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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DAS0101122
Status:  Approved
Meeting Date:  6/15/2020

GENERAL INFORMATION
Agency
Administrative Services


Division/Institution
Ohio Office of Information Technology
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2021
Bill No.
HB 166
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DAS01 2021 $93,720.00 SmartERP Solutions 4683 Chabot Drive, Ste 380 Pleasanton CA 94588

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
5EB0 100656 OAKS Updates & Developments 2021 $93,720.00 $.00

SIGNATURES
     
Matthew Damschroder 06/15/2020
   
Agency Director or Authorized Agent On The Date Of
   
05/22/2020 W. Fletch Zimpher
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Mariah Halleck Title:  Legislative Liaison
Phone:  (614) 995 - 0936 Fax:  E-Mail:  Mariah.Halleck@das.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Department of Administrative Services respectfully requests Controlling Board approval for a waiver of competitive selection in the amount of $93,720 from Fund 5EB0, ALI 100656 (OAKS Updates & Developments) in FY 2021 with SmartERP Solution, Inc., Pleasanton, CA, to provide professional services to assist in the implementation, maintenance and integration of the Smart Personnel Action Form solution.
 
  The Smart Personnel Action Form solution is currently used by state agencies to process and approve personnel actions for state of Ohio employees. These costs support the upgrade of the electronic Personnel Action Request (ePAR) which allows electronic approvals of Personnel Actions through OAKS. This is a critical component of the upgrade of the State's HR application, OAKS HCM. Without this item the State would have to revert to manual processes or create a new solution which would be significantly more costly than maintaining the existing solution.

This core human resource functionality was previously designed and implemented by SmartERP and is fully integrated with the OAKS PeopleSoft Human Capital Management (HCM) module. This work was initially completed in 2012, using Master License Agreement #0033. The state of Ohio is currently upgrading the OAKS PeopleSoft HCM module. Consulting services are needed in order to ensure SmartERP's technology continues to work on the upgraded HCM module.

This purchase will reference state term schedule #534383.
 
  DAS0100948  
Attachments Controlling Board Request No.: DAS0101122
Attachment TypeAttachment Description
Other Sole Source Letter
Contract SmartERP Statement of Work
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
SmartERP Solutions 2021 $93,720.00 DAS01210003 Not Required

Operating Request Required Information
New Contract - SmartERP Solutions
Controlling Board Request No.: DAS0101122
1. Selection Process: Was this contract subject to selection by a Request for Proposal (RFP),
Request for Qualification (RFQ), Request for Information (RFI) process? No
Explain why this contract was not subject to an RFP, RFQ or RFI process
The vendor currently has a state term contract #534383 with the State of Ohio and is the sole provider of the Smart Personnel Action Form product that is currently in use in OAKS.
 
2. Provide the following selected contractor information:
SmartERP Solutions
4683 Chabot Drive, Ste 380
Pleasanton,   CA  94588
County:
 
3. Contractor's location from which all or most of the contract work will be performed, if different from the
location of principal place of business. (For institutional agencies, cite the location of the institution,
including the city and county, where services are to be performed.)


   
4. Institutional agencies only: Is the contractor currently performing services at the institution listed above?No
5. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
There are nine deliverables referenced in the Statement of Work. These deliverables primarily include modifications or customizations to the vendor's proprietary code set.
6. Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
510 $93,720.00 $93,720.00

 
Total Amounts $93,720.00 $93,720.00
7.
Duration of this contract (beginning and ending dates) within the fiscal biennium.
Beginning Date Ending Date
07/01/2020 06/30/2021
8. Is the contractor already performing work under this contract? No
   
9. Identify all state contracts which the selected contractor has had approved by the Controlling Board
since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved
for this agency or institutions of higher education.
a. Total number of contracts. 0
b. For each contract list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
10. Contractor Procurement Compliance:
a. Is this contractor in compliance with Buy America? Yes
  Explain: The vendor is located in the United States.
   
b. Is this contractor in compliance with Buy Ohio? No
Explain: The vendor is located in California
11.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 80    0   
Percentage of Women 16.3% 0%
Percentage of Minorities 79% 0%
12. What percent of the work will be done by subcontractors?  0
  If more than 50%, provide the same information for each subcontractor as requested in number 11 above for the contractor.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
13.  Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.

A contract renewal is the exercise of an option to enter into a subsequent contract with a vendor in accordance with renewal provisions specified in a preceding contract.
Beginning DateEnding DateTotal Lease Amount
Explain contract provisions.