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Legislation Details
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File #:
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22-377
Version:
1
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Name:
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Type:
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Consent Item
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Status:
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Passed
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On agenda:
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7/5/2022
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Final action:
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7/5/2022
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Title:
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SUBJECT: Approval to Waive the Competitive Bidding Requirements and Award a Five-Year Sole Source Contract to Central Square for Support and Hosting of the Current Enterprise Resource Planning System in the Amount of $853,274
REPORT IN BRIEF
Considers waiving the competitive bidding requirements and award a five-year sole source contract to Central Square for support and hosting of the current enterprise resource planning system in the amount of $853,274.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City's competitive bid requirements for purchases necessary for standardization on particular type of equipment as stated in Section 3.04.210 of the Merced Municipal Code; and,
B. Approving the agreement with Central Square including future professional services contract amendments up to 10% of the total contract amount; and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents, including future zero-dollar amendments to the ag...
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Report Prepared by: John Cardoza, Software Analyst, Information Technology
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Award a Five-Year Sole Source Contract to Central Square for Support and Hosting of the Current Enterprise Resource Planning System in the Amount of $853,274
REPORT IN BRIEF
Considers waiving the competitive bidding requirements and award a five-year sole source contract to Central Square for support and hosting of the current enterprise resource planning system in the amount of $853,274.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bid requirements for purchases necessary for standardization on particular type of equipment as stated in Section 3.04.210 of the Merced Municipal Code; and,
B. Approving the agreement with Central Square including future professional services contract amendments up to 10% of the total contract amount; and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents, including future zero-dollar amendments to the agreements; and,
D. Authorizing the Finance Officer to make necessary budget adjustments for these and future contract amendments.
Body
ALTERNATIVES
1. Authorize agreement as recommended: or,
2. Refer to staff for further evaluation: or,
3. Deny.
AUTHORITY
Charter of the City of Merced, Section 200
CITY COUNCIL PRIORITIES
As provided for in the 2022-23 Adopted Budget
DISCUSSION
The City currently used an entire suite of integrated software applications provided by Central Square to carry out business functions for the City. These software suites are commonly referred to as an (ERP) Enterprise Resource Planning systems. The Central Square Enterprise Resource Planning (ERP) for the past 32 years has run many of the City’s critical business operations, including payroll, utility billing, GMBA, business licenses, building permits, work orders, and more. Council approved a 5-year contract with Central Square for support and hosting of the current Enterprise Resource Planning System on 7/1/2019.
The terms of this contract will allow the City to choose to convert ERP modules into read only mode as we transition to the new ERP system. This “read only” mode allows City staff to view the historical data for reference purposes, but not allows changes to the data. Since not all the historical data will be migrated to the new EREP system, “read only” capability will allow staff to refer to any data that was not migrated and reduce cost of the Central Square contract.
The current contract does not allow for access to historical data when we terminate a module in the contract, the new contract will now allow the City to have “read only” access per module. This will allow staff to reference historical data within the Central Square ERP system. The City will be getting better functionality from the new contract versus the current, while maintaining the same total cost of ownership.
In addition, we are seeking authority for the City Manager and Deputy City Manager to have signing authority for any future amendments to the contract for professional services that do not to exceed the current bid threshold. During the length of the previous contract several law changes required modifications to the ERP system to follow the new regulatory compliance requirements. Additional professional services may be required during the duration of the new contract for any future regulatory compliance changes or any updates necessary for completing the new ERP system migration. An example of a previous modification due to regulatory compliance was for the COVID-19 Supplemental Paid Sick of 2021/2022 required changes to the payroll module to accommodate the new (ACT) requirements.
Council approved the New ERP contract on 7/1/2019. We are currently working on Phase 1 Financials with a go live set for September 1st, 2022.
Current status timeline for new ERP:
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Phase |
Modules |
Date Range |
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1 |
Financials -- (AP, AR, Capital Assets, Cash Management) |
Nov 2020 - 9/1/2022 |
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1B |
Socrata Open Finance (Data Access & Analysis Tools) |
Nov 2022 - Feb 2023 |
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1C |
CAFR |
No dates, estimate winter of 2022-2023 |
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1D |
CSS - (Citizen Self Service) |
Jan 2023 - Mar 2023 |
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2 |
EAM - (Enterprise Asset Management, Public Works) |
May 2022 - Apr 2023 |
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3 |
EnerGov -- (Community Development/Code Enforcement) |
Oct 2022 - Nov 2023 |
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4 |
HCM -- (Human Capital Management/HR/Payroll/ Time Attendance) |
Mar 2023 - Dec 2023 |
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5 |
Advanced Time Clock |
Jan 2024 - Jun 2024 |
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6 |
Utility Billing |
Jan 2024 - Oct 2024 |
Sole Source procurement with Central Square is required because they are the sole vendor that can sell and provide these services. Therefore, we must Waive the Competitive Bidding Requirements and can only be purchased from Central Square.
The table below shows the cost of each module over the duration of the contract.
