A. MOTION TO APPROVE Master Services Agreement between Broward County and CedarCrestone, Inc. for implementation, hosting and managed services of a Centralized Enterprise Resource Planning (ERP) Solution (RLI No. R0866301R2), in the not-to-exceed amount of $45,402,000 for the initial five-year term, with three optional five-year renewal periods, subject to approval by the Director of Purchasing, and to authorize the Mayor and Clerk to execute same. The total compensation authorized under the initial term of the Agreement includes (i) $31,100,000 for implementation services, (ii) $5,500,000 for hosting services, (iii) $4,200,000 for managed services, (iv) $750,000 for bond charges, (v) $502,000 for pre-project training, and (vi) optional services of up to $3,350,000.
ACTION: (T-10:27 AM) Approved with the Yellow-Sheeted Additional Material, dated May 13, 2014, submitted at the request of Finance & Administrative Services Department. (Refer to minutes for full discussion.)
VOTE: 9-0.
B. MOTION TO APPROVE Agreement between Broward County and GovernmentJobs.com, Inc., d/b/a "NeoGov" for Software as a Service (SaaS) for recruiting and applicant tracking, in the not-to-exceed amount of $492,900 for the initial five-year term with three optional five-year renewal periods, subject to approval by the Director of Purchasing, and to authorize the Mayor and Clerk to execute same. The total compensation authorized under the initial term of the Agreement includes (i) $442,900 for set-up, services, support and maintenance, and (ii) $50,000 for optional services.
ACTION: (T-10:27 AM) Approved with the Yellow-Sheeted Additional Material, dated May 13, 2014, submitted at the request of Finance & Administrative Services Department.. (Refer to minutes for full discussion.)
VOTE: 9-0.
C. MOTION TO APPROVE Agreement between Broward County and Biddle Consulting Group Inc. for Software License, Software as a Service (SaaS), Maintenance and Support services for pre-employment applicant testing, in the not-to-exceed amount of $25,000 for the initial five-year term, with three optional five-year extensions, subject to approval by the Director of Purchasing, and to authorize the Mayor and Clerk to execute same. The total compensation authorized under the initial term of the Agreement includes $25,000 for optional services; the remainder of the costs of the Biddle software and services are included in the NeoGov agreement and the total compensation set forth therein.
ACTION: (T-10:27 AM) Approved with the Yellow-Sheeted Additional Material, dated May 13, 2014, submitted at the request of Finance & Administrative Services Department.. (Refer to minutes for full discussion.)
VOTE: 9-0.
D. MOTION TO APPROVE Agreement between Broward County and N. Harris Computer Corporation for cashiering Software License, Maintenance and Support services, in the not-to-exceed amount of $596,000 for the initial five-year term, with three optional five-year extensions, subject to approval by the Director of Purchasing, and to authorize the Mayor and Clerk to execute same. The total compensation authorized under the initial term of the Agreement includes (i) $441,000 for licenses, support and maintenance, and (ii) $155,000 for optional services.
ACTION: (T-10:27 AM) Approved with the Yellow-Sheeted Additional Material, dated May 13, 2014, submitted at the request of Finance & Administrative Services Department.. (Refer to minutes for full discussion.)
VOTE: 9-0.
E. MOTION TO APPROVE Agreement between Broward County and Mythics, Incorporated for Oracle® Software Licenses, Maintenance, Support and Supplemental Terms to GSA Contract No. GS-35F-0153M, in the not-to-exceed amount of $5,059,600 for the initial five-year term, with three optional five-year extensions, subject to approval by the Director of Purchasing, and to authorize the Mayor and Clerk to execute same. The total compensation authorized under the initial term of the Agreement includes (i) $4,954,000 for licenses, support and maintenance, and (ii) $105,600 for optional services.
ACTION: (T-10:27 AM) Approved with the Yellow-Sheeted Additional Material, dated May 13, 2014, submitted at the request of Finance & Administrative Services Department.. (Refer to minutes for full discussion.)
VOTE: 9-0.
F. MOTION TO ADOPT budget Resolution No. 2014-289 transferring $4,000,000 within the General Capital Outlay Fund from the Enterprise Resource Planning (ERP) Reserve to the ERP project budget for fiscal year 2014 costs associated with procuring and implementing an ERP system and services.
ACTION: (T-10:27 AM) Approved with the Yellow-Sheeted Additional Material, dated May 13, 2014, submitted at the request of Finance & Administrative Services Department.. (Refer to minutes for full discussion.)
VOTE: 9-0.
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COUNTY ADMINISTRATION, THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT, THE PURCHASING DIVISION, AND THE ENTERPRISE TECHNOLOGY SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Office of Economic and Small Business Development (OESBD) established a 10% County Business Enterprise (CBE) goal for the CedarCrestone, Inc. Agreement (Exhibit 7), which is defined as 10% of the Implementation and Managed Services (excluding software license fees, software support and maintenance fees, hosting services, pre-project training and performance bond costs).
