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HomeMy WebLinkAbout12682 RESOLUTION NO. 12682 A RESOLUTION APPROVING THE ACQUISITION OF AN ENTERPRISE RESOURCE PLANNING AND COURT SYSTEM INCLUDING ALL REQUIRED HARDWARE, SOFTWARE AND IMPLEMENTATION SERVICES AND AUTHORIZING THE PURCHASING AGENT TO EXECUTE APPROPRIATE CONTRACTS AND SERVICE AND PURCHASE AGREEMENTS FOR SAME WHEREAS, certain equipment and software is necessary in order to implement the Enterprise Resource Planning and Court System (“ERP”); and WHEREAS, proposals for the desired equipment, software, and implementation services have been solicited, received, evaluated and the best proposals selected; and WHEREAS, the City may utilize the competitive pricing and terms established through the National Joint Powers Alliance (“NJPA”), National Intergovernmental Purchasing Alliance (“NIPA”), Western State Contracting Alliance (“WSCA”), National Institute of Government Purchasing (“NIGP”), and other state or nationally negotiated bulk purchase agreements; Now, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. The Agreement dated May 28, 2013 by and between the City of Pueblo and Tyler Technologies, Inc., a Delaware corporation and member of the NJPA, for the purchase of an ERP system at a cost not to exceed $1,340,411.00, a copy of which is attached hereto as Exhibit 1, having been approved as to form by the City Attorney, is hereby approved subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution. The President of the City Council is authorized to execute and deliver the Agreement in the name of the City and the City Clerk is directed to affix the seal of the City thereto and attest same. SECTION 2. An Agreement for Professional Services dated May 28, 2013 by and between the City of Pueblo and Plante Moran, LLC in the amount not to exceed $340,860.00 for consulting and implementation services for the ERP system, a copy of which is attached hereto as Exhibit 2, having been approved as to form by the City Attorney, is hereby approved subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution. The City Purchasing Agent is authorized to execute and deliver the Agreement for and on behalf of the City and the City Clerk is directed to affix the seal of the City thereto and attest same. SECTION 3. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from Insight Public Sector, the equipment set forth in the March 15, 2013 quote, attached hereto as Exhibit 3, for an amount not to exceed $17,435.80 and subject to the terms and conditions of Microsoft Volume Licensing Agreement No. 6370469 issued through the State of Colorado bulk purchase agreement. SECTION 4. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from GovConnection, the equipment set forth in the March 5, 2013 quote, attached hereto as Exhibit 4, for an amount not to exceed $16,312.82 and subject to the terms and conditions of NIPA. SECTION 5. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from CDW-G, the equipment set forth in the March 15, 2013 quote, attached hereto as Exhibit 5, for an amount not to exceed $21,775.46 and subject to the terms and conditions of NIPA. SECTION 6. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from Environmental Systems Research Institute the software license for its Geographical Information System as set forth in the March 11, 2013 quote, attached hereto as Exhibit 6, for an amount not to exceed $9,000.00. SECTION 7. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from SunGard Public Sector, the interface software license between SunGard OSSI and Tyler Incode as set forth #FMBJQ1007 and #FMBJQ1011 quotes, attached hereto as Exhibit 7, for an amount not to exceed $25,880.00. SECTION 8. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from GlobalSign SSL 5-year certificates, as set forth in the May 10, 2013 quote, attached hereto as Exhibit 8, for an amount not to exceed $2,003.00. SECTION 9. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from Dell through the WSCA State of Colorado Agreement No. 20511YYY30M/WSCA, a virtual server and back-up equipment expansion and applicable VMWare software licenses required for the ERP system as set forth in the March 14, 2013 quote, attached hereto as Exhibit 9, for an amount not to exceed $145,116.10. SECTION 10. Subject to approval of a lease purchase agreement relating to the ERP system by separate Resolution, the City Purchasing Agent is hereby authorized to issue a purchase order to, or otherwise purchase from Periscope Holdings updated commodity codes for inventory items, as set forth in the #10434 quote, attached hereto as Exhibit 10, for an amount not to exceed $5481.00. SECTION 11. This Resolution shall become effective upon approval and passage. INTRODUCED: May 28, 2013 BY: Chris Kaufman Background Paper for Proposed RESOLUTION DATE: AGENDA ITEM # Q-1 May 28, 2013 DEPARTMENT: Finance Department Deborah Morton, Interim Director Information Technology Department Lori Pinz, Director TITLE A RESOLUTION APPROVING THE ACQUISITION OF AN ENTERPRISE RESOURCE PLANNING AND COURT SYSTEM INCLUDING ALL REQUIRED HARDWARE, SOFTWARE AND IMPLEMENTATION SERVICES AND AUTHORIZING THE PURCHASING AGENT TO EXECUTE APPROPRIATE CONTRACTS AND SERVICE AND PURCHASE AGREEMENTS FOR SAME ISSUE Should the City Council approve the purchase of an Enterprise Resource Planning (ERP) and Court system including associated software, hardware, and implementation services for said system? RECOMMENDATION Approval of the Resolution. BACKGROUND This Resolution would approve the acquisition of:  An ERP and Municipal Court system from Tyler Technologies  Server, database, and mapping software from Insight Public Sector, Dell