HomeMy WebLinkAboutRES 233 Draft 02 2000-2002 COUNTY OF HAWAII STATE OF HAWAII
RESOLUTION NO. 233 02
DRAFT 2
RESOLUTION AUTHORIZING THE PAYMENT OF FUNDS OF A LATER FISCAL YEAR
AND OF MORE THAN ONE FISCAL YEAR FOR A CORE FINANCIAL ACCOUNTING
SYSTEM AND RELATED COMPONENTS
WHEREAS, Section 10-11 of the County Charter requires that any contract, lease or other obligation
requiring payment of funds from the appropriations of a later fiscal year or more than one fiscal year be
approved by resolution; and
WHEREAS, it is essential for the County of Hawaii to have a comprehensive centralized fiscal system
for handling the daily operations of the County; and
WHEREAS, the current systems in use are based on accounting and computer standards set in the
1980's which requires extensive reworking of financial information provided by the system to meet the County's
current fiscal reporting responsibilities; and
WHEREAS, the County's current maintenance agreement far Wang equipment and software expires in
September 2005 and the system may no longer be supported by the vendor thereafter; and
WHEREAS, the County desires to replace all of the computer applications currently running on the
Wang system by 2005; and
WHEREAS, replacement of the financial systems is a multi-year project and must commence soon to
allow ample time for conversion of all applications by 2005; and
WHEREAS, the limitations of the current system result in multiple individual accounting systems within
departments to track expenditures, resulting in inefficiencies and duplication of work efforts which are not cost
effective; and
WHEREAS, state of the art systems now available provide many options and features which would
allow for more efficient and complete collection of statistical and financial data; and
WHEREAS, a standardized system will promote effective financial processing allowing for data entered
at the department level to be consolidated and used throughout the system; and
WHEREAS, the consolidation of information would facilitate reporting, maintain continuity, and result in
direct processing in each department allowing for more immediate results; and
WHEREAS, distributed and standardized processing would provide many new options and features to
allow for more timely financial information to be available at both the department and overall County levels; and
WHEREAS, a committee was formed in October, 2001, consisting of representatives of Finance
Department, Data Systems Department, and several larger county departments to guide the search for a new
system; and
S~J~~~~~~~ the committees irot monthly to establish the general requirements for a r:err system,
examine alternati~ses, dete~mir~~ prospeVtive vendors, and estimate costs; ~~nd
~~~`t~ a, the committee dove€oped and issued a l~eq~est for ~roposaEs in [~ecember X002 to
approximately si:~ty potential vendors end received twelve proposals; and
the ~C:~~ selection comr~rittee reviewed all proposals, vieV~ted demonstrations by the final
three vendors, conducted refer~nc~~ cl^ecks end site visits, and requested addtio:'a"•. information and a best and
final o~~r; and
3~~~~~§ the department novr wishes to enter into contract negotiat;ons with selected vendor for a
price of approximately $1,!300,OvJ plus ~ddi<sonu~l license fees ~-~nd masnter~a:
ice fees duF i~ng the five year
period; and
~~~'l~::l~~~, the (~Lpartment of Finance has determined that financing for tl~e system could best be
achieved through ~k multi-year le_as~ finance package.
~~t90t, T;i~l~>FO~., ~ iT ~OIA..~'~l0 ~Y T~~ CO€~h~O€li<. ®F Tip CO€~~~1`l( O~ ~~~.!'I:
1. That the l`;~ayor is here?y author~.ed to negotiate amulti-year lease ag~eerr:~nt witty purchase
options for the acquisition of a finaa;cial soft:,Aaare system with related components.
2. That the amount of tl~e multi-year base agreement shall not exceed $1,200,000.
3. That suf
scient funds be budgeted in future fiscal years to cover tl~e anti•ipated olf;igatior?s of the
County under the'ease agreement.
Dated at I~~lo , l-la~
s~ai'i, this 4th day of Se~ter~er , 2003.
INTl~ODUCED 13Y:
~ ~ ~
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COUNCIi 'f€~li~~~R, COUNTY OF NA1r"v`AI`I
COU-N-IY COUI~,TC1.I. ROT.I, CAi_L VOTE
County of Haw~.i `i
IIilo, Ilawai`i AY""-~S NoLS AFS EX
ARAKAKI ~
I her.,by certify that the foregoing RESOLUTION ~~-as by the CiIUNG ~
vote indicated to tidy right hereof a~s'n'sf~~d by the COUNCII, of ELA.RI^NOFF 1,
the County of I'Ias~vai`i on Se~t~,t x~~3 ~ 20G3 I~oLSCHUx X
Jacol3soN 1~
ATTF..ST: REYNOLDS
SAFARIK
TYLER X
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~ Reference C - 312 / FC
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COUh7TY CLERK CIIA.IRMAN ~ FRFSf
g.~INCT OFFICER RESOLUTION NO Graft 2 )