Staff Report - Approval of 5-Year SaaS Agreement with Questica LTD for Budget Software Solution

Sep 13, 2026

Staff requests City Council authorization for the City Manager to execute a five-year SaaS and service agreement with Questica LTD (EUNA Solutions) to implement a budget software solution module and related subscription services. The recommended contract value is $310,496.10, including year-by-year prorated SaaS and professional services costs. Year 1 requires a budget adjustment of $13,809.50 to fund prorated implementation costs and keep the FY budget aligned.

LanguageEnglish

CategoryGeneral

FormatPDF

Pages42

Reading Time15 min

AccessFree to download

Recommendation

Summary

Background Information

Solicitation and Provider Evaluation

Financial Summary

Alternatives

Attachments

Approval(s)

SaaS and Services Agreement

City of Indio City Council December 4, 2024 STAFF REPORT To: City Council From: Bryan H. Montgomery, City Manager Prepared by: Ruby D. Walla, Director of Finance Conflict: No Subject: Authorize City Manager to execute the SaaS and Service agreement between the City of Indio and Questica LTD (EUNA Solutions) in the amount of $338,162.59 for a budget solution module and subscriptions services. RECOMMENDATION: Approve and authorize the City Manager to enter into a five-year SaaS agreement with Questica LTD (EUNA Solutions) for a budget software solution and subscription services in the amount of $310,496 . 10; Authorize the City Manager to negotiate the terms of the agreement as necessary; and Approve a budget adjustment in the amount of $13,809 .50 to fund the Year 1 prorated cost of the agreement. SUMMARY: Staff is requesting approval and authorization to enter into a 5-year SaaS agreement between the City of Indio and Questica LTD (EUNA Solutions) for a budget software solution and subscription services in the amount of $310,496 .10. BACKGROUND INFORMATION: Staff initiated an informal solicitation for proposals to identify a budget software solution aimed at improving the budget development process and the preparation of the annual budget book. Currently, the City relies on a series of Excel workbooks to develop its budget. Following a review of the recent budget process, several areas for potential improvement were identified, with the most critical being the need to enhance the internal budget development workflow among departments. Implementing a budget software solution can help streamline the process, foster better communication and collaboration between departments, the City Manager, and the Finance Director, and reduce the risk of processing errors. Such a solution is expected to significantly improve the efficiency and accuracy of the budget development phase. As part of the solicitation process, four proposals were received and thoroughly evaluated. Provider Questica OpenGov Gravity ClearGov Annual $27,484.50* $74,400 $32,000 $47,850 Implementation $46,325 $59,800 $52,000 $5,063 Total $73,809.50 $134,200 $84,000 $52,913 Term/Total 5-yr/$310,496.10 3-yr/$268,120 Not specified Not specified Page 2 of 42 *Year 1 prorated Staff conducted a thorough evaluation of each provider which included demos and current client interviews. As a result of the evaluations, staff has selected and is recommending approval of Questica LTD as the provider of a budget software solution and subscription services. Staff is recommending the approval of a 5-year agreement for the stated compensation of: 􀀃 Year 1 $73,809 .50 (pro-rated SaaS $27,484 .50 & $46,325 Professional Services) o December 16, 2024 to June 30, 2025 􀀃 Year 2 is $56,618 .00 (includes 3% increase) July 1, 2025 􀀃 Year 3 is $58,316 .54 (includes 3% increase) July 1, 2026 􀀃 Year 4 is $60,066 .04 (includes 3% increase) July 1, 2027 􀀃 Year 5 is $61,868 .02 (includes 3% increase) July 1, 2028 􀀃 Total 5 Year contract is 310,496 .10 The current 2024-2025 fiscal year budget includes $60,000 for this purpose. By selecting Questica LTD as the preferred provider will require additional funding and a budget adjustment of $13,809 .50 to cover the Year 1 professional implementation costs. Staff recommends the approval and authorization of the City Manager to enter into a five-year SaaS agreement with Questica LTD (EUNA Solutions) for a budget software solution and subscription services in the total amount of $310,496 . 10; Authorize the City Manager to negotiate the terms of the agreement as necessary; and Approve a budget adjustment in the amount of $13,809 .50 to fund the Year 1 prorated cost of the agreement. FINANCIAL SUMMARY: Current FY Financial Impact: Current FY General Fund Impact: Next FY Financial Impact: Source of funds: $73,809.50 $73,809.50 $0.00 General Fund In current year bu

FAQs

What contract is the staff requesting City Council to approve?

Staff requests authorization for the City Manager to execute a five-year SaaS and service agreement with Questica LTD (EUNA Solutions) for a budget software solution module and subscription services.

What is the total cost and how is Year 1 funded?

The total contract amount is $310,496.10. Year 1 requires a $13,809.50 budget adjustment to cover prorated professional implementation costs.

Why does the City want to replace Excel-based budgeting workflows?

The report states that a budget software solution streamlines the budget development process, improves departmental workflow and communication, and reduces the risk of processing errors, improving efficiency and accuracy.

Sep 13, 2026

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