Submitted By
Alvin Nepomuceno, Director of Information Technology
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Authorizing Procurement of a Mythics, Inc. Oracle License Expansion Pursuant to the Cooperative Purchasing Network Contract Number R141801 for PeopleSoft Financial Licensing in an Amount not to Exceed $57,083.40 and Waiving the Village's Bid Process for Said License Expansion
End
Overview
Overview
In January of 2003, the Board authorized an agreement with PeopleSoft for software and license services related to Human Resources and Finance systems. The agreement was based on revenue thresholds which the Village has exceeded. Although recently the Village no longer uses these two PeopleSoft modules, our revenue thresholds occurred prior to ending the use of the software, resulting in the need to purchase a license expansion per the contract.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2017 Information Technology Budget allocated $182,310 for Software License Updates (account 1001-41040-101-550663). The YTD balance in this account is $140,910.72 (which is inclusive of a $72,305.65 requested budget amendment carryover from 2016 not reflected in the original 2017 budget amount). The total for this License Expansion ($57,083.40) is covered under this account.
Background
In January of 2003, the Board authorized an agreement with PeopleSoft for software and license services related to Human Resources and Finance systems. The agreement price was based on revenue thresholds, determined from the Village’s annual reported budget, not exceeding $110 million annually. The Terms and Conditions of the agreement state the Village would need to pay additional incremental license fees if the reported budget exceeded the established threshold. Although the Village no longer uses the PeopleSoft Financial module, our revenue thresholds were in excess prior to ending the use of the software.
Alternatives
NA.
Previous Board Action
The Village Board accepted the IT Strategic Plan at the August 4, 2014 regular meeting. This plan identified the replacement of PeopleSoft Financial system and a priority, which was completed in early 2017 with the migration to BS&A. Acquisition and implementation of this new core system provided the opportunity to reduce Oracle licensing.
In May of 2016, it was identified that additional licenses were required for using newer hardware and software systems that were in use. The Board approved RES 16-197 allowing for the purchase of Oracle databases from Mythics, Inc. through the TCNP Master Contract for use with with PeopleSoft, Parking Citation and Parking Permit applications.
Citizen Advisory Commission Action
The Civic information Systems Commission (CISC) has endorsed the Village’s IT Strategic Plan including the replacement of PeopleSoft Financial system. The CISC continues to receive regular updates.
Anticipated Future Actions/Commitments
The Village will continue to utilize remaining Oracle database licenses with Parking Citation and Parking Permit applications. This will require an annual license expense and will be reflected in the 2018 Budget.
Intergovernmental Cooperation Opportunities
The Cooperative Purchasing Network (TCPN) was awarded contract #R141801 with Mythics, Inc. for the purchase of Oracle licenses in 2014. TCPN is a purchasing cooperative for the Education and Public Sector and a subsidiary of the National Intergovernmental Purchasing Alliance Company. TCPN is able to provide competitive price and bulk purchasing for multiple government or public entities that yields economic benefits unobtainable by the individual entity resulting in greater efficiency and economy in procuring goods and services.
Performance Management (MAP) Alignment
A key priority established for IT was to replace the PeopleSoft Financial Solution Software system, which was completed in 2017. This key priority aligns with the Board Goal Objective #3 - Service Delivery.