Title
An Ordinance authorizing the City Manager to execute Change Order No. 004 for a not to exceed amount of $908,625 to increase services provided by AVAAP for the implementation of additional Workday modules (SKUS) under the agreement between AVAAP U.S.A. LLC. and the City of Lee's Summit, Missouri.
(Note: First read by Council on August 5, 2025. Passed by unanimous vote.)
Body
Issue/Request:
An Ordinance approving Change Order No. 004 for the scope expansion of the AVAAP Statement of Work (SOW-001; CO-004).
-$265.000 has been previously approved in BILL NO. 24-067 and $48,450 SOW #1 CO #002 of which $595,175 is new spending. New monthly invoicing schedule of fees for professional services with total amount of $908,625. Implementation schedule and schedule of fees updated to reflected the multiple phases for the additional modules and the additional services.
-SOW-001 CO-003 detailed scope for engaging AVAAP Managed Services (AMS) where the costs and term of service were not changed and executed with fee schedule including FY26 fees for $93,600.
Key Issues:
-CO-004 is for the Implementation of the ERP System Workday modules which expands the professional services to include Strategic Sourcing Expert; Contracts; Workday Contracts Lifecycle Management; 5 Custom AI Models; IT Assets
- Additional scope to revise configuration for PD Demand/Scheduling; add Parks and Airport Demand/Scheduling. PD eliminates need for new application; Parks may replace current application; and AP will improve staff scheduling utilizing Workday.
- Additional scope will add IT Asset Management; assignment assets to employees; and addition of vendor catalog for purchase of computer assets.
- The additional software modules enhance the current Workday subscriptions as well as add additional features for processing contracts and managing suppliers to further improve process enhancements and improvements in internal controls.
-The services include multi-phased project for which includes project management and integrations for the implementation.
-Funding included in the FY26 General Fund Budget and NTI Bond
Proposed Committee Motion:
I move to recommend to City Council for approval of an Ordinance authorizing the City Manager to execute Change Order No. 004 Scope Expansion for a not to exceed amount of $908,625 to the AVAAP Statement of work that is subject to the Professional Services Agreement between AVAAP U.S.A. LLC. and the City of Lee's Summit, Missouri.
Presenter
Diana Newman, Director Information Technology
Recommendation
Staff recommends approval
Committee Recommendation