Department
Information Technology
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award a contract without competition - Department of Information Technology. Upgrade of the County's Enterprise Resource Planning (ERP) application with CGI Technologies and Solutions Inc. (Fairfax, VA), in an amount not to exceed $10,200,000.00. Design, configure, and implement to the latest version (4.0) of the County's Enterprise Resource Planning (ERP) software Effective upon BOC approval until Final Acceptance, the final delivered product is fully implemented in the County’s live production environment as determined by the CIO. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined that there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: This request is for the upgrade of the County's integrated Financial, Personnel and Purchasing applications to version 4.0. This upgrade will provide operating efficiencies and effectiveness to all County users including capabilities not available in the current version.
The County currently utilizes a CGI product as its ERP software system. The current version 3.10 was approved to be upgraded in May 2015, more than 9 years ago. The current version lacks modern integration, collaboration, and mobile capabilities, and offers limited support for the latest versions of database software, browsers, and server operating systems.
In March 2022, the County issued a Request for Information (“RFI”), 22RFI103112022K-BKJ (Enterprise Resource Planning Software) to request information to determine the best fit ERP System available in the market based on the County’s current and future needs, and product demonstrations from qualified Enterprise Resources Planning (ERP) software vendors that had the ability to meet or exceed the County’s need to manage and record the complete operations of the County. The ERP solution at minimum had to include the following modules: Human Resources- Core Human Resources, Position Control & Performance Management, Financials-General Ledger, Accounts Payable, Treasury, Budget, Grants, Payroll, Benefits Administration, Procurement & Compliance- Vendor Self Service, Contract Management, and Purchasing.
Fourteen (14) proposals were received. The Evaluation Committee determined that based on the technical proposals reviewed and the product demonstrations conducted there was not enough compelling evidence presented to justify that the County conduct a procurement for a new ERP system and the recommendation was that the County should upgrade the existing ERP system from the current version of 3.10 to Advantage version 4.0.
A small subset of the new benefits realized with the updated platform is shown below:
• Annual recurring cost savings by replacing 3rd party software such as the Kronos Workforce Dimensions Time & Attendance System, Oracle DB, Concur, and BMC Control M
• Enhanced feature sets improve ease-of-use and productivity (e.g., fewer screens for data input, one-click to carry benefits forward)
• Eliminates data silos through system integrations enabling comprehensive reporting from one system and real-time data refresh
• Multifactor authentication provides an additional layer of security for remote access
• Improved supportability through vendor-managed maintenance (e.g., easily accommodates future growth, always updated to the latest version, uses vendor resources to avail FCIT staff to other important duties)
CGI's AMS Advantage ERP solutions provide Financial and Human Resource Management Procurement, Performance Budgeting, and Business Intelligence. It is specifically designed for state and local governments and conforms to several US government financial standards i.e., GASB, GAAP. CAFR, CMIA and FASB.
Pursuant to Purchasing Code Section 102-384, this request meets the following category permitted as basis for conditions allowing the award of a contract without competition:
(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and any parts will satisfy the County's needs for additional units or replacement items, and only one source is available.
This is a new system and in accordance with County Purchasing Section §102-386, regarding intellectual property, the County estimates the anticipated useful life of the intellectual property is a minimum of 10 years and the County estimated the anticipated annual cost for maintenance and support agreement(s), service agreement(s) and licensing fee(s) in order to maintain the intellectual property over its useful life is estimated at $2,000,000 annually beginning in 2024.
Scope of Work: The scope of the initiative is to design, configure, and implement the latest version of the County's Enterprise Resource Planning (ERP) software. The updated software will be a SaaS solution hosted in the cloud by the vendor.
Community Impact: Improved ease-of-use and productivity creates a better service experience for employees, businesses, and other agencies conducting business with Fulton County.
Department Recommendation: Requesting approval to enter a contractual partnership with CGI Technologies and Solutions Inc. to upgrade the current CGI AMS platform. The Information Technology department proposes the use of American Rescue Plan Act funds as the funding source for the initiative.
Project Implications: The project impacts human resource, finance, and purchasing business processes. The budget impact is $10,200,000 of American Rescue Act Plan funding.
Community Issues/Concerns: There are no issues/concerns to report.
Department Issues/Concerns: There are no issues/concerns to report.
Contract Modification: This is a new request.
Contract & Compliance Information
Not Applicable
Exhibits Attached:
Statement of Work documents are marked Confidential
Contact Information (Type Name, Title, Agency and Phone)
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Kevin Kerrigan, Chief Information Officer, 404-612-0057
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$10,200,000.00 |
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TOTAL: |
$10,200,000.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Funding Line 1:
448-220-ARP1-VIRT: American Rescue Plan, Information Technology, Virtual
Funding Line 2:
500-220-2200-A027: Capital, Information Technology,
Funding Line 3:
500-220-2200-A104: Capital, Information Technology,
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: Until Final Acceptance |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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9/30/2023 |