The URL can be used to link to this page

Home My WebLink AboutR-2005-160 Sigma Data Systems Applicant Management System - Sole Source PurchaseRESOLUTION NO R-2005-160 A RESOLUTION authorizing the purchase of the Enterprise Edition of the Sigma Data Systems Applicant Management System as a sole source without calling for bids. WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 generally require that purchases in excess of $25,000 be done by competitive bid, subject to certain exceptions; and WHEREAS, the law recognizes a "sole source purchase" exception from bidding requirements, when due to the uniqueness of the product to be purchased and the fact there is only one source for the product, it would be futile to utilize competitive bidding; and WHEREAS, the City of Yakima currently licenses the Professional Edition of an Applicant Management System from Sigma Data Systems, Inc.; and WHEREAS, Sigma Data Systems has developed an Enterprise Edition of the Applicant Management System; and WHERAS, the Enterprise Edition provides many additional features that will greatly benefit the Human Resources Division such as work flow control to manage complex recruitments, computerized interest cards, web -based functionality that facilitates on-line job applications, automated archiving of the recruitment and hiring process, and a built-in Application Programming Interface to automate transfer of data from the applicant tracking system to the City's Payroll/Personnel system; and WHEREAS, Sigma Data Systems, Inc. owns the rights to and is the sole marketer of the City's existing Professional Edition Applicant Management Systems and the Enterprise Edition Applicant Management System; and WHEREAS, Sigma Data Systems, Inc. is wiling to provide the upgrade license, four additional end user licenses, and migration services consisting of eight days of implementation and training services, in accordance with the terms and conditions of the attached software license agreement, including a purchase price of $27,800; and WHEREAS, the City Council finds it would be futile to call for bids regarding the Enterprise Edition license upgrade and migration services as the software is offered solely by Sigma Data System, Inc.; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to authorize execution of the attached software license and services agreement with Sigma Data Systems, Inc. for the purchase of said Enterprise Editions license upgrade and migration services, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized to purchase the Enterprise Edition of the Sigma Data Systems Applicant Management System and acquire implementation services as a sole source purchase without calling for bids. ADOPTED BY THE CITY COUNCIL this 18th day of October, 2005. Paul P. George, : yor ATTEST: City Clerk BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting Of 10/18/05 ITEM TITLE: Sole Source Resolution for Applicant Management System - Enterprise Edition SUBMITTED BY: Rick Pettyjohn, Information Systems Manager CONTACT PERSON/TELEPHONE: Rick Pettyjohn, Info Systems Mgr - 575-6098 Archie Sutton, Human Resources Mgr - 575-6124 Carol Maples, Civil Service Examiner - 576-6619 SUMMARY EXPLANATION: The City of Yakima's Human Resources division has been using an applicant tracking system for several years to facilitate the City's recruiting and hiring process. The system is the Professional Edition of the Applicant Management System developed and marketed by Sigma Data Systems, Inc. of Tucson, Arizona. Sigma Data Systems has released an Enterprise Edition that provides many additional features that will greatly benefit Human Resources such as work flow control to manage complex recruitments, computerized interest cards to help match potential employees with openings, web -based functionality that facilitates on-line job applications, automated archiving of the recruitment and hiring process, and a built-in Application Program Interface to automate the transfer of employee data from the applicant tracking system to the City's Payroll/Personnel system The total cost of this upgrade including four additional user licenses, the new software and eight days of implementation and training services is $27,800. The funds for this system upgrade are included in the 2005 Information Systems Professional Services account. Resolution XX Ordinance Other (Specify) Contract Mail to (name and address): Phone: Funding Source General Fund/Information Systems Budget APPROVED FOR SUBMII"IAL: " :�� _ t City Manager STAFF RECOMMENDATION: Adopt Resolution BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2005-160 