HomeMy WebLinkAboutFinance Committee 2023-12-11 Agenda PacketSAN RAFAEL CITY COUNCIL
FINANCE SUBCOMMITTEE MEETING
MONDAY, DECEMBER 11, 2023 | 1:00-2:30 PM
ROOM 201
SAN RAFAEL CITY HALL
1400 FIFTH AVENUE, SAN RAFAEL, CALIFORNIA
AGENDA
1.Call to Order
2.Open Time for Public Expression
The public is welcome to address the subcommitee at this �me on maters not on
the agenda that are within its jurisdic�on. Please be advised that pursuant to
Government Code Sec�on 54954.2, the subcommitee is not permited to discuss
or take ac�on on any mater not on the agenda unless it determines that an
emergency exists, or that there is a need to take immediate ac�on which arose
following pos�ng of the agenda. Comments may be no longer than two minutes
and should be respec�ul to the community.
3.Fire Dispatch Services Agreement
Update on the status of establishing an Agreement to transfer Fire Dispatch Services
for SRFD from the County Sheriff’s Office to the Marin Fire Department.
4.Contract(s) for Vegeta�on Management Services
The Subcommittee will receive a preview of a City Council agenda item seeking
authorization to enter into one or more Master Services Agreements with vendors to
perform Vegetation Management Services.
5.Risk Manager Job Specifica�on
Discussion of a proposal to establish a new Risk Manager job specification and to
reclassify an existing authorized staffing position as a Risk Manager.
6.Update on Project to Upgrade the City’s Integrated Enterprise Resource Planning
(ERP) System
The Subcommittee will receive a status report on the project to upgrade the City’s
ERP System, including integrated Financial System, Payroll, and Human Resources
Management.
7.Future Mee�ngs – Long-Range Calendar
The Subcommittee will discuss the scheduling of future Finance Subcommittee
meetings, topics and threshold criteria.
8.Adjournment
Any records relating to an agenda item, received by a majority or more of the Council less than 72
hours before the meeting, shall be available for inspection in the City Clerk’s Office, Room 209, 1400
Fifth Avenue, and placed with other agenda-related materials on the table in front of the Council
Chamber prior to the meeting. Sign Language interpreters and assistive listening devices may be
requested by calling (415) 485-3066 (voice), emailing Lindsay.lara@cityofsanrafael.org or using the
California Telecommunications Relay Service by dialing “711”, at least 72 hours in advance of the
meeting. Copies of documents are available in accessible formats upon request. Public transportation
is available through Golden Gate Transit, Line 22 or 23. Paratransit is available by calling
Whistlestop. Wheels at (415) 454-0964. To allow individuals with environmental illness or multiple
chemical sensitivity to attend the meeting/hearing, individuals are requested to refrain from
wearing scented products.
Agenda Item #4
Contracts for “On-Call” Vegetation Management Services
• An agenda item is being prepared for the City Council meeting of December 18 th to
authorize the City Manager to enter into a Master Service Agreement with selected vendors
to perform “on call” vegetation managemen t services.
• The City’s Public Works and Fire Departments perform several types of routine vegetation
management work throughout the year through contracts with various vendors. Recently,
the two departments combined their respective service needs into one RFP to improve the
procurement process, leverage greater purchasing power, and facilitate contract
management related to these activities .
• The services and requirements outlined in the RFP are consistent, both in scope and levels
of service as has been required in the past. The RFP process, and resulting Master Services
Agreements, are largely designed to better align the procurement process with City ’s
Purchasing Policy and best practices.
