HomeMy WebLinkAboutFS 2010-09-21 Item 2B - Purchase - EDEN Systems Business Licensing ModuleCity of Tukwila
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Shawn Hunstock, Finance Director
DATE: September 15, 2010
SUBJECT: Approval of EDEN Licensing Module Purchase
ISSUE
BACKGROUND
DISCUSSION
INFORMATIONAL MEMORANDUM
Jim Haggerton, Mayor
Tukwila Municipal Code Section 3.32.040, and Finance Policy and Procedure 03 -12,
require any unbudgeted capital or fixed asset item of $5,000 or more to be approved by
the appropriate Council committee prior to purchase. The Finance department is
proposing the purchase of software that would allow for business license applications
and renewals online, as well as calculation and payment of the Revenue Generating
Regulatory License (RGRL) fee at the same time.
The Administration presented various types of new revenue options to Council at the
April 12, 2010 Committee of the Whole meeting. One of the options presented was the
RGRL. Included with the Council packet for this agenda item was the attached Revenue
Enhancement Proposal and Assessment summary. The summary describes the RGRL
assessment process, calculation of the fee, and the projected cost of program
administration. Program administration costs at the time were estimated to be $75,000
for 2010 and $150,000 for 2011. These expenses include the cost of a software
purchase for the online RGRL and business license application, public education
materials, new forms for in- person payment and payment via mail, staffing for the RGRL
program, etc.
The City Council, at its July 19, 2010 meeting, approved Ordinance 2297 adopting a
Revenue Generating Regulatory License (RGRL) fee to be assessed on every employer
within Tukwila at the rate of $55 per full -time equivalent employee.
The Finance department solicited a quote for software that would allow for online
business license application or renewal, and calculation and payment of the RGRL at
the same time. The attached quote is net of a 10% discount that EDEN gave to the City
based on our participation in the National Joint Powers Alliance purchasing cooperative.
The online application would be accessible from a web site link on the City's main web
3
4
INFORMATIONAL MEMO
Page 2
page, and would be somewhat similar to the online utility payment application that
Finance implemented last year.
The licensing module from EDEN would allow us to accomplish the following:
Implementation of online business license applications or renewals.
Payment of business license fee online.
Calculation and payment of the RGRL fee.
Rental housing licensing, if desired.
Quarterly gambling tax return submission and payment.
Quarterly utility tax return submission and payment.
The new software application would replace a database that was developed some time
ago. The new system will allow anyone with access to EDEN Financial Systems, with a
few exceptions, to query the business license information and run reports or export that
data as necessary for legitimate City business purposes. The new database within
EDEN will be one that can be supported by City IT staff as well as technical support
staff from EDEN.
RECOMMENDATION
The Finance and Safety Committee is being asked to approve the unbudgeted
purchase of the EDEN licensing module, including data conversion and training, for
$29,400. Ongoing software maintenance costs will be $2,520, the funding for which will
be addressed during the 2011 -2012 biennial budget process.
The Finance department will strive to pay for the cost of the software purchase with
non claims budgeted line items within the Finance department. If we are not able to
generate enough savings to pay for the licensing module purchase, a funding request
will be included in the 2010 year -end budget amendment presented to Council in
November or early December.
ATTACHMENTS
Revenue Enhancement Proposal and Assessment (from 4/12/10 Committee of the
Whole Meeting, Item 5J)
Tyler Technologies (EDEN Financial Systems) Sales Quote 20978
C:ltemp\XPg rpwisellnfoMemo_Licensing Modu IeApproval.doc
PROPOSAL:
CITY OF TUKWILA
REVENUE ENHANCEMENT
PROPOSAL AND ASSESSMENT
Enact a Revenue Generating Regulatory License (RGRL) fee, sometimes
known as a head -tax, on businesses operating within the City to accomplish a
$2.5 million increase in revenue in the General Fund.
