RFP No. 2025-0282-BR for a one (1) year contract with four (4) one-year city optional renewals for JD Edwards Support for Technology Solutions from GSI, Inc. in the estimated amount of $429,200 and PeopleSoft Support from HyperGen, Inc. in the estimated amount of $984,500 for a combined total amount of $1,413,700; and authorizing the City Manager to execute all necessary documents. Approved

In March of 2019, a contract was awarded to Remote Services, Inc. for a total of 5 years, renewable with a year-by-year agreement.  The five-year total dollar value for this procurement was $1,440,000 paid for out of the Maintenance Agreements Account (6313) from the Technology Fund (066). Payments were to be made monthly in the amount of $24,000, equaling $288,000 per year, to support both JD Edwards and PeopleSoft.

The City of Plano uses Oracle’s JD Edwards and PeopleSoft platforms to perform business functions including Finance, Procurement, Payroll, Human Resources, and Utility Billing. To maintain these systems, the City seeks a vendor to provide technical and functional support for break-fix services, patching, upgrades, and performance optimization. JD Edwards and PeopleSoft require a managed support partner to ensure system stability, security, and compliance with industry standards.

Without additional support, the City introduces operational risks to both financial and human resources operations. Any lapse in availability could delay processes such as payroll, disrupt employee benefits enrollment, hinder procurement and payment functions, and affect the City’s ability to manage utility billing and reporting. Additionally, failing to apply timely security updates or patches could expose the City to cybersecurity vulnerabilities and compliance risks. Another peripheral risk is the complexity of integrations across JD Edwards and PeopleSoft; unsupported issues could escalate into system downtime, causing service interruptions that directly affect employees, residents, and vendors. Maintaining a dedicated and qualified support partner mitigates these risks by ensuring timely issue resolution, secure operations, and continuity of services to the City’s operations.

Funding for this item is available in the Technology Solutions Fund.  This request is to approve a one (1) year contract with four (4) one-year City optional renewals to purchase JD Edwards support from GSI, Inc. in an estimated total contract amount of $429,200 and PeopleSoft support from HyperGen, Inc. in an estimated total contract amount of $984,500; for a combined total amount of $1,413,700.

Within the Technology Solutions Fund, funding for this item is available in the Applications Budget, in the estimated amount of $212,055 (GSI, Inc. $64,380 & HyperGen, Inc. $147,675) for FY 2025-26; $282,740 (GSI, Inc. $85,840 & HyperGen, Inc. $196,900) for FY 2026-27 through FY 2029-30; and $70,685 (GSI, Inc. $21,460 & HyperGen, Inc. $49,225) for FY 2030-31.  All future year expenditures will occur within council approved appropriations.

 Approval of this item will support the City's Strategic Plan Critical Success Factor of being an Excellent, Innovative, and Accountable City Government.