Title
MOTION TO APPROVE PROFESSIONAL SERVICES AGREEMENT BETWEEN GOVERNMENT & ERP IMPLEMENTATION SERVICES LLC. AND THE CITY OF PEMBROKE PINES FOR AN INITIAL AMOUNT NOT-TO-EXCEED $100,000 FOR CONSULTING SERVICES AND ASSISTANCE IN ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE IMPLEMENTATION.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Pursuant to Section 35.18(C)(2) of the City's Code of Ordinances, “Professional services. Contracts for professional services involving peculiar skill, ability, experience or expertise, which are in their nature unique and not subject to competitive bidding, or competitive proposals, are exempt from this section; however, state laws, such as the Consultants’ Competitive Negotiation Act of the state statutes, as may be amended from time to time to the extent applicable, shall be followed."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 17, 2019, the City Commission approved the negotiated agreement with Tyler Technologies, Inc., pursuant to the award of TS-17-04-B for the Enterprise Resource Planning (ERP) System Software and Implementation.
2. The purpose of the ERP is to move to an integrated, enterprise-wide solution utilizing a robust software package that will be used by both the City and Charter Schools to perform operating functions such as financials, payroll, purchasing, and utilities to name a few.
3. The first phase of the implementation is currently underway and includes all aspects of Finance.
4. The Finance Department is urgently in need of additional assistance and resources in order to meet the aggressive implementation timeline for “Go-Live” of June 1st, 2019, as well as other “Post-Live” activities such as the Comprehensive Annual Financial Report (CAFR) implementation.
5. Pursuant to Section 35.18(C)(2) of the City's Code of Ordinances, “Professional services. Contracts for professional services involving peculiar skill, ability, experience or expertise, which are in their nature unique and not subject to competitive bidding, or competitive proposals, are exempt from this section; however, state laws, such as the Consultants’ Competitive Negotiation Act of the state statutes, as may be amended from time to time to the extent applicable, shall be followed."
6. The Finance Department would like to enter into a contract with Government & ERP Implementation Services LLC to assist with these services. This decision was based on the following considerations:
a. Government & ERP Implementation Services LLC best understands the City’s requirements, needs, and scope for this project especially in the area of Government Finance.
b. Government & ERP Implementation Services LLC has experience and knowledge implementing the Tyler Technologies, Inc. ERP system in other cities within Broward County, including the City of Miramar, City of Oakland Park, and the City of Sunrise.
7. The contract is for a period of one year, with 2 additional one-year renewal terms.
8. The contract terms also allow for the termination of the contract for convenience.
9. Request Commission to approve the professional services agreement with Government & ERP Implementation Services LLC. and the City of Pembroke Pines for an initial amount not-to-exceed $100,000 for consulting services and assistance in Enterprise Resource Planning (ERP) Software Implementation.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $100,000
b) Amount budgeted for this item in Account No: Funds are budgeted in account # 1-513-2002-34995 I.T. Contractual services
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 5 year projection of the operational cost of the project: Not applicable.
e) Detail of additional staff requirements: Not applicable.