City Council
Report
City Council Meeting: December 13, 2022
Agenda Item: 5.K
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services Department, Customer Experience and Support
Subject: Approval of Agreement Modification to SA Technologies (SQL Report Development Services)
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a second modification to Agreement #11081 in an amount not to exceed $65,000 with SA Technologies, Inc., (SAT), a California-based company, for services related to SQL report development. This will result in a 30-month amended agreement with a new total amount not to exceed $255,000, with future year funding contingent on Council budget approval.
Summary
The City’s Enterprise Resource Planning (ERP) system, Tyler Munis, is the backbone of the City’s digital Financial and Human Resources operations, record keeping, and reporting. To meet the reporting and interface requirements, staff has been working with SA Technologies Inc. (SAT), a consultant, to design and develop custom reports and interfaces. The additional work will allow the City to test and implement reports and interfaces identified since the Human Resources and Payroll functions were implemented in 2018 and 2020. Hence, staff requests approval to extend the contract with SAT through June 30, 2025. This is an anticipated and planned for need of the overall ERP implementation that is included in the current budget. 2 of 4
Discussion
Though the Tyler Munis system delivers standard reports, staff requires additional custom reports to streamline processes and improve financial and resource oversight.
These custom reports developed by SAT are essential for analysis and meeting regulatory, annual, and monthly reporting requirements. The City’s 18 MOU agreements have various provisions that are not federally or State mandated. The City’s bargaining unit MOUs and the benefits negotiated in the multiple MOUs are unique to the City and therefore not included in the configuration of the ERP system. Without custom reports, these MOUs are challenging to administer. Furthermore, the City must continue to maintain historical data pre-dating the data included in the current ERP system for a number of years for use in audits and to respond to CalPERS and Public Records Act inquiries. SAT is developing reports to access and use this data.
There is a continuous need for report and interface development. However, Staff supporting Tyler Munis are committed to other projects related to supporting the system, launching a new benefits administration system, and supporting Department operations.
Vendor Selection
The City previously executed a professional services agreement Contract No. 3324 (CCS) with SAT in 2017. City Council authorized two additional modifications to increase the total contract price to $318,000. Contract No. 3324 terminated on June 30, 2020. The SAT consultant was in the process of developing reports and therefore the City entered into a new agreement so that the consultant could complete existing projects. On September 30, 2020, the City executed professional services agreement Contract No. 11081 (CCS) for an amount of $90,000 with SAT through June 2021. On April 13, 2021, the City executed a first modification of Contract No. 11081 for an additional amount of $100,000. The first modification expired on June 30, 2022. There is currently an additional need for reports and SQL development work to support benefits administration implementation and HR/Payroll audit reports and therefore a need for a second modification. The proposed second and final modification will bring the total contract to a total of $255,000. A City resource will be working alongside the 3 of 4
consultant to gain necessary knowledge and expertise to take over future report development work.
Environmental Finding
Staff recommends the Council adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Past Council Actions
Meeting Date Description
09/08/20
(attachment C)
Agreement 11081(CCS) with SA Technologies, Inc. (SAT)
4/13/2021
(attachment D)
First modification to agreement 11081 with SA Technologies, Inc.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with SA Technologies Inc. This funding is within the budget for the ERP project.
Contract/Agreement Modification Request
Agreement #
Current Authorized
Amount
Modified Request
Amount
FY 2022-23 CIP Budget
Account #
Total Revised
Contract Amount
11081 $190,000 $65,000 C0106320.689000 $255,000
Prepared By: Sreekanth Maddali, Principal Business Process Technology Analyst.
Approved Forwarded to Council
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Attachments:
A. May 22, 2018 Staff Report (Web link)
B. August 13, 2019 Staff Report (Web link)
C. September 8, 2020 Staff Report (Web link)
D. April 13, 2021 Staff Report (Web link)
E. 2017 OAKS INITIATIVE FORM
F. Original Agreement - Contract Number 3324
G. SA Tech Ct. No. 10682 - Executed 1st Mod _Former Contract No. 3324 H. SA Tech Ct. No. 10682 - Executed 2nd Mod_Former contract No.3324 I. Original Agreement - Contract Number 11081
J. SA Tech Ct. No. 11081 - Executed 1st Mod