Open Session Item

SUBJECT: Contract Award (PUR-1319) – Oracle Cloud Migration Implementation Services PRESENTATION DATE: November 29, 2016 PRESENTATION BY: Karen R. Luther, CPPO – Director of Purchasing and Ronald N. Whitt, Director – Division of Information Systems RECOMMENDED MOTION: Move to award a contract for providing Oracle Cloud Migration Implementation Services for Option B and contingent upon the County Attorney’s approval of the final Services Agreement between the County and the recommended vendor. REPORT-IN-BRIEF: On May 17, 2016, the Board approved the intergovernmental cooperative purchase of Oracle Products and Related Services from Mythics for the Division of Information Systems and various departments at a cost of $321,564.30. Cloud computing is a technology hosting platform that all the major business software vendors have embraced, implemented and are vigorously marketing. Cloud computing is a secure computing platform that provides a ubiquitous computing environment that is easy to access and is a very efficient platform in which to utilize software products that perform business functions. This computing platform has matured over the past several years and provides many benefits such as: reduced long term costs in operating and maintaining the business application’s computing environment, greater scalability and flexibility in provisioning additional computing and storage resources, greater collaboration and mobility due to its Internet environment and better computing stability due to its inherent vendor 24x365 hour support and comprehensive software patches and updates that are automatically configured and implemented by the vendor into the client’s computing environment. The products are compatible with the existing PeopleSoft Financial Systems used throughout the County. NOTE: Washington County will also be a premier reference site for potential Oracle Cloud Services customers. The selected qualified Oracle approved cloud implementation partner shall provide experienced public sector consultant services to perform Washington County’s migration from their current on-site PeopleSoft platform to a provisioned Oracle Fusion Cloud Services environment. The County’s current on-site PeopleSoft platform consists of PeopleSoft HRMS V9.1, PeopleSoft Financials V8.9 and PeopleSoft EPM V9.0 hosted on VMware V6.0 in virtualized Microsoft Windows 2003 Server (Financials & EPM) & 2008R2 Server (HRMS) environments. PeopleSoft Financials and EPM data resides in Microsoft SQL 2005 databases. The PeopleSoft HRMS data resides in Microsoft SQL 2008 databases. The County’s currently implemented PeopleSoft modules include:

1. Financials - Accounts Payable 2. Financials - Accounts Receivable

Board of County Commissioners of Washington County, Maryland

Agenda Report Form

3. Financials - Asset Management 4. Financials - Billing (implemented but no longer in use - retired November 2014) 5. Financials - General Ledger 6. Financials - Project Costing 7. Financials - Purchasing 8. HRMS - Benefits Administration 9. HRMS - Human Resources 10. HRMS - Payroll for North America 11. EPM - Planning & Budgeting

The County is currently using the Questica TeamBudget Capital V4.5.241.2 product provided by Questica Incorporated, Burlington, ON, Canada. This application is hosted on VMware V6.0 in a virtualized Microsoft Windows 2012R2 Server environment. The Questica TeamBudget Capital data resides in a Microsoft SQL 2008 database. An in-house developed PeopleSoft SQR provides the interface (data transfer) between Questica TeamBudget Capital and the County’s PeopleSoft Financials. The County shall implement the latest version of Oracle’s Public Sector Cloud Software packages. Washington County has executed an agreement for the following Oracle Software as a Service Products. Product provisioning in Oracle’s North America data center region has already been completed:

1. Oracle Fusion Financials Cloud Service (B69711) – 25 Hosted Named User 2. Oracle Fusion Self Service Procurement Cloud Service (B69721) – 200 100 Sessions

Monthly Capacity 3. Oracle Fusion Project Financials Cloud Service (B84628) – 10 Hosted Named User 4. Oracle Fusion Transactional Business Intelligence for Financial Cloud Service (B69716)

– 200 Hosted Named User 5. Oracle Fusion Inventory Management Cloud Service (B69729) – 10 Hosted Named User 6. Oracle Fusion Purchasing Cloud Service (B69717) – 10 Hosted Named User 7. Oracle Planning and Budgeting Cloud Service (B73946) – 100 Hosted Named User 8. Oracle Fusion Human Capital Management Base Cloud Service (B67288) – 1000 100

Sessions Monthly Capacity 9. Oracle Fusion Global Payroll Cloud Service (B67290) – 1000 Hosted Named User 10. Oracle Fusion Payroll Interface Cloud Service (B67292) – 1000 Hosted Named User 11. Oracle Fusion Time and Labor Cloud Service (B75365) – 1000 100 Sessions Monthly

Capacity 12. Oracle Additional Test Environment for Oracle Fusion Cloud Service (B84490) – 1 100

Sessions Monthly Capacity

The RFP was advertised on the State’s “eMaryland Marketplace” web site, in the local newspaper, on the County web site, and six (6) firms were provided direct mail notice of the issuance of the RFP. One hundred eighty-nine (189) persons/firms downloaded the RFP document from the County’s website. Six (6) firms responded with submittals. Qualifications & Experience/ Technical Proposals of three (3) of the firms were considered responsive, interviews were held with each firm’s team, and as a result the Price Proposals of two (2) of the firms were opened, evaluated, and an award recommended herein.

The Coordinating Committee was comprised of the Director of Information Systems (Committee Chairman Designee), Director of Budget & Finance, Deputy Directory of Budget & Finance, Director of Purchasing, Database Administrator (IT), Health & Human Services Benefits Administrator, and Systems Analyst (IT). DISCUSSION: N/A FISCAL IMPACT: Financial System Management & Upgrades (COM019) consisting of: Prior Year - $356,796; FY’17 - $490,000; FY’18 - $197,000; and FY’19 - $212,000 for a Total of $1,275,796.00. Future upgrades are automatic twice per year and consulting services will not be needed for the upgrades, thus an additional monetary savings. CONCURRENCES: As unanimously recommended by the Coordinating Committee that included Directors from the Divisions of Information Systems, Budget & Finance, Health & Human Resources and the Director of Purchasing ALTERNATIVES: Continue with on-site software that would require on-site consulting services to perform the next upgrade and all future upgrades at a considerable expense each time, also resulting in not having Oracle technical support in the near future which is why Oracle is strongly encouraging/promoting its customers to move to the “Cloud”. ATTACHMENTS: N/A AUDIO/VISUAL NEEDS: N/A