12-18-2012 CC RPT 27 - Laserfiche WebLink

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City Council Memorandum City �1"Arts&Innovation TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 18, 2012 FROM: FINANCE DEPARTMENT ITEM NO: 27 WARDS: ALL SUBJECT: PURCHASE OF BUSINESS TAX SOFTWARE FROM HDL SOFTWARE, LLC ISSUE: The issue for City Council consideration is approval of a contract with HdL Software, LLC (HdL)for the replacement of the Finance Department's business tax software with HdL's Prime Business License Software. RECOMMENDATIONS: That the City Council: 1. Approve the Agreement (Attachment "A") with HdL Software, LLC, of Diamond Bar, California, for the replacement of the Finance Department's business tax software with HdL's Prime Business License Software; and 2. Authorize the City Manager, or his designee, to execute the Agreement and to make any required non-substantive changes. BACKGROUND: The Finance Department currently utilizes Permits Plus to manage the City's business tax collections function. Permits Plus is a permitting application, with its primary usage in the Community Development, Public Works and Fire Departments. Though it has been able to meet the majority of the Finance Department's needs for a number of years, changing technology and new requirements have increasingly pushed the limits of Permits Plus' capabilities. The Information Technology Department has written several custom add-on programs to improve the functionality of Permits Plus in the short term, but as a long term solution, the Finance Department determined several years ago that a new solution—one designed specifically for the business tax function —was necessary. The Finance Department received four business tax/license software proposals. A Committee made up of staff from the Finance Department and Information Technology Department evaluated each proposal based on their ability to meet the City of Riverside's needs, pricing and usage of the business tax/license software in other cities. HdL Software, LLC's Prime Business License Software was selected based on their ability to offer a web-based business tax program which 27-1