CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Sole Source Procurement 26-209, Naviline Public Administration Software Maintenance and Support, to CentralSquare Technologies for an amount not to exceed $159,135.86 and for a one-year term
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
CentralSquare’s NaviLine is the City’s legacy ERP system. The City began using the NaviLine ERP system in the 1990’s. At that time, major NaviLine applications and modules included:
1. Permits, Licensing, and Code Enforcement
2. Planning and Zoning
3. Cash Receipts and Accounts Receivable
4. GMBA (Accounting)
5. Purchasing/Inventory
6. Customer Information System (Utility Billing)
7. Work Order/Facility Management
In 2017 the City began using a new ERP system from Tyler Technologies. In the nine years since then almost all applications and modules have been replaced by modules and applications in the Tyler ERP system. At this point, the Utility Billing module, modules that functionally support utility billing, and certain historical data for areas like Human Resources and TED permitting remain in NaviLine.
DISCUSSION:
The Information Technology (IT) Department coordinates the annual renewal of the software maintenance contract for CentralSquare.
The cost to renew the NaviLine software license, maintenance, and support for another year is $159,135.86. The requested procurement will provide the City with access to software updates and the ability for staff to receive 24/7 support for critical software issues.
IT has identified this as a Sole Source because CentralSquare is the sole provider of software licenses, maintenance, and support for our existing, legacy NaviLine ERP system.
The contract period for this renewal is from October 1, 2026, through September 30, 2027. Staff anticipate annually renewing this software license, maintenance, and support until new utility billing software has been implemented.
FISCAL IMPACT:
CIP #: N/A
The requested award of $159,136 will be charged to the Software and Hardware Maintenance accounts listed below. The award will be allocated among the three accounts as follows: $54,106 to the General Fund, $73,203 to the Electric Utility Fund, and $31,827 to the Water Utility Fund. The 2026 Budget includes a total of $205,645 for the Naviline software license in these accounts; as a result, the requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531312 |
General Fund |
$3,970,254 |
|
16101300-531312 |
Electric Utility Fund |
$230,800 |
|
16101500-531312 |
Water Utilities Fund |
$179,400 |