Written materials relating to an item on this agenda that are distributed to the legislative bodies within 72 hours before the item is to be considered at its regularly scheduled meeting will be made available for public inspection at the City Clerk’s Office, 300 West Third Street 4th Floor during customary business hours. Agenda reports are also on the City of Oxnard web site at www.oxnard.org.
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Agenda Item Time Estimates include: (Minutes for Presentation + Council Discussion + Public Comment)
AGENDA
OXNARD CITY COUNCIL
FINANCE AND GOVERNANCE COMMITTEE
Council Chambers, 305 West Third Street
April 9, 2024
Regular Meeting - 5:00 to 6:30 PM
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*Please see the link for the Measure M pre-recorded presentation video for each item listed on this agenda.
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3. PROVIDING PUBLIC COMMENTS REMOTELY DURING THE MEETING
a. Follow Zoom details listed above.
1 OXNARD CITY COUNCIL: FINANCE & GOVERNANCE COMMITTEE
April 9, 2024 - Page 2
b. Public comments on agenda items will be taken following the announcement of the item. After the item is announced, members of the public may register or otherwise be recognized for the purpose of providing public comment.
Please review the Zoom instructions on the registration page to help ensure there are no technical difficulties during your comments and help you understand public comment procedures using Zoom. Detailed participation instructions can be found at www.oxnard.org/city-meetings.
In the event of a disruption which prevents a legislative body of the City of Oxnard from broadcasting a meeting using a call-in option or internet- based service option, or in the event of a disruption within the City’s control which prevents members of the public from offering public comment using the call-in option or internet-based service option, the legislative body shall take no further action on items appearing on a meeting agenda until public access to the meeting via the call-in option or internet-based service option is restored. However, if any of the broadcast options are disrupted, but any of the other broadcast options is still available to the public, the legislative body may take further action on items appearing on a meeting agenda without waiting for the disrupted broadcast option(s) to be restored.
A. ROLL CALL, POSTING OF AGENDA, FLAG SALUTE
Consideration of Teleconference Participation pursuant to Assembly Bill 2449.
B. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
A person may address the legislative body only on matters not appearing on the agenda and within the subject matter jurisdiction of the legislative body. Speaker requests shall be submitted as set forth on the first page of this agenda. Speakers are limited to three minutes. After 30 minutes, if all speakers have not had the opportunity to speak, the remaining speakers will be given an opportunity to speak prior to adjournment of the meeting. The legislative body cannot enter into a detailed discussion or take action on any items presented during public comments at this time. Such items may only be referred to the City Manager/Executive Director/Secretary for administrative action or scheduled on a subsequent agenda for discussion. Persons wishing to speak on public hearing items should do so at the time of the hearing.
C. CONSENT AGENDA
1. City Clerk Department
SUBJECT: Approval of Minutes.
RECOMMENDATION: That the Finance & Governance Committee approve the minutes of the March 26, 2024, regular meeting as presented.
Contact: Rose Chaparro, (805) 385-7805
D. REPORTS
1. Information Technology Department
SUBJECT: Fourth Amendment to Agreement A-8011 with Superion LLC, a CentralSquare Company, for Information Technology Software and Services. (10 minutes)
RECOMMENDATION: That the Finance and Governance Committee recommend that City Council approve and authorize the Mayor to execute a Fourth Amendment to Software License Agreement A-8011 with Superion LLC, a CentralSquare Company, in the amount of $327,800 for FY24-25 with a new not-to-exceed total agreement amount of $2,398,781 for information technology software and services.
Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/H8wjB2Jqgwo
Contact: Robert Ruben, (805)385-7554
2. Finance Department
SUBJECT: Amendment to External Auditor Agreement for Annual Auditing Services. (10 minutes) RECOMMENDATION: That the Finance and Governance Committee recommend that the City 2 OXNARD CITY COUNCIL: FINANCE & GOVERNANCE COMMITTEE
April 9, 2024 - Page 3
Council approve and authorize the Mayor to execute the Second Amendment to Agreement A-8223 with Eadie + Payne, LLP, to increase the amount by $62,700, for a total amended not-to-exceed amount over 5 years of $1,157,800 for FY 2022-23 and FY 2023-24 Annual Comprehensive Financial Reporting (ACFR)/Single-Audit/Ancillary Assistance.