The CedarCrestone Agreement provides for master services including consulting services to implement and integrate the application software acquired by the County from third-party software licensors, hosting services for the application software, and post go-live support through managed services which will ensure a fully functional ERP system for the County.
The “NeoGov” Agreement provides Software as a Service (SaaS) for recruiting and applicant tracking.
The Biddle Consulting Group Agreement provides for software and Software as a Service (SaaS) for pre-employment applicant testing used to measure the skills and abilities for various positions. The license fees, SaaS subscription services, and support fees are part of the compensation under the “NeoGov” contract.
The N. Harris Computer Corporation Agreement provides cashiering software, maintenance and support for collection of payments. Implementation services for the software are embedded in the CedarCrestone Agreement.
The Mythics Agreement provides the Oracle® software, support and maintenance services that will be the foundation of the ERP system (Financials/Purchasing/Budget Planning/Human Resources/Payroll).
On April 24, 2012 (Item No. 36), the Board approved a Request for Letters of Interest (RLI) No. R0866301R2 for a Centralized ERP Solution. Five firms submitted proposals in response to the RLI.
On August 13, 2012, a Short List Meeting was held. Four firms were found to be both responsive and responsible to the requirements of the RLI: Applications Software Technology (AST) Corporation; CedarCrestone, Inc.; Ciber, Inc.; and Lawson Software Inc.
On August 23, 2012, a Protest Appeal pursuant to Section 21.120 of the Broward County Procurement Code was received from Phoenix Business Consulting and an appeal bond fee of $25,000 was submitted regarding the Selection Committee’s determination of non-responsiveness. As a result of the appeal, the solicitation was placed on hold pursuant to Subsection 21.120.a.4 of the Procurement Code. The protest appeal was withdrawn by Phoenix Business Consulting on December 21, 2012, as a Voluntary Dismissal with Prejudice and the stay on procurement activity was lifted.
On February 18, 2013, the Selection Committee was reconvened to review new information on two firms. The committee found that both firms were responsible and approved the process to collect the fact finding information from the Demonstration Meetings in April, 2013.
From April 1, 2013 through May 2, 2013, Demonstration Meetings were held four days a week (Monday through Thursday). All shortlisted firms that submitted proposals were given the opportunity to demonstrate their product to County staff.
On September 11, 2013, a Presentation/Ranking meeting was held. After presentations and evaluation, the Selection Committee voted to recess the meeting to consider all information received and presented at the meeting.
On October 1, 2013, the Selection Committee resumed the recessed Presentation/Ranking Meeting. The Selection Committee unanimously approved a motion to recommend to the Board to reject all proposals and waive the Procurement Code for the purpose of purchasing Oracle E-Business Solution Software as the County’s selected software for the ERP as well as direct staff to engage in a competitive negotiation process with the four shortlisted firms for implementer services.
On October 11, 2013, the Director of Purchasing received a letter of protest from Infor. A response was distributed on November 8, 2013.
On October 15, 2013, a Board Workshop was held. The Board directed staff to address the following concerns raised in the meeting: Transparency, Cost Normalization, and Software purchase recommendation. On November 5, 2013, the Board’s concerns were addressed in Agenda Item No. 47.
On November 5, 2013 (Item No. 47), the Board unanimously approved a motion to reconvene the Selection Committee to rank the proposers in accordance with the criteria and provisions of the RLI.
On November 13, 2013, the Selection Committee reconvened to rank the shortlisted firms. After voting, the Selection Committee named CedarCrestone, Inc. as the first-ranked firm.
On December 3, 2013 (Item 31), the Board approved the Selection Committee’s Final Ranking and authorized staff to begin negotiations with the highest scored and first-ranked firm, CedarCrestone, Inc.
Sunshine negotiation meetings were held on: 2-5-2014 thru 2-6-2014; 2-24-2014; 3-5-2014; 3-10-2014; 3-12-2014; 3-17-2014 thru 3-20-2014; 3-26-2014 thru 3-28-2014; 3-31-2014 thru 4-4-2014; 4-7-2014 thru 4-12-2014; 4-14-2014 thru 4-17-2014; 4-22-2014; 4-24-2014 thru 4-25-2014; 4-29-2014; 5-1-2014; and 5-6-2014. Meetings were attended by representatives from Plante & Moran, CedarCrestone, Inc., Mythics, Inc., Oracle Corporation, N. Harris Computer Corporation, Biddle Consulting Group Inc., GovernmentJobs.com, Inc., d/b/a NeoGov, the Purchasing Division, the Enterprise Technology Services Division, the County Attorney's Office, and the County Auditor's Office.
A Board Workshop was held on May 6, 2014, to provide an overview of the negotiated contracts and the implementation plan.
The Selection Committee consisted of:
Scott Campbell, Director, Facilities Management Division, Public Works Department (Chair)
Cynthia Chambers, Director, Environmental Protection and Growth Management Department
James Carbone, Director, ERP Business Integration – Enterprise Technology Services Division, Finance and Administrative Services Department
Kent George, Director, Aviation Department
Chris Walton, Director, Transportation Department |