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Stephens City authorizes staff to negotiate contract with RDA for finance and utility software despite higher costs
Summary
The council authorized staff to enter into a contract with RDA for utility and tax software; RDA's proposal included a $70,000 setup charge and $23,000 annual cost—about a 250% increase over current costs—while promising expanded functionality and state fiscal-reporting compliance.
Stephens City Town Council on Jan. 6 authorized town staff to enter into a contract with RDA for new utility and tax software after the Finance Committee recommendation.
Town Manager Mike Majher told council that OpenGov, RDA and Springbrook were the three primary contenders and that staff recommended RDA as the lowest responsible bidder. Majher described RDA's offering as including a customer portal, integrated payment processing, a zoning module and a business-license module. Town Treasurer Steve Rickards said the portal would let mortgage companies and landlords obtain tax and payment information directly, reducing staff time spent on phone calls.
RDA quoted a $70,000 setup charge and an annual cost of $23,000. Majher and Rickards noted that represents roughly a 250% increase in current costs but said the town expects a substantially larger gain in functionality and compliance with state fiscal reporting requirements. Vice-Mayor Fravel and other councilmembers discussed staff time savings and unlimited user seats included in the package.
Councilwoman Regina Swygert-Smith moved to authorize staff to enter into a contract for RDA's services; the motion carried on a roll-call vote with five Ayes and one absence.
The council did not vote to appropriate funds at the meeting; staff indicated the decision will affect next year's budget and that a budget amendment may be required when costs are formally recorded.
