Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: STEPHEN HANNAH, DIRECTOR OF FINANCE
D ATE: JULY 23, 2024
SUBJECT: APPROVAL OF TYLER TECHNOLOGIES INC. - EDEN FINANCIAL
SYSTEM SUPPORT SERVICES
EXECUTIVE SUMMARY
The City Council will consider approving the provision of software support services through Tyler Technologies Inc. for the City’s Eden Financial Systems (EDEN) program for three and one-half years with EDEN system support ending in December of 2027.
RECOMMENDATION
That the City Council:
1. Approve a purchase order with Tyler Technologies for the continuance of support services for its EDEN financial system, beginning on July 1, 2024 and ending on December 31, 2027, for an expected total cost of $304,785; and,
2.Authorize the City Manager to sign the Agreement including any non- substantive extensions, change orders, purchase orders, and amendments.
BACKGROUND
The City has been using the EDEN financial system for over 20 years for its budget, financial accounting, payroll, human resources, purchasing and utility billing functions.
The system is a stable and reliable product for the City overall; however, it has been announced that the software is being phased out with product support terminating in December 2027. While the City staff is working to identify a replacement system, maintaining software support is vital to the stability of the City’s system during that time.
AN ALYSIS
EDEN is proprietary software that cannot be outsourced to another vendor for maintenance and support. The support service is on an auto-renewal basis and the City is billed for two 6-month periods annually. Over the three and one-half-year period of the proposed services, it is estimated the cost for these necessary support services will
APPROVED BY
CITY MANAGER
EDEN FINANCIAL SYSTEM SUPPORT SERVICES
JULY 23, 2024
PAGE 2
2 increase by 3% year-over-year based on the City’s experience with EDEN. The City’s annual cost for this service in Fiscal Year 2023-2024 was $81,754. Below is the estimated costs for the next three and one-half years.
Fiscal Year
2024-2025 2025-2026 2026-2027 2027-2028 Totals
$83,795 $86,309 $88,898 $45,783 $304,785
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency & Adaptability
FISCAL IMPACT
Approval of the recommended action will result in a total expenditure amount of $83,795 from General Fund account number 10-4-1380-0700 and Water Fund account number 51-4-3540-0700. The budget for Fiscal Year 2024-2025 was approved with adequate funds available for this purchase. Subsequent year budgets will incorporate the new costs during the budget preparation process.
ATTACHMENTS
Attachment A: EDEN Invoice for the period July 1, 2024 through December 31, 2024.
tyIS,I“
Remittance:
Tyler Technologies, Inc
(FEIN 75-2303920)
P.O. Box 203556
Dallas, TX 75320-3556
Invoice
DateInvoice No
045-468377 06/01 /2024
Page
1 of 2
Questions:
Tyler Technologies- ERP & Schools
Phone: 1-80CF772-2260 Press 2, then 1
Email: [email protected] IIIIIIIIIIIIIIIIIIIIIIIIII
Ship Ta CITY OF DOWNEYBill Ta CITY OF DOWNEY
AnN: ACCOUNTS PAYABLE
11111BROOKSHIRE AVENUE
DOWNEY, CA9024+0000
134 }{iV :1 AH ljnlinn!nJ MassJr
Cust No.-BilITo-ShipTo Ord No
2104655119 - MAIN - MAIN
PO Number Currency
USD
Terms
NET30
Due Date
07/01 /2024
Contract Date Description
Contract No.: DOWNEY, CITY OF
01/Jan/2010 Accounts Receivable Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Cash Register Interface Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Data Dictionaries Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Fixed Assets Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
GLJAP Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Handhelds Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Inventory Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Payroll Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Position Budgeting Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Purchasing Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Requisitions Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Site License Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Utility Billing Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Parcel Manager Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
BMI CollectIT Interface Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Human Resources Support
Cycle: Start: 01/Jul/2024, End: 31/Dec/2024
Tyler Output Processing Support
Cycle: Start: 01/Jul/2024, End: 34/Dec/2024
Units Rate
1 ,569.84
470.95
294.35
3, 208.84
5,886.89
941.90
2,566.65
5, 886.89
612.24
1 , 1 77.39
784.91
6, 868.03
7,113.33
1 ,055.18
460.71
1.225,87
1.773.69
Extended Price
1 ,569.84
470.95
294.35
3.208.84
5,886.89
941.90
2,566.65
5,886.89
612.24
1 , 177.39
784.91
6,868.03
7,113.33
1 ,055.18
460.71
1 ,225.87
1 ,773.69
01 /Jan/201 0 1
1 1
1 1
1 1
1 1
1 1
1 1
1 1
1 01 /Jan/2010
01 /Jan/2010
01 /Jan/201 0
01 /Jan/2010
01 /Jan/201 0
01 /Jan/2010
01 /Jan/2010
01 /Jan/2010
01 /Jan/2010
01 /Jan/2010
01 /Jan/2010
21/Jun/2011
22/Mar/201 7
04/Dec/2017
04/Aug/2020
Attachment A
ty.Ist“Remittance:
Tyler Technologies, Inc
(FEIN 75-2303920)
p.O. Box 203556
Dallas, TX 75320-3556
Invoice
Invoice No
045468377
Date
06/01 /2024
Page
2 of 2
Questions:
Tyler Technologies- ERP & Schools
Phone: 1 -80CF772-2260 Press 2, then 1
Email: [email protected]
Bill Ta CITY OF DOWNEY
AnN: ACCOUNTS PAYABLE
11111BROOKSHIRE AVENUE
DOWNEY, CA9024+0000
Ship Ta CITY OF DOWNEY
Al-rN: ACCOUNTS PAYABLE
11111BROOKSHIRE AVENUE
DOWNEY, CA9024+0000
Cust No.-BilIT@ShipTo
5119 - MAIN - MAIN
Ord No
210465
PO Number Currency
USD
Terms
NET30
Due Date
07/01 /2024
Contract Date Description Units Rate Extended Price
11r IIr
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or
tylerbusinessforms.com to guarantee
100% compliance with your software.
Subtotal
Sales Tax
41 ,897.66
$0.00
Invoice Total 41,897.66