Agenda Item No. 19
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Jennifer Crawford, Assistant City Manager FOR: City Council Meeting of September 12, 2022 SUBJECT: Project Management Services for Tyler Munis Finance System Phase III, Human Capital Management Phase II and Enterprise Permitting and Licensing Software Phase I Implementation
RECOMMENDATION:
That City Council approve and authorize the City Manager to execute Amendment No. 1 to the Professional Services Agreement with SDI Presence LLC, in the amount of $222,370 for Project Management services for Tyler Munis Finance System Phase III, Human Capital Management Phase II and Enterprise Permitting and Licensing Software Phase I Implementation.
BACKGROUND;
In 2020, City Council approved the purchase and installation of a cloud -based Enterprise Resource Planner (ERP) and EnerGov from Tyler Technologies, Inc (Tyler). The ERP will allow the City to utilize the combined departmental resources to make decisions based on real-time data, eliminate duplicate data entry and will eventually replace existing software packages that create data silos such as: CityView (Building and Safety/Planning), Cashier Central (Finance), Eden (Finance), LicenseTrak (Finance), and Millennium Payroll (Finance/Human Resources) and numerous manual processes tracked in Excel or other methods. Once fully implemented, the ERP will allow the City to integrate most facets of its operations, from business licensing to development services (Building/Engineering/Planning), and financial management - in a single database, application and user interface. It will also provide the public with a self-service portal that will provide online access and payment options that are not currently available.
The implementation included three phases: Phase I — Finance (ERP), Phase II — Human Resources/Payroll (Human Capital Management), and Phase III - Development Services/Land Management System (EnerGov newly renamed EPL). Phase I was anticipated to start in December 2020; however due to staffing issues and project load, the start date was delayed until April 2021.
To prevent further delays and to ensure the City continued to meet the implementation and phase deliverable timelines identified in the Tyler contract, on December 15, 2021, City Council found that the public interest would not be best served by a formal proposal process, waived the formal solicitation of proposals/qualifications and awarded and authorized the City Manager to execute a Professional Services Agreement with SDI Presence LLC (SDI), in the amount of $117,000 for Project Management services for the implementation Finance System Phase II & Human Capital Management Phase I Implementation. -326-
City Council Agenda Report
DISCUSSION;
Over the past eight months, SDI has been a valuable asset to the City by ensuring that Tyler provides experienced project leads and implementation consultants for the different modules, that the City receives the services, trainings and documents outlined in the Tyler contract and reviews Tyler's billings and hours charged against the project. The ERP phase of the project is expected to go live in the second quarter of the current fiscal year and the Human Capital Management phase is expected to go live in January 2023.
The $117,000 allocated to SDI for Project Management services for Finance System Phase II & Human Capital Management Phase I Implementation will be expended at the end of September. City staff requested and received a proposal from SDI for the next phase of the project and based on their familiarity with Yucaipa's implementation issues with Tyler, their subject matter expertise, proven performance and urgency to maintain the deadlines, staff recommends that SDI be retained for Project Management services for the next phase of the project, which includes Tyler Munis Finance System Phase III, Human Capital Management Phase II and Enterprise Permitting and Licensing Software Phase I Implementation as a sole source provider.
Based on SDI's proven expertise, performance and continued assistance over the next year, staff will return to Council for additional Project Management funding (in FY 2023/24) to complete the final phase of the project, which is EnerGov/EPL.
FISCAL IMPACT:
The purchase and transition to Tyler's cloud -based ERP system over the initial 3-year agreement was originally approved at a cost of $918,000. On November 8, 2021, the City Council approved an additional $243,996 consisting of $201,200 for Project Management services and $42,796 to purchase and implement additional accounting modules. The adopted FY 2022/23 Budget includes $272,781 for Project Management services for the next phase of Tyler Munis implementation. There is sufficient current year funding within the FY 2022/23 Budget to accommodate staff s recommended action to approve Amendment No. 1 to the Professional Services Agreement with SDI Presence LLC, in the amount of $222,370 for Project Management services for Tyler Munis Finance System Phase III, Human Capital Management Phase II and Enterprise Permitting and Licensing Software Phase I Implementation. The proposed $222,370 contract amendment results in a proposed increase to the overall project budget in the amount of $138,370 as this proposed amendment utilizes $84,000 of previously approved project funds.
