To: Honorable Mayor and Members of City Council
From: Liz Habkirk, Assistant City Manager
Prepared By: Scott Nielsen, Information Technology Manager
TITLE:
Title
Contract Amendment No. 10 to C2020-058 with Tyler Technologies, Inc. for Enterprise Resource Planning Implementation and Maintenance Services
LABEL
RECOMMENDED ACTION:
Recommendation
Approve and authorize the Assistant City Manager to execute Amendment No. 10 to Agreement C2020-058 with Tyler Technologies, Inc., increasing the not-to-exceed amount by $42,600 in one-time fees for additional implementation and project management services for a new not to exceed total of $5,633,692.00.
Body
DISCUSSION:
On March 3, 2020, the City Council approved Resolution No. R2020-032 authorizing the City Manager to execute contract C2020-058 with Tyler Technologies, Inc. to provide software, hardware and implementation services to upgrade the City’s Enterprise Resource Planning (ERP) system with annual maintenance for five years in the amount not to exceed $3,959,200.00 and the option to renew for an additional five years in the amount not to exceed $1,631,892. To date, we’ve spent $3,393,876.67.
Since the original execution of Agreement No. C2020-058, nine amendments have been executed on behalf of the City to either add or remove project services. None of these amendments have altered the not to exceed amount established in Resolution No. R2020-032.
Representatives from all City of Napa departments engaged in the implementation process of this new ERP software program and the City successfully implemented in Spring of 2021. Since then, the Departments have worked together to improve the functionality and perform routine maintenance of the system to better suit the organizational needs. Specifically, the Utilities department has worked in collaboration with the Finance Revenue Division on the Utility Billing portion of the project. As a result of these efforts, it has been determined that additional services are necessary. The City would like to move forward with the purchase of the BEACON Software as a Service (SaaS) platform to support ORION Cellular meter technology for water meter reading systems. This transition will shift the City from its current Itron system to ORION Cellular. During the implementation period, the BEACON platform will be used to read both Itron and ORION Cellular meter endpoints to ensure continuity of operations and accurate meter data collection. BEACON heavily leverages existing cellular networks (via ORION endpoints) to minimize utility-owned infrastructure.
Today’s proposed amendment is to approve additional dollars and services outside the original scope such as implementation, project management and analysis services, meter replacement and meter sync costs related to the Utility Billing portion of the ERP implementation project, for a cost of $42,600.00, which will bring the total not to exceed amount of the contract to $5,633,692.00 (comprised of $3,959,200.00 for the five year original contract price, $1,631,892 for the additional five year option to renew, and $42,600 for this Amendment No. 10).
FINANCIAL IMPACTS:
Funding for this amendment is available within the 63WD26UTMT- Meter Replace and ERT project.
CEQA:
The Assistant City Manager has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060 (c).
DOCUMENTS ATTACHED:
ATCH 1 - Amendment No. 10 to Agreement No. C2020-058
ATCH 2 - Agreement No. C2020-058
NOTIFICATION:
None.