Mayor Alice Patino
Mayor Pro-Tem Carlos Escobedo
Councilmember Maribel Aguilera-Hernandez
Councilmember Gloria Flores
Councilmember Gloria Soto
CITY COUNCIL SPECIAL MEETING AGENDA
CITY OF SANTA MARIA, CALIFORNIA
Tuesday, August 12, 2025, 12:00 p.m.
HOW TO ACCESS MEETINGS
1. Meetings can be viewed in video format alongside the on-line interactive agenda at https://www.cityofsantamaria.org/services/departments/city-clerk-records/agendas-reports-meeting- videos.
2. The City of Santa Maria Broadcasts City Council Meetings Live on local Comcast Cable Channel 23, at cityofsantamaria.org/tv and on YouTube.com/@CityofSantaMariaCalifornia.
3. Closed Captioning is available in English and Spanish during City Council meetings on Comcast Cable Channel 23 and at cityofsantamaria.org/tv.
4. Meetings are replayed on local Comcast Cable Channel 23 and cityofsantamaria.org/tv on Thursdays at 9:00 a.m. and Tuesdays at 5:30 p.m. Meetings are available on demand at YouTube.com/@CityofSantaMariaCalifornia.
Attendance at public meetings may result in the streaming and recording of your image and/or voice.
AMERICANS WITH DISABILITIES ACT
In accordance with the Americans with Disabilities Act of 1990, if you require a disability-related modification or accommodation to attend or participate in this meeting, including auxiliary aids or services, please call the City Clerk’s Office at (805) 925-0951 extension 2306, or by email at [email protected] at least 48 hours before the meeting. Assisted Listening devices are available for those who attend in Council Chambers. Closed Captioning is available during meetings in English and Spanish on Comcast Channel 23 and at CityofSantaMaria.org/tv.
PUBLIC COMMENT (letters/emails)
(Must be received by 2:00 p.m. in advance of the meeting) Members of the public wishing to submit a public comment or a comment on an agenda item, can email [email protected] or mail to the City Council, Attn.: City Clerk's Office, 110 East Cook Street, Santa Maria, CA 93454. Letters/emails will not be read aloud during the meeting. All correspondence will be distributed to Councilmembers, submissions received after the deadline will not be processed until the following day but will become a part of the official record.
MEETINGS
The City Council holds regular meetings on the first and third Tuesday of every month. Regular meetings start at 5:30 p.m. in the Council Chambers at City Hall, 110 East Cook Street, Santa Maria, California. Special and Adjourned Regular meetings start time are to be determined.
POSTING LOCATIONS OF AGENDA AND/OR CANCELLATION NOTICES Regular meeting agendas will be posted at least 72 hours before the meeting (GC§ 54954(a)(1)).
Agenda and Cancellation Notices can be viewed online and are also posted at the following two locations: Santa Maria City Hall located at 110 East Cook Street, Santa Maria, California, and Santa Maria Public Library located at 421 South McClelland Street, Santa Maria, California.
1. CALL TO ORDER
ROLL CALL: Councilmember Aguilera-Hernandez, Councilmember Flores, Councilmember Soto, Mayor Pro Tem Escobedo, and Mayor Patino
2. PUBLIC COMMENT PERIOD (Not to exceed 15 Minutes)
The City Council values your input. Instructions are provided above (page 1) for communicating with the City Council. Individual speakers are limited to three minutes or as directed by the Mayor.
3. REGULAR BUSINESS
ORDER OF PROCEEDINGS FOR REGULAR BUSINESS ITEMS:
Council Agenda Report to be given.
Questions from the City Council.
Written communications/Public input.
City Council discussion and action.
3.a Approve Change Order for Agreement with Workday-Cognizant The City Council will consider authorizing the City Manager to approve project change order #1 to the Master Services Agreement with Cognizant Worldwide Limited – Cognizant Technology Solutions US and to approve future change orders related to the Enterprise Resource Planning System.
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:
Authorize the City Manager to approve project change order No. 1 to the Master Services Agreement with Cognizant Worldwide Limited - Cognizant Technology Solutions US. Corporation for implementation of the Enterprise Resource Planning System; and
1. Authorize the City Manager to approve future change orders related to the Enterprise Resource Planning System that are within the total authorized budget for the project.
