BOARD MEETING DATE: July 9, 2010
AGENDA NO. 15
PROPOSAL:
Authorize Purchase of PeopleSoft and Oracle Software Support
SYNOPSIS:
The AQMD uses the PeopleSoft Integrated Financial/Human Resources System. The software package provides purchasing, accounting, asset management, financial management, project reporting, payroll, and human resource functionality for the AQMD. The PeopleSoft system uses Oracle database software. The maintenance support for this system expires August 2010. This action is to obtain approval for the purchase of PeopleSoft and Oracle software maintenance support for another year. Funds for this expense are included in the FY 2010-11 Budget.
COMMITTEE:
Administrative, June 11, 2010, Recommended for Approval
RECOMMENDED ACTIONS:
Authorize the Procurement Manager to purchase:
One year of PeopleSoft software maintenance support for the integrated Financial/Human Resources System at a cost not to exceed $179,000.
One year of Oracle database software maintenance support for the integrated Financial/Human Resources System at a cost not to exceed $22,500.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
In April 1998, the AQMD purchased the PeopleSoft Financial/Human Resources System to be Year 2000 (Y2K) compliant and to enhance the functionality of the overall finance system. The PeopleSoft system eliminated duplicate effort, where possible, and integrated processes that access the same data. The software package provides purchasing, accounting, asset management, financial management, project reporting, payroll, and human resource functionality for the AQMD. Software support includes day-to-day technical support, software patches and bug fixes, and software upgrades. Software maintenance support for the PeopleSoft system expires August 29, 2010.
The PeopleSoft system also uses Oracle database software. The Oracle database is used to store all of the data used in the PeopleSoft system. The database support includes day-to-day technical support, software patches and bug fixes, and software upgrades. Software maintenance support for Oracle database software expires August 11, 2010.
PeopleSoft maintenance support includes the following services:
Software Maintenance |
Licensed product updates, enhancements, and repairs; |
Customer Care Business Center |
Resolution of business issues and aid in finding assistance within PeopleSoft's customer service; |
PeopleSoft Advisor |
Business-oriented information needs and advice; |
PeopleSoft Plugged In |
Electronic distribution of information on new releases, fixes and patches, and software updates; |
Customer Connection |
On-line access to PeopleSoft information including news, documentation, training, and user groups; |
Global Support Center |
Assistance in resolving online operating difficulties, system failures, PeopleSoft application-related problems, potential system bugs, and installation and upgrade issues; |
Access to PeopleSoft Forum |
Access to database documentation and PeopleSoft application problems and fixes. |
Oracle maintenance support includes the following services:
Software Maintenance |
Licensed product updates, enhancements, and repairs; |
Software Support |
Assistance in resolving online operating difficulties, system failures, Oracle application-related problems, potential system bugs, and installation and upgrade issues. |
Sole Source Justification
Section VIII.B.2 of the Procurement Policy and Procedure identifies circumstances under which a sole source purchase award may be justified. These requests for a sole source award are made under provision VIII.B.2.c.(2) and (3). The services are available from only the sole source; involve the use of proprietary technology; and use key contractor-owned assets for project performance.
Proposal
Oracle is the sole manufacturer and provider of PeopleSoft and Oracle database software and therefore the only source for software maintenance support licensing agreements. Staff recommends the purchase of one year of PeopleSoft and Oracle database software maintenance support to provide continued annual support for AQMD's integrated financial/human resources system, at costs not to exceed $179,000 and $22,500, respectively.
Resource Impacts
Sufficient funds are included in the FY 2010-11 Budget, under District General Professional and Special Services.