REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: DENNIS JONES, Systems & Applications Manager
Information Services Department
SUBJECT
Title
Actions pertaining to the agreement with Tyler Technologies for implementation and hosting of Financials, Human Capital Management and Utility Billing software:
1. Approve Amendment 2 reallocating $161,400 within the project from unused services. No additional funding is requested.
2. Approve Amendment 3 reallocating $58,400 within the project from unused services. No additional funding is requested.
Body
RECOMMENDATION
Staff recommends the City Council approve Amendments 2 & 3 to the agreement with Tyler Technologies for implementation and hosting of Financials, Human Capital Management and Utility Billing software. No additional funding is requested.
EXECUTIVE SUMMARY
Amendment 2 removes services designated for KOA Hills (Tyler data conversion partner) which were not needed as the tasks were completed by City staff. This removal allows for the reallocation of $161,400 with $88,800 going toward additional implementation consultant hours and $72,600 toward project travel expenses. This corrects a previously approved project change request with an incorrect amount.
Amendment 3 reallocates $58,400 originally designated for Tyler data conversion related services and will be reallocated toward additional implementation consultant hours for continued work on the Financials and Human Capital Management phases. These services were not needed due to the use of available tools and file imports for data conversion instead. $57,720 will be reallocated for additional consultant hours and $680 toward travel expenses.
BACKGROUND
On January 28, 2021, Council approved an agreement with Tyler Technologies. A first amendment was approved on April 29, 2021. A project change request was approved on February 9, 2023, which reallocated project funds from unneeded services, but an amount on the summary from Tyler was incorrect.
Amendment 2 removes the scope of work for KOA Hills from the project. KOA Hills is a Tyler partner and was to provide services to convert PeopleSoft data to Munis. It was determined that these tasks could be done internally by City staff. This change of scope reallocates those funds within the project to be used on additional consultant hours for continued work on the Financials phase with some funds toward travel expenses. $161,400 originally scoped for KOA Hills is reallocated with $88,800 for additional implementation hours and $72,600 toward project travel expenses. This corrects an earlier project change request approved by Council which had an incorrect amount and was missing an amendment document.
Amendment 3 removes some data conversion services originally part of the scope of work for the Financials implementation phase. These services were not needed by using available tools and file imports for data conversion instead. This change of scope reallocates those funds within the project to be used toward additional implementation consultant hours for continued work on the Financials and Human Capital Management phases. The $58,400 originally designated for data conversion related services will be reallocated with $57,720 toward consultant hours and $680 toward travel expenses.
ENVIRONMENTAL FINDINGS
The approval of this agreement is not a project for the purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference is not applicable as this is a change to an existing agreement.
FISCAL IMPACT
There is no additional cost or monetary impact as a result of this change to the agreement.
Attachments:
Amendment 2
Amendment 3
Project Change Requests
Additional Services