2. 4. ADJOURNMENT
If you challenge a determination made on a matter on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described on this agenda, or in written correspondence to the city council at, or prior to, the public hearing.
I, Donna G. Schwartz, hereby certify under penalty of perjury under the laws of the State of
California that the foregoing agenda was posted not less than 24 hours at the following locations: City of Santa Maria City Hall and Library and made available at https://www.cityofsantamaria.org/services/departments/city-clerk-records/agendas-reports- meeting-videos on this 11th day of August 2025.
/s/ DONNA G. SCHWARTZ, CMC
Chief Deputy City Clerk
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Rebecca Campbell, Director of Finance
DATE: August 12, 2025
SUBJECT: Approve Change Order for Agreement with Workday-Cognizant
Description:
The City Council will consider authorizing the City Manager to approve project change order #1 to the Master Services Agreement with Cognizant Worldwide Limited – Cognizant Technology Solutions US and to approve future change orders related to the Enterprise Resource Planning System.
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:
1. Authorize the City Manager to approve project change order No. 1 to the Master Services Agreement with Cognizant Worldwide Limited - Cognizant Technology Solutions US.
Corporation for implementation of the Enterprise Resource Planning System; and
2. Authorize the City Manager to approve future change orders related to the Enterprise Resource Planning System that are within the total authorized budget for the project.
BACKGROUND:
On March 19, 2024 the City Council approved entering into an agreement with Cognizant Worldwide Limited - Cognizant Technology Solutions US Corporation (Cognizant) for implementation of the City’s Enterprise Resource Planning (ERP) System. Project change order No. 1 to the agreement is being requested for changes related to major system configuration elements, integration specifications changes, and deliverable changes from the originally planned Workday deployment or applicable service offering.
DISCUSSION:
The City of Santa Maria has used Tyler Eden as its core financial system since 1998. This system is outdated and offers limited integration with other City functions, resulting in manual processes using paper, email, and spreadsheets. While NeoGov is used for Human Resources, it does not provide comprehensive Human Capital Management capabilities.
Following a Request for Proposal (RFP) issued in October 2022, the City selected Cognizant/Collaborative to implement Workday for Core Financials, Human Capital Management, 2 and Payroll, along with SpryPoint for Utility Billing and CanAm/Teller for cashiering. The integrated ERP platform will improve operational efficiency, reduce data entry errors, and streamline workflows across departments.
The ERP project began in June 2024 and is scheduled to conclude in Spring 2026. Th e system is expected to serve the City’s needs for at least 10 years before a major upgrade is required. On July 2, 2025 Phase 1 of the implementation went live for financial operations. Phase 2 is anticipated to go live in January 2026.
Significant prog ress has been made on project planning, system design, and integration preparation. However, the complexity of the ERP implementation, combined with evolving operational requirements, has increased the scope of work. Additional time is needed to complete advanced configurations, conduct extensive data migration, and perform comprehensive testing to ensure accuracy and reliability. Extending the agreement with Cognizant will provide continued access to expert implementation teams and technical support necessary for these critical project phases. Additional funding will cover extended professional services, updated integration needs, and enhanced training for City staff.
Alternative(s)
Should the City Council choose not to approve the amendments and additional funding:
The ERP project schedule will likely be delayed, potentially extending beyond the planned Spring 2026 completion date.
The City may experience reduced system functionality at go -live due to incomplete configuration, testing, and training.
Existing staff workloads may become unmanageable, increasing the risk of errors, reduced service quality, and post-launch operational issues.
The City would remain dependent on outdated financial and HR systems for a longer period, limiting process improvements and efficiency gains.
Fiscal Considerations
The original cost for implementation services from Cognizant for the ERP project was $3,948,442.
This project change order #1 will increase that cost by $280,028. A breakdown by line item is listed in Attachment 1 – Project Change Order No. 1. There is sufficient savings within the project to cover this change order, and there will be no additional funding needed from the City’s General Fund or other funds.
Impact to the Community
The Enterprise Resour ce Planning System will bring forth modern technologies to the City’s financial and human resources operations. The City organization and the community will benefit from the efficiency of operations, enhanced security of City assets, and transparency of information.
