HomeMy WebLinkAboutFS 2008-09-16 Item 2A - Discussion - Eden Cashiering System with Tyler TechnologiesBACKGROUND
City of Tukwila
6200 Southcenter Boulevard a Tukwila, Washington 98188
MEMORANDUM
To: Mayor Jim Haggerton
From: Robert F. Noland, Interim Finance Directo
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.
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 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
Training and Conversion 5,000
Premier Project Management 0
Estimated Travel Expenses 150
Estimated Tax 2,772
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.
1100 Oakesdale Avenue SW Customer Name: City of Tukwila
Renton, WA 98057 Contact: Linda Grego
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
Total Purchase Price 39,427 Total Annual Fees 6,500
tyler
Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 98067; (800) 328-0310; eden.sales@tylertech.com
***Customer Price Quotation Standard Implementation "r*
Customer Name: City of Tukwila
Concurrent Users: 3
Date: June 15, 2007
'Service
Charges
License Fee r .grar 3t, Data
Support Total Product
Product Description I i',:-. Taxes Total
Eden System, Database, OS Setup
tyler
1.000.00 1,000.00
26.000.00 4,000.00 150.00 30,150.00
5,505.00 5,505.09
31.505.00 II 5.000.00 1 150.00 0 36,655.00
It; 31,505.00 0 5,000.00 2,922.44 Is 39,427.44
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 98067; (800) 328-0310; eden.salesQtylertech.com
Estimated Training Install Conversion Days
Customer Name: City of Tukwila
Concurrent Users: 3
Date: June 15, 2007
Installation, i Other
On Site Training, Off- Data Cony Consulting Total Services
Product Description i Trips site prep days Days Days Days
EI:lartlystams p$ i- r 1 T 7
Cashiering Setup including Verisign 1.0 1.0
Eden integrated Cashtering NO Imaging
gt0)77:-;Ateljr*CY60-70#104#0011teill*:i-i:?!-;.
fttekt0044-Mitgfif-0#6
0/111;r0tiiitfs4:t60:441
Othir'eDEN"Sdivitilt
3idRattliFrodtidtt
Total I] 1.0 H 5.0 H I I 5.0
Although quotes for services are provided here as our best estimate of what it will take to property train your personnel in a 'train the trainee 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 hourly rate.
4.0