HomeMy WebLinkAbout _ 4.3(a)--CherryRoad (Oracle) License Increase � � �' � � �
� � � ' � �' � � ' � ` CITY OF REDDING
REPORT TO THE CITY COUNCIL
MEETING DATE: June 18, 2024 FROM: Tony Van Boekel, Chief
ITElVI NO. 4.3(a) Information Officer/IT
Director
***APPROVED BY***
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tvanboekel@cityofredding.or� btippin@cityofredding.org
SUBJECT: 4.3(a)--CherryRoad (Oracle) Ordering Form to increase the number of software
licenses
Recommendation
Approve the following actions related ta the Citywide Enterprise Resource Planning software
solution:
(1) Adopt Resolution approving and adopting the 45th Amendment to City Budget
Resolution No. 2023-060 appropriating $0 for Cherry Road (Oracle) ordering form to
increase the number of software licenses for Fiscal Year 2023-24;
(2} Ratify approval of C-9461 Ordering Document — 2024 with CherryRoad Technologies
for required additional Oracle licenses in the amount of$100,445.53; and
(3) Authorize the City Nlanager to execute future CherryRoad (Oracle) change orders and
ordering documents in a not to exceed amount of$650,000 annually.
Fiscal Impact
The total amount of the CherryRoad (Oracle) Ordering Dacument totals $100,445.53. Adequate
funds are available for this order document within the City of Redding (City) Information
Technology(IT) Operational and Material (O&M) accounts. A zero-dollar budget resolution will
be done to move funding from IT's O&M accounts to the respective Capital account used for this
contract.
Alte�native Action
City Council (Council) could direct staff to lower costs temporarily by removing approximately
300 employees from the Oracle production environment until the City goes live with the Human
Capital Management (HCM) modules of Oracle. This option would only be a temporary cost
reduction solution as all City employees will need to be in Oracle prior to the HCM go-live
which is planned to occur within the next few months.
Report to Redding City Council June 12,2024
Re: 4.3(a)--CherryRoad(Oracle) License Increase Page 2
Background/Analysis
On June 21, 2022, Council authorized the City Manager to execute an agreement with
CherryRoad (Oracle) for an Enterprise Resource Planning software solution in the estimated
amount of $500,000 per year. This estimation was based on an estimated number of active
employees at that time (as each employee needs their own license; actual annual charges are
approximately $462,000); however, since then the City has increased the number of employees
that need to be managed in Oracle and as such, is over the allotted number of licenses.
In order to manage all employees within Oracle once the HCM modules - which wi11 include
modules such as payroll and benefits - the City must increase its number of licenses by 300,
bringing the tota] number of licenses for al] Finance and Personnel related activities to 1,300.
This increase will result in an annual cost of$562,000.
Environmental Review
This is not a project defined under the California Environmental Quality Act, and no further
action is required.
Council Priority/City ManageN Goals
• Government of the 21St Century — `Be relevan� and proactive to the opportunities and
challenges of today's residents and workforce. Anticipate the future to make better
decisions today.
Attachments
^Resolution
C-9461 - Ordering Document- 2024 - CherryRoad Technologies Inc.
Resolution No. 2024 -
A RESOLUTION OF THE CITY OF REDDING APPROVING AND ADOPTING THE
45��H AMENDMENT TO CITI' BUDGET RESOLUTION NO. 2023-060
APPROPRIATING $0 FOR CHERRY ROAD (ORACLE) ORDERING FORM TO
INCREASE THE NUMBER OF SOFTWARE LICENSES FOR FISCAL YEAR 2023-24.
