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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 18, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager
Jeannie Fortune, Interim Director of Finance & Management Services;
Rolland Kornblau, Information Technology Services Director Department: Finance & Management Services and Information Technology Services
Subject: Approve a two-year Professional Services Agreement between the City and Dixon Mutadzakupa for project
management consulting and support services for the
City’s ERP software implementation, in an amount not-to- exceed $384,000 (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager to execute a Professional Services Agreement between the City of San Bernardino and Dixon Mutadzakupa for project management consulting and support services for the City’s Enterprise Resources Planning (ERP) software implementation beginning on July 1, 2025, and ending on June 30, 2027, in an amount not-to-exceed $384,000.
Executive Summary
The Mayor and City Council awarded Application Software Technologies (AST), now a part of IBM, an agreement for the migration from the City’s existing ERP (New World/Tyler Technologies) to the new Oracle Cloud Infrastructure (OCI) system.
A project management consultant is essential to ensure efficient coordination between the City and AST/Oracle, to keep this project on schedule, to facilitate smooth project execution, implementation, and go-live, leading to a successful migration.
Approval of the professional services agreement between the City of San Bernardino and Dixon Mutadzakupa for project management support services for the City’s ERP software implementation is essential for the continued success of the ERP implementation. As a 2 7
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former Client First employee and former City of San Bernardino employee, he is aware of the City’s existing system, its strengths and weaknesses, and has extensive knowledge of the new Oracle ERP to ensure a smooth migration from the old ERP system to the new one. His guidance will provide stability throughout the migration given his knowledge of the new Oracle software, and of the City’s existing New World ERP software.
Background
On May 04, 2022, the City Council approved and authorized an agreement with Client First Consulting to conduct a software needs assessment and an implementation plan for a new ERP system for the City.
The contractual agreement was initially awarded as follows:
PROJECT TASKS TOTAL
Needs Assessment Cost $370,750
Implementation Project Management Assistance 409,760
TOTAL ALLOCATION $780,510
Client First Consulting completed the needs assessment cost, issued the Request for Proposals (RFP), and aided the City in evaluating and awarding the ERP system Agreement with Oracle. Client First invoices totaled $363,931 of the needs assessment cost allocation. They have since informed the City that we (City) are best suited to find another firm and/or consultant to continue with the project management implementation consulting phase.
Mr. Dixon Mutadzakupa, a former Client First employee and former City of San Bernardino employee, was part of Client First’s consultant team that helped with the needs assessment cost phase, and evaluation and award of the City’s ERP. Mr.
Mutadzakupa has since left Client First and is now an independent consultant whose expertise will aid the City’s smooth migration from the old ERP to the new ERP without affecting productivity and efficiency.
The total allocation for this project was $780,510, with a remaining balance of $416,579.
The City will be using the remainder of the ERP allocation towards Mr. Mutadzakupa’s agreement totaling $384,000.
Discussion
Implementation of an ERP system for a City the size of San Bernardino usually takes 18- 24 months from selection of the software to fully operational. Due to reorganization and vacancies in the Finance and Management Services Department, the initial kick-off of January 2025 was not met and has been moved to August 2025. Attachment_1 details the projected timeline for this project.
Client First was the original project management consultant, but has since backed out.
The City needs a consultant to aid in keeping us on schedule and within budget. Staff is planning to use Mr. Mutadzakupa for continued consulting assistance with the ERP 2 7
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project.
Dixon Mutadzakupa has successfully led the ERP implementations for several other Cities (including: Santa Barbara, Yucaipa, and Scottsdale). In addition to his familiarity with the City of San Bernardino’s systems, he has experience with the ERP implementation of systems such as Tyler, Workday, Incode, and SpringBook. He will draw upon this extensive knowledge and experience to lead the City of San Bernardino’s ERP implementation. He will accomplish the implementation using a phased approach.
Project Management Services include:
Vendor Management - Review Oracle’s performance and make certain they are abiding to the terms of the contract. Escalate any issues to Oracle’s Implementation Managers.
City Resource Planning - Work with Finance to confirm the City has the appropriate employee/s in the implementation sessions. Attend all implementation sessions and assist the project team with configuration. Be available to answer any questions from staff Communication Planning - Conduct and provide weekly or bi-weekly project status updates. Communicate and escalate any potential issues to Oracle on the City’s behalf Assist with System Analysis, Design and Configuration - Advice staff with insight to best practices adopted by other agencies.
Data Migrations and Integration Assistance - Provide assistance to Finance and the Information Technology team with extracting data to be moved to the new system
User Acceptance Testing Assistance - Work with the Finance team to confirm configuration settings by providing test scripts and conducting tests for each module. If test results show modules are not working as intended, communicate to Oracle for them to take corrective measures.
End User Training - Work with Oracle and Finance to facilitate citywide training for Oracle Cloud
Post Implementation Review and Support - Provide a post implementation analysis report that will help identify any potential issues and assist in fixing these issues.
The Agreement with Dixon Mutadzakupa for project management consulting services is being brought forward for the Mayor and City Council's approval in accordance with Section 3.04.010 D.3. of the City's Municipal Code (Attachment 3) and Section V (e) of the City's Purchasing Policy (Attachment 4). As outlined in both the Municipal Code and Purchasing Policy, a purchase that is otherwise approved by the action of the Mayor and City Council in a public meeting is exempt from the City's Purchasing Policy. 2021-2025 Strategic Targets and Goals
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Approval of this agreement aligns with Key Target No. 1: Improved Financial & Operational Capacity, through improved operational and financial transactions and activities.
Fiscal Impact
Sufficient budget remains for the span of the two years from the original ERP implementation budget allocation. No additional appropriation is required.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager to execute a Professional Services Agreement between the City of San Bernardino and Dixon Mutadzakupa for project management support services for the City’s Enterprise Resources Planning (ERP) software implementation beginning on July 1, 2025, and ending on June 30, 2027, in an amount not-to-exceed $384,000.
Attachments
Attachment 1 Professional Services Agreement (PSA) with Dixon Mutadzakupa Attachment 2 ERP Projected Implementation Timeline
Attachment 3 Dixon Mutadzakupa Project Management Proposal and Resume Attachment 4 Section 3.04.010 of the San Bernardino Municipal Code Attachment 5 Purchasing Policy Section V (e)
Ward:
All Wards
Synopsis of Previous Council Actions:
May 4, 2022 Mayor and City Council authorized the City Manager to approve the Professional Services Agreement between the City of San Bernardino and Client First Consulting for a software needs assessment and Enterprise Resource Planning (ERP) consulting services for a total cost of $780,510.