TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 6, 2018
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 18-RFP-03 SAP Operations Support with V3IT Consulting, Inc. in an amount not to exceed $220,000.00, Account 101-27000-612430, Requisition 1477235
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with V3IT Consulting, Inc., to provide SAP Operations 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, 2020.
On August 15, 2018, Request for Proposal 18-RFP-03 SAP Operations Support was advertised. Five hundred and eight (508) firms were notified, and thirty-seven (37) firms requested proposal documents. The District received nine (9) proposals September 7, 2018 from the following vendors: Anand PAG, Inc., Avertra Corporation, IT Architect Corporation, IT Resonance, Inc., Quintel-MC, Inc., Phoenix Business, Inc., Sage Group Consulting, Inc., Tech Mahindra Technologies, Inc., and V3IT Consulting Inc.
Four District employees, two members of the Information Technology Department, one member from the Human Resources 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.
After the overall evaluation of the proposers, V3IT Consulting, Inc. was selected to provide SAP Operations Support.
V3IT Consulting, 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 V3IT Consulting, Inc. is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm of V3IT Consulting, 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 $220,000.00.
Funds being requested for the 2019 expenditure, in the amount of $180,000.00, are available in Account 101-27000-612430. The estimated expenditure for 2020 is $40,000.00. Funds for the 2019 and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John H. Sudduth, Director of Information Technology, JS:RB:KY:ky
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 December 6, 2018