AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made and entered into this ZND day of MARCH, 2020, by and between the City of Merced, a California Charter Municipal Corporation, whose address of record is 678 West 18"h Street, Merced, California 95340, (hereinafter referred to as "City") and SDI Presence, LLC, a Delaware Limited Liability Company, whose address of record is 200 East Randolph, Suite 3550, Chicago, Illinois 60601 (hereinafter referred to as "Consultant").
WHEREAS, City is undertaking a project to implement an Enterprise Resource Planning (ERP) system; and,
WHEREAS, Consultant represents that it possesses the professional skills to provide management and advisory services in connection with said project.
NOW, THEREFORE, the parties hereto, in consideration of the mutual covenants hereinafter recited, hereby agree as follows:
1. SCOPE OF SERVICES. The Consultant shall furnish the following services: Consultant shall provide the management and advisory services described in Exhibit "A" attached hereto.
No additional services shall be performed by Consultant unless approved in advance in writing by the City, stating the dollar value of the services, the method of payment, and any adjustment in contract time. All such services are to be coordinated with City and the results of the work shall be monitored by the Director of Information Technology or designee. However, the means by which the work is accomplished shall be the sole responsibility of the Consultant.
2. TIME OF PERFORMANCE. All of the work outlined in the Scope of Services shall be completed in accordance with the Schedule outlined in Exhibit "A" attached hereto and incorporated herein by reference. By mutual agreement and written addendum to this Agreement, the City and the Consultant may change the requirements in said Schedule.
TERM OF AGREEMENT. The term of this Agreement shall
commence upon the day first above written and end on June 30, 2024.
X: \Agreements\Information Technology/20201SDI - Re ERP Management and Implementation.docx 1 4. COMPENSATION. Payment by the City to the Consultant for actual services rendered under this Agreement shall be made upon presentation of an invoice detailing services performed under the Scope of Services, in accordance with the fee schedule set forth in Exhibit "A" attached hereto and incorporated herein by reference. The Consultant agrees to provide all services required under the Scope of Services in Exhibit "A" within the compensation amount set forth in Exhibit "A" . For Consultant's services rendered under this Agreement, City shall pay Consultant the not to exceed sum of Two Hundred Fifty-One Thousand Two Hundred Fifty Dollars ($251,250.00).
5. METHOD OF PAYMENT. Compensation to Consultant shall be paid by the City after submission by Consultant of an invoice delineating the services performed.
6. RECORDS. It is understood and agreed that all plans, studies, specifications, data magnetically or otherwise recorded on computer or computer diskettes, records, files, reports, etc., in possession of the Consultant relating to the matters covered by this Agreement shall be the property of the City, and Consultant hereby agrees to deliver the same to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials including but not limited to those set forth hereinabove, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use.
7. CONSULTANT'S BOOKS AND RECORDS. Consultant shall
maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement. Any records or documents required to be maintained shall be made available for inspection, audit and/or copying at any time during regular business hours, upon oral or written request of the City.
8. INDEPENDENT CONTRACTOR. It is expressly understood that Consultant is an independent contractor and that its employees shall not be employees of or have any contractual relationship with the City. Consultant shall be responsible for the payment of all taxes, workers' compensation insurance and unemployment insurance. Should Consultant desire any insurance protection, the Consultant is to acquire same at its expense.
X: \Agreements\Information Technology|2020\SDI - Re ERP Management and Implementation.docx 2 In the event Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, protect, defend, and hold harmless the City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
9. INDEMNITY. Consultant shall indemnify, protect, defend (with legal counsel selected by the City), save and hold City, its officers, employees, and agents, harmless from any and all claims or causes of action for death or injury to persons, or damage to property resulting from intentional or negligent acts, errors, or omissions of Consultant or Consultant's officers, employees, volunteers, and agents during performance of this Agreement, or from any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct, negligent acts, or omissions of Consultant or its employees, subcontractors, or agents, or by the quality or character of Consultant's work, or resulting from the negligence of the City, its officers, employees, volunteers and agents, except for loss caused by the sole negligence or willful misconduct of the City or its officers, employees, volunteers or agents. It is understood that the duty of Consultant to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance certificates and endorsements required under this Agreement does not relieve Consultant from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall survive the termination of this Agreement and shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the provisions of this Section and that it is a material element of consideration.