Computers, Environmental Systems Research Institute (ESRI), GlobalSign, and Periscope Holdings  Server, firewall, printer, inventory, and cash system hardware from CDW-G LLC, Dell Computers, and GovConnection  System Interface licensing from SunGard Public Sector  Implementation Services from Plante Moran The City is a member of the National Joint Powers Alliance (NJPA), a service cooperative that offers a multitude of contract purchasing solutions that are competitively bid nationally and awarded on its members’ behalf. Tyler Technologies, agreement number 113011-TTI, is an award vendor of NJPA, and rather than going out for a competitive bid for this system, the City is taking advantage of this cooperative agreement. The City will be lease/purchasing all applicable software for Municipal Court, Financials, Human Resources, Payroll, and other modules and will be entering into a contract with a total cost of $1,340,411.00. The City issued a Request for Qualification (RFQ 11-086) in September 2011, with a subsequent RFP to qualified vendors, to acquire a third-party professional ERP consultant to assist the City with the implementation of a new ERP system. The City selected Plante Moran to provide the consulting and implementation services and will be entering into a contract with that firm in the amount of $340,860.00. The City is an authorized user of the Microsoft Volume licensing agreement, number 6370469, through an agreement with the State of Colorado. Insight Public Sector is the reseller of the software under this agreement. The City Purchasing Agent will authorize the purchase of the server and database software from Insight Public Sector in the amount of $17,435.80. The City is also a member of the National Intergovernmental Purchasing Alliance (NIPA), member number HRG-0112273, a cooperative purchasing organization dedicated to serving local government. GovConnection has a master agreement with NIPA. The City Purchasing Agent will authorize the purchase of two (2) FortiGate Firewalls from GovConnection in the amount of $16,312.82. CDW-G is an NIPA reseller for printer and cash receipting hardware required for this project. The City Purchasing Agent will authorize the purchase of payroll printers, receipt printers, cash drawers, and check toner from CDW-G for this project in the amount of $21,775.46. The City utilizes Environmental Systems Research Institute (ESRI) software for its Geographical Information System. This project will require an ArcGIS for Server Enterprise Standard license for use with Tyler’s mapping services. This is a sole-source item that can only be purchased from ESRI. The City Purchasing Agent will authorize the purchase of the applicable software license in the amount of $9,000.00. The City utilizes SunGard Public OSSI software in the City of Pueblo’s Police Department. This system generates electronic citations that must be sent to Municipal Court for processing. In addition, warrant information from Tyler Incode will need to be sent to the OSSI system. This project will require two interface licenses from SunGard Public Sector to pass the information between the two systems. This is a sole-source item that can only be purchased from SunGard Public Sector. The City Purchasing Agent will authorize the purchase of the applicable software license in the amount of $25,880.00. This project requires secure sockets layer (SSL) certificates in order to utilize the citizen, business, and employee self-service functions. Certificates are needed to validate the owner of the website and to verify, for the user, that the owner of the website is who they claim to be. An informal bid (IFB #13i-014) process was conducted, and GlobalSign, Inc. provided the best solution for the City. The City Purchasing Agent will acquire the SSL Certificates from GlobalSign for the amount of $2,003.00. The City uses Dell server equipment for all of its server needs. Dell Inc. is a provider in the Western State Contracting Alliance (WSCA) through the State of Colorado, agreement number 20511YYY30M/WSCA. The City will be taking advantage of this competitive arrangement for the virtual server and back-up equipment expansion and applicable VMWare software licenses required by this project. The equipment and software will be procured from Dell by the City Purchasing Agent for the amount of $145,116.10. The City’s Purchasing Department utilizes 11-digit commodity codes for inventory items. Updated codes will need to be purchased as part of this project from the National Institute of Government Purchasing (NIGP) reseller Periscope Holdings. The City Purchasing Agent will acquire the updated codes from Periscope Holdings for the amount of $5,481.00. The total cost of implementation services, software, and hardware equals $1,924,275.18. Unspent funds for implementation services of this project will be applied to the lease amount reducing the total owed over the ten (10) lease term. This Resolution is presented for City Council consideration concurrently with a separate Resolution for the lease/purchase of this equipment. FINANCIAL IMPACT The purchase and/or acquisition of the services and equipment referenced herein, which comprise the ERP system, is contingent upon the approval, execution, and funding of the Lease Purchase Agreement with SunTrust Equipment Finance and Leasing Corp. Lease payments and annual maintenance will be an ongoing operating expense in the City’s budget. The Information Technology budget will reallocate some of its annual budget costs to the annual maintenance costs of the system. The lease payments over the 10-year term of the lease shall be subject to annual appropriation by City Council.