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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 The current IBM equipment (AS400) is outdated and has not been replaced since 2012.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 inc...
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