*Amend contract with SAP Public Services, Inc. to increase the not to exceed value by $4,454,360 for software licenses, maintenance, and related services through June 2027 (amend Contract No. 30005309)

The City of Portland ordains: Section 1. The Council finds: In 2006, the City entered into Contract No. 36718 with SAP Public Services, Inc. for software licenses, maintenance, and related services for the City’s SAP Enterprise System. The contract with SAP provided for a comprehensive enterprise integration solution and supports essential citywide business functions such as Accounts Payable, Accounts Receivable, Treasury Management, Controlling, Fixed Assets, Financial Accounting, Funds Management, General Ledger, Grants Management, Materials Management/Purchasing, Project System, Sales and Distribution/Billing, Employee Self Service, Manager Self Service, Organizational Management, Personnel Administration, Payroll, Time Management as well as on-going maintenance. Contract No. 36718 was replaced by Contract No. 30005309 in 2016. In June 2016, the Council passed Ordinance No. 187909 authorizing a not-to-exceed value of $3,484,100 for a new SAP software license, maintenance, and related services agreement, Contract No. 30005309, with an initial 5-year term through June 2021 In December 2019, the Council passed Ordinance No. 189809 to add $2,821,024 to Contract 30005309 for a new total not-to-exceed value of $7,000,000 to fund a budgeted key initiative, maintenance, and related services to support the City’s SAP system. This ordinance authorizes adding funding to Contract No. 30005309 in the amount of $4,454,360 for a new total not-to-exceed value of $11,454,360 to fund software licenses, maintenance, and related services for the City’s SAP Enterprise System through June 2027. The amendment covers the following software licenses, maintenance, and related services: SAP Enterprise Support and maintenance – Citywide user licensing for HR activities including payroll, employee master data, City’s Financials, Procurement, Grants Management, Contract Lease Management etc. Maintenance on HANA Databases SAP Supporting Tools Maintenance – Adobe Forms, Solution Manager, Interface Protocols, and other related services SAP Enterprise Reporting Maintenance and Support – SAP Business Objects, Crystal Reporting, and other related reporting services Total per year - $990,872 Total for 5 years - $4,954,360 Remaining current funding on contract - $500,000 Total 5-year funding requested - $4,454,360 Expenditures for this amendment shall be funded by EBS’ existing budget appropriations, with no additional or new appropriations required, unless adjustments are part of the normal budgetary change and adjustment process, including any required Council approvals. NOW, THEREFORE, the Council directs: The City's Chief Procurement Officer is hereby authorized to execute an Amendment to Contract No. 30005309 with SAP Public Services, Inc, to increase the not-to-exceed value of the Contract by $4,454,360 for a new total not-to-exceed value of $11,454,360, provided the Amendment is approved as to form by the Office of the City Attorney. Section 2. The Council declares that an emergency exists as a delay in proceeding with executing this amendment may result in additional expenses and a delay in providing a necessary platform upgrade as well as continued maintenance and support services for the City’s enterprise use of the SAP system and software; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.