HomeMy WebLinkAbout2018-06-12 - AGENDA REPORTS - AWARD FIN SYSTEM NEEDS ASMT AND SOFTWARE SELECTION (2)24
proposals were carefully reviewed by several stakeholders in the Finance and Technology
Service divisions of the City. While all three were comparable in terms of key phases that would
be undertaken, City staff agreed that the proposal by SoftResources, LLC best met the City's
needs.
SoftResources, LLC has been in business for more than 25 years and has helped more than 130
local governments with over 200 similar projects including the California cities of Pasadena,
Encinitas, Temecula, and Moreno Valley. Client references all spoke highly about the company's
ability to achieve results.
The outcome of this project will pave the way for City staff to make a separate recommendation
for the City Council's consideration, at a future meeting, for the authorization and appropriation
of a new ERP system.
ALTERNATIVE ACTION
1. Do not approve contract with SoftResources, LLC.
2. Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in the Technology Services budget to support the recommended
action.
ATTACHMENTS
SoftResources Proposal (available in the City Clerk's Reading File)
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25
Agenda Item: 25
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 12, 2018
SUBJECT: DECLARING INTENT TO REIMBURSE EXPENDITURES FROM
TAX-EXEMPT BONDS FOR THE ACQUISITION, DESIGN,
CONSTRUCTION, INSTALLATION, AND IMPROVEMENT OF
SHERIFF STATION FACILITIES
DEPARTMENT: Administrative Services
PRESENTER: Brittany Houston
RECOMMENDED ACTION
City Council adopt a resolution of the City of Santa Clarita declaring its intent to reimburse
certain expenditures from the proceeds of tax-exempt obligations expected to be issued to
finance certain public facilities as required by United States Department of Treasury Regulations
Section 1.150-2.
BACKGROUND
The City of Santa Clarita (City) or its related entity, including the Santa Clarita Public Financing
Authority, expects to issue tax-exempt bonds or other obligations (Obligations) to fund costs
associated with the acquisition, design, construction, installation, and improvement of Sheriff
Station Facilities (Project). The maximum principal amount of Obligations expected to be issued
for the Project is $40,000,000. Certain expenditures with respect to the Project are expected to be
paid by the City prior to the date of issuance of the Obligations. The proposed City resolution
would allow for the City to be reimbursed for such expenditures.
Section 1.150-2 of the Treasury Regulations (Treasury Regulations) promulgated under the
Internal Revenue Code of 1986, as amended, requires that for an allocation of proceeds of tax-
exempt obligations to a capital expenditure paid prior to the issuance of the Obligations to be
respected by the Internal Revenue Service, the City generally must no later than sixty (60) days
following such expenditures have declared its reasonable official intent to reimburse the City for
such payment out of the proceeds of the Obligations.
Treasury Regulations. The resolution is adopted only for the purpose of establishing compliance
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Proposal
Enterprise Resource Planning (ERP)
Software Selection Consulting Services
City of Santa Clarita, California
Revised May 29, 2018
Submitted by
Spencer Arnesen, CPA, Principal
SoftResources LLC
425.216.4030
sarnesen@softresources.com
SoftResources LLC
11411 NE 124th Street, Suite 270
Kirkland, WA 98034-4341
May 29, 2018
Benny Ives, Technology Services Manager
City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355
Dear Mr. Ives and Team:
SoftResources LLC is pleased to present this revised proposal to the City of Santa Clarita, California (City)
for Enterprise Resource Planning (ERP) Software Selection Consulting Services. n
excellent fit for our sole focus on providing unbiased software evaluation services.
SoftResources has put together a scope of work and pricing for requirements
analysis, RFP development and management, vendor analysis, short list decision, demo script and
facilitation, final decision and contract review. Though not requested at this time, SoftResources also
provides implementation oversight services.
SoftResources has the expertise and experience to assist the City with its ERP selection project. We are
unbiased and independent of all software vendors, partners and implementers. We have developed a
field proven software selection methodology that has been employed with over 700 projects.
SoftResources has strong experience selecting ERP software for local government. Most recent relevant
projects include Placer County Water Agency, cities of Newark, Gresham, Kirkland, Bellingham,
Vancouver and more.
