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37. 13082-CI, CGI/AMS 3.0 UPGRADE Approve the award of a Competition Impracticable firm fixed price contract with CGI Technologies and Solutions to implement an upgrade of the County’s current financial system to an Enterprise Resource Planning system and provide future operational support for a not to exceed price of $44,812,465.00 Maricopa County originally purchased its current financial system in 1989 under contract number 89426. The system was brought online July 1, 1993 and has been continuously used by the County since that time with minor upgrades. This contract will permit the County to upgrade its current mainframe based 2X version to CGI’s most current server based 3X version of its Enterprise Resource Planning system which includes finance, budget and procurement. In addition to implementation costs, the contract contains costs for ongoing software support and maintenance and hosting services which are operations costs and which will be budgeted through the annual County budgeting process. Implementation of CGI’s Enterprise Resource Planning system will integrate all financial, budget and procurement activities onto one platform. Currently, each of these functions uses different applications that do not effectively communicate with each other which makes data integration and reporting difficult and expensive. This will be the first time Maricopa County has had a fully integrated system that encompasses all three functions. CGI has notified Maricopa County that it will discontinue supporting and host the 2X version of its software effective September 2016. The following is a breakdown of implementation project costs and ongoing maintenance, support and hosting costs which represent the ten year total cost of ownership for this system. Upgrade Project Costs Software Licenses $ 1,651,261 Implementation Services $20,567,370 Total Project Costs $22,218,631 Ongoing System Costs Software Support and Maintenance $ 9,344,941 Managed Advantage Hosting Services $13,248,893 Operational Costs $22,593,834 Total Contract Coast $44,812,465 (C-73-14-015-3-00)

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Vote: approved

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69. CHANGE ORDER TO SERIAL 13082-CI WITH CGI TECHNOLOGIES AND SOLUTIONS INC. Approve Change Order No. 3 to Serial 13082-CI with CGI Technologies and Solutions Inc., for the purchase of additional training services for the CGI Enterprise Resource Planning application in the amount of $991,896 for a new contract cost of $45,804,361, and a new project cost of $28,491,862. On October 23, 2013 the Board of Supervisors approved a ten year fixed price contract with CGI Technologies and Solutions Inc., for hosting, implementation and ongoing support services to upgrade the County’s current financial system to an Enterprise Resource Planning system for a not to exceed price of $44,812,465. This request is to provide funding to engage CGI Technologies and Solutions Inc. to provide end user training on financial and procurement system functionality. It is currently estimated that to successfully bring the new system live on July 1, 2016 will require a minimum of 2,425 training seats in various functional areas. After analyzing the available County resources necessary to provide this training, it has been determined that sufficient internal resources do not exist to provide this training as close to the go live date as possible to assure end users retain this knowledge. Maricopa County originally purchased its current financial system in 1989 under contract number 89426. The system was brought online July 1, 1993 and has been continuously used by the County since that time with minor upgrades. Implementation of CGI’s Enterprise Resource Planning system will integrate all financial, budget and procurement activities onto one platform. Currently, each of these functions uses different applications that do not effectively communicate with each other which makes data integration and reporting difficult and expensive. This will be the first time Maricopa County has had a fully integrated system that encompasses all three functions. Revenue above forecasted levels in 2015 and an increase in revenue in FY 2016 budgets for the Office of Procurement Services contracting activities and Department of Finance other revenues will be utilized to fund the cost of this change order. (C-73-14-015-3-01)