BE�T RESOL VE�BY THE CITY COUNCIL OF THE CITY OF RE�DING
THAT Budget Resolution No. 2023-060 be and is hereby amended as follows:
FUND DIVISION DESCRIPTION INCREASE DECREASE
311 3101 Information Technology $0 $0
THAT account titles and numbers requiring adjustments by this Resolution are as follows:
USE SOURCE
OF FUNDS OF FUNDS
Increase(Decrease)Revenue
3ll-3101-5037508-00000 Consulting Services $ (100,500)
Increase Expenditures
Right-To-Use Subscription
311-3101-7930010-00000 Based IT Agmts. (SBITA) 100,500
Total $ - $ -
THAT the purpose is to appropriate $0 for Cherry Road (Oracle) Ordering Form to increase the
number of software licenses.
I HEREBY CERTIFY that the foregoing Resolution was introduced at a regular meeting of the
City Council of the City of Redding on the day of , 2024 and was duly
adopted at said meeting by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
TENESSA AUDETTE,Mayor
ATTEST: FORM APPROVAL:
SI�ARLENE TIPTON, City Clerk CHRISTIAN M. CURTIS, City At�orney
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TRANSMITTAL FORM
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TO CITY ATTORNEY(225-40501&CITY CLERK(225-4439�
Agreements¢Bands¢ Contracts l� Leases�t Escrow Instructians
0 Deeds�Secarities� Resolutions¢ Ordinances{r ans
Date: 513QJ24 F�.Qm: Heather Gustafson m�
Dept. Name: �T Dept. # 3101 Phone: �2�-�d�3 `�
Persan most knowledgeable: Heather Gustafson Phone: 225-4073 ����
INSURANCE REQU/REMENTS MET? When submitting contract for review, you must atso submit an lnsurance
Transmitta!Farm to Risk so insurance can be requested and approved in PINS. 1f not, your contract witl be hefd in
the Clerk's Office. For help contact Risk Liability at pdahl(a�cityofreddinq_orq or(530) 225-4385.
DESCRIBE ATTACHED DOCUMENTfSI
DocumentTitle: GherryRoad /Oracle Cloud Services Orderinq Document for C-9461
Outside Party(ies): CherryRoad
Project/Purpose: Rdd additional lieenses to our current C?racle environment and co-term them to
� date of the c�ri�ional con ra .t
COUNCIL APPROVAL REQUIRED? No�es C�IF YES,DATE OF MEETING: Agenda Item#:
Was cantract/agreement the result of an RFP or Bid?No �Yes 0 Bid Schedule#or RFP#: RFP 5273
REQUEST FOR ATTCIRNEY SERVICES �"
�
� A�t��'r��i��c��i��� I?�'�#��-All dacurnents mus�be reviewed &approved b�fc�re obt�ining any s gnatures.
tNhen amendz��g eontracts, at�ach��op�c�f�riginal�antract and all prit�a�aznendrr�ents. �}o not e-mail
docurnents withaut prior approval, ��^�
❑ Retui'n dY'afts to: (to finaiize&obtain outside signatures)
� �����°��� �� �s ��"� �a���� � �'t��i� �1��'T€� �`c��°��l t��°: (l} dr�ft ha��ee� previo�lsly revie�v�c�&
a�aprt�v�d by flttarney, (2} D�pt.�Sas o�tainc�d o��tsic�� sigr�atizres. Plt�ase suhrrrit� €�rigi��ls. 11s�pa����clips
- nca staplc�s-anc�affix"Sig�s�-Ic�re"tabs o��aIl si�a��t��r�p�g€�s.
(Attorney approval mandatory- RMC§4.20.120.A)
*Note: Signed originals will be forwarded to City Cierk for necessary City signatures,insurance&
other requirement verification,and pracessing.
� MailingJdistribution Instructions:
� E� E1�' � �
� Prepare Certificate of Acceptance (easement&grant deeds� �� � ����
� Memo or additional info is attached.
