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22-157 Plante & Moran, ERP Needs Assessment, RFP Dev, & Vendor Selection
Page 1 of 9 Professional/Consulting Contracts /Version: October 2021 PROFESSIONAL/CONSULTING SERVICES AGREEMENT 1. PARTIES This Agreement is made by and between the City of Cupertino, a municipal corporation (“City”), and Plante & Moran, LLP, (“Contractor”), a Partnership, for ERP Needs Assessment, RFP Development, and Vendor Selection, and is effective on the last date signed below (“Effective Date”). 2. SERVICES Contractor agrees to provide the services and perform the tasks (“Services”) set forth in detail in Scope of Services, attached here and incorporated as Exhibit A. Contractor further agrees to carry out its work in compliance with any applicable local, State, or Federal order regarding COVID-19. 3. TIME OF PERFORMANCE 3.1 This Agreement begins on the Effective Date and ends on July 31, 2025 (“Contract Time”), unless terminated earlier as provided herein. Contractor’s Services shall begin on the effective date and shall be completed by July 31, 2025 The City’s appropriate department head or the City Manager may extend the Contract Time through a written amendment to this Agreement, provided such extension does not include additional contract funds. Extensions requiring additional contract funds are subject to the City’s purchasing policy. 3.2 Schedule of Performance. Contractor must deliver the Services in accordance with the Schedule of Performance, attached and incorporated here Exhibit B. 3.3 Time is of the essence for the performance of all the Services. Contractor must have sufficient time, resources, and qualified staff to deliver the Services on time. 4. COMPENSATION 4.1 Maximum Compensation. City will pay Contractor for performance of the Services that are in compliance with the Contract in an amount that will based on actual costs but that will be capped so as not to exceed $169,866 (“Contract Price”), based upon the scope of services in Exhibit A and the budget and rates included in Exhibit C, Compensation attached and incorporated here. The maximum compensation includes all expenses and reimbursements and will remain in place even if Contractor’s actual costs exceed the capped amount. No extra work or payment is permitted without prior written approval of City. 4.2 Invoices and Payments. Monthly invoices must state a description of the deliverable completed and the amount due for the preceding month. Within thirty (30) days of completion of Page 2 of 9 Professional/Consulting Contracts /Version: October 2021 Services, Contractor must submit a requisition for final and complete payment of costs and pending claims for City approval. Failure to timely submit a complete and accurate payment requisition relieves City of any further payment or other obligations under the Agreement absent a reasonable cause for the delay in submission of the invoice. 5. INDEPENDENT CONTRACTOR 5.1 Status. Contractor is an independent contractor and not an employee, partner, or joint venture of City. Contractor is solely responsible for the means and methods of performing the Services and for the persons hired to work under this Agreement. Contractor is not entitled to health benefits, worker’s compensation, or other benefits from the City. 5.2 Contractor’s Qualifications. Contractor warrants on behalf of itself and its subcontractors that they have the qualifications and skills to perform the Services in a competent and professional manner and according to applicable industry standards and quality commensurate with a firm of Contractor’s size, experience and scale. 5.3 Permits and Licenses. Contractor warrants on behalf of itself and its subcontractors that they are properly licensed, registered, and/or certified to perform the Services as required by law and have procured a City Business License, if required by the Cupertino Municipal Code. 5.4 Subcontractors. Only Contractor’s employees are authorized to work under this Agreement. Prior written approval from City is required for any subcontractor, and the terms and conditions of this Agreement will apply to any approved subcontractor. 5.5 Tools, Materials, and Equipment. Contractor will supply all tools, materials and equipment required to perform the Services under this Agreement. 5.6 Payment of Benefits and Taxes. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. Contractor and any of its employees, agents, and subcontractors shall not have any claim under this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, fees, contributions, or charges applicable to Contractor’s business including, but not limited to, federal and state income taxes. City shall have no obligation whatsoever to pay or withhold any taxes or benefits on behalf of Contractor. Should any court, arbitrator, or administrative authority, including but not limited to the California Public Employees Retirement System (PERS), the Internal Revenue Service or the State Employment Development Division, determine that Contractor, or any of its employees, agents, or subcontractors, is an employee for any purpose, then Contractor agrees to a reduction in amounts payable under this Agreement, or to promptly remint to City any payments due by the City as a result of such determination, so that the City’s total expenses under this Agreement are not greater than they would have been had the determination not been made. 6. PROPRIETARY/CONFIDENTIAL INFORMATION In performing this Agreement, Contractor may have access to private or confidential information Page 3 of 9 Professional/Consulting Contracts /Version: October 2021 owned or controlled by the City, which may contain proprietary or confidential details the disclosure of which to third parties may be damaging to City. Contractor shall hold in confidence all City information provided by City to Contractor and use it only to perform this Agreement. Contractor shall exercise the same standard of care to protect City information as a reasonably prudent contractor would use to protect its own proprietary data. 7. OWNERSHIP OF MATERIALS 7.1 Property Rights. Any interest (including copyright interests) of Contractor in any product, memoranda, study, report, map, plan, drawing, specification, data, record, document, or other information or work, in any medium prepared and delivered to the City (collectively, “Work Product”), by Contractor in connection with this Agreement will be the exclusive property of the City upon Contractor’s receipt of all undisputed amounts owed in connection with this Agreement. In any case, no Work Product shall be shown to any third-party without prior written approval of City. 7.2 Copyright. To the extent permitted by Title 17 of the U.S. Code, all Work Product arising out of this Agreement is considered “works for hire” and all copyrights to the Work Product will be the property of City upon Contractor’s receipt of all undisputed amounts owed in connection with this Agreement. Alternatively, Contractor assigns to City all Work Product copyrights effective upon Contractor’s receipt of all undisputed amounts owed in connection with this Agreement. Contractor may use copies of the Work Product for promotion only with City’s written approval. 7.3 Re-Use of Work Product. Unless prohibited by law and without waiving any rights, City may use or modify the Work Product of Contractor or its sub-contractors prepared or created under this Agreement, to execute or implement any of the following: (a) The original Services for which Contractor was hired; (b) Completion of the original Services by others; (c) Subsequent additions to the original Services; and/or (d) Other City projects. 7.4 Deliverables and Format. Contractor must provide electronic and hard copies of the Work Product, on recycled paper and copied on both sides, except for one single-sided original. 8. RECORDS Contractor must maintain complete and accurate accounting records relating to its performance in accordance with generally accepted accounting principles. The records must include detailed information of Contractor’s performance, benchmarks and deliverables, which must be available to City for review and audit. The records and supporting documents must be kept separate from other records and must be maintained for four (4) years from the date of City’s final payment. Contractor acknowledges that certain documents generated or received by Contractor in connection with the performance of this Agreement, including but not limited to correspondence between Contractor and any third party, are public records under the California Public Records Act, California Government Code section 6250 et seq. Contractor shall comply with all laws Page 4 of 9 Professional/Consulting Contracts /Version: October 2021 regarding the retention of public records and shall make such records available to the City upon request by the City, or in such manner as the City reasonably directs that such records be provided. 9. ASSIGNMENT Contractor shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so will be null and void. Any changes related to the financial control or business nature of Contractor as a legal entity is considered an assignment of the Agreement and subject to City approval, which shall not be unreasonably withheld. Control means fifty percent (50%) or more of the voting power of the business entity. 10. PUBLICITY / SIGNS Any publicity generated by Contractor for the project under this Agreement, during the term of this Agreement and for one year thereafter, will reference the City’s contributions in making the project possible. The words “City of Cupertino” will be displayed in all pieces of publicity, including flyers, press releases, posters, brochures, public service announcements, interviews and newspaper articles. No signs may be posted, exhibited or displayed on or about City property, except signage required by law or this Contract, without prior written approval from the City. 11. INDEMNIFICATION 11.1 As to claims asserted by third parties against Indemnitees (defined below), and to the fullest extent allowed by law, and except for losses caused by the sole and active negligence or willful misconduct acts or omissions of City personnel, Contractor shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, officials, employees, agents, servants, volunteers, and consultants (“Indemnitees”), through legal counsel acceptable to City, from and against any and all liability, damages, claims, actions, causes of action, demands, charges, losses, costs, and expenses (including reasonable attorney fees, legal costs, and expenses related to litigation and dispute resolution proceedings) of every nature (each an “Indemnifiable Claim”), in each case to the extent caused by any of the following: (a) Breach of contract, obligations, representations, or warranties; (b) Negligent or willful acts or omissions committed during performance of the Services; (c) Personal injury, property damage, or economic loss resulting from the work or performance of Contractor or its subcontractors or sub-subcontractors; (d) Unauthorized use or disclosure of City’s confidential and proprietary Information; (e) Claim of infringement or violation of a U.S. patent or copyright, trade secret, trademark, or service mark or other proprietary or intellectual property rights of any third party. 11.2 Contractor must accept a tender of defense of an Indemnifiable Claim upon receiving notice from City of a third-party claim that is an Indemnifiable Claim. None of the Indemnitees may compromise or settle any Indemnifiable Claim for which indemnification has been or may be sought from Contractor without Contractor’s prior written consent. If any of the Indemnitees compromises or settles any Indenmnfiable Claim without first obtaining Contractor’s written consent, then Contractor is relieved of its indemnification obligation as to the compromised or settled Indemnifiable Claim(s). Page 5 of 9 Professional/Consulting Contracts /Version: October 2021 11.3 Contractor’s duties under this section are not limited to the Contract Price, workers’ compensation payments, or the insurance or bond amounts required in the Agreement. Nothing in the Agreement shall be construed to give rise to an implied right of indemnity in favor of Contractor against City or any Indemnitee. 11.4. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor, or any other person or entity involved by, for, with, or on behalf of Contractor in the performance of this Agreement. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. 11.5. This Section 11 shall survive termination of the Agreement. 12. INSURANCE Contractor shall comply with the Insurance Requirements, attached and incorporated here as Exhibit D, and must maintain the insurance for the duration of the Agreement, or longer as required by City. City will not execute the Agreement until City approves receipt of certificates of insurance and endorsements evidencing the type, amount, class of operations covered, and the effective and expiration dates of coverage. 