5.5. SR 01-07-2008.^~/
Elk REQUEST FOR ACTION
._,..-.
River
To Item Number
Ci Council 5.5.
Agenda Section Meeting Date Prepared by
Administration anua 7, 2008 Tim Simon, Finance Director
Item Description Reviewed by
Authorization to Enter Into a Contract With Tyler Technologies Lori ohnson, Ci Administrator
for New Financial Software Reviewed by
Action Requested
Upon review by the City Attorney, authorization to enter into a contract with Tyler Technologies for new
financial software.
Background/Discussion
The City of Elk River currently uses Tyler Technologies Fund Balance software, which is a division of
Tyler Technologies for financial & payroll software. The City has used Fund Balance software for over 10
years. The finance department has been researching for a number of years the best alternatives for a
financial system upgrade. The consensus among the finance department was to upgrade to Incode
financial software, a division within Tyler Technologies. Incode is viewed as software for medium size
cities and Fund Balance is viewed as smaller cities software. The department feels that upgrading to
Incode will provide the best alternative to the growing demands for financial solutions. The finance
department reviewed switching to a new software company, but the costs far exceeded the benefits in
comparison to switching to Incode. The transition and data conversion will be minimal since Tyler
Technologies supports both the Fund Balance and Incode financial software. Currently it is anticipated
that implementation would not take place until July or August 2008. Currently over 50 Minnesota cities,
such as Hopkins, Hastings, and Cottage Grove use Incode software.
The new software will include core financials, payroll applications, accounts receivable, cash collections,
project accounting, document imaging, special assessments and many other financial applications. Over
the long-term, other city departments will be able to add additional applications as needed.
I confirmed with the City's auditors that this purchase falls within the services section of the legal
compliance guide, which means that the software would not have to be competitively bid as being greater
than $50,000.
Financial Impact
The purchase has been budgeted in the 2008 capital outlay reserve fund in the amount of $70,000.
$40,000 was designated in the capital outlay reserve fund a few years ago in anticipation of a financial
system upgrade. The City is receiving a 20 percent discount since we use Tyler Technologies currently.
The estimated cost including training is $69,879, we are working with the vendor to review all the
estimate hours for implementation, which if reduced would reduce the overall cost.
S:\Council\Tun\Financial Software.doc
Attachments
• Forbes article on Tyler Technologies
• Estimated pricing detail
• Checklist fox Incode software
Action Motion by Second by Vote
Follow Up
S:\Council\Tim\Pinancial Software.doc
Forbes Top 100 Trustworthy Companies
INCODE HEADLINES
~.~ Tyler Technologies Named to Forbes.com List of Most
Trustworthy U.S. Companies
~~ _~ DALLAS, April 10, 2007-Tyler
~ Technologies, Inc. (NYSE: TYL) has
been recognized as one of the Top 100
~ ~• Most Trustworthy U.S. Companies
according to a recent Forbes.com list. Based on a ranking compiled by
Audit Integrity, an independent firm specializing in research on
corporate governance best practices, the nomination identifies
companies that "showed the highest degree of accounting
transparency and fair dealing to stake-holders during 2006." Tyler,
which is a leading provider of public sector software solutions in the
United States, ranked among the top 25 companies honored.
About Tyler
Based in Dallas, Tyler Technologies is a leading provider of end-to-end
information management solutions and services for local governments.
Tyler partners with clients to make local government more accessible
to the public, more responsive to needs of citizens, and more efficient.
Tyler's client base includes more than 6,000 local government offices
throughout all 50 states, Canada, Puerto Rico and the United Kingdom.
