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CouncIl Meeting of March 3, 1998 Santa Monrca, CalIfornia
TO Mayor and CIty CouncIl
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to NegotIate and Execute
a Contract with Hdl Software. LLC for a New Business License System
INTRODUCTION
ThIs report recommends that the Council authOrize the City Manager to negotiate and
execute a contract With Hdl Software, LLC (Hdl) to purchase a new automated business
license system for $30,000
BACKGROUND
The City's current business license system IS more than 13 years old and operates on a
program written specifically for the Hewlett-Packard HP3000 The current system IS
difficult to modify because of the outdated programming language and file structure and
requires the City to maintain an older HP3000 model computer which IS expensive to
operate
DISCUSSION
Over the past SIX months. staff from ISD and Business License have evaluated several
potential software vendors The Hdl product emerged as superior In design and user
Cor
MAR 0 3 1998
fnendllness
The Hdl software IS a menu dnven system that allows for expansion of files and
req ulred fields, can be maintained with mmlmal support from City staff, provides for
better customer service by allowmg faster processing time and automates functions
now performed manually The Hdl software also allows a high degree of customlzatlon
necessary due to the City'S specific and complex business license categories and billing
processes For these reasons staff concluded that the Hdl product IS the appropnate
chOIce for the City
BUDGET/FINANCIAL IMPACT
The software package will cost $30,000 The maintenance and support agreement cost
startmg In the second year of the contract IS not to exceed $10,000, which Will be
budgeted annually In the Fmance Department's operating budget Each year
thereafter, the fee will be Increased based on the Consumer Price Index
FundIng for thIS purchase has been approprrated In the CapItal Improvement Program
for fiscal year 1997/98 at account number 01-710-224-20098-8900-99555 No
budgetary actIon IS reqUIred at thIS time
RECOMMENDATION
It IS recommended that CounCil authonze the City Manager to negotiate and execute a
contract With Hdl Software, LLC to purchase a new bUSiness I1cense system
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Prepared by Mike Dennis, Director of Fmance
Ralph Bursey, City Revenue ManagerlTreasurer
Debby Sowers, Business License & Permit Supervisor
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