10. INSURANCE. During the term of this Agreement, Consultant shall maintain in full force and effect at its own cost and expense, the following insurance coverage:
a. Workers' Compensation Insurance. Full workers' compensation insurance shall be provided with a limit of at least One Hundred Thousand Dollars ($100,000) for any one person and as required by law, including Employer's Liability limits of $1,000,000.00 per accident. The policy shall be endorsed to waive the insurer's subrogation rights against the City.
X: \Agreements\Information Technology|2020\SDI -Re ERP Management and Implementation.docx 3 General Liability.
(i) Consultant shall obtain and keep in full force and effect general liability coverage at least as broad as ISO commercial general liability coverage occurrence Form CG 0001.
(ii) Consultant shall maintain limits of no less than One Million Dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage.
(iii) The City, its officers, employees, volunteers and agents are to be named as additional insureds under the policy, as respects liability arising out of work or operations performed by or on behalf of the Consultant.
(iv) The policy shall stipulate that this insurance will operate as primary insurance for work performed by Consultant and its sub-contractors, and that any other insurance or self insurance maintained by City or other named insureds shall be excess and non-contributory.
(V) Consultant shall maintain its commercial general liability coverage for three (3) years after completion of the work and shall add an additional insured endorsement form acceptable to the City naming the City of Merced, its officers, employees, agents and volunteers for each year thereafter for at least three (3) years after completion of the work. Copies of the annual renewal and additional insured endorsement form shall be sent to the City within thirty (30) days of the annual renewal. c. Automobile Insurance.
(i) Consultant shall obtain and keep in full force and effect an automobile policy of at least One Million Dollars ($1,000,000) per accident for bodily injury and property damage.
(ii) The City, its officers, employees, volunteers and agents are to be named as additional insureds under the policy, as respects automobiles owned, leased, hired or borrowed by the
Consultant.
X: \Agreements\Information Technology\2020\SDI -Re ERP Management and Implementation.docx 4 (iii) The policy shall stipulate that this insurance will operate as primary insurance for work performed by Consultant and its sub-contractors, and that any other insurance or self insurance maintained by City or other named insureds shall be excess and non-contributory.
d. Professional Liability Insurance. Consultant shall carry professional liability insurance appropriate to Consultant's profession in the minimum amount of One Million Dollars ($1,000,000). Architects and engineers' coverage is to be endorsed to include contractual liability.
e. Qualifications of Insurer. The insurance shall be provided by an acceptable insurance provider, as determined by City, which satisfies all of the following minimum requirements:
(i) An insurance carrier admitted to do business in California and maintaining an agent for service of process within this State; and,
(ii) An insurance carrier with a current A.M. Best Rating of A:VII or better (except for workers' compensation provided through the California State Compensation Fund).
f. Certificate of Insurance. Consultant shall complete and file with the City prior to engaging in any operation or activity set forth in this Agreement, certificates of insurance evidencing coverage as set forth above and which shall provide that no cancellation or expiration by the insurance company will be made during the term of this Agreement, without thirty (30) days written notice to City prior to the effective date of such cancellation-including cancellation for nonpayment of premium.
g. Notwithstanding any language in this Agreement to the contrary, Consultant shall be entitled to be paid pursuant to the terms of this Agreement until Consultant has obtained the insurance required by this Section 10 and provided documentation of said insurance to the City. In addition to any other remedies City may have, City reserves the right to withhold payment if Consultant's insurance policies are not current.
11. ASSIGNABILITY OF AGREEMENT. It is understood and agreed that this Agreement contemplates personal performance by the Consultant and is X: Agreements\information Technology 2020ISDI - Re ERP Management and Implementation docx 5 based upon a determination of its unique personal competence and experience and upon its specialized personal knowledge. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of the City.
