Title
ITN Award - Enterprise Resource Planning (ERP) Product Solution(s) and Implementation Services. Bid # CMGR-180083-MS (B)
This item is a request for the City Commission to authorize the ITN award to Workday, Inc. to provide the City the ERP Software Product and Implementation Services.
Explanation
On May 23, 2018 the City’s Purchasing Division solicited an Invitation to Negotiate for Enterprise Resource Planning (ERP) Product Solution(s) and Implementation Services. 7 consulting firms submitted proposals by July 6th, 2018. Evaluators reviewed and scored the proposals on July 23rd, 2018, and the 4 highest ranked vendors were invited for oral presentations on August 14th, 2018. Evaluation team selected 2 vendors for product demonstrations. The product demonstrations occurred between Oct 22nd and Nov 1st, 2018. Staff participated in both demonstrations, asked questions and provided feedback to the evaluation team, which was consistent with the evaluators’ final selection. On Nov 20th, 2018 evaluators decided to enter negotiations with both vendors, separately. Notice of Intent to award was posted on Jan 16th, 2019.
The final ranking of the firms are as follows:
1st - Workday, Inc./Collaborative Solutions
2nd - AST, LLC/Oracle
The documentation related to the ITN is included in the back-up. Bidders have asserted that certain portions of the documentation are “confidential.” Those portions asserted to be confidential have been redacted from the back-up.
Fiscal Note
Workday costs for the product and the Implementation services will be negotiated to be a fixed fee amount not to exceed $5,000,000 and will be funded through the existing capital budget for the ERP Project of $7,000,000, with the ongoing maintenance cost not to exceed $750,000 annually for next 5 years.
As part of our solution with Workday, Inc., they have locked in the price of $60,000 per year (in addition to the above annual maintenance cost) to add Prism (an analytical tool) at a later date ...
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