DESCRIPTION: The RGRL is a supplemental fee, and is charged in addition to the basic
business license fee. Approximately twenty -seven cities in the state impose a
RGRL. State statute allows for a variety of options for implementing the fee,
including per employee, per hour worked, square footage of the business, or
a combination of these or other factors. The statute also allows for a different
fee based on the type of business, so long as every business within a
particular classification is charged the same fee. The City of Seattle last year
repealed their RGRL. The City of Renton imposes a fee of $55 per full time
equivalent employee. The City of Redmond imposes a basic fee of $35 per
employee, plus a surcharge of $55 per employee, for a total fee of $90.
The proposal is to implement a fee of $65 per full time equivalent employee.
The fee would generate approximately $2.5 million in gross additional
revenue each year in the General Fund, based on employee count data from
2009, as originally submitted on business license applications.
SERVICE
IMPACT: Implementation of a RGRL would have impacts to staff in facilitating the
program, including working with businesses and answering questions
regarding completion of forms, formulas, employee eligibility, compliance,
auditing of fee information as submitted by businesses, etc. It is expected that
administration of an RGRL would require the addition of one full -time
equivalent employee, plus typical supply and equipment costs. Additional
marketing materials, publications, forms and postage would be needed as
well. The projected annual cost of program administration is $150,000.
BUDGET 2010 2011+
IMPACT: ANNUAL REVENUE INCREASE $1,150,000 $2,500,000
LESS: COST OF PROGRAM $75,000 $150,000
ADMINISTRATION
ANNUAL NET INCREASE $1,075,000 $2,350,000
c: \temp \gwviewer \revenue enhancement proposal rgrl.docx /sdh
Page 1
303
5
304
6
ALTERNATIVES: The City could chose to not implement a RGRL and make up this difference
either through other revenue enhancements, or additional expenditure
reductions. However, the available options for making up this amount of
revenue are very limited.
c: \temp \gwviewer \revenue enhancement proposal rgrl.docx /sdh Page 2
Sales Quotation For:
Tami Eberle-Harris 105609
City of Tukwila
6200 Southcenter Blvd
Tukwila, WA 98188
1 Software
2 Services
Consulting
Conversion
CS-LICS-CV-D
City of Tukwila
Business License Software
Business License Consulting
Business License Training
Business License Conversion
Quoted By: Came Hughes
Date: 09/03/2010
Quote Expiration: 09/30/2010
Quote Name: Eden Licensing with Web
Quote Number: 20978
Phone: (206) 433-7150
Fax:
Email: tharris@ci.tukwila.wa.us
1.00 $9,000 00 $9,000.00
4 00 $1,200.00 $4,800.00
5 00 $1,200 00 $6,000 00
5.00 $1,200.00 $6,000 00
$900.00
CS-WBLI-SW-C LI Web Extension -"Software 1 00 $5,000.00 $5,000.00 $500.00
Total.
$1,400.00
SO 00
$0.00
S000
gnAux ...ma... awn.
Total Total Total Total
Other Consulting: Training: Conversion
Services: Services:
$0.00 $4,800.00 $6,000.00 $6,000.00
Total Training
Days. 5
$8,100.00
$4,500 00
$4,800 00
$6,000.00
$6,000 00
Total:
$12,600 00
Total:
$4,800.00
Total:
$6,000 00
St@
Total
$6,000.00
Total
Services.
$16,800.00
Total
Consulting
Days. 4
Page 1 of 27
3 Maintenance
CS- LICS -SP -D
CS- W13Ll -SP -C
Summary
Total Software
Total Services
Summary Total
Comments
For existing EDEN Clients, the fees are billed as follows:
Customer Approval:
Print Name:
All primary values quotcd in US Dollars
Business License Support
LI Web Extension Support
Fees
$12,600.00
$16,800.00
$29,400.00
1.00 $1,62000 $1,620.00
$0.00
1.00 $900.00 S900.00 $0.00
Maintenance
$2,520.00
$2,520.00
100% of Application Software License 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's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your
project. The actual amount of services depends on such factors as your level of 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.
Date:
P.O.
Total:
0.0 0
$1,620 00
$900.00
Total:
$2,520.00
Citt of Tukwila Page 2 of 2