ORDINANCE NO. 260321
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Sponsor: Director of General Services Department
Authorizing the Manager of Procurement Services to execute a $16,472,592.00 nineteen-month contract (EVP4021) from previously appropriated funds with Accenture LLC to provide highly technical system integration services for the Workday SaaS enterprise resource planning (ERP) system; authorizing the Manager of Procurement Services to amend and extend the contract; and designating requisitioning authority.
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WHEREAS, a citywide replacement/upgrade of our Enterprise Resource Planning (ERP) system was included in the Citywide Business Plan passed by City Council on Resolution No. 240857 on October 31, 2024; and
WHEREAS, City Council approved Ordinance No. 250175 on March 20, 2025, which authorized the appropriation of funds in the FY26 budget for an ERP upgrade/replacement system; and
WHEREAS, Ordinance No. 251030 authorized the Manager of Procurement Services to execute a $25,405,195.00 ten-year contract (EV3002) with Iron Brick Associates, LLC to provide the Workday cloud-based SaaS ERP system; and
WHEREAS, having a dedicated system integrator is essential for an ERP system deployment because the integrator serves as the single point of accountability that translates business strategy into a technically sound, secure, and operationally viable solution across the entire organization; and
WHEREAS, the new Workday ERP system impacts finance, human resources, procurement, payroll, security, data governance, integrations, and change management all at once, and a system integrator brings proven methodology, cross-functional expertise, and disciplined governance to orchestrate these moving parts in a coordinated way; and
WHEREAS, as reflected in the City’s ERP system integrator scope, the integrator is responsible for critical activities such as solution design, data migration, integration architecture, security role design, testing, and risk mitigation-areas where missteps can lead to cost overruns, compliance failures, or operational disruption if handled without integrator support; and
WHEREAS, most importantly, an ERP system integrator ensures the ERP system is implemented as an enterprise business transformation-not just a software installation-by aligning stakeholders, enforcing standards, and delivering a stable, scalable platform that can support the organization long after go-live; and
WHEREAS, the City issued a Request For Proposals (RFP) on May 6, 2025, and the evaluation committee recommended the contract be awarded to Accenture LLC; and
WHEREAS, Accenture LLC is the acquisition consultant who will provide the System Integrator Services for the Workday ERP system that the City selected after evaluating all proposals; and
WHEREAS, Ordinance No. 260238 appropriated $20,000,000.00 towards the ERP system via the Special Obligation Series 2026 Bond Fund; and
WHEREAS, pursuant to Section 3-41(a)(2) of the Code of Ordinances, the City Council must authorize contracts for services other than sole source professional services in excess of $400,000.00; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF KANSAS CITY:
Section 1. That the Manager of Procurement Services is authorized to execute a $16,472,592.00 nineteen-month contract (EVP4021) with Accenture LLC to provide highly technical system integration services for the Workday SaaS enterprise resource planning (ERP) system. A copy of the contract is on file with the Manager of Procurement Services.
Section 2. That the Manager of Procurement Services is authorized to amend and extend the $16,472,592.00 nineteen-month contract (EVP4021) with Accenture LLC subject to available appropriations.
Section 3. That the Director of Finance is authorized to expend $16,472,592.00 from previously appropriated funds in Account No. AL-3457-127053-B-12WRKDYINT to satisfy the cost of this contract.
Section 4. That the Director of Finance is hereby designated as requisitioning authority for Account No. AL-3457-127053-B-12WRKDYINT.
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The City has no financial obligation under both this Ordinance and Contract until the Manager of Procurement Services issues a purchase order which shall be signed by the City’s Director of General Services certifying there is a balance, otherwise unencumbered, to the credit of the appropriation to which the expenditure is to be charged, and a cash balance, otherwise unencumbered, in the treasury, to the credit of the fund from which payment will be made, each sufficient to meet the obligated incurred in the purchase order.
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William Choi
Interim Director of Finance
Approved as to form:
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James M. Brady
Assistant City Attorney