TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 6, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue purchase orders and enter into agreements with Universal System Technologies, Inc., for Group A and C, in an amount not to exceed $2,657,831.50, to Readsoft, Inc., for Group B, in an amount not to exceed $289,737.00, and Satyam Technologies, Inc., for Group D, in an amount not to exceed $2,052,431.50, to provide SAP consulting and configuration services for a three year period for a total amount not to exceed $5,000,000.00 (07-RFP-10), Account 101-27000-601170,634820,612820, Requisition 1236576
Body
Dear Sir:
Requisition 1236576 has been submitted to the Purchasing Agent for providing professional SAP consulting services for SAP R/3 software enhancements. The District has identified three projects that encompass the financial, human resources, treasury, and material management modules, along with two projects that require technical support to implement the SAP 2004 Net Weaver Portal and SAP Business Intelligence/Business Warehouse Modules.
On October 3, 2007, Request for Proposal 07-RFP-10 was advertised. Two hundred thirty-nine (239) vendors were notified, and sixty-seven (67) vendors requested proposal documents. The District received eleven (11) proposals on November 16, 2007, of which four (4) Proposers were deemed non-responsive for not being a SAP Partner compliant firm.
Six District employees, consisting of one member from the Information Technology, Purchasing, Finance, Budget, Treasury, and Personnel Departments, reviewed each of the seven (7) Proposals. Proposals were evaluated and ranked on each project and as a whole, based on the following criteria: understanding the project, compliance with scope of work, approach to work, cost of service, technical competence, team effectiveness, and financial stability.
Based on these evaluations, a short list of five Proposers were scheduled to give presentations and respond to questions from the District staff. These Proposers were:
UNIVERSAL SYSTEM TECHNOLOGIES, INC.
READSOFT, INC.
SAP
MERIDIAN PARTNERS, LLC
SATYAM TECHNOLOGIES, INC.
After the initial presentations, the evaluation committee decided to eliminate the CFM-One Step Trade Transaction project for consideration.
The Proposers were given the opportunity to submit best and final offers to the Purchasing Agent. Based on the vendor presentations and responses, the following vendors were evaluated as having the highest rated proposal for each group being awarded as stated in the agenda summary.
Group A. ESS Employee Self Service
UNIVERSAL SYSTEM TECHNOLOGIES, INC.
Group B. Automation of Invoice Entry
READSOFT, INC.
Group C. Portal
UNIVERSAL SYSTEM TECHNOLOGIES, INC.
Group D. BI/BW Business Intelligence/Warehouse
SATYAM TECHNOLOGIES, INC.
Universal System Technologies, Inc.(UST), and Satyam, Inc., have committed to a good faith effort to comply with Appendix A, Minority, Small, and Women’s Business Requirements. Universal System Technologies, Inc., an MBE itself, has committed to a total of 9% participation with one firm, Monarch Group, Inc., as a WBE. In addition, UST and Monarch Group., are SBE’s. Satyam, Inc., has committed to 20% MBE participation with Senryo, Inc., 10% WBE participation with Monarch Group, Inc., and the MBE and WBE will satisfy the SBE participation. These firms will provide consulting and configuration services relative to the projects awarded in 07-RFP-10.
Readsoft, Inc., is planning on providing all of the services for Group B with their own workforce due to the proprietary nature of their software and installation procedures. Services equal approximately 42.5% of the total award and licensing and software comprise 57.5% of the remaining balance. Based on this information, there was no opportunity for any PCE subcontracting.
Therefore, an administrative waiver was requested and granted by the General Superintendent for Readsoft, Inc.
In addition, Universal System Technologies, Inc., and Satyam Technologies, Inc., will be engaged on an as needed basis for future defined projects or for defined time periods to supplement the District’s Information Technology Department.
In view of the foregoing, it is requested that the Purchasing Agent be authorized to issue purchase orders and enter into agreements with Universal System Technologies, Inc., Readsoft, Inc., and Satyam Technologies, Inc., to provide SAP consulting and configuration services for a three year period, as stated in the agenda summary. The estimated 2008, 2009, and 2010 expenditures are $2,753,000.00, $1,378,000.00 and $869,000.00 respectively. Funds for the year 2008 are available in Accounts 101-27000-601170,634820,612820.
Requested, Keith D. Smith, Director of Information Technology; Patrick J. Foley, Director of Personnel; Jacqueline Torres, Director of Finance/Clerk; Harold G. Downs, Treasurer; and Eileen McElligott, Administrative Services Manager
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this March 6, 2008. Approved, President Terrence J. O’Brien