Spencer Arnesen, Principal, is the main contact for future correspondence and communications for this
proposal and can answer all questions or address points of clarification. SoftResources looks forward to
the possibility of working with the City on this important project.
Sincerely,
Spencer Arnesen, CPA, Principal
SoftResources LLC
www.softresources.com | Page 2
Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
Table of Contents
A. Company Overview ...................................................................................................................... 4
B. Experience .................................................................................................................................... 5
C. Project Approach .......................................................................................................................... 7
D. Project Timeline .......................................................................................................................... 15
E. Cost ............................................................................................................................................. 16
www.softresources.com | Page 3
Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
A. Company Overview
SoftResources LLC is a software consulting firm dedicated to helping government, nonprofit and
commercial organizations throughout North America make knowledgeable decisions about business
software. Specifically, we have worked with over 130 government organizations to complete more than
200 software evaluation projects. SoftResources continues to be committed to growing our government
sector practice.
Our team of consultants is committed to getting the job done right, acting responsibly, and executing
with integrity best practice methodology designed to assist our clients to make
knowledgeable software decisions.
History
SoftResources began performing software evaluation and selection services in 1993 as a practice within
KPMG that focused solely on unbiased software selection services. In 1995, after reorganizations at
KPMG, the group amicably left and independently founded SoftResources.
Management
SoftResources is co-owned and managed by Elaine Watson, CPA, Principal and Spencer Arnesen, CPA,
Principal. Ms. Watson ; Mr. Arnesen
manages sales, marketing and long term strategies for the company.
Team
team of senior level consultants is experienced in all phases of ERP software
procurement. We will assign 3 people to the project Principal oversight and a Core Team of two
dedicated consultants that will remain through completion. Our Project Managers have 14-
software selection experience.
The Project Manager directs and ensures all services are successfully executed. The Project Consultant
works with the Project Manager to provide all services and deliverables on time and within budget. The
City will have direct access to the Project Manager who has authority to resolve issues and act quickly to
address any needs. No part of the services will be handed off to less experienced staff. The Core Team
will maintain a knowledge and project. SoftResources will provide resumes upon
request.
Services
SoftResources is solely focused on providing the following unbiased software consulting services:
System Assessment
Software Selection
Implementation Partner Selection
Contract Negotiation
Implementation Oversight
www.softresources.com | Page 4
Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
B. Experience
As a
partner we offer the following benefits and commitment to assist the City with its ERP project:
SoftResources Qualification Details
Proven Methodology Focused methodology refined over 23 years and 700+ projects.
Local Government Experience Assisted 130+ government clients nationwide with 200+
assessment and selection projects.
Senior Level Consultants Our project managers bring software selection
experience for enterprise level software including ERP.
Trained and experienced
ERP Evaluation Expertise Recent ERP selections for local governments include cities of
Newark, Pasadena, Kirkland, Gresham, Champaign, Vancouver,
Clearwater, Bellingham and Placer County Water Agency, to name
a few.
SoftResources has strong municipal government experience in the state of California. We also work
nationwide and have many more clients that we have worked with for the selection of ERP software.
Some of these projects include: cities of Gresham OR, Vancouver WA, Kirkland WA, Bellingham WA,
Champaign IL, and counties of Bedford VA, Harford MD, and more. SoftResources is happy to provide
California Client Project
Alameda
Human Resources Software Assessment
Belmont
ERP Assessment and Selection
EAM Selection
Brentwood
ERP Selection
Brisbane
ERP Selection
Burbank
Oracle EBS Managed Services Assessment
Tier 2 ERP Support Assessment
Capitola
ERP Selection
Costa Mesa
Land Management System Selection
Dublin
ERP Assessment and Selection
East Bay Municipal Utility District
Financial Information System Selection
Encinitas
ERP Software Selection
Folsom
ERP Assessment
Hayward
Permit System Assessment and Selection
Mill Valley
Financials Selection
www.softresources.com | Page 5
Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
California Client Project
Moreno Valley
ERP Selection
Newark
ERP Assessment and Selection
Pasadena
ERP Software Assessment and Selection
Land Management and Permitting Selection
Placer County Water Agency
ERP Assessment and Selection
Port of Oakland
ERP Selection
Roseville
ERP Requirements Assessment
San Carlos
ERP Selection
San Mateo
Human Resources/Payroll Selection and Implementation Oversight
Permit and Land Tracking System Assessment and Selection
Permit and Land Tracking Implementation
Santa Rosa
CMMS/EAM Assessment and Selection
Pipeline Software Selection
Simi Valley
Implementation Project Management and Oversight for ERP and
Permit Implementation
Temecula
EAM Assessment and Selection
Permit Management Software Selection and Implementation
Project Management
Temple City
Land Management and Permitting Assessment
www.softresources.com | Page 6
Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
C. Project Approach
SoftResources ystem is SunGard (now Superion) FinPlus vs.4.3. The
City serves a population of 213,231 and has 403 full time employees (with part-time and seasonal staff
800-900). The City has five departments: Administrative Services; Parks,
Recreation & Community Services; Community Development; and Public Works.