13. COMPLIANCE WITH LAWS 13.1 General Laws. Contractor shall comply with all local, state, and federal laws and regulations applicable to Contractor in the performance of this Agreement. Contractor will promptly notify City of changes in the law or other conditions that may affect the Project or Contractor’s ability to perform. Contractor is responsible for verifying the employment authorization of employees performing the Services, as required by the Immigration Reform and Control Act. 13.2 Labor Laws. Contractor shall comply with all labor laws applicable to this Agreement. If the Scope of Services includes a “public works” component, Contractor is required to comply with prevailing wage laws under Labor Code Section 1720 and other labor laws. 13.3 Discrimination Laws. Contractor shall not discriminate on the basis of race, religious creed, color, ancestry, national origin, ethnicity, handicap, disability, marital status, pregnancy, age, sex, gender, sexual orientation, gender identity, Acquired-Immune Deficiency Syndrome (AIDS), or any other protected classification. Contractor shall comply with all anti-discrimination laws applicable to Contractor, including if applicable, Government Code Sections 12900 and 11135. Consistent with City policy prohibiting harassment and discrimination, Contractor understands that harassment and discrimination directed toward a job applicant, an employee, a City employee, or any other person, by Contractor or its employees or sub-contractors will not be tolerated. Contractor agrees to provide records and documentation to the City on request necessary to monitor compliance with this provision. 13.4 Conflicts of Interest. Contractor shall comply with all conflict of interest laws applicable to this Agreement and must avoid any material conflicts of interest that are contrary to law in Page 6 of 9 Professional/Consulting Contracts /Version: October 2021 performing its obligations under this Agreement. Contractor warrants that no public official, employee, or member of a City board or commission who might have been involved in the making of this Agreement, has or will receive a direct or indirect financial interest in this Agreement, in violation of California Government Code Section 1090 et seq. Contractor may be required to file a conflict of interest form if Contractor makes certain governmental decisions or serves in a staff capacity, as defined in Section 18700 of Title 2 of the California Code of Regulations. Contractor agrees to abide by the City’s rules governing gifts to public officials and employees. 13.5 Remedies. Any violation of Section 13 constitutes a material breach and may result in City suspending payments, requiring reimbursements or terminating this Agreement. City reserves all other rights and remedies available under the law and this Agreement, including the right to seek indemnification under Section 11 of this Agreement. 14. PROJECT COORDINATION City Project Manager. The City assigns Nidhi Mathur as the City’s representative for all purposes under this Agreement, with authority to oversee the progress and performance of the Scope of Services. City reserves the right to substitute another Project manager at any time, and without prior notice to Contractor. Contractor Project Manager. Subject to City approval, Contractor assigns Adam Rujan as its single Representative for all purposes under this Agreement, with authority to oversee the progress and performance of the Scope of Services. Contractor’s Project manager is responsible for coordinating and scheduling the Services in accordance with the Scope of Services and the Schedule of Performance. Contractor must regularly update the City’s Project Manager about the progress with the work or any delays, as required under the Scope of Services. City written approval is required prior to substituting a new Representative. 15. ABANDONMENT OF PROJECT City may abandon or postpone the Project or parts therefor at any time. Contractor will be compensated for all Services performed through the date of abandonment that are in compliance with the Contract, and will be given reasonable time to assemble the work and close out the Services. The time spent in closing out the Services will be compensated up to a maximum of ten percent (10%) of the total time expended to date in the performance of the Services in accordance with the rates in Exhibit C of this Agreement. 16. TERMINATION City may terminate this Agreement for cause or without cause at any time. Contractor will be paid for satisfactory Services rendered through the date of termination, but final payment will not be made until Contractor closes out the Services and delivers the Work Product. 17. GOVERNING LAW, VENUE, AND DISPUTE RESOLUTION This Agreement is governed by the laws of the State of California. Any lawsuits filed related to this Agreement must be filed with the Superior Court for the County of Santa Clara, State of California. Contractor must comply with the claims filing requirements under the Government Page 7 of 9 Professional/Consulting Contracts /Version: October 2021 Code prior to filing a civil action in court. If a dispute arises, Contractor must continue to provide the Services pending resolution of the dispute. If the Parties elect arbitration, the arbitrator’s award must be supported by law and substantial evidence and include detailed written findings of law and fact. 18. THIRD PARTY BENEFICIARIES There are no intended third party beneficiaries of this Agreement. 19. WAIVER Neither acceptance of the Services nor payment thereof shall constitute a waiver of any contract provision. Neither party’s waiver of a breach shall constitute waiver of another provision or breach. 20. ENTIRE AGREEMENT This Agreement represents the full and complete understanding of every kind or nature between the Parties, and supersedes any other agreement(s) and understanding(s), either oral or written, between the Parties. Any modification of this Agreement will be effective only if in writing and signed by each Party’s authorized representative. No verbal agreement or implied covenant will be valid to amend or abridge this Agreement. If there is any inconsistency between any term, clause, or provision of the main Agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main Agreement shall prevail and be controlling. 21. INSERTED PROVISIONS Each provision and clause required by law for this Agreement is deemed to be included and will be inferred herein. Either party may request an amendment to cure mistaken insertions or omissions of required provisions. The Parties will collaborate to implement this Section, as appropriate. 22. HEADINGS The headings in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit, or amplify the terms or provisions of this Agreement. 23. SEVERABILITY/PARTIAL INVALIDITY If any term or provision of this Agreement, or their application to a particular situation, is found by the court to be void, invalid, illegal, or unenforceable, such term or provision shall remain in force and effect to the extent allowed by such ruling. All other terms and provisions of this Agreement or their application to specific situations shall remain in full force and effect. The Parties agree to work in good faith to amend this Agreement to carry out its intent. 24. SURVIVAL All provisions which by their nature must continue after the Agreement expires or is terminated, Page 8 of 9 Professional/Consulting Contracts /Version: October 2021 including the Indemnification, Ownership of Materials/Work Product, Records, and Governing Law shall survive the Agreement and remain in full force and effect. 25. NOTICES All notices, requests and approvals must be sent in writing to the persons below, which will be considered effective on the date of personal delivery or the date confirmed by a reputable overnight delivery service, on the fifth calendar day after deposit in the United States Mail, postage prepaid, registered or certified, or the next business day following electronic submission: To City of Cupertino Office of the City Manager 10300 Torre Ave., Cupertino CA 95014 Attention: Nidhi Mathur Email: NidhiM@cupertino.org To Contractor: Plante & Moran, PLLC. 3000 Town Center, Suite 100 Southfield, MI 48075 Attention: Adam Rujan Email: adam.rujan@plantemoran.com 26. EXECUTION The person executing this Agreement on behalf of Contractor represents and warrants that Contractor has full right, power, and authority to enter into and carry out all actions contemplated by this Agreement and that he or she is authorized to execute this Agreement, which constitutes a legally binding obligation of Contractor. This Agreement may be executed in counterparts, each one of which is deemed an original and all of which, taken together, constitute a single binding instrument. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed. CITY OF CUPERTINO CONTRACTOR A Municipal Corporation By By Name Name Title Title Date Date Adam Rujan Adam Rujan Partner Nov 10, 2022 Bill Mitchell CTO Nov 10, 2022 Page 9 of 9 Professional/Consulting Contracts /Version: October 2021 APPROVED AS TO FORM: CHRISTOPHER D. JENSEN Cupertino City Attorney ATTEST: KIRSTEN SQUARCIA City Clerk Date Christopher D. Jensen Nov 10, 2022 Make the mark . CITY OF CUPERTINO ERP System Consulting Services Proposal OCTOBER 27, 2022 EXHIBITS A, B, & C Table of contents Cover Letter ......................................................................................................................... 2 Qualifications and Experience ......................................................................................... 3 Overview/Executive Summary ........................................................................................ 9 Management Program ..................................................................................................... 12 Detailed Work Program, Schedule, & Cost ................................................................. 18 References .......................................................................................................................... 33 Appendices ......................................................................................................................... 36 Promotional Materials .................................................................................................... 38 Sample Work Products .................................................................................................... 50 Cover Letter October 27, 2022 City of Cupertino City Hall • 10300 Torre Avenue Cupertino, CA 95014-3255 Thank you for the opportunity to submit our proposal for ERP System Consulting Services to the City of Cupertino (“City”). We understand the City is looking for an experienced partner to review the City’s existing ERP environment and document requirements, then assist with the procurement and implementation of a new ERP system. The ERP system specialists at Plante Moran are independent, unbiased advisors who will assess your situation and work with you to develop a strategy that fits your unique situation. Our ERP team can help unite people, processes, and technology. These attributes, along with those listed below, describe why Plante Moran is ideally suited to partner with the City on this initiative: Public Sector Commitment. We are one of the leading firms in the country, assisting hundreds of local government organizations with the selection of enterprise applications over the past 30 years. Vendor Independence. We are completely vendor independent of the ERP software and hardware marketplace and have an extensive set of tools and templates with a proven methodology to assist the City in selecting the best fit for its unique needs. Our team has assisted clients in selecting and implementing most, if not all, of the commercially available municipal ERP systems in the marketplace today. Our vendor liaison program connects us to these vendors to keep our consultants informed of the latest technical advancements in the software. Experienced Project Team: Our proposed project team brings to this engagement extensive knowledge and experience gained in working with public sector clients in conducting enterprise system needs assessments, solution selections and implementation of ERP solutions. Our Team Partner has been assisting municipalities with ERP evaluations and selections for over 30 years. Our Technical Advisor, Sally Nagy is the former CIO for Santa Barbara County and the City of Sacramento. Our Project Manager, Brian Pesis has led many organizations through successful ERP selections and has intimate knowledge of the City’s existing New World ERP system from a previous implementation. ERP Marketplace Expertise. We have successfully negotiated contracts with nearly all the software vendors that the City will likely be considering. Through our negotiations process, we have been able to save our clients significant costs and negotiate terms which protect the interests of our clients. California ERP Project Experience. Our team has years of experience performing similar projects for other public sector organizations nationally and in California, including: City of Carlsbad City of Long Beach City of Palo Alto City of San Mateo City of Santa Barbara City of Santa Maria City of Stockton San Diego Association of Governments Golden Gate Bridge Highway and Transportation District Placer County Water Agency Santa Clara Valley Water District Santa Margarita Water District Monterey County Marin County While we are able to accept the majority of the City’s standard contract and insurance requirements, we do have proposed some changes and clarifications included in the Appendix. Our team blends technology operations knowledge with seasoned management consultants to work on this important initiative. We believe that based upon our experience and the quality of our team, we are well qualified to provide objective and comprehensive consulting services for the City. If you have any questions concerning this proposal or need to contact any of the project team members, please call me at 248-223-3328 or via email at adam.rujan@plantemoran.com. Very truly yours, Adam Rujan, Engagement Partner Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 3 Qualifications and Experience Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 4 ERP system consulting qualifications Plante Moran is a recognized leader providing services to over 200 governmental organizations over the past 40 years on ERP related projects and our project team will bring an applied