Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 02-27-18
Requesting Agency: Technology Services
Division:
▪ Name: Jennifer Stefanacci
▪ Phone: 720-913-5482
▪ Email: Jennifer.stefanacci@denvergov.org
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Twelfth Amendatory Agreement by and between the City and County of Denver and Infor (US), Inc., to extend the term and increase the maximum contract amount for the Datastream 7i Enterprise Asset Management/Integrated Procurement Solution.
Adds $671,392.78 and five years to the contract with Infor (US), Inc. for a new total of $1,952,717.93 through 12-31-22 for maintenance and technical support for the City’s Enterprise Asset Management application used for inventory and maintenance of capital assets, citywide (CE21375-12). The last regularly scheduled Council meeting within the 30-day review period is on 4-9-18. The Committee approved filing this resolution by consent on 3-6-18.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: CE21375-12
Vendor/Contractor Name (including any “DBA”): Infor (US) Inc
Type and Scope of services to be performed:
This product was originally purchased in 2002 to be used as a Work Order Control system for Parks and Recreation. As more and more agencies found value in this product, it was agreed that this would be the City’s Enterprise Asset Management (EAM) tool. It is currently being used by Public Works, General Services Facilities, Arts & Venues, Denver Fire Dept. Public Works Wastewater, Parks and Recreation, Denver Libraries and Denver Sheriff’s Dept. The EAM tool can be used to manage day to day work (i.e. scheduling routine preventative maintenance on equipment, appropriating technicians and costs for day to day operations) and is also used by Public Works and General Services Facilities Management for Facilities Conditions Assessments (FCA). FCAs can be used to assess equipment for facility improvement measures. An example of this would be an elevator replacement. This type of project would not be routed through the routine day to day operations workflow, but rather to the appropriate personnel that would account for Capital Improvement Projects (CIP). This process helps with capital planning. This tool is also being used by Public Works to manage the City’s bridges and streetlights for both inventory and maintenance and repair purposes. This contract amendment allows for continual vendor support of the EAM tool.
This request is to increase the max contract liability and extend the term through December 31, 2022. These costs are paid from operational funds.
The process to amend this contract was initiated in August of 2017 in an effort to have the amendment completed prior to the expiration date. There were several issued that needed to be clarified during this process that delayed the amendment. Issues revolved around invoicing (invoice individual agencies or just Technology Services), co-terming licensing, separating new licenses from support of licenses, supplier’s internal process of approving a multi-year agreement and correcting errors with the supplier’s certificate of insurance.
Location (if applicable):
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts):
Are WBE/MBE/DBE goals met (if applicable)?
Is the contract new/a renewal/extension or amendment?
Was this contractor selected by competitive process or sole source?
For New contracts
Term of initial contract:
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
If length changing
What was the length of the term of the original contract? Fifteen years
What is the length of the extension/renewal? Five years
What is the revised total term of the contract? Twenty years
If cost changing
What was the original value of the entire contract prior to this proposed change?
$1,281,325.15
What is the value of the proposed change? $671,392.78
What is the new/revised total value including change? $1,952,717.93
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)