The following represents our understanding of the scope of modules for this project. SoftResources will
work with the City to finalize the scope of modules upon further discussion. The number of modules in
scope will have bearing on the overall effort required for the selection.
General Ledger Accounts Payable
Budget Purchasing/Vendor Bidding
Miscellaneous Billing/Accounts Receivable False Alarm Billing
Cash Receipts Fixed Assets
Human Resources/Benefits Management Employee Self Service (Access Center) web portal
for pay stubs, W-2, other info
Time and Attendance (Web based Time Card) Payroll
Executive Dashboard (Information Center)
web portal for PO approvals, budget info,
other info
Please note that the scope of this proposal is to provide a single RFP for an ERP solution to cover all of
the included modules. Some functionality such as Time and Attendance, Payroll, Human Resources, etc.,
rd
may be provided by 3 Party solutions. We will work with the City, but this proposal
does not include multiple . SoftResources is able to assist
with selecting best of breed solutions if required by the City.
SoftResources recommend
with associated tasks and deliverables and an estimated timeline. Some common tasks within different
phases may be performed concurrently. Upon further discussion and insight about this project, the City
and SoftResources may agree upon changes to this Work Plan.
Phase 1 Project Plan and Management
SoftResources will work with the City to set up and kickoff the project. The City will identify a Project
Manager to act as liaison management of the project.
1.1 Project Plan
SoftResources will work with the City to develop and finalize the Project Plan that will govern the
project. The following specific items will be addressed via teleconference:
a. Team introductions. Conduct Project Team introductions and collect contact information.
b. Scoping and Planning. Coordinate with the City to discuss and align expectations for the contracted
scope of work, drivers and objectives, resource availability and constraints, communications etc.
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
c. Project Plan. Develop the Project Plan (schedule, progress milestones, deliverables, resources, etc.)
and provide updated versions to the City throughout the project.
1.2 Project Management
a. Status Updates. Manage the Project Plan and provide Status Updates and related communications
via email and conference phone over the life of the selection project as scheduled by SoftResources
and the City.
b. Project Close. Conduct Project Close via teleconference with the City Project Manager to ensure all
deliverables and contracted services have been met to expectation and discuss lessons learned
about the selection phases completed.
Phase 1 Deliverables
Project Plan
Status Updates
Phase 2 ERP Needs Assessment
SoftResources will conduct requirements and business process analysis through a series of On-site
Workshops and provide a written report summarizing our findings.
2.1 Pre-Workshop Preparation
SoftResources will work with the City to prepare for a series of On-site Workshops as follows:
a. City Documentation Review. Review existing documentation provided by the City to orient
SoftResources about the City and may include the following: requirements data, organization charts,
annual and strategic plans, current system diagrams, existing workflow documentation,
commissioned reports, report lists, system lists, etc.
b. Schedule Workshops. Work with the City to identify staff that will participate in Workshops and
develop a three-day Workshop Schedule. Participants will
stakeholders, executive management, IT, technical staff, department heads key users, subject
matter experts (SMEs), etc. The City can expect 12-20 Workshops each lasting approximately 1 to 2
hours. Workshops are scheduled by functional/module area, which helps to promote collaboration
across departments.
c. Workshop Memo. Prepare the Workshop Memo that will be used to invite City personnel to the
Workshops and contain thought provoking questions to help prepare attendees to discuss their area
of expertise and core responsibilities during the Workshops. The City will issue the Memo to
Workshop participants.