ATTACHMENT(S)
A. Project Change Order Amendment #1
B. Original Agreement
1 Project Change Order #1
June 20, 2025
City of Santa Maria Phase 2 HCM
ATTACHMENT A
2 Project change order
This Change Order form is used for requesting, documenting and approving changes to the Workday deployment or other applicable service offering, including, but not limited to, changes to the project’s Scope, changes for a major configuration element, project timeline/schedule changes, integration specifications changes, addition of resources or any other deliverable change from the originally planned Workday deployment or applicable service offering.
Summary
Client: City of Santa Maria
SOW/Project Name: City of Santa Maria Phase 2 HCM
Change Order #: CO# 1
Project Manager (Client): James Oswald
Project Sponsor (Client): Rebecca Campbell, Dawn M. Jackson, Jeffrey Marecic, Chuen Wu, and Graciela Reynoso
Engagement Manager: Tony Ramos, Collaborative Solutions, LLC (“CSLLC”) Acceptance Due Date: July 31, 2025
Change Type: • Talent
• Learning
• Integrations
• Position Budgeting
Impact Assessed by: Tony Ramos CSLLC Engagement Manager, Aakash Negandhi CSLLC Adaptive Planning Director, James Oswald City of
Santa Maria, Xenia Bradford City of Santa Maria
Priority: High
Billing: Bill under current project
Contract Line Type: Fixed Price
Is new PO# required? No new PO# needed
Request Description
Talent was initially included in the HCM P2 Implementation timeline. The Talent implementation will now occur:
• Updated timeline
o 01 /05/2026 to 06/19/26
• Go Live date of 06/01/26
3 • Complete Post-Production Support of Talent by 06/19/26 Moving Talent from the initial implementation requires additional Engagement Management time/cost
Additional critical business needs were identified for Learning and are included in this change order. Budgeting was identified as a critical business need as is being added into scope.
Finalization of the integrations listing was completed. Required updates to the original list of integrations are included.
Business Purpose / Reason for Change
City of Santa Maria identified a critical business need to move the project timeline for the implementation of Talent. This change in schedule allows for the proper coverage.
Impact Assessment
Project Activities Affected: Talent, Learning, Integrations, Recruiting, Payroll, Budget, Reporting and Adaptive
Deliverables Affected: Architect & Config and End to End Testing Project Schedule Impact: The implementation of Talent will require five (5) months and will be considered a post-production release to HCM
Pricing Matrix The following is the Pricing Matrix:
Role Cost
Talent $7,080.00
Learning $20,060.00
Integrations $191,868.00
(Position Budgeting) Recruiting $11,800.00
(Position Budgeting) Payroll $5,900.00
(Position Budgeting) Fin Budget $4,720.00
(Position Budgeting) Reporting $8,260.00
(Position Budgeting) Adaptive Hours $3,540.00
Engagement Management $29,480.00
Total $280,028.00
4 Payment Terms
Fixed Fee SOW: This Change Order will be billed on a fixed fee milestone payment based on the updated payment table below for functional and technical consultant efforts.
Updated payment schedule for Phase 2 that includes Change Order #1
Updated Payment table with Change Order #1
included - 07/25/2025
Fixed Fee and Invoicing
Milestone / Event Invoice Date CSLLC
Amount
CSLLC Total
Invoice
Investment Amount
Phase two (2) Commencement 1/20/2025 $82,500 ($3,500) $79,000 Strategy Stage: Strategy 1/31/2025 $164,999 ($7,000) $157,999 Plan Stage: Delivery of Plan Artifacts 3/7/2025 $329,999 ($14,000) $315,999 Architect & Configure Stage: Delivery of Design Artifacts 5/16/2025 $164,999 ($7,000) $157,999 Architect & Configure Stage: Delivery of End-to-End Tenant 7/4/2025 $164,999 ($7,000) $157,999 Test Stage: Completion of End-to-End Test 9/5/2025 $235,007 ($7,000) $228,007 Test Stage: Completion of Parallel Test 11/7/2025 $235,007 ($7,000) $228,007 Deploy Stage: Completion of Move-to-Production (Go-Live) 12/12/2025 $235,007 ($7,000) $228,007 Post-Production support: Completion of Project 1/30/2026 $317,507 ($10,500) $307,007 Project Total for All Phases $1,930,024 ($70,000) $1,860,024 Updated Timeline for Talent
City of Santa Maria - Talent Implementation Timeline
Plan
Architect
&
Configure Test Deploy
Post
Production
Total
Weeks
Weeks 2 14 4 3 2 25
Start 01/05/2026 01/19/2026 04/27/2026 05/25/2026 06/15/2026 Finish 01/16/2026 04/24/2026 05/22/2026 6/12/2026 6/26/2026
Assumptions
• All Assumptions from the SOW dated October 10, 2023, apply to this Change Order.
