City Council

12C. AWARD PROFESSIONAL SERVICES MASTER AGREEMENT WITH ORACLE\nAMERICA INC. FOR ORACLE NETSUITE FOR GOVERNMENT, APPROVE\nPROFESSIONAL SERVICES AGREEMENT WITH DAVISFARR, LLP FOR\nACCOUNTING SERVICES, AND APPROVE AN APPROPRIATION OF FUNDS\nThe City’s current enterprise resource planning (ERP) system, Springbrook Enterprise\n(Springbrook), was deployed approximately 20 years ago. Due to the current needs of\nthe City that are not supported by the existing ERP system, the increasing costs of the\nexisting software, and the insufficient customer service and technical support from\nSpringbrook, staff researched alternative products that would best support the City’s\noperations.\nAugust 27, 2024\nStaff is recommending the City Council approve a professional services agreement with\nOracle America, Inc. for Oracle NetSuite for Government, an ERP platform designed by\nOracle specifically for small to mid-size government agencies. Staff is recommending\nutilizing the National Association of State Procurement Officials (NASPO) cooperative\nagreement in accordance with the City’s purchasing policy for this purchase. The City\nreceived authorization from the California Department of General Services to participate\nin the NASPO cooperative agreement (Attachment A). If the City Council approves the\nmaster agreement for Oracle NetSuite for Government, then staff is also recommending\nthe City Council approve a professional services agreement with DavisFarr LLP to provide\npart-time temporary accounting services while the City’s Accounting Manager dedicates\n50% of her time to the ERP system implementation project (Attachment E). The Fiscal\nYear 2024/25 estimated costs for these two agreements exceeds the project’s budgeted\namount by $155,520.\nRECOMMENDED ACTION:\n1. City Council find that these actions are not subject to California Environmental Quality\nAct (“CEQA”) pursuant to Sections 15378(b)(5) (Organizational or administrative\nactivities of governments that will not result in direct or indirect physical changes in\nthe environment) and even if they were considered a project, they would still be\nexempt from CEQA under State CEQA Guidelines Section 15301; and\n2. Approve an initial five (5) year Professional Services Master Agreement with Oracle\nAmerica Inc. for Oracle NetSuite for Government for an approximate cost of $594,185,\nwhich includes one-time implementation costs not to exceed $263,354 (Attachment\nC) and annual subscription costs of $66,166 ($330,831 for all five years) (Attachment\nD); and\n3. Authorize the City Manager to execute all necessary documents; and\n4. Waive competitive bidding requirements in the City’s purchasing policy related to\ntemporary staffing services; and\n5. Approve and authorize the City Manager to execute a Professional Services\nAgreement with DavisFarr LLP to provide temporary staffing services; and\n6. Appropriate from the General Fund Special Projects Assigned Fund Balance\n$155,520 to complete the implementation of the new ERP system, including\ntemporary staffing services to backfill City staff time during the implementation\nprocess.\nAugust 27, 2024