REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: DENNIS JONES, Systems & Applications Manager
Information Services Department
SUBJECT
Title
Approve the award of a Cooperative Purchase Agreement to Mythics, LLC., for Oracle server and operating system support in the amount of $228,799.88 for a one-year term, with an annual renewal for two additional years, for a total amount not to exceed $830,000 for the three-year period.
Body
RECOMMENDATION
Staff recommends Council approve the Cooperative Purchase Agreement to Mythics, LLC., in the amount of $228,799.88 initially, in accordance with purchasing procedures set forth in Administrative Order 3-1; and authorize the Chief Information Officer to renew annually, provided the 3-year total does not exceed $830,000.00.
EXECUTIVE SUMMARY
ISD is seeking approval to enter into an agreement with Mythics, LLC. for Oracle server and operating system support. This provides on-site support for server hardware as well as technical support for server and operating system issues. The services shall be priced and purchased using a Cooperative Purchase Agreement as set forth in Administrative Order 3-1. ISD will be using a contract with Maricopa County through Omnia Partners (Contract 180233-002) (Original Government Contract) to complete this purchase.
BACKGROUND
The City has maintained Oracle server support for its group of servers supporting the PeopleSoft application. These are servers that currently support production HR and Payroll as well as a financials historical archive.
Because these servers are aging, they are subject to higher annual support increases and surcharges for aging hardware. The plan is to consolidate and sunset a large portion of these servers during 2026 and 2027 as the PeopleSoft application is upgraded and migrated to a cloud-based platform in 2027. This will reduce the amount we will need to pay toward this support.
The proposed agreement has undergone legal review and has been approved as to form by the City Attorney. The agreement includes updated insurance and indemnification provisions, as well as requirements for data security and confidentiality, in accordance with current City policies and applicable law.
ENVIRONMENTAL FINDINGS
By definition of the California Environmental Quality Act (CEQA) Guidelines Section 15378, the approval of this agreement does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was not implemented because a Cooperative Purchase Agreement is being used through another governmental agency.
FISCAL IMPACT
The funding for the proposed Service Agreement with Mythics LLC. is budgeted for in the Information Services Department’s SAM Fund. No additional fiscal impact is expected.
Attachment:
Cooperative Purchase Agreement