(Presentation will be live upon consultant’s request).
Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/urTgw1psOwM
Contact: Javier Chagoyen-Lazaro, (805) 200-5400
E. ITEMS FOR FUTURE AGENDAS
F. ADJOURNMENT
3 FINANCE AND GOVERNANCE COMMITTEE
AGENDA REPORT
CONSENT AGENDA
AGENDA ITEM NO. C.1
DATE: April 9, 2024
TO: Finance & Governance Committee
FROM: Rose Chaparro, City Clerk, (805) 385-7805, [email protected]
SUBJECT: Approval of Minutes.
RECOMMENDATION
That the Finance & Governance Committee approve the minutes of the March 26, 2024, regular meeting as presented.
BACKGROUND
Approval of Minutes.
STRATEGIC PRIORITIES
This agenda item is a routine operational item.
FINANCIAL IMPACT
There is no financial impact.
Prepared by: Rose Chaparro, City Clerk
ATTACHMENTS
1. MINUTES 03 26 2024 Finance & Governance
4 MINUTES
OXNARD CITY COUNCIL
FINANCE AND GOVERNANCE COMMITTEE
Regular Meeting
March 26, 2024
A. ROLL CALL, POSTING OF AGENDA, FLAG SALUTE
At 5:02 p.m., Chair John C. Zaragoza called to order the regular meeting of the Oxnard City Council Finance and Governance Committee in the City Hall Council Chambers at 305 W. Third Street, Oxnard, California. The City Clerk called the roll and announced the po sting of the a genda. Chair John C. Zaragoza , Member Gabriela Basua, and Member Gabriel (Gabe) Teran were present in person.
Consideration of Teleconference Participation pursuant to Assembly Bill 2449.
B. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
Public comments were received from Jim Lavery (Annual Financial Report).
C. CONSENT AGENDA
1. City Clerk Department
SUBJECT: Approval of Minutes.
RECOMMENDATION: That the Finance & Governance Committee approve the minutes of the March 12, 2024 regular meeting as presented.
It was moved by Member Teran, seconded by Member Basua , to approve the Information/Consent item as presented. VOTE: Basua, Teran, and Zaragoza voted in favor; the motion passed 3-0.
D. REPORTS
1. City Manager Department
SUBJECT: ERP Annual Report and Seventh Amendment to Agreement with Kreative Core Technologies.
RECOMMENDATION: That the Finance and Governance Committee:
1. Recommend that the City Council approve and authorize the Mayor to execute a Seventh Amendment to the Professional Services Agreement with Kreative Core Technologies Corp (9431-21-FN) in the amount of $5,300,000 for a new not to exceed contract amount of $10,020,000, and to extend the term for a year to December 31, 2025, for project management services related to the discovery, documentation, implementation, stabilization and ongoing IT support for all phases of the City’s multi-year enterprise resource planning (ERP) implementation, as well 5 March 26, 2024 OXNARD CITY COUNCIL PAGE 2
FINANCE & GOVERNANCE COMMITTEE
as some additional IT projects non-ERP projects;
2. Recommend that the City Council Approve $200,000 of new Transfer Out Appropriations in the General Fund (101) and corresponding Transfer In Revenues in the Capital Outlay Fund (301) in regard to additional ERP related costs anticipated in Fiscal Year 2023-24; and
3. Receive and file the ERP system annual report.
Shiri Klima, Deputy City Manager presented and answered the Committees questions. No public comments were received. Discussion ensued among the Committee and staff.
It was moved by Member Teran, seconded by Member Basua, to approve the recommended action as presented. VOTE: Basua, Teran, and Zaragoza voted in favor; the motion carried 3 -
0. E. ITEMS FOR FUTURE AGENDAS (No requests were made.)
F. ADJOURNMENT
There being no further business on the agen da, and without objection, Chair Zaragoza adjourned the meeting at 5:23 p.m.
