Focus Area: Exceptional Services
Staff Contact: Erin Vader & Aaron Goertz
Subject: Consideration of award of contract to Avaap U.S.A. LLC for Workday Application Managed Services (AMS) production support
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Consideration of award of contract to Avaap U.S.A. LLC for Workday Application Managed Services (AMS) production support.Body
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Summary:
Workday is the City’s enterprise system for human resources, finance, time tracking, payroll, and related functions. Our initial three-year, $300,000 contract with Avaap for Application Managed Services (AMS) support is nearing its end.
Over the past three years, we have strengthened our internal Workday support capabilities, which has significantly reduced the number of issues and requests escalated to our Application Managed Services (AMS) partner. As a result, we reduced the original AMS support by approximately one-third in both hours and cost. Even with these gains, AMS remains important as the City’s last line of support, providing specialized assistance for integration builds and ongoing maintenance, feature deployments, and advanced troubleshooting when issues exceed internal capacity or require niche expertise. We will continue expanding internal expertise so that AMS support remains focused on these specialized needs.
Through the request for proposal (RFP) process, the City received multiple submissions for Workday Application Managed Services (AMS) support. After evaluating the proposals, the team recommends establishing a new contract with Avaap U.S.A. LLC based on overall value, including competitive pricing, a favorable contract structure, and confidence in Avaap’s demonstrated skill set and ability to meet the City’s support needs. This new three-year agreement is structured as time-and-materials and requires a 30% prepayment ($63,840).
Accordingly, staff recommends awarding a contract to Avaap U.S.A. LLC for the period from April 1, 2026, through March 31, 2029.
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Financial Impact:
Estimated expenditures are $212,800 over the course of 3 years. Funding will be tied to an existing Workday support budget in the general fund.
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Action Needed:
Award contract to Avaap U.S.A. LLC for the period of April 1, 2026, through March 31, 2029.
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Attachment(s):
None