TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Bruce Moe, Finance Director
Steve Charelian, Revenue Services Manager
SUBJECT:Title
Contract Amendment with Tyler Technologies for a Cashiering System Module for the Existing Financial System in an Amount not to Exceed $60,000 as Provided for in the City's Information Systems Master Plan and Budget (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council amend the existing contract with Tyler Technologies for a cashiering system module for the existing financial system for an amount not to exceed $60,000 and authorize the City Manager to execute all necessary documents.
Body
FISCAL IMPLICATIONS:
Sufficient funds ($60,000) are budgeted for this Information Systems Master Plan project. Funds will be allocated to software ($32,000); professional services ($7,200); maintenance ($5,760); and hardware ($4,234) for a subtotal of $49,194. Additional costs include travel and lodging for two on-site visits ($4,000) and sales tax on hardware ($381). The remaining $6,425 will be held as a project contingency, bringing the total cost of the project to $60,000.
BACKGROUND:
The City has an existing site license and a maintenance agreement with Tyler Technologies/Eden Systems which was approved by a previous City Council. Eden Systems is the City's financial system platform with many existing modules (General Ledger, Utility Billing, Purchasing, Payroll Human Resources, etc.). As part of 2014-2015 budgeting process, funds totaling $60,000 were approved for the Finance Department to replace the current cashiering system as an add-on module with Tyler Technologies. This upgrade is part of the Information Systems Master Plan and is scheduled for implementation between 7/1/2014 and 6/30/2015.
DISCUSSION:
Finance currently processes approximately 40,000 customer transactions per year using the existing Quadrant cashiering system. This system, which was originally purchased in 1996, is a third party system separate from Tyler/Eden. It is not fully integrated with the City's accounting platform, is antiquated and lacking in terms of its reporting features, upgrade capabilities and support. As a result, staff requested funds to replace the system with a fully integrated system.
The new cashiering system from Tyler Technologies will have improved reporting, real-time updates to accounts, advanced search features, and seamless integration with our current Eden Systems modules: General Ledger, Accounts Receivable, Utility Billing, and Licensing. The built in flexibility of the software allows administrative controls for security features and boosts accuracy in processing payments. Also inherent in the new software is the ability to install multiple register terminals that can run concurrently which creates greater efficiency and less wait time for our residents/customers (this would require additional funding in the future). The new cashiering system will be developed and programed while maintaining the current levels of service. Parallel systems will be run until the new system is fully functioning.
Tyler Technologies is the same company that provides the City with its accounting software, Eden Systems. Utilizing their expertise in the implementation of this new cashiering solution assures software continuity and support from a well-staffed organization that has proven to be thorough and professional when assisting the city with our current accounting software solution. The new cashiering system will also be compliant with the accounting standards. Additionally, the new cashiering system offers improved interface with the City's current chart of accounts.
As previously mentioned, the City has an existing contract with Tyler Technologies/Eden Systems for licensing of the Financial System. As a result, in order to implement the cashiering module, all that is required is a statement of work and a signed quotation form, both of which are attached. There is not a formal contract to be approved.
CONCLUSION:
Staff recommends that City Council amend the existing contract with Tyler Technologies for a cashiering system module for the existing financial system for an amount not to exceed $60,000. The project is expected to be completed by April 2015.
Attachments:
1. Statement of Work from Tyler Technologies
2. Tyler Technologies Cashiering Quotation