HomeMy WebLinkAboutItem 14 - Agreement With SDI Presence For Enterprise Resource Planning (ERP) System Selection Professional ServicesInformation Technology
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i Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 6, 2022
TOPIC: Agreement With SDI Presence For Enterprise Resource Planning (ERP) System
Selection Professional Services
AGENDA TITLE:
Approve Agreement with SDI Presence, LLP for Enterprise Resource Planning (ERP)
System Selection Professional Services in an annual amount not to exceed $128,344
(Non -General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement for Enterprise Resource Planning
(ERP) System Selection Professional Services with SDI Presence, LLP (SDI), for a term
beginning January 1, 2023, and expiring June 30, 2024, for a total amount not to
exceed $128,344, which includes a contingency in the amount of $25,669 subject to
non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The two primary applications that make up the City of Santa Ana's Enterprise Resource
Planning (ERP) system are the Infor Lawson Financial and Procurement system
(Lawson) and the NeoGov High Line (High Line) Human Resources and Payroll system
(HRMS). The City has been utilizing the existing Lawson financial system since
September of 2009, and it has approximately 300 users citywide. The City uses the
Lawson financial system to process, account for, maintain, track, and report on the
City's financial information and transactions. This includes functions for general ledger,
accounts payable, billing, accounts receivable, cash management, procurement,
inventory, asset management, grant management, projects and activities, budgeting
control, business intelligence, and financial reporting. The system is used to produce
the annual financial statements required by California state law and the City charter.
The City has been utilizing the High Line HRMS since December of 1999. This system
is used to maintain personnel information, record time and attendance, process payroll,
administer benefits, control positions, and forecast personnel costs. The system's
employee and manager self-service portal is used by approximately 1,500 City
employees to access their pay stubs, benefits, leave accrual balances, salary
information, training, and other employee information.
Agreement With SDI Presence For System Selection Professional Services
December 6, 2022
Page 2
The City owns perpetual software licenses for these systems and has regularly
performed upgrades as the vendors have issued new releases. We are currently on the
latest release of each system that each vendor offers that is not a cloud -based,
Software -as -a -Service (SaaS) version. The software industry is trending towards the
SaaS subscription licensing model, and most vendors no longer offer perpetual (on -
premise) licensing or will not provide future upgrades to the legacy versions. In fact, the
City has been told that there will not be any additional upgrades to the versions of our
systems and we would be required to transition to the vendors' SaaS versions in order
to obtain any new enhancements.
Since the City will have to expend a large effort to migrate to a new software version,
this is an ideal time to evaluate vendor solutions to see which systems would best meet
the City's current and future needs. As the City has not evaluated the marketplace for
ERP systems for nearly 20 years, it is prudent to utilize a professional service
consultant that has extensive, niche knowledge of current vendor offerings to assist us
with our selection process.
Staff researched the City's options to engage a firm for system selection professional
services and subsequently received a proposal from SDI for ERP Consulting Services
to assist with conducting a comprehensive needs assessment, developing an RFP,
assisting with vendor evaluations, performing business process mapping, and assisting
with vendor contract negotiations. SDI is uniquely qualified to perform this work, as they
have more than 25 years of hands-on experience with ERP software procurement and
implementations. They have worked with more than 200 West Coast clients and
completed well over 50 ERP software selection projects for similarly -sized public sector
agencies for both on -premise and SaaS (Cloud) ERP solutions. They have local
Southern California staff that are able to be onsite as needed for the duration of the
project and have hourly rates consistent with the industry marketplace. Contracting with
SDI would reduce the administrative costs and time required to commence the project.
The proposal is for $102,675 and includes an option for additional services. The City
has identified several financial business processes that we would like them to analyze
for potential improvement prior to the implementation of a new system. Because the
proposal cost is based on an estimate of hours required to perform the work and
because the City may wish to add additional process areas to be analyzed, we are
including a 25-percent contingency of $25,669 for a total not -to -exceed amount of
$128, 344.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
Agreement With SDI Presence For System Selection Professional Services
December 6, 2022
Page 3
FISCAL IMPACT
Funds in the amount of $128,344 are budgeted and available in the current fiscal year's
contract professional services account 62300, and remaining funds will be rolled over to
the future fiscal year, if necessary, for a total aggregate amount not to exceed $128,344
over the life of the agreement. Estimated amounts expended per fiscal year are shown
in the table below.
Fiscal
Accounting Unit -
Fund
Accounting Unit
Amount
Year
Account No.
Description
— Account No.
Description
2022-23
10920149-62300
Information
Projects —
$70,000
Technology
Professional
Services
2023-24
10920149-62300
Information
Projects —
$58,344
Technology
Professional
Services
Total:
$128,344
EXHIBIT(S)
1. Agreement with SDI Presence, LLP
Submitted By: Jack Ciulla, Chief Technology Innovations Officer
Approved By: Kristine Ridge, City Manager
AGREEMENT WITH SDI PRESENCE, LLC, TO PROVIDE SYSTEM SELECTION
PROFESSIONAL SERVICES FOR THE CITY OF SANTA ANA
THIS AGREEMENT is made and entered into this 6th day of December, 2022 by and between
SDI Presence, LLC, a Delaware company ("Consultant"), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the
field of system selection professional services.
B. Consultant represents that it is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably
be expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement the services that are described
in the Scope of Work, which is attached as Exhibit A and incorporated in full.
2. COMPENSATION
a_ City agrees to pay, and Consultant agrees to accept as total payment for its services
under this Agreement, the rates and charges identified in Exhibit A. The total sum
to be expended under the term of this Agreement, including any One Hundred
Twenty -Eight Thousand, Three Hundred Forty -Four Dollars and Zero Cents
($128,344.00). This sum is comprised of (1) the base amount of $102,675 and (2)
a contingency in the amount of $25,669 for additional services at the City' sole
discretion.
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work that fails to meet the standards of performance
set forth in the Recitals and Scope of Work, which may reasonably be expected by
City.
Page 1 of 10
3. TERM
This Agreement shall commence January 1, 2023, and terminate on June 30, 2024, unless
terminated earlier in accordance with Section 17, below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to
fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the
City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subconsultants to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subconsultant prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
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7. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL): Insurance Services Office
Form CG 00 01 covering CGL on an "occurrence" basis, including
products and completed operations, property damage, bodily injury
and personal & advertising injury with limits no less than
$1,000,000 per occurrence. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this
project/location (ISO CG 25 03 or 25 04) or the general aggregate
limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any
auto (Code 1), or if Consultant has no owned autos, hired, (Code 8)
and non -owned autos (Code 9), with a limit no less than $1,000,000
per accident for bodily injury and property damage.
3. Workers' Compensation: as required by the State of California,
with Statutory Limits, and Employer's Liability Insurance with limit
of no less than $1,000,000 per accident for bodily injury or disease.
4. Professional Liability (Errors and Omissions): insurance
appropriate to the Consultant's profession, with limit no less than
$1,000,000 per occurrence or claim, $2,000,000 aggregate.
5. Broader Coverage: 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 the
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.
b. Other Insurance Provisions
1. Additional Insured Status: The City, its officers, officials,
employees, and volunteers are to be covered as additional insureds
on the CGL policy with respect to liability arising out of work or
operations performed by or on behalf of the Consultant including
materials, parts, or equipment furnished in connectionwith such
work or operations. General liability coverage can be provided in
the form of an endorsement to the Consultant's insurance (at least as
broad as ISO Form CG 20 10 11 85 or if notavailable, through the
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addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and
CG 2037 if a later edition is used).
