To: Mark R. Hafner, City Manager
From: Aaron Rector, Director of Administrative Services
Subject:
Title
Consider a resolution approving the purchase of Incode 10 financial software from Tyler Technologies and authorizing the City Manager to execute all purchasing documents related thereto.
Action Requested:
City Council consideration of a resolution approving the purchase of new financial software.
Background:
The current financial software (STW) is over 20 years old and has had few updates since implementation. Due to the age of the software, it is unable to meet current financial needs such as a standardized departmental layout, user-friendly reporting, fixed asset reconciliation, HR module, project module, enhanced internal controls, better integration with current version of Office, and a mod ern customer portal for utility billing.
In FY 2017-18, the city contracted with Sciens Consulting to review financial software needs and draft a request for proposal (RFP) for new financial software. In addition to drafting the RFP, Sciens also sought out potential software vendors to make them aware of the upcoming RFP issuance. In FY 2018-19, the city issued the RFP and received three bids. One bid was rejected for having too few clients within the United States. After software demonstrations, the city determined that Incode 10 from Tyler Technologies is the best value financial software. The software will provide a modern financial suite that includes an HR module, a time-keeping module, a project module, user-friendly reporting, frequent updates, enhanced internal controls, fixed asset integration, better integration with current versions of Office, and a better customer portal for utility billing.
Financial Impact:
The total software purchase cost is $991,617 which includes $436,396 for implementation and $555,221 for five-years of annual support. The estimated first year cost of implementation and support is $484,719.
Citizen Input/Board Review:
N/A.