Broken Arrow City Council
Meeting of: 07-16-2019
Title:
title
Consideration, discussion and possible award of the most advantageous bid to Tyler Technologies for Request for Proposals for Software and Implementation Services for an Enterprise Resource Planning (ERP) System and approval and authorization to execute the License and Services Agreement
End
Background:
Enterprise Resource Planning (ERP) is a business/technology term for an information system based on a common database and software tools that enable information to be easily accessed, compared and shared throughout an organization. The common database will improve information accuracy and availability. Common functions of ERP systems include General Ledger and Financial Reporting; Budget; Purchasing, Bid and Contract Management; Accounts Payable; Accounts Receivable and Cash Receipts; Project Accounting and Grant Management; Inventory and Fixed Assets; Human Resources, Personnel Management and Benefit Administration; Time Entry, Attendance and Payroll; Fleet Management; Work Orders and Facility Management; Utility Billing.
The City currently uses an aging system installed by SunGard in 1992. Users require better access to data, information and reporting that is currently unavailable or significantly restricted by the current system This lack of functionality and integration is inefficient, time consuming and inhibits the City from keeping up with industry best practices. In addition, the software is no longer fully supported by the vendor. A new ERP system will vastly improve business processes by eliminating the manual transfer of data and increasing access to information for internal and external customers.
In December 2017, the City selected BerryDunn Consulting to assist us in the selection of an ERP vendor and software system that best fits the City's current and future needs. The following table summarizes the system selection process.
|
RFP Type |
Schedule |
|
ERP - Financials, HR, Utility Billing, Asset Management |
|
Needs Analysis (Fact-Finding) On-Site Meetings with City Employees |
March 6 - March 8, 2018 |
|
Joint Requirement Planning (JRP) Review Sessions |
June 19 - June 21, 2018 |
|
Release RFP for ERP System |
July 24, 2018 |
BerryDunn facilitated On-Site Needs Analysis and Joint Requirement Planning sessions with City employees to develop our RFP for an ERP solution. We ended up with 2,625 functional requirements that each vendor had to indicate whether the requirement was standard within their solution, would be available in a future release by January 1, 2019, would require customization to their software or that the feature/function cannot be provided.
|
ERP RFP Proposals DueAugust 22, 2018 |
|
|
ERP Proposal Analysis |
August 22 - September 14, 2018 |
Seven vendors responded to the RFP: Cayenta, Ciber Global LLC. JK Seva Inc., OnActuate Consulting Inc., Systems & Software Inc., Tyler Technologies and Ultimate Software Group, Inc. An Evaluation Committee was formed which included the Finance Director, Human Resources Director. General Services Director and the Information Technology Director. This committee was tasked to read and evaluate each proposal based upon the following scoring criteria.
|
Criteria |
Description |
Max Points |
|
Functionality |
This criterion considers but is not limited to the following: • The vendor’s written responses to the Functional and Technical Requirements for proposed functional areas. • The ability for the proposed software to integrate with the City’s systems environment. |
35 |
|
Technical |
This criterion considers but is not limited to the following: • Alignment of the proposed software to the City’s preferred technical specifications. • The vendor’s written response to each Potential Interface. • The ability of the vendor to support the Project Objectives, and City Leadership Goals and Objectives, in terms of technical criteria. • The level of integration among proposed functional areas. |
15 |
|
Approach |
This criterion considers but is not limited to the following: • The described approach to implement an enterprise system to achieve the City’s goals and objectives. • The alignment of the proposed implementation timeline to the City’s desired timeline milestones. • The distribution of implementation tasks among City and vendor teams. • The proposed resources hours among City and vendor teams. • The vendor’s approach to key implementation tasks including but not limited to data conversion, testing, and training. • The vendor’s planned ongoing support and maintenance services. |
15 |
|
Vendor Experience |
This criterion considers but is not limited to the following: • The vendor’s experience delivering the services requested in the RFP. • The vendor’s experience with similar implementations for comparable organizations. • The vendor’s experience deploying comparable interfaces to the City’s related applications. |
15 |
|
Proposed Staff Experience |
This criteria considered but is not limited to the following: • The experience of named staff delivering the services requested in the RFP. • The experience of named staff with similar implementations for comparable organizations. • The qualifications of named staff to deliver the services requested in the RFP with a focus on business process optimization. |
20 |
|
Round One Scoring |
September 14, 2018 |
Round one scoring results were:
Cayenta 73.50
Ciber 79.88
JK Seva 70.25
OnActuate 55.00
S&S 72.00
Tyler 83.25
Ultimate 59.75
|
Vendor DemonstrationsWeek of October 16 - October 26, 2018 |
|
Tyler and Ciber were invited to demonstrate their applications over a three-day period. Demonstration scripts were developed jointly by BerryDunn and City employees. This was to ensure that each vendor would demonstrate the same features. City employees with subject matter expertise in a particular application were encouraged to attend the corresponding demonstration sessions. Employees were given a scoring sheet to document what they liked and disliked with each vendor. These scoring sheets were turned into the Evaluation Committee so the employees input would be considered when the Evaluation committee members filled out their round two scoring sheets.
|
Round Two ScoringOctober 31, 2018 |
|
These are the results of the round two scoring. Tyler Technologies continues to lead Ciber.
|
Reference Checks & Follow-up Request for InformationOctober 31 - January 21, 2019 |
|
|
Final Round Scoring |
January 22, 2019 |
The Evaluation Committee interviewed references and submitted questions for clarification for both vendors. Final round scoring results are below.
At this point of the project, cost were calculated into the vendor scores.
Final scores for all vendors.
We started contract negotiations with Tyler Technologies.
|
Contract Negotiations |
January 28 - July 1, 2019 |
Following are some of the agreed contract provisions negotiated by staff.
• 11.5% reduction in license fees saving $240,000.00
• 20% holdback on license fees and services to provide leverage for on-time implementation. Amounts held back are included in the total cost and will be paid at the end of each phase of the implementation
• A reduction in annual maintenance fees in years 6, 7 and 8 saving $14,600.
Full implementation is estimated to take at least twenty-four (24) months and will be completed in four phases.
|
Implementation Schedule |
|
Phase |
Functional Area |
Start Date |
Go-Live Data |
|
1 |
Financials |
Aug 2019 |
July 2020 |
|
2 |
Utility Billing |
Feb 2020 |
Feb 2021 |
|
3 |
Human Capital Management |
Aug 2020 |
July 2021 |
|
4 |
Tyler Asset Management |
Sept 2020 |
Aug 2021 |
Breakdown of cost for this project.
|
DESCRIPTION |
One Time Fees |
|
Tyler Technologies |
|
|
Total Tyler Software |
$720,098.00 |
|
Total Tyler Services |
$1,111,150.00 |
|
Total 3rd Party Hardware, Software and Services |
$28,657.00 |
|
Tyler Contract Total: |
$1,859,905.00 |
|
Tyler Travel Expense |
$298,580.00 |
|
Optional Tyler Software & Related Services |
$456,686.00 |
|
|
|
|
Tyler Total Cost |
$2,615,171.00 |
Cost: $2,615,171.00
Funding Source: 2018 General Obligation Bond and BAMA Capital
Requested By: Stephen Steward, Information Technologies Director
Approved By: City Manager’s Office
Attachments: Tyler Technologies License and Services Agreement
Recommendation:
recommend
Award the most advantageous bid to Tyler Technologies for Request for Proposals for Software and Implementation Services for an Enterprise
Resource Planning (ERP) System and approval and authorization to execute the License and Services Agreement.
end