2.2 On-Site Workshops
SoftResources will travel to the City to kickoff and facilitate three days of scheduled Workshops. We will
use interactive style interviewing current ERP environment, requirements,
and business processes as follows:
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
Analyze how the current systems are used and identify strengths and weaknesses.
Analyze current business processes and discuss opportunities for improvement.
Identify functional and technical requirements of system users.
Review strategic objectives.
Identify shadow systems and opportunities for reducing or eliminating them with replacement
software.
Review the current ERP technical environment including interfaces and infrastructure.
Provide educational insights into the capabilities of modern ERP systems and best practices.
Conduct follow up review calls with personnel for clarification and additional details to on-site
Workshops as needed.
2.3 ERP Requirements Analysis
SoftResources will conduct ERP requirements analysis as follows:
a. Key Requirements Definition. Using the data gathered during the Workshops, review of City
documentation, and our experience, we will identify and prioritize key functional and technical
requirements unique to the City and develop the Key Requirements document (typically 150-300
requirements). Key Requirements address: technology, modules/functionality, implementation,
future requirements, business needs, peripheral systems interfaces/integration, cost, etc. and are
prioritized (e.g., required, important, nice to have, explore, etc.).
Provide the Key Requirements document to the City via email and teleconference. The City will
provide one source of aggregated feedback. SoftResources will edit the Key Requirements with City
feedback and provide the finalized Key Requirements document to the City for final approval. The
Key Requirements document will be inserted into the RFP and will be used to conduct analysis of the
vendor options for best fit to the City.
b. Strengths and Weaknesses of Current ERP System. Using the information gathered in the interview
process and the key requirements identified, prepare in table format a review by module of the
strengths and weaknesses of the current system.
c. Best Practices Opportunities. Based on observations made during the On-site Workshops, our
experience working with other municipalities and the software vendors, SoftResources will identify
key current business processes/controls that are not working well, and make high-level
recommendations for improved business processes in table format. These recommendations will
include general improvements that can be realized by implementing a new ERP solution and utilizing
the best practices offered by software vendors. However, the final processes actually implemented
will depend on the best practices of the software solution selected in order to reduce
implementation cost and complexity.
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
2.4 ERP Needs Assessment Report
a. Written Report. Compile analysis into a written ERP Needs Assessment Report (10-20 pages) and
present findings to the City via email and teleconference. The Report will include the following (this
may be adjusted based upon discussions with the City and the results of the research):
Executive Summary
Strengths and Weaknesses of Current ERP System
Business Process Recommendations and Opportunities
Next Steps and Recommendations
Phase 2 Deliverables
Workshop Schedule
Workshop Memo
Key Requirements Document
ERP Needs Assessment Report
Phase 3 Request for Proposal
SoftResources will work with the City to develop an RFP for new ERP software and assist the City
through the RFP solicitation process.
3.1 Prepare RFP
SoftResources will prepare a focused RFP for ERP software designed to encourage vendor participation
and provide a long list of vendors as follows:
a. Prepare Request for Proposal. Based on the City requirements and using our forms-based RFP
template we will prepare the draft RFP and work with the City to incorporate its purchasing
requirements and insert the approved Key Requirements document. The RFP will be organized to
allow for consistent and effective evaluation of vendor responses. Information typically requested
from vendors includes: vendor information, total 5-10 year cost for all components, implementation
methodology and team, vendor references, functional and technical requirements, interface
requirements, technical and security requirements, training plan, other information pertinent to the
software evaluation process.
b. Vendor Long List. Prepare the Vendor Long List of ERP vendors using the City Key Requirements and
our experience conducting ERP software selection for other clients. The purpose of the Vendor Long
that the right
vendor does not respond to the RFP because they were unaware.
c. City Review of RFP Draft. Deliver the RFP via email and teleconference for review and feedback from
the City. SoftResources will edit with City feedback and finalize the RFP for approval.
3.2 RFP Management
SoftResources will work with the City to complete a successful RFP solicitation process as follows:
a. Vendor Notification. The City will issue the RFP according to its purchasing requirements. Vendors
on the Long List will be no
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
b. Solicitation Activities. Work with the City to facilitate a standard methodology for question and
answer addenda. The City will answer vendor questions as they are in the best position to respond
and SoftResources will review and provide input. Also act as a liaison between the City and the
vendors throughout the RFP solicitation process. We recommend the City allow a minimum of four
weeks for vendors to respond to the RFP.
