11-04-13 Council Packet - Laserfiche WebLink

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WS Item 7 WORK SESSION STAFF REPORT Work Session Item Date: November 4, 2013 To: City Council From: Al Rolek Re: Upgrading Financial Software - Update Background At the September 3 work session staff presented a proposal to upgrade the financial software system that has been in use since 1999. Staff outlined the process followed in the selection process and presented the proposal for Tyler Technologies Incode Version X as the best solution for upgrading our financial software systems in a Cloud hosted environment. After further discussion, the City Council directed staff to meet with the representatives from Tyler to try to negotiate pricing for the system. nd City Administrator Karlson and I met with Mr. Ron Pieracci from Tyler on October 2 to discuss the proposal. After reviewing the number of users being proposed, implementation costs and other considerations, Mr. Pieracci presented a revised proposal for a cloud subscription for Incode Version X. A spreadsheet comparing the proposals is attached. The revised proposal reduces the annual subscription cost by $2,501 per year, a 7% price reduction, and reduces the implementation costs by $900. The total cost reduction over a 5 year subscription term is in excess of $13,400. Mr. Pieracci noted that the implementation costs are quoted at the maximum anticipated cost of installing and training staff to use the system. These costs are quoted on a time and materials basis. Therefore, if implementation goes smoothly it is possible that these costs will be considerably less than proposed. If the Council approves the software upgrade, full implementation of the system is expected by June/July of 2014. Requested Council Direction Staff is seeking Council authorization to negotiate and execute a contract with Tyler Technologies for the purchase and implementation of its Incode Version X financial software suite in a Cloud- Attachments Tyler Cost Comparison Spreadsheets