Request for Proposal for
Enterprise Resource Planning (ERP) Consulting Services
Ogden City Corporation is accepting proposals to provide Enterprise Resource Planning (ERP)
Consulting Services.
Proposal packets may be obtained from Ogden City Purchasing, 2549 Washington Blvd., Suite
510, Ogden, Utah, or on www.ogdencity.com. Additional Information may be obtained by
contacting Blake Wilkinson, (801) 629-8722.
Responses to this Request for Proposal shall be submitted to the office of the City Purchasing
Division, 2549 Washington Boulevard, Suite 510 (5th Floor) Ogden, Utah, no later than 3:00
p.m. on July 2nd, 2014. LATE PROPOSALS WILL NOT BE ACCEPTED.
The City reserves the right to accept or reject any proposal as it best serves its convenience
and/or is found to be in the best interest of the City. The City reserves the right to issue
contracts to multiple vendors.
Ogden City encourages and welcomes bids from women and minority owned businesses.
PUBLISHED: June 22, 25, 2014
OGDEN CITY
REQUEST FOR PROPOSAL
FOR
ENTERPRISE RESOURCE PLANNING (ERP)
CONSULTING SERVICES
I.
REQUEST FOR PROPOSAL
Ogden City is soliciting competitive sealed proposals from qualified consulting
firms to conduct a study of the feasibility of implementing a new enterprise
resource planning (ERP) system to meet the City’s needs in the areas of financial
management, procurement, human resources, payroll administration, community
development, utility management, decision support, and other administrative
business needs. This Request for Proposal describes the City, the Scope of Work,
proposal requirements, selection criteria and other related information.
II.
OGDEN CITY
Ogden City was incorporated in 1851. With a population of approximately 83,000
contained in an area of 27 square miles, it is the largest municipality in Weber
County and serves as the county seat. Ogden city has stable, older neighborhoods
undergoing revitalization, newer neighborhoods experiencing some growth, and a
central business district also undergoing revitalization. Many of the county’s
recreational, leisure and cultural opportunities are located in Ogden. It is home to
Weber State University, a public institution with a total enrollment of 26,000.
The City operates under a Council-Mayor form of government, operating similar
to the executive and legislative branches of the federal government. A seven (7)
member Council sets city policy and authorizes all budgetary actions. Council
members are elected on a non-partisan basis. The Mayor is responsible for all
administrative operations of the City and with the assistance of the Chief
Administrative Office (CAO) manages six (6) departments: Legal, Public
Services (includes Water, Sewer, Storm Sewer Utilities and Golf and Airport
Enterprises), Community and Economic Development, Management Services
(includes the Justice Court, Human Resources, Finance, Fleet, and IT), Police,
and Fire.
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III.
CURRENT BUSINESS ERP ENVIRONMENT
The primary reasons for this feasibility study are



The current ERP technology is dated and there appears to be no short or long
term scheduled efforts to enhance it.
A number of business needs are being met marginally or not at all by the
current ERP system. Examples of these needs include Parcel Management,
Permitting, Inspections, Contract Management, Code Enforcement, Debt
Collections, and Project Management.
User complaints regarding the current system are increasing and departments
are implementing work-around applications.
Ogden City has used Tyler Technology’s Eden ERP software suite since 1998.
Current ERP modules include,
General Ledger
Accounts Payables
Accounts Receivables
Purchase Orders
Requisitioning
Budget Preparation
Cash Receipting Interface
Fixed Assets
Payroll/Position Budgeting
Human Resources
Inventory
Parcel Manager
Permits and Inspections
Business License
Cash Receipting Interface
Ogden City also runs other applications, both vendor and internally developed, that
are not part of the Eden ERP software, but that may be part of other ERP suites.
These include,
Perf. Appraisal (Halogen)
Committee Management
Cashiering (Quadrant)
Utility Billing (Incode)
Job Application Submission
Parking Ticket Management
Good Landlord
Code Enforcement
Code Enforcement Collections
On-Line Business License Renewal
Other business functions commonly found in ERPs are performed manually at
Ogden City. These include,
Parking Ticket Collections
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Contract Management
IV.
WRITTEN AGREEMENT REQUIRED
The selected consultant must be willing to negotiate and enter into a written
agreement with Ogden City to provide all services required under the Scope of
Services set forth in this solicitation or as may be modified by the written
agreement.
V.
SCOPE OF SERVICES
A.
General Description
The study shall analyze the accounting standards, business practices, needs,
policies, procedures, management, staffing levels and productivity, and
operations of City departments as it relates to functions currently
performed in City ERP software and related functions performed with other
software or performed manually. The analysis shall include comparisons
with similar-situated cities in the United States. Criteria such as city size,
demographics, form of government, number of employees, etc. should be
used in the comparisons wherever possible.
The study shall recommend continuation of the current Eden solution or
implementation of better aligned ERP solution or implementing non-ERP,
unique solutions by department/division. The study shall make detail
recommendations supporting their directional recommendation.