Phase 3 Deliverables
RFP for ERP Software
Vendor Long List
Phase 4 Vendor Selection
SoftResources will assist the City through a documented vendor selection process using our key
requirements methodology to conduct vendor analysis, facilitate demos, and conduct final decision
activities. This client-specific data enables the City to make a knowledgeable software decision.
4.1 Vendor Analysis
proposal to SoftResources. SoftResources will work together with the City Project Team to conduct
vendor analysis as follows:
a. Initial Review of Vendor Proposals. All proposals received by the City will undergo an initial review.
Vendors will be eliminated or elevated based on the following filters:
RFP Compliance
Vendor Experience with Similar Entities
Cost Estimates for Software, Implementation and Training
Implementation Team
City Specific Requirements
b. Detailed Vendor Analysis. Elevated vendor proposals will continue to be analyzed using the Key
validate and clarify the information provided in their proposals such as vendor viability, key
requirements fit, and costing and implementation assumptions. These discussions with the vendors
are the best way to mitigate the risk of inaccurate assumptions about the requirements and the
viable fit to the City.
4.2 Short List Decision
SoftResources will assist the City to make a Short List determination of approximately three vendor
solutions as follows:
a. Short List Vendor Comparison Chart. Develop in table format the fit/gap comparison of
information and insights gained through the detailed vendor analysis is also added. The Short List
Vendor Comparison Chart is a valuable decision tool that will aid the City to make a final decision
regarding the vendors on the Short List and during software demos and final decision review.
www.softresources.com | Page 11
Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
b. Pricing Analysis. A review of the estimated cost over five to ten years in an equalized format for each
vendor on the Short List.
c. Short List Presentation. Prepare an executive-level PowerPoint Presentation that provides an
overview of the project to date, summary of vendor proposals received, an executive summary of
the Short List Vendor Comparison Chart based on the information provided in their responses and
additional vendor research information. Present the Short List on-site at City offices and answer
questions they may have regarding the vendor analysis. Please note the City will have final approval
of the vendor Short List.
4.3 Demo Script and Request for Demo Letter
SoftResources will create a custom Demo Script and Request for Demo Letter as follows:
a. Custom Demo Script. SoftResources will develop a custom Demo Script using the
requirements and analysis gathered to date. The Script will be delivered via email to the City. The
Demo Script requires the vendors to show: 1) how key City requirements will be supported 2) the
specific data gathered through on-site interviews and direct
vendor discussions that need further investigation. The City can also consider adding business case
scenarios to the Demo Script. The City will approve and issue the Demo Script.
b. Customized Request for Demo Letter.
expectations for the demos, and instructions to the Short List Vendors for how to properly prepare
for the live demonstrations. The Request for Demo Letter will be delivered to the City via email. The
City will issue the Request for Demo Letter with the Demo Script to the vendors.
4.4 Pre-Demo Preparation
SoftResources will work with the City to set-up and prepare for software demos as follows:
a. Schedule Vendor Demos. Assist the City to schedule the Vendor Demos. Based on the information
2-day vendor demos plus a Demo Wrap Up Meeting the
day following the final demo. We recommend that the City schedule the live demonstrations as
close together as possible for best comparative analysis.
b. Pre-Demo Vendor Meetings. Work with the City to schedule Pre-Demo Meetings and facilitate via
teleconference with each vendor on the Short List. The Pre-Demo Meetings provide each vendor
project or the Demo Script, and assists the vendors to prepare for successful demos. SoftResources
recommends the vendors be allowed a minimum of four weeks to prepare for the software demo.
4.5 Demo Facilitation
SoftResources will provide the following services:
a. Demo Report Document. Provide a Demo Report document to be used by those that attend the
software demos. The Demo Report is used to document feedback about each demo. The Demo
Report will be collected at the conclusion of each demo. This information will be used during the
final decision process.
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
b. Facilitate Software Demos. Attend and facilitate the software demos on-site at the City. The length
of each demo will depend on the number of modules included in the scope. At this time we estimate
three 2-day demos. At the conclusion of each demo conduct a wrap up review meeting.
c. Facilitate Demo Wrap Up Meeting. Facilitate a Demo Wrap Up meeting at the conclusion of all
demos. The purpose of this meeting is to identify the vendor(s) considered top contenders based on
the demo process. The meeting will also be used to identify Due Diligence phase tasks that will be
required for the City to make a final decision about the vendors.
