To: Honorable Mayor and Members of City Council
From: Rajneil Prasad, Finance Director
Prepared By: Jocelyn Ramirez, Budget Analyst
TITLE:
Title
Financial System Software On-Premises Migration Agreement
LABEL
RECOMMENDED ACTION:
Recommendation
Authorize the Finance Director to execute Amendment No. 3 to City Agreement No. C2019 282 with Koa Hills Consulting LLC, in the amount of $135,000 for a total contract amount not to exceed $605,736 for on-going technical and application support in addition to project management and tools support hours for the current IFAS financial system through the completion of the project.
Body
DISCUSSION:
On January 14, 2020, the City’s current financial system software service vendor, Central Square, discontinued support of the City’s outdated financial software (IFAS). In anticipation of implementing a new enterprise resource planning (ERP) software system the City brought the financial servers, hosted by Central Square, on-premises. Koa Hills Consulting LLC, the City’s financial software consultants are familiar with the servers and financial software and assisted with this transition process.
On October 8, 2019 the City entered into Agreement No. C2019 282 for the financial system software server on-premises migration with Koa Hills in an amount not-to-exceed $30,000.
On December 16, 2019, the City entered into Amendment No. 1 for on-going technical and application support of the IFAS system until the new ERP system goes live bringing the not-to-exceed amount to $208,356.
On August 27, 2021, the City entered into Amendment No. 2 for on-going technical and application support in addition to project management and tools support hours for the current IFAS financial system through December 2022.
The Finance Director has determined that additional services are required to continue, modify, or expand the Services performed under Amendment No. 2 to the agreement.
The total not-to-exceed amount is $605,736; $30,000 for the original agreement, $178,356 for Amendment No. 1, $262,380 for Amendment No. 2 and $135,000 for this Amendment No. 3. The Agreement is subject to appropriations in any fiscal year.
Koa Hills has proved to be a reliable, trusted consultant providing a high level of support and technical expertise.
FINANCIAL IMPACTS:
Funding for this contract will be covered by Finance Administration.
CEQA:
The Information Technology 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 3 to C2019 282
ATCH 2 - Amendment 2 to C2019 282
ATCH 3 - Amendment 1 to C2019 282
ATCH 4 - Agreement C2019 282
NOTIFICATION:
None.