HomeMy WebLinkAboutStaff Report 3.A 11/19/2012 w2ALtrleciltem/v#3 .A
2859
DATE: November 19,2012
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: William-Mushall"o;Finance Director
Sue Simmons,Commercial Services.Manager
SUBJECT: Resolution Authorizing City Manager to,Sign:Purchase Documents for Tyler
Cashiering Software in the amount of$38,407
RECOMMENDATION
It is recommended that the_City'Council adopt the attached Resolution authorizing the City
Manager to sign purchase documents for Tyler Cashiering software from Tyler/Eden in the
• amount of.$38,407 plus travel costs and applicable sales taxes. •
• I • BACKGROUND - • '
The City currently utilizes Eden's third party software system called(CORE Cashiering to
process cash receipts. The-City utilizes Tyler Technologies' proprietary Eden software system
for all accounting functions, including financials, budgeting and payroll: The acquisition of
Eden software was authorized by the Petaluma City Council on December 17, 2007 in
Resolution #2007-211. The CORE Cashiering system was included in the Eden acquisition
because an integrated proprietary cashiering module was not available at that time. In late 2010
Tyler Technologies developed a,proprietary cashiering system for Eden accounting systems
called Tyler Cashiering. Eden no longer is selling,CORE Cashiering to new clients. The CORE
Cashiering system will.be gradually phased out. CORE Cashiering does not operate with
Windows 7. It currentlyis installed in Windows XP compatibility mode, which could
compromise functionality at some point. As Eden continues to de-emphasize this product, the
technical support response time, and the time taken to resolve issues will increase.
DISCUSSION
The Financial Audit Information Systems Review, performed by Maze and Associates in 2012,
recommends the implementation of a unique identification and.authentication for all cashiering
users to definitively determine which user accesses cashiering data or processes a cashiering
transaction. The CORE Cashiering system does not satisfy this requirement. It does not have
Windows authentication as a login option. It utilizes;a proprietary user identification system
which is separate from the Windows authentication utilized in the other Eden modules. CORE
Agenda Review: '
City Attorney _ Finance Director City Mana
•
Cashiering also requires a complete exit from the cashiering system in order to switch cashiering
users. Eden's Tyler Cashiering system utilizes the same Windows authentication used in the
other Eden modules. The'software also is designed to accommodate switching users in the
cashiering system for shift changes throughout the day without exiting program; and the
cashier's unique Eden user identification is linked to each cashiering transaction.
A critical role of the City's Information Technology department is to ensure continued business
operations in.the-event of and-in the days following disaster. This often involves the creation of
a redundant system at a`second location. Currently, there is no redundant setup for the cashiering
system to be used for business continuity. Moving to the Tyler Cashiering module would allow
us to take advantage of the Eden financial system's existing hardware setup and software
licensing to similarly have a back-up for our cashiering operations. Tyler Cashiering has
flexibility in setup that greatly opens the opportunity for redundancy, an opportunity that does
not exist with the current cashiering system.
CORE Cashiering is not PCI compliant, which impedes the implementation of efficient, credit
card swipe technology. Tyler Cashiering offers a card swipe system that is fully integrated with
the cashiering/accounting system. This system will eliminate the double entry processing
required by external credit card terminals.
•
CORE Cashiering's annual maintenance costs are calculated.on a perseatlicense basis. 'In order
u to keep this cost down, the number of seat licenses were kept to anabsoluteminimum,just the
computers used by the City's cashiers (9). Therefore, access to detailed revenue information has.
been very limited. Computers that do not have the seat license software installed cannot access
cash receipt information. This hinders receipt related research and reporting by non-cashier
accounting staff Tyler Cashiering utilizes a site license which would.allow.an unlimited amount
of users to access the system Without additional annual costs.
Staff compiled.a questionnaire and submitted it:to personnel in three Cities that recently
implemented Tyler Cashiering after having used CORE cashiering in previous years. The
responses were very favorable. All three Citiesreported an improvement in receipting efficiency
and speed, and better technical support from Tyler Technologies' programming team.
The resolution authorizing this acquisition follows the requirements outlined in the City's
Municipal Code 4.04.100. The referenced section provides for cooperative purchasing of items
•
thathave been publicly bid and awarded. The proposal meets the code section by having been
bid and awarded by the National Joint Purchasing Alliance (NJPA). Tyler's award contract is
##113011.
