TO: AC Transit Board of Directors
FROM: Michael A. Hursh, General Manager/Chief Executive Officer
SUBJECT: Single Source Contract with Prophix Software, Inc
ACTION ITEM
AGENDA PLANNING REQUEST: ?
RECOMMENDED ACTION(S):
Title
Consider authorizing the General Manager to execute a single source contract with Prophix Software, Inc., to provide continued services and technical support for the District's budget system for a term of five (5) years.
Staff Contact:
Chris Andrichak, Chief Financial Officer
Body
STRATEGIC IMPORTANCE:
Goal - Financial Stability and Resiliency
Initiative - Financial Efficiency and Revenue Maximization
Maintain Financial Stability and Resiliency for the District by continuing the facilitation of budget development, budget reporting, and budget analysis using Prophix.
BUDGETARY/FISCAL IMPACT:
Prophix Software, Inc. provides the District with secure technology for compiling operating budgets, comprehensive and custom reporting capabilities, and PeopleSoft Integration at a cost of $1,039,449 over the next five (5) years, from March 1, 2024 to February 28, 2029.
The following cost proposal includes a 16% increase for the first year (from $162,500 to $188,114) and capped increases of 5% each year thereafter.
* Current: $162,500
* Year 1: $188,500
* Year 2: $197,520
* Year 3: $207,396
* Year 4: $217,766
* Year 5: $228,654
* Total: $1,039,449
The 16% increase in the first year is "catchup" for fees and inflation as the annual payments were unchanged at $162,500 for the past 3 years. Annual increases for the next four years are capped at 5%.
BACKGROUND/RATIONALE:
The District requires a versatile solution for compiling and reporting budget data. In 2018, the District selected Prophix Software, Inc. through a competitive solicitation process. In 2021, the Board approved staff's recommendation for a three (3)-year single source contract extension with Prophix Software, Inc, which critically enabled collaborative and effective...
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