2. Primary Coverage: For any claims related to this contract, the
Consultant's insurance coverage shall be primary coverage at least
as broad as ISO CG 20 01 04 13 as respects the City, its officers,
officials, employees, and volunteers. Any insurance or self-
insurance maintained by the City, its officers, officials, employees,
or volunteers shall be excess of the Consultant's insurance and shall
not contribute with it.
3. Notice of Cancellation: Each insurance policy required above shall
provide that coverage shall not be canceled, except with notice to
the City.
4. Waiver of Subrogation: Consultant hereby grants to City a waiver
of any right to subrogation that any insurer of said Consultant may
acquire against the City by virtue of the payment of any loss under
such insurance. Consultant agrees to obtain any endorsement that
may be necessary to affect this waiver of subrogation, but this
provision applies regardless of whether or not the City has received
a waiver of subrogation endorsement from the insurer.
5. Self -Insured Retentions: Self -insured retentions must be declared
to and approved by the City. The City may require theConsultant to
purchase coverage with a lower retention or provide proof of ability
to pay losses and related investigations, claim administration, and
defense expenses within the retention. The policy language shall
provide, or be endorsed to provide, that the self -insured retention
may be satisfied by either the named insured or City.
6. Acceptability of Insurers: Insurance is to be placed with insurers
authorized to conduct business in the state with a current A.M.
Best's rating of no less than A:VII, unless otherwise acceptable to
the City.
7. Claims Made Policies (applicable only to professional liability):
i. The Retroactive Date must be shown, and must be before the
date of the contract or the beginning of contract work.
ii. Insurance must be maintained and evidence of insurance
must be provided for at least five (5) years after completion
of the contract of work.
Page 4 of 10
iii. 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 work.
8. Verification of Coverage: Consultant shall furnish the City with
original Certificates of Insurance including all required amendatory
endorsements (or copies of the applicable policy language effecting
coverage requiredby this clause) and a copy of the Declarations and
Endorsement Page of the CGL policy listing allpolicy endorsements
to City before work begins. However, failure to obtain the required
documents prior to the work beginning shall not waive the
Consultant's obligation to provide them.
The City reserves the right to require complete, certified copies of all
required insurance policies, including endorsements required by
these specifications, at any time.
9. Subcontractors: Consultant shall require and verify that all
subcontractors maintain insurance meeting all the requirements
stated herein, and Consultant shall ensure that City is an additional
insured on insurance required from subcontractors.
10. Special Risks or Circumstances: City reserves the right to modify
these requirements, including limits, based on the nature of therisk,
prior experience, insurer, coverage, or other special circumstances.
8. INDENINIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, consultants, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultant or its subconsultants, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement; and
(2) from any claim that personal injury, damages, just compensation, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this Agreement. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
Page 5of10
may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Consultant.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the work
product or documents provided by Consultant to the City pursuant to this Agreement.
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interest and shall not have interests, direct or
Page 6 of 10
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax 714-647-6956
Chief Technology and Information
Officer Information Technology
Department City of Santa Ana
20 Civic Center Plaza (M-42)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5381
To Consultant: SDI Presence, LLC
Attn: David A. Gupta, CEO
200 East Randolph, Ste. 3550
Chicago, IL 60601
Fax: 312-580-7600
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
timeframes, weekends, federal, state, County or City holidays shall be excluded.
14. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be
Page 7 of 10
modified except by written instrument signed by the City and by an authorized representative of
Consultant. The parties agree that any terms or conditions of any purchase order or other
instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not
bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, which are not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services that are the subject to this
Agreement performed by City personnel or by other consultants retained by City.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work that fails to meet the standard of performance
specified in the Recitals of this Agreement.
18. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, relation, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as deemed and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities or in connection with any activities under this Agreement.
Page 8 of 10
Consultant affirms that it is an equal opportunity employer and shall comply with all applicable
federal, state and local laws and regulations.
19. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
20. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
21. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. In the event of any conflict or inconsistency between the terms and conditions in
this Agreement and any terms or conditions set forth in any Exhibit, purchase
order, or other document relating to the transactions contemplated by this
Agreement, the terms and conditions set forth in this Agreement shall prevail.
All exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST: CITY OF SANTA ANA
Clerk of the Council
Kristine Ridge
City Manager
[signatures continued on next page]
Page 9of10
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO
City Attorney
randon Salvatierra Sharee L. Wolff
Deputy City Attorney Chief Financial Officer
RECOMMENDED FOR APPROVAL
Jack Ciulla
Chief Technology and Information Officer
Information Technology Department
Page 10of10
PROPOSAL PREPARED FOR
City of Santa Ana
Enterprise Resource Planning (ERP)
Consulting Services
r r:
September 9, 2022
Respectfully Submitted By: ° 3,
Patrick Griffin • ,I `'`,Y4
Vice President
SDI i�
Email: pgriffln@sdipresence.com
Phone: 714-975-4150
S D I P R E S E N C E L L C
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O SDI- Los Angeles l 6090 Center Drive, 4th Floor, Los Angeles, CA 90045 sdipresence.com Toll: 888.YOUR.SDI (888,968.7734
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CoverLetter...........................................................................................................................................................1
ConsultantInformation......................................................................................................................2
FirmQualifications..............................................................................................................................................2
RelatedERP Experience......................................................................................................................................5
ProjectApproach...............................................................................................................................7
ProjectUnderstanding........................................................................................................................................7
Additional Information About SDI's Approach.................................................................................................15
WhySDI?...........................................................................................................................................................17
ProjectSchedule...............................................................................................................................................18
Cost Proposal — New System Procurement........................................................................................19
Optional Additional Service Offerings...............................................................................................20
Business Process Mapping................................................................................... Error! Bookmark not defined.
Project Management During New System Implementation ............. ................... ............. — ............................. 20
PropasUx Zo �-,ty of Santa Ana
EPP Consulting Services
September9, 2022 Page
9SDI EL
September 9, 2022
Mr. Jack Ciulla, Chief Technology Innovations Officer
Ms. Kathryn Downs, Executive Director of Finance
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
RE: Consulting Services for Enterprise Resource Planning (ERP) Project
Dear Mr. Ciulla and Ms. Downs:
SDI Presence LLC (SDI) respectfully submits this proposal to the City of Santa Ana (City) for professional
services to assist with the selection of a new Enterprise Resource Planning (ERP) system. Based on our
meeting last week, we understand that the City is seeking the services of a professional technology
management consulting firm to partner with the City to conduct a comprehensive needs assessment, RFP
process, vendor evaluation and selection, and negotiation of a contract for the procurement of a
replacement ERP system.
Since 1996, SDI has worked with more than 200 public sector agencies to plan, procure, implement, and
operate technology. More specifically to the City's needs, SDI has worked with more than 50 similar -sized
public agencies to help them assess, procure, select, and implement new ERP systems. As an example, SDI
is currently providing, or recently completed, ERP projects at the following municipalities:
• City of Alameda
• City of Chino Hills
• City of Fremont
• City of Glendale
• City of Merced
• City of Redwood City
• City of San Ramon
• City of Vacaville
• City of Burlingame
• City of Davis
• City of Fresno
• City of Half Moon Bay
• City of Ontario
• City of Rohnert Park
• City of Seal Beach
• City of Vernon
• City of Carson
• City of Dublin
• City of Gilroy
• City of Manhattan Beach
• City of Redlands
• City of San Bernardino
• City of Sunnyvale
• City of Walnut Creek
To complete this project, SDI will utilize a proven and structured project management approach to ensure
the successful procurement of a new ERP system, while minimizing potential project risks and disruption
to the City's daily operations.
