Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 26-145, approving and authorizing execution of the Agreement for Professional Services with IBM Corporation for Enterprise Resource Planning Solution (ERP) Implementation Services
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Tom Teigen 3/19/26
PURPOSE: The purpose of this ECAF is to approve and authorize execution of the Agreement with IBM Corporation for implementation services supporting the County’s transition to the Oracle Fusion Enterprise Resource Planning (ERP) platform.
BACKGROUND: The County acquired software licensing for the Oracle Fusion ERP platform from Oracle in 2025. Due to the complexity of the implementation, the County requires comprehensive professional services to configure, implement and operationalize Oracle Fusion to support the County’s financial, human resources and related administrative functions across all County Departments and Junior Taxing Districts (JTDs). The agreement results from a competitive RFP process and subsequent negotiations conducted in accordance with procurement requirements. The County published RFP-25-0417BC to solicit proposals from qualified vendors to provide Oracle Fusion ERP implementation services. Consistent with procurement policy, the County entered negotiations with the highest-ranked proposer. Despite multiple discussions, the parties were unable to reach agreement on a contract that aligned with the County’s needs and negotiations concluded without agreement. The County then initiated negotiations with the next-highest ranked proposer. The County successfully completed contract negotiations with IBM Corporation, resulting in a service delivery model that aligns with the County’s implementation strategy, overall project budget, risk tolerance, governance structure and operational requirements, paired with optional services that provide flexibility to address operational needs that commonly arise in similar implementation efforts. The negotiated agreement includes: Base implementation and design services • Oracle Fusion system configuration for Financials and Human Capital Management • Data migration and integration services • System testing and validation • Knowledge transfer, training and project documentation • Implementation support through phased system go-live Optional Services the County may authorize as needed • Additional hours reserved for complex reporting or design work • Archive and migration of historical financial and HR data into integrated Oracle data analytics platform • Configuration of additional inventory management functions • Ongoing guided application support and technical advisory services following go-live • Testing and validation support for Oracle’s quarterly software updates The cost for all services, including initial implementation of the system in multiple phases through go-live, and including optional services that may be added during implementation, is expected to be $15,066,252 plus applicable sales tax over the initial five-year term of the Agreement. The Agreement allows for up to two (2) one-year optional extensions for ongoing services. The final negotiated agreement reflects a competitive procurement process and a structure that best meets the County’s operational requirements, enabling the agency to proceed with Oracle Fusion implementation while maintaining appropriate cost controls and flexibility for long-term future system support. Expedited handling of this ECAF is requested by the end of March in order for the County and IBM to proceed with immediate project kick-off and service delivery beginning April 2026.
FISCAL IMPLICATIONS:
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EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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505-52146004109 |
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$15,066,252 |
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Plus applicable sales tax |
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TOTAL |
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$15,066,252 |
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REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
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TOTAL |
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DEPARTMENT FISCAL IMPACT NOTES: Funding required for implementation services under this agreement is authorized in the IT Department’s approved 2025/2026 biennial budget and supplemental project funding will be included in the IT Department rates as a part of the 2027/2028 biennial budget request.
CONTRACT INFORMATION:
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ORIGINAL |
X |
CONTRACT# |
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AMOUNT |
$15,066,252 plus applicable sales tax |
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AMENDMENT |
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CONTRACT# |
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AMOUNT |
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Contract Period
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ORIGINAL |
START |
Upon execution |
END |
Five years from execution |
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AMENDMENT |
START |
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END |
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OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Stephanie Rousseau 3/19/26), Finance (Nathan Kennedy 3/19/26), and Prosecuting Attorney as to form only (Rebecca Wendling 3/18/26)