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HomeMy WebLinkAboutRES2026-012 Accufund Anywhere SoftwareSponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2026-012 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A SUBSCRIPTION AND IMPLEMENTATION AGREEMENT FOR ACCUFUND ANYWHERE, A CLOUD -BASED FINANCIAL MANAGEMENT SYSTEM, INCLUDING AN IMPLEMENTATION AND PROJECT MANAGEMENT AGREEMENT WITH C BUSINESS SERVICES, LLC IN THE AMOUNT OF $88,880 AND APPROPRIATING FUNDS WHEREAS, the City of Seward Finance Department currently utilizes the AccuFund financial management system, with an annual software cost of $16,405, to support the City's core accounting, financial reporting, and compliance requirements; and WHEREAS, the City seeks to modernize and enhance its financial systems by transitioning to AccuFund Anywhere, a cloud -based AccuFund accounting system that provides improved system availability, security, scalability, remote access, and long-term operational sustainability; and WHEREAS, AccuFund Anywhere will provide enterprise -wide financial functionality, including general ledger, accounts receivable, fixed assets, budget forecasting, grants management, purchasing, payroll and human resources, employee self-service, and reporting tools, supporting consistent financial operations across City departments; and WHEREAS, the current annual subscription cost for AccuFund Anywhere is $16,405, which is consistent with the City's existing AccuFund software expenditures and replaces the current on - premises system; and WHEREAS, following implementation, the ongoing subscription cost for AccuFund Anywhere will transition to $44,880 annually; and WHEREAS, C Business Services, LLC has submitted a proposal to provide professional implementation services for AccuFund Anywhere, including comprehensive project management, system configuration, data migration, and mapping of financial and operational processes across City departments to ensure a successful enterprise -wide implementation; and WHEREAS, the total cost for the AccuFund Anywhere implementation and related professional services provided by C Business Services, LLC is $88,880.00; and WHEREAS, implementation of AccuFund Anywhere is expected to improve internal controls, streamline workflows, enhance reporting and transparency, reduce reliance on on -premise infrastructure, and better support the City's long-term financial management and operational needs. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA: CITY OF SEWARD, ALASKA RESOLUTION 2026-012 Page 2 of 2 Section 1. The City Council hereby authorizes the City Manager to enter into a subscription agreement with AccuFund, Inc. for AccuFund Anywhere, a cloud -based financial management system, with a current annual subscription cost of $11,200.00 and an ongoing post -implementation subscription cost equivalent to $44,880 annually, billed quarterly. Section 2. The City Council further authorizes the City Manager to enter into an implementation and professional services agreement with C Business Services, LLC for project management, system implementation, and departmental mapping services related to AccuFund Anywhere, in a total amount not to exceed $40,000.00 Section 3. Funding for the AccuFund Anywhere annual subscription ($44,800.00) and the one- time implementation and professional services costs of $40,000.00 is hereby appropriated from the General Fund unassigned fund balance account 01000-0000-3400 to 01000-1140-7022 Software/ SASS Subscription expense account, and the Contracted services account 01000-1140- 7009. Section 4. This resolution shall take effect immediately upon adoption. APPROVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA THIS 26TH DAY OF JANUARY 2026. st42. 711e-ege,2,2, Sue McClure, Mayor AYES: Crites, Warner, Calhoon, Osenga, Draper, Barnwell, McClure NOES: None ABSENT: None ABSTAIN: None ATTEST: R , 0 6 _ Kris Peck, City Clerk City Council Agenda Statement Meeting Date: January 26, 2026 To: City Council Through: Kat Sorensen, City Manager From: Sully Jusino, Finance Director Subject: Resolution 2026-012: Authorizing the City Manager to Enter into a Subscription and Implementation Agreement for AccuFund Anywhere, a Cloud -Based Financial Management System, Including an Implementation and Project Management Agreement with C Business Services, LLC in the Amount of $88,880 and Appropriating Funds Background and justification: The City of Seward Finance Department currently uses the AccuFund financial management system to support the City's core accounting, financial reporting, and compliance requirements with an annual software cost of $16,405. The City seeks to modernize and enhance its financial systems by transitioning to AccuFund Anywhere, a cloud -based AccuFund accounting system that provides improved system availability, security, scalability, remote access, and long-term operational sustainability. AccuFund Anywhere will provide enterprise -wide financial functionality, including general ledger, accounts