We are confident that when you review our proposal you will agree that SDI brings the experience,
expertise, resources, and tools to assist the City with this important project. SDI is prepared to undertake
the project upon contract execution. If you have any questions or require additional information, please
feel free to contact me at pgriffin@sdipresence.com or by telephone at 714-975-4150. We look forward
to the opportunity of partnering with the City of Santa Ana on this important project.
Sincerely,
Patrick Griffin, Vice President
SDI Presence LLC
Proposai zo City of Santa Af)o
ERP Consulting Services
September 9, 2022
Firm Qualifications
SDI is an IT consultancy and managed services
provider that leverages its strong team presence to
advance our clients to a secure digital enterprise. With
a 25-year corporate resume, SDI delivers strategic
managed services, IT consulting, and hybrid
infrastructure solutions to optimize our clients'
technology environments. SDI is a certified Minority
Business Enterprise (MBE), with a portfolio of clients
that includes some of the nation's largest airports,
utilities, commercial real estate portfolios, and
government agencies.
SDI delivers a deep technical presence through a local delivery
model to achieve customer confidence and success. SDI is
headquartered in Chicago, Illinois with regional offices in
Dallas/Fort Worth, Texas and Los Angeles & Sacramento,
California.
End -to -End Solution Set to Drive Value and
Accountability
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SDI PRESENCE Snapshot
• 25+ year resume
• 300+ employees
• Headquartered in Chicago
• Seasoned executive leaders
• Low 13 o employee turnover
• 98% customer satisfaction
rating
SDI brings holistic solutions to our clients, integrating legacy and . Financially stable 3A2 DEtB
cloud -based applications and infrastructure across our clients' Rating
networks to produce data -based insights that drive sound business . $20M in projected 2020
decisions and improve performance. SDI works with a broad range diversity spend
of industry -leading partners and leverages its own in-house
expertise to deliver technology solutions that provide the highest degree of reliability and performance
to our clients.
Led by PMP-certified Project Managers, the SDI team
delivers comprehensive services designed to drive
our clients' business strategies. SDI's solutions are
specifically designed to leverage innovative
technology and business processes to maximize
critical infrastructure assets, increase productivity
and reduce the cost of IT ownership at our clients.
Each SDI solution area is driven by certified,
experienced industry professionals, complimented
by extensive company credentials and a resume of
successful technology delivery.
i': u,..us�, tG Oty of
ERP Consulting Services
September 9, 2022
SDI's core services include:
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MANAGED SERVICES
APPLICATIONS
INFRASTRUCTURE
SECURITY
• New System
• Requirements
• Network
• Organization
• ITSM Service
Implementation
Assessment
Engineering
Policies and
Desk
Project
• Selection and
• Data Center
Procedures
. IT Infrastructure
Management
Procurement
a Hybrid Cloud
a Enterprise
Managed
• Organizational
. Business Process
. Hyperconverged
Vulnerability
Services
Change
Reengineering
Infrastructure/
Assessments
• Enterprise
Management
• QA/Testing
Software Defined
• Cyber
Application
• Quality
• Project
Data Center
Awareness
Managed
Assurance
Management
(SDDC)
Training
Services
Services
• Implementation
• VolP Services
• Cyber
• Managed
• IT Strategic
and Integration
Remediation
Security
Planning
• Services
a Services
• IT/Project
• Disaster
• Public Safety
Assessments
Recovery/
Systems
• IT Governance
Business
Managed
• Interim CIO/CTO
Continuity
Services
• Digital
Identity
a Real Estate Data
Transformation
Management
Managed
Services
• Integrated
Services
Public Safety
Systems
SDI offers a broad technical skill set to our clients, offering deep expertise in each stage of the traditional
or cloud -based system lifecycle. SDI brings a well-rounded team of professional business consultants,
certified technicians and years of mission -critical IT experience to each of our client engagements.
Unmatched Technical & Industry - --
Expertise
SDI teams bring executive presence and diverse
perspective to our clients' most complex projects. Our
team of professionals bring previous experience
gained from running large IT operations and
multimillion -dollar IT projects.
Together, the SDI Team has an extensive history of k�`S
running complex, 24x7 mission -critical IT
environments that demand both a broad and deep IT
expertise and unwavering commitment to performance excellence —from a comprehensive ITAssessment
for a local municipality, to enterprise cybersecurity remediation at a utility, to a 24x7x365 IT managed
services program across a large city transit authority. We bring industry subject matter expertise, technical
certifications and methodologies, and a desire to mark a positive impact for our clients.
Proposal to Oty of S01710 Arta
ERP Consulting Services
September 9, 2022
)(SDI [CL
Presence. For Our Clients,
Colleagues and Community
Our commitment to presence achieves a confidence,
connectivity, and conduit for value creation that is
unmatched in our space. Every day, the SDI Team's
presence is demonstrated by constantly and
consistently being:
Focused: in giving our full attention and
energy to our shared goals and the task at
hand.
Alert: of industry trends, technical
opportunities, and potential risks.
Mindful: as we listen, engage and
communicate — to inform our decisions and
better outcomes.
Invested: professionally, personally and
economically in our work.
Local: in our physical energy to build deep
relationships and provide outstanding
support.
YOU. taking the time to care for ourselves and
our significant others.
Awards and Recognition
The SDI Team prides itself on applying these points of presence in our work, business relationships, and
larger community. SDI has been repeatedly recognized for its culture, diversity, and employee
engagement by several leading publications including:
2020 Listings include (out of 5,187 companies)
� Z � B E S T Overall Best Company to Work for in Chicago
PLACES Best Mid -Size Company to Work for in Chicago (51-500 employees)
ro W Q R K Best Perks and Benefits Company in Chicago
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Proposul to City of sonto Aoo
ERP Consulting Services
September 9, 2022
Related ERP Experience
SDI has extensive experience working with local government agencies performing the services the City is
seeking. To date, we have worked with over 50 public agencies (e.g. municipalities, counties, fire districts,
and utility districts) on ERP projects. The following table identifies our ERP clients, past and present.
• City of Alameda
• Camrosa Water District
• City of Chino
• Coachella Valley Water
• City of Davis
• City of Fremont
• City of Glendale
• City of La Quinta
• City of Manhattan Beach
• Moulton Niguel Water
• Placer County
• City of Redlands
• City of Rohnert Park
• San Bernardino City Water
• Santa Clara Valley Water
• Sonoma County
• City of Sunnyvale
• City of Walnut Creek
• City of Benicia
•
City of Burlingame
• City of Carson
•
City of Carson City (NV)
• City of Chino Hills
•
Chino Valley Ind. Fire Dist.
• Consumnes CSD
•
Cucamonga Valley Water
+ Douglas County (NV)
•
City of Dublin
• City of Fresno
•
City of Gilroy
• City of Half Moon Bay
•
City of Indio
• Lakeside Fire Protection
•
Las Virgenes Water District
• City of Merced
•
City of Millbrae
• City of Ontario
•
City of Paso Robles
• City of Pleasant Hill
+
City of Poway
• City of Redwood City
•
Riverside Co. Trans. Comm.
