Agenda Report
Fullerton City Council
MEETING DATE: February 7, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: Ellis chang, director of administrative services PREPARED BY: ELLIS CHANG, DIRECTOR OF ADMINISTRATIVE SERVICES SUBJECT: requEst to change ENTERPRISE RESOURCE PLANNING consultant
SUMMARY
Consider terminating Professional Services Agreement with KOA Hills Consulting Services, LLC (KOA Hills) and award consulting services to GlassBox Technologies, Inc. (GlassBox) to support implementation of cashiering, utility billing and general billing software applications to Tyler Technologies Software as a Services (SaaS), as well as support interfacing Tyler Technologies with the general ledger within Central Square’s Finance Enterprise System (Finance Enterprise).
RECOMMENDATION
Authorize City Manager, or designee, to terminate Professional Services Agreement with KOA Hills Consulting Services, LLC; Approve Professional Services Agreement with GlassBox Technologies, Inc. Amendment Number Three to provide project management and consulting support related to Tyler Munis application implementation and authorize City Manager, or designee, to execute and administer the agreement, in a form approved by the City Attorney.
Authorize Director of Administrative Services to issue change orders within project budget (Project No. 6381 – Tyler ERP Project).
CITY MANAGER REMARKS
The City Manager concurs with the Administrative Services Director recommendation.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
Staff anticipates terminating the agreement with KOA Hills and approving Amendment No. 3 with GlassBox will have no net fiscal impact to the Tyler implementation project (Project No. 6381 – Tyler ERP Project). The City budgeted $482,275 for support from KOA Hills. The City has expended approximately $40,275 to date and will move any remaining budget to a purchase order with GlassBox to support implementation consulting services outlined in Amendment No. 3.
DISCUSSION
Background
Staff requested City Council approve an agreement with KOA Hills on October 5, 2021 to provide consulting services to support implementation of cashiering, utility billing and general billing software applications to Tyler Technologies Software as a Services (SaaS), as well as support interfacing Tyler Technologies with the general ledger within Central Square’s Finance Enterprise System (Finance Enterprise). The City engaged consulting services to also support project management, data conversion, change management, software interfaces between Tyler Technologies and Finance Enterprise, EnerGov, Rec 1 (Civic Plus), Bibliotheca and eVanced systems and citywide training efforts.
ERP Consultant Change Request
The City now requests City Council terminate the KOA Hills agreement and award consulting services to GlassBox. The Professional Services Agreement with KOA Hills allows the City to terminate the agreement with 30-day written notice and pay for services rendered to date.
Staff have evaluated the consulting support needed for the Tyler implementation project as implementation has progressed. Staff believes the City would achieve economies of scale if GlassBox provides consulting support for the Tyler cashiering, utility billing and general billing software applications implementation as GlassBox successfully provided consulting support for the Central Square upgrade from ONESolution version 16.1 to Finance Enterprise version 20.1 (Phase I project) and supports the Central Square upgrade Phase II project and the Tyler Technologies EnerGov upgrade.
Staff identified that the City would need to develop its own implementation test scripts, training materials and integration interfaces as well as manage testing break fixes, go-live support and post-go-live stabilization support for all the Tyler applications – utility billing, general billing, cashiering. The City would need to retain GlassBox to provide these services as KOA Hills does not provide this support. GlassBox consultants have taken lead on data conversion support for utility billing. The remaining budget for the KOA Hills agreement has sufficient funding to cover all the consulting services GlassBox would provide to support the City through go live of all Tyler applications despite needing to retain GlassBox for these key implementation support services. Changing project consultants would generate no additional fiscal impact at this time.
Staff anticipates to go-live with general billing and cashiering for all areas the City receipts payments except for utility billing in June or July 2023. Staff anticipates to go-live with utility billing and utility billing-related payment receipts in September or October 2023.
The funding allocation for implementation support remains the same:
The City has and will continue to spread the cost of ERP consultant services across the following funds utilizing the original percentage allocation: 23% General Fund, 29% Water Fund, 15% Sewer Fund, 15% Sanitation Fund, 15% Refuse Fund and 3% Airport Fund. The estimated remaining $442,000 budget for consultant services and $96,455 project contingency remains available. The Fiscal Year 2022-23 budget includes this allocation and staff will include as part of the Fiscal Year 2023-24 budget development.
The following lists total anticipated implementation services cost including contingency distribution:
Fund
% Allocation
Year 1
Year 2
Total
General Fund
23%
$66,554 *
$66,554
$133,108
Water
29%
83,916
83,916
167,832
Sewer
15%
43,405
43,404
86,809
Sanitation
15%
43,405
43,404
86,809
Refuse
15%
43,405
43,404
86,809
Airport
3%
8,681
8,682
17,363
Total
100%
$289,366
$289,364
$578,730
Note: City carries over unused funds between fiscal years to subsequent fiscal years until project completion.
Attachments:
Attachment 1: GlassBox PSA Amendment No. 3
Attachment 2: Glass Box PSA and Amendments No. 1 and 2
cc: City Manager Eric J. Levitt
Request To Change ERP Consultant
February 7, 2023 - Page 2