� Other: �° � �
Save for Attorne}�s Notes
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Partner iVame CherryRoadTechnologies Partner Contact Jessica Krattiger
Partner Address 6 Upper PondFioad Ph�ne Nurnber 1+{262}370-2929
2nd Floor
Parsippany R!J E►nail Address jkrattiger@cherryraad.com
07054
Er�d User Name City o�Redding Er�d User Technicai Gontact Tony Van Boskel
End tJs�r Addr�ss Purchasing Division Phona Numb�r �-1 (53Q)225-4070
760 Parkview Avenue
P(� Bax 496071 ���'��+ddress tvanboekel@cityofredding.arg
Redding CA
98049
Expansi�n
�8fii{CeS�@(tOt�:39.�2!1'tO(1�'�1S
Gl�ud Services �ata Gent�r Quantity Teem Unit Net Pric� Flet Fee
Region
891084-Oracle Fusion Enterprise NORTH RMEFiICA 39.32 mo
Resource Pianni�g Cloud Service- 6.93 $36,24323
Hosted Employee 133
891086-t7racle Fusian Procurement- NORTH AMEFtICA 133 39.32 mo �93 $36,243.23
Cloud Service-Hosted Employee
891064-Oracle Fusion Supply Chain 39,32 ma
Execution Cloud Service-Hosted NQRTH AMEFiICA 133 4.95 $25,888.02
Empioyee
886841 -Oracle Fusian Dacument 39.32 mo
Recognition Cloud Service-Hosted NORTH AMERICA 133 d.39 $2,071 A5
Employee
Subtotal $100,445.53
.�
,
Fee�escriptiors Net Fee
Cloud Services Fees $100,445.53
Tatai Fees $100,445.63 �
CPQ-3361960-1 Issued byCherryRoad Technolc�gies Inc. 26•APR-2024
Page 1 of 3
A. mESCRIPTI(3tV AND PRICES FOR OFiDERED CL�UD SERVIGES
1. Cioud Services Qrdered
City of Redding,CA("You"or"Yaur"),has ordered the cloud services described above for Your use consistent with this orderir�g document
{"Order") and fhe Global GherryRoad/Oracle Cloud Services Agreement executed betwean Yau and CherryRoad Technologies Inc.
("CherryRoad") an July 25, 2022 (the"CSA").
B. TEFiMS AND FEES FOR ORDERED C�C1UD SERVIGES
1. Currency:
a. f�li f2es on this Order are in US Dollars.
2.Terms:
a. Ali praduct� and services listed on this t�rder are providetf by tJracie, through CherryRoad, and subject to the terms of this Order,
including the CSA and all Oracle daeuments referenced in this t�rder. You indieate Your agreement to the terms of this C?rder, including
the CSA, by signing this Order, and You represent that You have the authority ta bind the entity#o whom this Order is address�d above
to the t�rms of this C?rder and the CSA. Bf applicable, any terms and conditions an Your purchase order are void and have no legal effect.
For cloud services,You rnay not reduce the quantity of services purchased hereunder(e.g., user or record counts,storage,etc.),in whole
or in part, during the seruices period set forth abave. The services period for the cioud services eomrnences on tt�e date stated in this
Order. If no date is specified,then the"Cloud Services Start Date"for each cloud service wril! be the date that You are issued access that
enables You to acfiivats tl�e eloud services (the"Cloud Services Start Date"}.
3. Fees:
a. The cloud services payment frequency appiies to a61 cloud servic�s fees and taxes. All fees payable to CherryRaad are due 30 days
from the invoica date. C�nce placed, Your Grder is non-caneelable and the sums paid nonrefundable, except as otherwise provided herein
or in the CSA. You will pay any sales,value-added or other similar taxes impased applicable lawr that CherryRoad must pay based on the
cloud services You ordered, excep4 for taxes based on CherryRoad's income. Uniess,specifically stated otherwise,fees for cloud
services listed in an order are exclusive af taxes and expenses. tJniess required by law,includ+ng without limitation the Califamia F'ublic Records
Act{Cal.Gov.Cade§792�.OQ0 st seq.)You agree nat fo disclase the terms of this Qrder to any third party.
