Title
Consider/Discuss/Act on a Resolution Authorizing the Award of Contracts Associated with Solicitation No. 19-20RFP - Software and Implementation Services for a Utility Billing, Asset Management, and Enterprise Resource Planning (ERP) Software Systems Environment, Project No. IT1007 and Authorizes the City Manager to Execute All Contracts and Necessary Changes Orders Under Said Contracts
Summary
COUNCIL GOAL: Operational Excellence
(2C: Identify opportunities for internal efficiencies and continuous improvement to foster and reinforce a higher performing organizational culture and 2E: Continuously provide a high level of customer service to our citizens)
MEETING DATE: January 19, 2021
DEPARTMENT: Department of Information Technology
CONTACT: Sid Hudson, Chief Information Officer
Steve Tilton, Assistant City Manager
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes the award of contracts associated with solicitation no. 19-20RFP - Software and Implementation Services for a Utility Billing, Asset Management, and Enterprise Resource Planning (ERP) Software Systems Environment and authorizes the City Manager to execute all contracts and necessary change orders under said contracts.
BACKGROUND INFORMATION:
• On February 6, 2018, Council approved a contract with BerryDunn for the ERP Specification development, distribution, evaluation, and award of an ERP Application Vendor.
• The City issued a request for proposals, 19-20RFP on April 28, 2019 to solicit responses from vendors offering point solutions (best of breed) and partnerships, and encouraged Respondents to participate in this process in order to consider and evaluate a range of marketplace offerings.
o Advertised in the McKinney Courier Gazette
o Posted on McKinney TV
o 445 matching eBid Supplier Notifications
• A total of eleven (11) responsive proposals with varying modules and functionality were received and opened on June 13, 2019.
• The City’s consultant, BerryDunn reviewed and performed an executive-level summary of the proposed modules and resource levels, availability of interfaces, and proposed Level of Fit from the responding Vendors.
• An ERP Project evaluation team comprised of City staff and users of the software reviewed and ranked the proposals based on various subset criteria:
o Short-List Identification Criteria
o Demonstrations Criteria
o Finalist Identification Criteria
o Cost Point Criteria
• City staff was invited and encouraged to participate in short-listed vendor demonstrations to review functional and technical functionality proposed.
• Based on the scoring results of all criteria components of the RFP, the evaluation team has recommended multiple awards, as allowed by the RFP, for this project as follows:
o Sierra-Cedar, LLC - Implementation services of Oracle Fusion ERP Cloud Services Software
§ Oracle Financials
§ Oracle Procurement
§ Oracle Supply Chain Management
§ Oracle Performance Management
§ Oracle Human Capital Management
o Oracle America, Inc. - Oracle Fusion Cloud Services Software
o Aladtec, Inc. - Software and implementation services for advanced scheduling software
o Advanced Utility Systems, a division of N. Harris Corp. - Software and implementation services for Utility Billing software
o NewEdge Services, LLC - Implementation services of Cityworks Server AMS Software
o Azteca Systems, LLC - Cityworks Server AMS software
• Upon council award, project implementation will begin with a phased approach starting with ERP and scheduling software, Asset Management software, and then Utility Billing software.
• Proposed contracts have been reviewed by legal counsel.
• In addition to the part time staff (approved via a separate agenda item), as was discussed at the January 5th workshop, staff will proceed with hiring 5 additional FTE’s, Two (2) from the General Fund and Three (3) from the Water Fund. These are positions that would have been request within the next two (2) budget cycles independent of the ERP project.
FINANCIAL SUMMARY:
• This Resolution authorizes award of contracts associated with solicitation 19-20RFP, in the amounts not to exceed as follows:
|
Vendor |
Contract Amount |
NTE |
|
Oracle - 3 Year Agreement |
$342,330.00 |
$376,563.00 |
|
Sierra- Cedar (Implementor) |
$3,983,175.00 |
$4,381,492.50 |
|
City Works |
$90,000.00 |
$99,000.00 |
|
New Edge (Implementor) |
$247,900.00 |
$272,690.00 |
|
Aladtec |
$61,604.00 |
$67,764.40 |
|
Advanced Utility Systems |
$2,510,024.00 |
$2,761,026.40 |
|
Totals |
$7,235,033.00 |
$7,958,536.30 |
• Upon approval of this item, and two companion items on this same agenda, $1,479,309.29 will remain in IT1007
BOARD OR COMMISSION RECOMMENDATION:
• N/A