• Sacramento Metro. Fire
•
San Benito County
• San Joaquin COG
•
City of San Ramon
• City of Seal Beach
•
Silicon Valley Clean Water
• South Tahoe PUD
•
City of Suisun City
• City of Vacaville
•
City of Vernon
• City of Yucaipa
SDI's recent experience includes working with agencies that have chosen to procure Moth on -premise and
SaaS (Cloud) ERP solutions. This experience allows us to bring our clients current and relevant knowledge
about these solutions offerings, including critical terms and conditions that should be considered in the
negotiated agreements.
It is important to note that SDI has, and will continue to be, 100% independent from any ERP solution
provider. We pride ourselves on this independence and recognize that it is a critical attribute during the
software vendor procurement process. While we remain independent from any ERP solution provider, we
are knowledgeable and current on enterprise software vendors and products in the marketplace. Our
consultant team has participated in selection processes that have included Cogsdale, Harris, Tyler Incode,
Superion, Accela, Tyler Munis, Oracle, Workday, SAP, Tyler New World, CGI, Agresso, Microsoft Dynamics,
Caselle, Infor, PeopleSoft, JD Edwards, and others.
Our recent and relevant experience with ERP procurements and implementations has also exposed our
project managers to working with 3rd party vendors to integrate ERP systems to these 3rd party systems.
For example, SDI regularly encounters the need for integration points between ERP systems and
standalone timekeeping, cashiering, utility billing, land management, and work order systems, to name a
few. These integration points require our project managers to navigate the often -complex relationships
between the ERP system and the standalone software providers, so that we can help ensure our clients
achieve the desired level of integration to reduce duplicative data entry and multiple data storage "silos".
Profibscll (u LryOj SUniuiiliR
ERP Consulting Services
September 9, 2022
Managing the development of integrations between providers and ensuring the City's goals for the
integration points are met, is one of our core competencies.
With regard to data conversion knowledge, SDI has participated in or performed this activity at numerous
public agencies during our project management activities. SDI resources are skilled in this area and are
familiar with the nuances of data conversion, including initial data cleansing in the legacy system, data
mapping between systems to ensure data integrity, and data validation to verify that the information has
been accurately transferred. This final step can include multiple data passes after correction of data
transfer errors and requires a resource with the knowledge and understanding to complete the data
conversion process accurately.
One of the greatest values to utilizing SDI for the City's engagement is our significant experience with ERP
products on the market. While we remain I00% vendor independent, we have a comprehensive
understanding of the ERP marketplace and the various products available to local government agencies.
Proposal to City of Sonta Ana
ERP Consulting Services
September 9, 2022 Page 6
XCSDI$ P 3 P N[L
Project Understanding
SDI understands that the City is interested in utilizing the services of a technology consulting partner to
assist with the selection of a new Enterprise Resource Planning (ERP) solution. Further, we understand
that the City seeks the services of a consultant team that is knowledgeable about the current ERP
landscape and can provide independent, fact -based support to assist the City with a decision. Finally, we
understand that the City is interested in identifying an industry standard, commercial -off -the -shelf
modular software solution that is configurable by City staff and requires few, if any, modifications to the
software to meet the City's needs.
SDI is prepared to meet the City's needs by utilizing our proven procurement methodology and approach
designed specifically to meet the unique needs of public sector agencies. Presented below is SDI's five -
phased approach:
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.
We recognize that the City is interested in more than simply employing a company to oversee its project
— you require the expertise of a proven professional with significant experience and knowledge of local
government operations and ERP products, and who can provide the City with the experience and expertise
to navigate the complexities associated with a comprehensive ERP procurement. In addition, the City is
seeking a resource with experience in local government financial operations that can provide suggestions
and recommendations for business process improvements to increase organizational efficiency and
effectiveness. SDI is prepared to support the City's project with a proven team of dedicated professionals.
[ ty of Santo An❑
ERP Consulting Services
September 9, 2022
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
Phase 1 — Initiate
The purpose of the Initiate phase is to prepare for, and initiate, the project under a well-defined work
plan. This stage includes confirming our understanding, as well as the understanding of the stakeholders,
regarding the scope of work and the process for accomplishing the overall objectives of the project.
PHASES TASKS DELIVERABLES
1.1— Project Sponsor Planning Meeting
1.2 — Work Plan Development and Review 'work Plan
1.3 —Conduct Project Kickoff Meeting Kickoff Meeting Presentation
TASK DESCRIPTION: SDI will meet with the City's Project Sponsor and other key staff to complete a
detailed review the scope of work, project timeline, deliverables, project status methods, project
participants (i.e. sponsor, subject matter experts, technical resources, etc.), and other items to ensure
a well -planned project. During this meeting, SDI will discuss the tools and templates that will be
leveraged.
TASK DESCRIPTION SDI will develop a Work Plan that identifies the project approach, methods, tasks,
activities, resources, schedule, budget, deliverables, issue and risk management, and major milestones.
DELIVERABLE: Work Plan
TASK DESCRIPTION: Since the project will have an enterprise -wide impact, it is important to proactively
communicate with all impacted staff to ensure a clear understanding of project goals and objectives,
roles and responsibilities, approach, tasks, and timeline. The kickoff Meeting also provides the
opportunity to introduce the SDI team to City staff and should involve senior level management and
project sponsors to provide introduction of this City-wide endeavor. It is important that all City staff
that will be involved in the project, regardless of their role, participates in a project kickoff.
DELIVERABLE: Kickoff Meeting Presentation
Phase 2 — Requirements
During Phase 2, SDI will develop an accurate and clear understanding of the current environment, as this
provides the initial baseline from which to begin defining the desired future state of the new ERP system.
During this phase it is necessary to identify and prioritize future system features and functions, and to
consider potential modifications to current processes through the adoption of best business practices . A
key success factor to implementing a best fit solution is having a comprehensive understanding of the
City's true needs and requirements.
Poposa! to City of Santo Ana
ERP Consulting Services
September 9, 2022
PHASES TASKS
2.1— Request and Review Documentation
2.2 — Conduct System Requirements Workshops
2.3 — Document Functional Requirements
2.4— Document interfaces/Technical Requirements
2.5— Document Data Conversion Requirements
9SDI
501 PRE 5 L NCI L L C
DELIVERABLES
• Documentation Request Listing
• Functional and Operational Requirements
• Interface and Technical Requirements
• Data Conversion Requirements
TASK DESCRIPTION: SDI understands that City staff has limited time to dedicate to this project.
Consequently, we will make all efforts to be as prepared as possible before asking for staff time. To
accomplish this, SDI will request documentation to familiarize ourselves with the current environment,
processes, procedures, policies, transaction levels, organizational responsibilities, reports, technical
documentation, etc. It is not SDI's intent to create work for the staff with this task - if requested
documentation does not exist, then it should not be created now.
DELIVERABLE: Documentation Request Listing
TASK DESCRIPTION: SDI will conduct workshops with the City's functional subject matter experts in all
City departments. Forthe Finance Department interviews, the workshops will occur at a functional level
(i.e. general ledger, budget, fixed assets, accounts receivable, inventory, purchasing, accounts payable,
grant and project accounting, treasury, etc.). For other City departments, typically a single workshop
per department will provide the information necessary to complete an analysis of potential ERP
applicability for those department functions. Outcomes of the workshops will document current
processes, practices, polices, and procedures related to the City's use of the ERR system. The workshops
will also explore unmet needs and focus on identifying new features and functions that can improve
the existing operations.
