CC 02-04-2025 Item No. 5. Enterprise Resource Planning (ERP) Replacement_Supplemental Report 21
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 2
Meeting: February 4, 2025
Agenda Item #5
Subject
Tyler New World Enterprise Resource Planning (ERP) replacement
Recommended Action
A Adopt Resolution No. 2025-XXX approving Budget Modification No. 2425-380 increasing
appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100-32-
308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement.
Background:
Q1: The answer to Q3 states:
"The exact cost of the ERP will not be determined until the RFP process is completed and
a vendor is selected. Currently, we are using cost estimates from the Plante Moran needs
assessment, specifically the Tier 2 High Scenario, which estimates the one-time costs to be
$3,744,526. This includes:
• Vendor implementation costs
• Implementation project management costs
• Project contingency
• Salaries for two full-time employees for 18 months After the system goes live, the
ongoing annual costs are estimated at $667,058."
The current budget request only covers the initial one-time cost of $3,75M.
The cost of $3.75M seems to be very high for a software system. Could you please further
break down the cost? What components are included in the Tier 2 ERP system to justify
the cost of $3.75M for one-time cost? (Chao)
See page 26 of the Needs Assessment - ERP Gap Analysis and Action Plan Report
2
Q2: Follow-up-Q2: From the answers, It seems "Tier 2" and "high-end Tier 2" are two
different things then. So, the staff recommendation is to adopt a high-end Tier 2 system,
which would be more costly than the Tire 2 system (which costs $3,744.526 One-Time
Costs and $667,058 ongoing). In that case, how much is the estimated cost for the "high-
end Tier 2" system? (Chao)
See page 33 of the Needs Assessment - ERP Gap Analysis and Action Plan Report
Q3: Follow-up-Q3: Please provide the "needs assessment" report. (Chao)
See Attached
Q4: Follow-up-Q4: I looked up the pricing cost for commercial ERP. From this article
(https://softwareconnect.com/learn/erp-pricing/) states "As seen here, the average
monthly cost of ERP software for a small business ($1-$5 million in annual revenue)
is $1,740. For an enterprise-level company making over $100 million annually, the
monthly cost increases to $9,330. In total, annual ERP costs range from $20,880 to
$111,960. "
It seems the cost of $667,058 is 6 times more than the Tier 3 ERP system for a business
earning over $100 million. What's included in the ERP system Cupertino is purchasing to
justify the additional cost? (Chao)
See page 33 of the Needs Assessment - ERP Gap Analysis and Action Plan Report
Q5: From the article: "Midsize businesses earning $50-$100 million per year can expect to
pay between $4,620 and $5,160 per month for an ERP system. ... Midsize ERP vendors are
classified as Tier 2..." "For an enterprise-level company making over $100 million
annually and with at least 1,000 employees, the monthly cost for an ERP
averages $9,330...." (Chao)
Sunnyvale’s ERP Contract Staff Report -
https://sunnyvaleca.legistar.com/LegislationDetail.aspx?ID=3626454&GUID=FAB41F
6B-C7B9-45A1-BC7B-1CB4F92AE4AB&FullText=1
Cupertino’s cost estimates are based on expert advice from our consultants and benchmarking
against neighboring cities. The RFP responses will outline both capabilities and costs,
allowing for a thorough evaluation.
City Staff will recommend the ERP solution that best meets Cupertino’s required capabilities at
a justifiable cost, ensuring a balance between functionality and fiscal responsibility
Q6: Follow-up-Q5: What's the ongoing cost of the current Tyler New World ERP system?
Attachments Provided with Original Staff Report: (Chao)
The Tyler New Work Annual Maintenance is approximately $110,000 per year.
3
Attachments Provided with Original Staff Report:
A – Draft Resolution 2025-xxx
Additional Attachments Provided with Supplemental 2:
B - RFP Needs Assessment