HomeMy WebLinkAboutItem 11k - Teller Cashiering Software MaintenanceSTAFF REPORT
ADMINISTRATIVE SERVICES DEPARTMENT
DATE: July 15, 2025
TO: Honorable Mayor and City Council
FROM: Henry Chen, Administrative Services Director
SUBJECT: PURCHASE ORDERS FOR ANNUAL SOFTWARE HOSTING AND
MAINTENANCE WITH ORACLE AMERICA FOR NETSUITE FOR
GOVERNMENT AND CAN/AM TECHNOLOGIES FOR TELLER CASHIERING,
IN AN AMOUNT NOT TO EXCEED $172,600
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The City currently uses NetSuite for Government (“NetSuite”) from Oracle America
and Teller Cashiering System (“Teller”) from Can/Am Technologies to record financial
transactions. As part of the annual Maintenance Agreement for licensing and cloud
hosting, the City pays an annual fee to each company. It is recommended that the
City Council approve Purchase Orders with Oracle America for $115,000, and with
Can/Am Technologies for $57,600, for a total of $172,600 for annual software hosting
and maintenance.
DISCUSSION
The City began using NetSuite and Teller during Fiscal Year 2024-25. These two
software packages replaced the FinancePlus System that Arcadia had used since
1999. NetSuite and Teller are utilized to support most of the City’s Finance,
Purchasing, and Human Resources operations, including financial reporting, payroll,
accounts payable, general ledger, cashiering, accounts receivable, and budget
preparation.
As part of the software license, both companies require the City to pay an annual
software hosting and maintenance fee. Software hosting and maintenance fees pay
for cloud hosting of the software, ongoing product development of new features,
PO with Oracle America and Can/Am Technologies:
Annual Software Hosting and Maintenance
July 15, 2025
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security patches, and other program improvements. It also includes phone and web-
based support when staff need help with troubleshooting or guidance.
The annual cost from July 2025 to June 2026 is approximately $115,000 for NetSuite
and $57,600 for Teller, for a total annual cost of $172,600. It is recommended that
the City Council approve two Purchase Orders with Oracle America and Can/Am
Technologies for annual hosting and maintenance charges to support the City’s
Finance, Purchasing, and Payroll functions.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California
Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have
no impact on the environment.
FISCAL IMPACT
The annual cost for Fiscal Year 2025-26 will be approximately $115,000 for Oracle
NetSuite and $57,600 for Teller, for a total annual cost of $172,600. Sufficient funds
for the proposed annual hosting and maintenance costs are budgeted in the FY 2025-
26 Operating Budget.
RECOMMENDATION
It is recommended that the City Council determine this action is not a project under
the California Environmental Quality Act (“CEQA”); and approve Purchase Orders for
annual software hosting and maintenance with Oracle America for NetSuite for
Government and Can/Am Technologies for Teller Cashiering, in an amount not to
exceed $172,600.