Recommendation to adopt Specifications No. RFP TI15-017 and award a contract to Tyler Technologies, Inc., of Yarmouth, ME, for a Citywide Enterprise Resource Planning (ERP) system with finance/human resources software applications and related services, including consultation, implementation, training, maintenance and support, for a one-time amount of $8,478,522, and an annual amount starting at $493,481 and increasing up to 3 percent annually for a five-year term for ongoing maintenance and support, plus a contingency amount of $1,664,772, with the option of renewing the ongoing maintenance and support contract increasing up to 5 percent annually for an additional five-year period, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto.  (Citywide)
Motion carries. 18. Report from Financial Management and Technology and Innovation Recommendation to award a contract to Tyler Technologies for a citywide enterprise resource planning system with finance, human resource resources, software applications and related services for a one time amount of 8.4 million and an annual amount starting at 483,000 for a five year term citywide. Okay. There's emotion in a second. Is there any public comment? Yes. Please come forward. Long time getting to this. Jim McCabe on item on rating may be a great idea. There are eight pages of very dense description on what is happening here. I don't know whether it's software entirely. Hardware partially. It may it may be a good idea, but realize I think it's likely there's going to be very little discussion and almost certainly this will pass nine to nothing. But realize what's in these eight. Pages you were given is that this project is going to cost $30 million. You're buying into that. You're buying into the description that this will take. Away 25 full time employees from city work. 25. And several dozen city employees will be needed to work on this project from time to time. So we're talking from 25 to 50 city employees on this $30 million project. You're buying into. I don't know whether it's a good idea or not, but I. Point out by way of comparison that the city of Long Beach. Took away 200 police officers. And despite protests. From citizens. Has been willing to only reinstate eight. But largely without discussion today and by a nine to nothing vote on a subject. I doubt many of you have much intimate knowledge of your going to take away 25 city employees from their regular duties and an additional several dozen, however many that is. So. Try to have some perspective here. You won't as a body from the from the staff. Will not add more than eight police officers. You can't buy a police excuse me, a traffic ticket in this city because there is zero enforcement. That's just. Just the tip of the. Police. Problem, which I'm sure is more. Severe than that. Just keep things in perspective. Thank you very much for your time. I do appreciate it. Thank you. And just real just briefly, Mr. West, I just I know I recall I know we've been talking about this at the council level openly for six years or so. I remember talking about this, I think, my very first council meeting about this project and Councilman DeLong and others are very involved in setting aside the early money for this. And so just to clarify, it's not a new project. This has been going on for many years. Mr. West. I think we should have a quick staff report. By our finance director, John GROSS. This truly is the largest techno, techno, technological innovation the city has done in the history of its city for finance. Mr. GROSS. Thank you. And I'll be I'll be quick. And yes, this project. Mr. Mayor, has been going. On for years. We've been working on this particular aspect of it for over two and a half years. We have another three years to go. There are staffing people who are going to be involved. It's temporary assignment of staff and. They will be returning to their normal work. As the manager said. This is putting in new a new management system across the city for financial and human resources management. It is a momentous step in terms of technology and innovation. It impacts all the departments and operations and replaces a lot of obsolete systems. We've had over 200 city staff. Involved. Mostly in reviewing of the. New type of options that are. Available. And so a lot of staff have already been involved. It replaces very old technology. That's at risk. So we're concerned about trying to keep the city operating and also becoming more efficient. And that's what this is about. There are a lot of systems being replaced. This is a slide that shows just a sample of the major systems that are. Being replaced payroll, accounting, financial reporting, budget. Position, control, employee benefit management. There's a list of them. There are lots of improvement enhancements that this. New system will provide over. Time, many procedures and processes will only be improved. It's a it's an opportunity to improve our financial controls, to improve transparency. Employees will be involved in design. Our unions will be involved through the meet and confer process. Improvements will continue to be made after implementation. We have that opportunity with new systems. We don't have it with. The closed systems we have now. It is $30 million. It's one time money. It's not operational money. It's already funded. We expect to be in budget. We've taken steps to do that. We have oversight during the selection process for an independent firm, we'll have independent firm doing quality assurance during the project. We should be up before we move out of the new building. That is our. Intent. The implementation. There are risks to ERP systems. They have run over budget in many places. We've taken a lot of steps and a lot of time to avoid running over budget and having problems. Part of what we will do is. Try to make this a key priority for the city council will keep it as a key priority. Management will so we don't divert staff and effort. Away from it and have problems. That's probably the key remaining thing. That we need to watch and managing expectations will make a lot of improvements, but we will have some glitches, all major systems do, and then we'll continue to make improvements after implementation. The evaluation process to get to the vendor 11,000 man. Hours in this. Review process, 240 people, 240 employees involved over two years. To get to this recommendation for a vendor, we have no protests, we have no criticisms that were submitted by any of the vendors that did not are not recommended. So it's been a very good process. So our recommendation is to move forward. It is the the. Recommendation has been analyzed. The Tyler Technologies is the best financial value at best meets our needs, and we wholeheartedly recommend moving forward. With this contract. Thank you, Councilman Gonzales. If anything, nothing less me, RICHARDSON Nothing counts when I said yes. So just for Mr. GROSS, can you break down how this this project is being funded? I understand that, you know, this is not all coming from the general fund. Correct? Very good. Very good point. This is a. $30 million project. It involves all city operations. So all city operations are contributing to their funding. It's a $30 million project. A little less than $10 million is coming from the general fund. All the rest is coming. From. Funds like the harbor, water, gas and oil. So it it's very nice to be able to spread these costs over all the departments that benefit from them. Thank you. And I know, as the mayor said, we've been engaged in this for several years. I just wanted to make sure that point was clarified. Thank you. Thank you. Members, please go ahead and cast your votes.