understanding of the ERP marketplace. A recent independent study of the ERP procurement marketplace in federal, state, and local government conducted by Onvia ranked Plante Moran as the #1 independent consultant for ERP procurement services in the country. Our technology practice performed over 50-system selections for our public sector clients over the past five years. We are also among the few consulting firms that are completely vendor-independent with respect to the offering of hardware or application software for our governmental clients. Our management consultants bring applied expertise to bear on interrelated enterprise systems supporting multiple lines of business offering a cross-functional, enterprise view of the organization in real-time. ERP solutions analyzed and selected We are familiar with specific vendors in terms of ERP and best-of-breed solutions for the public sector, as well as complementary products, listed below. For each of these vendors, we understand software modules, functionality, pricing, market penetration, markets served, and company background. In many instances, we have negotiated contracts with these vendors and served in a Project Management capacity during the implementation. Oracle PeopleSoft OBIA Hyperion Oracle EBS Oracle Cloud SAP Workday Central Square Infor/Lawson Tyler Eden Tyler Incode Tyler EnerGov Tyler ExecuTime Tyler New World NEOGOV Tyler Munis CGI Advantage BS&A Software Microsoft Dynamics Cogsdale Kronos Sympro Cayenta iNovah Vendor liaison program (VLP) During our 40 years of experience in the ERP marketplace, we have become intimately familiar with vendors focused on providing enterprise resource planning (ERP) software for the public sector and, more specifically, to clients of the size and sophistication as the City. Through our VLP, Plante Moran keeps its clients current on the latest strategic advancements and emerging capabilities including: Maintaining an understanding of ERP vendor current and future products and services. Obtaining the maximum number of vendor responses on RFPs that we develop for our clients. Maximizing vendor understanding of our clients’ business requirements Understanding the vendor’s market position and capacity to effectively serve market segments. Tracking mergers, acquisitions and major announcements associated with these vendors. As a result of the VLP, we have extensive knowledge of the functionality, vendor background, pricing, contract terms, integration, services and other aspects of the public sector marketplace. Even before due diligence, we will leverage the knowledge we have obtained from the marketplace to provide guidance to the City. Overall, it is our goal to be a trusted advisor to the City throughout the project. We have developed a valuable repository of ERP market information including strategic research, costing data from negotiated agreements, and lessons learned that provide significant value to our clients. Our team has made substantial commitments to working with government agencies. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 5 Relevant experience The following table provides a partial listing of governmental clients for which we have provided ERP Consulting Services over the last five years. California organizations are bolded. CLIENT NAME STATE PROJECT TITLE Ne e d s a s s e s s m e n t Rf p d e v e l o p m e n t So l u t i o n s e l e c t i o n Co n t r a c t n e g o t i a t i o n s Im p l e m e n t a t i o n as s i s t a n c e Po s t i m p l e m e n t a t i o n as s e s s m e n t Baton Rouge Parks and Recreation East Commission (BREC) LA ERP Consulting Services Boone County MO ERP Consulting Services Borough of State College PA Tyler Post-Implementation Review Central Ohio Transit Authority (COTA) OH ERP Consulting Services Charter Township of Clinton MI Electronic Document Management Review Cheyenne’s Board of Public Utilities WY ERP Consulting Services City of Bend OR Community Development Consulting Services City of Centerville OH ERP Consulting Services City of DeLand FL ERP Consulting Services City of Delaware OH ERP Consulting Services City of Des Moines IA Permitting System Consulting Services City of Farmington Hills MI ERP Consulting Services City of Fernandina Beach FL ERP Consulting Services City of Gainesville FL ERP Consulting Services City of Georgetown TX ERP Consulting Services City of Glenwood Springs CO ERP Consulting Services City of Greeley CO CIS Consulting Services City of Hollywood FL ERP Consulting Services City of Johns Creek GA ERP Consulting Services City of Kirkwood MO ERP Consulting Services City of Longview TX ERP Consulting Services City of Miami FL ERP Consulting Services City of Milpitas CA Budget System Implementation Project Management Services City of Norman OK ERP Consulting Services City of O'Fallon MO ERP Consulting Services Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 6 CLIENT NAME STATE PROJECT TITLE Ne e d s a s s e s s m e n t Rf p d e v e l o p m e n t So l u t i o n s e l e c t i o n Co n t r a c t n e g o t i a t i o n s Im p l e m e n t a t i o n as s i s t a n c e Po s t i m p l e m e n t a t i o n as s e s s m e n t City of Palo Alto CA CIS Consulting Services City of Palo Alto CA ERP Consulting Services City of Peoria IL Tyler Implementation Management Assistance City of Roswell GA ERP Consulting Services City of San Mateo CA ERP Consulting Services City of Santa Maria CA ERP Consulting Services City of Santa Monica CA Recreation Management System (RMS) Assessment City of Solon OH ERP Consulting Services City of St. Charles IL ERP Consulting Services City of St. Charles IL EAM Consulting Services City of St. Charles IL Enterprise Application Strategy Consulting City of St. Louis MO ERP Consulting Services City of Sunnyvale CA ERP Implementation Management Assistance City of Sunnyvale CA Permitting System Consulting Services City of Taylor MI ERP Consulting Services City of Wauwatosa WI ERP Consulting Services City of West Palm Beach FL Oracle Optimization Study City of West Palm Beach FL Community Development Consulting Services Collier County FL Development Services Software Consulting Columbus Regional Airport Authority (CRAA) OH ERP Assessment Services County of Clackamas OR ERP Feasibility Study County of Gwinnett GA ERP RFP Development County of Lee FL IT Sourcing DuPage County IL Tax System Consulting Services Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 7 CLIENT NAME STATE PROJECT TITLE Ne e d s a s s e s s m e n t Rf p d e v e l o p m e n t So l u t i o n s e l e c t i o n Co n t r a c t n e g o t i a t i o n s Im p l e m e n t a t i o n as s i s t a n c e Po s t i m p l e m e n t a t i o n as s e s s m e n t Eastern Municipal Water District CA CIS Project Quality Assurance & Oversight Golden Gate Bridge Highway Transportation District CA ERP Consulting Services Gulf Coast Water Authority TX Financial and Capital Consulting Services Hillsdale Board of Public Utilities MI ERP Consulting Services Horry County SC CAMA Consulting Services Horry County SC Register of Deeds Consulting Services Horry County SC Payroll Internal Audit Consulting Services Jefferson County CO ERP Consulting Services King County Library System WA ADP Optimization Study Las Vegas Convention and Visitor’s Authority (LVCVA) NV Venue Management System Selection Las Vegas Convention and Visitor’s Authority (LVCVA) NV ERP Consulting Services Las Vegas Valley Water District NV Purchasing Consolidation Los Angeles County Metropolitan Transportation Authority (LA Metro) CA Talent Management System Consulting Services Miami-Dade County FL Computer Aided Dispatch Selection Services Midland County MI ERP Consulting Services Milwaukee County WI Parks and Recreation Consulting Services Milwaukee County WI Point of Sale System Options Analysis Milwaukee Metropolitan Sewerage District (MMSD) WI ERP System Selection Monterey County CA ERP Consulting Services Placer County Water Agency CA ERP Consulting Services Salem Area Mass Transit OR ERP Implementation Review þ þ þ þ Santa Clara Valley Water District CA ERP Consulting Services SEMCOG MI ERP Selection and Implementation Support Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 8 CLIENT NAME STATE PROJECT TITLE Ne e d s a s s e s s m e n t Rf p d e v e l o p m e n t So l u t i o n s e l e c t i o n Co n t r a c t n e g o t i a t i o n s Im p l e m e n t a t i o n as s i s t a n c e Po s t i m p l e m e n t a t i o n as s e s s m e n t Solid Waste Authority of Central Ohio (SWACO) OH ERP Consulting Services Spokane International Airport WA COA and Finance System Implementation Management Assistance Spotsylvania County VA ERP Implementation Options Analysis St. Louis County MO Time and Attendance Consulting Services St. Tammany Parish LA ERP Consulting Services State of Florida, Division of Rehabilitation and Liquidation FL Financial System Consulting Services State of Iowa, Department of Transportation IA Permitting Consulting Services State of MI Senate MI ERP Consulting Services State of Nebraska, DOT NE ERP Selection Support Services State of Nevada NV COA, DOT implementation Support State of Wyoming WY Chart of Accounts Redesign Town of Cary NC Parks and Recreation Consulting Services Town of Cary NC ERP Consulting Services Town of Jupiter FL ERP System Selection and Implementation Town of Natick MA EDMS/ERP Assessment Town of Pembroke Park FL ERP Consulting Services Valley Metro AZ ERP Consulting Services Village of Arlington Heights IL ERP system Selection Village of Elk Grove IL Utility Billing Consulting Services Village of Glencoe IL ERP Consulting Services Village of Wellington FL ERP Consulting Services Wyoming Game and Fish WY Budget System Selection Wyoming Game and Fish WY Document Management System Selection Yakima County WA ERP Selection Support Services Yakima County WA Financial System Consulting Services Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 9 Overview/Executive Summary Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 10 Proposers shall provide a detailed breakdown of all deliverables identified in the Scope of Work including, methods, tools and timeline to complete the project. Workplan Our understanding of the City’s requirements We have read and understand the requirements in your RFP. You are seeking a qualified partner, who can assist the City with documenting requirements, developing a detailed RFP and selecting a new ERP system. The scope of the engagement includes: Reviewing and analyzing your current business systems and processes; Identifying gaps in functionality, pain points and inefficiencies; Documenting new features to be gained through a modern system; Developing functional and technical requirements for a new ERP system; and Developing the RFP, evaluating responses and assisting with the selection of a new solution. Our approach aligns perfectly with the City’s goals of maximizing collaboration, information sharing, and the smart use of technology. Our u nderstanding : The City needs a partner to provide ERP selection services. Here’s our roadmap to meeting your needs: Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 11 The expertise we bring to the table Plante Moran has been providing ERP system needs assessment, software selection, and implementation consulting services to public sector clients for the last 40 years, which we believe is the most years of continuous municipal software consulting experience of any firm providing similar services to the public sector. The list below highlights a subset of clients whom Plante Moran has served to evaluate and/or replace their legacy systems. City of Santa Maria, CA City of Palo Alto, CA Placer County Water Agency, CA City of San Mateo, CA Santa Clara Valley Water District, CA City of Carlsbad, CA Monterey County, CA Marin County, CA City of Long Beach, CA City of St. Charles, MO City of Appleton, WI City of Asheville, NC City of Columbia, MO City of Pueblo, CO City of Bend, OR City of Paducah, KY City of Delray Beach, FL City of Winter Park, FL Montgomery County, TX City of Baton Rouge, LA City of Coral Springs, FL Santa Margarita Water District, CA City of Norman, OK City of Georgetown, TX Village of Elk Grove, IL Miami-Dade County, FL Milwaukee County, WI City of Pinellas Park, FL Anoka County, MN Gwinnett County, GA The approach we’ll take to serving you We’ll stay ahead of your challenges. Here’s how we’ll work with you: Our prior work conducting similar engagements for public sector clients means we’ll come with a strong working knowledge and deep understanding of many of your requirements and options. We can get to work right away. Our technical experts will communicate with you on an ongoing basis throughout the engagement. This allows for a seamless and collaborative process and ensures we’re addressing any potential issues as they come up. The final delivery of the requirements, application migration plan, and needs assessment report will provide a roadmap to the City to ensure your needs are met and your investment is maximized. Our selection & implementation approach will empower City staff to take ownership of the final solution, both within the evaluation committee and throughout the City. Access to a deep bench of subject matter experts that can be pulled into the project on an as- needed basis in areas such as data analytics, risk management, accounting, chart of accounts design, technology infrastructure, and cybersecurity. