Council: Aging accounting system off
the shelf with bids being sought
March 25, 2015
By Peggy Kelly
Santa Paula News
The long-shelved issue of the city’s aging accounting system and whether to upgrade or replace same was addressed by the City Council at the March 16, meeting where they asked that all options be explored.
And in a hurry said Vice Mayor Martin Hernandez who noted that the issue had first been presented to the council a year-and-a-half ago.
Hernandez said he wanted to avoid, “déjà vu of what happened last time — this came to the council,” as somewhat of a financial carrot attached to the sale of the former wastewater treatment plant with some of the revenue being directed to a new accounting system.
When first introduced in late 2012 the proposed sale (which actually was finalized in March 2013) without a bidding process brought a public outcry and calls for more potential buyers to be allowed a chance to beat the price offered for the Corporate Yard property, suggestions that Hernandez supported.
“Now,” Hernandez noted, improving the accounting system has finally become a priority and must remain so, “or otherwise we’ll be hearing this again,” in another 18 months.
Finance Director Sandy Easley told the council options included upgrading the city’s present Incode Version 8 made by Tyler Technologies for $57,400 as well as staff time and travel for training.
The upgraded Version X is a superior system that would also streamline the building and permitting management processes.
The conversion timeline said Easley is 18 to 24 months.
Another company, New World Systems, proposed a full upgrade for $589,000 plus travel and data conversion.
City Manager Jaime Fontes said “an alternate” is advertising a request for qualifications.
Councilwoman Ginger Gherardi said she had a “slightly different recommendation; I don’t know enough about how the system works,” and its “deficiencies … we should take advantage of our city manager,” to ask the top officers of other county cities to see what systems they use and recommend.
That way Gherardi said they could get input on whether to “fix what you have or go buy something entirely new … I would feel more comfortable,” knowing what works for other municipalities.
Fontes noted he had an upcoming meeting with other city managers and would pursue the suggestion.
“Do we have any money budgeted for this?” asked Councilman Jim Tovias, who had pushed for a new system when the decision was made to sell the property.
Easley said $100,000 was put aside from the $1.6 million deal.
Tovias noted an upgraded or new system would be vital in tracking development and other impact fees from the Limoneira Co. East Area 1 and East Area 2 projects.
He urged that the city at least get on the waiting list for the upgrade while the issue is being finalized.
Either way said Hernandez, “We can’t waste a whole lot of time, we already have a sieve,” in the system that is not recovering all costs, revenue “going out the window that could be used for other things … ”
The council learned that New World Systems has already given a demonstration to city staff but Easley said the last time the city had improved their accounting system they had three vendors that had offered presentations.
“I think it’s critical to move forward on the process,” but Gherardi said it “makes sense and is prudent for us,” to put out a RFQ and then have vendors interviewed by a knowledgeable panel.
Although Mayor John Procter said he was impressed at some aspects Easley told of the upgrade and it would be the most pocket friend alternative the city should also examine a new system.