ROSE CHAPARRO JOHN C. ZARAGOZA
City Clerk Chair
6 FINANCE AND GOVERNANCE COMMITTEE
AGENDA REPORT
REPORTS
AGENDA ITEM NO. D.1
DATE: April 9, 2024
TO: Finance & Governance Committee
FROM: Robert Ruben, Chief Information Officer, (805)385-7554, [email protected]
SUBJECT: Fourth Amendment to Agreement A-8011 with Superion LLC, a CentralSquare Company, for Information Technology Software and Services. (10 minutes)
RECOMMENDATION
That the Finance and Governance Committee recommend that City Council approve and authorize the Mayor to execute a Fourth Amendment to Software License Agreement A-8011 with Superion LLC, a CentralSquare Company, in the amount of $327,800 for FY24-25 with a new not-to-exceed total agreement amount of $2,398,781 for information technology software and services.
Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/H8wjB2Jqgwo
BACKGROUND
For the past three decades, the City of Oxnard has been using the SunGard HTE Enterprise Resource Planning (ERP) system as its main core operational business system to handle functions such as accounts payable, purchasing, financial reporting, utility billing, and licensing. Over the years, the HTE system was acquired by companies such as Superion and, most recently, CentralSquare. Despite the City’s transitioning of the financial portion of its ERP to Tyler Munis starting in October 2022, the HTE/Naviline system is still in use for certain functions such as payroll, utility billing and business licensing. As the implementation of the Tyler Munis system moves into new phases, use of the HTE system will continually go down. However, during this transitional period, HTE needs to be maintained and licensed while its functions get integrated into the Tyler Munis system.
CentralSquare also provides additional systems and services to the City. For example, the Click2Gov module is used to modernize the functionality of business licensing and permits to provide better service to residents and businesses. Systems such as Cognos and Analytics NOW are used by the Finance Department to aid in financial report creation and management. The Police Department uses the CryWolf system to track burglar alarms throughout the City. Additionally, in support of the Tyler ERP implementation, programming and consulting services from CentralSquare are needed in support of gap analysis, process mapping and data conversion and migration.
For FY24-25, the following table outlines expected costs for the vendor's services:
TABLE - CentralSquare Estimated Costs, FY 24-25
7 Description FY 24-25 Estimated Cost
HTE/Naviline ERP license and support $230,000
Click2Gov for licensing, permitting, employee self service $28,000 Various third party systems including CryWolf (Police), Public Administrator (Utilities), Cognos (Finance)
$40,000
Programming and consulting services $0 **
Contingency (10%) $29,800
Total $327,800
** Data conversion and migration from HTE to the Tyler ERP system are expected to continue. However prior amounts authorized by Council have not been exhausted to date and thus staff is not requesting additional amounts for authorization at this time.
A 10% contingency is included for unforeseen remediation or emergency needs, anticipated annual increases for third party software renewals, and flexible capacity to support City departments and CentralSquare’s business requirements through June 30, 2025.
STRATEGIC PRIORITIES
This agenda item supports the Organizational Effectiveness strategy. The purpose of the Organizational Effectiveness strategy is to reinforce, stabilize, improve, and strengthen the organizational foundation of the City in order to build a modern, high-functioning City government that effectively and efficiently supports the operating departments in providing high-quality services and programs for our residents and businesses.
FINANCIAL IMPACT
The costs for the software and services provided by the vendor will be included in the IT Department's recommended FY 2024-25 budget.
