AgdaPkt 2019-04-08 Joint SA PFA - Laserfiche WebLink

Browse Search

6.A. - Page 3 of 22 • Providing training to staff on the new ERP systems through visual, written, tactile, and verbal mediums In April 2018, the City issued an RFP to replace the current ERP system. The RFP was the result of several months of requirements discovery through interviews and one-on-one meetings by the Steering Committee with staff in every City department. The RFP sought an integrated solution for the City's core financial, human resources, and payroll systems. Vendors were able to bid the entire ERP solution, or bid on function -specific solutions. In addition to replacing the existing ERP functions, the City included performance metrics reporting, online transparency, and citizen engagement functionality in the RFP requirements. After a comprehensive RFP evaluation process that spanned three months, a Vendor Review Team, comprised of staff from various departments including Administrative Services, City Manager, Community Development, Fire, Parks, Police, and Public Works, selected a short list of vendors to demonstrate their systems at Proof of Capabilities (POC) sessions. During the month of September 2018, POC demonstrations were given at City Hall by CherryRoad, HdL, OpenGov, TruePoint, and Tyler. All City staff were invited and encouraged to attend the POCs, and live streaming of the demonstrations was available for staff who could not attend in person. At the conclusion of each POC, attendees were asked to complete a survey providing input, feedback, and their system recommendations. On January 16, 2019, the Steering Committee and the Vendor Review Team selected the following vendors for the replacement of the current ERP system: Function(s) Vendor/Solution Finance Cherry Road/Oracle Fusion Cloud Human Resources Cherry Road/Oracle Human Capital Management Utility Billing TruePoint Solutions/TrueBill Business License and TOT HdL/Prime Business License Budget and Planning OpenGov/Budget and Planning Performance Metrics and Citizen Engagement OpenGov/Operational Performance, Citizen Engagement Phased Approach to Implementation Upon completion of reference checks for all selected vendors, contract negotiations commenced by the City's negotiating team. Each vendor contract includes an implementation timeline, statement of work (SOW) with staffing requirements, bill of materials, and the required legal terms and conditions. As of today, contract negotiations for HdL and OpenGov have been completed. On March 3, 2019, the City executed a one-year pilot agreement with HdL for Business License and Transient Occupancy Tax (TOT) notification, compliance tracking, and online payment processing services, at a cost not to exceed $57,800. If the pilot project proves successful after the first year, an amendment to the agreement extending the terms will be brought to the City Council for authorization. The agreement with OpenGov is recommended for approval by the City Council, and is detailed in the section below. City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 10