This procurement is not for system integration services. There may be a
subsequent procurement for ERP software and system integration services.
B.
Software, Customer Service, and Staff Productivity Review
1.
Review current ERP software. The Consultant shall obtain an indepth understanding of the current Eden ERP’s capability of
performing and satisfying City business needs. This information
should be obtained via interviews with the department and division
managers, employees, other members of the City’s administration,
and elected officials as well as on-site visits to the City offices and
a review of business policies, procedures, manuals, or other written
information relating to the software’s performance and capability.
Special emphasis shall be given to the following areas:
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o
o
o
o
VI.
Business practices and needs fit with software
Business practices in line with best practices
Staff productivity
Technology objectives of departments
DELIVERABLES
A.
Consultant will document all study findings, conclusions and
recommendations in a formal study report. The consultant will identify
specific recommendations for implementation of those findings.
B.
Consultant will conduct interviews with the Mayor, CAO, Department
Directors, Division Managers, and other City staff. Once these interviews
are conducted, the consultant will summarize the comments and meet with
City Administration and Directors to determine the central goals and
direction of the study. Interviews may be conducted in person, via phone,
go-to-meeting or other web based method with approval of the Director of
Management Services.
C.
Consultant will survey employees regarding their perception of current
ERP functionality as it pertains to performing their work, division and
department business practices, manual ERP work-a-rounds, ERP training,
staff productivity, related policies and procedures, etc.
D.
Consultant will provide monthly status reports to the Director of
Management Services or his assignee, including a summary of all costs
incurred and work performed by project team members during the period.
E.
Consultant will provide City Administration and the Management Services
Director draft copies of the final report of findings and recommendations
for review and comment prior to the final printing. These reviews of the
draft will be for factual accuracy (whether s/he disagrees or agrees with
the recommendations can be expressed in a formal response once the final
report has been delivered).
F.
Consultant will make oral presentations of the results of the study to the
City Administration to assist in achieving a full understanding of the
implications and recommendations. This presentation will be made in
person in the City Council Work Room at 2549 Washington Boulevard,
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Suite 310, Ogden, Utah or by video conference as approved by Ogden
City.
VII.
G.
Consultant will make an oral presentation of the results of the study to the
Division Managers so that they may hear the recommendations directly
from the consultant. This presentation may be made in person at the City
offices or by video conference as approved by Ogden City.
H.
Consultant will provide twenty (20) copies of the final report and other
documents to the City Administration. Consultant will also provide a
copy of the final report in PDF.
WORK SCHEDULE
Services required must be commenced by July 14, 2014, unless another date is
negotiated by the successful responder prior to award of the contract) and be
completed no later than October 31, 2014.
VIII. PROPOSAL
In order to assist the selection committee, proposals from offerors must be
submitted in the same sequence shown below.
1.
Cover Sheet (See Exhibit A).
2.
A statement indicating whether your organization is national, regional or
local.
3.
A description of your organization's professional qualifications.
4.
A statement indicating the number of employees, by level, which will
handle the study.
5.
A separate listing of current and prior ERP assessment clients, indicating
the following:
A.
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Type(s) of services performed.
B.
6.
Indicate the names, addresses and telephone numbers of persons
who may be contacted by the selection committee as references.
Government clients are preferred.
Provide a resume for each study team member, and indicate the experience
for each team member who would be assigned to the Ogden City study,
including:
A.
Name of individual.
B.
Education/Professional credentials.
C.
Experience in ERP system assessments.
D.
Experience in government IT management.
E.
Hourly rates to be charged for each team member.
F.
Amount of time of each member dedicated to each study.
G.
Their position on each study.
H.
Percentage of time senior or higher level personnel will be on-site.
7.
A tentative schedule for completing the study within time frames specified
herein.
8.
A quoted price for each area shown on Exhibit C and a "Not to exceed"
total cost for the study.
9.
Any additional information, which, in the opinion of the offeror, would be
relevant to the City’s evaluation, process.
10.
A written work plan outlining in detail how the offeror proposes to
perform the services required.
11.
A list of specific exceptions to any and all items, conditions and
requirements contained in the RFP.
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IX.
12.
The signature of an authorized representative must appear on the cover
sheet of the offeror's proposal. Signature on this form will be interpreted to
indicate the consultant's willingness to comply with all the terms and
conditions set forth in this solicitation, unless specific written exceptions
are noted on the list referenced in Provision 10 above.
13.
A list of any proposed exceptions to the terms and conditions of the
attached agreement.
14.
Information pertaining to any area of ERP evaluation and selection which
are customarily reviewed during such a study which have not been
mentioned in the "Scope of Services" section of the RFP.
EVALUATION CRITERIA
1.
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Following the receipt of proposals, the City-appointed selection committee
will select finalists for further evaluation. The finalists will be selected
based upon consideration of the following criteria:
A.
Availability of national, local and regional resources.
B.
Number and depth of office staff to be used in carrying out the
study.
C.
