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1 <br />CITY COUNCIL <br />WORK SESSION STAFF REPORT <br />ITEM NO. 3 <br />STAFF ORIGINATOR: Hannah Lynch, Finance Director <br />WORK SESSION DATE: April 1, 2024 <br />TOPIC: ERP Software <br />______________________________________________________________________________ <br />BACKGROUND <br />At the February 5, 2024 Work Session, staff received support from the City Council for the <br />replacement of the existing Springbrook software. Main drivers behind the replacement include <br />integrating Community Development and Human Resource solutions as well as a finance suite <br />that can automate processes and utilize modern technology. <br />Springbrook requires a 60 day written notice for termination and renews annually on <br />September 1st. They were notified that the City is exploring new software and they understood <br />wanting a system that has Community Development and a robust Human Resources module. It <br />appears they are aware that the City has outgrown the software they provide. <br />Request for Quotes <br />Staff requested input on software providers from the Minnesota Government Finance Officers <br />Association listserv. A great response was received by 22 other municipalities and it was clear <br />that BS&A and Civic Systems are the top software vendors. Staff received quotes and demos <br />from both BS&A and Civic Systems. Oracle and Tyler Technologies were also engaged, although <br />their follow-up was concerning, they didn’t offer an integrated solution, or the reviews received <br />from other municipalities were not great. <br />Software Conversion/Implementation/Training Annual Maintenance <br />BS&A $252,930 $83,145 <br />Civic Systems* $200,800 $39,110 <br />*Total quote plus Business Licenses and Human Resources <br />Following demos of both BS&A and Civic Systems offerings, staff recommends proceeding with <br />BS&A software. While BS&A is not the low cost option, their offerings will better fit the needs <br />of the City. Both offer integrated cloud-based solutions, but BS&A provides a modern user <br />friendly experience, great customer support, more automatic workflows, and innovation in <br />terms of how the software can improve processes resulting in efficiencies. <br />9