Title
OPtimize Change Order for EPL Project Management
History
In 2020, the Village Board approved a contract with Tyler Technologies for the purchase and implementation of Munis Financials, Human Capital Management (later renamed Human Resources Management, or HRM), and Utility Billing, Energov (renamed Enterprise Permits and Licenses, or EPL), and migration of Enterprise Asset Management (EAM) from the cloud to on premise. Munis Financials and HRM are complete and Utility Billing and Cashiering is scheduled to be implemented in July 2025.
To assist the Village with the implementation, Data Climb, a consulting company with experience implementing Tyler systems, was hired. The EPL implementation was put on hold for some time due to a much-needed focus on changes to the permitting and licensing ordinances to increase efficiency.
The Village re-started the EPL project in June 2024 with the project scheduled to go live in two phases and was budged with Tyler accordingly.
The first phase go live was scheduled for January 1, 2025, and has been delayed due to implementation issues, primarily with data migration verification and configuration verifications. The go live has been postponed until June of 2025 (official date to be determined). Tyler has utilized all contracted hours scheduled for Phase 1 and has been utilizing hours scheduled for Phase 2 to complete the configuration of Phase 1. Once Phase 1 is complete, the Village and Tyler will review how many hours remain in Phase 2 and determine the number of hours needed to be added to complete phase 2.
Data Climb through Insight Public Sector purchasing agreement was hired as a consultant to assist with project management and data conversion for all of the Tyler modules. Through 2024, Data Climb was allocated $2,657,347 to complete the Financials, Scheduling, Cashiering, EPL and provide over site of Utility Billing. Data Climb has utilized all hours that were approved by the Board as of May 2025 and to complete Phase 1 of EPL is requesting an additional 926 hours split between Project Manager, Technical Analyst and Data Conversion for a cost of $114,530. This is not a budgeted expense and a budget amendment will need to be submitted for this project to be complete.
This was presented to the Technology Commission on May 7, 2025, and the Technology Commission approved moving forward with the OPtimize/Data Climb through Insight Public Sector change order for $114,540 for a total contract amount to not exceed $2,771,887 with the understanding that this will allow the Village to complete phase 1 of the EPL project with Tyler, Cashiering and the over site of Utility Billing.
Recommended Action/Motion
I move I move to recommend to the approve the change order with Insight Public Sector (Data Climb project management services) to provide consulting services to complete the Tyler Enterprise Permitting and Licensing project for a dollar amount not to exceed $114,540 for a total contract amount not to exceed $2,771,877;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review.