Title
Proposed Amendment No. 3
Contract No. 2000274-1
Enterprise Resource Planning (ERP) System Implementation Services
O&M
Body
Agenda of: March 21, 2024
Item No.: 2024-095
Amount: Original Contract Price $6,917,324.44
Amendment No. 1 0.00
Amendment No. 2 0.00
Proposed Amendment No. 3 498,550.00
New Contract Total $7,415,874.44
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: March 1, 2024
RE: Proposed Amendment No. 3
Contract No. 2000274-1
Enterprise Resource Planning (ERP) System Implementation Services
Vendor: Alight Solutions LLC
MOTION
Upon recommendation of Jeffrey E. Small, Chief Information Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 2000274-1, Proposed Amendment No. 3, “Enterprise Resource Planning (ERP) System Implementation Services” with Alight Solutions LLC, at an increased cost of $498,550.00 for a total cost not to exceed $7,415,874.44 with no increase in duration for a total duration of 2,845 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
In April of 2022 this honorable body approved the contract with Alight LLC to implement Workday’s Enterprise Resource Planning (ERP) system. As of today, Alight and GLWA have completed the implementation of Workday’s HR/Payroll modules. Previously approved provisional funds were used for Amendments 1 and 2 which included additional implementation services related to pay cards and local tax functionality. This request is for additional funding to complete the Workday Financial Systems implementation, which is anticipated to go live on July 1, 2024.
JUSTIFICATION
We are requesting funds to complete the full additional scope of work required to provide a Financial System that meets all of GLWA’s needs. As with many large-scale, complex system implementations, as the project progressed GLWA gained expertise on the system’s features and functionality. We then determined that there were additional modules and reports that Alight can implement to provide a more functional system that will benefit GLWA going forward.
PROJECT MANAGEMENT STATUS
Original Contract Time 2,845 days (03/18/2022 - 12/31/2029)
Amendment No. 1 0 days
Amendment No. 2 0 days
Proposed Amendment No. 3 0 days
New Contract Time 2,845 days (03/18/2022 - 12/31/2029)
PROJECT ESTIMATE
Original Contract Price $6,917,324.44
Amendment No. 1 0.00
Amendment No. 2 0.00
Proposed Amendment No. 3 498,550.00
New Contract Total $7,415,874.44
PROJECT ESTIMATE
Original Contract Price $6,917,324.44
Amendment No. 1 0.00
Amendment No. 2 0.00
Proposed Amendment No. 3 498,550.00
New Contract Total $7,415,874.44
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this contract.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center(s): Information Technology Business Productivity Systems
(Centralized Services Cost Center 883341)
Expense Type(s): Contractional Professional Services (O&M) (5910-883341.000-617903-WS7900)
Fiscal Year Amount
FY 2022 Budget (Prorated) $ 127,213.00
FY 2023 Financial Plan 2,296,795.00
FY 2024 Financial Plan 2,638,448.50
FY 2025 Financial Plan 1,222,526.00
FY 2026 Financial Plan 239,839.40
FY 2027 Financial Plan 246,069.42
FY 2028 Financial Plan 252,548.63
FY 2029 Financial Plan 259,287.02
FY 2030 Financial Plan (Prorated) 133,147.47
Financial Plan Forecast $7,415,874.44
Proposed Contract Amount $7,415,874.44
Variance (positive/ (negative)) -
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on March 13, 2024. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.