TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY STARKEY, FINANCE DIRECTOR
DATE: NOVEMBER 26, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EDEN INFORUM GOLD SUPPORT AGREEMENT TO EXTEND THE TERM AND INCREASE COMPENSATION (FUNDING SOURCE: TECHNOLOGY FUND)
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SUMMARY
The Financial Services Department has used the Eden lnforum Gold financial system since 2003. The system is a product of Tyler Technologies, Inc., which provides annual support to the City. The annual support cost is included in the Technology Division's annual operating budget and is due on January 1, 2025. Since the cost of the support agreement exceeds the City Manager’s $50,000 purchasing authority, City Council approval is required.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute an amendment to the agreement with Tyler Technologies, Inc. for maintenance services and support of the Eden Inforum Gold Financial system, extending the term from January 1, 2025 to December 31, 2025 in the amount of $67,678.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The funding for Tyler Technologies' annual support agreement is included in the Technology Division's annual operating budget. The cost for 2024-25 is $67,678, which reflects a 3 percent increase over 2023-24.
This agreement is a sole source proprietary software agreement that does not require bidding and complies will City and State purchasing guidelines.
The staff cost to prepare this report and administer this contract is estimated at $175 and is included in the operating budget of the Financial Services Department.
ANALYSIS
Eden lnforum Gold is a financial software suite that includes the following modules currently used by the City of Claremont:
• Accounts Payable - this module is used for the processing of payments to vendors through the issuance of warrants every two weeks. In addition to payment processing, this module also allows for the issuance of annual 1099 forms to applicable vendors.
• Accounts Receivable - this module is used to invoice residents, businesses, contractors, and outside agencies for services provided by the City of Claremont.
• Budget Preparation - this module allows for the development of the City's operating and capital improvement budget and enables staff to track changes in proposed budgets and prepare budget reports during the development process.
• Fixed Assets - this module is used to record the acquisition, disposal, and depreciation of assets owned by the City.
• General Ledger - this module summarizes activity in the other lnforum Gold modules and maintains revenue, expenditure, and balance sheet information for all of the City's funds, and provides the ability to generate a variety of specific financial reports.
• Human Resources - this module allows for the addition of employees to the financial system in order to track employee demographic and benefit information. The HR module integrates with the Payroll module to provide the necessary information to ensure accurate processing of payroll.
• Payroll - this module is used for the processing of biweekly payroll for current City employees, and includes the functionality to process annual W-2 forms, as well as a variety of other payroll reports.
• Purchasing - this module allows for the entry and approval of purchase orders for goods and services procured by each of the City's departments.
• Utility Billing - this module is used to bill residents and businesses in the City for refuse, sewer, and street sweeping services provided by the Community Services Department.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: General Plan and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jeremy Starkey
Finance Director