Claud Serv�ces Payment Frequency: Your payment frequency is Annual in l�dvance. The service spacifications appiicable to the
cloud services and the cansulting/professiona!services ordered may be accessed at www.oracle.comicontracts.
Cloud Service�Overage Bill T'o: In the event af an overage as described in the serviee descriptions, You shall be invoiced for such
overage{s}.
4. Offer Validity:
a.This Order is valid tl�raugh 14-Jun�-2024 and shal{became bir�ding upon execution by Yau and acceptance by CherryRaad.
5. Renewal of Cloud Serviees:
If a!I cloud services ordered under this C7rder are identi�ied as auto renewal eligible in the applicable service specifications, and if You
have not opted out c�f auto renewal as indicated in the service specifications,then at the end of the services periad the cloud services will
auto renew for additional services periods subject to Your payment of fees and to the terms of this �rder and the CSA. �therwise, all
cloud services ordered under this Qrder will not auto renew{regardless of whether some cloud services are identified as auto renewal
eligible) but may be renewed for one additianal services period of equal duration to the services period under this Order subject to Your
placement of a renewal order and payment of fees for such cloud services. For cloud services�hat are identified as auto renewal e9igible
{and regardless of whether they actually re�ew thraugh auto renewa9), the Unit hlet Price for the renewal wilf be the Uni# Net Price for
such Cfoud Service set forth in this Order. The cloud Services may not be renewed as described in this paragraph if: (i) Oracle is no
longer making such cloud ssrvices generally available to comrnerciai custamers, or(ii}Yau are seeki�g to cancel or reduce the ordered
quar�tity o#the efoud services set forth in this C7rder.
CPQ-3361960-1 Issued byCherryRoad Technologies dnc. 26-APR-2024
Page Z of 3
6., �'ri���a�ld��r�Ic���c���r������
C3��rir�g t"re��r�t'sc�s pericd, "�'c�u ir�y;�rd�r addifiianal�u�ntiti�s�f the�Ec�ud servic�s �ct�uired una�r this !;r;���fior�t thr �!r�it���t ?�ric�
specified abr�ve. This�rice �?�Id E�ic�es r�ot ap�ly ta �f�rq�,� ��arketing Piatfe�rm �lo�;d S�rvic�, t��;?y �er�ev�sals cr extensions :�f t'r���{o�a�
s�rvrcas c�rdered under this G�rd�r,to cl���s�rvices ardered purs�3�ret t��sep�rat�r�is��au��'�����r�r,r��ic��,or%�a a�y�iQud s�;rvic�s�th���
than#hc�se lis�ed in th�ir;itia!���;chase u���rthis �7rcEer.
�. �dd�ticaaaa�'��rsr��
TY�is t�rder is subject tg and ir�cc�rporates the Additiunal Terms i��his Section�(the `Adc�ittona� T�rr�s"}.You�c�ree thaf�racle i��third-p�rty
beneficsary of fhis �rder, but Qrracle does r�ot assume �riy r�f�blic�aiions h�reur7der exc�p�as s�th�;nuis€� expr�ssiy s�t farth in th� CS,=�,.
C)racle and GherryR��d uvill I�ave no liability fin Yau arising ou�of or relating Your ne�n-co�pliance�avith th�A�diti��na!Terms.Yau agre�
fhat sho�ld Y�au fail to be iri compliance �rvifh the fi;dditionai Terrr�s, or b�cause of any oth�r cirr���st�nce ouksicie of Orac;ie s Qr
CherryFtoad's car�firol, Cherry4�aad may suspend or terminats the cloud se�vic�s under ihis �?rder. Irr the euent cf termina�i��?, Your�ighfi
ia receive cloud services under thi�Order is automatically forFeited.
1. ��par��a�r�
For avoidance of daubt, tl�e additi�n�!quantities oi Cl�ud Serrrices that ar�e ordered hereunder ar�subj�c�tc the terms of'the iritial order
bet�,ue�n Yc�u and Cher��yRoad.
