Subject:
Title
Request for Permission to Reject All Proposals Received in Response to Request for Proposal (RFP) 7-21-24 / SAP Consulting Services and piggyback an existing competitively procured Sourcewell Contract
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Fiscal Impact:
Estimated Annual Expense is $180,000.00 which is included in the approved FY 21/22 Annual Budget Information Technology
Dept/Office:
Central Services on Behalf of Information Technology
Requested Action:
Recommendation
It is requested that the Brevard County of County Commissioners:
1. Approve the rejection of all proposals received, in response to Request for Proposals (RFP) 7-21-24, SAP Consulting Services; and
2. Approve the usage of Sourcewell Contract # 090320-PNX; a competitively procured Public Sector and Education Administration Software Solutions with Related Services Contract with Phoenix Business Inc. dba Phoenix Business Consulting; and
3. Authorize the County Manager or designee to execute all contracts, contract amendments, renewals, and any necessary contract extensions upon review and approval by the County Attorney’s Office, Risk Management, and Purchasing Services; and
4. Authorize the County Manager to approve any necessary budget change requests.
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Summary Explanation and Background:
SAP Consulting Services was approved for solicitation in August 2020 via Purchasing Services Annual B/Q/P Board List. Information Technology (IT) previously held multiple contracts for SAP Consulting Services, all of which expired in May of 2021.
On June 17, 2021, Purchasing Services, advertised RFP-7-21-24 / SAP Consulting Services on behalf of the IT Department. This solicitation was advertised to solicit responses from qualified Proposers to provide technical support to the County’s financial management software application, SAP. The estimated expenditure of this service was forecast at $180,000.00.
The County received a total of nine responses to the Request for Proposals. The submissions were opened during a public meeting on July 21, 2021. Proposers were:
• IBM Global Technology Services,
• Intelli ERP Software, LLC.,
• Kellton Tech Solutions, Inc.,
• Mygo Consulting, Inc.,
• Quintel-MC, Inc.,
• Sage Group, Inc.,
• V3iT Consulting, Inc.,
• Yash Solutions, LLC.,
• ACI InfoTech, Inc.
On October 14, 2021, the Selection Committee met to discuss, rank and score proposals received. Upon receipt of the proposals, an independent review by IT SAP Staff not on the selection committee (synopsis attached) was conducted and revealed that while each respondent held some certifications and some experience as requested in the RFP, none of the firms listed above provided a proposal that showed they were certified and experienced to provide a complete SAP Consulting Service to the County. A copy of the synopsis was provided to each committee member prior to the selection committee public meeting to assist in their review of the proposal responses.
It was evident that in order to meet all the needs of the County with the respondents, the County would have to enter into several independent contracts from the list of respondents, which would not be efficient. The County issued the RFP in an effort to solicit a consulting firm that could provide all the services requested in the RFP at a competitive price (hourly rate). Prior to the issuance of the RFP, IT Staff identified a competitively procured Public Sector and Education Administration Software Solutions with Related Services Contract with Sourcewell. There is an existing Sourcewell Contract available to the County, however, staff wanted to perform its due diligence to see if the open market could provide the same level of service at a more competitive rate in lieu of just piggybacking the existing Sourcewell Contract.
Upon reviewing the responses received, it became evident that utilizing the Sourcewell Contract, would provide a complete mechanism to contract with a vendor who currently holds all the certifications requested in the RFP and who also has experience in all the areas requested by the RFP.
The selection committee was comprised of County staff from various departments; the selection committee members were:
- Lois Boisseau (IT Department)
- Karen Conde (HR Department)
- Pam Wallace (Budget Department)
- Merrill Vincent (Asset Management)
- Kathy Prothman (County Finance)
After discussing the qualifications of the respondents during the selection committee, the committee moved to make a recommendation to the Board to reject all proposals received in order to piggyback the existing Sourcewell contract that will provide a consultant that can meet all the needs of the County.
Upon reviewing the responsive proposals and discussing the qualifications of each, the Selection Committee voted unanimously 5-0 to make a recommendation to the Board to:
1. Reject all proposals received, and
2. Request permission to utilize the Sourcewell Contract # 090320-PNX; a competitively procured Public Sector and Education Administration Software Solutions with Related Services Contract with Phoenix Business Inc. dba Phoenix Business Consulting. The contract expiration is November 2, 2024, with two (2) single year renewal options.
This recommendation was made based on the five Selection Committee members’ concurrence that, although all respondents held experience and skill in some areas, none completely encompassed the full spectrum of the RFP scope in service provisions; and lacked confidence that they would be able to provide functional, technical, and maintenance support for future projects and County continuity of operations as the County migrates SAP from being Oracle based to S4/Hana Based.
Phoenix Business Consulting, via the Sourcewell Contract, is a vendor who has done business successfully in this comprehensive arena in the past with Brevard County. Their rates as described in the Sourcewell Contract proposed are competitive and represent a 20% markdown from their standard business rates as offered to the general public. The pricing included in the Sourcewell Contract was also inline with the prices proposed by the responding firms.
For the reasons stated above, it is requested that the Board accept the recommendation of the Selection Committee to reject all proposals received, authorize Information Technology Department to piggyback a competitive contract through Sourcewell Contract # 090320-PNX; Public Sector and Education Administration Software Solutions with Related Services with Phoenix Business Inc. dba Phoenix Business Consulting, authorize the County Manager, or designee, to execute any resulting contract, contract amendments, renewals or necessary contract extensions upon review and approval from the County Attorney’s Office, Risk Management, and Purchasing Services; and authorize the County Manager to approve any necessary budget change requests.
Clerk to the Board Instructions:
None