The Finance Department recommends approval of award to Forza IT Group B.V. for the purchase of SCANMAN Accounts Payable Automation software in the initial amount of $125,440 with a maximum of 10 one-year renewals at $12,040 for a total amount of $245,840. This amount includes all software license fees, implementation costs and annual maintenance fees.
Accounts Payable Automation Software has taken giant leaps forward in the last few years, allowing for reliable scanning and automation of routine processing steps. Adopting an Accounts Payable automation solution will modernize our Accounts Payable process, allowing for scanning of vendor invoices, having the software read key information from the invoices, routing them for on-line approval, and processing the invoices into our accounting system. This will significantly reduce manual keying and allow accounting staff to focus on exceptions instead of heads down data entry. In addition this reduces reliance on having physical paper invoices to perform their responsibilities, while also providing on-line visibility of Accounts Payable invoices and their status across the organization. This is a scalable solution, meaning that in the future the volume of invoices can increase without requiring additional accounts payable personnel.
This software purchase can only be made by the City of Plano through Forza IT Group B.V. The SCANMAN software was selected as a brand name solution because it is the only Accounts Payable Automation solution that is built within our accounting system (JD Edwards). This results in no integrations to build and maintain, since it operates seamlessly as another module within the accounting system. In addition its scope is limited to Accounts Payable processing, while most other providers are full-scale document imaging solutions. This results in a reliable, cost effective solution, while also allowing for an easier upgrade path.
This expenditure will modernize the Accounts Payable function, allowing technology to do the routine processing and making invoices visible to other groups in the City. If this expenditure is not approved, the Accounts Payable department will continue to operate as they do today, manually keying all vouchers.
The City is exempt from the competitive bid process for this purchase as allowed by Texas Local Government Code Chapter 252 Subchapter B Section 252.022(a)(7)(A). (City of Plano Internal Contract No. 2020-0384-BR)