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Approve a contract with Rimini Street, Inc for $563,741 for the period of February 6, 2024 through February 5, 2027 to upgrade and migrate PeopleSoft to the cloud environment; Approve a contract with Navisite LLC for the period of February 6, 2024 through February 5, 2027 for $566,100, to be the Hosting and Managed Services provider for PeopleSoft on the cloud environment; and Authorize the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999 for each contract
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Information Technology recommends that the Board of Supervisors:
1. Approve a contract with Rimini Street, Inc for $563,741 for the period of February 6, 2024 through February 5, 2027 to upgrade and migrate PeopleSoft to cloud environment;
2. Approve a contract with Navisite LLC for the period of February 6, 2024 through February 5, 2027 for $566,100, to be the Hosting and Managed Services provider for PeopleSoft on the cloud environment; and
3. Authorize the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999 for each contract.
SUMMARY/DISCUSSION:
Solano County has been using the PeopleSoft platform for its human resources, payroll processing, and benefit tracking since the 1990s. However, parts of the current system are at or nearing end-of-life and require update. To address these challenges, DoIT recommends that the Board approve contracts for the vendors Navisite and Rimini Street for the following services:
• Rimini Street will provide PeopleSoft support services including product support, product fixes, tax legal and regulatory updates, installation support, interoperability support, performance tuning support, archiving assistance, and upgrade PeopleSoft to the latest PUM and PeopleTools to 8.60. Rimini Street will also migrate PeopleSoft to Navisite's cloud.
• Navisite will be the Hosting and Managed Services provider. This move will improve service availability, address our skill gaps with PeopleSoft, ensure support and cover our Business Continuity Management risk by having a disaster recovery environment. This transition will also improve operations and reduce budgetary expenditure for the county.
The other benefits of moving to Navicloud hosting and managed services means the County does not have to set up any machines-the management, patching, backup are all taken care of for the County by Navisite. Ultimately, the re-platforming to the cloud will allow the County to focus on its business needs and the effective use of the platform.
FINANCIAL IMPACT:
The total cost for Rimini Street and Navisite contracts equal $476,497 for FY2023/24. This includes one-time costs of $149,825 to Rimini Street for data migration and a PeopleSoft upgrade and on-going annual costs of approximately $137,972 to Rimini Street and $188,700 to Navisite. The on-going total annual subscription fees are estimated at $326,672 and provide PeopleSoft annual support and managed cloud and application services.
There are sufficient budget appropriations in DoIT’s FY2023/24 Working Budget, and future annual renewals will be budgeted in future fiscal years.
ALTERNATIVES:
The Board could choose not to approve these contracts; however, this is not recommended. By approving these contracts, the PeopleSoft hosting and managed services will be moved to the cloud aligning with DoIT's organizational transformation objectives and ensuring crucial technical and infrastructure support.
OTHER AGENCY INVOLVEMENT:
The County’s Administrator’s Office and Human Resources have reviewed this request and County Counsel has reviewed and approved as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION