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File #: 18-0205    Version: 1 Name: 3/5/18 Yellowfin BI - Data Visualization/BI Platform
Type: Resolution Status: Passed
File created: 3/5/2018 In control: City Council
On agenda: 3/5/2018 Final action: 3/5/2018
Enactment date: 3/5/2018 Enactment #: R-18-085
Title: Resolution to Approve a Contract with Yellowfin BI North America, Inc. for a Business Intelligence (Big Data)/Data Visualization Platform for FY18 - FY23 ($257,100.00) (8 Votes Required)
Attachments: 1. Yellowfin PSA 3-1-18.pdf

Title

Resolution to Approve a Contract with Yellowfin BI North America, Inc. for a Business Intelligence (Big Data)/Data Visualization Platform for FY18 - FY23 ($257,100.00) (8 Votes Required)

Memorandum

The attached resolution authorizes the purchase of software, support, and maintenance of a Business Intelligence/Data Visualization Platform from Yellowfin BI North America, Inc. for FY18 - FY23.

 

The City identified “Support Data-Driven Decision Making” as a key goal in the 2017/2018 IT Technology Plan.  To facilitate this goal and enable intelligent, data-driven decision-making across the enterprise, the ITSU department was tasked with finding and implementing a Business Intelligence platform (which is a service the City does not currently have). 

 

A Request for Proposal (RFP #17-27) was advertised on the Michigan Inter-governmental Trade Network as well as the City’s Purchasing website.  Through the course of RFP review and due diligence, 20 of the 23 respondents were eliminated by the evaluation committee.  The three finalists conducted separate demonstrations at City Hall that addressed functionality, training, support, and implementation.  Staff evaluated the finalists and selected Yellowfin BI North America, Inc.

 

A five-year pricing comparison of the three finalists is below:

 

 

1

2

3

4

5

Total

Thoughtspot

$72,000*

$42,000

$42,000

$42,000

$42,000

$240,000

Yellowfin

$67,100*

$47,500

$47,500

$47,500

$47,500

$257,100

Domo

$100,000*

$75,000

$75,000

$75,000

$75,000

$400,000

* Includes a one-time ($19,600) implementation fee

 

While Yellowfin was not the lowest-cost respondent, staff believes that the ease of use, additional features, and the long-term benefits of Yellowfin’s platform justifies the added expense and recommends Yellowfin.

 

Budget/Fiscal Impact: The estimated cost of the service is $257,100, for a five year contract (as noted above).  Such cost will be paid as follows: $138,350 in FY18; $118,750 in FY19.  For the FY18 payment, $57,000 is available and planned for in the approved FY18 Information Technology Services Unit budget.  An appropriation from the IT Fund Balance is being requested to fund the remaining amount as follows:  $81,350 for FY18 and $118,750 for FY19.  By agreeing to a five-year commitment, the City is able to lower the annual cost of the platform from $67,500 to $47,500, thus saving $112,400 over the five-year commitment (inclusive of the one-time, $19,600 implementation fee).

Staff

Prepared by:                     Joshua Baron, Applications Delivery Manager, ITSU

Reviewed by:                      Tom Shewchuk, Director, ITSU

                     Tom Crawford, Financial Services Area Administrator and CFO

Approved by:                      Howard S. Lazarus, City Administrator

Body

Whereas, The City has identified “Support Data-Driven Decision Making” as one of the key goals in the 2017/2018 IT Technology Plan;

 

Whereas, A Business Intelligence Platform will enable data-driven decision making across the enterprise;

 

Whereas, The Information Technology Service Unit was tasked with finding and implementing a Business Intelligence platform;

 

Whereas, The City issued Request for Proposal #17-27 for a business intelligence/data visualization platform and selected Yellowfin BI North America, Inc. from the three finalists;

 

Whereas, Partial funding for this project is available in the approved FY18 Information Technology Services Unit budget ($57,000.00) with the remainder ($200,100.00) coming from the IT Fund Balance ($81,350.00 in FY18 and $118,750 in FY19);

 

Whereas, By agreeing to a five-year commitment, the City can lower the annual cost of the platform from $67,500.00 to $47,500.00 thus saving $112,400.00 over the five-year commitment (inclusive of the one-time, $19,600.00 implementation fee); and

 

Whereas, Yellowfin BI North America, Inc. signed a declaration of compliance with the City’s Living Wage and Non-Discrimination Ordinances on October 9, 2017;

 

RESOLVED, That the City Council appropriate funds and increase the IT expenditure budget in the amount of $200,100.00 from the IT Fund Balance;

 

RESOLVED, That the City Council approve a five-year agreement with Yellowfin BI North America, Inc. for Business Intelligence/Data Visualization Platform Software, Support, Maintenance, and Implementation Services for FY18 - FY23, in an amount not to exceed $257,100.00; 

 

RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution regardless of fiscal year; and

 

RESOLVED, That the funds identified herein be made available without regard to fiscal year.