TO: Members of the City Council
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Technology and Information Services |
Michael Marchand |
425-556-2173 |
DEPARTMENT STAFF:
|
Technology and Information Services |
Maria O’Neill |
Technology Project Manager |
TITLE:
title
Approval of a Change Order to the Contract with Aurigo Software Services, LLC, in the Amount of $136,960, for the CIP Project and Portfolio Management Software Project
OVERVIEW STATEMENT:
recommendation
This change order for the CIP Project and Portfolio Management Software project is needed to design, configure, and support the integration between Aurigo’s Masterworks and the City’s financial system, D365, and add optional services for bid management functionality.
The City and Aurigo completed discovery discussions to document the scope and cost to deliver an integration between Masterworks and D365. A decision on this integration was delayed while TIS explored our strategic approach to integrations.
Masterworks includes additional bid management features that are not part of the current project contract. The City wishes to explore the option of implementing these features after assessing them alongside the capabilities of a vendor collaboration portal in D365, which is currently in the requirements-gathering phase. This change order includes the costs for implementation and the first two years of support and maintenance for the bid management features.
Design and configuration of the D365 integration is estimated to extend the project timeline by one month. If the additional bid management features are approved, those will take an additional three months to implement.
☐ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☐ Receive Information ☐ Provide Direction ☒ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
Budget for this project is in the 2023-2024 BTIP
• Required:
Council approval is required to award a contract that exceeds $50,000.
• Council Request:
N/A
• Other Key Facts:
N/A
OUTCOMES:
The integration between Masterworks and D365 allows for near real time data synchronization between the two systems. This integration reduces duplicate entry and increases the accuracy of reporting. The integration also allows for staff to have access to data for forecasting and creation of what-if scenarios for budgeting purposes.
The bid management features, if added, will automate currently manual tasks to calculate bid results on capital projects, and automate conversion of approved bids to a City contract.
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
N/A
• Outreach Methods and Results:
N/A
• Feedback Summary:
N/A
BUDGET IMPACT:
Total Cost:
The approved budget for the CIP Project and Portfolio Management Software is $1,195,000. The City has a contract with Aurigo for implementation at a cost of $487,366. The one-time costs for the D365 integration are $79,560. The optional bid management features include a one-time cost of $28,000, with ongoing costs of $29,400, bringing the total to $136,960. Funding for this change order is within the existing approved project budget.
Approved in current biennial budget: ☒ Yes ☐ No ☐ N/A
Budget Offer Number:
BTIP
Budget Priority:
Vibrant and Connected
Other budget impacts or additional costs: ☒ Yes ☐ No ☐ N/A
If yes, explain:
Annual licensing and support for the optional bid management features are $28,000 plus 3% yearly increase
Funding source(s):
BTIP funds
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
9/10/2024 |
Committee of the Whole - Finance, Administration, and Communications |
Provide Direction |
|
9/17/2024 |
Business Meeting |
Approve |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
N/A |
None proposed at this time |
N/A |
Time Constraints:
N/A
ANTICIPATED RESULT IF NOT APPROVED:
Staff will manually update information in both systems if the D365 integration is not approved. If the bidding functionality is not approved, the City will explore other options.
ATTACHMENTS:
Attachment A: CR-01 D365 Integration e-Bidding Portal-Optional