12-12-14 BPU RPT 13 - Laserfiche WebLink

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"fMY h11 F., L E Y PUBLIC UTILITIES BOARD OF PUBLIC UTILITIES RIVERSIDE PUBLIC UTILITIES Board Memorandum DATE: DECEMBER 12, 2014 ITEM NO: 13 SUBJECT: THIRD AMENDMENT TO THE PROFESSIONAL CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF RIVERSIDE AND MILESTONE SOFTWARE SOLUTIONS INC. - CUSTOMER INFORMATION SYSTEM REPLACEMENT PROJECT ISSUE: The item for Board of Public Utilities consideration is approval of the Third Amendment to the Professional Consultant Services Agreement with Milestone Software Solutions Inc. for on demand support services during implementation of the new Customer Information System (CIS). RECOMMENDATION: That the Board of Public Utilities approve the Third Amendment to the Professional Consultant Services Agreement with Milestone Software Solutions Inc. in the amount of $200,000 and extension of contract term to August 31, 2015. BACKGROUND: It is common for organizations to replace a CIS not more often than every ten to twenty years due to the complexity and cost of implementing a new Enterprise CIS System. The City's current CIS, Banner, was implemented in 1999. After approximately a year -long Request for Proposal and competitive selection process, on June 1, 2012, the Board of Public Utilities (Board) approved the replacement of Banner with the enQuesta System (enQuesta), offered by Systems & Software, Inc. The new system was selected as it has increased functionality to meet the current and future technological needs of Riverside Public Utilities (RPU) and other City departments. Subsequent to the approval to purchase the new CIS, in May 2013, a Professional Consultant Agreement between the City and Milestone Software Solutions Inc. (Milestone) was approved in an amount not -to- exceed $49,500 for specific tasks related to Banner data clean -up prior to conversion to enQuesta. It was recommended and approved by the City Manager to waive the competitive bid process and contract directly with Milestone. Milestone staff had the background and knowledge to accurately extract data from Banner to ensure a successful conversion of financial and non - financial data to enQuesta as they had been involved in Riverside's Banner implementation in 1999. Through the conversion testing process, Milestone has also gained extensive knowledge of the complexities of enQuesta. Banner and enQuesta accounting set -ups are vastly different and Milestone is currently the only vendor that understands both systems. Milestone has created more than fifty (50) programs to extract data from Banner to be converted to enQuesta, and is the only vendor qualified to make necessary changes to those programs throughout testing and go -live. The project scope became more defined over time as extensive testing and analysis was conducted by the implementation team which is common with any CIS implementation. As the project scope was defined, additional support was required from Milestone and two amendments to the Agreement were approved by the Board. The First Amendment was approved on September 16, 2013 in the amount of $150,000. The Second Amendment was approved on May 16, 2014 in the amount of $150,000.