COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Jill Olsen, Administrative Services Director
SUBJECT:Title
Approve Master Services Agreement with JAE Consultants for Oracle Cloud Software Support for Contracts and Procurement Modules (Jill Olsen)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
Approve Master Services Agreement (MSA) (Oracle contract 500480) with JAE Enterprise Consulting LLC (JAE Consultants) for the City to receive technical assistance with Contracts and Procurement modules in the Oracle system in accordance with City Code Section 3.10.010.3.A.16.
BACKGROUND:
For the past year, the City contracted with JAE Consultants for technical assistance related to the Contracts and Procurement modules in Oracle. For the modules to be fully utilized, there are several components that must be configured and tested. JAE Consultants has the expertise to provide the City with the assistance required to fully implement the procurement products we currently have.
Statement of Work (SOW) Order Agreement 01 reflects the technical support needed for continued system configuration, implementation and troubleshooting. The technical support provided by JAE Consultants has been essential in allowing staff to use the enterprise resource system successfully by configuring Oracle in a way that creates efficiencies for users and for troubleshooting when errors occur.
SOW Order Agreement 02 is specific to the assistance needed to fully implement and expand the use of the supplier portal and punch-out catalogs. There is a growing request for additional punch-out catalogs for requisitioners. Punch-out catalogs create a seamless integration between a supplier’s website and Oracle, which reduces manual data entry and leverages supplier discounts. In the past year, staff has successfully rolled out one punch-out catalog and phase 1 of the Supplier Portal. There is an essential need for this technical assistance to continue.
The MSA has an initial term of three years with an option to renew annually for two one-year terms. Staff requests authorization to renew the MSA for two, one-year terms.
COMMUNITY IMPACT:
Improved ERP services provide enhanced business reporting, increased efficiencies, and regulatory compliance of contracts.
FISCAL IMPACT:
SOW Order Agreement 01 for Managed Services will provide technical assistance for a not-to-exceed total cost of $55,962. SOW Order Agreement 02 for the implementation of Contract Deliverables and Punch-Out Catalogs is also for a not-to-exceed total cost of $55,962. The funds are allocated in the General Fund Fiscal Year (FY) 2023-24 budget and included in the proposed FY 2024-25 budget.
ATTACHMENTS:
Scope of Work Order Agreement 01
Scope of Work Order Agreement 02
SUGGESTED MOTION:Recommended action
I move to approve and authorize the City Manager to execute the Master Services Agreement and Scope of Work Order Agreements 01 and 02 with JAE Enterprise Consulting LLC on behalf of the City and authorize staff to exercise the option to renew for two, one-year terms.