FOR THE COUNCIL MEETING OF JULY 16, 2024
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager Alex Posada
BY: Interim Director of Finance Xenia Bradford
SUBJECT: Adoption of a Resolution Approving a Professional Services Agreement for Continued Value Services with Collaborative Solutions LLC
Description:
The City Council will consider approving an agreement for Professional Continued Value Services with Collaborative Solutions LLC.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution authorizing a ten-year Agreement with Collaborative Solutions, LLC, a Limited Liability Company, an affiliate of Cognizant Worldwide Limited, for Continued Value Services.
BACKGROUND:
The City is currently in the process of an Enterprise Resource Planning System implementation. The project was approved by the City Council on March 19, 2024, and is estimated to be completed by January 2026. The Enterprise Resource Planning System is primarily based on Workday software as a service implementation, which includes core financials, payroll, and human capital management.
DISCUSSION:
Collaborative Solutions LLC is contracted by the City to lead the implementation of the Enterprise Resource Planning System. Collaborative Solutions LLC offers ongoing support post -implementation, known as Continued Value Services. Collaborative Solutions LLC has presented the Continued Value Services contract for a period of ten years at agreed upon rates. The services are offered on a pay -as-you-go basis at guaranteed rates per the contract. Services will not be triggered until the post - implementation time frame and only upon demand by the City. Staff recommends entering into the contract to lock-in favorable rates for the ten-year post-implementation period to ensure appropriate technical support.
2 Alternative(s)
The City Council could deny approval of the contract. If the contract is denied, the City will rely on internal staff technical expertise to support the Enterprise Resource Planning system post -implementation. This is not recommended by staff as the proposed Continued Value Services will only be utilized on an as needed basis when the expert knowledge is needed.
Fiscal Considerations
There is no immediate budgetary impact from approval of this contract. Budgetary allocations will be presented for Council approval through the budget process. No expenditures will be incurred through this contract until the post -project-implementation time frame.
Impact to the Community
The contract will support information technolo gy capabilities for financial and human resources processes necessary for efficient service delivery to the community.
ATTACHMENT A: CVS Cognizant Agreement (ERP)