4.6 Decision Analysis
SoftResources will assist the City as it moves into the due diligence and decision phase of the selection
project. The City may identify one or two vendors to elevate to the next level of their review.
SoftResources will provide guidance through the final decision and contract review processes with some
or all of the following tasks (within the hours defined in the budget for this task):
a. Final Decision Support. Provide tools and templates, assist through the review of data collected
throughout the vendor evaluation process, and advise the City through the final decision process.
b. Vendor Management. Continue to manage vendor communications and questions, do follow up
work, and act as a liaison with the vendors.
c. Due Diligence Demos. Advise the City through Due Diligence Demos as needed. These Demos are
typically structured to review select functional and technical topics requiring more presentation to
City staff. These demos may be on-site or managed remote through a web-demo process.
d. Vendor Reference Checks. Advise the City through the Vendor Reference Check process. Provide our
Reference Check template that includes directions and sample questions that may be included in the
reference discussions. Vendor References are important to the decision process as they allow the
City to meet with other organizations that have implemented the software being considered.
e. Vendor Pricing. Work with the City to request updated and finalized pricing from the vendors after
they have completed the Demo process and have a better understanding of the scope of the
project.
f. Final Decision Meeting. Work with the City to prepare for and participate in the Final Decision
Meeting via conference phone. Discuss information aggregated to date about the finalist vendors
and facilitate discussion to support the City to make the final decision. The City will make the final
decision.
Phase 4 Deliverables
Short List Vendor Comparison Chart
Pricing Analysis
Short List Presentation
Custom Demo Script
Request for Demo Letter
Demo Report Document
Reference Review Templates
Final Decision Tools and Templates
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
Phase 5 Contract Review
SoftResources will act in an advisory role to the City through the Contract Review process for a single
vendor solution as detailed below. Please note, SoftResources is not a law firm, our review is not
intended to replace the Cityown legal review.
5.1 Software Contract Review
The City may have three contracts 1) Software License, 2) Software Maintenance, and 3)
Implementation Services. If a hosted or Cloud vendor is selected, a Service Level Agreement (SLA) will be
negotiated. SoftResources will review contract documents, provide written review comments and
discuss with the City. Our review focuses on the business issues, terms and conditions, and discounts
offered by the Vendor. We recommend that the City conduct a legal review of the contract too.
5.2 Statement of Work (SOW) Review
SoftResources recommends that the SOW proposed for the implementation is negotiated before signing
the contract. SoftResources will review the Vendor SOW proposed for the implementation and suggest
areas that may need further discussion and areas that may need to be negotiated, provide written
recommendations, and discuss with the City.
Phase 5 Deliverables:
Software Contract Recommendations
SOW Recommendations
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
D. Project Timeline
SoftResources offers the following estimated timeline and will do everything to ensure the project is
managed efficiently. This timeline is influenced
availability to turnaround decisions and deliverables. This timeline may be revised based on further
discussion about the scope of work with the City.
Phase/Task Deliverables Timeline Estimate
Phase 1 Project Plan and Management 1-2 weeks
Project Plan
1.1 Project Plan + Project Management
Status Updates
1.2 Project Management
Phase 2 ERP Needs Assessment 4-6 weeks
Workshop Schedule
2.1 Pre-Workshop Preparation
Workshop Memo
2.2 On-Site Workshops
Key Requirements Document
2.3 ERP Requirements Analysis
ERP Needs Assessment Report
2.4 ERP Needs Assessment Report and
and Presentation
Presentation
Phase 3 Request for Proposal 2 weeks
RFP for ERP Software
3.1 Prepare RFP + 4 weeks for RFP Solicitation
Vendor Long List
3.2 RFP Management
Phase 4 Vendor Selection 16-18 weeks
Short List Vendor Comparison
4.1 Vendor Analysis
Chart
4.2 Short List Decision
Pricing Analysis
4.3 Demo Script and Request for Demo
Short List Presentation
Letter
Custom Demo Script
4.4 Pre-Demo Preparation
Request for Demo Letter
4.5 Demo Facilitation
Demo Feedback Document
4.6 Decision Analysis
Reference Review Templates
Final Decision Tools, Templates
Phase 5 Contract Review 3-
Software Contract Review
5.1 Software Contract Review final decision)
Document
5.2 Statement of Work Review
SOW Review Document
Total Estimated Weeks *30-36 weeks
*Weekly estimates overlap as some tasks within different phases are performed concurrently. This timeline is
dependent on City availability, timely decisions/approvals, vendor schedules, etc. and may be modified as the
project progresses.
