MEETING DATE:
December 14, 2021
RESOLUTION NO. 2021-8961 - ADOPT A RESOLUTION DELEGATING AUTHORITY TO THE CITY MANGER TO NEGOTIATE, FINALIZE, AND EXECUTE CONTRACT DOCUMENTS FOR THE UPGRADE OF THE CITY’S FINANCIAL ACCOUNTING, HUMAN RESOURCE, AND PAYROLL SOFTWARE AND MIGRATE TO A SOFTWARE AS A SERVICE ENVIRONMENT.
Recommendation
Recommendation
ADOPT a resolution delegating authority to the City Manager to negotiate, finalize, and execute contract documents for the upgrade of the City’s Financial Accounting, Human Resource, and Payroll software and migrate to a software as a service environment.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
A request for proposal (RFP) for Municipal Enterprise Financial System was issued by the City on November 6, 2009. Subsequently, Tyler Technologies Munis Software was selected and an agreement was signed on June 29, 2010 for implementation of a Financial, Human Resource and Payroll software systems. After successful implementation and continued use of the originally approved product, the City wishes to upgrade the Financial Accounting software and migrate to a Software as a Service (SaaS) platform to mitigate any future concerns with supporting application life cycles and systems security.
Upgrading the system to a current version will allow the City to utilize improvements in the system for a more efficient and paperless processes moving forward. Updating Munis regularly will allow the City to utilize improvements to the system and maintain the latest functionality and security. If the migration to SaaS is approved, all future software updates, patches, server storage, backup, software licensing, server security and maintenance will be handled by Tyler Technologies regularly.
Staff recommends authorizing the City Manager to execute a multi-year service agreement to Tyler Technologies for the upgrade, SaaS migration and ongoing associated services for the City’s Munis Software.
Discussion
A request for proposal (RFP) for Municipal Enterprise Financial System was issued by the City on November 6, 2009. Subsequently, Tyler Technologies Munis Software was selected and an agreement was signed on June 29, 2010 for implementation of a Financial, Human Resource and Payroll software systems. After successful implementation and use of the originally approved product, the City wishes to upgrade the Financial Accounting software and migrate to a SaaS environment to mitigate any future concerns with supporting application life cycles and systems security.
Technology, security, and system requirements have evolved since the original implementation. Upgrading the system to a current version will allow the City to utilize the latest improvements in functionality and security in the system, allowing for more efficient and paperless processes moving forward.
Migration to cloud “hosted” application services, also known as SaaS, will allow the Finance and Human Resources Departments to run and manage the software applications without an additional burden on our IT Department. Munis currently resides on City-owned and maintained server infrastructure. This means that City staff is responsible for all server maintenance, software maintenance and updates to Munis. The current complexity of rebuilding and maintaining the infrastructure to manage the current application would require an additional investment in hardware as well as significant time for staff to install, implement, and maintain. If the migration to SaaS is approved, all future maintenance such as, software updates, security patches, server storage, backup, software licensing, server security, and storage services will be handled by Tyler Technologies, and updated on a regular basis. Updating Munis regularly will allow the City to maintain the latest system functionality and security. This transition will also provide for greater “offsite” security of our data and system.
Tyler Technologies has agreed to credit any unused portions of our current Munis Tyler System Management maintenance agreement towards the SaaS implementation. Continued use of the Munis software will provide data integrating, time and cost savings.
Staff has reviewed the functionality, improvements and costs of the upgrade and migration to SaaS and has determined that continued use of Munis Software offers the best value to the City. Staff recommends authorizing the City Manager to negotiate, finalize, and execute an agreement to Tyler Technologies for the upgrade, SaaS migration and ongoing associated services for the City’s Munis Software.
Environmental Review
Not applicable.
Fiscal Impact
The implementation and initial start-up costs associated with the agreement are currently budgeted in the Fiscal Year 2021-22 Operating budget with General Funds (Fund 100) .The ongoing annual contract costs will be funded with General Fund (Fund 100) & budgeted in all applicable future Operating Budgets for City Council approval.
Attachment(s)
Resolution 2021-8961
Prepared by: Lisa Fowler, Finance Director
Submitted by: Lisa Fowler, Finance Director
Reviewed by: Michelle Bender, Deputy City Manager
Approved by: Jack Griffin, City Manager