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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director of IT Operations
DATE: 11/27/2017
SUBJECT:
Resolution authorizing the acquisition of an Application Service Provider (ASP) cloud solution from Superion, LLC for a purchase amount not to exceed $354,876 each year for 5 years.
PURPOSE:
The purpose of buying this service is to provide a current and stable environment for the city's Enterprise Resource Planning (ERP) system. This also lays the foundation for Development Services' new software package TRAKiT.
BACKGROUND:
Superion, LLC (formerly Sungard Public Sector) has been our ERP solution for over 20 years. The ERP system is the software that provides access to all City core services including, but not limited to, financials, utility billing, planning, permitting, credit card processing, and code enforcement. We currently host our ERP system on premise on IBM equipment. The current IBM equipment (AS400) is outdated and has not been replaced since 2012. This request is to migrate the ERP system to the cloud solution that is provided by Superion.
The annual access fee for this system will be $354,876 per year for five (5) years. This cost also includes the maintenance for the upcoming Development Services' software TRAKiT. Any changes to this will require written approval by all parties, Superion LLC and the City of Aurora.
DISCUSSION:
The current hardware platform includes a disaster recovery solution which has limited support. The new solution will provide 24/7 monitored technical support, which lately has been difficult to find the expertise needed to support the ERP platform. In fact, even IBM is now only offering limited hardware maintenance service on the current system due to many factors that make it increasingly difficult to continue to keep the machines at a high level of performance and availability. (See attached letter)
We currently pay $223,000 for annual maintenance for our on premise solution with an $11,500 dollar increase for next year. This annual maintenance fee is included in the annual access fee of $354,876, which also includes the maintenance fee for TRAKiT.
Payment for the $354,876 has been budged from
101-1380-419.38-11 for $205,742
510-2560-511.38-11 for $28,455
101-1380-419.38-07 for $38,500
101-1380-419.64-10 for $42,400
340-1380-419.74-11 $39,800 for payment since completion for the ASP cloud portion of this project is projected for 3 months pending the approval of the item.
IMPACT STATEMENT:
If failure of the older system occurs all financial, community development and revenue will cease until the older system could be repaired and restored.
RECOMMENDATIONS:
It is recommended that the proposed resolution be approved.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the acquisition of an Application Service Provider (ASP) solution from Superion, LLC for a purchase amount not to exceed $354,876 annually.
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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 current ERP system (AS400) is outdated and has not been replaced since 2012, and
WHEREAS, failure of this system could potentially result in huge revenue loss and prevention of services that the City provides, and
WHEREAS, the acquisition of the Application Service Provider (ASP) solution will be purchased from our current ERP system provider Superion, LLC and,
WHEREAS, the Annual Access Fee will be $354,876 per year for five (5) years and
WHEREAS, the monies to be used for this purchase has been carried over into the Information Technology's 2018 budget in account 340-1380-419.74-11, and
WHEREAS, in accordance with City of Aurora Code of Ordinances, Section 2-335 (a) (3), the product or service desired is only provided by one (1) source;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the acquisition of an Application Service Provider (ASP) solution from Superion, LLC for a purchase amount not to exceed $354,876 each year for 5 years is hereby authorized, and the Purchasing Director is authorized to issue the necessary orders to implement purchase of the same