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 12 Management Program Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 13 Management approach Plante Moran has extensive experience in a methodology based on the principles in the Project Management Body of Knowledge (PMBOK). PMBOK, a set of processes and principles developed by the Project Management Institute (PMI), provides a project framework for use on projects to complete projects on-time, within budget, within scope and meet the objectives desired by the client. Our PMBOK phase-driven approach is also applied to managing the change that occurs on the project. Our consultants have received extensive project management training, conducted training in project management for clients, and developed a wide range of project management templates, tools and lessons learned for managing projects. In fact, many of these tools and templates have been adopted by our clients to manage their own projects after we leave. Some elements of our approach to managing projects are as follows: Assign personnel to areas of the project where their expertise is required Ensure that project expectations and scope are clearly defined up-front through a project charter Ensure frequent communications with the client Identify and anticipate potential project risks to minimize their occurrence and impact Closely monitor project timelines and budgets Our dedication to project management has earned us a reputation for providing outstanding services, reflected in the consistently outstanding client satisfaction survey results we receive. 99% of our clients indicated they would recommend Plante Moran to others. Project team overview As a firm with over 3,200 staff members, we have deep resources to bring to support the City’s project. Our staffing approach is designed to assign personnel to areas of the project where their expertise is needed, bringing in subject matter experts and additional analysts as needed in areas such as technical infrastructure, systems interfaces, and chart of accounts redesign. Most of the proposed team members have worked together on previous projects. Specifically, our project-staffing plan is carefully tailored to assure that project team members are assigned tasks closely aligned to their experience and capabilities. TEAM MEMBER PROJECT ROLE Adam Rujan Partner Engagement Partner Adam will have overall responsibility for all Plante Moran services. He will provide project quality control over Plante Moran deliverables and services as well as insight on IT staffing, management, governance, support, and overall organizational assessment. Sally Nagy Sr. Manager Technical Advisor Sally will provide subject matter expertise based on her significant expertise in California public sector organizations, including strategic insight on the assessment and selection process. Brian Pesis Manager Project Manager Brian will be responsible for managing the project workplan, day-to-day project activities, and all project deliverables. Brian will lead many of the stakeholder interviews, identify opportunities for improvement, and development of the assessment report. He will lead the selection activities. Nina Rajcevic Senior Consultant Project Consultant Nina will conduct interviews, draft issues and opportunities with the current system, facilitate system specification creation sessions, draft the RFP, and assist throughout the vendor selection process. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 14 Resumes Education Master of Business Administration University of Michigan Bachelor of Science Engineering, Wayne State University Selected presentations Cost Savings in Information Technology: ICMA webinar 2012 Improving Performance through IT Governance: Public Technology Institute 2009, 2010 Effectively Capturing Business intelligence: ICMA Annual Conference 2013 Municipal Financial Sustainability: ICMA Annual Conference 2015 How Cities Are Using Technology to Improve Service Delivery: ICMA Annual Conference 2016 The Human Factor in Technology Leadership, panelist: City/County Technology Leadership Symposium, Public Technology Institute, 2018 A Planning Template for Emerging Technology: ICMA Annual Conference 2019 Adam Rujan Partner Management Consulting Summary of experience Adam has more than 32 years’ experience consulting to public sector organizations. His experience includes assisting governmental units with organizational and operational improvement, IT Assessment, and system selection reviews. He has developed specific expertise in assisting organizations understand and implement new technology, including issues of IT governance and change management. Adam’s clients have included a wide range of local municipalities, counties, agencies and authorities, and state governments. He is a frequent presenter and has authored numerous articles on improving operational efficiency and effectiveness. He recently authored a chapter on IT Governance for the book CIO Leadership for Cities and Counties, published by the Public Technology Institute. Selected key clients Marin County, CA Town of Hempstead, NY City of San Mateo, CA Broward County, FL City of Augusta, GA Corpus Christi, TX Oakland County, MI City of Detroit, MI State of WA City of Long Beach, CA State of OH Indianapolis, IN City of Santa Barbara State of TN Johnson County, KS Des Moines, IA St. Louis County, MO Colorado Springs, CO Valley Metro, Phoenix, AZ City of Mesa, AZ Golden Gate Bridge Authority City of Palo Alto, CA Sacramento, CA State of WY Seattle, WA City of Palm Desert, CA Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 15 Education Master of Business Administration Claremont Graduate University Bachelor of Science West Virginia University Certifications Project Management Institute, Project Management Professional (PMP) ITIL Foundation v3 Professional Scrum Master Presentations/Other CA Society of Municipal Finance Officers (CSMFO) Conference, February 2021: Facilitated panel discussion “Implementing ERP During the COVID-19 Pandemic: We Did it and you can too” Instructor / facilitator for the California County Information Services Directors Association (CCISDA) Information Technology Leadership Program: Metrics, February 2017 Governance, October 2016 IT Business Analysis, April 2016 MISAC Conference, September 2015: Developing Requirements for a Successful Procurement and Implementation Sally W. Nagy, PMP Senior Manager Management Consulting Summary of experience Sally has an extensive background in both public and private sector executive management with a proven record of results applying business insight to the application of information technology to achieve the organization’s goals. As Chief Information Officer/IT Director of both public and private sector organizations (City of Sacramento, Santa Barbara County, City of Tucson, GenCorp Aerojet), she has directed all aspects of information technology including application development, project management, communications, operations, system architecture, GIS, and technical support. As a consultant, Sally’s engagements have included information technology governance, organizational change management, business and technology strategic planning, information technology tactical planning, procurement and contract negotiations, project management, workforce development, organizational and program reviews, quality assurance, and enterprise technical architecture. Sally’s ERP systems experience spans more than 30 years, most recently developing requirements for procurement of new ERP solutions for the City of San Mateo, CA, City of Stockton, CA, and the Maricopa Association of Governments, AZ. In addition, she has worked with multiple jurisdictions to identify ERP system needs as part of her IT strategic planning engagements. Selected key clients City of Santa Barbara, CA City of Milpitas, CA City of San Mateo, CA Maricopa Association of Governments, AZ Oregon City, OR Clackamas County, OR City of Oregon City, OR City of Palm Desert, CA Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 16 Education Bachelor of Business Administration, Ross School of Business, University of Michigan Selected presentation Creating an Enterprise View of Asset Information at the City of Arvada, CO | APWA Colorado Conference 2015 Embracing Emerging Technology | Colorado Government Finance Officers Association (CGFOA) Mid-Summer Conference 2020 The Future is Now: Automate Repetitive Tasks with Robotic Process Automation | On-Demand, Municipal Information Systems Association of California (MISAC) 2020, CGFOA Annual Conference 2021 Professional affiliations Member, Colorado Government Finance Officers Association Brian Pesis Manager Management Consulting Summary of experience As a Manager, Brian has over 7 years of experience providing consulting services to government and public sector organizations. His experience is focused on providing software needs assessments, system selection assistance, and software implementation project management assistance, coupled with business process mapping and optimization. Within software, his focus is on Financial, Human Resources, Customer Information (CIS) and Utility Billing Systems (UB), and Enterprise Asset Management (EAM) systems. Furthermore, Brian has experience in performing IT assessments and strategic plans. During software advisory projects, Brian plays a key role in both managing the project and executing project tasks such as report development, process mapping, development of functional requirements and the request for proposals, proposal analysis, and assisting with due diligence. Throughout all projects, he conducts interviews with process owners and end users to understand current organizational needs, functional gaps, opportunities for improvement, and how to apply best practices. During software implementation projects, Brian utilizes tools to track project action items, monitor the project budget, and ensure vendor compliance with the statement of work and contract, among other activities. Selected key clients City of Arvada, CO City of Bend, OR City of Bismarck, ND City of Cheyenne, WY - Board of Public Utilities City of DeLand, FL City of Fort Collins, CO City of Independence, MO City of Glenwood Springs, CO City of Greeley, CO City of Kirkwood, MO City of Longview, TX City of San Mateo, CA City of Santa Maria, CA City of West Palm Beach, FL County of Adams, CO County of Anoka, MN County of Boone, MO Town of Longboat Key, FL Village of Park Forest, IL County of Garfield, CO County of Gwinnett, GA County of Midland, MI County of St. Lucie, FL Cuyahoga County Public Library, OH Eastern Municipal Water District, CA Hillsborough County Aviation Authority, FL Las Vegas Convention and Visitors Authority, NV Maricopa Association of Governments, AZ Placer County Water Authority, CA Santa Margarita Water District, CA San Mateo County Transit District, CA (SamTrans) Town of Pembroke Park, FL Valley Metro Transit System, AZ Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 17 Education Bachelor of Science in Information Systems and Information Technology and in Marketing University of Illinois at Urbana- Champaign Professional training & affiliations Society for Human Resource Management (SHRM) Nina Rajcevic Senior Consultant Management Consulting Summary of experience As a consultant at Plante Moran, Nina has experience providing consulting services to government and public sector organizations. Her experience includes ERP software needs assessments, system selections and implementations as well as process mapping and optimization activities. Furthermore, Nina has experience specifically within the Human Resources function of many public organizations. ERP Assessments and System Selections: Nina’s experience in municipal ERP Needs Assessment engagements include facilitating interviews and process mapping sessions, documenting issues and opportunities, developing report materials and system requirements. During the RFP development and system selection process, she has assisted with vendor proposal analysis and facilitated vendor demonstrations. Nina has also assisted with the development of training materials and project management for implementations. Human resources focus and expertise: During Nina’s time with Plante Moran, she has been involved with various Human Resources engagements to optimize processes and policies. As a Human Resources and Payroll lead on multiple projects, she has assisted with providing recommendations around optimizing processes and procedures in the subject areas of Human Resources and Payroll. Her experience on these engagements includes facilitating departmental review sessions to capture key issues and opportunities for improvement within the department area. Additionally, she works on mapping detailed current and future- state process maps to standardize business processes within the Human Resources and Payroll functions. Nina has also worked in a project management role for a large audit client, providing support throughout the audit. Selected key clients Great Lakes Water Authority, MI Valley Metro Transit Agency, AZ Baton Rouge Recreational Authority King County Library System, WA Village of Arlington Heights, IL City of West Palm Beach, FL Toho Water Authority, FL Prince William County, VA Gwinnett County, GA City of San Mateo, CA City of St. Louis, MO City of St. Charles, IL Elk Grove Village, IL City of Peoria, IL City of Detroit, MI City of Denton, TX City of Longview, TX Town of Cary, NC Ramsey County, MN Anoka County, MN Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 18 Detailed Work Program, Schedule, & Cost Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 19 Project approach Phase 1: Needs assessment MEASURABLE OBJECTIVE DELIVERABLES Manage project activities Formally kick off the project Understanding of current technical environment and staffing availability Knowledge of current ERP work processes Identify business gaps (issues) and improvement opportunities Identification of ERP requirements unique to the City Understand and document ERP functional needs Project Charter Project Plan/Work Plan Project Collaboration Center Project Kickoff Presentation Needs Assessment Report Functional Requirements (Specifications) 1. Project initiation A project initiation meeting will be conducted to introduce the project team, finalize the project scope, deliverables, and timetables. These objectives will be accomplished through the development of a project organizational structure, project charter, detailed project plan, and regularly scheduled progress meetings. These steps are described below. 