The Alachua City Commission will hold off on implementing cloud software in the city’s digital operations after further deliberation and citizen input during a regular meeting on Monday raised enough questions to press pause on a contract.
Commissioner Jacob Fletcher moved to pull the item of contracting cloud services from the consent agenda onto Monday’s regular agenda.
The item considered entering a contract with Michigan-based and Delaware-licensed software company Bellefeuil, Szure and Associates (BS&A) for a conversion to cloud, which, according to staff, would eliminate in-house data storage needs, reduce staff service maintenance time and allow the public features such as online payments.
Staff said the city first entered into the contract in October 2016 with BS&A to implement an Enterprise Resource Planning (ERP) software program streamlining each department’s digital operations into one place.
The cloud conversion project would cost $147,910 total, with $93,000 for the conversion and a $54,610 maximum initial annual fee.
Fletcher, who said he’s familiar with implementation processes in IT, pointed to ambiguous language in the contract allowing BS&A to raise the prices for the city’s standard service at an unlimited rate each year, that made him want to seek clarity before getting locked in.
City Attorney Scott Walker said he’d already reviewed the contract to ensure legalities, but that the commission could approve it with intentions to negotiate preventing unwarranted price hikes.
Commissioner Dayna Williams initially made a motion to enter the contract with BS&A on the condition staff would work with the company to cap the rate of annual increase at 5%. However, Williams changed her motion after further discussion to allow staff to look into more concerns raised.
Multiple citizens commented on the contract, including Zoe King, who said she works in procurement. She said that if the city gives BS&A a 5% cap, that is what it will set its increase to every year. King also asked how BS&A was procured; if it was the city’s sole source or if a public bid was made.
Soorya Lindberg submitted a document to the meeting minutes showing that BS&A withdrew its certification to operate in Florida in 2023.
Tamara Robbins said policy requires the city to put out a request for proposal before entering any contract over $100,000 and that the outdated 2016 contract needed to be reworked.
Interim City Manager Rodolfo Valladares said the city had put out a request for qualifications in 2016 and BS&A was the best candidate. But he said that the implementation of the software was sole-sourced.
Walker confirmed the city is not allowed to do business with a company not registered in Florida, but that the company can be reregistered.
The contract with BS&A will be placed on a meeting agenda in the future for a vote.
Also on Monday, the commission appointed and reappointed candidates to the Citizen Advisory Task Force (CATF), Senior Resources Advisory Board (SRAB) and the Youth Advisory Council (YAC).
With three vacant seats to fill on the CATF’s five-member board, the commission voted in the only two applicants, Annie Welch and incumbent Phyllis Strickland, whose previous appointment to the CATF started in September 2022.
According to the applications, Strickland moved to Alachua 11 years ago from Pittsburgh and brought banking experience from a 38-year career with Bank of New York Mellon. She said she aims to be a voice for how grant funds can be used in fair and equitable ways for all citizens.
Welch, a lifelong resident of Alachua and wife of Mayor Walter Welch, said she has more than 15 years of experience working as a civic leader and understands the importance of a community, its citizens and its leaders working together for the greater good.
She said she takes an interest in public safety, infrastructure, environmental sustainability and economic development.
Out of five applicants, the commission also filled the SRAB’s two open seats with incumbents James Currington and Asia Eichmiller.
At the meeting, Eichmiller said she intends to keep working on a survey of Alachua seniors’ needs and provide input for the new Hathcock Community Center.
Currington, who was not present at the meeting, said in his application that he wishes to continue contributing to the Alachua community, which he’s been part of for 28 years.
The commission voted in the YAC’s sole applicant and incumbent, Santa Fe High School senior Robert Hu, to fill one of the board’s two vacant seats.
CATF and SRAB members serve three-year terms, while YAC serves two years.