10-25-2022 Council Work Session W O R K S E S S IO N
R IC H F IE L D MU N IC IPAL C E N TE R, B AR TH O LO ME W R O O M
O C TO B ER 25, 2022
5:30 P M
C all to order
1.F eedback on staff's recommendation to migrate from J D E dwards to a new financial software package that
includes Oracle E nterprise Resource P lanning (E RP ) and S prypoint Utility B illing as part of our contract with
L ocal Government Information S ystems (L OG IS ).
2.C ommunity Garden P ilot P roposal
A djournment
Auxiliary aids for individuals with disabilities are available upon request. Requests must be made at least 96
hours in advance to the City Clerk at 612-861-9738.
AGENDA SECTION:Work Session Items
AGENDA ITEM #1.
STAFF RE P ORT NO. 26
WORK SESSION
10/25/2022
RE P O RT P RE PA RE D B Y: S ack Thongvanh, A ssistant C ity Manager
D E PA RTME NT D IRE C TO R RE V IE W:
O THE R D E PA RTM E NT RE V IE W: K umud Verma, F inance Manager
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
10/20/2022
I T E M F O R WO RK S E S S IO N:
Feedback on staff's recommendation to migrate from J D Edwards to a new financial software package
that includes Oracle Enterprise Resource Planning (E R P) and Sprypoint Utility Billing as part of our
contract with Local Government Information Systems (LO G IS).
E X E C UT IV E S UM M ARY:
Staff recommends extending our contract with L OGI S to provide Enterprise Resource Planning (E RP) and
Utility Billing software to the City. The presentation will include a brief history of our current financial system,
the process of evaluating a new system and cost breakdown of the L OGI S proposal. The City currently
receives a number of I T services from L OGI S, including financial software. The City, as well as 26 other
agencies has used J D Edwards, a LOGI S provided software, as their financial management software since
J uly 2002.
Software and technology have rapidly changed and advanced since 2002. Most providers have switched to
cloud- based solutions, utilized A I to automate manual processes, and added more advanced features and
capabilities. L OGI S recently evaluated financial management software options to offer to their members.
Over the past 18 months, L OGI S worked with its members and partnered with the Government Finance
Officers Association’s Research and Consulting Center to refine the requirements, create the RF P, guide
the selection process, and assist with pricing negotiations. The 8-member E RP Selection Team chose
Oracle Cloud E RP and Sprypoint Cloud Utility Billing software as their preferred choice because of
function and cost.
Staff participated in extensive demonstrations of the software and are pleased with the significant upgrade in
capabilities. The new software will automate many inefficient processes, greatly improve work flows, track
data better and provide superior reporting options. The new software also has much more comprehensive
Human Resources capabilities.
Moving to a new financial management system will require a significant financial and operational
investment from the City. The cost share for the City will include annual costs and implementation costs of
both Oracle Fusion Cloud E RP and Sprypoint Cloud Utility Billing. The following are estimates and will
depend on how many agencies participate.
For Richfield:
Oracle Fusion Cloud E R P
Annual Cost: Current cost of $141,695 to $184,256,
an increase of $42,561. I mplementation Cost:
$252,555
Sprypoint Cloud Utility Billing
Annual Cost: Current cost of $84,830 to $93,171, an
increase of $8,341. I mplementation Cost: $109,081
I mportant Considerations:
1. Oracle costs will remain fixed for 2023-2027, followed by a 2% annual increase from 2028-2032.
2. Sprypoint costs will increase 5% annually from 2024-2032.
3. The proposal requires a 10-year commitment and we will need to notify LOGI S by November 15,
2022.
A detailed letter from LOGI S has been attached for your consideration. A representative from L OGI S will
make a short presentation and will be available for questions.
Due to the many operational efficiencies gained by transitioning to the new software and confidence in the
extensive evaluation process already taken by L OGI S and its members, staff recommend the Council to
consider the proposal outlined in the letter provided by LOGI S dated August 17th, 2022. I f Council is
supportive, staff will present a resolution committing to the LOGI S proposal for formal consideration at their
November 9, 2022 meeting.
D IRE C T I O N NE E D E D:
Staff request City Council input on their recommendation to enter into a formal 10-year agreement with
LO G IS for E R P and Utility billing software.
