Title
a. Authorize the Chief Information Officer or his designee to execute a non-standard Agreement with Emphasys Computer Solutions, Incorporated for the provision of SymPro Treasury and Debt Management software solution, implementation services, and technical support from August 1, 2023, to June 30, 2028, for a total agreement amount of $306,498; and
b. Accept non-standard language as recommended by the Chief Information Officer; and
c. Authorize the Chief Information Officer or his designee to execute and sign up to three (3) future renewals or amendments to this Agreement, extending each term by one (1) year each, where the additional costs of each Amendment do not exceed 10% of the prior year licensing amount, bringing the potential overall Agreement aggregate not to exceed amount to $527,606.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer or his designee to execute a non-standard Agreement with Emphasys Computer Solutions, Incorporated for the provision of SymPro Treasury and Debt Management software solution, implementation services, and technical support from August 1, 2023, to June 30, 2028, for a total agreement amount of $306,498; and
b. Accept non-standard language as recommended by the Chief Information Officer; and
c. Authorize the Chief Information Officer or his designee to execute and sign up to three (3) future renewals or amendments to this Agreement, extending each term by one (1) year each, where the additional costs of each Amendment do not exceed 10 percent (10%) of the prior year licensing amount, bringing the potential overall Agreement aggregate not to exceed amount to $527,606.
SUMMARY:
The County currently utilizes SymPro Treasury and Debt Management software, which interfaces with the County’s Enterprise Resource Planning (ERP) software. This software manages County business activities such as investment portfolio accounting and debt management. The approval of this Agreement will allow the County to continue using these services and transfer them to the new cloud-based platform.
DISCUSSION:
County’s ERP system agreement with CGI expires on June 30, 2024.
On May 26, 2022, the County solicited a Request for Proposal #10813 to replace County’s current ERP system. Based on vendor evaluation and selection criteria, the County selected Graviton Consulting as the implementor for the Oracle Cloud ERP solution on April 4, 2023. Oracle recommends using SymPro Treasury and Debt Management software for treasury and debt management functions as they are not supported within the new Oracle ERP system.
The Information Technology Department provided a sole source request to continue to use SymPro software, which the Contracts Purchasing Officer approved on May 15, 2023.
The Chief Information Officer recommends the approval of this proposed Agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the agreement with Emphasys Computer Solutions, Incorporated and approves as to legal form. Auditor-Controller’s Office has reviewed the agreement and approves to fiscal provisions. Auditor-Controller’s Office and Treasury-Tax Collector have reviewed and are in agreement with the scope of services and licensing outlined within the Agreement.
FINANCING:
Fiscal years FY23-24 and FY24-25 of this agreement will be funded via the ERP project reserve Fund 478 (Enterprise Resource Planning), Department 1050 CAO, Unit 8506, Appropriation Unit CAO034, which was established for the ERP Replacement project (RFP #10813). Thereafter, licensing will be included in the ITD 1930, Appropriations Unit INF002 future year budget submittals.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The execution of the proposed Emphasys Computer Solutions, Incorporated Agreement furthers the efficient support of County business by enabling the County to provide uninterrupted enterprise resource planning solution business operations.
__Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-5798
Approved by:
___________________________ Date: ________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Emphasys Non-Standard Agreement
Emphasys Cost Worksheet