Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH TYLER TECHNOLOGIES, INC. FOR AN ENTERPRISE RESOURCE PLANNING SOLUTION AND PROFESSIONAL SERVICES PERTAINING TO THE INTEGRATION OF FINANCIAL, PAYROLL, HUMAN RESOURCES, FIXED ASSETS, UTILITY BILLING AND PUBLIC WORKS WORK ORDER PROCESSING.
Brief Description: City staff is requesting approval to purchase an ERP Solution which will combine work currently done in five separate software programs into one as well provide improved transparency with utility billing. The new software will also include a human resources module that provides employees with a self-service portal which will reduce the current paper dependent process and a budgeting function to assist with preparation of the Five-Year Plan and Annual Budget.
Body
Legislative History
None.
Purpose & Explanation
Following a review of the City’s current financial and billing software it was determined that the current utility billing software did not meet the City’s needs. In addition, the City lacked a human resources management solution. Members of the City’s Finance Department attended online presentations by multiple vendors. During the review process the scope was expanded to include Public Works as it was determined that Munis offered work order and inventory modules that are superior to those currently in place.
Software Solutions Reviewed:
• Tyler Technologies - Munis
• Accela - Springbrook
• Sungard - Superion
• SAP - Navigator
A consensus was established that Munis from Tyler Technologies was the best solution for the City. Here is a list of features Munis contains that exceeds the current software:
• Allows the City to include more detail on customer utility bills. Also, allows commercial broadband accounts to be included with water and electric in one bill. This eliminates a bill for customers and the need to make separate payments and allows the City to eliminate piece of software.
• Contains a budgeting function within the financial module.
• Includes a human resources and talent management module.
• The work order module interfaces with utility billing removing the need to enter work order twice.
• Inventory integrates with the financial module.
As part of the due diligence on this project staff spoke with multiple governmental clients that are current Munis customers (City of Dublin, City of Fairborn and Cleveland Metroparks) and made a site visit to see it in use (City of North Olmsted).
City Administration is requesting City Council approval to authorize the City Manager to award and enter into a contract with Tyler Technologies for the purchase of their ERP Solution. Here are all the costs associated with the purchase and implementation of the Munis Software.
Software: $200,880
Professional Services: $332,565
Total Cost: $533,445
Timing Considerations
Upon authorization to proceed by City Council, the administration will award and enter into a contract with Tyler Technologies for the above amounts. The current project timeline is projected below.
Phase Start Date Live Date
I - Financials 1/1/2019 10/1/2019
II - Utility Billing 8/1/2019 5/1/2020
III - Payroll / HR 11/1/2019 7/1/2020
IV - Public Works 4/1/2020 1/1/2021
Fiscal Impact
X Currently Budgeted
X Supplemental Appropriation Required
Appropriation Not Required.
$400,000 was included in the 2018 budget. Since that time the scope of the project has been expanded to include Public Works work order and inventory software. This scope change caused the increase in cost and the need for additional appropriations.
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to award and enter into a contract with Tyler Technologies and we are requesting an emergency clause be added to this legislation in order to maintain the requested timeline for completion.
Submitted by,
Jane Howington, City Manager
Jeff Knoblauch, Assistant City Manager - Finance Director
Brian Griffith, Director - Management & Budget