B AC K G RO UND INF O RM AT I O N:
A.H IS TOR IC AL C ON T E X T
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
C.C R IT IC AL T IMIN G IS S U E S:
The City will need to provide L OGI S a response by November 15th, 2022. W e would propose a rollout
beginning in late 2023 or 2024 for the City of Richfield.
D.F IN AN C IAL IMPAC T:
Please see attached letter from LOGIS for detailed breakdown.
E.L E GAL C ON S ID E R AT ION:
ALTE R N AT IV E(S):
1. Continue with the current twenty year-old software which will no longer be supported.
2. I ndependently research, implement a RFP process, evaluate and transition to new financial software.
Both of these alternatives would require extensive amount of resources that is currently very limited due to
general operations and the very tight labor market. Going through LOGI S, the City also benefits from the
economy of scale and the flexibility to make sure the integration process is refined and any problems are
corrected before we decide to change over to the new system.
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
Sack Thongvanh, Assistant City Manager Kumud Verma, Finance Manager
AT TAC H ME N T S:
D escription Type
L OG IS L etter C over Memo
Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036
WWW.LOGIS.ORG
August 17, 2022
Dear LOGIS Members,
Over the past 18 months LOGIS has been working with its membership to research, evaluate, and
select a new ERP and Utility Billing software solution to meet your needs. This featured a member-
driven process involving 27 agencies who collectively established software functional
requirements and participated in software demonstrations. It also included an 8-member ERP
Selection Team to guide and oversee the entire process.
We also partnered with the Government Finance Officers Association’s Research and Consulting
Center to refine the requirements, create the RFP, guide the selection process, and assist on pricing
negotiations. We received proposals from the following providers:
Advanced Utility Systems
Central Square
Oracle Fusion
Sprypoint
Tyler MUNIS
Workday
After two months of proposal reviews, four weeks of software demonstrations, and several months
of follow-up discussions; the Oracle Cloud ERP and Sprypoint Cloud Utility Billing software
solutions have been elevated by the ERP Selection Team as the preferred choice – a culmination
of over 1,500 collective hours from the membership and LOGIS staff.
We recognize that moving to the new systems will require a significant financial and operational
investment. To help guide you in this decision, we’ve compiled a list of advantages and value -
added outcomes that accompany these changes. This list is presented in Appendix A. Proposed
member costs are included in Appendices B (annual) & C (one-time implementation).
We understand that this is a major decision that requires careful consideration. However, to secure
your pricing, each member organization will need to provide a formal 10-year commitment by
November 15, 2022. Please let us know if you have any questions or concerns regarding the
selection process, proposed costs, or formal commitment. We look forward to serving your ERP
and utility billing needs moving forward.
Sincerely,
Christopher K. Miller Tonya L. Kusmirek
Christopher K. Miller Tonya L. Kusmirek
LOGIS Executive Director LOGIS Director of Finance & Administration
Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036
WWW.LOGIS.ORG
Appendix A: Advantages & Value-Added Outcomes
Member Advantages
General
Top-tier software solution with advanced features and capabilities
Cloud-based solutions with on-going enhancements and functionality that will meet
member needs as they evolve
Direct software support from highly-trained LOGIS staff
Guaranteed pricing for the next 10 years
More competitive price entry points for prospective member participants
Oracle
Enhanced user experience for financial & human resources staff and workflow and
employee self-service capabilities for all employees
Improved/added HR functionality over JDE
Potential replacement for third-party HR applications such as NEOGOV, Benefits
Connect, etc.
