|
Item 1.B.
|
| City Council Regular | |
| Date: | 03/27/2023 |
| Title: | Contract with Tyler Technologies, Inc. Agreement for Tax-Wise |
| Presented by: | Andy Zoeller, Finance Director |
| Department: | Finance |
| Presentation: | No |
| Legal Review | Yes |
RECOMMENDATION
Staff recommends approval of the software agreement with Tyler Technologies for the TaxWise software in the amount of $115,590 for the first year and $15,885 per year thereafter.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
This software procurement has been vetted and is being purchased through a Sourcewell Cooperative Purchasing contract. Sourcewell is a new tool to the City for use in procurement. Historically, it has been advantageous for the City to use state contracts to procure items, without further competition. The City's Purchasing Procedures were updated in 2022 to allow the use of cooperative agreements beyond just the state contracts. In each instance, Staff evaluates the procurement options to determine which is the most beneficial for the City.
The City of Billings is currently using a tax and assessment software that has been in place since 2004. The City of Billings no longer has software support, and the software resides on an AS400 server that is past replacement. The City has been working to move off of this server for all applications. For years, we have been working with our current accounting software to develop a custom tax and assessment module, but it does not appear to be moving forward at a pace that will work for the City.
The Finance department is requesting approval to procure an existing software from Tyler Technologies, the same system that Yellowstone County uses. The City and County are frequently sharing tax and assessment files between each organization to ensure accurate records. Having a system that communicates well between these organizations will be a positive.
The City of Billings is currently using a tax and assessment software that has been in place since 2004. The City of Billings no longer has software support, and the software resides on an AS400 server that is past replacement. The City has been working to move off of this server for all applications. For years, we have been working with our current accounting software to develop a custom tax and assessment module, but it does not appear to be moving forward at a pace that will work for the City.
The Finance department is requesting approval to procure an existing software from Tyler Technologies, the same system that Yellowstone County uses. The City and County are frequently sharing tax and assessment files between each organization to ensure accurate records. Having a system that communicates well between these organizations will be a positive.
ALTERNATIVES
City Council may:
- Approve the software agreement with Tyler Technologies for the TaxWise software in the amount of $115,590 for the first year and $15,885 per year thereafter; or,
- Not Approve the software agreement, and provide further guidance to staff.
FISCAL EFFECTS
The term of the contract is one year from contract execution. The contract may be extended for additional one year terms by receipt and payment of an invoice, unless terminated by either party at least thirty days prior to the end of the then-current term.
The estimated amount is $115,590 for the first year and $15,885/year thereafter. The Finance Department has $125,000 budgeted for this purchase.
The estimated amount is $115,590 for the first year and $15,885/year thereafter. The Finance Department has $125,000 budgeted for this purchase.
SUMMARY
Staff recommends approval of the software agreement with Tyler Technologies for the Tax-Wise software in the amount of $115,590 for the first year and $15,885 per year thereafter.