12. TERMINATION FOR CONVENIENCE OF CITY. The City may
terminate this Agreement any time by mailing a notice in writing to Consultant that the Agreement is terminated. Said Agreement shall then be deemed terminated, and no further work shall be performed by Consultant. If the Agreement is so terminated, the Consultant shall be paid for that percentage of the phase of work actually completed, based on a pro rata portion of the compensation for said phase satisfactorily completed at the time the notice of termination is received.
13. CONFORMANCE TO APPLICABLE LAWS. Consultant shall
comply with its standard of care regarding all applicable Federal, State, and municipal laws, rules and ordinances. No discrimination shall be made by Consultant in the employment of persons to work under this contract because of race, color, national origin, ancestry, disability, sex or religion of such person.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act (8 U.S.C.A. 1101 et seq.), as amended; and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any agency or instrumentality of the federal or state government, including the courts, impose sanctions against the City for such use of unauthorized aliens, Consultant hereby agrees to, and shall, reimburse City for the cost of all such sanctions imposed, together with any and all costs, including attorneys' fees, incurred by the City in connection therewith.
14. WAIVER. In the event that either City or Consultant shall at any time or times waive any breach of this Agreement by the other, such waiver shall not constitute a waiver of any other or succeeding breach of this Agreement, whether of the same or any other covenant, condition or obligation. Waiver shall not be deemed effective until and unless signed by the waiving party.
15. INCONSISTENT OR CONFLICTING TERMS IN AGREEMENT
AND EXHIBITS. In the event of any contradiction or inconsistency between any attached documents) or exhibit(s) incorporated by reference herein and the provisions of the Agreement itself, the terms of the Agreement shall control.
X: \Agreements Information Technology 2020\SDI - Re ERP Management and Implementation.docx 6 Any exhibit that is attached and incorporated by reference shall be limited to the purposes for which it is attached, as specified in this Agreement. Any contractual terms or conditions contained in such exhibit imposing additional obligations on the City are not binding upon the City unless specifically agreed to in writing, and initialed by the authorized City representative, as to each additional contractual term or condition.
16. AMBIGUITIES. This Agreement has been negotiated at arms' length between persons knowledgeable in the matters dealt with herein. Accordingly, any rule of law, including, but not limited to, Section 1654 of the Civil Code of California, or any other statutes, legal decisions, or common-law principles of similar effect, that would require interpretation of any ambiguities in this Agreement against the party that drafted this Agreement is of no application and is hereby expressly waived.
17. VENUE. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this agreement shall be held exclusively in a state court in the County of Merced.
18. AMENDMENT. This Agreement shall not be amended, modified, or otherwise changed unless in writing and signed by both parties hereto.
INTEGRATION. This Agreement constitutes the entire
understanding and agreement of the parties and supersedes all previous and/or contemporaneous understanding or agreement between the parties with respect to all or any part of the subject matter hereof.
20. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of the parties hereto warrants and represents that he/she/they has/have the authority to execute this Agreement on behalf of their entity and has/have the authority to bind their party to the performance of its obligations hereunder.
21. COUNTERPARTS. This Agreement may be executed in one or more counterparts with each counterpart being deemed an original. No counterpart shall be deemed to be an original or presumed delivered unless and until the counterparts executed by the other parties hereto are in the physical possession of the party or parties seeking enforcement thereof.
X: \Agreements\Information Technology 2020ISDI - Re ERP Management and Implementation.docx 7 • .
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first above written.
