Item 14 - Agreement With SDI Presence For Enterprise Resource Planning (ERP) System Selection Professional Services

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XSDIEL As described briefly in the Project Understanding section of our proposal, SDI's approach to enterprise system procurements follows a structured methodology designed to help ensure that the City's goals for the project are achieved. Provided below is our project approach and detailed work plan for new system procurement. The "Initiate" phase which establishes the foundation for effective communication and the successful completion of the project. The "Requirements" phase which encompasses a thorough discovery of the City's specific objectives and needs to ensure all the features, functions and requirements (e.g. user, interface, conversion, technical, etc.) necessary are defined and documented and communicated through the resulting documents for inclusion in the RFP. The "RFP" phase wherein the Request for Proposal is developed to meet the procurement requirements of the City. The "Select" phase which provides the structure for a fair and organized means to complete the review and decision process to select the best solution presented. The "Negotiate" phase which results in formal completion of agreements with the selected ERP solution vendor and the City. Figure 2 provides an overview of the phases, activities, and deliverables for our proposed methodology. PHASES TASKS PHASE 1 1.1 —Project Sponsor Planning Meeting 1.2 — Work Plan Development and Review 1.3 — Conduct Project Kickoff Meeting 2.1—Request and Review Documentation 2.2 — Conduct 5ystem Requirements Workshops 2.3 — Document Functional Requirements 2.4 — Document Interfaces/Technical Requirements 2.5— Document Data Conversion Requirements 3.1— Prepare Draft Request For Proposal (RFP) 3.2 — Review Draft RFP With Stakeholders 3.3 — Identify and Notify Potential Bidders 3.4 — Release RFP 4.1— Address Vendor Questions 4.2 — Prepare Evaluation Committee 4.3—Conduct Initial Screening of Proposals 4.4— Assist with Review and Scoring of Proposals 4.5—Prepare for Proof of Capabilities (POC) 4.6—Facilitate POC Sessions 4.7— Assist with Due Diligence 4.8— Prepare Vendor Selection Report DELIVERABLES • Work Plan • Kickoff Meeting Presentation • Documentation Request Listing • Functional and Operational Requirements • Interface and Technical Requirements • Data Conversion Requirements • Draft RFP • Final RFP • Vendor Listing • Vendor Question Responses • Evaluation Scoring Methodology and Matrix Template • Evaluation Scoring Matrix Summary • POC Session Agenda and Scripts Vendor Selection Report 5.1 —Research Prior Vendor Agreements 5.2 — Conduct Initial Agreement Review Final Agreement with Vendor 5.3— Facilitate Negotiation Strategy Workshop • City Council Meeting Participation 5.4—Conduct Negotiation Meetings 5.5— Assist in Obtaining City Council Approval In the following pages, we provide a detailed work plan outlining our tasks and the associated deliverables for each task. !'ru,wsal to City of Santa Ana ERP Consulting Services September 9, 2022 Page