receivable, fixed assets, budget forecasting, grants management, purchasing, payroll and human resources, employee self-service, and reporting tools, supporting consistent financial operations across City departments. Implementation of AccuFund Anywhere is expected to improve internal controls, streamline workflows, enhance reporting and transparency, reduce reliance on on -premise infrastructure, and better support the City's long-term financial management and operational needs. The current annual subscription cost for AccuFund Anywhere is $16,405, which is consistent with the City's existing AccuFund software expenditures and replaces the current on -premise system. Following implementation, the ongoing subscription cost for AccuFund Anywhere will transition to $44,880 annually. C Business Services, LLC has submitted a proposal to provide professional implementation services for AccuFund Anywhere, including comprehensive project management, system configuration, data migration, and mapping of fmancial and operational processes across City departments to ensure a successful enterprise -wide implementation for $40,000. the total cost for the AccuFund Anywhere implementation and related professional services provided by C Business Services, LLC is $88,880. ITIL Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: Strategic Plan: Other: ir Certification of Funds Total amount of funds listed in this legislation: $ 88,880 This legislation (✓): Creates revenue in the amount of: Creates expenditure in amount of: Creates a savings in the amount of: Has no fiscal impact Funds are (✓): Budgeted Line item(s): Not budgeted Not applicable X X $ 88,880 Affected Fund (✓): General Boat Harbor Motor Pool Available Fund Balance SMIC Parking Other Electric Water Wastewater Healthcare Note: amounts are unaudited Finance Director Signature: X Yes Attorney Signature: Not applicable Comments: Attorney Review Administration Recommendation X Adopt Resolution Other: CONSULTING AGREEMENT THIS CONSULTING AGREEMENT (the "Agreement") dated this 7th day of January, 2026 BETWEEN: City of Seward of 410 Adams Street, Seward, AK 99664 (the "Client") - AND - C Business Services, LLC of 4671 Southpark Bluff Drive, Anchorage, AK 99516 (the "Contractor"). BACKGROUND: A. The Client is of the opinion that the Contractor has the necessary qualifications, experience and abilities to provide services to the Client. B. The Contractor is agreeable to providing such services to the Client on the terms and conditions set out in this Agreement. IN CONSIDERATION OF the matters described above and of the mutual benefits and obligations set forth in this Agreement, the receipt and sufficiency of which consideration is hereby acknowledged, the Client and the Contractor (individually the "Party" and collectively the "Parties" to this Agreement) agree as follows: Services Provided 1. The Client hereby agrees to engage the Contractor to provide the Client with services (the "Services") for Phase 1 and Phase 2 (option 2) for migration to AccuFund Cloud as described in the attached proposal. Term of Agreement 2. The term of this Agreement (the "Term") will begin on the date of this Agreement and will remain in full force and effect until the completion of the Services, subject to earlier termination as provided in this Agreement. The Term of this Agreement may be extended with the written consent of the Parties. Page 1 of 7 3. In the event that either Party wishes to terminate this Agreement prior to the completion of the Services, that Party will be required to provide 10 days written notice to the other Party. If Client terminates prior to the completion of the Services, Contractor shall provide a good faith estimate of the percentage of the Services completed and Client shall be responsible for paying the equivalent percentage of the total fee, to the extent it exceeds the $5,000 deposit provided upon execution of this Agreement. If the percentage completed is less than 50%, Contractor shall not be required to return the deposit. Upon payment of any amounts due, Contractor will provide the work done through the date of termination. Performance 4. The Parties agree to do everything necessary to ensure that the terms of this Agreement take effect. Compensation 5. For the services rendered by the Contractor as required by this Agreement, the Client will provide compensation (the "Compensation") in a total amount not to exceed Thirty -Five Thousand Dollars ($35,000). 6. A deposit of Five Thousand Dollars ($5,000) (the "Deposit") will be payable by the Client upon execution of this Agreement. The Deposit shall be applied to future invoices for services rendered. 