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Resolution approving a ten-year professional services agreement with Iron Brick Associates LLC, in an amount not to exceed $7,726,991 plus contingency funding of 15% of the first year’s costs in the amount of $519,174, for implementation services and software subscriptions for the Workday and Teller platforms to replace the City’s existing Enterprise Resource Planning (ERP) system and authorizing the City Manager to execute the agreement.
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WHEREAS, support for the City’s current financial management system, Tyler Eden, will be discontinued in March 2027; and
WHEREAS, an Enterprise Resource Planning (ERP) system can provide the City with a solution that combines financials, payroll, and human resources information system (HRIS) into a single integrated platform to improve operational efficiency, leverage modern technologies, and create long-term opportunities for integration with other City systems; and
WHEREAS, in January 2024, City staff contracted with Plante Moran, an experienced ERP consultant, to conduct a comprehensive needs assessment for the selection of a new ERP system vendor; and
WHEREAS, after interviewing various department staff, Plante Moran developed a Request for Proposal (RFP) to attract ERP vendors that align with the City’s goals; and
WHEREAS, a selection committee composed of City staff evaluated submitted proposals, viewed vendor demonstrations, and selected a recommended vendor; and
WHEREAS, the ERP Selection Committee selected Workday for Workday Software, Can/Am for Teller Software, and Strada for implementation services, all of which will be purchased through Iron Brick Associates, LLC., an authorized reseller of third-party software, platform, and services; and
WHEREAS, led by Strada, implementation is expected to take approximately 21 months, with a total two-year cost of $4,492,723 to be funded with $6 million dollars reserved for this project and with no direct impact to the General Fund; and
WHEREAS, high resource demands during implementation will require staff augmentation and professional project management services estimated to cost $1,583,000; and
WHEREAS, the cost of all software subscriptions and implementation services for this project is $7,726,991 plus contingency funding of 15% of the first year’s cost in the amount of $519,174, for a ten-year total cost of $8,246,165 which includes annual price adjustments; and
WHEREAS, City staff recommends that the City Council approve an agreement with Iron Brick Associates, LLC., for the purchase of Teller and Workday software, and Strada implementation services, in the amount of $7,726,991 and authorize the City Manager to execute the agreement.
NOW, THERFORE, BE IT RESOLVED, that the City Council of the City of South San Francisco hereby take the following actions:
1. Approves Professional Services Agreement with Iron Brick Associates, LLC. for the purchase of ERP software and services in the amount of $7,726,991, a copy of which is attached hereto and incorporated herein as Exhibit A, and contingency funding of 15% of the first year’s cost in the amount of $519,174.
2. Authorizes the City Manager to execute the Professional Services Agreement with Iron Brick Associates, LLC., in substantially the same form as Exhibit A, subject to approval as to form by the City Attorney, and to take any other action for the purpose of carrying out the intent of this resolution that do not materially increase the City’s obligations.