SDI's approach to conducting the systems requirements workshops involves more than just gathering
information from the City's subject matter experts. It includes educating and/or collaborating with staff
on best practices and how evolving technology capabilities (i.e. workflow, reporting, integration,
dashboards, document management, etc.) can be applied to the future environment.
TASK DESCRIPTION: SDI will utilize the information gathered during Task 2.2 above to document the
City's existing and desired functional requirements so that the RFP provides a comprehensive
description of the City's requirements.
DELIVERABLE: Functional and Operational Requirements
TASK DESCRIPTION: During our work efforts in the prior tasks, SDI will identify required or desired
interfaces and integration opportunities between the ERP system and other data repositories. This
helps ensure that an integration point or interface is not missed. In addition, SDI will work with City
staff to identify any interface standards that should be included in the RFP (i.e. City preferred interface
methods).
DELIVERABLE: Interface and Technical Requirements
Prcpo:ur i , G;y o/ Santa Anu
ERP Consulting Services
September 9, 2022
TASK DESCRIPTION: SDI will document the City's data conversion and migration requirements so that
software proposers can include the costs and approach for completing data conversion in their
proposals. SDI will meet with the City's technical and business subject matter experts to identify and
document data migration and conversion requirements. SDI will provide consultation with regard to
the pros and cons of the possible approaches/strategies and provide recommendations.
DELIVERABLE: Data Conversion Requirements
Phase 3 — RFP
The tasks in this stage will consolidate all relevant information gathered in the prior phases to create an
RFP that clearly defines the requirements and objectives of the City. The quality and accuracy of vendor
responses are significantly improved using a well -organized, accurate, and clear RFP. A strong RFP is
critical as it provides the foundation for evaluating the vendor and ultimately provides the basis for a solid
agreement between the City and the successful vendor.
PHASES TASKS DELIVERABLES
3.1— Prepare Draft Request For Proposal {RFP} . Draft RFP
3.2 — Review Draft RFP with Stakeholders • Final RFP
3.3 — Identify and Notify Potential Bidders • Vendor Listing
3-4 —Release RFP
TASK DESCRIPTION: SDI will prepare a draft RFP for review by the Project Stakeholders and identified
key staff. If the City has an existing preferred RFP template, SDI will conduct a review and compare the
City templates to SDI's proven ERP RFP template. In addition, if necessary, SDI will meet with the City's
purchasing and/or legal resources to verify RFP terms and conditions.
At a minimum, an RFP should include the following components: purpose and objectives, background,
evaluation criteria and selection process, timeline, submission requirements (including forms and
templates), RFP terms and conditions, current environment descriptions, business and operations
metrics (i.e. number of employees, users, vendors, purchase orders, etc.), functional requirements,
technical requirements and standards, and pricing proposal submission requirements.
DELIVERABLE: Draft RFP
TASK DESCRIPTION: SDI recommends that the draft RFP be distributed to the City project team and
subject matter experts for careful review. After staff has had the opportunity to review the RFP, SDI will
conduct a meeting to address any changes, questions, or concerns.
Proposal to City of Santa Ario
ERP Consukiny Services
September 9, 2022
)XSDI
SDI PRLSLkCL LLC
TASK DESCRIPTION: While online vendor portal sites provide a valuable channel for making an RFP
publicly available, SDI believes it is in the City's best interest to alert qualified vendors of the upcoming
RFP release. SDI will compile a comprehensive list of public sector ERP solution vendors that provide
potential solutions. SDI will review the listing with the City and assist the City in creating a notification
message that can be distributed via email. Timely notification of the City's intent to release an RFP will
help ensure the City attracts quality solution vendors and allow the vendors to be better prepared to
provide a timely response.
TASK DESCRIPTION: SDI will incorporate any recommended modifications to the draft RFP into a final
document and will assist with distribution of the RFP.
DELIVERABLE: Final RFP
Phase 4 - Select
The process for selecting a suitable, best fit ERP solution vendor requires the City to follow a structured
methodology. The goal of this phase is to ensure that the vendor that is the "best fit" for the City is
selected. Up to this point in the project, the City will have invested heavily in establishing the foundation
upon which a best fit selection will be made. The tasks in this phase are focused on ensuring a careful and
detailed review of information provided in response to the RFP are conducted, as well as independent
research, validation, and verification of content.
PHASES TASKS
4.1—Address Vendor Questions
4.2— Prepare Evaluation Committee
4.3—Conduct Initial Screening of Proposals
4.4—Assist with Review and Scodngof 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
• Vendor Question Responses
• Evaluation Scoring Methodology and Matrix Template
• Evaluation Scoring Matrix Summary
• PCIC Session Agenda and Scripts
• Vendor Selection Report
TASK DESCRIPTION: Release of a clear and well -structured RFP will dramatically reduce the number of
vendor questions. However, due to the complex nature of ERP procurements, the City should anticipate
that vendors will submit questions that must be addressed to ensure quality proposals are received. In
this task, SD[ will assist the City in responding to vendor questions.
DELIVERABLE: Vendor Question Responses
'ropnsal to City of - 001 0 A110
ERP Consulting Services
September 9, 2022
TASK DESCRIPTION: SDI will work with the City to identify the evaluation team and prepare an
evaluator's packet that includes clear descriptions and direction of the evaluation methodology. The
packet will also include a scoring template to assist the evaluator in tabulating their results.
DELIVERABLE: Evaluation Scoring Methodology and Matrix Template
TASK DESCRIPTION: SDI will conduct a screening evaluation of all proposals to determine which
vendors and proposals meet the mandatory REP requirements and minimum qualifications. SDI will
present the results of our screening evaluation to the City. The City can use this information as a guide
to determine which proposals require a detailed review.
TASK DESCRIPTION: The evaluation team will review and rate the proposals per the evaluation criteria.
In addition, SDI will review proposals to identify issues, concerns, questions, or clarifications that should
be addressed, and will provide this information to the evaluation team and be available to the
evaluators for consultation. SDI will assist the City in arriving at a preliminary evaluation scoring matrix
that identifies a short list of preferred vendors.
DELIVERABLE: Evaluation Scoring Matrix Summary
TASK DESCRIPTION: Conducting proof -of -capabilities (POC) sessions with short-listed vendors is a key
component of the selection process. This provides the vendors with the opportunity to fully
demonstrate their solutions using City provided demonstration scenarios and scripts. As part of this
task, SDI will develop the POC meeting agenda, scenarios, and scripts forthe Cityto review. In addition,
SDI can facilitate interaction between the City and the vendors to help ensure the vendor is adequately
prepared to complete the POC. The POC provides valuable input into contract negotiations and helps
clarify risk areas for special consideration.
DELIVERABLE: POC Session Agenda and Scripts
TASK DESCRIPTION: SDI will facilitate the POC sessions to keep vendors on schedule and ensure all POC
scripts are completed. At the conclusion of each vendor POC session, SDI will facilitate a debrief meeting
with the evaluators to capture feedback and update the evaluation scoring matrix accordingly. This
information will be used in the Vendor Selection Report (Task 4.8).
TASK DESCRIPTION: SDI will assist the City in planning for and completing reference checks and site
visits (if desired by City). While SDI is available to conduct the reference checks, it has been our
experience that these are best performed by City staff because of the information exchange and
opportunity to further network.
i i uposaIto City of Sonto Anu
ERP Consulting Services
September 9, 2022
9SDIEL
TASK DESCRIPTION: Using all the information and work products created to date, SDI will draft a Vendor
Selection Report that outlines the process followed and the results of the evaluation. SDI will provide
the City the opportunity to review a draft report and provide feedback. SDI will then publish a final
Vendor Selection Report, which can be utilized as part of the City's written recommendation for City
Council presentation.
