Report Prepared by: John Cardoza, Software Analyst, Information Technology
Title
SUBJECT: Approval of a First Amendment with SDI Presence LLC. for Full Project Management Professional Services, and Authorization to Increase the not to Exceed Spending Authority from $251,250 to $467,950
REPORT IN BRIEF
Considers approving the first amendment with SDI Presence LLC. for full project management services and increasing the not to exceed spending authority from $251,250 to $467,950.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the first Amendment with SDI Presence LLC.; and,
B. Authorizing the not to exceed spending authority to SDI Presence LLC from $251,250 to $467,950; and,
C. Authorizing the City Manager or the Deputy City Manager to execute the necessary Documents.
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 and Merced Municipal Code Section 3.04.210.
CITY COUNCIL PRIORITIES
As provided for in the 2022-23 Adopted Budget.
DISCUSSION
In February of 2018 Council approved a contract with SDI Presence LLC for an ERP needs assessment, procurement services of a new ERP system and phase 1 project management. SDI has been an invaluable resource during the ERP procurements process and phase 1 project management of Financials.
As there are six (6) phases of the ERP contract over four (4) years, the City wants to ensure we have proven and trusted project management during the duration of this critical project. The first amendment would extend SDI services as project consultants for full project management for all phases from phases two (2) through six (6) of the ERP Project as outlined in the table below. SDI would assist the project managers, project change manager on an as needed basis for key business decision for to the ERP project.
Current status timeline for new ERP:
|
Phase |
Modules |
Date Range |
|
1 |
Financials - (AP, AR, Capital Assets, Cash Management) |
Nov 2020 - 9/1/2022 |
|
1B |
Socrata Open Finance (Data Access & Analysis Tools) |
Nov 2022 - Feb 2023 |
|
1C |
CAFR |
No dates, estimate winter of 2022-2023 |
|
1D |
CSS - (Citizen Self Service) |
Jan 2023 - Mar 2023 |
|
2 |
EAM - (Enterprise Asset Management, Public Works) |
May 2022 - Apr 2023 |
|
3 |
EnerGov - (Community Development/Code Enforcement) |
Oct 2022 - Nov 2023 |
|
4 |
HCM - (Human Capital Management/HR/Payroll/ Time Attendance) |
Mar 2023 - Dec 2023 |
|
5 |
Advanced Time Clock |
Jan 2024 - Jun 2024 |
|
6 |
Utility Billing |
Jan 2024 - Oct 2024 |
To support the City’s implementations, and to provide full project management services for all the phases over the project duration SDI estimates that a total of 2,450 hours will be needed. SDI rate is $165 per hour rate and will honor this rate through the end of October 2024. As of November 2024, the SDI rate will increase to $185 per hour rate. Additional funding of $216,700 will need to be added to the SDI contract. The 1st amendment not to exceed contract amount will be $467,950.
|
Hourly Rate |
Date range |
|
$165 hour |
Through October 2024 |
|
$185 hour |
November 2024 - Forward |
This will require adding 1,200 hours at a rate per hour of $165 or $185 depending on the date of services identified in the table above in the amount of $198,000 for project management services and $18,700 for actual travel expenses to fully implement all Tyler ERP and EAM modules.
IMPACT ON CITY RESOURCES
This is a multi-year project. There is currently funding available in account
672-0403-617-6500 Project 118033. Additional funds will be added to the project as needed during the budget process.
ATTACHMENTS
1. SDI Proposal for PM Advisory Services
2. SDI First Amendment Agreement
3. SDI Contract