Title
Approval of a Resolution Authorizing an Agreement with Can/Am Technologies to Implement Teller Software
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to approve the Resolution authorizing the City Manager to enter into a Service Agreement and Statement of Work between the City of Olympia and Can/Am Technologies to Implement Teller Software in the amount of $419,768.
Report
Issue:
Whether to approve a Resolution authorizing the City Manager to enter into a Service Agreement and Statement of Work between the City of Olympia and Can/Am Technologies to implement Teller software in the amount of $419,768.
Staff Contact:
Danelle MacEwen, Performance Management Specialist, Office of Performance & Innovation, 360.753.8211
Presenter(s):
Danelle MacEwen, Performance Management Specialist
Aaron BeMiller, Finance Director
Background and Analysis:
The City’s current financial management software system was purchased in the 1980’s and does not meet the business needs of the City. This inefficient, outdated technology is difficult to use; lacks reporting functionality for analysis and decision-making; and does not integrate with other software applications. Currently, Human Resources does not have a technology solution and is primarily a paper-based system.
In November 2020, the City contracted with the Government Finance Officers Association (GFOA) to prepare for a new software solution by evaluating and updating business processes based on industry best practices, develop a Request for Proposals for a new technology solution, and facilitate the vendor selection process to ensure the City procures the best solution for the best value. After reviewing responsive proposals, the City elevated a software technology solution (Workday) and consultant team (Collaborative Solutions) to contract negotiations. Can/Am Technologies will provide the Teller software, which is a cashiering software solution. Workday software doesn’t offer this functionality.
The Can/Am agreement is for five years. Can/Am will also provide consulting services during project implementation to ensure the system is configured appropriately to integrate the cashiering software with the City’s other software systems. The total cost of the Can/Am Agreement is $419,768. A breakdown of the costs is outlined in the attachment.
Implementation of the project begins in January 2022 and is estimated to last approximately fourteen months. The goal is to ‘go live’ with the Workday software on January 1, 2023. Staff will present an overview of the project, including a timeline at the City Council meeting.
Neighborhood/Community Interests (if known):
A new finance, human resource and payroll management and information system will enhance the City’s accountability and transparency. A new system will allow staff to track and report information easier and quicker and communicate it in a way that is easy to understand.
Options:
1. Approve the Resolution Authorizing the City Manager to Enter into A Service Agreement and Statement of Work between the City of Olympia and Can/Am Technologies to Implement Teller Software in the amount of $419,768.
2. Amendment and approve the Resolution Authorizing the City Manager to Enter into A Service Agreement and Statement of Work between the City of Olympia and Can/Am Technologies to Implement Teller Software in the amounts outlined in the attachment.
3. Do not approve the Resolution.
Financial Impact:
The total estimated cost to implement a new Financial Management, Human Resource, and Payroll software implementation system is $4,560,000. This includes backfilling City staff positions, consulting fees, first year software subscription fees, training costs, and a project contingency. This agreement is included in the overall project costs. The project has $2,483,500 of funding for implementation. The remaining $2,076,500 will be covered by an interfund loan.
The annual subscription fees will be covered through the operating budget.
Attachments:
Resolution
Agreement
Contract Pricing