Joint Special Council/BFPD
11/18/25 06:00 PM
Administrative Services
Kimberlie A. Turner
Contract
Doc ID: 6198
AGENDA ITEM
AGENDA MATTER:
CONSIDER APPROVAL OF AN AMENDMENT TO THE SOFTWARE CONSULTING SERVICES
AGREEMENT FOR AN INCREASE TO PROVIDE SYSTEM CONVERSION SUPPORT SERVICES ON
THE CITY'S ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM
EXECUTIVE SUMMARY:
The City has an existing contract with Integrated Technology Services (ITP) for project management support on the enterprise system implementation (Tyler/Munis). As the project has expanded to include Community Development project management support and the extension of the module scheduling for Finance, additional support is needed to complete these implementations. Staff recommends increasing the contract for ITP amount to a not-to-exceed $125,000 to ensure continuity of services and a seamless system rollout.
DISCUSSION:
The City is in the process of transitioning from the Tyler Eden system to a full Tyler Munis Enterprise Resource Planning (ERP) platform. This project entails implementation for Finance, Human Resources, Procurement and Community Development Department and IT.
The City has an existing agreement with Integrated Technology Services in support of the City's enterprise system implementation, with an authorized spending limit of $65k from the City Manager. As the project has progressed, the scope of work has expanded to ensure that the system is implemented efficiently, departments are properly trained, and internal processes are aligned for long-term sustainability.
Initially the consultant's work focused on the core system rollouts. However, with the vacant IT Manager and the identified additional needs for support for Finance, Community Development and Human Resources to assist in process mapping, workflow configuration, documentation and training. This expanded support is critical to ensuring consistent implementation across departments and avoiding future operational inefficiencies.
In addition, the Finance module implementation has been strategically scheduled toward the end of the FY25/26 to support a clean year-end close and seamless transition into the new system. This will require the Project Manager to provide support longer than first anticipated.
The Project Manager provides services on an as-needed basis, allowing the City to manage costs carefully while ensuring the necessary expertise is available at key phases of system migration and department onboarding process.
Joint Special Council/BFPD
11/18/25 06:00 PM
Administrative Services
Kimberlie A. Turner
Contract
Doc ID: 6198
AGENDA ITEM
Given the expanded departmental support needs and extended project timeline, staff anticipates that project service costs may exceed the current limit. To avoid delays in implementation and to ensure full support across all affected departments, staff is requesting authorization to increase the total contract spending originally authorized by the CM to an approval by Council for an increase to the amount not to exceed $125,000. This approval will allow the City to continue receiving essential project management to ensures continuity of project support, reduces risk association with system transition, and allows for a smoother more efficient rollouts with well-trained staff and clearly documented workflow.
FISCAL IMPACT:
For FY 25/26 and 26/27 a total of $125,000.from Acct.
RECOMMENDED ACTION:
Staff recommends the City Council approve an amendment to the existing contract budget, increasing the not-to-exceed amount from 65K to $125,000 and authorize the City Manager to execute an amended contract.