Consideration and Approval of Contract: Amendment to Contract with MSS Business Transformation Advisory, Inc. for the City of Flagstaff Modernization Initiative
 

1. Approve the First Amendment to Contract with MSS Business Transformation Advisory, Inc. to provide additional services related to program management, advisory, procurement, implementation oversight, and delivery support services associated with the City's ERP Modernization, Community Development Modernization, and CAD/RMS implementation initiatives and add $1,617,900 in compensation for said ongoing services; and
2. Authorize the City Manager to execute all necessary documents.

The City of Flagstaff is continuing multiple enterprise and public safety modernization initiatives intended to improve operational efficiency, replace aging systems, strengthen reporting and business processes, and improve service delivery across departments. The proposed Statement of Work (SOW) for the First Amendment with MSS Business Transformation Advisory, Inc. (MSS) establishes ongoing program management, advisory, procurement support, implementation oversight, governance, and stakeholder coordination services for three major initiatives: ERP Modernization, Planning and Development Modernization, and CAD/RMS implementation support.

The revised SOW in the First Amendment provides structured consulting and project leadership support across these concurrent initiatives while coordinating schedules, staffing, governance, vendor activities, organizational readiness, and implementation management. The engagement is structured to stagger implementation activities to balance organizational capacity and reduce project delivery risk.

Approval of the First Amendment will allow the City to continue modernization planning and implementation efforts utilizing the existing cooperative procurement agreement previously approved by Council.

** Final documents will be attached with the final agenda**
 

Project Name: Application Modernization
Cost: $1,617,900
Account Number Budgeted: 001-01-014-0047-1-4231
FY Budgeted Amount: FY2025-26 - $153,300, FY2026-27 - $949,800, FY2027-28 - $514,800
Grant Funded: No 
Funding Source: General Fund

The City Council previously approved a Cooperative Purchase Contract with MSS Business Transformation Advisory, Inc. to support IT Application Modernization initiatives, including CAD/RMS and JMS solution assessment activities, OpenGov implementation, RTA Fleet projects, and future consulting support initiatives.
 

1. Approve the First Amendment to the Contract with MSS Business Transformation Advisory, Inc. as presented. Approval will provide continued program management, advisory, procurement, implementation oversight, and delivery support services for the City’s ERP Modernization, Community Development Modernization, and CAD/RMS implementation initiatives and support coordinated management of the City’s ongoing modernization efforts.
2. Do not approve the proposed Statement of Work. This action may delay ongoing modernization initiatives, reduce coordinated project oversight and implementation support, and require the City to identify alternative staffing or consulting resources to support the projects.

The City of Flagstaff has undertaken several modernization initiatives to replace aging systems, improve operational efficiencies, strengthen business processes, and improve technology capabilities across public safety and administrative functions.

The City's current CAD/RMS systems have been in operation for more than 20 years and no longer fully meet operational and technical needs. Additional modernization efforts involving enterprise resource planning systems and Planning and Development operational systems have also been identified as strategic priorities to improve service delivery, reporting capabilities, operational coordination, and long-term sustainability of City operations.

MSS has previously assisted the City with multiple modernization and implementation projects, including CAD/RMS & JMS Solution Assessment services, OpenGov Procurement/Contracts implementation support, and RTA Fleet project implementation support. As project scopes expanded and modernization planning progressed, additional program coordination and implementation oversight support was identified as necessary to maintain schedules, support procurement and implementation activities, coordinate stakeholders, and reduce delivery risk across multiple concurrent initiatives.

The proposed First Amendment and revised SOW establishes a structured modernization program support framework that aligns consultant staffing and project sequencing across ERP modernization, Planning and Development modernization, and CAD/RMS implementation efforts.

This contract was procured through a cooperative contract. A competitive and open procurement process was conducted through a Request for Proposal by Maricopa County which resulted in contract # 240024-RFP. Procurement staff has reviewed this cooperative and confirmed its validity for this purchase. 

High Performing Governance

• Serve the public by providing high quality customer service
• Implement and communicate innovative and efficient local government programs, new ideas, and best practices
• Be an inclusive employer of choice by providing employees with the necessary tools, training, support, and compensation

Team Flagstaff Strategic Plan:

• Provide exceptional service
• Support organizational effectiveness and operational excellence through modernization of core business systems

• Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
• Goal ED.1. Create a healthy environment for business by ensuring transparent, expeditious, and predictable government processes.

None.

None.

The Application Modernization project.