Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve additional expenditures under contract for warehouse inventory software and equipment with Barcode and Mobile Inventory Systems Group in an amount not to exceed $100,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The Utilities Services Warehouse (the “Warehouse”) has an ongoing need for automation and modernization of its fixed asset inventory and reconciliation processes. The Warehouse is currently reliant on paper and manual procedures during day-to-day operations and when conducting the annual physical inventory. Automating the collection of assets utilizing bar codes, RFID tags, and mobile scanning devices and exporting and posting scanned and/or reconciled data directly into the City’s Tyler Munis ERP (“Munis”) system will not only enable Warehouse staff to automate and digitize inventory audit trails, but will also increase efficiency, transparency, and accuracy in inventory management; thereby streamlining operations and improving overall performance.
Barcode and Mobile Inventory (“BMI”) Systems Group is an authorized partner with Tyler Technologies, Inc. and certified to integrate with the Munis ERP system. In early 2022, Information Technology began working with BMI Systems Group and Tyler Technologies for the customization and development of an inventory and asset management system compatible with the City’s existing Munis ERP system. In May of 2022, Information Technology was procured initial hardware, software, and integration services from BMI Systems to initiate the development and integration process.
FINDINGS AND CONCLUSIONS:
To date, the City has expended $48,886 under its contract with BMI Systems Group (ITS/220427) for software and equipment related to the warehouse barcoding project, which is the sum of the following purchases:
• $5,365 for software development services;
• $4,611 for scanning equipment needed for testing phase; and
• $38,910 for post-implementation scanning device purchases.
Information Technology now needs to process a change order to add an additional $2,214 to ITS/220427 to cover the following additional purchases related to the warehouse barcoding project:
• $1,180 for phone support, maintenance, and upgrades for inventory communicator and Munis V2 Collect It; and
• $1,034 for barcode printing system, ribbons, and labels.
Information Technology requests approval for a total contract expenditure not to exceed $100,000 to ensure that adequate funds are available in the event that modification are necessary for additional software development, equipment, or post-go-live support.
FISCAL IMPACT:
Funds for the initial purchases are budgeted in FY23 account # 457-032-603-531-68-68010. Any additional funds will be budgeted in the same account for future fiscal years.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
N/A. The approved terms and conditions of the City’s Purchase Order will govern this purchase.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny