Report Prepared by: Jeff Bennyhoff, Director of Information Technology
Title
SUBJECT: Waiver of Competitive Bidding Requirement for Professional Services and Approval of Five Year Agreement with SDI Presence LLC for Project Management and Ad Hoc Advisory Services in an Amount not to Exceed $251,250
REPORT IN BRIEF
Considers waiving of the Competitive Bidding Requirement for Professional Services Agreement with SDI Presence LLC for $251,250
RECOMMENDATION
City Council - Adopt a motion:
A. Approving waiving of the competitive bidding requirement; and
B. Approving the agreement with SDI Presence LLC. in the amount of $251,250 and authorizing the City Manager or the Assistant City Manager to execute the necessary documents; and,
C. Authorizing the Finance Officer to make the necessary budget adjustments.
Body
ALTERNATIVES
1. Authorize agreement as recommended: or,
2. Refer to staff for further evaluation: or,
3. Deny.
AUTHORITY
Charter of the City of Merced, Section 200 and Merced Municipal Code Section 3.04.210.
CITY COUNCIL PRIORITIES
As provided for in the 2019-20 Adopted Budget.
DISCUSSION
Council has another staff report to consider before them to enter into a contract with Tyler Technologies to license their ERP software suite. The five (5) year contract will replace our current Central Square ERP system that the City has utilized for the past 31 years. The project is anticipated to take four (4) years to complete.
In February of 2018 council approved a contract with SDI Presence LLC for an ERP needs assessment, procurement services of a new ERP system and phase 1 project management. SDI has been an invaluable resource during the ERP procurements process. The next phase of the SDI contract includes project management with assistance from city staff for phase one (1) of the ERP implementation.
As there are six (6) phases of the ERP contract over four (4) years, the City wants to ensure we have proven and trusted project management during the duration of this critical project. The new contract with SDI would utilize their services as ad-hoc project consultants during phases two (2) through six (6) of the project as internal city staff would take over full project management starting in phase two (2). SDI would assist the project managers, project change manager, executive sponsors on an ad needed basis for key business decision for to the ERP project.
IMPACT ON CITY RESOURCES
This is a multi-year project. There is currently funding available in account 672-0403-617-6500 Project 118033. Additional funds will be added to the project as needed during the budget process.
ATTACHMENTS
1. SDI Scope of Work
2. SDI Contract