Title
RFP Award - Enterprise Resource Planning (ERP) Consulting Services for the Technology Project (B)
This item is a request for the City Commission to authorize the RFP award to Plante & Moran, PLLC to provide consulting services for the Enterprise Resource Planning Project.
Explanation
On August 25, 2016 the City’s Purchasing Division solicited a Request for Proposals for ERP Consulting Services for the Technology Project beginning November 1, 2016. Five consulting firms submitted proposals by September 22, 2016. Staff reviewed and scored the proposals on September 27, 2016, and the three highest ranked firms made oral presentations on October 4, 2016. The final ranking of the firms are as follows:
1st - Plante & Moran, PLLC
2nd - Baker Tilly Virchow Krause, LLP
3rd - Berry Dunn McNeil & Parker, LLC
The documentation related to the RFP is included in the back-up. Bidders have asserted that certain portions of the documentation are “confidential.” Those portions asserted to be confidential have been redacted from the back-up.
Fiscal Note
Bidders were asked to provide pricing for six different phases of the project, with the caveat that the City may choose to utilize the selected vendor for any individual phase or combination of phases at the City’s discretion. Plante & Moran, PLLC costs for phases one through five (needs assessment, assistance with setup of project management team, development of ERP RFP, assistance with RFP evaluation and assistance with ERP vendor negotiations) will be negotiated to be a fixed fee amount not to exceed $133,000 and will be funded through the existing budget for the Technology Project.
Because the level of effort for phase six (implementation of ERP) will be highly dependent on the software selected during phases one through five of the contract, approval of the cost of this final phase is not included in this recommendation. If the City chooses to continue to use Plante & Moran, PLLC for the final phase (assistance in implementation of ERP), management will negotiate a fixed price and will return to the City Commission for approval.
Recommendation
The City Commission: 1) accept the selection in order of ranking; 2) authorize the City Manager to initiate contract negotiations with Plante & Moran, PLLC as the Consulting Services provider for the Enterprise Resource Planning Project; and 3) authorize the City Manager to execute all related documents, including contract amendments and extensions, subject to approval by the City Attorney as to form and legality.