DELIVERABLE: Vendor Selection Report
Phase 5 - Negotiate
Key terms, conditions, scope, and pricing terms must be fully resolved before concluding a final
agreement. The purpose of the Negotiate phase is to formalize and implement a negotiation strategy to
ensure the City obtains a favorable contract and all outstanding issues are resolved. SDI brings significant
experience in contract negotiations that will help ensure an agreement that fully protects the City while
supporting a successful implementation.
PHASES TASKS
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
VendorTask 5.1 - Research Prior
TASK DESCRIPTION: This task focuses on identifying signed agreements with agencies that are of a
similar size and complexity as they can provide a valuable source of information to help the City prepare
for negotiations. SDI will seek out and review available agreements. The review will include evaluating
terms and conditions, pricing, payment terms, milestones, and more. The information gathered will be
compared to that which was submitted with the RFP with the goal of identifying any gaps or more
favorable terms and conditions.
DELIVERABLES
TASK DESCRIPTION: SDI will perform a review and provide feedback of the proposed agreement
templates. Based on our experience, the City should expect multiple agreements (i.e. software
licensing, maintenance and support, professional services, 3rd party software, etc.). SDI will provide
the City guidance and assistance on the agreement review to help prepare for subsequent negotiations.
TASK DESCRIPTION: SDI will facilitate a workshop with key City staff to develop the negotiation
strategy. The workshop will focus on outstanding issues and questions, as well as areas of high risk that
need to be addressed. A well -planned negotiation strategy reduces the negotiation timeline, reduces
frustration among the parties, ensures the City presents a unified front, and reduces the risk that items
will be overlooked.
Proposal to City o; „nto An1u
ERA Consulting Services
September 9, 2022
ASDI f L
TASK DESCRIPTION: SDI will assist the City in preparing for negotiation meetings and will attend to
support City staff. SDI will facilitate the negotiation meetings and actively participate in discussions and
negotiations pertaining to the vendor's contractual documents and Statement of Work to ensure the
documents are acceptable to the City and properly hold the vendor accountable. SDI will take the lead
in recording the minutes from the meetings to capture outstanding items, next steps, and critical dates.
DELIVERABLE: Final Agreement with Vendor
TASK DESCRIPTION: SDI will attend and/or participate in the City's presentation of the vendor
agreements to the City Council for approval. SDI's level of participation will be at the City's direction.
DELIVERABLE: City Council Meeting Participation
Business Process Mapping Services Request
As a part of our overall proposal, the City has requested that SDI formally document fifteen (15) specific
existing business processes as a part of the overall project. The specific areas requested for business
process mapping include:
♦ Cashiering
♦ Bank Reconciliation
♦ Investment Accounting
® Interest Allocation
♦ Inventory Accounting
♦ Capital Asset Accounting
♦ Accounts Receivable
♦ Accounts Payable
♦ Purchasing
♦ Payroll Processing
n Debt Management
♦ Project Activity Accounting
,� Contract Management
: Grant Accounting
♦ General Ledger Entries
SDI will document the City's current business processes for each of the functional areas listed above. SDI
utilizes a structured approach to documenting our data gathering activities to ensure that all information
shared with the project team is recorded. The information gathered about current business processes will
also be reviewed by the City's project team to ensure it is accurate. The timing for this task will be
discussed with the City team during the "Initiate" phase of the project; we recommend initiating these
activities during the Phase 2 "Requirements" phase.
Additional Information About SDI's Approach
Approach to Best Practices and Change Management
SDI has been conducting assessments of enterprise systems for over 25 years and have developed a
proven methodology for information gathering and identifying organizational needs. We recognize the
importance of utilizing a measured approach when introducing an organization to potential change, and
we are sensitive to the fact that staff may be averse to such change. Our consultant team consists of
professionals who have worked in the public sector, have experienced the changes that come with
business process analysis and new system implementations, and are well versed on managing
expectations, concerns, and potential roadblocks to the implementation of new business practices.
SDI approaches our business process workshops with an understanding that not all participants may be
knowledgeable about the most current software systems available. A key component of our workshops is
to help educate City staff on available software systems and functionality, and to explore staffs thoughts
regarding potential positive outcomes of implementing this functionality. The goal of our workshops is to
Proposal to City uj — cr;mlu A170
ERP Consulting Services
September 9, 2022
XSDIEL
gather information about existing processes and functions, introduce staff to the most current software
functionality available, and then discuss the potential benefits of adopting the more contemporary
functionality. This process serves the function of introducing staff to the latest software features and
functions, along with beginning the process of building buy -in to the adoption of new business processes.
In terms of change, a critical component to managing change successfully is to help staff throughout the
organization understand the positive outcomes of business process improvements. Helping staff
understand these positive outcomes is essential to getting their buy -in to the change, and our consultants
are skilled at helping explain the positive outcomes to all levels of staff in the organization. For example,
we can help explain to the Buyer how electronic workflow of a purchase requisition reduces paperwork
and time to process, and can also explain to a Department Director or the City Manager how a system
dashboard can provide immediate access to critical data for decision making. Having worked in all aspects
of the public sector environment, our project team is highly qualified to address the topic of change and
the requisite benefits of adopting best business practices.
Requirements Development
SDI approaches all of our projects with a holistic view of the needs of the organization. When developing
requirements for software systems, we ensure that we explore all of the organization's needs, including
business processes and practices and data reporting and analytics. Too often, organizations do not focus
on the output needs for a new system — i.e. how staff is able to extract data and perform analytics on that
data. SDI recognizes the importance of this aspect of our work and places emphasis on the need for data
extraction and reporting.
Onsite versus Dffsite Efforts
SDI's approach to project management is to maximize client engagement throughout the process, and we
believe this is best achieved by being onsite during the majority of the project activities. That being said,
during the COVID-19 pandemic SDI has successfully managed projects remotely through the use of
collaborative tools including Microsoft Teams, SharePoint sites, and other resources. Since each of our
clients has approached work activities differently during the pandemic, SDI remains flexible in our
approach to onsite versus offsite project management.
Communication During the Project
SDI prides itself on actively communicating throughout all phases of our projects. Active communication
means ensuring that our clients are provided regular project updates utilizing scheduled, written project
status reports. Active communication also entails regularly communicating potential project risks, issues,
and decision points via telephone, email, and/or in -person discussions with our clients.
Throughout each of the project management activities described in our methodology above, the SDI
project manager will be keeping the City team informed on the status of project activities through both
oral and written communications. Regular project status reports will be provided periodically (reporting
schedule will be established during Project Initiation activities). In addition, the SDI project manager will
be engaging (through emails, telephone and in person) with the City team and project participants
regularly to ensure project activities are progressing and that potential issues are resolved expeditiously.
We are skilled at managing communication with our clients, and quickly adapt to our clients' desired
methods of communication. The key to a successful procurement is open two-way communication with
our clients.
Pr oposai to City of Santa Ana
EAP Consulting Services
September 9, 2022
4CSDI
Sol PRESENCE LLC
Project Roles and Responsibilities
Ensuring clear delineation of roles and responsibilities of the SDI team and the City participants is an
essential component to project success. Part of our Phase 1 activities includes a discussion of the various
roles and responsibilities of the project team, and who on the team will be responsible for what aspects
of the project. Each organization is different, with different skills sets and associated strengths. SDI will
work with the City's Project Sponsor to help define roles and responsibilities and will provide focused
support in the areas that are identified as needing additional support.
