title
CC - Approval of a Five-Year Extension to the Existing Agreement with Tyler Technologies, Inc., for ExecuTime, a Web-Based, Cloud-Hosted Timekeeping System, in a Total Amount Not-to-Exceed $300,000 ($278,867 for Five Years of Annual Subscription Plus $21,133 in Contingency Authority)
body
Meeting Date: December 10, 2021
Contact Person/Dept: Erica McAdoo/Finance
Phone Number: (310) 253-5865
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/07/2021)
Department Approval: Onyx Jones, Assistant City Manager (12/07/2021)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a five-year (5) extension with Tyler Technologies Inc. for ExecuTime, a web-based, cloud-hosted timekeeping system, in an amount not-to-exceed $300,000 ($278,867 for five years annual subscription plus $21,133 in continency authority).
BACKGROUND/DISCUSSION
On July 8, 2015, the City Council approved a five-year agreement with ExecuTime Software LLC to assist in transitioning from the City’s custom time entry system named Eon, which was developed by staff over fifteen years ago. Over the initial five-year term of the agreements, ExecuTime was acquired by Tyler Technologies, which is also the parent company for the City’s financial management system, Munis. The acquisition of this product under the same umbrella has provided further seamless integration as the City continues to enhance payroll operations.
Taking into consideration that ExecuTime is now under Tyler Technologies, Inc., and that this software is a valuable component of the Munis finance system, the formal competitive solicitation procedures do not apply in accordance with Culver City Municipal Code §3.07.055. Specifically, extension of the proposed agreement meets the following two circumstances:
• §3.07.055.B: When the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment; and,
• §3.07.055.E: Where items to be purchased are computer software, hardware maintenance services or software maintenance services.
FISCAL ANALYSIS
City software agreements are coordinated with and budgeted under the Information Technology Department. The City Council Adopted Budget for Fiscal Year 2021/2022 includes sufficient funding in 10124100.600200 under the Information Technology Department for the current year extension. Annual costs for subsequent years will be incorporated into future budgets.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve a five-year extension to the existing agreement with Tyler Technologies, Inc. for ExecuTime, a web-based, cloud-hosted timekeeping system, in an amount totaling $278,867;
2. Authorize the Chief Financial Officer to approve amendment(s) to the Tyler Technologies Agreement in an additional amount not-to-exceed $21,133, for unanticipated costs;
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.