For Finance Use Only: Information Technology Fund (Org. 7311801 Obj 53001 - Software & 53200 - Services)
Prepared by: Gary Krumian, Programmer Analyst
ATTACHMENTS
1. A-8011 - Superion CentralSquare Agreement
2. A-8011 - Superion CentralSquare First Amendment
3. A-8011 - Superion CentralSquare Second Amendment
4. A-8011 - Superion CentralSquare Third Amendment
5. A-8011 - Superion CentralSquare Fourth Amendment
6. Presentation
8 9
10 11
12 13
14 15
16 17
18 19
20 21
22 23
24 25
26 27
28 29
30 31
32 33
34 35
36 37
38 39
40 41
Agreement No. A-8011
FOURTH AMENDMENT TO SOFTWARE LICENSE AGREEMENT
This Fourth Amendment (“Amendment”) to the Software License Agreement (“Agreement”) is made and entered into in the County of Ventura, State of California, this 13th day of March 2024, by and between the City of Oxnard, a municipal corporation (“City”), and Superion, LLC, a CentralSquare Company (“CentralSquare”, “Superion” or “Vendor”). This Fourth Amendment amends the Third Amendment to the Software License Agreement entered into on May 24, 2023, which itself amended the Second Amendment to the Software License Agreement entered into on May 24, 2022, which itself amended the First Amendment entered into on April 22, 2020. The First Amendment amended the Agreement entered into on October 3, 2017 by City and Vendor.
RECITALS
WHEREAS, Vendor continues to provide City with access to the HTE/Naviline ERP system under the Agreement for the period ending June 30, 2025.
NOW Therefore City and Vendor agree as follows:
1. Exhibit D is added to this Agreement, and is incorporated herein by this reference.
2. The total value of the Agreement for Agreement A-8011 shall not exceed $2,398,781.
3. The Parties agree that this Agreement may be transmitted and signed by electronic signature by either/any or both/all parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7.
4. As so amended, the Agreement remains in full force and effect. 42 Agreement No. A-8011
IN WITNESS WHEREOF, the parties hereto have executed the Agreement on the date first written above.
CITY OF OXNARD CENTRAL SQUARE TECHNOLOGIES LLC
John C. Zaragoza, Mayor Date Ron Anderson, Chief Sales Officer Date
Barry Medintz, General Counsel Date
ATTEST:
Rose Chaparro, City Clerk Date
APPROVED AS TO FORM:
Stephen M. Fischer, City Date
Attorney
43 Agreement No. A-8011
EXHIBIT D
CentralSquare Estimated Costs, 7/1/2024 through 6/30/2025 Description FY 24-25
Expected Cost
HTE/Naviline ERP license and support $230,000
Click2Gov for licensing, permitting, employee self service $28,000 Various third party systems including CryWolf (Police), Public Administrator (Utilities), Cognos (Finance)
$40,000
Contingency (10%) $29,800
Total $327,800
44 Fourth Amendment to Agreement A-
8011 with Superion LLC, a Central
Square Company
Finance & Governance Committee
April 9, 2024
Rob Ruben, Chief Information Officer
45 That the Finance and Governance Committee
recommend that the City Council approve and authorize
the Mayor to execute a Fourth Amendment to Software
License Agreement A-8011 with Superion LLC, a
CentralSquare Company, in the amount of $327,800 for
FY24-25 with a new not-to-exceed total agreement
amount of $2,398,781 for information technology
software and services.
RECOMMENDATION 2
46 • The City began using the HTE ERP system in 1988 with functional additions made in 1992 and 1998
• In October of 2019, Council approved adoption of a new ERP system to replace the aging HTE system
• In April of 2020, City Manager authorized the HTE system to be hosted in the cloud in order to ensure security and reliability with an agreement extending through June 2023
• City and Vendor now work with an annual agreement in order to provide flexibility in features and services stemming from the planned phase-out of HTE
BACKGROUND 3
47 • Annual maintenance cost for HTE and related services is approximately $260,000 per year
• This cost includes license and maintenance of HTE, Naviline, disaster recovery services as well as systems for licensing, permitting and employee self-service
• Tyler ERP implementation continues to require additional technology solutions and programming needs from the vendor
• As the Tyler ERP modules are expanded, vendor will provide data conversion and migration services from HTE in order to ensure a strong infrastructure upon which the entire ERP system is founded
NEEDS AND DETAILS 4
48 • Annual expenditures with vendor are expected to cost up to $477,800 during FY24-25 * Note that staff is not requesting any further authorization for programming and consulting expenditures. Prior amounts authorized by Council have not been exhausted to date. The amount of $150,000 is being shown to indicate total possible expenditures with the vendor throughout the fiscal year • The costs for the software and services provided by the vendor will be included in the IT Department's recommended FY 2024-25 budget. Expenditures specific to other departments (such as Finance, Police or Public Works) will be paid through those specific department budgets.
