TO: Mayor and City Commission
FROM: Cale Curtis, City Manager
DATE: July 3, 2024
Title
A RESOLUTION OF THE CITY OF MARGATE, FLORIDA, AUTHORIZING THE EXECUTION OF A SOFTWARE AS A SERVICE (SAAS) AGREEMENT WITH ACLARIAN LLC FOR ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE SYSTEM LICENSING; PROVIDING FOR AN INITIAL THREE-YEAR AGREEMENT TERM WITH THE OPTION FOR SUBSEQUENT ONE-YEAR RENEWALS AND MODIFICATIONS BY THE ADMINISTRATION WITHOUT FURTHER COMMISSION ACTION; PROVIDING FOR POST-IMPLEMENTATION SERVICES AND RATES; PROVIDING FOR A TOTAL INITIAL COST OF $387,475, WHICH INCLUDES $324,975 FOR IMPLEMENTATION AND AN ANNUAL RECURRING COST OF $62,500 FOR UP TO 100 USERS; PROVIDING FOR TERMINATION; PROVIDING FOR AN EFFECTIVE DATE
BACKGROUND:
The City's management team sought to prioritize and leverage current technology to provide robust, timely, and exceptional services by implementing an Enterprise Resource Planning (ERP) System. The desired new ERP system will create modern digital handshakes and opportunities to grow, expand, evolve, and improve. In addition, the ERP system will be capable of managing the municipality's day-by-day operations by enhancing and coordinating its data flow across departments, users, sections, and divisions. In response to this initiative, the City formed an ERP committee responsible for procuring a system based on needs, features, scalability, security, integration, support, and a friendly budget.
A detailed accounting of the steps involved in the ERP initiative, history of our current ERP system, and a breakdown of the associated competitively acquired pricing is provided in the accompanying Interoffice Memorandum from Finance Director Ismael Diaz to City Manager Cale Curtis dated June 19, 2024.
RECOMMENDATION: Approve Aclarian LLC SaaS Agreement for Execution
FISCAL IMPACT: $387,475 Initial Cost (inclusive of year one $62,500 recurring cost).
GL Acct. No. 001-0610-513.44-08
CONTACT PERSON: Ismael Diaz, MBA, Finance Director
Spencer L. Shambray, NIGP-CPP, CPPB, Purchasing Manager