TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 6, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 14-RFP-31 Consulting Services for SAP System Support with Tech Mahindra Technologies, Inc. in an amount not to exceed $500,000.00, Account 101-27000-601170, Requisition 1381502
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Tech Mahindra Technologies Inc., to provide Consulting Services for SAP System Support.
The purpose of this contract is to obtain consulting services to assist the District’s Information Technology team in optimizing the District’s SAP software operation and its applications. All services will be delivered by December 31, 2017.
On March 11, 2015, Request for Proposal 14-RFP-31 Consulting Services for SAP System Support was advertised. Four hundred and seventy-one (471) firms were notified, and sixty-seven (67) firms requested proposal documents. The District received seven (7) proposals April 3, 2015 from the following vendors: GYANSYS, Inc., IT Resonance, Inc., LSI Consulting, Inc., Sage Group Consulting, Inc., Tech Mahindra Technologies, Inc., Universal System Technologies, and V3IT Consulting Inc.
Four District employees, three members of the Information Technology Department and one member of the Procurement and Materials Management Department reviewed each proposal. Proposals were evaluated based on criteria such as: understanding of the project, approach to work, experience completing projects of similar scope, technical competence, and cost.
Based on the initial evaluation, four (4) Proposers were scheduled to do a presentation and respond to questions from the District’s evaluation team. The Proposers were then afforded the opportunity to submit an unqualified Best and Final Offer to the Director of Procurement and Materials Management.
After the overall evaluation of the proposers, Tech Mahindra Technologies, Inc. was selected to provide Consulting Services for SAP System Support.
Tech Mahindra Technologies, Inc. has relevant experience and high level of competency to provide the services for optimizing technical components and business applications in the District’s SAP software.
The Diversity Section has reviewed the agreement and has concluded that Tech Mahindra Technologies, Inc. is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm of Tech Mahindra Technologies, Inc. possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $500,000.00.
Funds for the 2015 expenditure, in the amount of $100,000.00, are available in Account 101-27000-601170. The estimated expenditure for 2016 is $200,000.00 and 2017 is $200,000.00. Funds for the 2016 and 2017 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Sudduth, Acting Director of Information Technology, JS:RB
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for August 6, 2015