Attachment: Professional Services AgreementlSDI Proposal Approved by:
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CITY OF
�a
AMENDMENT NO. l
TO "PROFESSIONAL SERVICES AGREEMENT TO PERFORM PROJECT MANAGEMENT
SERVICES FOR TYLER MUNIS FINANCE SYSTEM PHASE II AND HUMAN CAPITAL MANAGEMENT PHASE I IMPLEMENTATION"
THIS AMENDMENT, is made and entered into this 121h day of September 2022, by and between SDI Presence LLC, hereinafter called "CONSULTANT," and City of Yucaipa, a municipal corporation, hereinafter called "CITY,"
NOW, THEREFORE, CONSULTANT and CITY mutually agree as follows:
Subject to the terms and conditions of the original agreement adopted by City 21, 2021, between subject CONSULTANT and CITY ("Original Agreement") CONSULTANT shall be increased as follows for Project Management sery Finance System Phase III, Human Capital Management Phase 11 and Ente Licensing Software Phase I Implementation.
Original Agreement Amount $ 117,000
Amendment #1 $ 222,370
Revised Agreement Amount $ 339,370
CITY Fee and Payment Thereof
Council on December
, the compensation to
ices for Tyler Munis
rprise Permitting and
The CITY will pay the CONSULTANT for services rendered in the total amount NOT -TO -EXCEED $222,370 for work required to complete the next phase of the project, which includes Tyler Munis Finance System Phase III, Human Capital Management Phase II and Enterprise Permitting and Licensing Software Phase I Implementation as set forth in CONSULTANT'S Proposal dated August 29, 2022, and attached hereto and incorporated herein, as Exhibit "A".
Except as expressly modified herein, all of the provisions of the Original Agreement shall remain in full force and effect. In the case of any inconsistencies between the Original Agreement and this Amendment, the terms of this Amendment shall control.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the 121h day of September 2022.
CITY OF YUCAIPA CONSULTANT
A California Municipal Corporation
Raymond A. Casey
City Manager
Attachment: Exhibit "A"
IA
Sharee Wolff
Chief Financial Officer
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):(SDI
S D I R R E 5 E N C E L L C
August 29, 2022
Ms. Jennifer Crawford, Assistant City Manager
City of Yucaipa
34272 Yucaipa Blvd.
Yucaipa, CA 92399
Dear Ms. Crawford,
SDI Presence LLC (SDI) is pleased to present this statement of work for an agreement to continue to assist the City with the Finance system Phase III, Human Capital Management Phase II and EnerGov (newly renamed as EPL) Phase I implementation. We are excited about the opportunity to continue to support the implementation effort beyond the Financials and HCM phases and continue to make this project a success. This proposal letter discusses our scope of work, level of effort, and cost.
Scope of Work — Project Management Implementation
Month
Expected Tasks
Estimated
Notes
Hours
Financials
136
2 hours per week for preparing and conducting team
Configuration/
status meetings, 24 hours a week on FIN configuration
Oct `22
testing
and testing, 8 hours a week on HCM configuration
support
HCM
Configuration
Financials Go Live
136
2 hours per week for preparing and conducting team
Nov `22
status meetings, 24 hours a week on Financials
support, 8 hours a week on HCM configuration
HCM
configuration
support
Financials Post G❑
104
2 hours per week for preparing and conducting team
Live Support
status meetings, 8 hours a week on FIN post go live
Dec `22
support, 24 hours a week on HCM support items
HCM
configuration and
testing
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HCM Go Live
104
2 hours per week for preparing and conducting team
Jan '23
status meetings, 24 hours a week on HCM go live
support
HCM Post Go Live
136
2 hours per week for preparing and conducting team
February
support
status meetings, 8 hours a week on HCM post go live
'23
support, 24 hours a week on EnerGov/EPL kick off and
EnerGov/EPL Kick
requirements tasks
Off -Requirements
EnerGov/EPL
152
2 hours per week for preparing and conducting team
requirements
status meetings, 32 hours per week on EnerGov/EPL
March '23
gathering and
design and requirements support - since EnerGov/EPL
design planning
involves many more City departments, we are
increasing the estimated time vs Financials/Munis due
to the expected increase in department coordination.
EnerGov/EPL
136
2 hours per week for preparing and conducting team
April'23
configuration
status meetings, 32 hours per week on
configuration/design support
EnerGov/EPL
162
2 hours per week for preparing and conducting team
May'23
configuration
status meetings, 32 hours per week on
configuration/design support
EnerGov/EPL
136
2 hours per week for preparing and conducting team
June'23
configuration
status meetings, 32 hours per week on
configuration/design support
Total Hours
1,202
Bill Rate
$185
Total Estimated
$222,370
We appreciate the opportunity to continue to provide additional consulting services and working with the City team to further assist with additional ERP consulting services.
Sincerely,
Greta Davis, Vice President of Advisory Services
SDI Presence LLC
X SDI
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