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Spring Hill approves cloud migration for finance system and a new managed‑IT vendor
Summary
Council approved moving the city’s Tyler ENCODE10 financial system to Tyler’s cloud hosting and selected Imagine IT as the city’s managed‑IT services provider after an RFP and external review; staff said cloud hosting increases recurring costs but reduces local server replacement and administration.
The Spring Hill City Council approved two IT‑related items Sept. 11: a migration of the city’s financial system (Tyler ENCODE10) from locally hosted servers to Tyler’s cloud environment and selection of Imagine IT as the city’s managed‑IT services provider.
Finance director Rhonda Dunn told council that the ENCODE10 financial system was purchased in 2018 and hosted locally; cloud hosting will add recurring annual cost (roughly $12,000–$14,000 per year in staff estimates) but avoid near‑term server replacement (two servers estimated at about $60,000) and streamline updates and remote access. Staff recommended the move to Tyler’s cloud to reduce long‑term operational complexity.
Separately, the city concluded an RFP for managed‑IT services and, after a review that involved the city’s owner’s representative and external municipal IT experts, recommended Imagine IT. Staff and an independent consultant said Imagine IT scored strongly for public‑sector experience, security stack and an onboarding plan. The recommended contract is three years with two optional years; pricing quoted to council was approximately $6,397 per month (about $76,000 annually) for the stated user count. Staff said the switch to Imagine IT is expected to reduce annual costs compared with current arrangements and provide 24‑hour coverage and vulnerability testing; the contract excludes separate project work, which would be scoped and priced before work begins.
Council discussion and votes: Members emphasized the importance of managed 24/7 coverage for council meetings and other after‑hours events. The Tyler cloud migration and Imagine IT master service agreement were both approved; council also authorized a transition period in which the outgoing vendor will cooperate with Imagine IT to ensure continuity.
Why it matters: Centralizing hosting and outsourcing IT management is intended to reduce technical debt, increase security testing and lower administration overhead while ensuring on‑call coverage for municipal services and meetings.
