Broken Arrow City Council
Meeting of: 12-19-2017
To: Mayor and City Council
From: Information Technology Department
Title:
title
Consideration, discussion and possible approval of the selection of Berry Dunn McNeil & Parker, LLC dba BerryDunn and authorization to negotiate and execute a Professional Consultant Agreement with BerryDunn for the Enterprise Resource Planning System Consulting Services (RFP 18.107)
End
Background:
Enterprise Resource Planning (ERP) software application systems process internal and external management information across an entire organization with an integrated software application. Their purpose is to facilitate and provide both the operational and financial business functions of the City and provide the information and capabilities to manage and run an organization.
Beginning in FY20, the City plans on replacing the current HTE/Sungard/Superion application software that has been in use since 1992. The current application no longer meets technology standards, lacks features and integration capabilities required to support the growth that has occurred within the City. A new ERP system is needed to support the operations of the City into the future. A new ERP system will provide technology capabilities that will encourage new process development and provide greater functionality to increase the efficiency and effectiveness of operations throughout each department of the City.
On July 24th 2017, the City released the Request for Proposals (RFP) for consulting services to assist the City in the development of a RFP to select an ERP vendor and software system that best fits the City’s current and future ERP needs. The primary reason we are requesting the engagement of a technology consultant in the selection and purchase of an ERP system is because acquisition of an ERP system represents a substantial investment of the City’s assets and it is critical to our operational and financial viability.
The scope of work defined in the RFP for consulting services included the following tasks to be performed by the consultant:
1. Performing a review of current application use, conducting a needs assessment, and developing a plan of action for addressing any issues identified.
2. Examining current business practices and processes and providing recommendations to change or improve.
3. Conducting an analysis and development of an RFP to procure an ERP solution for the City.
4. Providing project coordination for the procurement process of the ERP solution, advising and assisting in the evaluation of proposals, shortlisting the top four (4) vendors and assisting in the selection of an ERP vendor.
5. Assisting the City in reviewing and execution of the final contract resulting from the RFP process.
6. Advising the City in the development and execution of change management processes throughout the life of the ERP project.
7. Providing project status reports.
The RFP was advertised and we received responses from nine (9) firms. The selection committee consisted of the Assistant City Manager of Administration, Assistant City Manager of Operations and the Information Technology Director. The selection committee was able to narrow the list down to two firms that had experience providing these services for both Public Safety and Non-Public Safety Departments.
The two firms; Sciens Consulting and Berry Dunn McNeil & Parker, LLC dba BerryDunn were invited to make a presentation to the committee. Both firms clearly communicated their qualifications, experience and ability to perform the services set forth in the RFP. References were contacted and research was performed reviewing many Cities that have gone through the ERP process with one or both of these firms.
The individual evaluations by committee members are ranked based on four (4) criteria:
1. Qualifications and Experience 30%
2. Technical Approach 25%
3. References 15%
4. Cost 30%
Following is a summary of the combined scoring results:
|
Rank |
Respondent |
Score |
|
Pricing |
|
|
|
|
|
|
|
1 |
BerryDunn |
1175 |
|
$ 99,400 |
|
2 |
Sciens Consulting |
835 |
|
$ 197,240 |
Based upon the scoring of the selection committee members, BerryDunn is the preferred consultant. The funding for the ERP consultant is available in the Sales Tax Capital Improvement (STCI) Fund and in the Broken Arrow Municipal Authority (BAMA) Fund as a budgeted project.
Cost: $ 99,400.00
Prepared By: Stephen Steward, IT Director
Reviewed By: Assistant City Manager - Administration
Legal Department
Finance Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: BerryDunn Consulting Contract
Recommendation:
Approve BerryDunn as the consultant and approve and authorize a Professional Consultant Agreement with BerryDunn to be negotiated and executed.