Staff recommends that the Council adopt the attached Resolution, authorizing the City Manager
to sign purchase documents for Tyler Cashiering software from Tyler/Eden in the amount of
$38,407 phis travel costs and applicable sales taxes, personal property or other similar taxes.
2.
FINANCIAL IMPACTS
The Tyler Cashiering system purchase totals $38,407. This includes software priced at $24,000;
consulting, training and support totaling $12,960;•a USB reader costing $62.00; three hand-held
scanners totaling $1,155, and a cash drawer costing $230.00. The purchase of the Tyler
Cashiering system is funded by the Information Technology Division. $9,800 will be funded
from current appropriations anda mid-year budget adjustment will be requested in the amount of
$28,607. Starting January 2013; cashiering software maintenance costs will decrease from the
CORE Cashiering seat license rate of$19,500 per year to the annual Tyler cashiering site license
rate of$5,760. This will result in savings of$13,740 per year. When those savings are
considered, the incremental investment in the Tyler Cashiering system will be recovered in
approximately 2.15 years. Implementation of this proposal will also result in savings of staff
time associated with cashiering processing, accounting research, and on ongoing maintenance
and support. Implementationof this proposal will result in savings to staff in cashiering
processing time, accounting research and reporting time, and ongoing maintenance and support
time.
ATTACHMENTS
1. Resolution Authorizing City Manager to Sign Purchase Documents for Tyler Cashiering
Software in the amount of$38,407.
2. Tyler/Eden quote # 27895 (refereed to as Exhibit A in the resolution). •
•
3
ATTACHMENT 1
RESOLUTION AUTHORIZING.CITY MANAGER TO SIGN PURCHASE
DOCUMENTS FOR TYLER CASHIERING SOFTWARE IN THE AMOUNT OF $38,407
WHEREAS, the,City of Petaluma's most recent financial audit recommended an
improved user identification system within the City's cashiering system, and
WHEREAS, the current cashiering system is based on a software system that has not
performed adequately for integration purposes and does not allow access over a broad base of
City users; and
WHEREAS, the Tyler Cashiering Module ("Eden system") is the same software used for
the City's financial system and therefore will facilitate better integration of the cashiering
system and the financial system;-and
WHEREAS, the Eden system will reduce annual maintenance costs over time and allow
cashiering information to be available to all City staff, rather than a limited number of users; and
WHEREAS; the City has obtained a cost quotation from Tyler Technologies for the Eden ` •
system which was previouslycompetitively bid and awarded>through-the National Joint
Purchasing Alliance, and therefore conforms to Petaluma Municipal Code section.4:04.100, •
providing an,exception to a.City,formal bid process.
NOW,THEREFORE, BE IT RESOLVED by the City Council of the City of Petalunia
as follows:
The City Council authorizes the City Manager to execute purchasing documents to
acquire cashiering software, training and consulting services and one year of annual maintenance
from Tyler/Eden not to exceed the sum of$38,407, plus travel costs and applicable sales,
personal property or other similar taxes, as outlined in the Sales Quotation from Tyler
Technologies dated September 6, 2012 and attached hereto as Exhibit A.
1-
Exhibit A
Quoted By: Christina Hendrickson
00� j��w e. Date: 09/06/2012
0
00 0to L Quote Expiration: 12/30/2012
oe teclinciatttes
Quote Name: Tyler Cashiering
Quote Number: 27895
Sales Quotation For:
Tim Williamsen Mr. Phone: (707)778-4573
City of Petaluma
PO Box 61 Fax::
Petaluma, CA 94953 Email: timw @ci.petaluma.ca:ns
1 Software
�` tModel`#
. •, D'es c p--t to n. . °,• -� � n,.-;. „5�Pnces `ExPteInICdCeL d a oyDa ts.�io unt�,� r '-g 5ot.h.va_r_e s otal„ ••• Qt �P°+ ,� . uTy.er C_asli_iering.-.Sn-o-ftw�are
1.00 532,000.00 $32;000.00 58,000.00 $24,000.00
Total: Total:
$8,000.00 $24,000.00
2 Services
Training
•�4 rModcl#t'. •; =fl .1 Description ': � z-r Quanft� ` Pnra7� �Exteiided nisiount+ �;1tra3nin".Total
OF=CASH-CS-E Tyler Cast icting-Consulting 00 $1,200.00 51,20(.00 $0.00 .
