STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: January 13, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year cooperative purchasing agreement for cloud services and support for the budget preparation and management system for the Department of Information and Technology Services with Oracle America, Inc. through the Department of Information Resources cooperative agreement - Not to exceed $472,594.50 - Financing: Data Services Fund (subject to annual appropriations)
Body
BACKGROUND
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 agreement will provide continuous use of the budget preparation management system which provides a single application for the development and monitoring of the City’s budget. Specifically, this agreement will provide ongoing hosting, maintenance, and support for the budget management system and related hardware. This system is an effective tool in the creation, management, and reporting of the City’s budget, from initiatives to line-items, and all 64 City departments currently utilize it. Some additional advantages of this system include:
• Improved forecasting capabilities,
• Continuity of business operations,
• Improved implementation capability of enhancements to meet business needs, and
• Significant improvement in the quantity and timeliness of information used in budget decision-making.
The Department of Information Resources 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 March 25, 2015, City Council authorized an acquisition contract for software, hosting and a five-year service contract for maintenance and support of a budget preparation management system with Entap, Inc. by Resolution No. 15-0477.
On May 25, 2016, City Council authorized the release of funds from Entap, Inc from the previously awarded contract; and authorized a one-year service contract for implementation and a thirty-month service contract for cloud services and support for the budget preparation and management system with Oracle America, Inc. through the Department of Information Resources, State of Texas Cooperative by Resolution No. 16-0800.
On December 12, 2018, City Council authorized a service contract for cloud services and support for the budget preparation and management system with Oracle America, Inc. through the Department of Information Resources by Resolution No. 18-1760.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
Data Services Fund |
$118,148.63 |
$157,531.50 |
$196,914.37 |
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 |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$472,594.50 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Plan does not apply to Cooperative Purchasing Agreements (CO-OPs). |
|
• Oracle America, Inc. - 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
Oracle America, Inc.
500 Oracle Parkway
Redwood Shores, CA 94065
Lawrence J. Ellison, Chairman of the Board
Safra A. Catz, Chief Executive Officer