Title
CONTRACT K-1718-80: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND VERMONT SYSTEMS, INC., IN THE AMOUNT OF $61,775 FOR THE PURCHASE OF SOFTWARE, HARDWARE, AND TO PROVIDE PROFESSIONAL SERVICES FOR THE INSTALLATION, CONFIGURATION, DATA CONVERSION, TRAINING, AND PROJECT MANAGEMENT OF PARKS AND RECREATION SOFTWARE.
Body
BACKGROUND: In 2016 the City of Norman hired Plante Moran PLLC Information Technology consulting to aid in the evaluation and selection of replacement systems for the City’s aging Enterprise Resource Planning (ERP) software (Contract K-1516-136). Parks and Recreation management systems that handle the daily processes, schedules, events, and the cash flows generated by these activities was identified as an important area of focus in the replacement and enhancement of the City’s ERP information systems. Vermont Systems (software name) software was chosen to manage this important piece of the City’s business. On September 14, 2017 the City’s Finance Committee approved a plan to replace the current ERP System and purchase Vermont Systems, Inc. solution for the Parks and Recreation portion of the project.
DESCRIPTION: The City’s IT Department is presently supporting two (2) different environments to support the City of Norman data and systems management requirements: a Microsoft Windows based environment leveraging virtual server infrastructure with industry leading storage system; and an IBM iSeries environment. The iSeries system used by the City was purchased in 1995, has been updated numerous times, and operates software solutions by HTE/Sungard/Superion. The iSeries system hardware is aged, as are many of the features and processes of the present applications running on it. The solution interfaces to our public safety systems as well as other applications, such as meter reading and traffic citations.
The iSeries ERP system contains software modules that support important City functions such as building permits; mobile field code and building inspections; general ledger and fixed asset accounting; budget preparation and monitoring; payroll; treasury and accounts receivable; accounts payable and purchasing; human resource functions; utility customer account servicing and billing; Municipal Court citation administration; on-line and telephone bill pay systems for utility billing and permitting; and occupational licensing.
The City’s IT Department, ERP management committee, and Plante Moran PLLC consulting, recommend the execution of a plan to enhance the Parks and Recreation Department’s services offerings and cash flow tracking by adding automated business systems through Vermont Systems (software name). These systems will be leveraging our enterprise data storage solution, virtual server environment, and be more readily supported by the IT Support Staff. IT recommends this solution, which provides improved services, data tracking, and enhanced decision making for the citizens who utilize the City’s Parks and Recreation services.
The Council, acting as the Trustees of the Norman Municipal Authority (NMA), will consider resolutions to implement a five-year financing plan for the ERP Systems Replacement (“NMA Sales Tax Revenue Notes, Series 2017B”). This ERP System Replacement financing structure is anticipated in the City’s Capital Improvement Plan. Once this proposed financing is completed, funds will be available in the Capital Fund, ERP Replacement Project, Design (account 050-9529-419.62-01; project BG0070). These funds include the total cost for software, services, hardware, storage, consulting, and contingency.
RECOMMENDATION: The City’s IT Department, ERP Management Committee, and Plante Moran PLLC consulting recommends approval of Contract K-1718-80 between the City of Norman and Vermont Systems, Inc. in the amount of $61,775.