Because Sigma Data Systems, Inc. owns the rights to and is the sole marketer of this Enterprise Edition, it would be futile to call for bids. Therefore, the staff respectfully requests that the Yakima City Council approve the attached Resolution authorizing the purchase of the Enterprise Edition of the Sigma Data Systems Applicant Management System as sole source without calling for bids. 6367 E Tanque Verde Rd., Suie I I U `Sigma A division of CPS Human Resource Services Ms. Sharon Brown Senior Analyst, Information Systems City of Yakima 129 N. Second Street Yakima. WA 98901 Dear Ms. Brown: The smart software. August 12, 2005 Thank you for your phone call this morning. As you requested, I am sending along this quotation to upgrade the City from the Sigma 5 Applicant Management System Professional Edition (AMS 5 PE) to the Enterprise Edition (AMS 5 EE). Item Price Base system license upgrade to AMS 5 EE (includes one new licensed user for web components): $ 20,000.00 Four additional user licenses upgraded at $ 500.00 each: 2,000.00 Total software license cost: $ 22,000.00 10% current customer discount (if on support): (2,200.00) Discounted software license cost: $ 19,800.00 Three days of on-site pre -implementation analysis @ $1,000.00 per day X: 3,000.00 Five days of on-site training at $ 1,000.00 per day 'Y: 5,000.00 Upgrade to AMS 5 EE Extended Technical Support (12 months) X: No charge - Total estimated cost: $ 27,800.00 . This is an estimated number of training days necessary for Web tools -focused AMS 5 EE implementations. Depending on which additional AMS 5 EE features the City desires to use as the implementation evolves, more or less training may be required. F These items are offered at special rates based on incentives we are currently offering. These incentives save the City approximately $9,210.00 off our standard pricing and are good for purchase commitments received prior to December 31, 2005. In addition to these savings, the City may elect to pay the pre - implementation and training costs plus one-third of the software license costs in the first year, and then pay the additional two-thirds of the software license costs in the second and third year following implementation of AMS 5 EE. If the City selects this two- or three- year payment option, an Extended Technical Support (ETS) agreement ($6.760.00) will be required during each year payment is extended. ETS is normally optional, though highly recommended. This estimate is based on your current Sigma Software License Agreement and is our guarantee that the price to the City for AMS 5 EE will not exceed that shown herein within the period covered under this proposal, as long as the City maintains a Sigma Extended Technical Support agreement. All discounts shown are only valid for direct purchases, and are void if an RFP process in required. This proposal is valid until December 31, 2005. Thank you for your continued use and support of Sigma software. If you have any further questions, please call me at (800)677-1275. 1'11 be glad to help. Very Truly Yours, Troy Wintersteen Manager of Sales and Marketing From: Choy, Corinne Sent: Friday, September 26, 2014 1C1:34 AM Subject: RE: R-2005-160 - Sigma Data Systems Enterprise Edition License/migration contract PO 05-9946 was created in October 200.5 for the purchase of the Enterprise version of Sigma. Here is a screen shot of the PO. I do not have the software license or services agreement tir�ith Sigma Data Systems. 1 am attaching what documents we have on file. 09:46:56 Sep 26 2014 PURCHASE ORDER DETAIL INQUIRY PURCHASE ORDER. BUYER NUMBER .. UENDOR NUMBER . REQUISITION ... STOCK NUMBER .. DESCRIPTION ... WORK ORDER .... EQUIPMENT NO .. ACCOUNT NUMBER. COMMODITY CODE EMB DATE REQUIRED SCHED DELIUERY INSPECTION REQD TAX CODE DELIUER TO GENERAL NOTES 05-09946 DATE: 10/26/05 1 SUSAN OIJMBY BLANKET: 09773 SIGMA DATA SYSTEMS INC CLOSED BY: M DELP 14240 LINE: 1 QTY RCUD: 1 LINE 1 OF 1 DIRECT (CLOSED 12/21/05 RECEIUED) Upgrade to Enterprise version of the Sigma Applicant Management system (AMS 5 EE) to include: License upgrade to AMS 5 EE, four additional licenses upgrade, three days pre -implementation +analysis, fine days on-site training, and PROD NO. CREW ID. IS1 052631-51880410 IS DATA PROCESSING CENTER, PROF SUCS M UNIT MEASURE 10/21/05 COMUERSION 10/21/05 QTY REQUIRED N UNIT PRICE .. M TAX EXEMPT Information Systems Sole Source Resolution R-2005-160 approved the City Council on 10/18/05 WHICH? (E=EXIT,R=RTN,SD=SCRL DSC,L#=LM,D=DP REQ,I=AP INQ) .I 1 PURCH ISSUE EA EA 1 TO 1 1 1 26800.00000 by