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Home My WebLink AboutCOW 2008-09-22 Item 4B - Purchase - Automated Cashiering System with Tyler Technologies for $40,000 (EDEN System) 'WILA, COUNCIL AGENDA SYNOPSIS J Y /-4 :y Initials h Em No. 0" 0 1 Meeting Date 1 Prepared by Mayor's review 1 Council review 1 w 'O o 1 09/22/08 I Co 1 -�'j 1 1,.. 10/06/08 I co 1 rs t I I I 1 ITEM INFORMATION CAS NUMBER: 08-114 'ORIGINAL AGENDA DATE: SEPTEMBER 22, 2008 AGENDA ITIs I TI11.i Acquisition of an automated cashiering system C.\"1v1 Discussion Motion Resolution Ordinance 1 I Bid Award Public Hearing Other Altg Date 9/22/08 Alltg Date 10/6/08 tlltg Date Mtg Date Mfg Date tlltg Date illtg Date 1SPONSOR n Council Mayor Adm Svcs 1 1 DCD Finance I I Fire Le P&R fl Police Pl7 SPONSOR'S There is a need for an automated cash receipts system in the Finance Department to SUMMARY modernize the cash handling and posting process and to provide for the acceptance of credit /debit card payments. The Council is being asked to approve the expenditure of $40,000 to purchase a cash receipting system. RI.1"IEW`G'I..D BY COW Mtg. CA&P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DAI'E: 9/16/08 RECOMMENDATIONS: SPONSOR /ADMIN. Approve acquisition of the system COMMITTEE Unanimous approval; forward to Committee of the Whole COST IMPACT FUND SOURCE EIPI?NDPI u1w REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $40,000 Fund Source: FINANCE DEPARTMENT BUDGET Comments: I MTG. DATE I RECORD OF COUNCIL ACTION 9/22/08 1 MTG. DATE I ATTACHMENTS 9/22/08 1 Informational memorandum dated 9/17/08 Informational memorandum dated 9/3/08 1 1 Minutes from the Finance and Safety Committee meeting of 9/16/08 I I j City of Tukwila 1 15,19Nr* i o 6200 Southcenter Boulevard A Tukwila, Washington 98188 MEMORANDUM To: Mayor Jim Haggerton and Members of the City Council, Through Rhonda Berry, City Administrator From: Robert F. Noland, Interim Finance Directory Date: September 17, 2008 Subject: Automated Cashiering System ISSUE Addressing the need for an automated cash receipts system in Finance in order to modernize the cash .handling and posting process and provide for acceptance of credit and debit card payments. BACKGROUND The attached report and recommendation was presented to the Finance and Safety Committee at its meeting of September 16 The direction of the Committee was to move the proposal forward to the COW with a recommendation to approve a re- allocation of appropriations in the Finance Department budget in the approximate amount of $40,000 for the purpose of acquiring cash receipting software. The Committee further directed Staff to analyze alternative cash receipting software solutions as desired, and not be limited to just the Eden cashiering module. RECOMMENDATION Council motion to approve reallocation of appropriations in the Finance Budget in the amount of $40,000 for the purchase of cash receipting system, including licenses, installation, and training. cc: Mary Miotke, Information Technology Director Attachment: Report to Finance and Safety Committee. RFN ri 2' at of Tukwila i 0 6200 Southcenter Boulevard A Tukwila, Washington 98188 1 �i��.i 1908 MEMORANDUM To: Mayor Jim Haggerton n From: Robert F. Noland, Interim Finance Director Date: September 3, 2008 Subject: Eden Cashiering System ISSUE Proposal from Eden Systems for implementation of their cashiering module at the various pay stations throughout the City. BACKGROUND The City has used the Eden financial software systems literally for decades. Therefore, I was very surprised to discover that we do not have an automated cash receipting process. There are many areas in which we can improve upon our use of technology, most of which can wait for the permanent Finance Director to act upon. However, I wanted to specifically bring this deficiency to your attention. Not only is it very archaic for a city our size to still be handling cash receipts by hand, but it is also potentially a serious internal control issue. In discussing the posting process with the Finance Staff, I was advised that we are a full month behind on daily posting of cash receipts. This is a daily routine that should be accomplished the very next day. In addition, because of a lack of a cash receipts module, we do not have an automatic posting of water and sewer payments to the general ledger. This results in a great deal of unnecessary hand accounting. Finally, we are also unable to provide our citizens with the ability to pay for services by credit card. We are very remiss in this area even the smallest of cities are making payment by credit card available to their customers. Eden Cashiering System Page 2 ACTION TAKEN Research was conducted to determine the number of pay stations throughout the City. They include: Finance and City Clerk; Community Development /Public Works; Municipal Court; Foster Golf Course; Community Center /Parks and Recreation, and the main Fire Station. A proposal was then obtained from Eden to provide the cashiering function at the various City pay locations. PROPOSAL SUMMARY The license fees are per station, meaning that the costs increase with the number of stations. The costs are as follows: 1" Station $12,000 2 "d Station $8,000 3' (or more) Station $6,000 /ea. In addition are costs for training and conversion, taxes, and hardware costs. Considering the enormity of providing for automated cashiering throughout the City operations, it was suggested that we start with three stations: Finance /City Clerk, DCD /Public Works, and the main Fire Station. RECOMMENDATION Council to accept proposal from Tyler Technologies (Eden Systems) to provide licenses, installation, and training for three cash receipting stations in City Hall. The total cost is $39,427.44. Funding can be provided from under- expenditures in the Finance Department budget, and from partial assessment of the cost to the City enterprise operations Water, Sewer, and Surface Water Utilities). cc: Rhonda Berry, City Administrator Attachment: Proposal from Tyler Technologies Financial and Administrative Information Systems Proposal Prepared for City of Tukwila Linda Grage Fiscal Coordinator 6200 Southcenter Blvd. Tukwila, WA 98188 Phone: 206 4331836 FAX: 206 4331833 lgrage@ci.tukwila.wa.us Prepared By: Tyler Technologies I EDEN Division Carrie Hughes eden.sales@tylertech.com Phone: 800 328 -0310 June 15, 2007 tyler tyler 1100 Rento ale Avenue SW Customer Name: City of Tukwila Renton, WA 98057 Contact: Linda Grage eden.sales@tylertech.com Date: June 15, 2007 800- 328 -0310 Salesperson: Carrie Hughes Summary Investment Summary Investment Annual Maintenance Fees License Fees 31,505 Software Maintenance 6,500 Training and Conversion 5,000 Premier Project Management 0 Estimated Travel Expenses 150 Estimated Tax 2,772 Total Purchase Price 39,427 Total Annual Fees 6,500 For existing EDEN Clients, the fees are billed as follows: 100% of Application Software Licence Fees upon delivery of the software 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 1 Third Party Product Maintenance 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 is subject to existing Contract. Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 88057; (800) 328 -0310; eden.sales @tylertech.com tNyfler Customer Price Quotation Standard Implementation*** Customer Name: City of Tukwila concurrent Users: 3 Date: June 15, 2007 csuma�eu Service Charges License F ee (Framing Estimated Supporf TofatProduct Con1r tf,l?rof Expenees8 Product Descnp_ttolt B fees '410111.0!: _Taxes Total Edein= Systeiir, l3 401 0se, .S' etuP Cashiering Setup including Verisign 5 1,000.00 1,000.00 EDEN` iif)alctatApfilisatro ts` EDEN ashiinng ,3 Eden Integrated Cashiering NO Imaging S 26,000.00 26,000.00 J S 4,00 0.N 150.00 30,150.00 Cashiering Hardware 5,505.00 5,505.00 EDEjj. Perspgne Apphcahons 0E441.00ir eCV f P,phca Qtbei Frndadts eryi ,ce Otfret _PEA bra Po YPLoduc GBA faster Series SubTotal 4 $26,000.04 31.505.00 b 6 5.000.00 1 5 150.00 II 36,655.00 Applicable Taxes =9 5 2,772.44 II 5 2,772.44 Grand Total 1-!= F:; 5 31,505.00 tl 5,000.00 0 2,922.44 II 39,427.44 Eden Standard Support -All Products Third Party Direct Support S Crystal Software Software Assurance Disaster Recovery Services (DRS) S l Escrow Service for Source Co de S Support Plus OS/DBA (Ops System and DataBase Support) All prices except for those marked as 'Estimated' are good for 120 days from the above date. °Estimated' quotes are subject to immediate change without notice. Tyler offers software support on items under the 'Eden' categories. Software support begins upon onset of training of the software module. Support and maintenance on all other items is offered directly by the supplier or manufacturer. All client computers must meet the minimum client hardware and software requirements defined by Tyler. Sales taxes will be charged to Washington customers. Estimated costs of Travel and Expenses includes estimated charges for travel to and from the customer site. Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 58057; (800) 328 -0310; eden.sates@tylertech.com Estimated Training Install Conversion Days tyler Customer Name: City of Tukwila Concurrent Users: 3 Date: June 15, 2007 I Installation, Other On Site Training, Off- Data Conv Consulting Total Services Product Description Trips j site prep days I Days Days Days EdemSystenis �ysfegr Datebas�i S.Setup Cashiering Setup including Verisign 1.0 1.0 Ertehysterrfsnaacllppllcabons Eden Integrated Cashiering NO Imaging 1.0 4. 0 4.0 Eders_Syrs[ ems PersoiineClpplfca6ona Eden systems Cffizer fie( +ice App atfons Oche Proc rids 8 Set vices Other-EDEW ervices 3rdPattsr Pfoducfs Total to i 5.0 II I I 5.01 Although quotes for services are provided here as our best estimate of what it will take to properly train your personnel in a 'train the trainer' setting, such quotations are not a guarantee that quoted services will match the skill and requirements of your staff and that additional services might not be needed. For all services quoted here Tyler will deliver the number of days for the dollars quoted. All additional services beyond those shown in this quotation must first be authorized by the customer and will be provided by Eden Systems at its then going hourty rate. 4 :Z City o f Tukwila is 1� �!i i. s y Finance Safety Committee rsoa FINANCE AND SAFETY COMMITTEE Meeting Minutes September 16, 2008 5:00 p.m. PRESENT Councilmembers: Dennis Robertson, Chair; Joe Duffle (filling in for Pam Linder) and Kathy Hougardy Staff: Bob Noland, Nick Olivas, Dave Haynes, Mary Miotke and Kimberly Matej CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:10 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Cashiering System Proposal Staff is seeking full Council approval to redistribute funds in the Finance Department in order to purchase an automated cash receipting function for the City. Some of the advantages of an automated cash receipting process include: Next day posting of cash receipts. Automatic posting of water and sewer payments to the general ledger. Ability for customers to pay for services via credit/debit card. The total cost associated with purchasing this processing function is estimated at $40,000. This funding amount would provide an initial automated cashiering function at three specified City pay locations (Finance /City Clerk, DCD/Public Works and Fire Station No. 51). There is no budget impact or budget adjustment that would need to be made in order to purchase this function, as funding would be provided from current under expenditures within the Finance Department budget. Initially, Eden Systems (also known as Tyler Technologies) was the only vendor being considered for this purchase, as the City's current financial software system is provided by Eden. Additionally, it is often advantageous to minimize the variety and software of vendors in relation to systems and processes for financial processing and accounting. However, based on past research, the IT Department would like to secure an updated proposal/quote from an alternate cash receipting system provider prior to making the fmal decision on a vendor. After receiving an updated proposal, Mary Miotke will meet with Interim Finance Director Bob Noland and new Finance Director Shawn Hunstock to discuss and identify the best vendor choice for the City. In consideration of time, the desire to implement an automated system by year's end and vendor choice ultimately being a staff decision, the Committee recommends moving this item forward to COW for discussion. If staff is not able to identity a vendor by the October 7 Finance and Safety meeting, this item will return for further discussion at the Committee level; otherwise, if a vendor is indentified, the item will not return to Committee. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 22 COW FOR DISCUSSION. B. Sales Tax Report Bob Noland discussed the Sales Tax Report actual receipts received through June 2008. May receipts proved a rebound in actual verses estimated revenue and receipts; however, June receipts dropped again and came in below budget for the month. Regardless of the uncertainty and sometimes volatility of