Title
a. Authorize the Chief Information Officer or his designee to execute a Standard Agreement with Graviton Consulting Services, Incorporated for the implementation of Oracle Cloud applications replacing the County’s current Enterprise Resource Planning system, and technical support from August 1, 2023, to July 31, 2025, for a total agreement amount of $5,050,720; and
b. Authorize the Chief Information Officer or his designee to sign order forms, deliverable acceptance forms, and related documents as necessary for implementation services of the Oracle Cloud system; and
c. Authorize an additional contingency allowance for implementation services to be used on an as-needed basis not to exceed 20% ($978,144); and
d. Authorize the Chief Information Officer or his designee to execute amendments to this Agreement, where the additional amendment costs do not exceed 10 % ($505,072) of the original contract amount of $5,050,720, bringing the potential overall Agreement aggregate not to exceed amount to $6,533,936.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer or his designee to execute a Standard Agreement with Graviton Consulting Services, Incorporated for the implementation of Oracle Cloud applications replacing the County’s current Enterprise Resource Planning system, and technical support from August 1, 2023, to July 31, 2025, for a total agreement amount of $5,050,720; and
b. Authorize the Chief Information Officer or his designee to sign order forms, deliverable acceptance forms, and related documents as necessary for implementation services of the Oracle Cloud system; and
c. Authorize an additional contingency allowance for implementation services to be used on an as-needed basis not to exceed 20% ($978,144); and
d. Authorize the Chief Information Officer or his designee to execute amendments to this Agreement, where the additional amendment costs do not exceed 10 % ($505,072) of the original contract amount of $5,050,720, bringing the potential overall Agreement aggregate not to exceed amount to $6,533,936.
SUMMARY:
The County is replacing the current CGI Advantage 3.10 Enterprise Resource Planning (ERP) system to the Oracle Cloud applications. Graviton Consulting Services, Incorporated is Oracle’s authorized implementation partner specializing in government organization implementations. The approval of this Agreement will allow the County to use best-practices when migrating from the current ERP system to the new cloud-based platform.
DISCUSSION:
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.
The new ERP system is a cloud-based software application suite that manages enterprise functions, including accounting, financial management, project management, procurement, budgeting, and human resources.
The Graviton Consulting project team will collaborate with the County project team to transition from their current ERP system to the Oracle Cloud applications. The following services will be provided as outlined in the Statement of Work: Project Management, Business Process Analysis, Application Configuration, Interface Development, Data Migration, Testing, Change Management, Training, and Post Go Live Support.
The Chief Information Officer recommends the approval of this proposed Agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed this Agreement with Graviton Consulting Services, Incorporated and approves as to legal form. Auditor-Controller’s Office has reviewed the Agreement and approves to fiscal provisions. The Human Resources Department, Auditor-Controller’s Office, Information Technology Department, and CAO Procurement and Budget Office have all reviewed and are in agreement with the scope of services outlined within the Statement of Work.
FINANCING:
Funding will be provided by Fund 478 (Enterprise Resource Planning), Department 1050 CAO, Unit 8506, and Appropriation Unit CAO034, which was established for this purpose. The $978,144 contingency figure is based upon the project cost ($5,050,720) less Oracle Delivery cost ($160,000 )
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The execution of the proposed Graviton Consulting Services, Incorporated Agreement furthers the efficient support of County business by enabling the County to provide best-practice-based approach to implementing Oracle Cloud Applications for the County 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:
Agreement
SOW Exhibit A