TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 2, 2024
COMMITTEE ON Procurement
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Rimini Street Inc., for Contract 23-RFP-22 SAP Software Maintenance in an amount not to exceed $597,066.00, Account 101-27000-612820, Requisition 1606727
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Rimini Street, Inc. to provide SAP Software Maintenance.
The purpose of this contract is to obtain consulting services to assist the District’s Information Technology team in reducing the cost of SAP Software Maintenance while optimizing the District’s SAP software operation and its applications. All services will be delivered by June 30, 2027.
On February 7, 2024, Contract 23-RFP-22 SAP Software Maintenance was advertised. The District received three (3) proposals on March 1, 2024 from the following vendors: Rimini Street, Inc., Next Generation Technology, Inc, and S2Integrators LLC.
Five District employees, three members of the Information Technology Department, one member of the Finance 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, three (3) 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.
The Affirmative Action Appendix A was not included in this contract due to the specialization of the project and requested services not providing a practical or cost-effective opportunity for direct or indirect subcontracting of MBE/WBE participants.
After the overall evaluation of the proposers, Rimini Street, Inc. was selected to provide SAP Software Maintenance.
Rimini Street, 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.
Inasmuch as the firm of Rimini Street, 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 $597,066.00.
The contract has two one-year options to extend the software maintenance subject to Board approval. The price will remain the same for year four and five of this contract.
Funds being requested for the 2024 expenditure, in the amount of $197,045.00, are available in Account 101-27000-612820. The estimated expenditure for 2025 is $199,015.00, and 2026 is $201,006.00. Funds for the 2025 and 2026 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Sean T. Kelly, Director of Information Technology, STK:RA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 May 2, 2024