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Process (continued):
<br />Six vendors were invited to present demonstrations of their software to Finance and IT personnel onsite.
<br />Those vendors were Cloud SAP, Sungard /HTE, New World Systems, Springbrook, Edmunds, and ADG.
<br />Cloud SAP was a hosted version of SAP designed to serve smaller customers, but early in the vendor
<br />presentation it was very clear the version was not designed for governmental use at all. The remaining
<br />five vendors and their presentations were evaluated on a series of features and basic functionality which
<br />had been documented by Finance personnel as minimum requirements. After the initial presentations,
<br />the original six vendors were narrowed to three — New World Systems, Springbrook and Edmunds (in no
<br />particular order). Multiple references were obtained for each of the three vendors, and contacted to
<br />obtain customer feedback.
<br />Based on the results of those reference checks, and significant discussion between Finance and IT staff,
<br />the vendor listing was narrowed to two — the top two software vendors selected were Springbrook and
<br />Edmunds. Both vendors were asked to return to the City for onsite demonstrations focusing on areas
<br />needing additional coverage for analysis purposes — primarily, those areas were procurement, human
<br />resources, payroll, and various unanswered technology questions (hardware /software /integration with
<br />existing systems /paperless document storage). Human Resources staff joined Finance and IT in those
<br />sessions to evaluate the ability of the vendors to meet their needs, as many functionalities require
<br />coordination and integration between departments.
<br />After completion of the second round of presentations, Finance, IT and Human Resource staff met to
<br />review the information provided and make a final selection. Considered were the existing features,
<br />functionality, technology, ease of use, integration capabilities, customer support and frequency of
<br />upgrades and enhancements, nature of current customer base, reference checks, and proposed pricing.
<br />Recommendation
<br />Based upon all of the factors considered, management and involved staff from the three departments
<br />(Finance, IT, and Human Resources) are unanimously recommending that we select Edmunds software
<br />and begin negotiating a contract with Edmunds & Associates immediately. There are existing Edmunds
<br />software implementations which have occurred within an appropriate time frame to allow the City to
<br />potentially piggyback on other cities' contracts, and those shall be appropriately cross - referenced.
<br />Budget:
<br />In the fiscal year 2012 -2013 budget, $650,122 was allocated for the citywide ERP solution. Of this
<br />amount, $510,372 was designated for the Finance, Payroll, and HR components. Due to various factors
<br />the project was delayed and none of the funding for these areas was spent in the 2012 -2013 fiscal year.
<br />The budgetary proposal from the selected vendor, Edmunds, is $109,157, which is approximately
<br />$400,000 under the previously allocated budget for the project. For contingency purposes, and allowance
<br />for additional costs from other vendors in order to implement proper integration of existing systems into
<br />the new system, archiving of old data, and other potential costs, we propose requesting authorization for
<br />$210,000 in funding for the project. This would complete the finance and HR/PR implementation
<br />between $300,000 - $400,000 under the original 2012 -2013 budget. A budget amendment is currently
<br />in progress which encompasses the final audited 2012 -2013 fund balances, project carryovers, various
<br />transfers and additional budgetary needs. The reappropriation of a portion of the 2012 -2013 unspent
<br />budget for this project is planned to be included in the ordinance being prepared for the commission for
<br />the February 20, 2014 commission meeting.
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