South Coast Air Quality Management District
South Coast Air Quality Management District
BOARD MEETING DATE: October 4, 2002 AGENDA NO. 9
Execute Contract to Obtain Technical and Functional Support for Upgrading PeopleSoft Human Resource Management System Software
SYNOPSIS:
On July 12, 2002, the Board approved release of an RFP to obtain technical and functional support for upgrading AQMD’s PeopleSoft Human Resource Management System Software to a new release. Keeping relatively current on new software releases is important for enterprise software systems such as PeopleSoft. Without upgrading to new releases, AQMD will not benefit from delivered software enhancements and technology advances that improve productivity, flexibility, and efficiency. In addition, and perhaps more importantly, manufacturer’s technical support for the Release 7.5 modules (including Human Resources, Benefits Administration, and Payroll) will end in July 2003. This action is to execute a contract for technical and functional support during the upgrade process. Funds ($160,000) for this purchase are included in the FY 2002-03 Budget.
COMMITTEE:
Administrative, September 20, 2002, Recommended for Approval
RECOMMENDED ACTION:
Authorize the Chairman to execute a contract with i360Technologies for technical and functional support for upgrading PeopleSoft Human Resource Management System Software to a more recent version in a total amount not to exceed $138,580.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
On July 12, 2002, the AQMD released RFP #2003-04 RFP to obtain technical and functional support necessary to migrate AQMD’s PeopleSoft HRMS from Release 7.5 to Release 8.3. The purpose of the RFP is to select vendors capable of upgrading AQMD’s HRMS software modules cost-effectively and in a timely manner.
The purpose of the upgrade is to keep current on PeopleSoft software. Keeping relatively current by upgrading to new software releases is critical for enterprise software systems such as PeopleSoft. Without upgrading to new releases, AQMD will not benefit from delivered software enhancements and technology advances that improve productivity, flexibility, and efficiency. In addition, and perhaps more importantly, routine technical support provided by PeopleSoft (including regular updates of system tax tables used in Payroll calculations, on-line issue logging and resolution, downloadable patches and bug fixes, bundled patches to simplify implementation, etc.) may be terminated if the software is not upgraded by a certain date.
In the three years since the implementation of PeopleSoft software at AQMD, the manufacturer has released four major software upgrades, with the most recent being HRMS 8.3 in December 2001 and Financials 8.4 in March 2002; AQMD has upgraded once, from Release 7.0 to 7.5 (Human Resource Management System Software [HRMS] and Financials simultaneously). Because upgrading to major releases is costly, AQMD plans to upgrade to every other major release; thus, we are skipping Release 8.0 and upgrading directly from Release 7.5 to 8.3.
Staff recommends beginning the upgrade process, with the goal of moving the HRMS modules onto Release 8.3 by June 2003, just before technical support for AQMD’s current release ends in July 2003. Long-term plans include upgrading the Financial modules to Release 8.4 in FY 2003-04, prior to the December 2004 end-date for technical support on AQMD’s current Financials release.
Outreach
In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:
Additionally, potential bidders were notified utilizing the Los Angeles County MTA Directory of Certified Firms, the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; and AQMD’s own electronic listing of certified minority vendors. Notice of the RFP was mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business and Job Opportunities" icon, or http://www.aqmd.gov/busjob/ ] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
Thirty-two copies of the RFP/RFQ were mailed out and 32 vendors attended the mandatory bidders conference held on July 30, 2002. Ten bids were received in response to the RFP/RFQ when final bidding closed at 5 p.m. on August 16, 2002. Of the ten bids, none were from disabled veteran-owned business enterprises, one was from a women-owned business enterprise, one was from a certified minority-owned business, and four were from non-certified minority-owned business enterprises.
Three of the ten bids were deemed non-responsive to the bid requirements and five of the remaining seven bids did not achieve the minimum 56 points required to pass the technical criteria. Of the responsive quotes, the lowest was from The Implementation Partners, LLC. Attachment 1 reflects the evaluation of the remaining proposals and the respective ratings. Staff recommends that the Board award the contract to i360Technologies, the high scorer, for targeted technical and functional support necessary to migrate AQMD’s PeopleSoft HRMS from Release 7.5 to Release 8.3.
Panel Composition
The panel consisted of a Program Supervisor from IM, a Human Resource Analyst from Administrative and Human Resources, a Payroll Supervisor from Finance, a Database Administrator from IM, and a Project Manager from the Community Development Commission of the County of Los Angeles (LACDC). Of these five panelists, two of the panelists are Asian-Pacific Islander, two are Caucasian and one is Hispanic; two are female and three are male.
Resource Impacts
Funds for this contract ($160,000) are included in the FY 2002-03 Budget.
Attachment(s)
Attachment 1 - Evaluation of Respondents to RFP/RFQ #2003-04
ATTACHMENT 1
Summary of Evaluation of Respondents to RFP #2003-04
|
Bidder |
Average |
Cost Points |
Small |
TOTAL |
Ranking |
|
i360Technologies |
60.9 |
25.9 |
10 |
96.8 |
1 |
|
The Implementation Partners, LLC |
59.3 |
30.0 |
89.3 |
2 |
/ / /