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File #: 15-053    Version: 1 Name:
Type: Consent Status: Passed
File created: 12/30/2014 In control: City Council
On agenda: 1/27/2015 Final action: 1/27/2015
Title: AUTHORIZATION TO APPROVE THE PURCHASE OF ANNUAL MAINTENANCE SUPPORT FROM TCS AMERICA, INC. FOR THE TAX MANTRA SYSTEM Staff Contact: Tom Duensing, Director, Finance and Technology
Attachments: 1. Agreement C-7108
Title
AUTHORIZATION TO APPROVE THE PURCHASE OF ANNUAL MAINTENANCE SUPPORT FROM TCS AMERICA, INC. FOR THE TAX MANTRA SYSTEM
Staff Contact: Tom Duensing, Director, Finance and Technology
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Purpose and Recommended Action
Recommendation

This is a request for City Council to approve the purchase of annual maintenance support from TCS America, Inc. for the Tax Mantra System for one year under contract number C-7108 for an amount not to exceed $157,788, and to authorize the City Manager to execute any documents necessary to implement the maintenance contract for the period of February 9, 2015 through February 8, 2016.
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Background

On August 11, 2009, City Council awarded contract number C-7108 to TCS America, Inc., for the city's sales tax and licensing system software. The City uses the sales tax and licensing software to manage taxpayer information, process tax returns and business license renewals, monitor outstanding receivables and delinquencies, and identify potential audit cases. Annual maintenance provides technical support, software updates and fixes, and upgrade rights. The contract allows for the continuation of maintenance annually upon mutual agreement by both parties.

Under the current contract with TCS America, Inc., the cost for one year of maintenance is $157,788 and covers the period of February 9, 2015 through February 8, 2016. Staff contacts TCS America, Inc. on a weekly basis for assistance with system updates, fixes, and changes.
Analysis

TCS America, Inc. is the creator of the Tax Mantra software and currently provides the much needed maintenance and support. It is common in the software industry for the software maintenance to be provided only by the creator of the system because the software is proprietary and firms typically do not license other companies to provide support services. This software maintenance and support is necessary to continue to use the Tax Mantra system for the next year.
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