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File #: 21-2120A    Version: 1
Type: Contract/Agreement Status: Passed
File created: 10/18/2021 Department: Business Technology Services
On agenda: 11/9/2021 Final action: 11/9/2021
Title: Ratification of the Emergency Second Amendment to the Agreement with Bourntec Solutions, Inc. for additional services pertaining to the continued effort to upgrade the County's Oracle Enterprise Resource Planning system.
Attachments: 1. fully signed second amendment, 2. first amendment, 3. staff report first am, 4. original agreement, 5. staff report original agreement
Related files: 21-1275D

Subject:

Title

Ratification of the Emergency Second Amendment to the Agreement with Bourntec Solutions, Inc. for additional services pertaining to the continued effort to upgrade the County’s Oracle Enterprise Resource Planning system.

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Recommended Action:

Recommended Action

Ratify, confirm, and enter into the minutes the County Administrator’s approval of the Emergency Second Amendment with Bourntec Solutions, Inc. (Bourntec), providing additional services to complete the upgrade of the County’s Oracle Enterprise Resource Planning system.

 

                     The purchase authorization with Bourntec provides services to upgrade the existing Oracle E-Business Suite system from version 12.1.3 to 12.2.10 and Oracle Database to 19c 3 before current releases are unsupported. The original agreement Statement of Work allowed for immediate attention and booking of County and vendor resources to begin work in an effort to complete the OPUS upgrade prior to the current system version becoming unsupported in January 2022.

                     This Emergency Second Amendment in an amount of $1,423,600.00 is in support of finalizing Release 1 and establishing Release 2, as outlined in Exhibit A-5 and A-6 Statements of Work included as part of the amendment, in effort to resolve customer department and stakeholder pain points and continue Organizational Change Management (OCM) support to customer departments to maximize adoption of the upgraded system.

                     The emergency request was due to a “STOP WORK” issued to Bourntec since all funds were exhausted in the current agreement and funding was needed immediately in order to continue the work.

                     On August 28, 2020, the County Administrator approved the purchase authorization with Bourntec in the amount of $550,000.00, effective for three years. On March 9, 2021 the Board of County Commissioners approved the First Amendment to provide for additional services supporting a technical upgrade of Oracle Business Intelligence platform; Functional Analyst for customer departments and business process re-engineering; and OCM support to maximize customer department technology adoption of the upgraded system. The First Amendment increased the contract in the amount of $1,030,800.60, for a revised contract total of $1,580,800.60 effective through September 02, 2023.

 

Contract No. 190-0719-G(PW) increase in the amount of $1,423,600.00 for a revised contract total of $3,004,400.60 or an average annual expenditure of $1,001,466.87, through September 02, 2023.

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Strategic Plan:

Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of public’s resources
5.3 Ensure effective and efficient delivery of county services and support
5.4 Strive to exceed customer expectations

 

Summary:

Summary

The County just completed upgrading its Oracle E-Business Suite (EBS) system from 12.1.3 to (now) 12.2.10 in July of 2021. The County, intentionally, did not correct the majority of the 361 pain points that were identified in core business processes with Finance, Grants, Payroll, HCM, Procurement, Project Accounting and Management, OLM, Time and Attendance, Talent Management, Training and Employee Self-Service.

This Second Amendment, Release 2, will add two Scopes of Work that will focus on reducing pain points by: reducing redundant data entry, focusing on business process reengineering leveraging Oracle’s Out of the Box (OOB) functionality and align with industry best practices to streamline/automate processes reduce non-value-added work, and reducing support costs associated with customizations and disjointed/silo processes.

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Background Information:

On January 05, 2010, the County Administrator approved the implementation of the Oracle e-Business Suite (EBS) software. On August 28, 2020 the County Administrator approved the purchase authorization with Bourntec Solutions, Inc. for the upgrade to the Oracle EBS for BTS in the amount of $550,000.00 for a duration of three (3) years. This original agreement accounted for only the technical effort for the upgrade of the Oracle EBS prior to the current version of the system becoming unsupported in January 2022.

On March 9, 2021 the Board of County Commissioners approved and executed the First Amendment to the Agreement to provide additional services to assist in the upgrade of OPUS. The First Amendment increased the contract to provide for Functional Analyst services, Organizational Change Management services, and the technical upgrade of the Oracle Business Intelligence platform, OBIEE. The First Amendment increased the contract in the amount of $1,030,800.60, for a revised contract total of $1,580,800.60 effective through September 02, 2023.

 

Fiscal Impact:

Current three (3) year expenditure:                                           $1,580,800.60

Second Amendment:                                                                                     $1,423,600.00

Revised three (3) year total expenditure:                                          $3,004,400.60

 

Funding is derived from the BTS OPUS Operating Budget by way of an approved FY22 Decision Package specific to this purpose.

 

Staff Member Responsible:

Jeff Rohrs, Director, Business Technology Services
Greg Carro, Manager of Service & Financial Management, Business Technology Services
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Joe Lauro, Director, Administrative Services

 

Partners:

N/A

 

Attachments:

Second Amendment