M&C Review


COUNCIL ACTION:  Approved on 1/4/2011 - Ord. Nos. 19511-01-2011 & 19512-01-2011

DATE: 1/4/2011 REFERENCE NO.: C-24677 LOG NAME: 04ERP P1 CONSULTING SUPPORT
CODE: C TYPE: NON-CONSENT PUBLIC HEARING: NO
SUBJECT:  

Ratify Contract Amendment No. 8 to City Secretary Contract No. 37974 with eVerge Group of Texas, Ltd., to Provide Assistance in Processing Paycheck Corrections for Police in an Amount Not to Exceed $49,815.00 and Authorize Contract Amendment No. 9 to City Secretary Contract No. 37974 with eVerge Group of Texas, Ltd., and Contract Amendment No. 3 to City Secretary Contract No. 37970 with Salvaggio, Teal and Associates for Continued Support of the City's PeopleSoft System for Human Resources and Payroll in Amounts Not to Exceed $1,622,400.00 for eVerge Group of Texas, Ltd., Amendment No. 9 and $174,720.00 for Salvaggio, Teal and Associates Amendment No. 3 and Adopt Appropriation Ordinances


RECOMMENDATION:

It is recommended that the City Council:

1. Ratify a contract amendment with eVerge Group of Texas, Ltd., to provide assistance in processing Police Department paycheck corrections in an amount not to exceed $49,815.00;

2. Authorize contract amendments with eVerge Group of Texas, Ltd., and Salvaggio, Teal and Associates for continued support of the City's PeopleSoft system for Human Resources and Payroll in amounts not to exceed $1,622,400.00 for eVerge and $174,720.00 for Salvaggio, Teal and Associates;

3. Adopt the supplemental appropriation ordinance increasing appropriations in the General Fund by $1,846,935.00 and decreasing unreserved, undesignated fund balance by the same amount in the City's General Fund;

4. Authorize the transfer of $1,846,935.00 from the City's General Fund to the ERP Capital Project Fund; and

5. Adopt the appropriation ordinance increasing estimated receipts and appropriations in the ERP Capital Project Fund by $1,846,935.00 from available funds.

 
DISCUSSION:

On October 18, 2010, the City replaced its legacy Human Resources (HR) and Payroll systems with a new PeopleSoft system (commonly known as ERP Phase I for HR/Payroll). eVerge Group of Texas, Ltd., (eVerge), the selected ERP vendor for Phase I, has worked with staff for the past two years to install, configure, test and deploy the new PeopleSoft system. Salvaggio, Teal and Associates (STA) is the principal consultant providing expert oversight, guidance and assistance for the project. As part of the original contracts, eVerge and STA are providing onsite support to the City for a period of three months after going live on the new system (commonly called the "stabilization period" for the new system). Since transitioning to the new system, the City has processed four payroll cycles in the system and has identified areas needing further assistance to reach the proficiency level required to assume complete operational responsibility for the new system by the end of January when the stabilization support from eVerge and STA is scheduled to cease. Additionally, the City needs assistance processing paycheck corrections for the Police Department.

Therefore, staff recommends ratifying a contract amendment with eVerge Group for up to $49,815.00 for immediate assistance with Police Department paycheck corrections. The cost of this amendment will be funded from available ERP project funds.

Additionally, staff recommends agreements with eVerge and STA to provide additional support on an as-needed basis beyond the originally planned stabilization period. These contracts would allow the City to engage eVerge and STA to provide technical support and augment staff for such things as providing additional PeopleSoft training, assistance with ongoing business process optimization, and providing assistance with system upgrades and difficult technical issues. Staff recommends amending the City's contract with eVerge Group for up to $1,622,400.00 worth of consulting support on an as-needed basis at the established hourly rates for the required resources and services. Similarly, Staff recommends amending the City's contract with Salvaggio, Teal and Associates for up to $174,720.00 worth of consulting support on an as-needed basis at the established hourly rates for the required resources and services. The cost of these contracts will be funded from available fund balance.    

M/WBE - eVerge agrees to maintain its initial M/WBE commitment of 11 percent that it made on the original agreement and extend and maintain that same M/WBE commitment of 11 percent to all prior amendments up to and including Amendments Nos. 8 and 9. Therefore, eVerge remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its signature on the Acceptance of Previous M/WBE Commitment form executed by an authorized representative of its company.

Salvaggio, Teal & Associates, agrees to maintain its initial M/WBE commitment of 11 percent that it made on the original agreement and extend and maintain that same M/WBE commitment of 11 percent to all prior amendments up to and inclusive of this Amendment No. 3. Therefore, Salvaggio, Teal & Associates, remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its signature on the Acceptance of Previous M/WBE Commitment form executed by an authorized representative of its company.

The Information Technology (IT) Sourcing Initiative will have no impact on this project.

ADMINISTRATIVE AMENDMENT – An administrative amendment or increase may be made by the City Manager, or his designee, for a total amount not to exceed $50,000.00 annually. Such increase or amendment does not require specific City Council approval as long as sufficient funds have been appropriated.

 
FISCAL INFORMATION/CERTIFICATION:

The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the appropriation ordinance and supplemental appropriation ordinance, funds will be available in the current capital budget, as appropriated, of the ERP Capital Project Fund and in the current operating budget, as appropriated, of the General Fund.  Upon approval the unreserved, undesignated fund balance of the General Fund will exceed the minimum reserve as outlined in the Financial Management Policy Statements.

 
TO Fund/Account/Centers
3&4) C296  472001  041030078488   $1,846,935.00
5) C296  539120  041030078488   $1,846,935.00
 
FROM Fund/Account/Centers
3) GG01  538070  0000000   $1,846,935.00
1&2) C296  539120  041030078488   $1,846,935.00

Submitted for City Manager's Office by:
Karen Montgomery (6222)
Originating Department Head:
Peter Anderson (8781)
Additional Information Contact:
Mai Tran (8858)

 
 
ATTACHMENTS
  04ERP P1 CONSULTING SUPPOR REC3.doc
  04ERP P1 CONSULTING SUPPOR REC5.doc