R26-034 RESOLUTION NO. R26-034
1 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON
2 BEACH, FLORIDA, RATIFYING THE APPROVAL OF CHANGE ORDER NO.
3 2 AND NO. 3 TO THE PROFESSIONAL SERVICE AGREEMENT WITH KOA
4 HILLS CONSULTING, LLC AND APPROVING THE EXPENDITURE
5 INCREASE IN AN AMOUNT NOT TO EXCEED $750,000, FOR DATA
6 CLEANSING AND VALIDATION SERVICES, AND AUTHORIZE THE CITY
7 MANAGER TO EXECUTE ALL FUTURE NECESSARY DOCUMENTS; AND
8 FOR ALL OTHER PURPOSES.
9
10 WHEREAS, the City is transitioning from its legacy Naviline system to Workday as part of
11 a citywide Enterprise Resource Planning ("ERP") modernization initiative. A successful migration
12 requires accurate, reliable, and fully validated data; however, years of workarounds, system
13 customizations, and inconsistent data entry in Naviline have resulted in duplicated records,
14 formatting inconsistencies, and incomplete fields; and
15 WHEREAS, to address these issues, the Innovation & Technology Solutions ("ITS")
16 Department engaged Koa Hills Consulting, LLC through a Professional Services Agreement initially
17 approved at $57,000. As the project progressed, additional support was required, resulting in
18 Change Order No. 001 in the amount of $15,200, bringing the contract total to $72,200. As the
19 project progressed, two additional change orders were required, both of which exceeded the
20 $75,000 Commission approval threshold. To maintain project momentum, the City Manager's
21 Office approved both changes. Per the procurement policy, these change orders will require
22 ratification through the commission as they exceeded the City Manager's approval authority; and
23 WHEREAS, looking ahead and taking a more proactive approach to project planning, to
24 ensure continuity and avoid further incremental change orders, staff is requesting City
25 Commission approval to engage Koa Hills Consulting, LLC for additional services up to a total
26 contract amount of $750,000, billed at $190 per hour, to support data cleansing and conversion
27 through project completion. By securing this approval now, the City can avoid incremental change
28 orders and ensure the resources needed for a successful Workday transition are in place without
29 interruption. These services are essential to a smooth migration and to maximizing the City's
30 return on its ERP modernization investment; and
31 WHEREAS, these services are essential to ensuring clean, validated data for the Workday
32 implementation, reducing post—go—live remediation costs, and maximizing the City's return on its
RESOLUTION NO. R26-034
33 ERP modernization investment; and
34 WHEREAS, this contract was procured under the Consultant and Professional Services
35 Procurement Exemption of the City's Procurement Policy. This exemption allows the City to
36 engage professionals or consultants requiring specialized training, certifications, or expertise-
37 such as management consulting or technical services—without competitive bidding when
38 determined by the City Manager or designee to be in the City's best interest. Qualifications, work
39 history, and other relevant data were reviewed prior to entering into this agreement; and
40 WHEREAS, the City Commission, upon the recommendation of staff, has deemed it in the
41 best interests of the City's citizens and residents to ratify the approval of Change Order No. 2 and
42 No. 3 to the Professional Service Agreement with Koa Hills Consulting, LLC and approve the
43 expenditure increase in an amount not to exceed $750,000, for data cleansing and validation
44 services, and authorize the City Manager to execute all future necessary documents.
45
46 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON
47 BEACH, FLORIDA, THAT:
48 SECTION 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
49 being true and correct and are hereby made a specific part of this Resolution upon adoption.
50 SECTION 2. The City Commission of the City of Boynton Beach, Florida, does hereby
51 ratify the approval of Change Order Nos. 2 and 3 to the Professional Service Agreement with Koa
52 Hills Consulting, LLC, as further detailed in Exhibit A, attached hereto.
53 SECTION 3. The City Commission of the City of Boynton Beach, Florida, does hereby
54 approve the expenditure increase in an amount not to exceed $750,000 for data cleansing and
55 validation services.
56 SECTION 4. The City Commission of the City of Boynton Beach, Florida, hereby
57 authorizes the City Manager to execute any ancillary documents as may be necessary to
58 accomplish the purpose of this Resolution, including any additional change orders up to the not
59 to exceed amount established herein.
60 SECTION 5. This Resolution shall take effect in accordance with the law.
RESOLUTION NO. R26-034
61
62 PASSED AND ADOPTED this a 3 day of Clci,�c_� 2026.
63 CITY OF BOYNTON BEACH, FLORIDA
64 YES NO
65 Mayor- Rebecca Shelton
66
67 Commissioner- Mack McCray �C
68
69 Commissioner-Angela Cruz
70 \,) e.r
71a nmissie+ter.•-Thomas Turkin
72
73 Commissioner-Aimee Kelley
74 5
75 VOTE -b
76 ATTEST:
77
78 .
79 Tammy Stan ione, CM Rebecca Shelton
80 Deputy City Clerk Mayor
81 �oyNTON % �
82 ; �'bRATE''•.' 0 I�+ APPROVED AS TO FORM:
83 (Corporate Seal;o:(o : I
84 °
°FO
85 A 9 diAL
86 it� ''••..... •• � Shawna G. Lamb
87 `% For', City Attorney
. ! <,-,
.,,,_ KoaHP :
1.
` CONSULTING Project Change Order 002
Prepared For: Mr. Fred Harris
Director of Innovation and Technology Solutions
2167026 100 E Ocean Ave
Oath Conversion Consultation-City of Boynton Beach Boynton Beach,FL 33435
_ ription of.Change
Add hours to address utilities data conversion needs.
Reason for Change
The customer needs assistance with data conversion of their utilities data.
Cost Summary — Hours Rants TotalData Conversion Consultation 1(4. s
Total Cost
Quotation Notes:
• Services are billed hourly as incurred.
• This Quote is valid for 90 days.
• The original contract is attached.
Please confirm y. cceptBrpE s' ,7
Signature / ,.-' •
Print Name 4b Wit,,; /AA, k ` t)rp u 1,4 ca y /AAA'
Date "L 1�q Z-C'Z.-G 11
sr'P C
i4KoaHiIIs
CONSULTING Project Change Order 003
Prepared For: Mr.Fred Harris
Director of Innovation and Technology Solutions
212O2B 100E Ocean Ave
Financials Data Conversion Consultation Boynton Beach,FL 33435
City of Boynton Beach
Description of Change
Add hours to address financials data conversion needs.
reason for Change
The customer needs assistance with data conversion of their financials data.
Cost Summary Hours Rate Total
Data Conversion -r-c..:'.yt,.--i 350 $190 ;t.(;=_.
Total Cost x,500
Quotation Notes:
• Services are billed hourly as incurred.
• This Quote is valid for 90 days.
• The original contract is attached.
Please confi r acc9ptslb
Si�naturgi� -
Print Nr !r hk. � Coe 0by C, y i' 1- A1C.
Date et Z.�1 Zl� /
f 'c : woekclq