SR 08-13-2019 3B
City Council
Report
City Council Meeting: August 13, 2019
Agenda Item: 3.B
1 of 3
To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Customer Experience and Support
Subject: Modifiication to Agreement for SQL Report Development Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to agreement #3324 in the amount of $100,000 with SA
Technologies, Inc., (SAT) a California-based company, for services related to SQL
report development. This will result in a three-year contract with new total amount not to
exceed $318,000 with future year funding contingent on Council budget approval.
Summary
Phase I of the City’s newly-procured Enterprise Resource Planning (ERP) system Tyler
Munis went live in July 2018. Staff anticipates to go-live with Phase II of Financials,
Human Resources and Payroll modules by April 2020. The ERP is the backbone of the
City’s digital financial and Human Resources operations, record keeping, and reporting.
Various City departments have identified requirements for custom reports above and
beyond the standard reports delivered by Tyler Munis. To meet these reporting
requirements, staff has been working with SA Technologies to design and
develop custom reports. Staff requests approval to expand the scope of services with
SA Technologies through June 2020.
Discussion
The City operates with an annual operating and capital budget of approximately $700
million, across 15 departments, with more than 60 distinct functions and nume rous
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
developing ad-hoc reports. Additionally, Tyler Munis is integrated with the Microsoft
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SQL Reporting tool (SSRS). This tool is primarily used for developing and deploying
complex reports.
Though the Tyler Munis system delivers standard reports, staff required additional
custom reports to streamline processes and improve financial and resource oversight.
These custom reports developed by SA Technologies are essential for analysis and
meeting regulatory, annual, and monthly reporting requirements. During the
implementation of Phase I of Tyler Munis, staff discovered that there are additional gaps
in the standard delivered reports and a need for custom audit and state regulatory
reports related to Human Resources and Payroll functions. Therefore, the scope of
work and number of hours originally allocated for the engagement with SA Technologies
expanded above the estimated amount. While the original contract planned for
additional work that is predictable in comprehensive system change-overs like this, it is
also not unusual to continue to discover the need for additional system integration and
enhancement issues. To ensure the timely completion of all required reports, it is
important for the City to expand its contract with SA Technologies.
Past Council Actions
Meeting Date Description
05/22/18 (attachment
A)
First modification to agreement 3324 with SA Technologies,
Inc. (SAT).
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Enterprise Resource Planning capital
project budget to increase the amount of the agreement with (SA Technologies, Inc.).
Contract/Agreement/Purchase Order Modification Request
Agreement #
Current Authorized
Amount
Modified Request
Amount
FY 2019-20 Budget
Dept/CIP Account #
Total Revised
Contract Amount
3324 218,000 100,000 C0106320.689000 318,000
Future year funding is contingent on Council budget approval.
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Prepared By: Sreekanth Maddali, Lead Systems Analyst – ERP
Approved
Forwarded to Council
Attachments:
A. May 22, 2018 Staff Report (Web Link)
B. OaksInitiative - SA Technologies
CITY OF SANTA MONICA
OAKS INITIATIVE 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 specie” 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:
Modified Agreement No. 10682
(CCS)