Agenda Report
Fullerton City Council
MEETING DATE: october 17, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: Ellis chang, director of administrative services PREPARED BY: ELLIS CHANG, DIRECTOR OF ADMINISTRATIVE SERVICES SUBJECT: appropRiation request for continued Glass box technologies, inc. - tyler munis implementation support services
SUMMARY
Consideration of $300,000 appropriation from Water, Sewer, Sanitation and Refuse Funds for Glass Box Technologies, Inc. to continue to provide Tyler Munis utility billing, cashiering and Tyler Pay implementation support services.
RECOMMENDATION
Approve the following budget transfers from available fund balance and appropriate to Project 6381-Tyler ERP Project in the Information Technology Fund (Fund 68):
$120,000 transfer from Water Fund
$60,000 transfer from Sewer Fund
$60,000 transfer from Sanitation Fund
$60,000 transfer from Refuse Fund.
Authorize City Manager, or designee, to execute related documents and issue a $300,000 change order with Glass Box Technology, Inc. for continued Tyler Munis implementation support services.
Authorize Director of Administrative Services to issue future change orders within project budget (Project No. 6381 – Tyler ERP Project).
CITY MANAGER REMARKS
This is a request to transfer funds to support the Tyler Munis implementation specifically related to the City’s Utility Billing Services.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
Staff would transfer $300,000 from available fund balance from the Water, Sewer, Sanitation and Refuse Funds and appropriate to Project 6381–Tyler ERP Project in the Information Technology Fund (Fund 68). Approval of the recommended actions would enable the City to retain Glass Box Technologies, Inc. for continued implementation support services of the Tyler Munis utility billing, cashiering and Tyler Pay software applications through anticipated go-live in November / December 2023 and for post-go-live support through February 2024.
DISCUSSION
The City engaged Glass Box Technologies, Inc. in February 2023 for consulting services to support project management, data conversion, change management, software interface efforts related to the implementation of Tyler Munis general billing, utility billing, cashiering and Tyler Pay.
The additional consulting services would support the City’s ability to complete implementation of the Tyler Technologies applications. Critical implementation consulting services include continued project management, hardware deployment, chart of account mapping between the general ledger and Tyler Munis applications, software application configuration and integrations, utility billing custom program development for legacy data history, data conversion, banking interface, rate and charge code set up, configuration, testing and implementation of a new citizen self-service portal and automated phone payment system for customers, development of test scripts and user acceptance testing, training, go-live readiness, go-live and post-go-live support.
The City competed general billing implementation in July 2023 and anticipates go-live for utility billing modules and all customer facing self-service payment options completed in November / December 2023. Cashiering and Tyler Pay implementation will also likely continue through the end of this calendar year.
The funding allocation for the additional implementation support will be 40% Water Fund, 20% Sewer Fund, 20% Sanitation Fund, and 20% Refuse Fund to continue implementation of utility billing and related Tyler Munis application. These funds have available fund balance to transfer to the Information Technology Fund, in which staff will appropriate $300,000 to Project 6381-Tyler ERP Project to cover the cost of the change order to the Glass Box Technologies, Inc. for continued Tyler Munis implementation support. cc: City Manager Eric J. Levitt
Glass Box Technologies Change Order Project 6381
October 17, 2023 - Page 2