CITY OF MERCED
A California Charter Municipal
Corporation
BY:_
City Manager
ATTEST:
STEVE CARRIGAN, CITY CLERK
BY ennifer
sSistant/Deputy City Clerk
. 1889
A.D
APPROVED AS TO FORM:
CORPORATED APRIL!:
BY:_ Thuccha A Min 2-18-2070
City Attorney Date
301189 PO# 1 37590
ACCOUNT DATA:
BY: Wint
Verified by Finance Offcer V=18138
Funds available. us 2/28120
072-0403-617-65-00 118033
FL 312/2020
#251,250.00
X: Agreements\Information Technology/2020ISDI - Re ERP Management and Implementation.docx 8 CONSULTANT
SDI PRESENCE, LLC,
A Delaware Limited Liability Company
BY: Shaund Weft
(Signature)
Sharee L. Wolff
(Typed Name)
Its:_ CFO
(Title)
BY:
Linda Petty
(Typed Name)
Its: Secretary
(Title)
Taxpayer I.D. No. 81-1357524
ADDRESS: 200 E. Randolph Street
Suite 3550
Chicago, IL 60601
TELEPHONE ( 530) 598-4915
FAX: (312) 580-7400
E-MAIL: [email protected]
X: Agreements\Information Technology/20201SDI - Re ERP Management and Implementation.docx 9 •
ASDI
February 7, 2020
Proposal Letter
Mr. Jeff Bennyhoff
City of Merced
678 W 18th Street
Merced, CA 95340
RE: ERP Project Services Proposal
Dear Jeff:
Thank you for the opportunity to provide this proposal to the City of Merced (City) for project, change management and advisory services to implement the City's selected Enterprise Resource Planning (ERP) system. As you are aware, SDI Presence LLC (SDI) has a long history of providing services to the City and we look forward to continuing that relationship, based on the City's needs and requests.
With a 20-year corporate resume, SDI delivers IT consulting, project and change management, and hybrid intrastructure solutions to optimize our clients' technology environments. SDI is a certified Minority Business Enterprise (MBE) comprised of nearly 200 business and technology professionals, with each team member averaging more than 15 years of industry experience.
Since 1999, SDI's West Coast Division has worked with more than 180 state and local government agencies across eight states to complete complex Application Feasibility Studies and Procurements, Implementations, IT Assessments, IT Strategic Plans, GIS Strategic Plans, Network Assessments, IT Service Level Assessments, Policy and Procedure development and documentation, and Project Management Organization implementations.
Scope
As requested by the City, SDI proposes to provide 1,250 hours of advisory, project and change nanagement services on an as needed basis during implementation of the City's ERP system DI is committed to providing these services at our discounted rate during this multi-year implementation. SDI proposes to provide these services onsite every other week or as desired by the City.
Cost and Timeline
Based on SDI's experience with similar projects, as well as our knowledge of the City's project, we estimate that implementation of the City's ERP system will require approximately fifty months to complete. While the project is anticipated to require fifty months to complete SDI provides this proposal for services planned over the next three years. SDI is flexible and can
EXHIBIT A
Project Services Proposal Page 1 City of Merced, CA
MSDI
February 7, 2020
adapt to changing requirements to ensure the City receives the services and support it desires during this implementation.
All the resources being proposed for this project will be billed at a discounted hourly rate of $165 tor a total consulting services with a not-to-exceed price of $206,250. In addition, SDI estimates travel costs of $45,000 for the three-year term. SDI only invoices for work performed and actual travel costs. The estimated not to exceed cost for this project is $251,250.
Our highly experienced team will ensure that the City receives outstanding and timely advisory, project and change management services. It is our distinct honor to continue partnering with the City as its trusted advisor. Please let me know if there are any questions or concerns that I can help address.
Sincerely,
fat Sunders
Scott Sanders, Delivery Executive
SDI Presence, LLC
Project Services Proposal Page 2 City of Merced, CA
FIRST AMENDMENT TO AGREEMENT FOR
PROFESSIONAL SERVICES
THIS FIRST AMENDMENT TO AGREEMENT is made and entered into this 5thday of July _ 2022, by and between the City of Merced, a California Charter Municipal Corporation ("City"), and SDI Presence, LLC, a Delaware Limited Liability Company, whose address of record is 200 East Randolph, Suite 3550, Chicago, Illinois 60601, ("Consultant").
