Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Cancel RFP-4534-17-PB; And Further Authorizing The Appropriate City Officials To Negotiate And Execute An Agreement Between The Highest Ranked And The City Of Hollywood For The City’s ERP Effort Ending Duplication Gaining Efficiency (E.D.G.E) For A 2018 Fiscal Year Amount Of $3,000,000.00 And For A Total Project One (1) Time Cost In The Amount Not To Exceed $8,000,000.00; And Further Authorizing The Approval Of An Additional $1,000,000.00 To $1,400,000.00 For Projected Maintenance And Support Of The ERP System.
Body
Staff Recommends: The Approval of the Attached Resolution.
Explanation:
The City has determined the need to replace its legacy financial software systems, with a more robust and integrated Enterprise Resource Planning (ERP) solution, utilizing Project E.D.G.E to improve core functions; financials, fixed assets, project and grants, human resources and payroll, the estimated not to exceed a one-time cost of $8,000,000.00 with an additional estimated first year annual cost of $1,000,000.00 to $1,400,000.00 for maintenance and support and projected ongoing escalating cost for future years, furthermore, this cost does not include follow- on ERP efforts for Developmental Services, Parks and Recreation, Public Utilities and Public Works.
A project team consisting of members representing key departments, and a cross functional team representing all City departments was created to develop the specifications required of each module, assist in the development of a comprehensive RFP, participated in and provided feedback from vendor demonstrations, perform reference checks, and offered input on the vendor selection.
RPF-4542-17-PB was prepared by City stakeholders and posted to Bidsync on October 20th, 2017 and closed December 8th, 2017.
Bidsync resulted in One Hundred and Twenty Eight (128) views and Procurement sent Fifty One (51) e-mails to specialize vendor’s who have prominence experience with ERP efforts.
A Pre-Bid conference was held on January 30th, 2017 and Eighteen (18) vendor participants attended.
RFP-4542-17-PB closed on December 8, 2017 and resulted in Seven (7) responses as follows:
1. AST Corporation Naperville, Illinois
2. CGI Technologies Atlanta, Georgia
3. Denovo Ventures, LLC Idaho Falls, Indiana
4. Tyler Technologies Yarmouth, Maine
5. Ciber, Inc. Greenwood Village, Colorado
6. GNC Consulting Frankfort, Illinois
7. Harris Chesterfield, Missouri
An Evaluation Committee consisting of Six (6) voting members; HR, Budget, Treasury, IT, Police, City Manager’s Office and two (2) non-voting members from Procurement Services.
The second round of evaluations consisting of the following factors; Functional requirements, Cost initial and on-going, Implementation Requirements and Approach, Technical Requirements and Vendor Comparability Installations.
After the proposals were evaluated, the Evaluation Committee chose to shortlist to the top four (4) highest ranked firms and requested software demonstrations from each of the firms as listed below:
1. AST June 13 - 15, 2017
2. CGI May 8 - 10, 2017
3. Denovo May 2 - 4, 2017
4. Tyler May 23 - 25, 2017
The Evaluation Committee then evaluated the vendor demonstrations on the factors of; Functionality, Investment and Costs, Service and Support, Technical Requirements, Other Value Added, Ability to Deliver and Vendor Viability (references).
After both the software demonstrations and the final evaluation criteria’s were complete the Evaluation Committee finalized the scoring on all evaluation factors and the final scores were compiled to arrive at the rankings, highest score, first choice to fourth:
1. AST 1021 points
2. CGI 1001 points
3. Denovo 853 points
4. Tyler 822 points
The Director of Procurement and Contract Compliance recommends that the City Commission authorize the negotiation and execution of an agreement with the highest ranked firm, to provide an ERP systems for a cost of not to exceed $3,000,000.00 for Fiscal Year 2018.
Funding will become available in an account(s) to be established by the Department of Financial Services, subject to the approval by the City Commission of the FY 2018 Operating Budget and the FY 2018 Capital Improvement Plan.
Award is subject to the City receiving all insurance documentation required and approved by the for the City’s Risk Manager, along with signed statements of Hold Harmless and Indemnity in favor of the City.
Recommended for inclusion on the agenda by:
Dr. Wazir A. Ishmael, City Manager
George R. Keller, Jr., ACM, Finance & Administration
Raheem Seecharan, Director, Information Technology
Paul Bassar, Director of Procurement & Contract Compliance