7. The remaining balance of the Compensation shall be billed monthly in arrears in installments of Four Thousand Five Hundred Dollars ($4,500). The final invoice shall be adjusted as necessary to ensure that the total Compensation paid under this agreement does not exceed $35,000 8. Invoices submitted by the Contractor to the Client are due within 15 days of receipt. Page 2 of 7 Reimbursement of Expenses 9. The Contractor will be reimbursed for any expenses incurred in connection with providing the Services of this Agreement. If Travel is requested by the Client to locations outside of Anchorage, Alaska, reasonable and necessary travel expenses incurred by the Contractor shall be reimbursed by the Client and invoiced separately from professional services, unless otherwise approved in writing by the Client. o Mileage: IRS -approved mileage rate in effect at the time of travel (currently $0.725 per mile for 2026). o Ground transportation/Shuttle service: Actual expenses for commercial shuttle or ground transportation services between Anchorage and other Alaska locations. o Air Travel: Actual expenses based on standard Premium seating. o Meals, Lodging, and Per Diem: In accordance with the OCONUS rates published by the Defense Travel Management Office (DTMO) for locations within Alaska. All travel shall be subject to prior approval by the Client. Confidentiality 10. Confidential information (the "Confidential Information") refers to any data or information relating to the business of the Client which would reasonably be considered to be proprietary to the Client including, but not limited to, accounting records, business processes, and client records and that is not generally known in the industry of the Client and where the release of that Confidential Information could reasonably be expected to cause harm to the Client. 11. The Contractor agrees that they will not disclose, divulge, reveal, report or use, for any purpose, any Confidential Information which the Contractor has obtained, except as authorized by the Client or as required by law. The obligations of confidentiality will apply during the term of this Agreement and will survive indefinitely upon termination of this Agreement. 12. All written and oral information and material disclosed or provided by the Client to the Contractor under this Agreement is Confidential Information regardless of whether it was provided before or after the date of this Agreement or how it was provided to the Contractor. Page 3 of 7 13. The Parties acknowledge and agree that in the provision of services under this Agreement, Contractor is considered a business associate of Client under the Privacy and Security Rule of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and Client is considered a covered entity under HIPAA. In addition, Contractor may serve as a Qualified Service Organization of Client under 42 CFR Part 2 regarding substance abuse confidentiality. The Parties agree to execute a Business Associate in conjunction with this Agreement. Return of Property 14. Upon the expiry or termination of this Agreement, the Contractor will return to the Client any property, documentation, records, or Confidential Information which is the property of the Client. Capacitv/Indevendent Contractor 15. In providing the Services under this Agreement it is expressly agreed that the Contractor is acting as an independent contractor and not as an employee. The Contractor and the Client acknowledge that this Agreement does not create a partnership or joint venture between them, and is exclusively a contract for service. Notice 16. All notices, requests, demands or other communications required or permitted by the terms of this Agreement will be given in writing and delivered to the Parties of this Agreement as follows: City of Seward 410 Adams Street Seward, AK 99664 C Business Services, LLC 4671 Southpark Drive Anchorage, AK 99516 or to such other address as any Party may from time to time notify the other. Page 4 of 7 Indemnification 17. Except to the extent paid in settlement from any applicable insurance policies, and to the extent permitted by applicable law, each Party agrees to indemnify and hold harmless the other Party, and its respective directors, stockholders, affiliates, officers, agents, employees, and permitted successors and assigns against any and all claims, losses, damages, liabilities, penalties, punitive damages, expenses, reasonable legal fees and costs of any kind or amount whatsoever, which result from or arise out of any act or omission of the indemnifying party, its respective directors, stockholders, affiliates, officers, agents, employees, and permitted successors and assigns that occurs in connection with this Agreement. This indemnification will survive the termination of this Agreement. Dispute Resolution 18. In the event a dispute arises out of or in connection with this Agreement, the Parties will attempt to resolve the dispute through friendly consultation. 