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File #: 19-331    Version: 3 Name:
Type: General Administration Status: Agenda Ready
File created: 9/5/2019 In control: Town Council
On agenda: 9/12/2019 Final action:
Title: Report to Town Council on Expenditures Pursuant to Town Code Section 3-8-7
Attachments: 1. Town Code Sections 3-8-3 to 3-8-8, 2. Tyler Tech NW Invoice 030-17374

TO:                                             Mayor Bien-Willner and Town Council Members

 

FROM:                      Jill Keimach, Town Manager

                                            Douglas Allen, CPA

 

DATE:                     September 12, 2019

 

DEPARTMENT: Finance

 

Staff Contact Douglas Allen

End

 

AGENDA TITLE:

Title

Report to Town Council on Expenditures Pursuant to Town Code Section 3-8-7

Body

 

RECOMMENDATION:

Recommendation

Affirm / approve the renewal of the Police Department’s New World System annual maintenance agreement with Tyler Tech in the amount of $154,963 for the service period July 1, 2019 to June 30, 2020.

Background

 

SUMMARY STATEMENT:

Continuation of the New World System is integral to operations in the Police Department.  Since the Police Department isn’t replacing its New World system, the annual maintenance agreement with Tyler Tech is necessary to continue services in FY2020.  The New World maintenance agreement is in the FY2020 Council adopted budget.

 

This agreement meets Town procurement requirements under Town Code Section 3-8-7 “Sole Source” and Section 3-8-8 “Competition Impracticable”.  Tyler Tech is the only provider of the New World system and the Police Department is not in position to change systems. 

 

Even though this agreement was budgeted for, and is deemed “Competition Impracticable”, Town Code Section 3-8-4 requires council approval of expenditures over $100,000.

 

Beginning June 2020, New World and similar maintenance and service agreements will be included on the annual budget calendar and Council action requested prior to the summer recess.  This new process is part of an initiative to enhance current practices and aligning to the Town’s Policies and Internal Controls

 

 

ATTACHMENT(S):

01 Town Code

02 Invoice