Finance Committee Agenda and Packet 2009 09 14

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COUNCIL COMMUNICATION TO: MAYOR AND CITY COUNCIL FROM: MALCOLM FLEMING, CITY MANAGER DATE: SEPTEMBER 14, 2009 SUBJECT: RECOMMENDATION OF FINANCIAL MANAGEMENT SYSTEM ORIGINATING DEPARTMENT: FINANCE SUMMARY: Attached is a memorandum, dated August 12, 2009, issued to the City Manager. The majority of the document contains a review of the procurement process for a Financial Management System. The last page contains the final recommendation of the review team. In summary, the review team, comprised of Chris Browning, IT Manager, Lance Hillis, Accounting Manager, Penney Bolte, Tax Manager, and Kevin Watson, Finance Director, recommended the purchase of software from American Data Group. This recommendation was based on the review of the initial proposals, assessments from the on -site software demonstrations, and review of the best and -final offers. The main reasons for the recommendation are as follows: American Data Group is, by far, the least expensive option roughly one -half the cost of the Tyler solution and nearly one quarter the cost of the New World solution. In the current financial environment, the review team felt it difficult to justify spending any more than is absolutely necessary. American Data Group gave a surprisingly good on -site demonstration. The City may not have been using American Data Group software to its fullest potential. American Data Group is the quickest and easiest to implement. The City is currently using the fixed assets module, municipal court module, sales tax module, and the payroll module. In addition, American Data Group has experience with converting from an Innoprise database. Although American Data Group does not have some of the functionalities offered by New World Systems Corporation or Tyler Technologies, it appears to offer an acceptable solution at a very reasonable cost. The five -year total cost for the American Data Group solution is approximately $180,000, or $36,000 per year. ms SUBJECT Recommendation of Financial AGENDA ITEM Management System c