SUBJECT
title
Approve agreement with Version 1 for Oracle cloud managed services. ($54,122.73, one-time expense and $383,796.31 estimated average annual recurring expense)
body
DESCRIPTION
The Information Technology (IT) Division requested Procurement to solicit proposals from vendors to provide advanced Oracle cloud fusion professional managed services. Services include but are not limited to quarterly patch testing, functional and technical support of our Oracle cloud fusion environment, quarterly health checks, integration cloud technical support and business intelligence report creation and assistance for the following modules currently in use.
|
General Ledger |
Self-Service Procurement |
Absence Management |
|
Accounts Receivable |
Expenses |
Human Resources |
|
Cash Management |
Supplier Portal, Inventory |
Recruitment |
|
Fixed Assets |
EPM (Planning and Budgeting) |
Talent Management |
|
Accounts Payable |
Time and Labor |
Learning Management |
|
Purchasing |
Benefits |
Payroll |
Request for Proposal (RFP) 23-464 was issued, and four vendors submitted proposals. On November 21, 2023, the Board approved contract negotiations with Version 1. The attached agreement is the result of those negotiations.
The cost to provide the services on an annual basis is listed below and includes years 4 and 5, if renewed in accordance with the agreement. In addition to the below recurring services, there is a onetime transition/implementation cost of $54,122.73.
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Core Services |
$292,001.56 |
$271,875.85 |
$242,779.47 |
$254,729.44 |
$267,276.91 |
|
Quarterly Releases |
$109,351.96 |
$114,819.56 |
$120,560.54 |
$126,588.57 |
$132,918.00 |
|
Total Cost |
$401,353.52 |
$386,695.41 |
$363,340.01 |
$381,318.01 |
$400,194.91 |
In addition to these ongoing services, Version 1 will provide the County with technical and functional expertise through training and report creation to leverage the Oracle cloud fusion environment as designed resulting in fewer customizations, and enhanced end-user report writing capabilities. Funding for these additional services will be provided for within each functional lead division’s budget.
The term of this agreement is for 3 years with the option to renew for an additional 2 years.
RECOMMENDATION
Request Board approve agreement with Version 1 for Oracle cloud managed services. ($54,122.73, one-time expense and $383,796.31 estimated average annual recurring expense)
FISCAL IMPACT
Funds are available within the Information Technology Fund.
CONTACT INFORMATION
Michael Guerrero
Senior Procurement Analyst
863.534.6716
michaelguerrero@polk-county.net