Laserfiche WebLink
REQUEST FOR COUNCIL ACTION <br /> Date:December 5, 2022 <br /> Item No.: 10.e <br /> <br />Department Approval City Manager Approval <br /> <br />Item Description: Approve purchase of financial software to replace existing software <br /> <br />1 B ACKGROUND <br />2 The city has used Springbrook as the finance, utility billing and human resources software for about 20 <br />3 years. The software has not kept pace with the ever changing technology. The current software also does <br />4 not integrate with other software so we have a lot of duplication of effort in finance and other city <br />5 departments. <br />6 <br />7 A request for proposal (RFP) was issued in September and we received 3 responses. We also requested <br />8 a quote from LOGIS, as they do not respond to RFPs as they are a local government consortium. Staff <br />9 from finance and human resources were present at the software demonstrations of the Tyler Munis <br />10 software and the BS&A software. Finance staff also attended parts of the LOGIS Oracle demonstration. <br />11 <br />12 The consensus of the staff who reviewed the software demonstrations was that BS&A would be the best <br />13 solution to provide us with modern functionality and process improvements. The software provides <br />14 functionality to streamline and improve various workflow processes, while adding needed improvements, <br />15 such as online time reporting, increased import/export and more efficient reporting than the current <br />16 software provides. The software also has the capability to integrate with some of the other departments <br />17 software used in public works and community development. It provides workflow processes that will <br />18 streamline accounting and payroll processes and allow departments to eliminate their duplicative work <br />19 as well. <br />20 <br />21 The full cost of the software, data conversion, database setup,project management, implementation and <br />22 training is $331,040. The city would make three installment payments over the course of the project <br />23 which is estimated to take 18 months for full implementation and to be able to go live on the system.The <br />24 annual recurring fees are $89,630 which will be split between finance and human resources. <br />25 <br />26 The City Attorneyhas reviewedthe Software as a Service Agreement. <br />27 P OLICY O BJECTIVE <br />28 To upgrade the financial, utility billing and human resource financial software to a modern technology <br />29 that will improve workflows and reporting functionalities. <br />30 F INANCIAL I MPACTS <br />31 The 2023 finance equipment fund has programmed $300,000 for the finance software replacementand <br />Page 1 of 2 <br /> <br />