WHEREAS, City is undertaking a project to conduct a full Tyler ERP and EAM implementation and provide full project management services; and, WHEREAS, City and Consultant have previously entered into an Agreement for Professional Services ("Agreement") dated March 2, 2020; and, WHEREAS, City and Consultant desire to amend said Agreement to provide for additional services in connection with said project.
NOW, THEREFORE, the parties hereto, in consideration of the mutual covenants hereinafter recited, agree as follows:
1. Section 22, "ADDITIONAL WORK," is hereby added to the Agreement to read as follows:
"SECTION 22. ADDITIONAL WORK. Consultant
shall perform the additional work outlined in the proposal from Consultant to City dated January 17, 2022, attached hereto as Exhibit "1".
2. Section 23, "ADDITIONAL COMPENSATION," is hereby added to the Agreement to read as follows:
"SECTION 23. ADDITIONAL COMPENSATION.
City shall pay to Consultant the not to exceed additional sum of Two Hundred Sixteen Thousand Seven Hundred
Dollars ($216,700.00) for the additional work described in the proposal attached hereto as Exhibit "1" and in
accordance with the rates set forth on Exhibit "1."
X: Agreements\Information Technology|2022\1st Amendment to PSA - SDI Presence Re ERP.docx
3. Except as herein amended, the Agreement dated March 2, 2020, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this First Amendment to Agreement to be executed on the date first above written.
CITY OF MERCED
A California Charter Municipal
Corporation
BY:
City Manager
ATTEST:
STEPHANIE R. DIETZ, CITY CLERK
APPROVED AS TO FORM: ПОРОТО УРНІ МНО
BY:_ In B. Aoulat 12622
Aity Attorney Date
301189 PO# 137590
ACCOUNT DATA:
BY:_ 7/20/22
Verified by Finance Officer V-18138
Funds available, ac 7118122
672-0403-617-65-00 118033
$216,700.00 72 7|19/22
X: \Agreements\Information Technology\2022\1st Amendment to PSA - SDI Presence Re ERP.doex 2 CONSULTANT
SDI PRESENCE, LLC,
A Delaware Limited Liability Company
BY: Shaun 2 Warfl
(Signature)
Sharee L Wolff
(Typed Name)
Its:_ CFo
(Title)
N/A
BY:_
(Signature)
(Typed Name)
Its:
(Title)
Taxpayer I.D. No. 81- 1357524
ADDRESS: 200 E. Randolph Street
Suite 3550
Chicago, IL 60601
TELEPHONE: 312-580-7500
FAX: 312-580-7600
E-MAIL: [email protected]
X: \Agreements\Information Technology|2022\1st Amendment to PSA - SDI Presence Re ERP.docx 3 ASDI
January 17, 2022
Mr. Jeff Bennyhoff
Director of Information Technology
City of Merced
678 West 18th Street
Merced, CA 95340
RE: IT Organization and Staffing Assessment
Dear Mr. Bennyhoff,
SDI Presence LLC (SDI) is pleased to submit this proposal letter to the City of Merced to provide additional project management services for the City's Tyler Munis implementation. Based on our understanding of the project and the additional request made by the City's Steering Committee, we have developed the following amended scope for your consideration.
Original Project Scope
The City of Merced initially contracted with SDI to provide Project Management Lite Services to support the City's Tyler Munis implementation through the Finance, Socrata, CAFR, EAM and EnerGov phases, specifically excluding support services for Human Capital Management (HCM), Advanced Timeclock, and Utility Billing. To provide these project management lite services, the original contract provided 1,250 hours of service at $165.00 per hour, with actual expenses estimated at $45,000.00 for required travel.
During its November 2021 meeting, the City's Steering Committee requested a new proposal to provide full project management services for all phases of the project, and adjusted based on the actual experience implementing the Tyler Munis Financial modules.
Assumptions
SDI's amended project management services proposal is based on the following assumptions:
• The City desires that SDI provide full project management services for two years, assisting with the Tyler ERP and EAM project implementation over that period. • The City's current schedule for phased implementation has been adjusted to align with the Steering Committee's decision of January 14, 2022 which changed the Finance Go- Live date to September 1, 2022 and the EnerGov implementation start in October 2022. • Tyler Technologies will provide implementation consulting services on site at the City, normally Tuesday through Thursday.
