CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
title
Approve the award of Change Order #10 to Contract 16-015, ERP Software and Implementation, to Tyler Technologies for an amount not to exceed $11,200
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BACKGROUND:
The City Council awarded Contract 16-015 to Tyler Technologies on November 5, 2016 for a seven-year term from January 1, 2017 to December 31, 2023, with the option to indefinitely renew for three year terms. The purpose of this contract is to provide the software, implementation and support of an ERP software. The support includes the creation of customized forms for City use.
Since the original award in 2016, several items have needed to be developed that were outside of the original scope of work, therefore nine change orders have already been processed using contingency funds.
1. Add summary (totals) box to the purchase order form
2. Design forms related to EnerGov
3. Set up Payroll and Applicant Tracking modules
4. Corrections made to EnerGov Business Management Suite
5. Customize Personnel Action and Personnel Termination forms
6. Added implementation days and project management days at no cost due to previous implementation issues
7. Added cash drawer services for the TED Business Group
8. Develop interface for Cityworks Storeroom
9. Utility billing modification and correct cost for change order #3
DISCUSSION:
This contract was approved with contingency in the amount of 3% ($222,554.28) of the original contract value. Staff requests the use of contingency funds for the change order.
This change order is requested to create four customized forms used by Transportation, Engineering and Development Business Group; the block party permit, the food vendor permit and the raffle and tag Day permits. Staff has investigated the possibilities to use Tyler generic forms, but the forms are inadequate for Naperville processes and are necessary for the EnerGov permit system configuration.
The amount of this change order exceeds the original contract amount by $11,200 and does not add any additional days to the original contract expiration date.
Contingency
|
Authorized Contingency |
Days |
Dollars |
|
Original Amount |
29 |
$222,554.28 |
|
(-) Previously Authorized |
0 |
$ 88,885.00 |
|
Subtotal |
29 |
$133,669.28 |
|
(-) This Change |
0 |
$ 11,200.00 |
|
Balance Left |
29 |
$102,469.28 |
Contract Award
|
Original Contract Value |
$7,418,476.00 |
|
Prior Cumulative Approved Change Orders |
$ 88,885.00 |
|
Subtotal |
$7,329,591.00 |
|
(+/-) This Change Order |
$ 11,200.00 |
|
Total Contract Value |
$7,318,391.00 |
FISCAL IMPACT:
CIP #: N/A
Support services for the ERP Software implementation is expensed to the Technology accounts listed below. The change order to add $11,200 is necessary for the receipt of customized forms for the City. Department will monitor budget for future expenses.
|
Account Number |
Fund Description |
CO Amount |
|
16101300-551504 |
Electric Utility Fund |
$2,783.20 |
|
16101500-551504 |
Water Utility Fund |
$1,394.40 |
|
16102300-551504 |
Bond Fund |
$7,022.40 |