19. If the dispute is not resolved within a reasonable period then any or all outstanding issues may be submitted to mediation in accordance with any statutory rules of mediation. If mediation is unavailable or is not successful in resolving the entire dispute, any outstanding issues will be submitted to final and binding arbitration in accordance with the laws of the State of Alaska. The arbitrator's award will be final, and judgment may be entered upon it by any court having jurisdiction within the State of Alaska. Modification of Agreement 20. Any amendment or modification of this Agreement or additional obligation assumed by either Party in connection with this Agreement will only be binding if evidenced in writing signed by each Party or an authorized representative of each Party. Time of the Essence 21. Time is of the essence in this Agreement. No extension or variation of this Agreement will operate as a waiver of this provision. Page 5 of 7 Assignment 22. The Contractor will not voluntarily or by operation of law assign or otherwise transfer its obligations under this Agreement without the prior written consent of the Client. Entire Agreement 23. It is agreed that there is no representation, warranty, collateral agreement or condition affecting this Agreement except as expressly provided in this Agreement. Enurement 24. This Agreement will enure to the benefit of and be binding on the Parties and their respective heirs, executors, administrators and permitted successors and assigns. Titles/Headings 25. Headings are inserted for the convenience of the Parties only and are not to be considered when interpreting this Agreement. Gender 26. Words in the singular mean and include the plural and vice versa. Words in the masculine mean and include the feminine and vice versa. Governing Law 27. It is the intention of the Parties to this Agreement that this Agreement and the performance under this Agreement, and all suits and special proceedings under this Agreement, be construed in accordance with and governed, to the exclusion of the law of any other forum, by the laws of the State of Alaska, without regard to the jurisdiction in which any action or special proceeding may be instituted. Severabilitv 28. In the event that any of the provisions of this Agreement are held to be invalid or unenforceable in whole or in part, all other provisions will nevertheless continue to be valid and enforceable with the invalid or unenforceable parts severed from the remainder of this Agreement. Page 6 of 7 Waiver 29. The waiver by either Party of a breach, default, delay or omission of any of the provisions of this Agreement by the other Party will not be construed as a waiver of any subsequent breach of the same or other provisions. Compliance with Law 30. Notwithstanding any unanticipated effect of any of the provisions herein, the Parties will not intentionally conduct themselves under the terms of this Agreement in a manner to constitute a violation of any applicable law including, without limitation, the Medicare and Medicaid Anti - Fraud and Abuse Amendments of 1977, the Medicare and Medicaid Patient and Program Protection Act of 1987, or the Health Insurance Portability and Accountability Act ("HIPAA"). The Parties further agree that the Parties will not make or accept payments that are intended to encourage or reflect the volume or value of referrals or to reduce or limit medically necessary or appropriate patient care or related services for patients. In the event of any material change in any federal or state law or regulation that creates the significant likelihood of sanction or penalty based on the terms of this Agreement, upon the request of either Party, the Parties shall enter into good - faith negotiations concerning the affected provision(s) to remedy such terms or conditions. City of Seward C Business Services, LLC By Crystal Miner, Member By Kat Sorensen, City Manager Signature 07/01/2026 Signature January 7, 2026 Date Date Page 7 of 7 Business Services System Mapping and Project Management Proposal for City of Seward December 2025 Crystal Miner, MBA C Business Services, LLC Crvstal(c�CBusinessAK.com (907) 232-9406 Business Services Dear Sully, Thank you for the opportunity to support the City of Seward as you prepare for transitioning from AccuFund as an on -premise environment to the cloud. Modernizing an accounting system is a significant undertaking, and completing a clear assessment of current workflows, system usage, and long-term options is essential. Based on our discussions and my prior work with the City, I understand the importance of ensuring that your financial operations — including accounting, payroll, utility billing, and reporting — are supported by a system configuration that is efficient, reliable, and scalable. My role will be to document how AccuFund is currently used, identify gaps or inefficiencies, and assess readiness for the cloud platform. To begin this work, I will conduct staff interviews, observe workflows, and map system usage across departments. I am available to be onsite during the second week of January 2026 to complete the workflow mapping, observations, and interviews that for the foundation of the Current -State Assessment. This onsite engagement is included in the attached proposal and will allow me to gather the detail needed to deliver accurate system maps, a