• The following c hart summarized the recommended annual authorized not-to-exceed
contract amounts , by contractor, over a four-year term:
Contractor Category Department
Annual NTE
Total
Four Year NTE
Total
Forester + Kroeger B FD $500,000 $2,000,000
Jorge’s Tree Service A FD $250,000 $1,000,000
Mountain Enterprise B FD $1,000,000 $4,000,000
SkyView Tree Experts A FD $200,000 $800,000
West Coast Tree Service A FD $50,000 $200,000
Forester + Kroeger A PW $600,000 $2,400,000
Treemasters A PW $200,000 $800,000
West Coast Arborist A PW $100,000 $400,000
Jorge’s Tree Services C PW $75,000 $300,000
Treemasters C PW $150,000 $600,000
Total $3,125,000 $12,500,000
Category A – Routine Tree and Vegetation Management Services
Category B – Wildfire Fuel Reduction
Category C – Emergency “On-Call” Vegetation Management Services
Funding: Funding to support these contracts will be covered by appropriations within the Public
Works (General Fund, Storm Dr ain Fund, Assessment District Funds) and Fire (Measure C -
Wildfire Prevention Fund) annual budgets. Currently, funding provided through Measure C -
Wildfire Prevention Fund is secured through reimbursement from the Marin Wildfire Prevention
Agency (MWPA). As these funds are not included within the Fire Department’s current FY23/24
budget, supplemental appropriations are anticipated to requested no later than the mid-year
budget update. Funding to support years 2 through 4 will be included in t he respective annual
budgets for the two departments.
Why this is different than past: We anticipate receiving the same level of services as in past
years; however, by appropriately combining these services into a single procurement process
authorization is required by the City Council prior to approval.
Through this process, staff is transitioning from a reactive to proactive approach for
procurement of vegetation management contract services. Benefits of doing this are:
-cut down the number of contracts going through the approval process (saves staff time)
-better rates and able to build a list of “on-call” vendors
-improves tracking of expenditures via project accounting
-lock in rates for more stable forecasting,
-expedite service requests with a standing contract versus drafting a new contract for
each project.
o Especially important for emergency response and streamlining subsequent
FEMA reimbursement requests.
Agenda Item #6
Subject: Risk Manager Job Specification
Over a decade ago, the City had a dedicated Risk Manager position providing oversight, but due
to the economic crises facing public agencies at that time, the position was eliminated with tasks
absorbed elsewhere. However, due to capacity constraints and changes in regulatory
requirements, reassignment of this work is not sustainable in the long term. Therefore, the City
requested that Municipal Resource Group, LLC (“MRG”) conduct an assessment of its Risk
Management function. The MRG assessment concluded that the City should create a Risk
Manager job classification, and staff worked with MRG to create a draft job description. Adding a
Risk Manager position would allow the City to recruit someone with technical expertise to meet
the full scope of municipal Risk Management best practices, and to help mitigate the City’s risk
exposure.
Based on MRG’s thorough analysis of the organizational structure of the administrative functions
of the City, plans to recommend the deletion of a vacant position, and the addition of an Risk
Manager position at the December 18, 2023 City Council meeting.
AGENDA ITEM #6
SUBJECT: UPDATE ON PROJECT TO UPGRADE CITY’S INTEGRATED ENTERPRISE
RESOURCE (ERP) SYSTEM
•An agenda item is being prepared for the City Council meeting of January 16, 2024
recommending that the City Council authorize the City Manager to execute a Software
Services Agreement with Tyler Technologies, Inc, to implement an conversion of the City’s
ERP from the legacy Tyler/Eden platform to the upgraded Tyler Enterprise (Munis)
platform.
•The integrated ERP conversion project will upgrade the City’s Financial System (incl.
General Ledger, Purchasing/Account Payable, Accounts Receivable, Cash Management,
Budgeting, Project/Grants Accounting, Fixed Assets, and Contract Management
modules), Payroll System and Human Resources Management (HRM) System.
•The Software Services Agreement and related Scope of Work contemplates customized
development, and implementation of the new Tyler Enterprise system as well as data
conversion, staff training and ongoing system support.
•Costs for the ERP implementation project include estimated one-time costs of approx.