Fully-integrated HR/payroll/general ledger systems (no more double-entry)
Built-in workflow module including accounts payable
Built-in budgeting and financial reporting modules/dashboards
Separate data and configuration environment for each member
Sprypoint
Fully-integrated with Oracle general ledger
Fully-integrated meter management function
Built-in mobile field service: Sprypoint
Built-in customer portal/payment solution: Sprypoint
Built-in utility billing workflow module
Potential replacement for third-party electronic payment solutions
State-of-the-art interface/web service capability
Embedded business intelligence reporting platform
Separate data and configuration environment for each member
Member Value-Added Outcomes
Volume discount pricing on software solutions
Vendor and LOGIS staff implementation services
Relationship with vendors managed by LOGIS staff
Software evaluation & selection process that featured a collective knowledge-base from
27 member-organizations
Free on-site or remote training for system enhancements and staff on-boarding
Locally-held user group meetings with over two dozen participating local governments
Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036
WWW.LOGIS.ORG
Appendix B: Member Annual Costs
Oracle Fusion Cloud ERP
Current NEW ERP Cost (estimated)
Fin/HR/Pay Oracle LOGIS Total $
Member Cost Cost Cost Cost Change
NW Community TV 16,255$ 50,886$ 11,858$ 62,745$ 46,490$
DCC 18,190 50,886 13,270 64,156 45,966
SW TRANSIT 18,555 50,886 13,536 64,423 45,868
MN VALLEY TRANSIT 27,410 50,886 19,996 70,882 43,472
WACONIA 36,860 50,886 26,890 77,776 40,916
RAMSEY 66,855 50,886 48,772 99,658 32,803
NEW HOPE 74,665 50,886 54,470 105,356 30,691
S. ST PAUL 77,655 50,886 56,651 107,537 29,882
AUSTIN 83,350 80,886 60,806 141,692 58,342
CRYSTAL 86,470 80,886 63,082 143,968 57,498
FARMINGTON 88,210 80,886 64,351 145,237 57,027
WHITE BEAR 95,750 80,886 69,852 150,738 54,988
GOLDEN VALLEY 104,680 80,886 76,366 157,253 52,573
SHAKOPEE 129,835 80,886 94,717 175,604 45,769
RICHFIELD 141,695 80,886 103,370 184,256 42,561
EDEN PRAIRIE 138,795 114,636 101,254 215,890 77,095
BROOKLYN CENTER 149,690 114,636 109,202 223,838 74,148
LAKEVILLE 152,785 114,636 111,460 226,096 73,311
APPLE VALLEY 155,120 114,636 113,163 227,800 72,680
COON RAPIDS 167,655 114,636 122,308 236,944 69,289
MINNETONKA 184,490 114,636 134,589 249,226 64,736
ST LOUIS PARK 201,210 114,636 146,787 261,423 60,213
EAGAN 216,965 114,636 158,281 272,917 55,952
MAPLE GROVE 251,770 114,636 183,672 298,308 46,538
2,684,915$ 2,005,020$ 1,958,704$ 3,963,724$ 1,278,809$
Notes:
Current financial, HR, & payroll costs are based on members’ 2023 budget amounts.
Oracle costs includes annual licensing, software enhancements & upgrades, and data
hosting. Oracle costs will remain fixed for 2023-2027, followed by a 2% annual increase
from 2028-2032.
LOGIS costs include all software support and training. Inflationary-type increases are
projected in 2024-2032.
‘$ change’ column represents the difference between the new ERP system cost and your
current cost with JDE + add-ons.
Oracle Fusion ERP system modules are tightly integrated and cannot be priced
separately. Oracle pricing includes all system components including financial, HR,
payroll, workflow tools, and advanced reporting tools.
Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036
WWW.LOGIS.ORG
Appendix B: Member Annual Costs
Sprypoint Cloud Utility Billing
Current NEW Utility Billing Cost (estimated)
Utility Billing Sprypoint LOGIS Total $
Member Cost Cost Cost Cost Change
NEW HOPE 69,640$ 27,824$ 36,689$ 64,513$ (5,127)$
S. ST PAUL 69,710 33,372 36,726 70,098 388
FARMINGTON 51,620 33,580 27,195 60,775 9,155
GOLDEN VALLEY 69,760 35,620 36,752 72,372 2,612
CRYSTAL 69,905 36,888 36,828 73,716 3,811
WHITE BEAR 69,725 37,900 36,734 74,634 4,909
BROOKLYN CENTER 92,049 41,160 48,494 89,654 (2,395)
RICHFIELD 84,830 48,480 44,691 93,171 8,341
ST LOUIS PARK 103,505 60,852 54,530 115,382 11,877
APPLE VALLEY 116,240 71,096 61,239 132,335 16,095
MINNETONKA 116,320 74,572 61,281 135,853 19,533
EDEN PRAIRIE 134,395 88,032 70,804 158,836 24,441
EAGAN 132,130 88,312 69,611 157,923 25,793
COON RAPIDS 132,130 90,500 69,611 160,111 27,981
LAKEVILLE 116,320 98,996 61,281 160,277 43,957
MAPLE GROVE 132,130 103,744 69,611 173,355 41,225
WOODBURY 132,130 107,092 69,611 176,703 44,573
1,692,539$ 1,078,020$ 891,687$ 1,969,707$ 277,168$
Notes:
Current utility billing costs are based on members’ 2023 budget amounts.
