Authorize $50,000 renewal of legacy IT software agreements

RESOLUTION NO. 2025- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO PROCEED WITH THE AUTO RENEWAL OF LEGACY SOFTWARE AGREEMENTS FOR IT SOFTWARE AND SERVICES; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, IT software and services are integral to the Village’s day-to-day operations; and WHEREAS, there are IT software and services which are considered legacy systems introduced 10+ years ago that, once implemented, are not easily replaced or transitioned due to their complexity and integration with other operational processes; and WHEREAS, contracts are carefully reviewed each year to ensure they remain efficient and cost-effective, and are properly allocated within the IT budget, except for CentralSquare and Kimley Horn, which are funded through the Building and Planning Department budget; and WHEREAS, the Village Manager wishes to proceed with the annual renewal of the following IT software and service agreements: • Microsoft Enterprise Agreement (CDW-G) – Software • Tyler Technologies (ERP System) – Finance and HR Software • Granicus Government Experience Cloud – Website Services • International Data Consulting – IT Consulting Services • CentralSquare – Building and Planning Software • Kimley Horn – GIS Support Services

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager to proceed with the annual renewal of legacy IT software and services agreements exceeding $50,000 in annual cost, with no further Council action required unless there is a major change. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this ___ day of __________, 2025. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, MMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda DATE: October 6, 2025 TO: Yocelyn Galiano, Village Manager FROM: Gabriela Wilson, IT Director RE: Renewal Authorization for IT Software and Services Exceeding $50,000 I respectfully request authorization to proceed with the annual renewal of the following software and service contracts, each of which supports core Village operations and exceeds $50,000 in annual cost:  Microsoft Enterprise Agreement (CDW-G) – Software  Tyler Technologies (ERP System) – Finance and HR Software  Granicus Government Experience Cloud – Website Services  International Data Consulting – IT Consulting Services  CentralSquare – Building and Planning Software  Kimley Horn – GIS Support Services All contracts listed above are carefully reviewed each year to ensure they remain efficient and cost- effective, and are properly allocated within the IT budget, with the exception of CentralSquare and Kimley Horn, which are funded through the Building and Planning Department budget. These software and services are integral to the Village’s day-to-day operations and are considered legacy systems that, once implemented, are not easily replaced or transitioned due to their complexity and integration with other operational processes. Several of these systems, like the ERP and CentralSquare platforms, were introduced 10+ years ago and have since become foundational in delivering critical mission services. Their continued use ensures operational stability and consistency across multiple departments. Therefore, replacing these services would require extensive planning, resources, and potential operational disruption, underscoring the importance of maintaining current contracts as part of a stable technological environment. Approval of this request will allow me to renew these contracts annually, with no further Council action required unless there is a major change.