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Vote: approved

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A-3. AMENDMENT AND CHANGE ORDER TO SERIAL 13082-CI WITH CGI TECHNOLOGIES AND SOLUTIONS INC. Approve the following: a) An amendment with CGI Technologies and Solutions Inc., for contract 13080-CI to renew the hosting services portion of the contract for a six (6) year period to June 30, 2030. The contract overall end date will be extended for seven years to coincide with this date and sync up dates for the contract. The hosting services original effective date was on October 1, 2014 and was moved to July 1, 2016 to match the go-live date. -Current Contract Total $46,192,461 -Cost for the 6 year hosting Amendment $11,936,259 -New Contract Total with Amendment $58,128,720 b) Change Order No. 7 to Serial 13082-CI with CGI Technologies and Solutions Inc., for the purchase of additional post go-live support services in an amount not-to-exceed $1,230,750. -Current Contract Total with Amendment $58,128,720 -Cost for Change Order No. 7 $ 1,230,750 -New Contract Total with Change Order #7 $59,359,470 c) Approve an increase to the Enterprise Resource Planning Project by $1,230,750, taking the total project from $28,491,857 to $29,722,607. Also approve the transfer of NTE $1,230,750 from the General Fund (100) to the General Fund Technology Capital Improvement Fund (460) to pay for this increase and d) Decrease the General Fund (100) Non Recurring Non Project (1001) detail budget in the line “Unreserved and General Contingency” (4711) by NTE $1,230,750; e) Increase the General Fund (100) Non Recurring Non Project (1001) detail budget in the line Transfers Out (4715) by NTE $1,230,750 for the Transfer Out. Also, pursuant to A.R.S. 42-17106(B), approve the transfer of expenditure authority in the FY 2017 Non Departmental (470) budget by approving the following budget adjustments: f) Increase the County Improvement Fund (440) Enterprise Resource Planning System (ERPS) expenditure appropriation by NTE $1,230,750, from 6,453,753 to NTE $7,684,503. g) Increase the General Fund Technology Capital Improvement Fund (460) Non Recurring Non Project (1001) revenue appropriation by NTE $1,230,750 for the Transfer In. h) Approve the offsetting adjustments to the Eliminations (D980) Eliminations Fund (900) Non Recurring Non Project Expenditure and Revenue budget. These actions will have a net impact of zero on the FY 2017 Revised Budget. This action is subject to the approval of the County Attorney's Office of the final form of the Amendment and Change Order documents. On October 23, 2013 the Board of Supervisors approved a ten year fixed price contract with CGI Technologies and Solutions Inc., for hosting, implementation and ongoing support services to upgrade the County’s current financial system to an Enterprise Resource Planning system for a not to exceed price of $44,812,465. Maricopa County originally purchased its current financial system in 1989 under contract number 89426. The system was brought online July 1, 1993 and has been continuously used by the County since that time with minor upgrades. Implementation of CGI’s Enterprise Resource Planning system will integrate all financial, budget and some procurement activities (outside Bidsync functionality) onto one platform. Currently, each of these functions uses different applications that do not effectively communicate with each other which makes data integration and reporting difficult and expensive. (C-73-14-015-3-02)

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A-4. 13082-CI, CGI/AMS 3.10 UPGRADE, AMENDMENT 3 Approve Amendment #3 to contract 13082-CI, CGI/AMS 3.10 Upgrade, Section 1.3, ANNUAL MAINTENANCE, to extend the coverage from September 2023 to June 2031. Exhibit A, PRICING, Section 1.3, is amended to show the extended period. The cost of the additional 7 years and 9 months of coverage is $9,262,086.00. (C-73-14-015-3-03)

Vote — approved

Steve Gallardo	abstain
Jack Sellers	abstain
Bill Gates	abstain
Clint Hickman	abstain
Gallardo PZ	yes
and Clint Hickman	yes
Steve Chucri	yes

69.CGI/AMS UPGRADE (AMENDMENT #5) (13082-CI)Approve Amendment #5 to the Contract (13082-CI) between CGI Technology and Solutions, Inc. (CGI) and Maricopa County which increases the Contract authorized limit by $23,014,000. The purpose of this Amendment is for CGI to furnish all services, labor, goods, materials, supplies, equipment and other incidentals necessary for the continued upgrade and maintenance of the CGI Advantage ERP System through the Contract expiration date of June 2031. (C-73-14-

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69. CGI/AMS UPGRADE (AMENDMENT #5) (13082-CI) Approve Amendment #5 to the Contract (13082-CI) between CGI Technology and Solutions, Inc. (CGI) and Maricopa County which increases the Contract authorized limit by $23,014,000. The purpose of this Amendment is for CGI to furnish all services, labor, goods, materials, supplies, equipment and other incidentals necessary for the continued upgrade and maintenance of the CGI Advantage ERP System through the Contract expiration date of June 2031. (C-73-14-015-3-06)

Attachments (1)