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CITY COUNCIL <br />AGENDA ITEM 2A <br />STAFF ORIGINATOR <br />Al Rolek <br />MEETING DATE <br />November 12, 2013 <br />TOPIC <br />Consider a motion authorizing Staff to Negotiate and Execute a Contract <br />for a 10 year Financial SoftwareCloud Subscription with Tyler <br />Technologies <br />Background <br />At the November 4work session staff presented a proposal to upgrade the financial software system that <br />has been in use since 1999. The current software is no longer being updated and is in the process of being <br />phased out. Staff outlined the process followed in the software selection process and presented the <br />proposal forTylerTechnologiesIncode Version X to the City Council as the best solution for upgrading <br />our financial software systems in a Cloud hosted environment. Afterfurther discussion, the City Council <br />directed staff to talkwith the representatives from Tyler to try to negotiatepricing for the system. <br />City Administrator Karlson and I held a phone conferencewith Mr. Ron Pieracci from Tyler on <br />November 7to discuss the proposal. Afterreviewingthe number of users being proposed, <br />implementation costs and contract term, Mr. Pieracci presented a revisedproposal for a cloud subscription <br />for Incode Version X. The proposal is for a ten year period, as requested by the City, at a cost of $32,952 <br />per year. The revised proposal reduces the annual subscriptioncost by$300 per year over the latest <br />proposal, and $2,800per yearfrom the original 5-year proposal. The total cost reduction over a 10year <br />subscription term is in excess of $51,800.Mr. Pieracci noted that the implementation costs are quoted at <br />the maximum anticipated cost of installing and training staff to use the system. These costs are quoted on <br />a time and materials basis. Therefore, if implementation goes smoothly it is possible that these costs will <br />be considerably less than proposed. If the Council approves the software upgrade, full implementation of <br />the system is expected by June/July of 2014. <br />Recommendation <br />Staff recommends Council authorize the City Administrator and Finance Directorto negotiate and <br />execute a contract with Tyler Technologies for the purchase and implementation of its Incode Version X <br />financial software suite in a Cloud-hosted environment to upgrade the City’s current financial software <br />system. <br />Attachments <br />Tyler Cost Comparison Spreadsheets <br /> <br />