4.7 SR 03-04-2024
Request for Action
To Item Number
Mayor and City Council 4.7
Agenda Section Meeting Date Prepared by
Consent Agenda March 4, 2024 Lori Stich, Finance Manager
Item Description Reviewed by
Contract with Civic Systems for New Financial Joe Stremcha, Assistant City Administrator
Software
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, authorization to enter into a contract with Civic Systems for new financial software.
Background/Discussion
The City of Elk River has used Tyler Technologies InCode financial software for 15 years for general ledger,
accounts payable, accounts billable and budgeting. The city utilizes other applications, including Excel
Spreadsheets, to track projects and budgeting.
Over the past year, the finance division researched replacement options to simplify and improve operations. After
narrowing choices to Civic Systems and BS&A, staff recommends Civic Systems. Below is a summary of the costs
for each product:
Civic Systems BS&A
Initial Setup/Conversion $88,855 $115,000
Annual Support $23,970 $36,340
Staff feels that Civic Systems will provide the most opportunities to improve our processes, including our ability
to move to a nearly paperless workflow for accounts payable upon implementation. Civic Systems also has
additional applications such as payroll, HRIS, business licensing and community development which we could
consider migrating to when existing contracts expire providing greater integration and potential cost savings.
Neighboring cities of Otsego, Big Lake, and Becker also use this software.
Financial Impact
The purchase was budgeted in the 2024 Capital Outlay Reserve Fund for $200,000. The initial setup/conversion
include employee training and travel costs for implementation staff.
Mission/Policy/Goal
Meet the needs in an ever-changing environment for a sustainable and prosperous community.
Attachments
Civic Systems Estimated Pricing Detail
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: January 2023