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TO: Mayor Thomas J. Weisner
FROM: James Dahl, MIS Director
DATE: October 12, 2015
SUBJECT:
A request to amend resolution R13-263 with Crowe Horwath, LLP, Oak Brook Illinois for an additional amount of $65,000.00 for the Technical Services and MIS Divisions.
PURPOSE:
This request will cover additional consulting services required to facilitate contract negotiations for the public safety ERP selection. The change also allows for further discovery on the public administration ERP process in developing a plan for parking ticket, call center, and building and permit solutions.
BACKGROUND:
On September 24, 2013 the City of Aurora's City Council passed resolution R13-263 authorizing a contract with Crowe-Horwath LLP in the amount of $147,608.00 to develop an Enterprise Resource Planning (ERP) software RFP and facilitate a phased approach to RFP response evaluation, product selection, and contract negotiation. On May 27, 2014 change order number one in the amount of $44,608.00 was approved to expand the process by including a RFI component. RFP 15-33 was released and responses were received on June 17, 2015. Evaluations have been ongoing since.
DISCUSSION:
As the facilitation and selection process closes, there are additional project phases required on both the public safety and public administration system selections. They are:
Public Safety - A product has been selected and services are required for contract negotiation, CAD/RMS documentation, and preparation of approval documents. Costs for the additional public safety consulting services are $26,000.00.
Public Administration - ERP responses did not adequately meet Aurora's needs for building and permit, parking tickets and hearings, or customer service and call taking. Costs for the additional public administration ERP facilitation services are $39,000.00.
To date Crow-Horwath has performed $57,000.00 of the $65,000.00 requested, and estimates and additional $8,000.00 to close out work in 2015. A detailed list of tasks with pricing is attached.
Funds are being transferred to MIS account 101-1232-419.32-20, and Technical Services account 101-1233-419.32-34.
The Finance Department has been contacted and Crowe-Horwath LLP does not have outstanding debt with the City.
Attached are the Crowe-Horwath LLP quote and a sole source/significant savings affidavit.
IMPACT STATEMENT:
There will be little or no impact on the City, or on the public.
RECOMMENDATIONS:
I recommend approval of the aforementioned amended agreement.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Amending resolution R13-263 with Crowe Horwath, LLP, Oak Brook Illinois for an additional amount of $65,000.00 for the Technical Services and MIS Divisions.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora's ERP selection process is in need of additional consulting services for contract negotiation, and additional solution discovery, and
WHEREAS, consultant Crowe-Horwath LLP holds the current ERP facilitation contract, and
WHEREAS, Crowe Horwath LLP has determined additional costs to be $65,000.00 and has submitted a proposal as such, and
Funds will be available in MIS account 101-1232-419.32-20, and Technical Services account 101-1233-419.32-34.
WHEREAS, pursuant to Aurora Code Section 2-335(a)(3) that failure to act promptly hereunder may likely result in a substantial increase in cost thereof to be borne by the city.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: amend resolution R13-263 with Crowe Horwath, LLP, Oak Brook Illinois for an additional amount of $65,000.00 for the Technical Services and MIS Divisions.