REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Oliver Chi, City Manager
PREPARED BY: Dahle Bulosan, Interim Chief Financial Officer
Subject:
title
Approve and authorize execution of a Professional Services Contract with iKW Solutions Inc. for $193,010 for Oracle/JD Edwards Tools Software Upgrade and As Needed System Support Consulting Services
body
Statement of Issue:
City Council approval is requested to approve the professional services contract with iKW Solutions Inc. for the Oracle/JD Edwards (JDE) Upgrade ($148,010) and as needed system support services ($45,000) in the amount of $193,010.
Financial Impact:
Adequate appropriation is available in FY19/20 for the JDE Upgrade in the amount of $148,010 in equipment replacement business unit 32440202. $15,000 is budgeted in the General Fund Finance Department business unit 10035205 in FY19/20 for year 1 for JDE as needed support services. Support services for year 2 ($15,000) and year 3 ($15,000) will be budgeted in future years accordingly.
Recommended Action:
recommendation
Approve and authorize the Mayor and City Clerk to execute the “Professional Services Contract Between the City of Huntington Beach and iKW Solutions Inc. for Oracle/JD Edwards Tools Software Upgrade and As Needed System Support Consulting Services.”
end
Alternative Action(s):
Do not approve the recommendation and direct staff accordingly.
Analysis:
The City of Huntington Beach is currently undergoing an upgrade of its Enterprise Resource Planning (ERP) software, Oracle JD Edwards (JDE), from version 9.1 to the latest release 9.2. The current version of JDE was put in place approximately 7 years ago and has not received any major upgrades since 2013. As a result, the current version of JDE will no longer support key functions and updates to system tables which ensure continued functionality of the software.
The City requires consulting services to complete the upgrade of the JDE software in the following areas:
• Address book (foundation)
• General Accounting
• Accounts Payable
• Accounts Receivable
• Procurement
• Payroll
• Human Resources
• Real Estate Management
• Budget
• Inventory as it relates to purchasing
The City has a number of third party software that integrate with JDE including the following:
• Cashiering - iNovah
• Municipal Billing - Advanced CIS
• Enterprise Land Management - Cityview (current system), Accela (implementation in progress - estimated go live in February 2020)
• Time Keeping - Kronos
JDE consulting services in necessary to ensure continual and seamless integration with the above software including any other systems currently linked to JDE. The planned go live date for the new version of JDE is May 1, 2020.
The City posted Requests for Proposals for JD Edwards 9.2 Upgrade Services on PlanetBids, the City’s bid management website. Proposals were received from the following firms:
1. Denovo
2. iKW Solutions
3. Enterprise
4. Syntax
5. Prodware
6. Nex Info
7. Smartbridge
Staff analyzed and reviewed each proposal based on a variety of factors including, but not limited to the following: 1) responsiveness to the RFP, 2) recent experience of the firm in performing JDE Upgrade services, and 3) the firm’s references. As a result of this comprehensive review, staff is recommending the firm of iKW Solutions, Inc. as the most qualified firm to perform the JDE Upgrade and As Needed System Support Consulting Services for the City.
The professional services agreement will be for a total of three years, with a total maximum payment amount of $193,010 over the three-year period. The following is a summary of the cost proposal:
|
Description |
Year 1 |
Year 2 |
Year 3 |
Total |
|
JDE Upgrade (BU 32440202) |
$148,010 |
$0 |
$0 |
$148,010 |
|
As Needed Support (BU 10035205) |
$15,000 |
$15,000 |
$15,000 |
$45,000 |
|
Total |
$163,010 |
$15,000 |
$15,000 |
$193,010 |
Environmental Status:
Not applicable.
Strategic Plan Goal:
Enhance and maintain high quality City services
Improve Long-Term Financial Sustainability
Attachment(s):
1. Professional Services Contract Between the City of Huntington Beach and iKW Solutions Inc. for Oracle/JD Edwards Tools Software Upgrade and As Needed System Support Consulting Services
2. Certificate of Insurance