Forbes Magazine named Tyler one of the "200 Best Small Companies"
in America in 2004. More information about Tyler Technologies can be
found at www.tylertech.com.
tvlPr r ~: s-i" ;
Page 1 of 2
http://www.incode-inc.com/dnn/Default.aspx?tabid=459 04/20/2007
Customer Name: City of EIk River
Contact: Tim Simon
- - - Date: January 3, 2008
Salesman: John Smith
Software Licenses and Professional Services
Application Software
QTY License Fee Discount % Total
License
Fees
Conversion
Estimated
Hours
Estimated
Services
Total Cost
Annual
Maintenance
INCODE Financial Applications
1
15
055
20%
044
12
3,460
40
4,600
20,304
3,011
Core Financials
(Generel Ledger, Budget Prep, Bank Recon, Journal Entry Import, Expor ,
,
ter, Accounts Payable, Report Writer VieNer) 840 120
Monarch File Transfer Utility Software 1 600 800 2 240
750
GASB MSDE Module with Adjustments and Reporti 1 NC 100%
- 21 Combining Statements for CAFR
(This product is already in place)
800
1
480
1
2
240
3,320
400
Fixed Assets 1 2,000 20% , , 8 960 3,760 700
Project Accounting 1
1 3,500
7 500 20%
20% 2,800
000
6 4,880 32 3,640 14,720 1,500
Payroll/Personnel ,
INCODE Customer Relationship Management Ap plications
Cash Collections 1 3,500 20% 2,800 4 480
960 3,280
760
3 700
700
Miscellaneous Accounts Receivable 1 3,500 20% 2,800 8
16 1
920 ,
040
7 800
Spacial Assessments 1 4,000 20% 3,200 1,920 , ,
INCODE Printing and Reporting Solutions
4
480
3,680
800
Report Writer 1 4,000 20% 3,200
(One Designer, subscription to reports online) q00 100
Additional Designer 1 500 20% 400
NIA
N/A
800
200
Forms Overlay 1 1,000 20% 800
(4 Overlays for Financials, 4 Overlays for Court, 5 O verlays for CRM, 7 Loc
800
200
Secure Signatures (includes 2 signatures) 1 1,000 20% 800 N/A N/A
INCODE Professional Services
1,500
1,500
Project Management 1
System Software
20
435
5
5,435
N/A
5,435
1,359
System Software 1 ,
240 240 N/A 240 60
AccuODBC # users (L)
INCODE Subtotal 46,155 37,044 11,740 116 13,920 62,704 9,981
1,500 1,500
Project Management 675
5 1,419
INCODE System Software: 5,875 5,675 ,
Total 51,830 42,719 11,740 116 15,420 69,879 11,400
Accu4GL 20
Prepared By
Tyler Technologies
800.646.2633 zoo~o730
tyler
When purchasing a new computer system you are joining into a long term
partnership with a company who will be responsible for meeting your needs for
years to come. What company can best facilitate those needs and guarantee the
type of support and continued enhancements that you can rely on? Take the
time to compare companies and products. Generally, you get what you pay for.
Use this following check list to see how your current, or other potential software
vendors measure up against INCODE Products. Each item listed is a general part
of the Tyler Technology, Inc., INCODE products offering.
General Items
INCODE Current
S ecializes in local overnments the size of Elk River
Have 50 inte rated modules to choose from
Customer tailored financial statements
Em to s several CPA's for financial ex ertise
Support calls are answered by a live body on the initial call and
resolved over 70% of the time on that 1~ call ~/
Over 60 em to ees in research and develo ment
Will convert all data includin histo
Com lete context sensitive on-screen hel that is menu driven
Installed in more than 1400 cities in 30 states
Meets all State re uired re ortin
User defined tem lates for easier/ uicker data ent
Has a customer retention rate of over 99%
On-site trainin and online Student Center
On-going training through user forums and regional user
rou sand on oin webinars. ~/
On-going development with new releases annually at no
Char e ~/
Toll Free hone su ort 7AM to 7PM CDT
Gra hical re resentation of bud et line item anal sis
Live u date to maintain the latest version of the software
Create and maintain our forms letters and documents
Interface to Microsoft Word & Excel
Interface to Ima in /Ma in w/ Mobile Interface as well
Active X Interactive In ui Grids
Public Safe and Munici al Court Solutions Available
Buildin Permits Business Licenses and Work Order Solutions
1 Contact and Pro a database for all a lications