REPORT TO THE CITY COUNCIL October 10, 2019 FROM: BRYON HORN, Chief Information Officer Information Services Department BY: DENNIS JONES, Systems & Applications Manager Information Services Department SUBJECT ..Title Approve a Second Amendment to the Consultant Services Agreement with SDI Presence LLC., in the amount of $10,000 and extending the completion date to September 1, 2020 ..Body RECOMMENDATION Staff recommends Council approve the Second Amendment to the Consultant Services Agreement with SDI Presence LLC., (SDI): (i) to assist in the review, evaluation, and selection of an Enterprise Resource Planning System for the City of Fresno (City), (ii) increasing the contract amount by $10,000, (iii) extending the completion date to September 1, 2020, and (iv) authorizing the Chief Information Officer or designee to execute the Second Amendment. EXECUTIVE SUMMARY On May 18, 2018 the City entered into a Consultant Services Agreement (Agreement) with SDI in an amount not to exceed $130,000 for assistance in assessing and creating an RFP to upgrade or replace its PeopleSoft Financial and HRMS software systems. Having completed the competitive bid process as of July 2, 2019 City and SDI began the process of reviewing and evaluating the responses. Due to the number and complexity of the responses received, the evaluation and review process was extended to ensure a proper solution can be chosen and City is requesting an additional $10,000 and an extension of the term of the Agreement to September 1, 2020, to allow for a thorough and comprehensive evaluation and selection process. BACKGROUND On December 29, 2017 the City of Fresno released RFP Bid File 3595 for Consulting Services for Solicitation of an Enterprise Resource Planning System to assist the City in preparation of an RFP for the potential upgrade or replacement of the PeopleSoft software system. From the committee's evaluation, vendor proposals, references, and outside feedback, SDI Presence LLC., was chosen unanimously and City and SDI entered into a Consultant Services Agreement on May 18, 2018, in an amount not to exceed $130,000 and a termination date of May 1, 2019. Due to unforeseen circumstances, SDI was not able to begin the assessment phase of the project until October 2018. As a result, the City and SDI entered into the First Amendment to Agreement on April 1, 2019, extending the term of the Agreement to November 1, 2019. On May 8, 2019, RFP Bid File 3650 was released and was open for response until July 2, 2019. City received 14 proposal responses, much more than was originally anticipated, and this response has created the need to extend the review process as well as for additional funds to cover the cost so that the City can choose the optimal solution for its needs. It was determined that this process would not be completed by the term date of November 1, 2019; City and SDI now request an additional $10,000 and an extension of the term to September 1, 2020, in order to complete a comprehensive review and evaluation. The City Attorney's Office has reviewed and approved as to form the proposed Second Amendment. ENVIRONMENTAL FINDING The approval of this agreement is not a project as defined by the California Environmental Quality Act. LOCAL PREFERENCE Local preference does not apply because this is an amendment to an existing agreement. FISCAL IMPACT The Department has sufficient funding available in the FY2020 budget. The amendment will have no impact to the General Fund. Attachments: Consultant Services Agreement First Amendment to the Consultant Services Agreement Second Amendment to the Consultant Services Agreement