NEEDS AND DETAILS 5
Description Estimated Annual
Cost
HTE/Naviline ERP license and support $230,000
Click2Gov for licensing, permitting, employee
self service
$28,000
Systems used by PD, Utilities and Finance $40,000
Programming and consulting services $150,000 *
Contingency (10%) $29,800
49 That the Finance and Governance Committee
recommend that the City Council approve and authorize
the Mayor to execute a Fourth Amendment to Software
License Agreement A-8011 with Superion LLC, a
CentralSquare Company, in the amount of $327,800 for
FY24-25 with a new not-to-exceed total agreement
amount of $2,398,781 for information technology
software and services.
RECOMMENDATION 6
50 QUESTIONS
7 51
FINANCE AND GOVERNANCE COMMITTEE
AGENDA REPORT
REPORTS
AGENDA ITEM NO. D.2
DATE: April 9, 2024
TO: Finance & Governance Committee
FROM: Javier Chagoyen-Lazaro, Chief Financial Officer, (805) 200-5400, [email protected]
SUBJECT: Amendment to External Auditor Agreement for Annual Auditing Services. (10 minutes)
RECOMMENDATION
That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute the Second Amendment to Agreement A-8223 with Eadie + Payne, LLP, to increase the amount by $62,700, for a total amended not-to-exceed amount over 5 years of $1,157,800 for FY 2022-23 and FY 2023-24 Annual Comprehensive Financial Reporting (ACFR)/Single-Audit/Ancillary Assistance.
(Presentation will be live upon consultant’s request).
Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/urTgw1psOwM
BACKGROUND
Following a request for proposals process, in May 2020, the City executed contract A-8223 with the external audit firm Eadie + Payne, LLP (E+P) to conduct the City of Oxnard’s annual and single audits for five fiscal years from FY 2019-2020 through FY 2023-2024. During the field audit of FY2022/23, the contract was amended by $20,000 for a total not to exceed of $1,095,100.
DISCUSSION
As required by the Single Audit Act, agencies with federal awards greater than $750,000 must conduct single audits by independent external auditors and comply with federal program requirements for major programs identified. In the assessment of the major federal programs to be audited the FY2022/23, the auditor has selected five major programs, compared to one to two programs audited in prior years, to be audited for compliance with federal program requirements. This is primarily due to the American Rescue Plan Act (ARPA) funds the City has received.
This second amendment is requesting an additional $32,700 for single audit services for the fiscal year audit ending June 30, 2023, and up to $30,000 of single audit contingency for fiscal year ending June 30, 2024. The recommended amendment will amend the FY2022/23 amount from $236,100 to $268,800 and amend the FY2023/24 amount from $221,700 to $251,700, for a not to exceed amount of $1,157,800 over the five year term of the contract. FY 2022/23 is the fourth year of the City's auditing contract with E+P of a five-year agreement to provide audit services to the City.
52 STRATEGIC PRIORITIES
This agenda item is a routine operational item or does not relate to the five strategic priorities adopted by City Council on March 16, 2021.
FINANCIAL IMPACT
There is sufficient FY2023-24 budget in Finance operational contract to fund for the proposed amendment.
Prepared by: Beth Vo, Assistant Chief Financial Officer
ATTACHMENTS
1. Agreement A-8223
2. First Amendment A-8223
3. Second Amendment A-8223
4. Presentation
53 54
55 56
57 58
59 60
61 62
63 64
65 66
67 68
69 70
71 72
73 74
75 76
77 78
FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES
Agreement No. A-8223
SECOND AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES This Second Amendment (“Second Amendment”) to the Agreement for Professional Services (“Agreement”) is made and entered into in the County of Ventura, State of California, this 16 day of April, 2024 by and between the City of Oxnard, a municipal corporation (“City”), and Eadie + Payne, LLP. (“Consultant”). This Second Amendment amends the Agreement entered into on May 19, 2020, by City and Consultant.
