SUBJECT
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Approve the Software as a Service Solutions Agreement (SaaS) and the Implementation Scope of Services for the Simplify i3 Software Solution with EPIC Engineering and Consulting Group, LLC. ($248,260 lump sum one-time expense and approximately $60,000 (4% escalator) recurring annual expense).
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DESCRIPTION
On November 1, 2016, the Board approved Agreement 16-067, Utilities Software Gap Analysis (study), with Westin Engineering, Inc. (now Raftelis Financial Consultants, Inc.). The study resulted in the identification and prioritization of multiple (Utilities Division) software system enhancements. The Customer Information System (CIS), and Computerized Maintenance Management System (CMMS) were ranked as most critical, and ongoing implementation efforts are expected to culminate in the “Go live” of the two respective upgraded systems in 2023.
In addition to CIS and CMMS, the Utilities’ Capital Program/Project Management systems was also identified in the aforementioned study for enhancement. The Utilities Division has been utilizing the Polk County Utilities Master Database (PCUMD), a web application, for 15+ years for Capital Program/Project Management purposes. The implementation of Simplify i3 referenced above will replace PCUMD and “Go Live” for this software deployment is projected for late 2023.
In cooperation with the County IT Division, Utilities staff developed a list of user needs related to current technical, financial, and project management processes (Requirements Document) related to the replacement of the current PCUMD system. In March 2022, the Requirements Document was shared with three vendors (Systemates, Inc., Cardno, Inc. (now Stantec, Inc.), and EPIC Engineering and Consulting Group, LLC) to assess their interest and software capabilities related to meeting the described requirements.
Utilities and IT staff collaborated in the preparation of a software demonstration script document which was shared with the respective vendors following their responses to the above referenced Requirements Document. Onsite software demonstrations were held with EPIC and Stantec in September 2022. Systemates opted out of the onsite demonstration due to associated travel logistics. Rankings from the software demonstrations were:
1. EPIC Engineering and Consulting Group, LLC - Simplify i3
2. Stantec -- Lucity
The County has requested EPIC Engineering and Consulting Group, LLC to develop a SaaS Agreement and implementation scope for migration of the current PCUMD system to Simplify i3. The implementation scope includes, but is not limited to various stakeholder meetings, business process mapping, requirements validation, system configuration, data migration, user testing, and deployment services. The duration of the implementation services is expected to take approximately eight months. The term of the SaaS Agreement is ten years following “Go Live”.
RECOMMENDATION
Request Board approve the Software as a Service Solutions Agreement (SaaS) and the Implementation Scope of Services for the Simplify i3 Software Solution with EPIC Engineering and Consulting Group, LLC for a $248,260 lump sum one-time expense and approximately $60,000 (4% escalator) recurring annual expense.
FISCAL IMPACT
Funding is available in the Utilities R&R Buildings and Non-Production Projects Budget.
CONTACT INFORMATION
Eric W. Phillips
Utilities Analyst
Division Utilities
(863) 298-4174
E-mail Address: ericphillips@polk-county.net <mailto:ericphillips@polk-county.net>