TO: AC Transit Board of Directors
FROM: Michael A. Hursh, General Manager
SUBJECT: Ellipse Hosting and Professional Services Contract Extension
ACTION ITEM
RECOMMENDED ACTION(S):
Title
Consider authorizing the General Manager to approve a one-year extension of District Contract 2015-1331 for Ellipse Hosting, Upgrade, and Professional Services.
Body
STRATEGIC IMPORTANCE:
Goal - Financial Stability and Resiliency
Initiative - Infrastructure Modernization
The District's Enterprise Asset Management (EAM) System, Ellipse, is a private cloud-based system hosted by AddOns Inc. The current contract for these services expires on June 30, 2020.
District staff desires to extend the contract for an additional year to permit staff time to complete the pending upgrade to Ellipse 9.x. Upon completion of the upgrade, the District will be able to begin migration to a new hosting solution.
An additional year will also permit District staff adequate time to conduct a competitive solicitation for a new multi-year hosting contract. The Ellipse platform connects with many mission-critical operational software systems in the District and provides vital data elements. This is a core technology platform used throughout the District and needs to be continually operational for 24/7 maintenance operations.
BUDGETARY/FISCAL IMPACT:
The proposed one-year extension plus the upgrade is estimated to cost the District approximately $465,000.00 over a 12-month period.
The Ellipse hosting services of $265,000.00 will be funded in the FY2020-2021 Innovation and Technology (IT) Department operating budget. The upgrade project will be funded from the capital budget using Federal Transit Administration (FTA) State of Good Repair grant funding and District matching funds. The existing project budget of $200,000.00 is sufficient to upgrade Ellipse.
Upgrade Funding Source
FTA - State of Goods Repair Grant $160,000.00 (80.00%)
District Match $40,000.00 {20.00%)
Total Upgrade Fund...
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