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
E. Cost
SoftResources is proposing a fixed fee project for this project. The fees for each phase of the project
outlined in this proposal are itemized in the table below. A revised detailed fee sheet that breaks out
hours, fees and expenses by phase per consultant has also been provided below.
, but a one-time reduction in hourly rate to $170/hour has been
applied for the services outlined in
also agreed to charge only 50% of actual travel expenses. Expenses (50%) are estimated at this time as
$3,715.
Phase Description Total Hours Fees
1 Project Plan and Management 20 $3,400
2 ERP Needs Assessment 136 23,120
3 Request for Proposal 36 6,120
4 Vendor Selection 198 33,660
5 Contract Review 48 8,160
Sub-Total Hours and Fees 438 74,460
Estimated Expenses (discounted 50%) 3,715
Total Hours, Fees and Expenses 438 Hours $78,175
Detailed Hour and Fee Sheet for Santa Clarita ERP Selection Project follows.
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Revised Proposal for City of Santa Clarita ERP Software Selection Consulting Services
Detailed Hour and Fee Sheet for Santa Clarita ERP Selection Project
Work Performed by PhaseDirectorManagerTotal HoursEstimated Fees
$170$170
Phase 1 - Project Plan and Management
1.1 Project Plan448 1,360
1.2 Project Management
12012 2,040
Total Hours 16420 3,400
Phase 2 - ERP Needs Assessment
2.1 Pre Workshop Preparation8816 2,720
2.2 On-site Workshops (3 days on-site)242448 8,160
2.3 ERP Requirements Analysis122032 5,440
2.4 ERP Needs Assessment Report and Presentation202040 6,800
Total Hours 6472136 23,120
Phase 3 - Request for Proposal
3.1 Prepare RFP
81220 3,400
3.2 RFP Management8816 2,720
Total Hours 162036 6,120
Phase 4 - Vendor Selection
4.1 Vendor Analysis243256 9,520
4.2 Short List Decision81624 4,080
4.3 Demo Script and Request for Demo Letter
81826 4,420
4.4 Pre-Demo Preparation
808 1,360
4.5 Demo Facilitation (3 2-day demos + wrap up)56056 9,520
4.6 Decision Analysis20828 4,760
Total Hours 12474198 33,660
Phase 5 - Contract Review
5.1 Software Contract Review24024 4,080
5.2 Vendor SOW Review24024 4,080
Total Hours 48048 8,160
Subtotal Fixed Fees 268170438 74,460
Total Estimated Expenses 50% Discount 3,715
Total Fixed Fees and Estimated Expenses 78,175
Estimated Expenses for On-site Trips
Trip 1 - On-Site Workshops (3 days on-site)
Roundtrip Airfare $300 x 2 persons$600
Car Rental $75/day x 3 days 225
Parking $35/day x 4 days x 2 persons 280
Per Diem $64/day x 3 days x 2 persons 384
Hotel $250/night x 3 nights x 2 persons 1,500
$2,989
Trip 2 - Short List Presentation (1 day on-site)
Roundtrip Airfare $300 x 2 persons$600
Car Rental $75/day x 1 day75
Parking Fees $35/day x 1 day x 2 persons70
Per Diem $64/day x 1 day x 2 persons128
Hotel $250/night x 0 night x 2 persons0
$873
Trips 3 and 4 - Demo Facilitation (7 days on-site)
Roundtrip Airfare $300 x 2 trips x 1 person$600
Car Rental $75/day x 7 days 525
Parking $35/day x 7 days x 1 person 245
Per Diem $64/day x 7 days x 1 person 448
Hotel $250/night x 7 nights x 1 person 1,750
$3,568
Total Estimated Expenses Selection Project
$ 7,430
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