comprehensive gap analysis and meaningful recommendations. The attached proposal outlines the scope of work, timeline, deliverables and cost structure for the assessment and systems review, along with optional project management support for the AccuFund cloud migration. My experience in municipal financial operations, project management and system transitions allows me to support this work efficiently and with a practical understanding of the City's needs. I appreciate the opportunity to continue working with the City of Seward and would be honored to assist in this important modernization effort. Please let me know when you would like to schedule a kickoff meeting or if any adjustments to the proposed scope and options is needed. I look forward to supporting your team and helping to ensure a smooth transition. Sincerely, Crystal Miner, MBA Your Helping Hand 4671 Southpark Bluff Drive Anchorage, AK 99516 (907) 232-9406 Project Overview C Business Services, LLC will provide independent evaluation, workflow mapping, and project management support to ensure the City of Seward has a complete understanding of: How AccuFund is currently configured and utilized Staff workflows and reporting needs Gaps, inefficiencies, and manual workarounds Improvements achievable through AccuFund Cloud Scope of Work Phase 1: Current -State System Mapping (As -Is Assessment) Interviews with finance department and other City staff that utilize AccuFund Mapping of workflows, reports, and pain points Review of chart of accounts, modules, and permissions Identification of workarounds and inefficiencies Expected timeline 3-4 weeks Phase 2: Cloud Migration Option 1: Minimal Project Involvement Review AccuFund Cloud features and differences with City staff Work with City Staff to identify required data clean-up and testing tasks Attend migration meetings as requested Expected timeline 6-8 weeks Option 2: Full Project Management Review AccuFund Cloud features and differences with City staff Work with City Staff to Identify required data clean-up and testing tasks Assess migration risks and timing constraints Develop migration plan, testing steps, and training recommendations Coordinate with City Staff and AccuFund migration team to ensure a smooth transition Develop and implement migration schedule, communication plan, and risk management plan Expected timeline 6-8 weeks Please be advised that Phase 2: Cloud Migration may be separated from Phase 1 for the purposes of acceptance and contracting. Furthermore, Phase 3: Alternative Solutions is not included within the scope of this proposal. The need for Phase 3 will be determined based on the City's direction following the AccuFund migration assessment. 2 Cost Summary Phase 1— $15,000 Includes 1 week onsite (anticipated dates of 1/12-1/16 2026) Does not include travel expenses (transport, lodging, and per diem) Includes deliverables of Current -State System Map and Findings/Gap Analysis Report Phase 2 — Option 1: $5,000 All work performed remotely Attendance at migration meetings as requested Assist in identifying needed data cleanup and testing tasks (no performance included) Additional coordination or task performance billed at an hourly rate of $180/hour (billed at 15 minute increments) Phase 2 — Option 2: $25,000 Includes 1 week onsite (in addition to Phase 1 onsite; to be scheduled separately) Does not include travel expenses (transport, lodging, and per diem) Comprehensive project management from planning through go -live - Weekly status meetings and milestone tracking - Coordination with AccuFund and City staff Invoicing & Terms C Business Services will provide monthly invoices with appropriate backup for travel expenses when necessary. Invoices are due within 15 days of receipt. Travel for Phase 1 is not to be booked until receipt of signed Acceptance below. Upon signed Acceptance, a project contract will be drafted and sent to the City of Seward for execution. Acceptance To proceed with the project, please select phases and options then sign below. ❑ Phase 1 — Current State Assessment ❑ Phase 2 — Cloud Migration, Option 1 — Minimal Involvement ❑ Phase 2 — Cloud Migration, Option 2 — Full Project Management Authorized Signature (City of Seward) Date 3 2026 CBS Consulting Agreement AccuFund Final Audit Report 2026-01-07 Created: 2026-01-07 By: Crytal Miner (crystal@cbusinessak.com) Status: Signed Transaction ID: CBJCHBCAABAA27GBfFJw-PGjc2CaoOpzH64Yge5Urh0E "2026 CBS Consulting Agreement AccuFund" History Document created by Crytal Miner (crystal@cbusinessak.com) 2026-01-07 - 9:53:49 PM GMT Document emailed to Kat Sorensen, City Manager (ksorensen@cityofseward.net) for signature 2026-01-07 - 9:53:56 PM GMT fir' Email viewed by Kat Sorensen, City Manager (ksorensen@cityofseward.net) 2026-01-07 - 9:54:03 PM GMT © Document e-signed by Kat Sorensen, City Manager (ksorensen@cityofseward.net) Signature Date: 2026-01-07 - 10:12:24 PM GMT - Time Source: server 0 Agreement completed. 2026-01-07 - 10:12:24 PM GMT El Adobe Acrobat Sign