AGENDA CAPTION:
Title
Consider approval of Resolution 2026-204R, approving a contract with Oracle America, Inc. for the purchase of Enterprise Performance Management software (EPM) products and services to support the Finance Department with integrated planning and budgeting functions, with an initial three-year commitment in the amount of $258,000.00, and a separate contract with DLT Solutions in the amount of $390,000.00 for the planned eight-month implementation of Oracle EPM; authorizing the City Manager, or her designee, to execute the contracts and any subsequent renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: November 17, 2026
Department: Finance
Amount & Source of Funding
Funds Required: Year 1 $476,000.00 Software and Implementation
Account or Project Number (C = CIP funds): 10001105 - Finance; Implementation from the following funds: General Fund, Electric Fund, Water-Wastewater Fund, Stormwater Fund, Resource Recovery Fund, Hotel Occupancy Tax Fund, and Community Enhancement Fund.
Funds Available: Yes, included in FY 2027 budget
Account Name: Software
Fiscal Note:
Prior Council Action: NA
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Background Information:
Finance is requesting the acquisition of a new budgeting enterprise performance management (EPM) software because the current processes and tools - primarily Tyler Munis (Munis) budget module and numerous manually maintained spreadsheets - are no longer sustainable or able to meet operational needs. While the budget team has fully utilized all available features within the City’s Enterprise Resource Planning (ERP) system - Munis, including consultations with internal staff and a Munis subject-matter expert, the system’s personnel forecasting, revenue and expense forecasting, and budgeting functions remain limited. These limitations require complex manual workarounds that increase the risk of error and demand significant staff time to maintain.
To modernize operations, enhance accuracy, and reduce manual workload, the budget team evaluated six different solutions. Most alternatives were too limited in functionality or required a full ERP replacement. After reviewing the products and associated costs, the City is recommending that the acquisition of Oracle’s EPM budget tool and implementation services by DLT Solutions would best meet the City’s needs. Oracle’s EPM budget platform, which will function in coordination with Munis, was identified as the option that best meets the City’s needs, offering improved usability, workflow efficiencies, strong integration capabilities, and the ability to replace the current external system used to build the annual budget book (proposed and adopted versions), significantly streamlining production.
Reference feedback from Oracle EPM customers indicates that organizations implementing Oracle EPM have saved between 200-300 labor hours per year by eliminating manual processes. Implementing this system will benefit all departments by enabling them to complete their budgets directly in Oracle and providing customized dashboards that improve budget monitoring. The budget team will also gain significant efficiency by eliminating the need to build, manage, or maintain external spreadsheets.
The agreement with Oracle is an initial 3-year commitment of $86,000.00 per year for a total of $258,000.00 and would be effective through FY 2029. This expense will be paid for out of Finance’s operating budget on an annual basis.
The City will contract with DLT Solutions for the implementation of the Oracle software. The estimated timeframe to implement the various scopes of work is 8 months. The 8-month period will cover a foundational discovery phase, configuration, Tyler Munis integration, reporting, data loads, testing, training and go-live to successfully configure the City’s implementation of Oracle EPM budget tool. The implementation timeline also includes 2 phases. Phase 1 is salary and benefits forecasting and phase 2 includes budget execution and formulation and narrative reporting (budget book creation).
The agreement with DLT Solutions is a one-time service to implement Oracle’s EPM budget tool for the City. The implementation costs $390,000.00. This one-time expense was appropriated in the FY 2027 budget based on a proportionate share of FY 2026’s budget across the following funds:
• General Fund - $157,616
• Electric Fund - $105,563
• Water-Wastewater Fund - $95,106
• Stormwater Fund - $12,938
• Resource Recovery Fund - $10,480
• Hotel Occupancy Tax Fund - $7,044
• Community Enhancement Fund - $1,253
Both contracts will commence at signing.
Local Government Code, Chapter 271, authorizes the City to participate in cooperative purchasing programs, which includes the Texas DIR cooperative purchasing program and the Omnia Partners cooperative purchasing program. The EPM software from Oracle will be purchased through Texas DIR contract #DIR-CPO-5439 while the implementation services from DLT Solutions will be purchased through Omnia Partners contract #R240201.
Council Committee, Board/Commission Action:
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Alternatives:
N/A
Recommendation:
Approve the contract with Oracle America, Inc. for the Enterprise Performance Management software and the contract with DLT Solutions for implementation.