�r--77.11_,29600_00_
OF'CASH TR E _ Tyler Casl;ieriEg Tratmgg� 5 00' a �l 200:00 l�$6 000"_00�( 00
24 . 000 00 ; Total:
1 , 200 . 00 + $7,200.00
6 + 000 • 00 -1
5 , 76n . 00 + Total Total- Total Total Total
62 • 011 + Other Consulting: Training: Conversion Services:
Services: Services:
385 . 00 + $0.00 $0.00 $7,200.00 $0.00 $7,200.00
3p8 . 00
385 . 00 + Total Training Total
Da s: 6 Consulting
23 . 00 ' y Days: 0
38 , 407 . 00 '*
3 Maintenance
Dcscriphmt rt.. Qpaotit �Priu Extended DtscountSr h'Imotena`nceeCotail"
OF-CASH=SP=E' Tyler Cashiering- Support 1.00 55,760:00 55,760.00 $0:00 $5,760.00
Total: Total:
$0.00 $5,760.00
4 Hardware
fi �• " ° "Descrtp'rion y. Quanhtj a.„ V. +Eztcnded Dtsctiunt it dware Totalt'
• '+��+ Ms:t�
e ..,��' ,dr Fx�,"�*`tea •{ �°'!,., � J� .Aa ML' `t!4 �' . 4Rc +a.rPrlce.`.A• � �. �.. v �d _.ia r��'.,2
VI:R-CASH-HDNS3610-8D ID Tcch MiniMag USB Reader 100' 56200 562`.00 $0.00 562.00
Total: Total:
Pagel o
City of Petaluma
$0.00 $62.00
Summary Fees Maintenance
Total Software $24,000.00 $5,760.00
'Total Services $7,200:00
Total Hardware $62:00
Summary Total $31,262.00 $5,760.00
Comments
Tyler's,quote contains estimates of the,amount-of services:needed,;based on bur preliminary understanding of the size and scope of your
project. The actual amount of services depends.on such factors as your leveliof involvement'in the project and the speed of knowledge
transfer.
Prices submitted in the quote do not include:travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
'Tyler's prices:do'not include applicable local,city or federal sales,,use, excise,personal property or other similar taxes or duties,which you
are responsible for determining and remitting.
In the event Client cancels services less than two(2)weeks in advance,Client is liable to Tyler for(i)all non-refundable expenses incurred
by Tyler on Client's behalf; and(ii)daily fees associated with the canceled.services-if_Tyler is unable to re-assign its personnel.
For existing EDEN Clients,the fees are billed as follows:
100%of Application Software License Fees upon delivery of theisoftware products
- 100%of the Year 1 Application Software Maintenance Fees are billed upon Initiation(first day of training)
- 100%of the Third Party Product License Fees/Purchase Price upon delivery of the third party products
100%of the Year I Third Party ProducfMaintenance Fees upon delivery of the third party products
- Services and associated expenses as provided/incurred.
Payment is due within 30 days of invoice receipt Quote as subject to existing Contract.
Optional Software and Services--not+.included�in Totals
" ` a $ " -r uD eeriOf on). .1 ,9Qunih $ce E;PtenfId dQ �' f n , v! fMd.aF r c' 'fad i Scr ki,k-6g
.
VAR-CASH-HDW-3601- Hand Held Scanner-Model
1.00 $385.00 5385.00 50.00 5385.00
ED 46000
VAR,CA_SH`HDW'1606 . __ - _
• ED� t Pinter=(LPSON TM-H6000110 i '1,00 r1 400 00 i $1;90000 1 .$0.00 ' $1400.00.
VAR-CASH-HDw'-3607-
Cash Drawer 1.00 5230.00 5230.00 50.00 5230.00
ED
Unless otherwise indicated in the Contract or Amendment thereto,pricing for optional items will be held for six(6)months from the Quote date or the
Effective Date of the Contract,whichever is later. Total: $2,015.00 .
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in:US Dollars.
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