Title
Proposed Amendment No. 3
Contract No. 2000274-2/SCN-0000445
Enterprise Resource Planning System Subscription Services
O&M
Body
Agenda of: May 28, 2025
Item No.: 2025-162
Amount: Original Contract: $6,265,747.00
Amendment No. 1 0.00
Amendment No. 2 524,773.30
Proposed Amendment No. 3 909,605.00
Total Contract Amount: $7,700,125.30
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: May 5, 2025
RE: Proposed Amendment No. 3
Contract No. 2000274-2/SCN-0000445
Enterprise Resource Planning System Subscription Services
Vendor: Workday
Status: Amendment/Change Order
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. 2000274-2/SCN-0000445, Proposed Amendment No. 3, “Enterprise Resource Planning System Subscription Services” with Workday, with an increased cost of $909,605.00 for a total cost not to exceed $7,700,125.30 and no increase in duration for a total duration of eight (8) Years; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA implemented Workday’s Enterprise Resource Planning (ERP) system starting in 2022 and went live with Human Capital Management (HCM) and payroll in December 2023 and Financials (FINS) in July 2024. Workday continues to provide software-as-a- service licensing via this contract through 2030. As GLWA continues to use and leverage its investment in Workday, additional training and licensing beyond the current level is needed to enhance and extend its functionality and value to GLWA.
JUSTIFICATION
Training credits are needed for further learning by Financial Services, Organizational Development, and Information Technology to increase team member knowledge of Workday’s functionality, configuration, and support at GLWA. Additional licensing for worker scheduling for GLWA employees is necessary. In addition, an allowance is requested for purchasing and implementing additional Workday products to expand its use over the remaining duration of the contract.
PROJECT MANAGEMENT STATUS
Original Contract Time 2,981 days (4/1/2022 - 5/1/2030)
Amendment No. 1 0 days
Amendment No. 2 0 days
Proposed Amendment No. 3 0 days
New Contract Time 2,981 days (4/1/2022 - 5/1/2030)
PROJECT ESTIMATE
Original Contract Price $6,265,747.00
Amendment No. 1 524,773.30
Amendment No. 2 0.00
Proposed Amendment No. 3 909,605.00
New Contract Total $7,700,125.30
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this contract.
Funding Source: (FY 2026 - FY 2030) Operations & Maintenance (O&M) budget.
Cost Center(s): IT Business Productivity Systems (Centralized Services-883341)
Spend Category: Contractual Professional Services
Repairs & Maintenance - Software
Estimated Cost by Year and Related Forecast Variance: See table below
I&E O&M Combined
Fiscal Year Amount Amount Total
FY 2022 Budget (Prorated) $ 50,000.00 $ 500,000.00 $ 550,000.00
FY 2023 Budget 500,000.00 1,530,000.00 2,030,000.00
FY 2024 Budget 1,248,600.00 1,248,600.00
FY 2025 Budget 911,635.00 911,635.00
FY 2026 Budget 964,539.00 964,539.00
FY 2027 Financial Plan 978,439.00 978,439.00
FY 2028 Financial Plan 992,639.00 992,639.00
FY 2029 Financial Plan 1,007,200.00 1,007139.00
FY 2030 Financial Plan (Prorated) - 219,000.00 219,000.00
Financial Plan Forecast $ 550,000.00 $8,352,052.00 $8,902,052.00
Proposed Contract Amount $ 259,471.30 $7,700,125.00 $7,959,596.30
Variance (positive/ (negative)) $ 290,528.70 $ 651,927.00 $ 942,455.70
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on May 14, 2025.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.