City and Consultant agree as follows:
1. Section 6 of the Cover Page Agreement is amended as follows:
a) The figure “$1,095,100” is replaced by the figure “$1,157,800”
2. The “Rates and Costs Exhibit” is amended to include the Additional Fees Exhibit. The Additional Fees Exhibit is attached hereto and incorporated herein by this reference into the agreement.
3. The Parties agree that this Agreement may be transmitted and signed electronic signature by either/any or both/all parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code Section
16.5 and Civil Code Section 1633.7.
4. As so amended, the Agreement remains in full force and effect. [Signatures on next page]
79 Agreement No. A-8223
FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES
IN WITNESS WHEREOF, the parties hereto have executed the Amendment on the date first written above.
CITY OF OXNARD EADIE + PAYNE, LLP
John Zaragoza, Mayor Date Eden Casareno, Partner Date
ATTEST:
Rose Chaparro, City Clerk Date
(only if Mayor signs)
APPROVED AS TO FORM:
Stephen M. Fischer, City Date
Attorney (always required)
80 Agreement No. A-8223
FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES
ADDITIONAL FEES EXHIBIT
Additional fees for audit services for the fiscal year audit ending in June 30, 2023 and June 30, 2024 • Use of single audit contingency fee of $10,000 per. major federal program, after fist two major programs, will require CFO approval prior to commencement of work.
FY 2022/23 FY 2023/24
Item
No. Description Requested
Additional Fee
Requested
Additional Fee
1 Single Audit (5 selected major
programs) 32,700 30,000*
Total 32,700 30,000 62,700
81 AMENDMENT TO EXTERNAL AUDITOR
AGREEMENT FOR ANNUAL AUDITING
SERVICES
Presentation to Finance and Governance Committee
April 9, 2024
Presented By:
Cesar Perfecto, Controller
82 That the Finance and Governance Committee recommend
that the City Council approve and authorize the Mayor to execute the Second Amendment to Agreement A-8223 with
Eadie + Payne, LLP, to increase the amount by $62,700, for a total amended not-to-exceed amount over 5 years of
$1,157,800 for FY 2022-23 and FY 2023-24 Annual
Comprehensive Financial Reporting (ACFR)/Single-
Audit/Ancillary Assistance.
RECOMMENDATION 2
83 BACKGROUND 3
In May 2020, City entered into a contract A-8223 with the external audit firm Eadie + Payne, LLP (E+P) to conduct the City of Oxnard’s annual and Single audits for five
fiscal years from FY 2019-2020 through FY 2023-2024.
- In January 2024, the City executed the First
Amendment to Agreement A-8223 with Eadie + Payne,
LLP to cover additional field work and testing needed to gain reasonable assurance of the newly implemented
financial module of the Enterprise Resource Planning
(ERP) System and FY2023 financial statements.
- The first amendment increased the FY2022/23
audit amount by $20,000, from $216,100 to $236,100, for a total amended not-to-exceed amount over 5 years of
$1,095,100
84 SINGLE AUDIT AMENDMENT 4
Additional programs audited
- The auditing firm, Eadie & Payne, is requesting for
an additional $32,700 to be added to fiscal year 2022/23 audit amount from $236,100 to $268,800, and $30,000 be
added as single audit contingency for fiscal year 2023/24 for each federal major program selected after the first two major programs.
- The additional amount will amend the FY2022/23
amount from $236,100 to $268,800 and FY2023/24 amount
from $221,700 to $251,700, for a not to exceed amount of $1,157,800 over the five year term of the contract.
-This is primarily due to the City’s receipt of ARPA
funds.
85 That the Finance and Governance Committee recommend
that the City Council approve and authorize the Mayor to execute the Second Amendment to Agreement A-8223 with
Eadie + Payne, LLP, to increase the amount by $62,700, for a total amended not-to-exceed amount over 5 years of
$1,157,800 for Annual Comprehensive Financial Reporting (ACFR)/Single-Audit/Ancillary Assistance.
RECOMMENDATION 5
86 QUESTIONS
6 87