In March of 2004, the City entered into an Assignment Agreement (Agreement) with MWH Americas and PeopleSoft USA, later acquired by Oracle America Inc., (Oracle) for the license to use and implement the PeopleSoft Customer Relationship Management System (CRM) software. CRM provides a case management tool for the approximately 623,000 customer contacts the Water Department handles on a yearly basis. The CRM software is integrated with Maximo, the work order management system used by the Water Department to provide a seamless movement of information for critical customer cases. In 2011, the City renewed the Agreement with Oracle for an additional four years (M&C C-24829). In 2015, the City entered into a new agreement with Oracle (M&C C-27299) to upgrade the CRM software to Oracle RightNow, hosted as part of Oracle Cloud Services, which offers additional customer friendly features such as the ability to email with Water customers and the use of agent scripting for more thorough information gathering. The term of the agreement was for one year, with four additional renewals. However, that cooperative agreement (DIR-TSO-2539) expired with the Department of Information Resources in 2018. Oracle America, Inc., now utilizes cooperative agreement DIR-TSO-4158 in place pf the previous agreement, which necessitated that the City obtain approval for the new cooperative agreement. Oracle is the documented sole-source vendor for these services because of patents and copyrights. PRICE ANALYSIS - The prices were obtained using Department of Information Resource (DIR) Contract No. DIR-TSO-4158. The DIR contract offers fixed discounts for these services. Water Information Technology staff has reviewed the pricing and determined it to be fair and reasonable. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for the purchase of the item. DIR contracts were competitively bid to increase and simplify the purchasing power of government entities. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manger in an amount up to $36,250.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. M/WBE OFFICE - A M/WBE goal is not assigned when Purchasing from an approved purchasing cooperative or other public entity. AGREEMENT TERMS - Upon City Council approval, this Agreement shall be effective beginning March 25, 2019 and end on March 24, 2020. RENEWAL OPTIONS - This Agreement may be renewed for four additional one-year terms, at the City's option, in accordance with the terms of the DIR contract. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. This M&C does not request approval of a contract with a business entity. |
