TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 2, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to advertise Contract 23-RFP-22 SAP Software Maintenance, estimated cost $660,000.00, Account 101-27000-612820, Requisition 1606727
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for SAP Software Maintenance, at the request of Information Technology. The contract begins July 1, 2024 and ends June 30, 2027.
The purpose of this contract is to obtain SAP Software Maintenance to provide MWRD with security and code correction patches for SAP software currently licensed to MWRD and to provide SAP software patches needed to operate with third-party operating systems and databases. This contract will also provide a customer support website where issues can be logged and solutions to software malfunctions can be searched for. Finally, this contract will provide tax and legal software updates necessary to process MWRD’s payroll. The software maintenance and support shall be provided on an annual basis for three periods (years) with two one-year options to extend the software maintenance subject to Board approval.
The estimated cost for this proposal is $660,000.00. The estimated 2024, 2025, 2026 expenditures are $220,000.00, $220,000.00, and $220,000.00, respectively.
A bid deposit is not required for this RFP.
Appendix A will not be included because the requested services do not provide practical or cost-effective opportunities for direct or indirect subcontracting.
The tentative schedule for this contract is as follows:
Advertise November 15, 2023
Proposals Received December 8, 2023
Award February 15, 2024
Completion June 30, 2027
Funds are being requested in 2024, 2025, and 2026 in Account 101-27000-612820, and 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:ky
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 November 2, 2023
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