CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #14 to Contract 16-015, ERP Software and Implementation, to Tyler Technologies to add additional scope
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Finance Director
BACKGROUND:
The City Council awarded Contract 16-015 to Tyler Technologies on November 15, 2016 for the purchase and implementation of a new ERP system, which is comprised of three software:
• Enterprise ERP (fka Munis)
• Enterprise Permitting and Licensing (EPL fka EnerGov)
• Cashiering
Of the three software, only EPL has a significant amount of implementation left to complete and there are no additional EPL implementation hours remaining on the contract.
DISCUSSION:
The purpose of this change order is to add project management and implementation services for the EPL implementation through the end of the current contract term (12/31/2023). The cost is $92,000; however, this change order will not result in an increase in the contract award amount because the costs will be offset by unused implementation hours in Enterprise ERP and Cashiering.
It is anticipated that EPL will go-live in a phased approach. The schedule below focuses on implementations over the next 12 months.
• Residential permits: November 2022
• Commercial permits: Spring 2023
• Inspections: Summer 2023
• Plan application review: Fall 2023
Additional implementation phases for late 2023 and 2024 will be scheduled in 2023 after the first implementations have been completed.
Staff evaluated whether we could complete the EPL implementation without additional hours and determined that assistance was needed from Tyler. However, the number of hours is limited. Staff is requesting 1.5 days/month of project manager assistance and 2 days of implementer assitance per month through the end of the contract term.
FISCAL IMPACT:
This change has no fiscal impact as it is only adding scope.