Optimizing Project Success
SDI's approach to project management is to serve as our client's trusted advisor. We view our presence
on the project to be that as an extension of the City team, thus representing the City and acting in the
best interests of the organization. Our goal is to minimize disruption to the organization as much as
possible and mitigate issues and concerns quickly and efficiently, while ensuring the City's interests are
prioritized and addressed.
Maintaining open lines of communication, monitoring risks and providing risk mitigation strategies are all
essential components to help ensure project success. We have a successful track record of working with
software vendor teams during the procurement process; this gives SDI a unique advantage in terms of the
City's project. SDI is prepared to provide these services through our professional and dedicated project
team.
Why SDI?
We recognize that the City has a choice of consultant firms to assist with this important project. We are
also confident that SDI is the best firm to assist the City throughout the process. SDI brings over 25 years
of hands-on experience with enterprise software procurement and implementations. We have worked
with over 200 West Coast clients and have completed well over 50 enterprise software projects. The SDI
team that will be assigned to the City's project is comprised of local southern California resources with
years of experience working in and around local government agencies, and the team have all worked in
local government operations at some point in their careers.
We invite you to speak with our past and current clients to understand what sets SDI apart. We believe
you will agree that SDI offers the best combination of California local government experience, knowledge,
and expertise to ensure the City's project is completed successfully.
Proposal to 4ity of Santa Ana
ERP Consulting Services
September 9, 2022
Project Schedule
Based on information contained in the City's RFP and our past experience with system procurements, we
provide the following estimates for the completion of the City's project.
Deliverables Deliverables
• Work Plan Draft RF➢
• Xickoff Meeting F AE RFP
Deliverables Deliverables
• Documentation Request Listing Vendor question Responses
• Functional and Operational Evaluation Scoring Methodology and
Requirements Matriw Template
• Interface and Technical • Evaluation Scoring Matrix Summary
Requirement • POC Session Agenda and Scripts
• Data Conversion Requirements Vendor Selection Report
Deliverables
• Final Agreement with
Vendor
• City Council Meeting
The ability to meet this project timeline will be dependent upon City staff availability throughout the
various activities in Phase One. The timeline above does not include the 4-6 week period when the City's
RFP is posted for software vendors to respond to.
,r oposal to City of Santa Ana
ERP Consulting Services
September 9, 2022
Page 18
XSDI EL
SDI developed our cost estimate based on our years of experience completing projects of a similar scope.
Based on the City's RFP, research regarding the City size and structure, and our past experience with
similar projects, we estimate that the procurement portion of this project will require 435 hours to
complete, and that the business process mapping for fifteen (15) functional areas will require 120 hours
to complete. SDI's hourly rate for all resources is $185 —this rate is inclusive of all project -related costs
including travel. Applying SDI's all-inclusive hourly rate of $185 yields a total cost of $102,675.
F'I u,,.,isar to City of ��,rito Ana
ERP Consulting Services
September 9, 2022
Page 19
XSDI
Sol PP ESE NCI EEC
Project Management During New System Implementation
SDI is prepared to provide project management support for the City's ERP implementation utilizing both
an overarching project management framework, and the application of a specific Work Plan as outlined
in the next section of our proposal. The three major project management categories are described as
follows:
Plan -- coordinating future project activities in conjunction with various project participants
• Review software provider's Statement of Work and coordinating the project kickoff
• Develop implementation project plan in coordination with software provider's project manager
Communicate — disseminating project activities and information to project participants
• Attend project meetings, Executive Steering Committee meetings, and other related meetings
• Complete regular project status reports
• Update SharePoint information
• Review and distribute software provider's project meeting agendas
• Review Software provider's site reports
• Review project issues log regularly with Software provider's project manager, work to resolve
issues, and communicate issues status with project team
• Monitor and report on potential project risks
Execute — completing or overseeing specific tasks associated with the project
• Coordinate scope change requests
• Process product enhancement requests
• Coordinate software development requests
• Assist with establishment of training accounts for users
• Coordinate software installation
• Coordinate staff training
• Coordinate user acceptance training
• Plan go -live activities in conjunction with software provider's project manager
• Work with staff on change management efforts
• Coordinate final acceptance process
Provided on the following pages is SDI's project management framework that we utilize when managing
the implementation of complex business applications. This framework was developed to help minimize
risk, increase opportunities for efficiencies, and ensure that the implementation project remains on
schedule. Our approach to these projects is to remain flexible, focus on tasks that the City directs us to
complete, and work collaboratively with the City to ensure that we are maximizing the use of available
resources. SDI is open to modifying and/or adjusting the proposed tasks and is flexible about where our
efforts are directed over the course of the project.
P10120501 tO City of _5LOLJ Ar70
ERP Consulting Services
September 9, 2022
SDISnl PRELC
SDI's project management framework includes two major phases: Project Initiation and System
Implementation.
TASK ACTIVITIES
DELIVERABLES
1.1- Project Scope Review
1.2 - Kickoff Meeting Kickoff Meeting Presentation
1.3- Project Scope and Baseline Schedule Update Work Plan
2.1 _ Update Project Plan
2.2- Monitor Project Execution and Control
2.3 - Assist with Business Process and Change Management Activities
2.4 - Support Establishment of optimal Software and Hardware Configuration
2.5 - Assist with Systern Setup and Configuration
2.6-- Define System Data Conversion and Test#ng Requirements
2.7 - Support User Acceptance Testing
2.8- Coordinate Training for Users and System Administrators
2.9- Complete Readiness Assessment and Ensure Operational Readiness
7.10- Monitor Phased Implementation and Cut rver
7.11- Provide Post Implementation Support
• Updated Project Plan
• Project Status Reports, Risk/Issue Tracking Log
• Vendor Deliverables Tracking Log/Punch List
• Software and Hardware Acquisition $ Installation Oversight
• System Setup and Configuration Oversight
• Data Conversion Requirements and System Testing
• Independent Verification and Validation
• Training Requirements and Schedule
• Readiness Assessment Checklist
• Oversight of Phased Implementation & Cutover to Production
• Post Implementation Support
The phases, tasks associated with each phase, and deliverables coming out of each task, are described in
detail below.
Phase 1 - Project Initiation
As project management professionals, SDI recognizes the importance of applying a formal project
management framework to ensure that the project meets objectives and is delivered on -time and on -
budget. The purpose of the Project Initiation Phase is to prepare for, and initiate, the project under a
well-defined project plan. This phase includes confirming our understanding, as well as the understanding of
the stakeholders, regarding the scope of work and the process for accomplishing the overall objectives of
the project. The following table presents the specific tasks, activities, and deliverables that will be
undertaken during the Project Initiation phase.
TASK ACTIVITIES DELIVERABLES
1.1- Project Scope Review
1.2-Kickoff Meeting Kickoff Meeting presentation
1.3- Project Scope and Baseline Schedule Update Work Plan
1.1 Project .. Review
-
TASK DESCRIPTION: SDI will meet with the City's Project Sponsor and the software project manager
to review the scope of work, project timeline, deliverables, and other procurement documentation to
confirm project details before formal kickoff.
1.2 Kickoff Meeting
TASK DESCRIPTION: SDI will work in coordination with the software project manager to develop a
Microsoft PowerPoint presentation that will describe the project. SDI will lead a Project Kickoff
Meeting which will be scheduled by the City to include all anticipated project participants. The
primarygoal of the Project Kickoff Meeting is to ensure that all project participants have a common
understanding of the process and project objectives.
