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Council approves software upgrades for finance, records and fleet management

Sylvania City Council · January 6, 2026

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Summary

Council authorized a set of technology upgrades included in the 2026 budget: finance and utility billing software (VIP) for $54,100 implementation plus higher annual fees, an OnBase enterprise content management upgrade for $30,320, and Fleetio fleet management for $21,960. Council discussed data migration and ownership provisions in the contracts.

Sylvania City Council approved a package of technology upgrades on Jan. 5 aimed at modernizing finance, records and fleet operations.

Service Director Joe Shaw summarized three key procurements: an upgrade from the city’s legacy eGov platform to VIP (Software Solutions) with an implementation cost of $54,100 and an estimated go‑live in 2027; an enterprise content management (OnBase) upgrade at $30,320 to expand searchable document management; and procurement of Fleetio (Rare Step Inc., DBA Fleetio) for fleet and equipment maintenance at $21,960. The VIP upgrade was funded from accounts listed in the 2026 budget and was introduced by Ordinance 8‑2026; OnBase and Fleetio appeared as Ordinances 12‑2026 and 13‑2026, respectively, and were approved as emergency measures.

Council members asked about migration of historical data and proprietary lock‑in. Mr. Shaw said the VIP migration will include two years of historical data and estimated an annual fee of about $46,000 (roughly $16,000 higher than the current eGov annual cost of about $30,200). City staff and counsel cited contract termination provisions that require return of the city’s data if the agreement ends.

The upgrades are budgeted in the 2026 appropriations; implementation windows are 60–90 days for OnBase and Fleetio, and a longer cross‑check process for the finance system with a target go‑live in 2027.