EXHIBIT 1
City of Merced Amended PM Services Proposal
• SDI's Project Manager will be onsite whenever Tyler Technologies personnel are onsite. • The City's EAM implementation will start in May 2022, and complete by the end of May 2023.
• The City's EnerGov implementation will start in October 2022, and complete by the end of November 2023.
• The City's HCM implementation will start in March 2023, and complete by the end of January 2024.
• The City's Scheduling implementation will start in January 2024, and complete by the end of July 2024.
• The City's Utility Billing implementation will start in January 2024, and complete by the end of October 2024.
Proposed Project Scope
To support the City's full Tyler ERP and EAM implementations, and to provide full project management services for the HCM, Advanced Timeclock, and Utility Billing phases over a two- year period, SDI estimates that a total of 2,450 hours and $63,700 for actual travel expenses will be required to fully implement all Tyler ERP and EAM modules detailed above. This will require adding 1,200 hours and $18,700 for actual travel expenses to the existing SDI contract.
Level of Effort and Pricing
SDI was able to maintain its standard $175 hourly rate for nearly ten years, but due to increasing inflation and other environmental factors, made the difficult decision to increase our standard rate to $185 per hour effective December 1, 2021. However, SDI will extend the discounted rate of $165 per hour to the City of Merced, and will honor this rate through the end of October 2024.
This proposal is valid thru July 19, 2022.
If the City accepts this proposal, additional funding of $216,700 ($198,000 for services, and $18,700 for actual travel expenses) will need to be added to the SDI contract. The amended not to exceed contract amount will be $467,950. If you have any questions or would like to discuss this proposal further, please call me at (530) 598-4915 or contact me via email at [email protected].
Sincerely,
Part Sanders.
Scott Sanders
Delivery Executive
SDI Presence, LLC
ASDI Page 2 January 17, 2022
ASDI
January 17, 2022
Mr. Jeff Bennyhoff
Director of Information Technology
City of Merced
678 West 18th Street
Merced, CA 95340
RE: IT Organization and Staffing Assessment
Dear Mr. Bennyhoff,
SDI Presence LLC (SDI) is pleased to submit this proposal letter to the City of Merced to provide additional project management services for the City's Tyler Munis implementation. Based on our understanding of the project and the additional request made by the City's Steering Committee, we have developed the following amended scope for your consideration.
Original Project Scope
The City of Merced initially contracted with SDI to provide Project Management Lite Services to support the City's Tyler Munis implementation through the Finance, Socrata, CAFR, EAM and EnerGov phases, specifically excluding support services for Human Capital Management (HCM), Advanced Timeclock, and Utility Billing. To provide these project management lite services, the original contract provided 1,250 hours of service at $165.00 per hour, with actual expenses estimated at $45,000.00 for required travel.
During its November 2021 meeting, the City's Steering Committee requested a new proposal to provide full project management services for all phases of the project, and adjusted based on the actual experience implementing the Tyler Munis Financial modules.
Assumptions
SDI's amended project management services proposal is based on the following assumptions:
• The City desires that SDI provide full project management services for two years, assisting with the Tyler ERP and EAM project implementation over that period. • The City's current schedule for phased implementation has been adjusted to align with the Steering Committee's decision of January 14, 2022 which changed the Finance Go- Live date to September 1, 2022 and the EnerGov implementation start in October 2022. • Tyler Technologies will provide implementation consulting services on site at the City, normally Tuesday through Thursday.
EXHIBIT 1
City of Merced Amended PM Services Proposal
• SDI's Project Manager will be onsite whenever Tyler Technologies personnel are onsite. • The City's EAM implementation will start in May 2022, and complete by the end of May 2023.
• The City's EnerGov implementation will start in October 2022, and complete by the end of November 2023.
• The City's HCM implementation will start in March 2023, and complete by the end of January 2024.
