Fiscal Note
This resolution authorizes staff to accept an End User Licensing Agreement for a software license, consistent with City policy. Purchase of CaseWare software will allow the Finance Department to prepare the City's Comprehensive Annual Financial Report (CAFR) internally without as much assistance from external auditors. This may reduce costs under the external audit contract, as well as address internal control deficiencies identified by federal and state agencies regarding preparation of the CAFR.
Title
Authorizing Information Technology staff to accept an End User License Agreement with CaseWare International, Inc. for licensing and use of software to improve automating the City’s Comprehensive Annual Financial Report and authorizing indemnification of the contractor by the City.
Body
WHEREAS, APM 1-1 prohibits the City from entering into a contract that requires indemnification of another party by the City, unless permission is specifically granted by the
Common Council with the advice of the City Risk Manager; and,
WHEREAS, many software purchases require the City to agree to an End User License Agreement (EULA) with no opportunity to negotiate the legal terms; and,
WHEREAS, Resolution # 47764 adopted on 9/19/2017 authorized the IT Director to approve software purchases of up to $10,000 that include indemnification and other legal terms if the software provider will not negotiate legal terms; and,
WHEREAS, the Finance Department has identified the CaseWare software product as a tool that will assist staff to more efficiently automate the complete preparation of the roughly 250 page Comprehensive Annual Financial Report yearly, including a GASB footnote library, working paper tools, and supporting document auto-loader, but the price exceeds that authorized by Resolution # 47764 (approximately $8,900 per year for five user subscriptions, or $16,000 for ten, and Finance staff plan to use this software for at least 5 years, if not more); an...
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