2. Define project organizational structure Our approach to each consulting engagement is structured to provide the services and level of professional support required to meet the individual needs of the client. We will work jointly with the key City contacts to design a process that will meet the overall needs of the City. As standard practice in the majority of our engagements, especially those related to technology and process transformation, we have designed a very collaborative approach to ensure a high probability of success. During the early stages of the project we suggest creating a cross-functional group of representatives from essential departments to be involved in the process. We would expect the City to identify the appropriate individual participants. 3. Develop project charter During project initiation, we develop a Project Charter to provide a framework for the following: Project overview Vision statement Project objectives Business drivers Project stakeholders Project influences Project constraints Project staffing Scope plan (both in and out of scope items) Project milestones and deliverables The Project Charter will be provided to the City for review and approval prior to significantly commencing project activities. 4. Develop a detailed project plan We will work with the City to incorporate major phases and milestones, work tasks and their due dates into a detailed Microsoft Project ™ Plan. We will work with the City’s Project Manager during this activity to design a Project Plan for the contracted project phases which are appropriate and meets the City’s overall priorities. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 20 5. Establish project collaboration center Over Collaboration environments such as Microsoft SharePoint have become increasingly effective tools in which to share information related to projects. These environments can serve a variety of purposes including acting as a repository for documentation developed during the course of an engagement. During this activity, we will work with the City to establish a project collaboration center including design, structure, security, and content. 6. Schedule and moderate project status meetings Continuous feedback is the key to a successful project. In this way, problems can either be avoided entirely or addressed early on, to minimize wasted effort and keep the project on schedule. We will schedule regular conference calls with the City to report on the status of the Project Plan and timeline and re-schedule tasks as necessary and update the Project Plan. 7. Review documents Plante Moran will review any available existing documentation gathered and provided by the City to gain a comprehensive understanding of the City’s ERP-related operations and current technologies. Documents to be reviewed include the following: Mission Statements Previous studies that are relevant to the project Relevant process and function descriptions/handbooks, pre-existing workflow documentation/flowcharts, such as those that the City has already developed Organizational charts Inventory listing of all systems relevant to performing key ERP business processes. Cost models, current operating budget detail, purchasing plans for technology, etc. Relevant hardware, software and network diagrams, and/or other relevant documents Listing of existing systems supporting the various ERP-related business processes Listing of additional “shadow systems” and non-integrated systems Critical systems to be interfaced with the new software Outstanding enhancement requests on current relevant systems City standards for hardware, software, network operating systems, etc. 8. Conduct project kickoff meeting We will conduct a project kickoff with City stakeholders to introduce them to the project, discuss our project approach, provide an overall timeline and outline their role. 9. Conduct stakeholder interviews After reviewing the documentation collected, Plante Moran will conduct interviews with teams representing both process owners and end-user department staff directly involved with the City’s business processes. In addition to understanding roles and responsibilities, we hope to gauge the extent to which departments comply with the process, common complaints, opportunities for improvement, and issues with existing technology. This step may also include additional data collection, in addition to existing performance data, as needed to validate customer perceptions. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 21 We will distribute an interview guide in advance to prepare interviewees to discuss: High-level objectives and expectations for new systems Inventory and use of existing business processes and systems Existing processes and workflows Identification of shadow systems that have been developed Integration requirements between applications and technologies Requirements for data sharing including interactions across the City as well as with customers and other public sector agencies Key reporting requirements Organizational limitations and barriers to change that may hinder the implementation of process redesigns and new or enhanced technologies Concerns regarding process inefficiencies, paper dependencies, and data handling redundancies Concerns regarding the support of legacy processes and technologies In progress and planned process and technology enhancement initiatives High level issues and opportunities for process improvements Our team’s interview approach will be both educational and investigative: EDUCATIONAL: INVESTIGATIVE Advantages and disadvantages of redesigned and technology-enhanced business processes and best practices to be considered. Benefits of using a commercial off-the-shelf software versus a custom-developed solution Gain an understanding of City-wide reporting needs Discuss opportunities for potential improvements to business processes and reporting Provide an understanding and benefits of industry best practices and system capabilities available in the ERP marketplace Identify gaps in the current business applications and processes Identify functional improvements that are desired in existing systems Identify staff concerns regarding current operations, data handling redundancies, etc., Discuss proposed business process redesign opportunities that staff believe will benefit their department’s operations and to the quality of citizen services These meetings will cover (but are not limited to) key City business process areas listed in the RFP: Financial: Accounts payable Accounts receivable Bank reconciliation Budgeting Contract management Fixed assets General ledger Human Capital Management: Human Resources o Benefits management o Employee self-service o Performance management o Personnel actions o Position control, classification, and compensation o Recruitment Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 22 Grant and project accounting Lease management Project management Purchasing Risk management o Learning management Payroll o Payroll o Time and attendance o Employee self-service We will work with the City during Project Initiation to finalize this list. During the interviews, we will discuss key current business and technological workflows to further define the current systems and required system interfaces. These sessions will focus on reviewing sub-functions that are performed within each of the areas above to discuss both system and operational areas. 10. Develop ERP functional and technical requirements As a basis for the development of ERP functional and technical requirements, we will leverage existing best practice software and technical requirements that we have developed for public sector clients with similar size/complexity along with critical and unique requirements and interfaces that were defined in previous work steps. These requirements, when combined with the City’s unique requirements, will form the basis of the technical and functional requirements (both current and future state requirements). We will work with the City to identify leads for each process area, and then will send the ERP requirements (also known as specifications) to these City subject matter experts involved in the interview process for internal review, prioritization, and feedback. Several cross-functional specification meetings will be held to collect feedback/edits from the departments via web meetings. Final edits, additions, and deletions to the specifications will be incorporated for use in the RFP. This activity ensures that feedback is continually sought from the users and entrenches their engagement in the process 11. Prepare ERP needs assessment report A Needs Assessment Report will be developed based on the interview findings and contain the following: SWOT analysis including strengths, weaknesses, opportunities, and threats A listing of findings and opportunities, where the findings are areas for improvement and desired enhancements (e.g., redundant steps, functional deficiencies, “shadow” systems, processes that are time and paper intensive, etc.). The opportunities will be the results of our benchmarking the “issues” with our knowledge of industry best practices and experience with other governmental clients, as well as recommendations for the best approach moving forward. Overall recommendation for City’s future ERP implementation strategy (e.g. maintain vs. replace) and action plan including key considerations for next steps which include: o Potential risks o Anticipated timeline and deployment method o Single ERP solution vs. multiple system “best of breed” approach o Staffing estimates o Timeline Marketplace overview, including currently available ERP systems, pros and cons, trends in the ERP market, and other relevant information. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 23 Cost estimate over a 10-year horizon, including both external costs (software, implementation and training services, project management, integration/conversion services, etc.) and internal costs (project management, staffing infrastructure required, etc. Develop preliminary Application Migration Plan for each system classifying each system with designations as follow: Replace (R): Consider replacing this application Consider (C): Consider replacing this application with an integrated ERP solution, based on the strength of the finalist vendor offering and cost/benefit of the replacement module. Maintain (M): Consider retaining the application, not replacing it. Interface (I): Consider keeping the application and interfacing/integrating it with the selected ERP solution. For all identified interfaces above, an interface listing, definition the source and target systems, interface direction, frequency, and data included. Phase 2: Request for Proposal (RFP) development and selection assistance MEASURABLE OBJECTIVE DELIVERABLES Develop a Request for Proposal (RFP) that represents the needs of the City and select a vendor based on consensus Request for proposal (RFP) Selection criteria, and evaluation process/forms ERP proposal analysis Demonstration materials Vendor selection report Negotiated statement of work 1. Develop solution selection criteria and define the decision-making process Our selection approach will enable the City to identify the overall finalist, in conjunction with other due diligence tasks (i.e., reference checks, site visits, and successful contract negotiations). Before proceeding with release of the RFP, we will meet with the City’s evaluation committee to define the selection criteria and process used to analyze proposals. We typically use a tiered process in which to reach the finalist decision. For example, the City may wish to specify minimum criteria that all responding vendors are required to meet in order for their bid response to be considered (e.g. timeliness, minimum installations of similarly sized organizations, etc.). For those vendors meeting the initial criteria, their bid responses will be evaluated against a second level of criteria prior to any formal due diligence activities, vendor demonstrations, etc. –based solely on their RFP response. The top two or three vendors that score the highest on this second round of scoring will be considered the finalist vendors (i.e. the shortlist). Categories of criteria and sub-criteria are established along with weightings to conduct an unbiased scoring of the finalist vendors. Scoring of the finalist vendors can be conducted in a group setting with all members of the selection committee developing a single score or conducted individually by members of the selection who will score vendors in their areas of expertise. It is important to establish this scoring prior to release of the RFP to removes as much bias as possible from the selection process. Additionally, we will normally describe the detailed evaluation process in the RFP itself such that the vendors understand how their solution is being evaluated. