Title
Financial Reporting Software - Requirements Contract - RFP 19-056 (Ordinance S-46025)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with IGM Technology Corp. to purchase financial reporting software for the Finance Department. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City of Phoenix Finance Department Financial Accounting and Reporting (FAR) Division administers the preparation of the City’s Comprehensive Annual Financial Report (CAFR) document development. The report is strictly governed in both its content and submission process. This annual process begins before the close of the fiscal year and takes months to produce. The City issues the CAFR within 180 days subsequent to fiscal year end.
The goals and objectives of this project to replace the current software include: 1) facilitate process improvement to shorten the time to prepare the CAFR in order to provide more timely information to readers; 2) increase efficiency in the compilation of the CAFR; 3) improve accuracy through data integration; and 4) improve quality through desktop publishing capability.
IGM Technology Corp. will provide the Gravity cloud-based software solution. All services including but not limited to implementation, configuration, support and training for City users will be provided by IGM Technology Corp. The Gravity software solution provides Systems Applications and Products (SAP) to CAFR system interface, scalability allowing multiple users to work on the CAFR at one time, ease of use and navigation, access to collaborate and work on very large documents and provides workflow/project management for scheduling, reviewing, commenting, various reporting and an audit log.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
RFP 19-056 was conducted in accordance with Administrative Regulation 3.10. Four offers were received by the Procurement Division on March 15, 2019. One offer was deemed non-responsive.
An evaluation committee comprised of three voting members and two subject matter experts evaluated the offers. The offers were evaluated based on the following criteria: Business Requirements (300 points), Pricing (250 points), Method of Approach (250 points) and Qualifications, Experience and References (200 points). The evaluation committee determined that two firms were within the competitive range and both firms were invited to participate in demonstrations. After demonstrations concluded, the evaluation committee reached consensus to move forward with the Best and Final Offer (BAFO) process. After the BAFO process, the evaluation committee recommended awarding a contract to IGM Technology Corp. The offerors and their final scores are as follows:
IGM Technology Corp.: 935 points
Phoenix Business Consulting: 733 points
Thales Consulting: 558 points
The Deputy Finance Director recommends that the offer from IGM Technology Corp. be accepted as the highest scored, responsive and responsible offeror.
Contract Term
The five-year contract term shall begin on or about Oct. 1, 2019, and end on Sept. 30, 2024.
Financial Impact
The aggregate contract value will not exceed $114,000 (including applicable taxes). Funds are available in the Finance Department's Operating budget.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.