TO: Mayor and Commissioners
FROM: Theresa Webb, Chief Purchasing Officer
THROUGH: Donald B. Cooper, City Manager
DATE: July 5, 2016
Title
AWARD OF AN AGREEMENT TO TYLER TECHNOLOGIES FOR THE ENTERPRISE RESOURCE PLANNING SOLUTION IN A NOT-TO-EXCEED AMOUNT OF $2,600,000
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Recommended Action:
Recommendation
Motion to award an Agreement to Tyler Technologies in an amount not to exceed amount of $2,600,000 for an Enterprise Resource Planning Solution.
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Background:
On January 25, 2016, Purchasing issued RFP No. 2016-069 for an Enterprise Resource Planning Solution that included the installation and project management of a new software system. Four responses were received from Tyler Technologies: New World System, Tyler Technologies, Quintel Managment Consulting, and Sungard. The responses were evaluated by a selection committee and demonstrations were conducted by the committee with the top two highest ranked firms, Tyler Technologies: New World System and Quintel Managment Consulting. On April 19, 2016 the selection committee submitted its ranking as shown below and Commission authorized staff to enter into negotiations with the top ranked firm for an Agreement.
Rank Firm Proposed Costs
1 Tyler Technologies: New World System $2,930,488
2 Quintel Management Consulting $2,459,654
The cost submitted by Tyler Technologies: New World System for software, implementation and five years of support was $2,930,488 plus implementation travel expenses. Staff were successful in negotiating an Agreement with Tyler Technologies: New World System that removed cost elements in their original proposal that are not applicable to the City and reduced fees for implementation and professional services. The Agreement staff is presenting to Commission is for a not-to-exceed overall five year cost of $2,500,000 for software, implementation and five years of on-going support plus cost for implementation travel expenses in an amount not-to-exceed of $100,000 for a total not-to-exceed amount of $2,600,000.
This motion is in accordance with Code of Ordinances Section 36.02 (A)(2) Sealed Competitive Method, “Request for Proposals, Requests for Qualifications, Requests for Letters of Interest.”
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from the following accounts:
334-6112-519.66-10 - 75% - $2,250,000, Books Publications, Software
442-5178-536.66-10 - 12.5% - $375,000, Books Publications, Software
448-5461-538.66-10 - 12.5% - $375,000, Books Publications Software