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Home My WebLink AboutFS 2008-11-18 Item 2C - License - EDEN System Site License Proposal City ofTukwila lirn Haggerton, Mayor Shmvn Hunstock, Director Finance Department From: Mayor Haggerton Finance & Safety Committee Shawn Hunstock, Finance Director JA\ To: Date: November 12,2008 Subject: EDEN Site License ISSUE The EDEN Financial Systems application, used for purchasing, accounts payable, payroll, travel claim and petty cash reimbursements, and financial reporting, is currently limited to a small number of users throughout the city. Some departments do not have a single user of EDEN, and a few departments have just one or two users. The purchase of a site license for EDEN will give us the ability to have an unlimited number of users. BACKGROUND Departments currently rely on the Finance department to distribute, or post on the intranet, information related to year-to-date expenditures. There can at times be delays in getting this information out to departments depending on the workload within the Finance department. This information is also at a very high level and is helpful for monitoring the overall status of a budget, but not for answering specific questions, such as determining \vhat exactly was charged to a specific budget number. The purchase of a site license for EDEN will provide the city with the following benefits: . Departments will be able to access financial information at any point in time and will be able to drill-down to specific documents, vendors and journal entries. This will improve the timeliness and relevance of information directors and managers need to administer their budgets . The Finance department will be able to implement a requisitioning process for city purchases. This will give departments the ability to enter Purchase Orders at- will, rather than waiting for Finance to enter them. . The above requisitioning process will also give the city the ability to route Purchase Orders electronically rather than manually for approval. Currently, Requests for PO's are printed in hardcopy form and routed through managers and departments for approval. Electronic approval routing, utilizing existing purchasing authority limits, will allow for timely processing of PO's, will save the cost needed for staff time in routing hardcopy documents to different people, as well as save the cost needed for printing these documents. Finance & Safety Committee - EDEN Site License Page 2 · As other modules of EDEN are implemented, such as Cashiering and Human Resources having a site license will give us the ability to add additional users of the system with no incremental costs for individual user licenses. This will also save on licensing costs when online timesheets are eventually implemented. Finally, EDEN is offering a discount of $7,300 on the cost of the site license if we purchase it before year-end. EDEN is offering the discount in light of our previous commitment to EDEN products and our planned purchase of other modules, such as Cashiering and HR. RECOMMENDATION Staff recommendation is to approve reallocation of appropriations in the Finance and Depmtment 20 budgets in the amount of $32,700 for the purchase of an EDEN site license. cc: Rhonda Berry, City Administrator Mary Miotke, Informatiop Technology Director Attachment: Email and Quote from EDEN. Shawn Hunstock Fwd: RE: Site License Quote From: Shawn Hunstock Subject: Fwd: RE: Site License Quote "Hughes, Carrie" <Carrie.Hughes @tylertech.com> 11/04/2008 5:19 PM Hi Shawn We haven't done the site license promotion this year, but given our history, we do want to do something. Attached is a quote for the site license with a 25% discount if the PO is received prior to the end of year We hope you are as excited as we are to offer this. If you have any questions or would like to discuss. please give me a call. Sorry it s taken me so long to get back you: i User Conference y g ba k to y� a_m busy with �o .f. once folIow-up I will be in all day tomorrow. Thanks. Carrie Hughes 25 f www.tvlertech.com Page 1 of 1 about:blank 11/12/2008 Financial and Administrative Information Systems Proposal City of Tukwila Shawn Hunstock Phone: 206 433 1835 FAX: 206 433 1833 shunstock@ci.tukwila.wa.us Prepared By: Tyler Technologies I EDEN Division Carrie Hughes carrie.hughes@tylertech. corn Phone: 800-328-0310 November 4, 2008 License Fees Training and Conversion Premier Project Management Estimated Travel Expenses Estimated Tax 1100 Oakesdale Avenue SW Customer Name: City of Tukwila Renton, WA 98057 Contact: Shawn Hunstock canie.hughes @tylertech.com Date: November 4, 2008 800 328 -0310 Salesperson: Carrie Hughes Summary Investment 30,000 0 0 0 2,700 Total Purchase Price 32,700 For existing EDEN Clients, the fees are billed as follows: 100% of Application Software License Fees upon delivery of the software products 1 00 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. TAXES For Washington agencies, the fees set forth in the Investment Summary include estimates for sales taxes. Actual taxes vary by locale and may be more or less than the amount estimated. All applicable taxes (including, without limitation, sales, use, or excise tax) shall be paid by Tyler to the proper authorities and shall be reimbursed by Client to Tyler. In the event Client possesses a valid direct -pay permit, Client shall forward such permit to Tyler on the Effective Date of this Agreement. In such event, Software Maintenance 8,000 Total Annual Fees 8,000 Product Description Other Products Services EDEN Site License SubTotai 5 40.000.00 I 25 %I S 30.000.00 I S I$ I$ 30,000.00 I N 540.000.0011 11$ 30,000.0011 S 11 11 30,000.00 11 11S 2,700.0011$ 2,700.00 q b It s 30.000.00 11 11$ 2700.0011 S 32 700.00 Eden Standard Support All Products 11 5 8,000.00 tr Third Party Direct Support 1 Crystal Software Assurance 5 I Disaster Recovery Services (DRS) 5 I Escrow Service for Source Code 5 Support Plus p OSIDBA (Ops System and DataBase Support) 5 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 estimated above will be charged to Washington customers per the purchasing agreement Estimated costs of Travel and Expenses includes estimated charges for travel to and from the customer site. Applicable Taxes Grand Total Tyler Technologies; 1100 Oakesdate Ave SW; Renton, WA 98057; (800) 328 -0310; eden.sales@tylertech.com Customer Price Quotation Standard implementation Customer Name: City of Tukwila Concurrent Users: Site License Date: November 4, 2008 csornareu Service Charges License Fee (Training, Data Estimated Support Discount Total Product Conv, Proj Expenses Basis Percent Fees Mgmt) Taxes Total