DELIVERABLE: Project Kickoff Presentation
Proposal to City L) 5tjota Ana
ERP Consulting Services
September 9, 2022
TASK DESCRIPTION: SDI will finalize and deliver the project scope and plan, along with
communication and status reporting plans and a baseline schedule, as agreed with by the City's
Project Sponsor.
DELIVERABLE: Work Plan
Phase 2 - System Implementation
The cornerstone of success for the system implementation portion of the project will be how well it is
managed. This includes thorough planning, execution, and monitoring of the plan, corrective action when
required, and final close-out of the project. SDI's project management services will enable the City to
manage the big picture, keep stakeholders informed, and ensure successful planning, oversight, and
completion of the project while mitigating project risk. In the table below, SDI has identified the activities
and deliverables to be completed as part of this phase of the project. It should be noted that many of the
tasks in Phase 2 will be repeated for the individual implementation of specific future modules within the
software suite (i.e. — General Ledger; Accounts Payable, etc.).
TASK ACTIVITIES
2.1- Update Project Plan
2.2 -Monitor Project Execution and Control
2.3 -Assist with Rusmess Process and Change Management Activities
2A - Support Establishment of optimal Software and Hardware Configuration
2.5 - Assist with System Setup and Configuration
2A - Define System Data Conversion and Testing Requirements
2.7-Suppod user Acceptance Testing
2A - Coordinate Training for Users and System Administrators
2.9 - Complete Readiness Assessment and Ensure Operational Readiness
7.10 - Monitor Phased Implementation and Cutover
7.11- Provide Post implementation Support
DELIVERABLES
• Updated Project Plan
• Pral"t Status Reports, Ristt/Issue Tracking Log
• Vendor Deliverables Tracking Log/Punch List
• Software and Hardware Acqui sition& lmtaNation Oversight
• System Setup and Configuration Oversight
• Data Conversion Requhements and System Testing
• Independent Verification and Validation
• Training Requirements and Seheduie
• Readiness Assessment Checklist
• Oversight of Phased Implementation & Cutover to Production
• Post Implementation Support
Proposui to City of Santo Arra
ERP Consulting Services
September 4, 2022 Page 22
XSDIEt
TASK DESCRIPTION: SDI will work with the software project manager to update the Project Plan,
including the following basic elements that will be defined for the system implementation activities:
• Tasks and Subtasks
• Milestones and Deliverables
• Detailed Project Schedule
DELIVERABLE: Updated Project Plan
TASK DESCRIPTION: Working with the software project manager, SDI will monitor the project
execution using all the plans, schedules, procedures, and standards prepared for the project. This will
include ensuring that regular status reports are provided and discussed at project review meetings
with the Project Sponsor and appropriate participants. These reviews will include performance
measures for the completion of tasks and activities in accordance with the project plan,
communication plan, risk management plan, and quality assurance plan.
DELIVERABLES: Project Status Reports, Risk/Issue Tracking Log, Vendor Deliverables Tracking Log
TASK DESCRIPTION: SDI will assist the City with reviewing business processes to help identify areas
where a business process change may result in improved efficiencies. SDI will provide suggestions and
recommendations for business process improvements in conjunction with the City's project team.
TASK DESCRIPTION: SDI will assist the City in defining the technical system software and hardware
environments required for the new system's operation including licenses for development,
testing/training, and production environments. SDI will provide oversight for identifying, procuring,
and installing the software and hardware configurations to ensure the system is properly sized to meet
the City's requirements. This activity will also include coordinating the installation of required
application, database, and web servers as well as necessary network architecture and infrastructure
components.
DELIVERABLE: Software and Hardware Acquisition and Installation Oversight
TASK DESCRIPTION: SDI will assist the City to ensure that the new system is set up to support the
City's unique operating requirements. This activity will include establishing Munis security protocols
for users along with specific workflow processes far the new system, and setting configuration options
and customizing parameters for system upload/download processes to Microsoft products such as
Excel, Word, Access, and Outlook, and to other third -party products.
DELIVERABLE: System Setup and Configuration Oversight
Proposal to Lily ,!j Santa Ana
ERP Consulting Services
September 9, 2022
ASDIEL
TASK DESCRIPTION: SDI will assist in defining conversion and testing requirements for items that must
be converted into the new system. SDI will work with the Software conversion team to ensure that
data extracted from the existing Eden system is properly mapped to the Munis system.
SDI will also assist the City in developing a testing/training environment which will allow for separate
testing of release software by City staff prior to production installation.
DELIVERABLE: Data Conversion Requirements and System Testing
TASK DESCRIPTION: SDI will verify and validate acceptance test results for implementation of the new
system that will include:
• System documentation • Functional tests
• Stress tests • Security tests
• Access control capabilities • Backup, restore and restart tests
• User acceptance test results
DELIVERABLE: Independent Verification and Validation
TASK DESCRIPTION: SDI will assist the City in identifying training requirements and creating schedules
for both users and technical personnel. Training should be sufficiently detailed and comprehensive to
ensure that City staff will be able to effectively use the system and support the system after
implementation.
DELIVERABLE: Training Requirements and Schedule
TASK DESCRIPTION: SDI will develop a checklist to be used to assess the City's operational readiness
for the new system implementation, including:
• Staffing plan
• Operational procedures
• Change requests
• Refresher training
• Technology refreshment
• Preventive maintenance
DELIVERABLE: Readiness Assessment Checklist
• System maintenance procedures
• Disaster backup recovery plan
• Modifications or enhancements
• Software license renewal
• Hardware replacement
TASK DESCRIPTION: SDI will oversee a phased cut -over where different modules are implemented
and moved into production on a staggered schedule. As each module is placed into production, the
software provider will be required to provide assistance for system administration, helpdesk, and on -
site user support for each major implementation phase or module.
DELIVERABLE: Oversight of Phased Implementation and Cutover into Production
Proposal to City of 5UIiIu : ioo
FRP consulting Services
September 4, 2022
9SDI
SDI PRESENCE EEE
TASK DESCRIPTION: SDI will conduct a post -implementation review after system implementation to
provide the City with information to help it evaluate the contribution and measure the value gained
by implementing the new system. The review will provide for organizational learning by documenting
the success of the project and the reasons for that success. It will also identify areas the City may wish
to revisit in terms of full implementation of all modules, related features, and functionality.
DELIVERABLE: Post Implementation Support
Potential Cost for Project Management During New System Implementation
Based on our past experience with major system implementations, we recommend the City consider
engaging SDI for 32 hours per week over the course of the implementation timeline. Applying our all-
inclusive hourly rate of $185 yields an estimated annual cost of $307,840 for implementation project
management services.
SDI typically suggests to our clients that they consider time and material billing for project management
services. This approach provides a cost-effective means of procuring our project management services
and helps ensure our clients only pay for the actual services provided each month during implementation.
This approach also allows for collaboration between the City's project team and the SDI resource, focusing
our resources on the highest priority areas as identified by the City.
SDI's invoicing approach provides for monthly billing for services provided in the prior month, with
invoices detailing number of hours worked and tasks completed. Our ail -inclusive hourly rate covers all
project related costs including mileage and other expenses. SDI does not bill for travel time to and from
our client sites.
Proposal to City of Sonto Ana
EHP Consulting .Services
September 9, 2022