Explanation
BACKGROUND
This ordinance authorizes the City Auditor to contract with OnActuate Consulting US Inc. for professional services to support, maintain, and enhance the City’s financial system, Dynamics 365 Finance (D365). It also authorizes the expenditure of $675,000.00 for maintenance and support services and $450,000.00 from the Auditor Bond Fund for software capability enhancements, for a total of $1,125,000.00.
D365, developed by Microsoft, has served as the City’s financial system since January 1, 2021, supporting essential functions such as accounting, accounts payable/receivable, budgeting, cashiering, fixed assets, procurement, sealed bidding, and vendor management. It also serves as the primary data source for the City’s Annual Comprehensive Financial Report (ACFR) and debt issuance reports. Keeping this system fully operational, current, updated, and adaptable to evolving needs is critical to City operations.
OnActuate Consulting US Inc. will act as the City's designated Microsoft partner, filing support cases and assisting City staff with Dynamics updates, fixes, and feature applications. They will also provide consulting and technical expertise for the Auditor’s cloud environment in Azure, Point of Sale extensions, and Power Platform development with authorized access to the City’s environments, DevOps, and Visual Studio subscriptions. The City lacks the in-house staffing and expertise to manage these services or develop new system functionalities using Dynamics 365, Azure, and Power platform tools. These tools enable developers to extend system functionality, adjust the user interface, and implement custom business logic without altering the core application code. Having Microsoft certified and platform experienced professionals is essential for maintaining operational readiness and enhancing this critical system’s capabilities.
To procure these services, the City Auditor’s Office issued Request for Proposals (RFP#RFQ027970) in accordance with Columbus City Code Section 329.28. The RFP, released on October 28, 2024, sought proposals for professional managed support and consulting services for D365, Point of Sale (POS), Azure, and Power Platform. The contract includes a minimum of 2.25 FTEs for annual managed support, as well as capital-funded projects to extend D365, POS, and Power Platform capabilities on a time and materials basis at contract defined and discounted rates. The RFP was advertised in the City Bulletin, posted on the City’s Vendor Services website, and directly sent to registered vendors specializing in finance and accounting software.
A total of 510 vendors were solicited in the following Office of Diversity & Inclusion (ODI) classifications as follows:
|
ODI Certification |
Count of Solicited Vendors |
|
EBE |
15 |
|
MBE |
16 |
|
VBE |
2 |
|
WBE |
10 |
|
MAJORITY/Publicly held |
467 |
|
TOTAL |
510 |
A total of thirteen (13) responses were received by the proposal submission deadline of December 6, 2024, to the specified electronic destination in the Bonfire application. All offers were from majority owned, publicly traded, or minority/female owned companies certified from other jurisdictions outside of Franklin County and thus not eligible for ODI certification. The evaluation committee ranked all offerors based upon the criteria identified in the RFP- (1) The quality and feasibility of the offeror's technical proposal; (2) The ability of the offeror to perform the required service competently and expeditiously as indicated by the offeror's workload and the availability of necessary personnel, equipment and facilities; (3) The competence of the offeror to perform the required service as indicated by the technical training, education, and experience of the offeror’s personnel who would be assigned to perform the work (4) Past performance of the offeror as reflected by evaluations of the city agency, other city agencies, and other previous clients of the offeror with respect to such factors as quality of work, success in controlling costs, and success in meeting deadlines; and (5) Pricing for services.
The evaluation committee was comprised of three (3) members of the Auditor’s Office. Rankings by the evaluation committee of all thirteen offerors were as follows:
|
Company Name |
ODI |
Ranking |
|
OnActuate Consulting US Inc. |
MAJ |
1 |
|
Ellipse Solutions |
MAJ |
2 |
|
Illumina Technology Solutions |
MAJ |
3 |
|
Alineds |
MAJ |
4 |
|
DataNetiix Solutions |
MAJ |
5 |
|
Smart IT Pros |
WBE, MBE-Michigan |
6 |
|
Insight Public Sector |
Public |
7 |
|
Arctic Information Technology |
DBE-Alaska |
8 (tie) |
|
HSO Enterprise Solutions |
MAJ |
8 (tie) |
|
Reach International |
MAJ |
8 (tie) |
|
Tryfacta |
MAK |
8 (tie) |
|
Protiviti |
Public |
8 (tie) |
|
JJT Associates, LLC |
DBE, MBE Georgia |
8 (tie) |
The evaluation committee submitted its recommendation to the City Auditor for OnActuate Consulting US Inc. to select it as the highest rated offeror. The City Auditor accepted the recommendation.
The contract would be for a one (1) year term and include an option to renew annually for up to four (4) times, subject to annual appropriation and approval by Council. The scope of services for support and maintenance will be encumbered from the annual D365 operational budget and paid monthly. The scope of services for extension and technical enhancements will be funded from the Auditor’s Bond fund and defined by a Statement of Work (SOW) for each individual project. Estimates for the projects will be prepared by OnActuate using the contract rate card amounts for the various project roles necessary to conduct the statement of work and estimated hours on a time and materials basis. The City Auditor contract manager will approve each SOW estimate prior to any work commencing.
Fiscal Impact:
Funding of $675,000.00 is available in the Info Services Operating fund, Dept of Technology Operating subfund. Funding of $450,000.00 is available and appropriated within the Auditor’s Bond Fund, Fund 7783.
Contract Compliance:
OnActuate Consulting US Inc., CC#CC0048102, expires 7/3/2026, D365# 048102
Principal place of business: 10900 NE 4th ST Bellevue, WA 98004
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against OnActuate Consulting US Inc.
Title
To authorize the City Auditor to enter into agreement with OnActuate Consulting US Inc. ($1,125,000.00) for one year with four annual renewal options subject to Council approval and appropriation for supplemental professional support, consulting and technical services for D365, Azure, point of sale, and power platform; to authorize the expenditure of $675,000.00, from the Department of Technology operating fund; to authorize the expenditure of $450,000.00 from the Auditor’s Bond Fund; and to authorize the total expenditure of $1,125,000.00. ($1,125,000.00).
Body
WHEREAS, there is a need for professional support, maintenance, technical, functional, and best consulting services for the City’s financial management system and platforms;
WHEREAS, a Request for Proposal process was held in accordance with Columbus City Code, Chapter 329;
WHEREAS, proposals were received by the Auditor’s Office and the highest rated offerors were chosen in accordance with the criteria specified in the RFP bid Documents;
WHEREAS, is it necessary to authorize an expenditure in connection with this contract; and
WHEREAS, it has become necessary in the usual daily operation of the City Auditor’s Office to authorize the City Auditor to enter into contract with OnActuate Consulting US Inc. for professional services, NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor be and hereby is authorized to enter into contract for one year, and established with four single year renewal options subject to City Council annual appropriation and approval, with OnActuate Consulting US Inc. in the amount of $1,125,000.00 for professional services and resources related to supporting operations, consulting, and providing technical expertise for financial management system environment including D365, Azure, Point of Sale, and Power Platform.
SECTION 2. That the expenditure of $675,000.00, or so much thereof as may be needed is hereby authorized to be expended from Fund 5100 and subfund 510001 Dept. / Div. 47-02, Object Class 03, Main Account 63945, Program IT005 per the account codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $450,000.00, or so much thereof as may be needed is hereby authorized from fund 7783 (Auditor Bond Fund) Dept./Div. No. 22-01, Object Class 06, Main account 66530, Project P783002-100002 per the account codes in the attachment to this ordinance.
SECTION 4. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 6: That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund when said project has been completed and the monies are no longer needed.
SECTION 7. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.