|
Title:
|
Approval of an Amendment to the Existing Professional Services Agreement with Tyler Technologies for the Purchase and Implementation of a Business License Module for the Munis Finance System.
|
City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council approve an amendment to the existing
professional services agreement with Tyler Technologies for the purchase of
Business License Module for the Munis Financial System.
BACKGROUND:
On August 11, 2011, the City Council approved a professional services agreement
with Tyler Technologies to purchase and implement the Munis Finance System
(Munis). This included many modules of Munis that would replace the current JD
Edwards system, as well as several other third-party or proprietary systems used by
the Finance and Human Resources Departments. Implementation of Munis is
underway, with projected go-live dates for the financial system targeted for July 1,
2012 and the payroll/human resources system for April 1, 2013.
DISCUSSION:
The administration of business licenses is currently accomplished utilizing a software
system from the HdL Companies. This system is a ‘stand-alone’ system, meaning it
is not integrated with the current financial or cash receipting system. While the
software has been adequate for the general administration of business licenses,
there are inherent inefficiencies in many processes due to the lack of integration with
the finance system. Certain information entered into the cash receipting system
Meeting Date: 03/12/2012 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of an Amendment to the Existing
Professional Services Agreement with Tyler Technologies for the Purchase and
Implementation of a Business License Module for the Munis Finance System
Contact Person/Dept.:
Jeff Muir/Finance
Phone Number:
(310) 253-5865
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [] Attachments: [X]
Public Notification:
(E-Mail) Meetings and Agendas – City Council (03/08/12); (E-Mail) Tyler Technologies
– Jennifer Wahlbrink (03/08/2012)
Department Approval:
Jeff Muir (03/07/20)
City Attorney Approval:
Carol Schwab (by H. Baker) (03/07/12)
Chief Financial Officer Approval:
Jeff Muir (03/07/20)
City Manager Approval:
John M. Nachbar (03/07/12)
City of Culver City, California
Agenda Item Report
must be re-entered into the HdL system. Built-in reporting options are also relatively
limited.
The current HdL software has been in place for many years, and it does not
leverage many of the tools that more modern software provide. HdL has created an
updated version of their software that staff has seen demonstrated on-site. While it
is certainly an improvement over the current system, it does not address the lack of
integration and manual processes that must be developed around a stand-alone
system.
After the professional services agreement with Tyler Technologies was approved,
staff gathered more information about the Business License module for Munis. An
on-site demonstration was provided to Finance Department staff members. Munis
offers the necessary functionality required for Culver City business licenses. It also
offers a significantly improved user-interface, search capabilities, reporting
capabilities, and integration into the cash receipting and other Munis modules
(where appropriate). Additionally, having one company responsible for all of the
modules used by the Finance Department is preferable, in that there is a single point
of contact for support. It is, therefore, staff’s recommendation to amend the
agreement with Tyler Technologies to purchase the necessary software and
services so that business licenses are handled through Munis.
FISCAL ANALYSIS:
Tyler Technologies’ proposal includes costs for the necessary Tyler software and
consulting services, and maintenance/support for a total of $102,590.00. The
proposal also waives the first year maintenance and support costs of $12,510.00. It
should also be noted that the discontinuation of the HdL contract would also save
approximately the same amount of annual maintenance costs.
Staff also recommends a contingency of $10,000, or approximately 10% of the first
year cost.
Sufficient funds exist in the existing project budget (42000636 – Financial System
Replacement) to cover the total cost of the purchase of software and professional
services for the implementation.
ATTACHMENTS:
None
City of Culver City, California
Agenda Item Report
MOTION:
That the City Council:
1) Approve an amendment to the existing professional services agreement for an
amount not-to-exceed $102,590.00 with Tyler Technologies to provide software
and professional services to replace the HdL Business License System; and,
2) Authorize the Chief Financial Officer to approve change orders to the amended
professional services agreement in an amount not-to-exceed $10,000.00, if
necessary; and,
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.