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 24 2. Develop request for proposal (RFP) document We will develop an ERP RFP document to solicit responses in a format that will ease analysis. The RFP will be tailored to the City’s unique purchasing requirements based on the project activities performed, but is minimally expected to include the following: Background information on the City, the current environment, and the scope of the project A discussion of the timeline and approach being taken by the City to select a finalist Guidelines for ERP software and implementation vendors to submit proposals ERP software requirements Various forms for the vendors to complete and return Attachments as appropriate We will work closely with the City’s purchasing staff to determine the best approach to developing the RFP, and then can develop a document starting with our tools or the City’s template. Once a draft is developed, we will meet multiple times with a workgroup as defined by the City to review the document, answer questions, and make updates as necessary until it is finalized. 3. Distribute request for proposal (RFP) document During this activity, we will advise the City project manager and evaluation committee regarding the ERP marketplace and appropriate distribution protocols including advertising, bid services, and other methods to solicit responses. We can provide a listing of possible respondents to include in a distribution list for RFP release, and discuss options for notification of the release. 4. Participate in vendor pre-bid meeting We will participate, as requested, in a vendor pre-bid meeting. Prior to the meeting, we will provide a sample agenda and a set of questions the City should consider so staff can be prepared. 5. Assist with ERP vendor Q&A during pre-proposal due date timeframe We anticipate that the City procurement policy would require that the City staff be the formal key point of vendor contact for the RFP. As is typical with public sector procurements we would expect that the City’s purchasing staff would act as the first line of vendor communication and interaction for a formal written Q&A and proposal clarification process. Plante Moran would support this activity by working to draft responses to vendor questions based on our understanding of the City’s expectations established during prior project activities. We would then work with the City to identify the appropriate City resources for any supplemental review and clarification. As the draft is completed, the City’s project team and potentially the evaluation committee will review the draft responses. Feedback will be captured and revisions will be made before the document is finalized and distributed by City purchasing staff either directly or via the bid services based upon methods described in the RFP. 6. Analyze proposals Vendors will be instructed to complete the forms in the RFP and return them in digital format with their proposals. Through a semi-automated process we have successfully used on numerous engagements, we Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 25 will then analyze the responses to the RFP. As part of our analysis in this task, we will prepare four separate deliverables: 1. Requirement’s compliance analysis, providing an objective analysis of how vendors responded to the requirements in the RFP. This will include a percent compliance, as well as numerous filters of the requirement responses. 2. Cost and service hours analysis, showing a breakdown of the one-time and ongoing costs over a 10 year period for items such as software, hardware, implementation services (i.e. configuration, training, conversions, modifications, interfaces, change management, etc.) and other internal costs as desired. This also includes a comparison of the total number of implementation service hours proposed by each vendor. 3. Vendor comparison, showing a side-by-side comparison of key vendor information. This includes items such as number of installations, historical financial performance, number of support staff, platforms supported, references, etc. 4. Proposal summary memos, compiling key information organized by the evaluation criteria, to help draw attention to important details and gather information in a central document. This document can also include a combined executive report of identified omissions, errors, or other focus areas from the other analysis documents. 7. Assist with semi-finalist selection Together, we will use the decision-making process determined above to select the two or three most qualified vendors who may be subjected to the due diligence tasks described in the following work plan tasks. We will participate in proposal review and discussion meetings with the City’s evaluation team to help facilitate the process and provide our feedback. During this process, if requested, we can work with the vendors to clarify any outstanding questions. 8. Develop vendor demonstration materials We will assist the City in the development of materials to use during the vendor demonstration and due diligence activities including vendor demonstration agenda, letters to send to those vendors who are proceeding forward upon receipt of their RFP responses as well as letters to send to those vendors whose solutions are not being considered based on initial review of their RFP responses, and forms to document vendor feedback during the vendor demonstrations, reference checking and potential site visit processes We will also work with the City in the development of detailed demonstration scripts that are intended to direct the vendor demonstrations towards the needs of the City. These scripts will be based on the requirements defined earlier in the project, coupled with unique City needs and concerns, so that vendors demonstrate their products according to desired business processes within the City. Furthermore, these scripts allow for a standardized process to compare vendors. 9. Schedule and conduct vendor demonstrations On behalf of the City, we will facilitate the software demonstrations by providing logistical advice, agendas and scripts. We would also anticipate participating in up to nine days of attendance at the demonstrations (up to three days each for up to three vendors). The demonstrations will be held at the City and should include a cross-section of staff from the City. Evaluation forms will also be provided as a checklist for Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 26 scoring each vendor’s performance and functionality. We would envision conducting a debrief discussion with the City project team after each demonstration gather immediate feedback and reactions from participants. 10. Conduct additional due diligence activities In addition to vendor demonstrations, there are a number of activities that the City can undertake to conduct additional due diligence on the finalist vendors including: Preparation for site visits Providing forms to the City for reference checking to assess how well others have adapted the proposed systems to their needs and identify issues to address during contract negotiations. We have found that having City staff contact their peers at the reference sites results in more productive and informative conversations. As such, we will help coordinate the reference checking and site visit process, but not perform the checking ourselves. The City may conclude to perform other additional due diligence, as necessary to evaluate and consider the value of specific components of the vendor proposals. 11. Assist in the selection of a preferred vendor We will meet with the City to review the due diligence information gathered. It is possible that there may be a need to have the final two vendors conduct a final software demonstration to the City staff that will focus on very specific areas of review, or provide a best and final offer. In our experience, due diligence activities conducted after vendors have responded to an ERP RFP provide further understanding for the client as to what is being offered by the software vendors as well as further understanding by software vendors as to the needs of the client. We would propose that the semi-finalist vendors be requested to provide a clarification response to their original RFP to address specific questions that the City has related to their solution to include a final cost proposal. Together, based on those demonstrations, vendor proposals, and other due diligence activities, we will review and discuss the semi-finalist vendors' overall solution and facilitate meetings with the Project Steering Committee to proceed forward with making a decision on a finalist vendor using the decision- making process developed previously. At the City’s request, we will develop a synopsis of the entire system selection process for the City Council and attend the Council meeting to support the Committee’s finalist recommendation, intending to gain concurrence from Council to proceed with contract negotiations. 12. Support contract negotiations including developing statement of work (SOW) We will review the license and support agreements provided by the primary finalist vendor and propose recommended changes to the contract. We will participate with the City in planning the negotiations with the primary finalist vendor. Contractual terms, conditions, and costs will be reviewed with the goal in mind of recommending contract language changes designed to protect the City’s long-term interests. A draft of the final license and support agreements will be presented to the City’s legal counsel for their review. Terms and conditions relating to term and termination of the agreements, purchase and support costs, caps on price increases, recourse for non-performance by the vendor, software acceptance criteria, rights to the source code if vendor declares bankruptcy, warranties and incorporation of the vendor’s response to the Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 27 RFP, governing law, insurance coverage requirements, rights to major new releases, payment terms tied to major deliverables, controls over expenses, development of an implementation plan, on-going support criteria, etc., will be reviewed. We will discuss approach with the City and determine whether we or the City will facilitate the negotiations. The City will conduct vendor negotiations and make all management decisions. During this activity, the City will need to determine and conclude on the specific scope of software, services and optional items, which it will purchase from the finalist vendor(s). As part of this activity, we will also review work the Statement of Work (SOW) developed by the selected software vendor and provide input to the City for consideration before finalizing Phase 3: Implementation Project Management Assistance Phase Objective: The purpose of this phase is to assist the City in the implementation and acceptance of the selected vendor solution(s). There are a variety of roles that we have performed during system implementation depending on several of factors including: Project management acumen within the organization Organizational experience with implementing systems Risk tolerance Available budget to allocate to the project for external assistance Organizational dynamics Criticality of meeting defined project dates Duration and phasing of the implementation Ability for the organization to appropriately staff the project Other factors The implementation timeframe and cost will be dependent upon a variety of factors, including: Scope of solution and services selected by the City Availability of City staff Availability of vendor staff Expiration date of current maintenance contract City’s desired implementation approach (i.e., phased versus “big bang”) Complexity of implementation (e.g., high number of interfaces, etc.) Ability of the City to budget funds towards minimizing duration We would expect to develop an implementation schedule in conjunction with the City’s project management team and/or Evaluation Committee as well as the selected ERP vendor(s) during the initiation activities of the project. For any new system implementation, we would include the selected vendor during the initiation activities of the project to create the implementation schedule and plan. Below is a high-level summary of potential implementation management activities by phase that would be supported by Plante Moran depending on the role: Project Phase Summary of potential implementation management activities Pre-Implementation and Initial Project Planning Assistance Work with the City and selected ERP vendor in project start-up activities. Conduct a project expectation alignment session with City staff. Facilitate a risk management session with City staff and Vendor. Develop and implement appropriate tools for managing the project. Participate in up-front kick off consulting sessions conducted by Vendor. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 28 Project Phase Summary of potential implementation management activities Participate in development and review of comprehensive project implementation plan documents (e.g., implementation management plan, project plan etc.). Implementation Management Assistance (specific activities vary by implementation management role as described in the next table) Act as a member of the functional team providing team oversight and ensuring that existing business processes are challenged during implementing those module(s). Manage activities of the teams for all ERP implementation phases to ensure that activities are monitored and tracked for completion. Help coordinate activities between overlapping implementation phases as needed. Participate in team consulting sessions with the City and Vendor. Participate in status meetings with the City and Vendor. Monitor project timeline progress as updated by the Vendor. Work with team leads and steering committee members to stay on task. Monitor and provide feedback during data conversion and interface development. Assist in managing the issues/actions item list. Monitor project risks. Participate in project steering committee meetings. Participate in project management meetings and ad-hoc meetings as needed Review project change orders. Review and comment on project deliverables. Monitor vendor compliance to the negotiated contract. Provide acceptance testing guidance and assist with test plan. Review and comment on project progress. Review and manage the go-live check/punch list Project Closing Activities Identify post-implementation team activities that still require resolution. Define vendor post go-live support requirements both on-site and offsite. Develop a transition approach from the vendor to the City. Work with the City to develop and document on-going system support procedures. Determine who will maintain issues log for each of the teams and at a PMO level. Determine who will be monitoring error logs for the system on a regular basis. Finalize the ongoing support structure including roles and responsibilities. Archive project records. Close-out all contracts. Conduct debriefing sessions on the product and services portion of the project. The following table describes sample roles and an estimated Plante Moran time commitment. Our costs for this phase are for a co-project manager role. Role Role description Time commitment Phase: Pre-implementation & initial project planning assistance All Roles Provide pre-implementation planning assistance and assistance during the first couple of months of the project to ensure that project management processes, procedures, tools, and templates are implemented and are being used effectively. 