Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve one-year renewal of contract with Tyler Technologies for ongoing service and maintenance costs for the City's financial and human resource enterprise software, Munis, with an estimated expenditure amount of $321,089
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
In August 2024, City Council approved contract ITS/240931 for the maintenance renewal of the Tyler Munis financial and human resources enterprise software, additional training, modifications, and professional services to support the software. The Tyler Munis financial solution is a completely integrated enterprise resource planning (ERP) system that manages all core functions, including financials, human resources, citizen services, and revenues.
Benefits of using Tyler Technologies Munis:
• Centralized employee database for efficient HR administration
• Automated payroll processing and benefits management
• Comprehensive general ledger for clear financial visibility
• Streamlined accounts payable, purchasing, and grant management processes
• Budgeting and planning tools for effective financial control and monitoring
In May 2022, utilization of the Munis software was expanded into warehouse management and barcoding to address the need for automation and modernization of its fixed asset inventory and reconciliation processes.
The City is required to pay yearly software maintenance for the continued use of the software. In addition to the attached invoice of $256,843.54, staff estimates an additional $64,245 will be required to cover future expenditures such as new modifications, training, and assistance during the year, as well as the creation of the year-end Annual Comprehensive Financial Report, W-2s, and 1099s, and other year-end processing.
FINDINGS AND CONCLUSIONS:
The Munis ERP software was implemented in 2018 and provides streamlined financial and human resources processes and reporting. The City has received excellent support services from Tyler Technologies, and staff requests renewal for continued use of the system by all City departments.
FISCAL IMPACT:
Funds for the annual renewal of $256,843.54 are budgeted/encumbered in account #001-035-530-516-51-52050 as listed below and will be paid under Contract No. 250857.
• Fiscal Year 2024-25 $1,407.36
• Fiscal Year 2025-26 $255,436.18
Funds for additional training, modification, and professional services of $64,245 are budgeted in account #001-035-530-516-68-68010 and will be paid under Contract No. 230675.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The underlying agreement was reviewed and approved for form and legality by former City Attorney Patrick G. Gilligan.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny