Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is recommended to issue a contract to Tyler Technologies, Inc. in the amount of $5,053,579 for the purchase and implementation of Tyler Munis Enterprise Resource Planning (ERP) financial and human resources software system.
Recommendations:

Council action to approve issuance of a contract.

Background:

In 2014, City Council acknowledged the need to replace the City’s current financial and human resources management systems environments with a new integrated system that could meet the needs of the City’s financial and human resources management processes.  The current J.D. Edwards financial system was purchased in 1997.

 

The primary objective of the project included addressing several challenges in the current environments:

  • Limited querying and reporting functionality in the current environment
  • System navigation that is not intuitive and is cumbersome
  • Replace significant reliance on MS Excel, MS Access, and manual paper-based processes with more efficient, paperless processes
  • Limited automated workflow processes
  • Multiple disparate processes are used to support the human resources, time entry, and payroll processes
  • Limited document management functionality
  • Limited or inadequate functionality in current systems
  • Training on software applications that are not currently provided

 

Through the RFP process, the City contracted with the consulting firm Berry, Dunn, McNeil, & Parker LLC (Berry Dunn) in September 2016, to manage the RFP process for this project.  Berry Dunn met with many City staff from all City departments, over a period of 12 weeks, conducting a number in-depth sessions to learn the history of the financial and human resources processes, and identify, in detail, the needs for the future.  The data mined from these sessions was used to develop a Request for Proposals for the systems software.

 

The Procurement Division issued a Request for Proposals (RFP) on January 25, 2017, for the purchase and implementation of a system that would meet the current and future needs of the City.  A pre-proposal conference was held on February 8, 2017, to discuss the RFP requirements with potential respondents.  The RFP closed on February 23, 2017, with receipt of 10 proposals: Business Information Systems Consulting, Inc., CGI, Cogsdale, Denovo Ventures LLC, Harris ERP Innoprise, NetStandard, OpenPro Inc., SunGard Public Sector Inc., Tandem Conglomerate, and Tyler Technologies, Inc.

 

The proposals were evaluated by the City’s ERP steering/evaluation committee, comprised of City staff from Finance, Tech Services, Public Works, Human Resources, and the City Manager’s Office.  Evaluation criteria in the RFP included 1) ability to meet the City’s functional requirements and integration with City systems, 2) ability to align with the City’s preferred technical specifications, 3) the respondent’s approach and understanding of the scope of work and quality and clarity of written methodology and training, 4) experience in providing the solicited services and outcome of reference checks, and 5) price including software license, services and ongoing maintenance.

 

From the proposals received, the evaluation committee selected the three top-ranking firms to provide demonstrations of their products.  The three firms were CGI, Denovo Ventures LLC, and Tyler Technologies, Inc.

 

Each firm provided a rigorous two-day demonstration before City staff from all City departments involved in the financial and human resources functions of the City. Each person who attended the demonstrations provided their feedback with regard to the over 3,300 functions and questions posed to each respondent.  The response dated was aggregated and provided to the evaluation team.  The high scoring firm was Tyler Technologies, Inc. for the Munis software product.  Staff contacted references to learn more about the operations, maintenance, service, interface, implementation, and other components of the Tyler Munis software, receiving satisfactory responses from each.

 

With the guidance of the project consultant Berry Dunn, the attached contract was negotiated for the purchase and implementation of the Software as a Service (SaaS) Munis software from Tyler Technologies, Inc.  The total price reflects the purchase and implementation of the software, support, annual recurring fees, and maintenance for seven years.  Upon approval of this contract, a four-phased implementation will begin by end of September 2017, with a targeted final completion date of January 2019, for all components.

 

Approval authorizes the Procurement Manager to issue change orders up to a total of ten (10) percent of the original amount, providing appropriations are available.

 

The RFP was published on Public Purchase, the City's e-procurement system and advertised on Twitter.

Approximately 1,700 potential respondents were notified of the RFP; 179 accessed the RFP.



Fiscal Impact:

Amount:      $5,053,579 over a 7-year period
Acct. Nos.:    General Fund 6502.5402;

                      Power and Light Fund Project 70201606;

                      Sewer Fund Project 70301605;

                      Water Fund Project 70401609





Department:          FinanceContact Person:          Brian Watson


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
City Clerk DepartmentApproved
Finance DepartmentApproved
Finance DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
Final Scoring SummaryBackup Material
Management Analyst MemoBackup Material
ContractContract