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