Title
SAP Enterprise Management System to include Re-implementation of Financial Management System (FMIS) and Customer Care System (CCS) and additional Work Management and Asset Management modules (EAM). (B)
Explanation
This item was brought before the City Commission on July 7, 2016. The Commission asked for additional information and continued the item to a later date.
On November 6, 2014, the City Commission authorized GRU to transition the Financial Management System (FMIS) and Customer Care System (CCS) to the current product version. This authorization provided for a 2-3 year implementation plan to upgrade the system and included authorization to amend existing master services software license agreements, negotiate with SAP as a specified source for FMIS implementation services, and authorized a not to exceed $6 million budget for FMIS. Since this authorization, GRU has upgraded its current hardware system and has redefined the Enterprise Management system implementation plan. Work and Asset management for the operational areas to plan, schedule, execute work orders, and report on assets has been added to the Enterprise Management System to allow greater efficiencies and work flow within the organization.
Staff will work directly with the software provider, SAP, for the re-implementation of the Financial Management System but believes there is a competitive advantage to negotiating an RFP/RFI for the CCS and EAM implementation.
This item was presented to the Utility Advisory Board on June 29, 2016 and was discussed on July 6, 2016. The Utility Advisory Board voted 6-0 to recommend that the City Commission accept staff recommendations for items 1-6 of the recommendation and to modify number 5 of the recommendation so that GRU cannot exceed 20 million for CCS and EAM implementations. The Utility Advisory Board also recommended that the Utility Advisory Board receive updates from GRU on the status of this item every 3 months.
Fiscal Note
Funds for the initial phases of this project are available in the FY 2016 budget and will be requested in FY17, FY18, and FY19 budgets, subject to the final appropriation of funds.
Recommendation:
The City Commission:
1. Authorize the General Manager, or his designee, to execute a Statement of Work for FMIS implementation services with SAP as the system integrator in the amount of $4,778,805.
2. Authorize the General Manager, or his designee, to execute a Premium Engagement Support Services Agreement beginning August 1, 2016 for three years payable as follows:
Year 1: $400,732
Year 2: $578,512
Year 3: $563,422
3. Authorize the General Manager, or his designee, to extend the projected FMIS, CCS, and EAM implementation plan timeline to include FY 16, FY 17, FY18, and FY19.
4. Authorize the General Manager, or his designee, to issue and negotiate an RFP/RFI for blueprint and implementation services for CCS and EAM modules.
5. Authorize the General Manager, or his designee, to allocate an additional $20 million for CCS and EAM implementations.
6. Authorize the General Manager, or his designee, to execute any contracts and/or documents as may be necessary or desirable to proceed with the transaction authorized above, subject to the approval of the City Attorney as to form and legality, and to take such other actions as may be necessary or advisable to proceed with such transaction in accordance with this City Commission authorization.