Sprypoint costs includes annual licensing, software enhancements & upgrades, and data
hosting. Sprypoint costs will increase 5% annually from 2024-2032.
LOGIS costs include all software support and training. Inflationary-type increases are
projected in 2024-2032.
LOGIS costs include all software support and training.
‘$ change’ column represents the difference between the new utility billing system cost
and your current cost with CIS Infinity (Advanced).
Pricing includes all system components including billing & payments, meter
management, and mobile field service.
Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036
WWW.LOGIS.ORG
Appendix C: Member Implementation Costs
Oracle Fusion Cloud ERP
Impl.
Member Cost (est.)
NW Community TV 158,885$
DCC 158,885
SW TRANSIT 158,885
MN VALLEY TRANSIT 158,885
WACONIA 158,885
RAMSEY 158,885
NEW HOPE 158,885
S. ST PAUL 158,885
AUSTIN 252,555
CRYSTAL 252,555
FARMINGTON 252,555
WHITE BEAR 252,555
GOLDEN VALLEY 252,555
SHAKOPEE 252,555
RICHFIELD 252,555
EDEN PRAIRIE 357,935
BROOKLYN CENTER 357,935
LAKEVILLE 357,935
APPLE VALLEY 357,935
COON RAPIDS 357,935
MINNETONKA 357,935
ST LOUIS PARK 357,935
EAGAN 357,935
MAPLE GROVE 357,935
6,260,380$
Notes:
Software implementation involves one-time costs that will be pro-rated and paid at
various milestones throughout the process.
Implementation services will be conducted jointly by the software provider and LOGIS.
Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036
WWW.LOGIS.ORG
Appendix C: Member Implementation Costs
Sprypoint Cloud Utility Billing
Impl.
Member Cost (est.)
NEW HOPE 109,081$
S. ST PAUL 109,081
FARMINGTON 109,081
GOLDEN VALLEY 109,081
CRYSTAL 109,081
WHITE BEAR 109,081
BROOKLYN CENTER 109,081
RICHFIELD 109,081
ST LOUIS PARK 109,081
APPLE VALLEY 156,184
MINNETONKA 156,184
EDEN PRAIRIE 156,184
EAGAN 156,184
COON RAPIDS 156,184
LAKEVILLE 156,184
MAPLE GROVE 156,184
WOODBURY 156,184
2,231,200$
Notes:
Software implementation involves one-time costs that will be pro-rated and paid at
various milestones throughout the process.
Implementation services will be conducted jointly by the software provider and LOGIS.
AGENDA SECTION:Work Session Items
AGENDA ITEM #2.
STAFF RE P ORT NO. 27
WORK SESSION
10/25/2022
RE P O RT P RE PA RE D B Y: Rachel L indholm, S ustainability S pecialist
D E PA RTME NT D IRE C TO R RE V IE W: A my Markle, Recreation S ervices D irector
10/18/2022
O THE R D E PA RTM E NT RE V IE W:
C ITY MA NA G E R RE V IE W: K atie Rodriguez, C ity Manager
10/19/2022
I T E M F O R WO RK S E S S IO N:
Community Garden Pilot Proposal
E X E C UT IV E S UM M ARY:
There is a need to bring community gardens back to Richfield. Recreation, Sustainability, and Public W orks
staff have collaborated on a proposal to have one small to medium sized garden in Veterans Park. This would
increase food access and provide needed green-space for residents that don't have space to garden.
Gardening is also an important cultural and mental health related activity for many of Richfield's residents.
