To approve an increase to the current awarded contract amount of $1,440,000 by $288,000, for a total contract amount of $1,728,000, for Technical Consultant for JD Edwards and PeopleSoft from Remote Services, Inc. for Technology Solutions; and authorizing the City Manager to execute all necessary documents. (Contract No. 2018-0209-C; Modification No. 1) Approved

On March 25, 2019, the City Council approved a one (1) year contract with four (4) City optional renewals for the total contract amount of $1,440,000 for a Technical Consultant for JDE and PeopleSoft for Technology Services to Remote Services, Inc. in the estimated annual amount of $288,000.

The Technology Solutions staff recommends extending the current contract one additional year for technical support for JD Edwards and PeopleSoft systems.  This extenstion is based on the previous contract terms, resulting in an increase to the total contract by the existing annual amount of $288,000.

Remote Services, Inc has provided operational support for our JD Edwards and PeopleSoft systems for nearly ten years. The company has delivered high-quality managed services, ensuring the stability and performance of our critical business applications for financial and human resource operations. As we are undergoing a JD Edwards upgrade and require post-go-live support for PeopleSoft's recent upgrade, extending Remote Services' contract will ensure continuity and minimize risk during these pivotal transitions.

Not extending the contract with Remote Services could lead to significant operational disruptions, especially for our JD Edwards environment, which is set to go live in November 2024. A change in support at this critical juncture could disrupt the upgrade process, putting the successful transition and stabilization of the new system at risk. Furthermore, without the experienced support of Remote Services, we would face gaps in managing the operational workload during the start of the new fiscal year, including the crucial open enrollment period for employee benefits. Any disruptions during this time could lead to operational inefficiencies, delays, and potential downtime that would negatively impact both our employees and overall business operations.

Funding for this item is available in the 2024-25 Technology Solutions Fund.  This request is to approve a one-year contract extension for JDE and PeopleSoft support, in the amount of $288,000, which will leave a remaining balance of $4,290,028 for additional maintenance and support expenditures in the 2024-25 Applications Budget.

Approval of this item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.