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Montgomery County approves $28,687.50 Edmonds invoice; staff outlines phased go‑live for county software
Summary
The Board of County Commissioners approved payment of a $28,687.50 invoice tied to an Edmonds software contract worth $227,720; staff said the system will roll out in three phases starting Jan. 1, 2026 and flagged open questions about contract term and tax‑module readiness.
Montgomery County commissioners voted to pay a $28,687.50 invoice tied to the county’s Edmonds software implementation and were given a timeline for the system’s phased rollout.
County Administrator Jonathan Boo told the board the original contract price for the Edmonds implementation was $227,720 and that the vendor billed 50% at contract execution, 25% at 60 days and the remaining 25% upon project acceptance or first production use. Boo said the current bill represents that final 25% for line items such as business licensing implementation and data conversion.
The county will pay the invoice from the same line item used for the earlier 50% payment, Boo said. He also reported that staff had obtained a billing summary and that Edmonds added a second county contact, Bryce, to assist with business‑review questions.
Why this matters: the software replaces parts of the county’s prior systems and will control business licensing, hosting, professional services and conversion work; commissioners emphasized verifying the tax module before full production use to avoid disrupting revenue collection.
In discussion, commissioners asked when the contract term began and how recurring fees would be handled. Boo said the implementation work began in April 2024 and staff now expects a phased go‑live that begins Jan. 1, 2026. Phase 1 will start on Jan. 1, 2026 (planned for accounts payable), then the vendor will bring up Phase 2 about 60 days after Phase 1, and Phase 3 roughly 60 days after Phase 2, putting the final phase in May 2026.
Boo described recurring annual costs in the packet: an annual licensing/hosting and professional‑services package he estimated at about $49,000–$50,000 per year, plus other hosting or professional fees noted in the original contract documents. Commissioners asked staff to confirm whether the three‑year contract clock began at execution in April 2024 or at full implementation; Boo said staff would get that information and report back.
Commissioners also asked the treasurer’s office to prepare a list of tax‑module questions to review with Edmonds. Boo said staff will set up a Zoom meeting with Edmonds contacts Brian and Bryce to walk through tax‑module concerns and perform any additional business reviews the treasurer requests before going live.
Board action: commissioners agreed to proceed with paying the invoice; one commissioner noted there was already an administrative resolution authorizing payment. The board returned from a later discussion saying no further formal action was required beyond processing the invoice for payment.
Next steps: staff will confirm contract start dates and term language, coordinate a tax‑module review with the treasurer’s office and Edmonds, and schedule additional business reviews if needed before the January 2026 phased rollout.