80 – 120 hours Phase: Implementation management assistance Overall Project Manager Act as the City’s project manager during the implementation. .50 - .75 FTE Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 29 Role Role description Time commitment Co-Project Manager Together with the City’s Project Manager, track and confirm that action items and homework are completed on time. Approve all invoices while tracking and reporting the monthly project budget. Ensure that the project adheres to the timeline and avoid scope creep. ~60 hours/month Project Manager Advisement Work with the project manager on a weekly basis to ensure that the PM is organized in their thinking on current critical issues and upcoming project activities. This assumes some level of Plante Moran involvement in up-front planning. 4-6 hours / week Phase: Project Closing Activities All project roles Project assistance to close the project, ensure project completion activities are performed, and ensure the system is effectively transitioned to operational support by the City. 40-80 hours Project schedule Plante Moran’s proposed schedule to meet the deadlines defined in the RFP. There are some portions of the schedule where we might suggest modifications from the schedule suggested by the City. As described in the project team overview, Brian Pesis will be responsible for all day-to-day activities, which will be executed with the assistance of Nina Rajcevic and other consultants as needed. Adam Rujan will be ultimately responsible for the services performed and deliverables. Input will be gathered from Sally Nagy on an as-needed basis. City of Cupertino ERP consulting services Duration Start Finish Phase 1: Needs Assessment 107 days 12/5/22 5/15/23 Project Management 107 days 12/5/22 5/2/23 Project initiation 1 day 12/5/22 12/5/22 Develop project organizational structure 10 days 12/5/22 12/16/22 Develop project charter 5 days 12/6/22 12/12/22 Develop detailed project plan 10 days 12/6/22 12/19/22 Establish project collaboration center 1 day 12/6/22 12/6/22 Schedule and moderate project status meetings 102 days 12/12/22 5/2/23 Review documents 15 days 12/13/22 1/2/23 Schedule stakeholder interviews 10 days 12/13/22 1/2/23 Kick-off meeting 1 day 1/9/23 1/9/23 Conduct stakeholder interviews 10 days 1/10/23 1/23/23 Develop ERP functional and technical requirements 15 days 1/24/23 2/13/23 Deliver requirements to city 1 day 2/13/23 2/13/23 City internally reviews requirements 10 days 2/14/23 2/27/23 Finalize requirements with Plante Moran 10 days 2/28/23 3/13/23 Prepare ERP needs assessment report 25 days 3/14/23 4/17/23 Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 30 City of Cupertino ERP consulting services Duration Start Finish City team reviews draft 10 days 4/18/23 5/1/23 Finalize ERP needs assessment 10 days 5/2/23 5/15/23 Phase 2: Request for Proposal (RFP) Development and Selection Assistance 110 days 5/16/23 10/16/23 Develop solution selection criteria & define the decision-making process 10 days 5/16/23 5/29/23 Develop request for proposal (RFP) document 20 days 5/16/23 6/12/23 Distribute RFP 1 day 6/13/23 6/13/23 Vendor pre-bid meeting 1 day 6/28/23 6/28/23 Assist with ERP vendor Q&A during pre-proposal due date timeframe 20 days 6/13/23 7/10/23 Proposals due 1 day 7/12/23 7/12/23 Analyze proposals 12 days 7/13/23 7/28/23 Assist with semi-finalist selection 15 days 7/13/23 8/2/23 Develop vendor demonstration materials 20 days 6/14/23 7/11/23 Schedule and conduct vendor demonstrations 20 days 8/3/23 8/30/23 Conduct additional due diligence activities 10 days 8/31/23 9/13/23 Assist in the selection of a preferred vendor 5 days 9/14/23 9/20/23 Vendor selected 1 day 9/21/23 9/21/23 Support the City’s contract negotiations including developing SOW 17 days 9/22/23 10/16/23 Phase 3: Implementation Project Management Assistance (Optional) 413 days 11/14/23 6/12/25 Pre-implementation and initial project planning assistance 20 days 11/14/23 12/11/23 Implementation management assistance 373 days 12/12/23 5/15/25 Project closing activities 20 days 5/16/25 6/12/25 Personnel Hours Task Adam Rujan Brian Pesis Nina Rajcevic Total Phase 1: Needs Assessment Project initiation 4 6 10 Define Project Organizational Structure - 1 2 3 Develop Project Charter 2 2 4 8 Develop Detailed Project Plan - 4 2 6 Establish Project Collaboration Center - 2 2 Schedule and Moderate Project Status Meetings 2 40 15 57 Review Documents - 8 8 16 Project Kickoff 4 3 4 11 Conduct Stakeholder Interviews 8 21 45 74 Develop ERP functional and technical requirements 2 7 40 49 Develop Needs Assessment Report 20 25 20 65 Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 31 Task Adam Rujan Brian Pesis Nina Rajcevic Total Phase 1 Total 42.00 119.00 140.00 301.00 Phase 2: Request for Proposal (RFP) Development and Selection Assistance Schedule and Moderate Project Status Meetings 2 40 15 57 Develop Solution Selection & and Define Decision-Making Process - 2 4 6 Develop Request for Proposal (RFP) Document 6 5 20 31 Distribute RFP - 1 2 3 Participate in Vendor Pre-bid Meeting - 1 3 4 Assist with ERP Vendor Q&A 4 4 2 10 Analyze Proposals 10 40 29 79 Assist in selecting semi-finalists 4 2 2 8 Develop vendor demonstration materials - 2 15 17 Schedule and Conduct Vendor Demonstrations - 3 74 77 Conduct Additional Due Diligence Activities 4 4 2 10 Assist in the Selection of a Preferred Vendor 12 4 16 Support Contract Negotiations including Developing SOW 60 20 6 86 Phase 2 Total 102 128 174 404 Phase 3: Implementation Project Management Assistance Pre-Implementation and Initial Project Planning Assistance 10 30 20 60 Implementation Management Assistance 72 222 666 960 Project Closing Activities 10 50 40 100 Phase 3 Total 92 302 726 1,120 Total 236 549 1,040 1,825 Cost Plante Moran proposes a firm, fixed-fee schedule for the non-optional proposed services not to exceed $79,765*, inclusive of incidental expenses. We will invoice our fees monthly based upon progress toward completing deliverables. We would like to emphasize that our cost and work plan are flexible. We would welcome the opportunity to work with the City to finalize a work plan and costs to meet the needs of the City. * Pricing outlined is based upon the project fee assumptions provided within this cost proposal. Phase Proposed fees Phase 1 - Needs Assessment $79,765 Phase 2 - Request for Proposals (RFP) Development and Selection Assistance RFP Development Cost $18,683 ERP Vendor Selection Cost $71,418 Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 32 PHASE 3 - IMPLEMENTATION PROJECT MANAGEMENT SERVICES COST (OPTIONAL) TBD Blended hourly rate We will use a blended rate of $300/hour for any additional services. Assumptions Our project fees are based on the following assumptions. Should these assumptions change, we would adjust our professional fees accordingly in consultation with the City. Based on the current COVID-19 travel restrictions, Plante Moran envisions a flexible approach will be necessary to complete the proposed tasks, and that tasks may be delivered via a combination of on on-site and remote approaches, depending on the current environment. Project stakeholders will be available to attend meetings and workshops as defined in the approved project schedule developed for each of the project phases. Our findings and observations are derived from the documents reviewed, site visits, and interviews conducted. Our reporting is solely based on the information obtained through this process and will not be validated by other means. The City will provide timely feedback on the review of all deliverables submitted for review and acceptance. Plante Moran will provide a deliverable acceptance review period of 10 business days for review. If no revisions are received within this timeframe, the deliverable will have been deemed to be accepted. The City will appoint an internal project lead who will be the main point of contact between the City and Plante Moran and will assist with logistics and coordination of activities. Costs for implementation project management services in phase 3 are based on assumptions and we strongly suggest revisiting our level of effort at the end of phase 2. This will vary widely based on City staff availability, the system selected, and other factors. Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 33 References Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 34 City of San Mateo, CA Mr. Rich Lee Finance Director 330 W. 20th Avenue San Mateo, CA 94403 650-522-7102 rlee@cityofsanmateo.org Finance System Replacement Project Performed an in-depth needs assessment and system selection for the City to replace the legacy solution, including both financial and human capital management functions. The project included conducting interviews with process owners, departments, and management, development of a Needs Assessment and Gap Analysis report identifying process improvement opportunities, development of an RFP, proposal analysis, and due diligence assistance. Following selection of a finalist vendor, we will begin contract negotiations and statement of work development assistance. Project Timeline: August 2020 – Present Anoka County, MN Paula Bownik Director of Accounting 2100 3rd Avenue Anoka, MN 763.324.1703 Paula.Bownik@co.Anoka.m n.us Population (2019): 356,921 Financial system assessment Assessed the County’s existing financial software environment that included a review of gaps, a root cause analysis of identified issues, current state process mapping, and an options analysis for the best course of action moving forward. Interviews were conducted with staff representing County process-owning departments and end-user departments utilizing financial processes. The result of this effort was a financial system assessment report discussing themes of current issues, technology environment assessment, advantages and disadvantages of identified options, total cost of ownership analysis, a marketplace analysis, and our recommendation. Project Timeline: May 2020 – January 2021 Plante Moran is currently assisting the County with the selection of a Financial and Procurement system. City of Milpitas, CA Mr. Walter C. Rossmann Deputy City Manager 455 East Calaveras Blvd. Milpitas, CA 95035 408-586-3051 wrossmann@ci.milpitas.ca .gov OpenGov Budgeting System Implementation Plante Moran provided project management services for the City’s implementation of OpenGov’s Budgeting system for both the Operating and Capital Improvement Program (CIP) budgets. Working closely with the City and OpenGov, developed/monitored implementation plans, identified customizations/workarounds to meet the City’s needs, identified training needs, and oversaw development of training materials. In addition, monitored progress and issues during development and testing of programs for uploading data from the City’s Cayenta Financial system to OpenGov. Also, coordinated planning, design and development meetings for the Operating and CIP Budget Books developed using the Workiva Wdesk tool. Provided quality control services during the development of the budget books. Ensured sufficient OpenGov resources were provided throughout the implementation. Project Timeline: October 2019 – April 2021 Enterprise Resource Planning Requirements Documentation and Vendor RFP Development Services – PLANTE MORAN 35 City of Longview, TX Mr. Justin Cure Director of Information Services 300 W. Cotton Street Longview, TX 75606 623.773.7218 jcure@santabarbaraca.gov (Note: Justin is currently IT Director at Santa Barbara, CA) ERP Needs Assessment Conducted a comprehensive Enterprise Resource Planning (ERP) needs assessment to review the City’s current ERP environment. This included interviewing process owners and end users, as well as development of a Needs Assessment Report. This report included process improvement opportunities, SWOT analysis, application and interface inventory, marketplace assessment, cost analysis, and a plan of action. Project Timeline: November 2017 – June 2018 ERP System Selection Assisted the City with selecting a new Enterprise Resource Planning (ERP) solution. This involved the creation of functional specifications, RFP development, proposal analysis, and due diligence assistance. Once the City selected their preferred finalist vendor, we assisted with statement of work development and contract negotiations with the selected ERP vendor. Project Timeline: August 2018 – June 2019 City of Santa Barbara, CA Mr. Justin Cure IT Director 