$450,000, and annual recurring support costs of approx. $165,000. The Software Services
Agreement constitutes a multi-year contract with annual, capped, escalation costs. Staff
is also evaluating the pros/cons of including selected optional services that may be
included in the staff recommendation to be presented to the City Council.
•Funding has been set-aside in both the Technology Fund and General Fund (Assigned
Fund Balance) to support this project. Additional resources are anticipated to be
requested – likely through the FY2024/25 budget process - to supplement staff
capacity and support successful implementation of this critical ERP project. Resources
may include a combination of technical expertise related to optimizing the functionality
of the new system as well as resources to back-fill for existing staff and maintain core
day-to-day operations through the conversion period.
Project Timeline (Tentative):
•Contract Execution – January/February 2024
•Review and Update of Critical Implementation Elements, Businesses Processes and
Workflows – Feb 2024 – July 2024
•Project Kick-off – July 2024
o Financial System Implementation – July 2024-June 2025 -> Go-Live July 2025
o Payroll HRMS – Nov/Dec 2024 – Dec 2025 -> Go-Live January 2026.
Background:
•Since 2002, the City has used the Eden System from Tyler Technologies for financial and
human resources recordkeeping and reporting. As of 2027, Tyler Technologies will no
longer support the Eden platform.
•In March 2022, following an assessment of the City’s evolving business practices and
financial system requirements, an RFP was issued to identify vendors/systems best
suited to meet the City’s needs and requirements.
•Two (2) proposals were received in response to the City’s RFP, and following an
evaluation, City staff determined the proposal from Tyler Technologies for the MUNIS
system best met the City’s requirements. In addition, Tyler Technologies, Inc. has
extensive experience providing Financial Management Software (ERP) solutions to other
municipalities. Additionally, as the current provider of the current ERP (Eden) used by the
City, Tyler is familiar with the City’s existing financial data structure.
•For several reasons, including uncertainty during the COVID-19 pandemic, and departure
of key senior staff, the ERP conversion project was put on hold.
•It has been over a year since the City released the RFP in 2022, and during that time the
City has made several additions to its executive team. As the ERP conversion project
remains a top priority for the City’s management team, the project was re-initiated with a
review/refresh of the City’s needs, reengaging with Tyler Technologies, and interviews
with other jurisdictions regarding their experiences with Tyler and the MUNIS system.
•Based these efforts, Staff is prepared to recommend to the City Council the authorization
to enter into the proposed Software Services Agreement and related Scope of Work for
implementation of a new ERP, Payroll and HRMS System.
One-time Recurring One-time Recurring
Cost Fees Cost Fees Change
SUMMARY
Tyler License Fees 81,681 113,807 (32,126)
Total SaaS 164,809 175,108 (10,299)
Tyler Services 356,900 342,100 14,800
3rd Party Hardware / Software 4,013 4,013 -
442,594$ 164,890$ 459,920$ 175,108$
Total Contract (@ Year 1)607,484$ 635,028$ (27,544)$
Optional Services
Est. Travel Expenses (excl. in Contract Costs)19,180$ 19,180$ -$
Tyler Quote - Original 7//21/22
Optional Items One-time Recurring One-time Recurring
Cost Fees Cost Fees
My Civic 14,000 14,000
ACFR Statement Builder 8,925 8,925
Managed Detection Response 30,000 30,000
-
Professional Services -
Install Fee - Managed Detection 1,000 1,000
Muni Financials End-User Training 16,800 16,800
Munis HCM - End User Training 8,400 8,400
Onsite Implementation 9,000 8,400
Remote Implementation 24,000 22,200
59,200 56,800
Optional 3rd Party Hardware, Software Services
Pattern Stream Automated Document System 8,880 8,880
Pattern Stream Automated Document System 18,810 18,810
Tyler Quote - Update 11/23/23
TYLER / MUNIS ERP CONVERSION QUOTE COMPARISON
Tyler Quote - Original 7//21/22Tyler Quote - Update 11/23/23