Council action is recommended to approve a change order to the contract between the City and SoftResources LLC. in the amount of $65,000 to provide implementation services management of the Tyler Munis Enterprise Resource Planning (ERP) financial and human resources software system.

Council action to approve a change order.

The City contracted with SoftResources LLC in August, 2020, to provide implementation project management oversight services for Tyler Munis, the City’s enterprise resource planning (erp) system. The Tyler Munis software platform is the repository for the City financial information. The City has encountered difficulties implementing the platform and hired SoftResources to assist.

SoftResources was selected based on their consulting experience with other governmental entities. SoftResources experience is wide ranging across several software platforms, so they provide a non-bias perspective of the client experience.

The City issued purchase order 21000289 on August 25, 2020, for $50,000. The original PO was set for a minimum hours to assess the full extent of the scope. The project has grown to include project management including to fully utilize the Munis financial system, which is the basis of the $15,000 change order request. This would increase the expense of the engagement to $65,000. This is funded out of the ERP Munis fund.

The initial engagement letter is attached to this item.

Approval of this change order authorizes the Procurement Manager to issue further change orders up to a total of ten (10) percent of the purchase order total, so long as appropriations are available.

Fiscal Impact is $65,000.00. Funding for enterprise resource planning (erp) expenses are included in the Fiscal Year 2020-21 adopted budget, account number 4059-5226 from the ERP Munis fund. The ERP fund is an internal service fund. Internal service funds get their money by charging other funds the costs to operate. There is more information on how the ERP internal service fund operates on page 204 of the Proposed 2021-2022 operating budget.