STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: June 28, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a ten-year cooperative purchasing agreement for the purchase of a software upgrade and infrastructure migration to the City’s existing financial software for the Department of Information and Technology Services with Carahsoft Technology Corp. through the Omnia Partners cooperative agreement - Not to exceed $22,095,744.84 - Financing: Data Services Fund ($19,595,744.84) and Coronavirus State and Local Fiscal Recovery Funds ($2,500,000.00) (subject to annual appropriations)
Body
BACKGROUND
Not including the ARPA appropriation, this action does not encumber funds; the purpose of a cooperative purchasing agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This cooperative purchasing agreement will provide for the purchase of a software upgrade and infrastructure migration of the City’s existing financial software for the Department of Information and Technology Services. This upgrade will include implementation of new features and functionality in areas including travel management, grant life cycle management, cost accounting, cost reporting, and electronic invoice management.
The Advantage Financial System includes two key modules that are essential tools for the City to conduct day to day operations:
• Financial - used for the creation, monitoring, and managing of the City’s financial accounting transactions and reporting
• Performance Budgeting - allows for development, approval and management of City’s operating and capital budget, performance measures, and budget book publishing
The Omnia Partners cooperative agreement is authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271.102 of the Texas Local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 23, 2013, the City Council authorized a contract with CGI Technologies and Solutions, lnc. to implement an upgrade to the City's financial and accounting system and maintenance and licensing for three years, through the State of Texas Department of Information Resources by Resolution No. 13-0241.
On January 22, 2014, the City Council authorized Supplemental Agreement No. 1 to increase the contract with CGI Technologies and Solutions, Inc. through the State of Texas Department of information Resources, to provide training services and material in support of the City's financial and accounting system upgrade by Resolution No. 14-0243.
On September 14, 2016, the City Council authorized supplemental agreement no. 4 to increase and extend the service contract to provide for maintenance and support of the City's financial and accounting system from October 1,2016 through September 30,2019 with CGI Technologies and Solutions, Inc. through the Texas Department of information Resources by Resolution No. 16-1433.
On September 11, 2019, the City Council authorized a service contract for maintenance and support of the City's financial and accounting system for a term of five years, with CGI Technologies and Solutions, lnc. by Resolution No. 19-1405
On June 23, 2021, the City Council authorized the acceptance of grant funds from the U.S. Department of Treasury for the Coronavirus Local Fiscal Recovery Fund to provide relief during the ongoing COVID-19 pandemic by Resolution No. 21-1149.
On September 22, 2021, the City Council authorized the final reading and adoption of the appropriation ordinance for the FY 2021-22 City of Dallas Operating, Capital, and Grant & Trust Budgets, which included the American Rescue Plan Act funds from the U.S. Department of Treasury for the Coronavirus Local Fiscal Recovery Funds by Resolution No. 21-1590.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Data Services Fund |
$2,311,859.84 |
$1,835,625.00 |
$15,448,260.00 |
|
Coronavirus State and Local Fiscal Recovery Funds |
$2,500,000.00 |
$ 0.00 |
$ 0.00 |
|
Total |
$4,811,859.84 |
$1,835,625.00 |
$15,448,260.00 |
EQUITY INVESTMENT FRAMEWORK INFORMATION
|
Equitable Investment Framework |
Department Input |
|
Benefits & Burdens |
The Advantage Financial System (AMS) will provide the City of Dallas with an up-to-date financial tool to conduct operations. This new system will have a higher quality of financial solutions to security, backup data, and optimized reporting processes. This solution will help automate many of the cities reoccurring task, provide a cleaner line of communications between departments, and help respond to the negative economic impact experienced by the City of Dallas residents and businesses conducting online business with the city, including procuring goods/services, billing, and payment processing. This upgraded system will address/prevent backlogs that resulted from unprecedented processes and procedures put in place during shutdown and significant increase of conducting business online. |
|
Data Analysis |
This project does not have evidence-based interventions and none of these funds will be used towards evidence-based interventions. The Advantage Financial System includes two key modules that are essential tools for the City to conduct day to day operations: (1) Financial - used for the creation, monitoring, and managing of the City’s financial accounting transactions and reporting (2) Performance Budgeting - allows for development, approval and management of City’s operating and capital budget, performance measures, and budget book publishing |
|
Community Engagement |
City of Dallas invoices and payments to residents and sub receipts outside of the City of Dallas will be made from AMS. There will be no external outreach or outreach plans specifically reaching targeted populations. |
|
Transparency & Accountability |
Technology infrastructure is to improve access to and the user experience of government technology systems, as well as technology improvements to increase delivery of government programs and services. Additionally, the Advantage Financial System is responsive to building support, data, and evidence-based resources that are utilizing Covid funds. |
|
Alignment |
The Advantage Financial System aligns with the City’s work around financial stability. This Financial system will provide the purchase of a software upgrade and infrastructure migration to the City’s existing financial software - Advantage Financial System (AMS). This upgrade will include implementation of new features and functionality in areas including travel management, grant life cycle management, cost accounting, cost reporting, and electronic invoice management. |
|
Amplification |
Achievements will be reported to the U.S. Treasury and Dallas City Council. Internal acknowledgement will be made aware by City of Dallas staff. |
|
|
|
|
Applicable Tier |
Tier 2 - Budget Sustainability |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$22,095,744.84 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Cooperative Purchasing Agreements. |
|
• Carahsoft Technology Corp. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER
Carahsoft Technology Corp.
11493 Sunset Hills Rd.
Reston, VA 20190-5230
Craig P. Abod, Chief Executive Officer