Level of expertise and experience of personnel in performing this
type of study.
D.
Quality of the work plan used by the study team.
E.
Experience, education and training of personnel as it relates to
ERP assessments, particularly local government experience.
F.
Proposed schedule for completion of the required study functions
within the specified deadlines.
G.
Willingness of the offeror to negotiate an agreement which will be
in the best interest of the City.
H.
Hourly rates and a not-to-exceed price for completion of the work
outlined in the Scope of Services in similar format to that set forth
below. A Proposal containing price and/or hourly quotes which
indicates an Offeror does not understand the scope of the work will
not be considered.
Schedule Of Price Quote
Hourly rates to be charged as follows:
CLASSIFICATION
RATE
Partner
$____________
Manager
$____________
Field Supervisor
$____________
Staff
$____________
Clerical
$____________
Other: __________________ $____________
"Not to Exceed" cost to perform the Ogden City Enterprise
Resource Planning (ERP) Study is $____________.
2.
A selection committee consisting of the IT Steering Committee, IT Project
Review Committee, IT Division Manager, IT Operation Supervisor and IT
Customer Account Supervisor will evaluate all proposals received.
Following evaluation by the committee, two or three finalists will be
selected for further consideration.
The Committee will conduct onsite, oral interviews with each finalist. The
individual designated as the project manager should be in attendance at the
interview. Other team members may attend at the discretion of the offering
consultant. All costs associated with travel to this interview are the
responsibility of the consultant. The City will make every effort to
accommodate flight and other schedules to minimize the cost to the
offering consultants.
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Offering consultants should be prepared to discuss all aspects of their
proposal. Finalists will be evaluated based upon consideration of the
following criteria:
3.
X.
A.
Professional qualifications and ability to present required
information.
B.
Previous experience.
C.
Comments from references.
D.
Whether or not studies conducted for other jurisdictions have
resulted in positive changes.
E.
Ability to communicate effectively with the City Administration,
Department employees, and the public.
F.
Willingness to perform in an informal advisory capacity to the City
Administration.
F.
Willingness of the consultant to cooperate and work with the City
Administration staff in performance of the required study
functions.
The selected consultant will be required to meet with the City
Administration to present their proposal prior to entering into a contract.
All costs associated with travel to this interview are the responsibility of
the consultant. The City will make every effort to accommodate flight and
other schedules to minimize the cost to the consultant.
NOTICE OF SELECTION
The City Administration hopes to select the consultant to perform the ERP
feasibility study by July 11, 2014. The selected consultant will be notified as
soon as possible. If a written agreement cannot be negotiated with the selected
consultant within a reasonable period of time after selection, the City reserves the
right to terminate negotiations and select a consultant from among the other
finalists.
XI.
SUBMISSION OF PROPOSALS
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In order to be considered for award, the offeror must submit fifteen (15) copies of
the written proposal to the Purchasing Division, Ogden City, 2549 Washington
Boulevard, Suite 500, Ogden, Utah, 84401, prior to 3:00 p.m., on July 2nd,
2014. All proposals will be delivered in a sealed package and ERP Feasibility
Study must be marked in a conspicuous place on the outside of the package.
Proposals which are not received in the Purchasing Division prior to the time and
date specified herein will be considered late. LATE PROPOSALS WILL NOT
BE CONSIDERED FOR AWARD.
The City reserves the right to reject any and all proposals and to waive any
informality or technicality in proposals received, in the interest of the City.
XII.
PROPOSAL COORDINATOR – CITY CONTACT
Questions concerning the scope of work should be directed to Blake Wilkinson,
IT Manager, who will be the coordinator for this RFP. Any questions regarding
the meaning or intent of these specifications must be directed to Blake Wilkinson
at the Office of the IT Division, 2549 Washington Boulevard, Suite 410, Ogden,
Utah 84401; (801) 629-8722 or via e-mail at [email protected].
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EXHIBIT A
COVER SHEET FOR PROPOSAL
CONTRACTOR'S PROPOSAL FOR
PROFESSIONAL MANAGEMENT AND OPERATIONS STUDY SERVICES
TO:
The Purchasing Officer of Ogden City Corporation
Proposal of
___________________________________________________________________
(an individual) (a partnership) (a corporation) duly organized under the laws of the State
of ____________________.
The undersigned, having carefully read and considered the Request For Proposal for ERP
Feasibility Study for Ogden City, does hereby offer to perform such services on behalf of
the City, in the manner described, subject to and in accordance with the terms and
conditions set forth in the attached proposal and at the rates indicated in our response to
this solicitation.
_______________________________________
OFFEROR (Company Name)
_____________________________
Date
BY: ___________________________________
Signature of Authorized Representative
PRINCIPAL OFFICE ADDRESS:
_______________________________________
_______________________________________
(City)
(County)
(State)
TELEPHONE: __________________________ FAX: ___________________________
THIS COVER SHEET MUST ACCOMPANY PROPOSAL
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EXHIBIT B
CITY ORGANIZATIONAL CHART
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