal options for professional services to support and maintain the City’s financial system, Dynamics 365 Finance (D365) and authorizes the expenditure of $693,000.00 for maintenance and support services.
D365, developed by Microsoft, has served as the City’s financial system since January 1, 2021, supporting essential functions such as accounting, accounts payable/receivable, budgeting, cashiering, fixed assets, procurement, sealed bidding, and vendor management. It serves as the system of record for financial operations including the City’s Annual Comprehensive Financial Report (ACFR) and debt issuance reports. Keeping this system fully operational, current, updated, and adaptable to evolving needs is critical to City operations.
OnActuate Consulting US Inc. is the City's designated Microsoft partner, filing support cases and assisting City staff with Dynamics updates, fixes, and feature applications. They also provide consulting and technical expertise for the Auditor’s cloud environment in Azure, Point of Sale extensions, and Power Platform development with authorized access to the City’s environments, DevOps, and Visual Studio subscriptions. Having Microsoft certified and platform experienced professionals is essential for maintaining operational readiness.
The current contract was authorized by Ordinance 0436-2025, passed by City Council on March 10, 2025 with a one-year initial term of April 1, 2025 through March 31, 2026 and included four one-year renewal options subject to available appropriation and City Council approval. This ordinance exercises the first renewal option for year two annual managed support. Beginning with this renewal, the hourly rate is adjusted annually, based on the lesser of either: 4% or the prior year’s annual CPI rate. Year two rate will be based...
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