Since the previous work session, staff conducted multiple open houses and received feedback from several
residents. The project is now focusing on one pilot site in the city.
D IRE C T I O N NE E D E D:
Staff are looking for a recommendation to proceed with the project and any comments
councilmembers might have.
B AC K G RO UND INF O RM AT I O N:
A.H IS TOR IC AL C ON T E X T
Having community garden space has been an annual request from many residents.
Richfield historically had a large community garden with hundreds of plots on MA C land along
HW Y 62.
The large garden had persistent issues that were challenging, and the city did not have the legal
jurisdiction to correct the problems.
The old garden program ended in 2017 due to road construction and access.
B.P OL IC IE S (resolutions, ordinances, regulations, statutes, etc):
Climate Action Plan- Section 5
Parks Master Plan
Comprehensive Plan
C.C R IT IC AL T IMIN G IS S U E S:
Staff would like to move forward with this project to ensure there is enough time to prep the area before
the ground freezes and make sure everything is ready to open the garden next year.
D.F IN AN C IAL IMPAC T:
The materials necessary for the garden have been itemized in the attached presentation and the funds
will come out of existing park maintenance funds.
E.L E GAL C ON S ID E R AT ION:
None
ALTE R N AT IV E(S):
Council could advise staff to not move forward with the pilot project and provide alternative direction.
P R IN C IPAL PAR TIE S E X P E C TE D AT ME E TIN G:
AT TAC H ME N T S:
D escription Type
C ommunity Gardens P P T P resentation
Community Garden
Pilot Project Work Session
Why Invest in Community
Gardens?
•The need is clear and requested by the
community
•High density housing usually doesn’t have
much or any greenspace to garden
•Cultural activity
•CAP objective
•Rising food costs
•Positive health and environmental impacts
Different model proposed
A small/medium
size community
garden with
approximately
30 plots,
including
raised/table
beds that allow
for accessible
plots
Financial Impact
•Already budgeted out of existing park maintenance funds
•Main materials: Water tank, spigot and other tank materials, raised accessible table beds, compost bins, community board, garden signs, crushed limestone for area around accessible gardens, misc. tools and supplies, top soil, marketing
Sign-up Process
•Residents only - one plot per household
•Bilingual availability (Ellen at Community
Center can take registration)
•Preference given to those that live in high
density housing
•Accessible garden plots
•Get sticker that goes on plot stake
Location Criteria Established
–Parking
–Water
–Enough space
–Lighting/Sun
–Soil
–Accessibility
–Neighborhood
Proposed Garden Site
Soil Tests
•UMN did tests on soil samples from Vets
Park and a potential amendment supply
from Fort Snelling
•UMN provided further clarifying info on
results
–Existing soil and amendment material have
higher PH
Timeline
•On-site engagement with residents (late
summer/early fall)
•Prep site as much as possible (fall)
•Planning and order materials (fall/winter)
•Till/installation (late April 2023)
•Gardens open Mother’s Day weekend
2023
Open Houses
•One at City Hall (9/20) and one on-site
(10/4)
•15 attendees
•Feedback taken via email, phone calls,
and comment cards
Community Feedback
•Table beds, plot sizes, pollinators
•Multiple residents who live in multi-unit
housing came to express interest and
asked when/how they could register
•3 against the location, 5+ for it/no
concerns about the location
–Nobody against community gardens
“I was surprised to learn at the gathering that of the three parks slated to host
community gardens, Vets (in my opinion, the least appropriate of the three) is the only
one to remain, and it will serve as a pilot. The other parks mentioned would have been
more conducive to be "community" gardens, as they are in actual residential
communities. It was repeated a number of times that "nothing is written in stone" and
"nothing is finalized". But apparently, the choice of using Vets Park over other possible
park locations is finalized and plans are moving forward.”
“I saw this is coming and we're really excited.
https://cms9files.revize.com/richfieldmn/06-28-
2022%20Council%20Work%20Session.pdf
I'm not sure what the sign-up process is or when it is available.
Can you please fill me in on how that process works?
I'm sure the gardens will be popular, and it makes sense to give priority to residents that
live in high density housing. Can households share a plot to give more a chance to
participate?”
What would the site look like?
Questions or feedback?