Project Cost Summary
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Qty |
7/1/2022 - 6/30/2023 |
7/1/2023 - 6/30/2024 |
7/1/2024 - 6/30/2025 |
7/1/2025 - 6/30/2026 |
7/1/2026 - 6/30/2027 |
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ASP - BP Voice Response Interface - Selectron |
1 |
$2,171.00 |
$2,236.00 |
$2,303.00 |
$2,372.00 |
$2,443.00 |
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ASP - Click2Gov CIS |
1 |
$4,074.00 |
$4,197.00 |
$4,322.00 |
$4,452.00 |
$4,586.00 |
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ASP - Click2Gov Core Module |
1 |
$2,079.00 |
$2,142.00 |
$2,206.00 |
$2,272.00 |
$2,340.00 |
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ASP - Cognos Bl: Base Bundle Data Source |
1 |
$6,811.00 |
$7,015.00 |
$7,226.00 |
$7,443.00 |
$7,666.00 |
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ASP - Cognos Bl: User Bundle |
1 |
$1,545.00 |
$1,592.00 |
$1,640.00 |
$1,689.00 |
$1,739.00 |
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ASP - Navi - Accounts Receivable |
1 |
$4,201.00 |
$4,327.00 |
$4,457.00 |
$4,590.00 |
$4,728.00 |
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ASP - Navi - Asset Management |
1 |
$3,498.00 |
$3,603.00 |
$3,711.00 |
$3,823.00 |
$3,937.00 |
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ASP - Navi - Building Permits |
1 |
$7,018.00 |
$7,228.00 |
$7,445.00 |
$7,668.00 |
$7,898.00 |
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ASP - Navi - Code Enforcement |
1 |
$2,157.00 |
$2,221.00 |
$2,288.00 |
$2,357.00 |
$2,427.00 |
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ASP - Navi - Customer Information System |
1 |
$11,806.00 |
$12,160.00 |
$12,525.00 |
$12,900.00 |
$13,287.00 |
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ASP - Navi - DMS |
1 |
$1,426.00 |
$1,469.00 |
$1,513.00 |
$1,558.00 |
$1,605.00 |
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ASP - Navi - Fleet Management |
1 |
$8,135.00 |
$8,379.00 |
$8,630.00 |
$8,889.00 |
$9,156.00 |
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ASP - Navi - GMBA |
1 |
$11,626.00 |
$11,975.00 |
$12,334.00 |
$12,704.00 |
$13,085.00 |
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ASP - Navi - Land Management |
1 |
$6,329.00 |
$6,519.00 |
$6,715.00 |
$6,916.00 |
$7,124.00 |
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ASP - Navi - Occupational Licenses |
1 |
$4,285.00 |
$4,414.00 |
$4,546.00 |
$4,682.00 |
$4,823.00 |
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ASP - Navi - Purchasing/Inventory |
1 |
$6,954.00 |
$7,163.00 |
$7,378.00 |
$7,599.00 |
$7,827.00 |
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ASP - Navi - Work Orders/Facility Management |
1 |
$7,629.00 |
$7,858.00 |
$8,093.00 |
$8,336.00 |
$8,586.00 |
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ASP - Naviline Cash Receipts |
1 |
$2,697.00 |
$2,778.00 |
$2,862.00 |
$2,948.00 |
$3,036.00 |
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ASP - Procurement Card Tracking |
1 |
$2,227.00 |
$2,294.00 |
$2,362.00 |
$2,433.00 |
$2,506.00 |
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ASP - Rec Trac 1/F to GMBA |
1 |
$253.00 |
$260.00 |
$268.00 |
$276.00 |
$285.00 |
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ASP CIS Voice Response Interface - Selectron |
1 |
$2,171.00 |
$2,236.00 |
$2,303.00 |
$2,372.00 |
$2,443.00 |
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ASP Credit Card Interface - Selectron |
1 |
$857.00 |
$883.00 |
$909.00 |
$936.00 |
$965.00 |
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ASP Delinquency Callout Listing Interface Selectron |
1 |
$857.00 |
$883.00 |
$909.00 |
$936.00 |
$965.00 |
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ASP-Navi - Payroll/Personnel |
1 |
$9,315.00 |
$9,594.00 |
$9,882.00 |
$10,178.00 |
$10,484.00 |
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Naviline Click2Gov3 - Employ Self Service |
1 |
$3,835.00 |
$3,951.00 |
$4,069.00 |
$4,191.00 |
$4,317.00 |
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Qty |
7/1/2022 - 6/30/2023 |
7/1/2023 - 6/30/2024 |
7/1/2024 - 6/30/2025 |
7/1/2025 - 6/30/2026 |
7/1/2026 - 6/30/2027 |
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ASP - Click2Gov Building Permits |
1 |
Terminate effective 7/1/2022 |
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Test Environment (Request to put it as 'Known as 3rd Environment") |
1 |
Terminate effective 7/1/2022 |
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Sub-Total |
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$113,956.00 |
$117,377.00 |
$120,896.00 |
$124,520.00 |
$128,258.00 |
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Access Fee |
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$46,762.00 |
$48,165.00 |
$49,610.00 |
$51,099.00 |
$52,631.00 |
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Calculated Total |
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$160,718.00 |
$165,542.00 |
$170,506.00 |
$175,619.00 |
$180,889.00 |
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Fiscal Year |
22-23 |
23-24 |
24-25 |
25-26 |
26-27 |
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Annual Access Fee |
$160,718.00 |
$165,542.00 |
$170,506.00 |
$175,619.00 |
180,889.00 |
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5 Year Total |
$853,274 |
*Does not include the cost for Central Square Transaction Manager approved by council 4/5/2021. As this product is based upon number of credit card transactions per fiscal year.
IMPACT ON CITY RESOURCES
Funding of $160,718 for fiscal year 22/23 is included in the adopted budget. Future year funding will be included in the budget process.
ATTACHMENTS
1. Central Square Annual Service Maintenance Agreement
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