• The City's Scheduling implementation will start in January 2024, and complete by the end of July 2024.
• The City's Utility Billing implementation will start in January 2024, and complete by the end of October 2024.
Proposed Project Scope
To support the City's full Tyler ERP and EAM implementations, and to provide full project management services for the HCM, Advanced Timeclock, and Utility Billing phases over a two- year period, SDI estimates that a total of 2,450 hours and $63,700 for actual travel expenses will be required to fully implement all Tyler ERP and EAM modules detailed above. This will require adding 1,200 hours and $18,700 for actual travel expenses to the existing SDI contract.
Level of Effort and Pricing
SDI was able to maintain its standard $175 hourly rate for nearly ten years, but due to increasing inflation and other environmental factors, made the difficult decision to increase our standard rate to $185 per hour effective December 1, 2021. However, SDI will extend the discounted rate of $165 per hour to the City of Merced, and will honor this rate through the end of October 2024.
This proposal is valid thru July 19, 2022.
If the City accepts this proposal, additional funding of $216,700 ($198,000 for services, and $18,700 for actual travel expenses) will need to be added to the SDI contract. The amended not to exceed contract amount will be $467,950. If you have any questions or would like to discuss this proposal further, please call me at (530) 598-4915 or contact me via email at [email protected].
Sincerely,
Part Sands.
Scott Sanders
Delivery Executive
SDI Presence, LLC
ASDI Page 2 January 17, 2022
ASDI
February 7, 2020
Proposal Letter
Mr. Jeff Bennyhoff
City of Merced
678 W 18th Street
Merced, CA 95340
RE: ERP Project Services Proposal
Dear Jeff:
Thank you for the opportunity to provide this proposal to the City of Merced (City) for project, change management and advisory services to implement the City's selected Enterprise Resource Planning (ERP) system. As you are aware, SDI Presence LLC (SDI) has a long history of providing services to the City and we look forward to continuing that relationship, based on the City's needs and requests.
With a 20-year corporate resume, SDI delivers IT consulting, project and change management, and hybrid infrastructure solutions to optimize our clients' technology environments. SDI is a certified Minority Business Enterprise (MBE) comprised of nearly 200 business and technology professionals, with each team member averaging more than 15 years of industry experience.
Since 1999, SI's West Coast Division has worked with more than 180 state and local government agencies across eight states to complete complex Application Feasibility Studies and Procurements, Implementations, IT Assessments, IT Strategic Plans, GIS Strategic Plans, Network Assessments, IT Service Level Assessments, Policy and Procedure development and documentation, and Project Management Organization implementations.
Scope
As requested by the City, SDI proposes to provide 1,250 hours of advisory, project and change management services on an as needed basis during implementation of the City's ERP system.
SDI is committed to providing these services at our discounted rate during this multi-year implementation. SDI proposes to provide these services onsite every other week or as desired by the City.
Cost and Timeline
Based on SDI's experience with similar projects, as well as our knowledge of the City's project, we estimate that implementation of the City's ERP system will require approximately fifty months to complete. While the project is anticipated to require fifty months to complete, SDI provides this proposal for services planned over the next three years. SDI is flexible and can
EXHIBIT A
Project Services Proposal Page 1 City of Merced, CA
ASDI
February 7, 2020
adapt to changing requirements to ensure the City receives the services and support it desires during this implementation.
All the resources being proposed for this project will be billed at a discounted hourly rate of $165 for a total consulting services with a not-to-exceed price of $206,250. In addition, SDI estimates travel costs of $45,000 for the three-year term. SDI only invoices for work performed and actual travel costs. The estimated not to exceed cost for this project is $251,250.
Our highly experienced team will ensure that the City receives outstanding and timely advisory, project and change management services. It is our distinct honor to continue partnering with the City as its trusted advisor. Please let me know if there are any questions or concerns that I can help address.
Sincerely,
Start Sindin
Scott Sanders, Delivery Executive
SDI Presence, LLC
Project Services Proposal Page 2 City of Merced, CA