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AGENDA REPORT
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| | | | | | | | DATE:
| August 4, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-153 of the City Council of the City of Fairfield Authorizing Execution of a Second Amendment to the Consultant Services Agreement for Enterprise Resource Planning Implementation Readiness with Third Stage Consulting Group |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | The City of Fairfield ("City") has been successfully using the services of Third Stage Consulting Group ("Consultant") to assist with identifying the needs of the City for an Enterprise Resource Planning ("ERP") solution. Consultant provides extensive ERP implementation knowledge and experience that are valuable to the City. As the City approaches the implementation readiness stage of ERP planning, the City wishes to continue to use the services of Consultant to assist with completion of this phase of the project. |
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| | | | | | | | | DISCUSSION | The City has embarked upon a comprehensive evaluation of potential ERP software solutions for the Fairfield Fast Forward initiative, a priority project. The City entered into a Consultant Services Agreement with Third Stage Consulting Group via Resolution 2019-186 on August 20, 2019, for assistance in identifying requirements of the ERP software system. The City has identified the best vendor and is ready to begin assessing and preparing for implementation readiness, which includes many complex steps, including assessing strategic business processes, gap analysis, identify Change Team, personnel readiness assessment, organizational design, and other implementation items as outlined in the Statement of Work. These steps facilitate better understanding of the project citywide, prepare staff for notable changes in business processes, and increase the likelihood of a successful implementation.
The City requires enterprise-wide, cohesive and well defined implementation readiness plans, but does not have the inherent specialized skills, experience or resources available to develop such plans. The Consultant has an experienced team of specialized members with extensive ERP knowledge and experience. The City has worked successfully with the Consultant on the Fairfield Fast Forward initiative and has confidence that Consultant understands the needs of the City and can deliver the necessary new services.
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| | | | | | | | | FINANCIAL IMPACT | | The total cost to the City for this second amendment for Implementation Readiness to Resolution 2019-186 is not to exceed $45,000.00. This amount is to be added to original PO #21893. Total amount for Third Stage ERP assistance, including the initial agreement (Resolution 2019-186), 1st amendment (Resolution 2019-291) and proposed 2nd amendment is $207,000. Funds are available in the Information Technology Computer Services, ERP System account, 522-99-501-8441. |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Financial and Operational Sustainability |
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| | | | | | | | | Priority Project: | #2B.8 Fairfield Fast Forward
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | The Council could elect not to engage Consultant for the Implementation Planning processes. City staff does not have sufficient expertise or time to address this component of the project. Given that the City has been pleased with Consultant's results so far, and the Consultant is familiar with the City's needs, it would therefore be in the City's best interest to remain with the current Consultant for this phase of the project. |
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| | | | | | | | | COORDINATED WITH | Finance Department, Human Resources Department
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| REVIEWERS: | | Reviewer | Action | Date | | Answerer | Approved | 7/23/2020 - 4:02 PM | | Pirouzmand, Farbod | Approved | 7/25/2020 - 2:15 PM | | Ballard, Kelly | Approved | 7/27/2020 - 1:01 PM | | Ballard, Kelly | Approved | 7/28/2020 - 7:15 PM |
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