|
TO: |
Board of Trustees |
|
THROUGH: |
Jay Fox, Executive Director |
|
FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
|
PRESENTER(S): |
Kyle Brimley, IT Director |
|
|
|
TITLE:
title
Contract: JD Edwards Support (Allari, Inc.)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute contract 25-03935and associated disbursements with Allari, Inc. for Enterprise System support services to engage in a support services contract for the amount of $232,875.00, which covers one (1) base year and two (2 )one (1) year options.
BACKGROUND:
The Information Technology Department seeks approval to engage Allari in a one-year contract, with the option to renew for two (2) 1-year extensions, for enterprise system support, primarily supporting JD Edwards, Cloud Inventory (formerly known as DSI), and other related applications.
This contract provides additional resources in the event that staff JDE Developers are unavailable. The contract can also be used to assist with the Enterprise Asset Management (EAM) integration as well as the WorkDay Integration. Allari has worked with UTA’s JD Edwards and Cloud Inventory systems in the past and is qualified to perform the work. Additionally, Allari has a comprehensive understanding of UTA’s systems.
Currently, it is estimated that Allari’s team will assist with the following:
• As-needed support for Cloud Inventory which will eventually be replaced by the new Trapeze EAM System.
• Quarterly Security Patching.
• Addressing current system customizations and reversing customizations to implement standard JDE Functionality.
• General Training and Support.
• Currently not Collectable (CNC)/Functional Support for Accounting, Payroll, Accounts Payable, and Purchasing.
The contract with Allari will allow for approximately 549 hours of support per year.
A competitive bid was issued through UTA’s Procurement department with Allari winning the low bid award. The contract covers March 1, 2025, through February 28, 2028, representing one (1) base year and two (2) one-year options.
DISCUSSION:
UTA Staff is requesting approval of contract 25-03935 to Allari, Inc. to provide additional resources to assist IT with JD Edwards, Cloud Inventory and related systems, the Trapeze EAM implementation, as well as other integrations in the amount of $232,875. Additionally, this contract gives UTA access to a Cloud Inventory Developer to maintain UTA’s Cloud Inventory System, which will sunset once the Trapeze EAM is integrated.
UTA has contracted with Allari, in the past, and they have a team of developers that is familiar with UTA systems.
The contract includes:
• As-needed support for UTA’s Cloud Inventory estimated at 8 hours a month.
• Security patch installation estimated at 15 hours a month.
• Promoting code into production is estimated at 3 hours a month.
• General support is estimated at 35 hours a month.
• This is a one-year contract for $77,625, with the option of two (2) one-year renewals, for a total contract value of $232,875.
• Contract covers March 1, 2025 - February 28, 2028.
CONTRACT SUMMARY:
|
Contractor Name: |
Allari, Inc. |
|
Contract Number: |
25-03935JD |
|
Base Contract Effective Dates: |
April 1, 2025 - March 31, 2026 |
|
Extended Contract Dates: |
April 1, 2026 - March 31, 2028 (two (2) 1-year options) |
|
Existing Contract Value: |
N/A |
|
Amendment Amount: |
N/A |
|
New/Total Contract Value: |
$232,875 (Base year plus 2 1-year options) |
|
Procurement Method: |
RFP |
|
Budget Authority: |
Approved 2025 Operating Budget & Capital Budget |
|
|
|
ALTERNATIVES:
UTA’s IT Department would assume the work. This would risk adequate Cloud Inventory support, delays in JD Edwards issue response times, and other project delays, including WorkDay and Trapeze implementation.
FISCAL IMPACT:
The approved budget includes funding for the contract with Allari, with costs allocated across both Operating and Capital budgets to ensure financial alignment.
The total contract value is $232,875.00, distributed over multiple fiscal years as follows:
• 2025 Budget: $58,218.75 (Remaining 9 months of 2025)
o $50,000.00 from Capital Expenditure 40-2173.65000.5009 (Project ICI173)
o 8,218.75 from Operating Expenditure 5240.50339.90
• 2026 Plan and Budget Request: $77,625.00
o $50,000.00 from Capital Expenditure 40-2173.65000.5009 (Project ICI173)
o 827,625.00 from Operating Expenditure 5240.50339.90
• 2027 Plan and Budget Request: $77,625.00
o $50,000.00 from Capital Expenditure 40-2173.65000.5009 (Project ICI173)
o 827,625.00 from Operating Expenditure 5240.50339.90
• 2028 Plan: $19,406.25 (Through February 28)
o $19,406.25 from Capital Expenditure 40-2173.65000.5009 (Project ICI173)
All funds will be sourced from the approved Department of Information Technology budget.
Ongoing Costs & Financial Considerations:
• No additional funding sources (e.g., grants, external contributions) are secured for this purchase.
• This investment is expected to reduce manual processing costs and improve operational efficiency, leading to long-term cost savings.
• Future funding requests may be required to renew licenses beyond the March 2028, contract expiration.
ATTACHMENTS:
• Contract: JD Edwards Support (Allari, Inc.)