5 Authorization
Client Authorization Signature
Collaborative Solutions Authorization
Signature
Name
Name
Job Title
Job Title
Date
Date
6 Appendix A: Change Order #1 Detail Summary
Workstream SOW Scope Changes Cost
Learning Addition of 11 topic segments and 10 content creator segments
$2,360.00
Learning Addition of 10 Learning Content Creator Security Groups
$9,440.00
Learning 10 Learning Content Approver Security Groups $2,360.00 Learning Update four BPs $5,900.00
Talent Transition of prior work $7,080.00
Position Budget HCM/Recruiting Hours $11,800.00
Position Budget Payroll Hours $5,900.00
Position Budget Fin Acctg/ Budget Hours $4,720.00
Position Budget Reporting $8,260.00
Position Budget Adaptive Hours $3,540.00
Integrations Remove - INT105 - Life, AD&D Insurance Outbound $(9,440.00) Integrations Remove - INT107 - COBRA Events Outbound $(11,800.00) Integrations Remove - INT108 - COBRA Initial Rights Outbound $(11,800.00) Integrations Remove - INT110 - 401k Demographic Outbound $(11,800.00) Integrations Remove - INT117 - Tax Filing Quarterly Outbound $(4,720.00) Integrations Remove - INT119 - Background Check Bidirectional $(7,080.00) Integrations Remove - INT125 - NeoGov Requisitions Outbound $(16,520.00) Integrations Add - INT126 - Federal Annual W2 Tax filling $25,960.00 Integrations Add - INT127 - EDD Quarterly Tax Filling $18,172.00 Integrations Add - INT128 - Timekeeping System Outbound-Fire $25,960.00 Integrations Add - INT129 - Timekeeping System Inbound-Fire $25,960.00 Integrations Add - INT130 - Absence Balances Outbound-Fire $25,960.00 Integrations Add - INT131 - FSA Contributions Outbound $12,980.00 Integrations Add - INT132 - STD LTD PFL Outbound $10,384.00 Integrations Add - INT133 - CalPERS Payroll Review Outbound $25,960.00 Integrations Add - INT134 - CalPERS Retirement Enrollment Outbound $25,960.00
Integrations Add - INT135 - LegalShield Outbound $18,172.00 Integrations Change - INT102 - Medical, RX Outbound $14,160.00 Integrations Change - INT123 - Vector Training Enrollment Outbound
$18,880.00
Integrations Change - INT120 - Timekeeping System Outbound $9,440.00 Integrations Change - INT122 - Absence Balances Outbound $7,080.00 Engagement
Management
Engagement Management $26,800.00
Total
Amount
$280,028.00
7 Appendix B
Appendix B: Prior Payment Schedules
Original payment schedule from SOW dated 03/25/2024
Fixed Fee and Invoicing
Milestone / Event Invoice Date CSLLC
Amount
CSLLC Total
Invoice
Investment Amount
Phase two (2) Commencement 1/20/2025 $82,500 ($3,500) $79,000 Strategy Stage: Strategy 1/31/2025 $164,999 ($7,000) $157,999 Plan Stage: Delivery of Plan Artifacts 3/7/2025 $329,999 ($14,000) $315,999 Architect & Configure Stage: Delivery of Design Artifacts 5/16/2025 $164,999 ($7,000) $157,999 Architect & Configure Stage: Delivery of End-to-End Tenant 7/4/2025 $164,999 ($7,000) $157,999 Test Stage: Completion of End-to-End Test 9/5/2025 $165,000 ($7,000) $158,000 Test Stage: Completion of Parallel Test 11/7/2025 $165,000 ($7,000) $158,000 Deploy Stage: Completion of Move-to-Production (Go-Live) 12/12/2025 $165,000 ($7,000) $158,000 Post-Production support: Completion of Project 1/30/2026 $247,500 ($10,500) $237,000 Project Total for All Phases $1,649,996 ($70,000) $1,579,996
Appendix C
Appendix C: Implementation Timeline from the SOW
ATTACHMENT B