2.�s��pen���n�rr°��rrr���rat��r�czf�Ic�c��i�� oc:��
Irr addiiion ta ar�y other ��aspension or termination rights CherryR�ad c�r �?racle may E�a�re, Yau agr°�e C�racl� orCh�rryR�ad n�a��
tempararily suspend ar�d(or terrr�inate Your passworc�, accourrt and acc�ss tQ C�ouc� Services ord���d ;¢Y�u breach �'our obligations�a
timely pay amr��snts payable to CherryRoad in conn�c#ion tivith the Cloud 5�rvicas under�his C7rd€�r.
�. ��h��°
fia �rc��r r�f�r€���d�a��c�
Notwitt�stanc�inc�ar7y ianguage in the CS�, ir�tl7e event c�f inconsisTencies ae�nreer�t��e t�rms�;ontain�d ir�2his C?rr��r and the CSA,ar tnis
C,rder anc! ihe initial order betuveen Yau and Cl�er��hoa�, t�is �JrdPr si���ll t�k� pr�cedence. -€�his C�r�er wili c:+�ntral av�r the terms
cont�in�d in any�urchase order.
20�"rar����������a�h 1�,�. �r���t� F€��I#h �r�ti�a��
Qracie rec;uires corr?piiance with a!I appiicable 3��rs ar�d regulatians r�lating tc� the pr�v�ntion of fr�ud and �bEase i� fed�;ral and sfate
health c�re prograrns to include�2 �.S.G. Sectian 132E�a-7k�{b) ("An�i-i�ic�Kback Statute")�nd 42 C.F.R. 1QE3i.952. �y placing this Order',
1'Qu c�rtify ihat{1)Your purchase of Oracle products�nd services herein is NC?T being fu�c�ed ir wha!�cr in�art by Medirare, [Vle�icaid
or a�y other federal ar state healthcare program. Yau agree fihat upon Cher,ryRo�d's written request, '�`c�u shall prompt{y provid�
documentaticrn tro CherryRoad to suppa�Your certificatipr�.
�. �rs��r��gr�:�rr���a�
1, �rs#��°�A,gr�e��a�rat
By signing below,we e�ch ag�ee that the CSA and this�rc�er constitute the entire agreemer�fi k�etv��e�r�°ou and CherryRoar3�uith regard
t�the subject matter h�r�in ai7d�s such, no ofiher preprinted, nan-negoiia��d ur c�ther terrr�s and conditiar?s on any docum�nt(e c�.. on a
�urchase or��r or elsewhere}sh�ll apply. `�his QrdPr is placed subject tc�the terrns of th��Sr�.
The sigr�ature b�6�w affirms Y�ur commitmes��to��y�ar th�s cloud services or�ered in aecardanca�+rith the terms of this t�rder�nd �he
CSA.
r _.__�.�______._._____.�_�_____ � _ __ __�_____�___.__..__._.��_____
�9t�af l��cf��r�g,�� �h�rr}o��ad 7°��h�a6agi��I�s�,.
� Authorized � �µ u�,w __ �, „� �__u� ,��horized,.N�� e`""�m � � r�
____ � � ,
Signatk�re:�. �"�� Si nat��re: r` � '
[��rne: BARRY TIPPIN _._. _.�_ �3ame:_�OC;hC?��S �I�CG� _�_.._.._._.��.._�_.�.___
Ti�le:__GITY MANAGER �_._.�. �__��._._ Tit(e: ���� F�f�ald��f$ s� ��� ____ ._.�...�.
�ignature[�ate: _���"��° �� �._._.___. _ �igr�atur�;��ate:__ 0�12�/2C��� .___. �____
A � T"< _.�_
CPQ-3361 960-' Issi�eJ by CherryRoad Tect�!�ologies Inc. 26-r�PR-�014
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