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OpenGov Budget Software Procurement
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DESCRIPTION: Establish Contract with OpenGov for Organizational and Capital Budgeting services |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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Authorize the Chief Executive Officer to enter to a contract with OpenGov for Organizational and Capital Budgeting services under the State of Louisiana Contract distributed by Cloud Solution- Carahsoft as part of the NASPO Cloud State Contract, 4400010663; Vendor #310005739. The prorated first year and optional three-year contract for software support and implementation will result in a $653,768.55 financial impact.
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ISSUE/BACKGROUND:
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In conjunction with our Oracle ERP Implementation, the RTA budget function needs a robust and functional budgeting system that can fully integrate with the new Oracle ERP system. As we moved through the implementation process, we learned that the capital budgeting component was never in scope of the current Oracle ERP implementation and would have been an additional cost in module and implementation fees. After further review of a full budget program that allows for project/grant coordination and prioritization, capital and organizational budgeting features and the automation of an annual budget book for internal and external consumption and taking into consideration the additional costs to implement a capital budgeting program in Oracle, staff recommends that we pull the organizational budgeting feature out of the ERP implantation scope and utilize those savings to implement the full budget suite of products with Opengov.
The agency would procure this software through State Contract vendor Cloud Solutions- Carahsoft Tech Corp, distributed through Opengov, in accordance with the NASPO Cloud State Contract #440010663. This software is currently used by the LA State Treasurer and LA Department of Education as well as a host of other State agencies. Staff and the joint implementation team will coordinate the implementation and integration with our Mythics partners as we complete the upgrade of the Oracle software.
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DISCUSSION:
Staff recommends entering a contract with Opengov for a period of 3 years to allow for implementation and continued use, integration and support of the Operating and Capital budgeting software. The period of the initial contract would be 5/1/2023-12/31/2026. The following components would be implemented:
• Workforce Planning and Reporting
• Budgeting and Planning
• Financial Integration
• Multi Approval Workflows
We intended to utilize this software to do the following:
• Create a unified budget solution across operations, workforce, and capital budgets
• Support labor negotiations with penny-perfect scenario planning
• Tie Strategic Initiatives (primarily Strategic Mobility Plan) to budget with performance metric tracking
• Establish 5 Year Capital Budget Plan
• Engage departmental stakeholders in collaborative budget process
• Have greater internal visibility of financial data and budget monitoring capabilities
• Streamline Online Budget Book creation and Strategic Initiative publishing for improved transparency
FINANCIAL IMPACT:
The Total finance impact for the Prorated 1st year and optional 3-year contract for software support and implementation is $653,768.55. We are utilizing funds allocated in the 2023 capital budget for Year 1 ($211,855.10) and will budget accordingly for subsequent contract years. The cost is broken down in the following:
• Optional Not to Exceed Pricing-Prorated Year 1+ Professional Services- $211,855.10 ($48,617.41+163,237.69)
• Period of Performance: 4/01/2023-12/31/2023
• Optional Not to Exceed Pricing-Term 2- $140,178.80
• Period of Performance: 01/01/2024-12/31/2024
• Optional Not to Exceed Pricing - Term 3- $147,187.86
• Period of Performance: 01/01/2025 - 12/31/2025
• Optional Not to Exceed Pricing - Term 4- $154,546.79
• Period of Performance: 01/01/2026 - 12/31/2026
NEXT STEPS:
Upon RTA Board Approval, staff will prepare documents for the CEO to execute a Contract and PO to Opengov/Carahsoft.
ATTACHMENTS:
1. Board Resolution
2. Carahsoft OpenGov Updated Pre-Deployment Quote
3. Cloud Solutions Carahsoft Amendment
Prepared By: Gizelle Johnson-Banks
Title: Chief Financial Officer
Reviewed By: Gizelle Johnson-Banks
Title: Chief Financial Officer
Reviewed By: Mark A. Major
Title: Deputy CEO Finance and Administration
4/5/2023
Lona Edwards Hankins Date
Chief Executive Officer