Title
Receive Update on Project Elevate: Citywide Modernization with Workday; and Adopt a Resolution to Authorize Amendment No. 1 to the Consulting Services Agreement with Berry, Dunn, McNeil & Parker, LLC, for an Additional $98,800 Using Previously Appropriated Project Funds for a New Not-to-Exceed Total of $470,800 and to Extend the Term to December 31, 2026, Resulting in No Additional General Fund Costs
Staffreport
SUMMARY AND RECOMMENDATION
Staff recommends the City Council adopt a resolution to approve Amendment No. 1 to the Consulting Services Agreement (CSA) with Berry, Dunn, McNeil and Parker, LLC (BerryDunn) for continued leadership and change management support in the implementation of the City’s new Enterprise Resources Planning (ERP) System Upgrade. City Council approval of BerryDunn CSA Amendment No. 1 will increase the not-to-exceed amount from $372,000 to $470,800 and extend the term through December 31, 2026.
BACKGROUND
The City currently utilizes Eden software from Tyler Technologies to manage its financial and human resources activities. ERP refers to software that organizations use to manage day-to-day activities such as accounting, general ledger, budgeting, procurement, payroll, and human resources. Eden is a core system for the Finance and Human Resources functions and is used by all City departments. The Eden software has been used by the City for over 25 years. This product has reached the end of its useful life, has limited functionality, and is no longer supported by the vendor.
In 2021, the City began planning to upgrade to a new ERP software system. In December 2021, the City Council entered into a Consulting Services Agreement with BerryDunn for a not-to-exceed amount of $372,000 to provide support to the City for the new Enterprise Resources Planning (ERP) System Upgrade in the areas of advisory services, project management, and to serve as a liaison to the vendor.
In July, 2024, the City entered into a Master Services Agreements with Workday, Inc., Cognizant Technology Solutions, Robert Half Inc. and Can/Am Technologies, Inc. for the implementation of an ERP solution for a total of $8.1 million that included 10-years of software subscriptions/renewals.
Analysis
The City began implementation in October 2024. The implementation progress is exhaustive as it includes transferring all Human Resources, Payroll and Finance functions to a new platform. The transition to Workday enables the City to reevaluate its business processes and implement best practices. The implementation process includes testing to ensure data accuracy, and training. The overall project is on schedule to transition to Workday at the beginning of the new fiscal year in July 2026. The project is on budget and no overruns are anticipated. City staff are continually mitigating project issues and risks and balancing competing Council and Operational priorities to stay on schedule and on budget.
The City desires to increase the contract with BerryDunn by $98,800 for a new not-to-exceed amount of $470,800 to continue to provide leadership in the areas of strategic guidance, risk management and mitigation, escalation and issue resolution, collaboration and alignment, participation in vendor-led Project Management Meetings, change management and post-go-live support. The Amendment also extends the CSA through December 31, 2026.
Legal Analysis
The City Attorney’s Office approved the amendment to form and the consultant has agreed to the terms of the contract.
Financial Impacts
Sufficient funds are included in the ERP Project Budget Account No. 688-13-133-5311. The amendment of BerryDunn’s contract will not impact the General Fund undesignated fund balance.
ATTACHMENTS
A: Draft Resolution to Approve Amendment No. 1 to BerryDunn CSA for ERP System Upgrade
B: Amendment No. 1: Scope of Services, BerryDunn CSA for ERP System Upgrade
C: BerryDunn Original CSA for ERP System Upgrade
D: Presentation - Project Elevate: Citywide Modernization with Workday
PREPARED BY: Cynthia Battenberg, Special Projects and Michael Sinor, Chief Technology Officer