735 Anacapa Street Santa Barbara, CA 93101 805-897-2671 jcure@santabarbarca.gov IT Assessment and Plan Plante Moran assisted the City by assessing the current IT operation and facilitating goal setting for future operations. The project included: Stakeholder interviews End user survey IT staff interviews Infrastructure review Security review Visioning with City management Setting strategies and goals The final plan addressed the IT organization, processes and planned technology investments. Project Timeline: June 2017 - September 2017 Samples of our recent work products are included in the appendix titled Sample Work Products. Conflict of Interest Plante Moran has no business, professional, personal, or other interest, including, but not limited to, the representation of other clients, that would conflict in any manner or degree with the City of Cupertino RFP for ERP Needs Assessment, Selection, & Implementation performance of its obligations under this Agreement. If any such actual or potential conflict of interest arises under this Agreement, Plante Moran shall immediately inform the City in writing of such conflict. Exh. D-Insurance Requirements for Design Professionals & Consultant Contracts 1 Form Updated Jan. 2022 Consultant shall procure prior to commencement of Services and maintain for the duration of the contract, at its own cost and expense, the following insurance policies and coverage with companies doing business in California and acceptable to City. INSURANCE POLICIES AND MINIMUMS REQUIRED 1. Commercial General Liability (CGL) for bodily injury, property damage, personal injury liability for premises operations, products and completed operations, contractual liability, and personal and advertising injury with limits no less than $2,000,000 per occurrence (ISO Form CG 00 01). If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO Form CG 25 03 or 25 04) or it shall be twice the required occurrence limit. a. It shall be a requirement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be made available to the Additional Insured and shall be (i) the minimum coverage/limits specified in this agreement; or (ii) the broader coverage and maximum limits of coverage of any insurance policy, whichever is greater. b. Additional Insured coverage under Consultant's policy shall be "primary and non-contributory," will not seek contribution from City’s insurance/self-insurance, and shall be at least as broad as ISO Form CG 20 10 (04/13). c. The limits of insurance required may be satisfied by a combination of primary and umbrella or excess insurance, provided each policy complies with the requirements set forth in this Contract. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary basis for the benefit of City before the City’s own insurance or self- insurance shall be called upon to protect City as a named insured. 2. Automobile Liability: ISO CA 00 01 covering hired, and non-owned autos with limits no less than $1,000,000 per accident for bodily injury and property damage. 3. Workers’ Compensation: As required by the States where Contractor’s offices are located, with Statutory Limits and Employer’s Liability Insurance of no less than $1,000,000 per occurrence for bodily injury or disease. Not required. Consultant has provided written verification of no employees. 4. Professional Liability for professional acts, errors and omissions, as appropriate to Consultant’s profession, with limits no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. If written on a claims made form: a. The Retroactive Date must be shown and must be before the Effective Date of the Contract. b. Insurance must be maintained for at least five (5) years after completion of the Services. c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Contract Effective Date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of the Services. 5. Cyber Liability: Insurance, with limits not less than: $2,000,000 each occurrence $2,000,000 aggregate - all other EXHIBIT D Insurance Requirements Design Professionals & Consultants Contracts Exh. D-Insurance Requirements for Design Professionals & Consultant Contracts 2 Form Updated Jan. 2022 Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this Agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion, and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations. If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. OTHER INSURANCE PROVISIONS The aforementioned insurance shall be endorsed and have all the following conditions and provisions: Additional Insured Status The City of Cupertino, its City Council, officers, officials, employees, agents, servants and volunteers (“Additional Insureds”) are to be covered as additional insureds on Consultant’s CGL and automobile liability policies. General Liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 (11/ 85) or both CG 20 10 and CG 20 37 forms, if later editions are used). Primary Coverage Coverage afforded to City/Additional Insureds shall be primary insurance. Any insurance or self-insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of Consultant’s insurance and shall not contribute to it. Notice of Cancellation Consultant will provide at least 30 days’ advance written notice to City before cancelling any required insurance coverage or allowing it to expire. Waiver of Subrogation Consultant waives any right to subrogation against City/Additional Insureds for recovery of damages to the extent said losses are covered by the insurance policies required herein. Specifically, the Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by Consultant, its employees, agents and subconsultants. This provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Deductibles and Self-Insured Retentions Any deductible or self-insured retention must be declared to and approved by the City. At City’s option, either: the insurer must reduce or eliminate the deductible or self-insured retentions as respects the City/Additional Insureds; or Consultant must show proof of ability to pay losses and costs related investigations, claim administration and defense expenses. The policy shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the insured or the City. Acceptability of Insurers Insurers must be licensed to do business in California with an A.M. Best Rating of A-VII, or better. Verification of Coverage Consultant must furnish acceptable insurance certificates and mandatory endorsements (or copies of the policies effecting the coverage required by this Contract), and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements prior to commencement of the Contract. City retains the right to demand verification of compliance at any time during the Contract term. Exh. D-Insurance Requirements for Design Professionals & Consultant Contracts 3 Form Updated Jan. 2022 Subconsultants Consultant shall require and verify that all subconsultants maintain insurance that meet the requirements of this Contract, including naming the City as an additional insured on subconsultant’s insurance policies. Higher Insurance Limits If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City shall be entitled to coverage for the higher insurance limits maintained by Consultant. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 11/2/2022 Marsh &McLennan Agency LLC 15415 Middlebelt Road Livonia MI 48154 Amy Micallef,CIC,CISR,LIC,AAI,AIS 734-525-2445 212-607-1151 amy.micallef@marshmma.com Federal Insurance Company 20281 PMHOLDI Vigilant Insurance Company 20397P&M Holding Group,LLP &Subsidiaries; Plante &Moran,PLLC;Plante &Moran Cresa,LLC dba Plante Moran Living Forward 3000 Town Center,Suite 400 Southfield MI 48075 Great Northern Insurance Company 20303 2103817149 A X 1,000,000 X 1,000,000 10,000 1,000,000 2,000,000 X X Y Y 35756613 3/13/2022 3/13/2023 2,000,000 Deductible 50,000 C 1,000,000 X X Y Y 73263017 3/13/2022 3/13/2023 A X X 2,000,000Y798333303/13/2022Y 3/13/2023 2,000,000 B X N Y 71653087 3/13/2022 3/13/2023 1,000,000 1,000,000 1,000,000 The City of Cupertino,its City Council,officers,officials,employees,agents,servants and volunteers are included as additional insureds for commercial general liability coverage on a primary and non-contributory basis to the extent provided in the attached form #80-02-2367,for auto liability coverage on a primary and non-contributory basis to the extent provided in the attached form #s 16-02-0292 and 16-02-0316,and for umbrella liability coverage to the extent provided in the attached form #07-02-0815. Where permitted by state law,the Insurer waives its right to subrogation against the additional insured to the extent provided in the attached form #80-02-2000 for commercial general liability,form #16-02-0292 for auto liability,form #07-02-0815 for umbrella liability,and form #WC900375 for workers'compensation coverage. See Attached... The City of Cupertino 10300 Torre Avenue Cupertino CA 95014-3202 ACORD 101 (2008/01) The ACORD name and logo are registered marks of ACORD © 2008 ACORD CORPORATION. All rights reserved. THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:FORM TITLE: ADDITIONAL REMARKS ADDITIONAL REMARKS SCHEDULE Page of AGENCY CUSTOMER ID: LOC #: AGENCY CARRIER NAIC CODE POLICY NUMBER NAMED INSURED EFFECTIVE DATE: PMHOLDI 1 1 Marsh &McLennan Agency LLC P&M Holding Group,LLP &Subsidiaries; Plante &Moran,PLLC;Plante &Moran Cresa,LLC dba Plante Moran Living Forward 3000 Town Center,Suite 400 Southfield MI 48075 25 CERTIFICATE OF LIABILITY INSURANCE The insurance carrier will provide the Certificate Holder with direct notice of cancellation to the extent provided in the attached form #80-02-9780 for commercial general liability,form #16-02-0306 for auto liability,form #07-02-2472 for umbrella liability,and form #WC990644 for workers'compensation coverage. *SVQ 6IZ 4EKISJ -RGPYHIWGST]VMKLXIHQEXIVMEPSJ-RWYVERGI7IVZMGIW3JJMGI-RG[MXLMXWTIVQMWWMSR '311)6'-%0%98313&-0) 8,-7)2(367)1)28',%2+)78,)430-'=40)%7)6)%(-8'%6)*900= '311)6'-%0%98313&-0)&63%(*361)2(367)1)28 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SJWYGLIUYMTQIRX F6IQSZEFPIJVSQETIVQERIRXP]MRWXEPPIH LSYWMRKYRMXEWHIWGVMFIHMR4EVEKVETL EEFSZISVMWERMRXIKVEPTEVXSJXLEX IUYMTQIRX SV CALIFORNIA WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT This endorsement applies only to the insurance provided by the policy because California is shown in Item 3.A. of the Information Page. We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule, but this waiver applies only with respect to bodily injury arising out of the operations described in the Schedule, where you are required by a written contract to obtain this waiver from us. You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. Schedule 1. ( ) Specific Waiver Name of person or organization: ( X ) Blanket Waiver Any person or organization for whom the Named Insured has agreed by written contract to furnish this waiver. 2. Operations: 3. Premium: The premium charge for this endorsement shall be 1%percent of the California premium developed on payroll in connection with work performed for the above person(s) or organization(s) arising out of the operations described. 4. Minimum Premium: Authorized Representative WC 90 03 75 (05/18) Insured Copy ERP Needs Assessment, RFP Dev, & Vendor Selection Final Audit Report 2022-11-10 Created:2022-11-09 By:City of Cupertino (webmaster@cupertino.org) Status:Signed Transaction ID:CBJCHBCAABAAOXB1snDadxdPaObfFyPS-FoFom6HxFF2 "ERP Needs Assessment, RFP Dev, & Vendor Selection" Histor y Document created by City of Cupertino (webmaster@cupertino.org) 2022-11-09 - 6:28:22 PM GMT- IP address: 35.229.54.2 Document emailed to Marilyn Pavlov (marilynp@cupertino.org) for approval 2022-11-09 - 6:32:42 PM GMT Email viewed by Marilyn Pavlov (marilynp@cupertino.org) 2022-11-09 - 6:33:04 PM GMT- IP address: 69.181.110.140 Document approved by Marilyn Pavlov (marilynp@cupertino.org) Approval Date: 2022-11-09 - 6:34:02 PM GMT - Time Source: server- IP address: 69.181.110.140 Document emailed to Araceli Alejandre (aracelia@cupertino.org) for approval 2022-11-09 - 6:34:05 PM GMT Document approved by Araceli Alejandre (aracelia@cupertino.org) Approval Date: 2022-11-09 - 7:27:30 PM GMT - Time Source: server- IP address: 73.170.27.253 Document emailed to Adam Rujan (adam.rujan@plantemoran.com) for signature 2022-11-09 - 7:27:34 PM GMT Email viewed by Adam Rujan (adam.rujan@plantemoran.com) 2022-11-10 - 1:11:58 PM GMT- IP address: 136.226.61.31 Document e-signed by Adam Rujan (adam.rujan@plantemoran.com) Signature Date: 2022-11-10 - 1:17:41 PM GMT - Time Source: server- IP address: 136.226.61.31 Document emailed to christopherj@cupertino.org for signature 2022-11-10 - 1:17:45 PM GMT Email viewed by christopherj@cupertino.org 2022-11-10 - 1:17:55 PM GMT- IP address: 104.28.123.102 Signer christopherj@cupertino.org entered name at signing as Christopher D. Jensen 2022-11-10 - 4:09:48 PM GMT- IP address: 64.165.34.3 Document e-signed by Christopher D. Jensen (christopherj@cupertino.org) Signature Date: 2022-11-10 - 4:09:50 PM GMT - Time Source: server- IP address: 64.165.34.3 Document emailed to Bill Mitchell (billm@cupertino.org) for signature 2022-11-10 - 4:09:53 PM GMT Email viewed by Bill Mitchell (billm@cupertino.org) 2022-11-10 - 6:05:21 PM GMT- IP address: 104.47.73.126 Document e-signed by Bill Mitchell (billm@cupertino.org) Signature Date: 2022-11-10 - 6:05:35 PM GMT - Time Source: server- IP address: 67.188.27.184 Document emailed to Kirsten Squarcia (kirstens@cupertino.org) for signature 2022-11-10 - 6:05:39 PM GMT Email viewed by Kirsten Squarcia (kirstens@cupertino.org) 2022-11-10 - 6:55:53 PM GMT- IP address: 104.28.85.127 Document e-signed by Kirsten Squarcia (kirstens@cupertino.org) Signature Date: 2022-11-10 - 6:56:24 PM GMT - Time Source: server- IP address: 104.28.124.180 Agreement completed. 2022-11-10 - 6:56:24 PM GMT