To: Honorable Mayor and Members of City Council
From: Liz Habkirk, Assistant City Manager
Prepared By: Scott Nielsen, Information Technology Manager
TITLE:
Title
Enterprise Resource Planning (EERP) Support Agreement Amendment
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution approving and authorizing the City Manager to execute Amendment No. 3 to City Agreement No. C2025-037 with Koa Hills Consulting LLC, in the amount of $167,000 for a total contract amount not to exceed $702,000 for on-going technical and application support for the current Tyler Technologies Enterprise Resource Planning system.
Body
DISCUSSION:
On March 13, 2025, the City entered into an Agreement, C2025-037, for Enterprise Resource Planning (EERP) Support for services including Enterprise Permitting & Licensing (EPL) Implementation and analyst on demand hours for financial support and project management with Koa Hills in an amount not-to-exceed $150,000.
It was determined that additional dollars were required to continue to perform the services in the agreement and on August 19, 2025, the City entered into Amendment No. 1 in an amount not-to-exceed $150,000, bringing the total not-to-exceed amount to $300,000.
It was then determined that additional dollars were required to continue to perform the services in the agreement and on December 11, 2025, the City entered into Amendment No. 2 in an amount not-to-exceed $235,000, bringing the total not-to-exceed amount to $535,000.
The Information Technology Manager has determined that additional dollars are required to continue, modify, or expand the Services for an additional not-to-exceed amount of $167,000.
This amendment No. 3 will bring the total not-to-exceed amount to $702,000; $150,000 for the original agreement, $150,000 for Amendment No. 1, $235,000 for Amendment No. 2, and $167,000 for this Amendment No. 3. The Agreement is subject to appropriations in any fiscal year
Koa Hills Consulting LLC has consistently demonstrated reliability and professionalism, delivering a high level of technical expertise and responsive support. Their team members are uniquely adept at enhancing the online permitting customer experience.
FINANCIAL IMPACTS:
Funding for the proposed amendment to the agreement is available in the project budget (63012210-53210-40LANDMGMT-SERVICES).
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 - Resolution
ATCH 2 - Amendment 3 to C2025 037
ATCH 3 - Amendment 2 to C2025 037
ATCH 4 - Amendment 1 to C2025 037
ATCH 5 - Agreement C2025 037
NOTIFICATION:
None.