SR 04-13-2021 3B
City Council Report
City Council Meeting: April 13, 2021
Agenda Item: 3.B
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Customer Experience and Support
Subject: Approval of Modification to Agreement-SA Technologies (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 #11081 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 two-year agreement with a new total amount not
to exceed $190,000, with future year funding contingent on Council budget approval.
Summary
The City’s Enterprise Resource Planning (ERP) system, Tyler Munis, is the backbone of
the City’s digital Financial and Human Resources operations, record keeping, and
reporting. The Financial Modules of Tyler Munis went live in July 2018 and the Human
Resources and Payroll modules in May 2020. Like most ERP systems, Tyler Munis
delivers reports that comply with State and federal laws and its processes are not
customizable to maintain the integrity of these processes. The City’s bargaining unit
MOUs and the benefits negotiated in the multiple MOUs are unique to the City and
therefore not included in the configuration of the ERP system. Without automated
reporting, these MOUs are challenging to administer. As a result, it is necessary for staff
to develop customized reports and reconciliations that configure data from Tyler Munis
into a format that can help staff with tracking and auditing. Hence, to meet these
reporting requirements, staff has been working with SA Technologies to design
and develop custom reports. This additional work will be sufficient to complete
necessary reports whose need has been tested and confirmed in the intervening year
since the Human Resources and Payroll functions were implemented. Hence, Staff
requests approval to extend the contract with SA Technologies through June 30, 2022.
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This is anticipated and planned for need of the overall ERP implementation and is
included in the current budget.
Discussion
Though the Tyler Munis system delivers standard reports, staff requires 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. The City’s 18 MOU
agreements have various provisions that are not federally- or State-mandated.
Furthermore, the City must continue to maintain historical data pre-dating the data
included in the current ERP system for a number of years for use in audits and to
respond to CalPERS and Public Records Act inquiries, SA Technologies is developing
reports to access and use this data.
The SA Technologies SQL Report Developer have been working on this project since
November 2017, and have gained institutional knowledge about the Tyler system’s data
structure, and crucial specifications needed to deliver reports in a timely manner
With the full implementation of the Tyler Munis ERP, the report developer is needed to
complete the remaining audit and validation reports that are used widely in the Payroll
and Human Resources functions, as well as several audit and reconciliation reports that
provide additional staff efficiencies in Finance. To ensure the timely completion of all
required reports, it is important for the City to expand its contract with SA Technologies.
The City previously executed a professional services agreement Contract No. 3324
(CCS) with SAT in 2017. City Council authorized two additional modifications to
increase the total contract price to $318,000. Contract No. 3324 terminated on June 30,
2020. On September 30, 2020, the City executed professional services agreement
Contract No. 11081 (CCS) for an amount of $90,000 with SAT through June 2021. The
proposed modification will bring the total spend with SA Technologies to $190,000 for
Contract No. 11081.
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Past Council Actions
Meeting Date Description
05/22/18
(attachment A)
First modification to agreement 3324 with SA Technologies, Inc.
(SAT)
08/13/19
(attachment B)
Second modification to agreement 3324 with SA Technologies,
Inc. (SAT).
09/08/20
(attachment C)
Agreement 11081(CCS) with SA Technologies, Inc. (SAT)
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase
the amount of the agreement with SA Technologies Inc. This funding is within the
budget for the ERP project.
Contract/Agreement Modification Request
Agreement #
Current Authorized
Amount
Modified Request
Amount
FY 2020-21 CIP Budget
Account #
Total Revised
Contract Amount
11081 $90,000 $100,000 C0106320.689000 $190,000
Prepared By: Sreekanth Maddali, Principal Business Process Technology
Analyst.
Approved
Forwarded to Council
Attachments:
A. May 22, 2018 Staff Report (Web link)
B. August 13, 2019 Staff Report (Web link)
C. September 8, 2020 Staff Report (Web link)
D. SA Technologies Oaks
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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 # ___________________________
3.B.d
Packet Pg. 92 Attachment: SA Technologies Oaks (4459 : Modifiication to Agreement-SA Technologies (SQL Report Development Services))