SR 05-22-2018 3E
City Council
Report
City Council Meeting: May 22, 2018
Agenda Item: 3.E
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Customer Experience and Support
Subject: Modification to Agreement with SA Technologies for SQL Report
Development Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #3324 in the amount of $140,000 with SA
Technologies, Inc.,(SAT) a California-based company, for services related to SQL
report development. This will result in a 3 year amended agreement with a new total
amount not to exceed $218,000 with future year funding contingent on Council budget
approval.
Executive Summary
The City is implementing Tyler Munis as the new Financial and Human
Resources/Payroll system, known as an Enterprise Resource Planning (ERP) system.
This new system will be the backbone of the City’s digital financial operations, record
keeping and reporting. Various City departments have identified requirements for
custom reports. To meet these reporting requirements, staff has been working with SA
Technologies pursuant to an agreement dated November 13, 2017 to design and
develop custom reports in an amount not to exceed $78,000 , awarded under City
Manager authority. This agreement will terminate on June 30th, 2018. Staff would like
to extend the agreement with SA Technologies for an additional two years to continue
services through the implementation and early go-live period of the ERP.
Discussion
The City operates with an annual operating and capital budget of approximately $700
million, across fifteen departments, with more than 60 distinct functions and numerous
intergovernmental oversight requirements for grants and other sources of funds. The
Tyler Munis system has built-in robust reporting features, and provides various tools for
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developing ad-hoc reports. Additionally, Tyler Munis is integrated with Microsoft SQL
Reporting tool (SSRS). This tool is primarily used for developing and deploying complex
reports. Though the Tyler Munis system delivers standard reports, staff require
additional custom reports to streamline processes and improve financial and resource
oversight. Reports developed using SA Technologies are essential for analysis and
meeting regulatory, annual, and monthly reporting requirements. To ensure the timely
launch of the City’s ERP system, it is important the City continue the services for SA
Technologies for an additional two years.
Vendor/Consultant Selection
On June 5, 2017, the City issued a Request for Proposals (RFP) for SQL report
developer services. The RFP was posted on the City’s on-line bidding site in
accordance with City Charter and Municipal Code provisions. 58 vendors downloaded
the RFP and 20 firms responded. Responses to the RFP were reviewed by a selection
panel of staff from the Information Services and Finance Departments. All proposals
were reviewed in accordance with established evaluation criteria. The evaluation was
based on the following selection criteria: experience and technical competence,
references, and cost. Staff then interviewed 4 different candidates from a shortlist firms:
SA Technologies, Inc.
Sierra Cybernetics
PVK
USITSOL
Based on this criteria and criteria in SMMC 2.24.073, staff recommended SA
Technologies, Inc. as the best qualified firm to provide a programmer for SQL report
development and programming services based on technical skills and experience with
similar projects.
Financial Impacts and Budget Actions
The contract to be awarded to SA Technologies, Inc. is for an amount not to exceed
$218,000. Funds are available in the FY 2017-18 Capital Improvement Program budget
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in the General Fund at account C019113.589000, ERP System Replacement. Future
year funding is contingent on Council budget approval.
Prepared By: Sreekanth Maddali, Lead Systems Analyst – ERP
Approved
Forwarded to Council
Attachments:
A. May 12, 2015 Staff Report (Web Link)
B. OAKS INITIATIVE - SA Technologies
CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS,BIDDERS,PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS,CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative s requirements.You may obtain a full copy of the Initiative s
text from the City Clerk.
This information is required by City Charter Article XXII Taxpayer Protection.It
prohibits a public official from receiving,and a person or entity from conferring,specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action,to award a public benefit to that person or entity.The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees,directors,partners,and officers,and names
of persons with more than a 10% equity, participation or revenue interest.An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3),(4),or (6),of the
Internal Revenue Code. However,this exception does not apply if the organization is a
political committee or controls political committees.Examples of a public benefit include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative,the City
compiles and maintains certain information.That information includes the name of any
person or persons who is seeking a public benefit.If the public benefit is sought by an
entity,rather than an individual person,the information includes the name of every person
who is:(a)trustee,(b)director,(c)partner,(d)officer,or has (e)more than a ten percent
interest in the entity. Therefore,if you are seeking a public benefit covered by the Oaks
Initiative,you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITI ATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative,the City
compiles and maintains certain information.That information includes the name of any
person or persons who is seeking a public benefit.If the public benefit is sought by
an entity,rather than an individual person,the information includes the name of every
person who is:(a)trustee,(b)director,(c)partner,(d)officer,or has (e)more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material,equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12-month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit,or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6.Tax abatement, exception,or benefit of a value in excess of $5,000 in any 12-
month period;or
7.Payment of cash or speci of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees,directors,partners,and officers:
Name(s) of persons with more than a 10%equity,participation,or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________Date: ________________
Email: ____________________________________Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
REFERENCE:
Agreement No. 10682
(CCS)