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AI- 3350   12. B. 6.    
BOC Regular
Meeting Date: 10/15/2020  
ERP Software Selection Consultant
Submitted For: Kelli Scott
FROM: Brad Wilcox, Assistant County Administrator , Administration
Department: Administration  

Information
RESOLUTION:
 Resolved the Calhoun County Board of Commissioners does hereby approve a contract with Plante & Moran, PLLC to provide management consultant services to assist with the selection of financial system software and authorize County Administrator/Controller, Kelli Scott to sign the Letter of Engagement on behalf of the County, contingent on the approval of the County Corporation Counsel as to the terms and conditions of the agreement.
RECOMMENDATION:
County Administration recommends the approval of an agreement with Plante Moran to provide management consulting services to support staff in the development of RFP specifications and vendor selection for replacement financial system software. Three phases of the project involving primarily RFP development and vendor selection will be billed based on a firm fixed contract not to exceed $62,970. Phase 3 involving post selection activities will be billed by Plante Moran on a time and materials basis at the sole discretion of the County. Phase 3 costs are estimated at $27,000.
BACKGROUND:
 The County has been using New World LOGOS Financial System software since the local installation in January 2011. In order to evaluate the functional use of the current system and determine the availability of upgraded software solutions the County is looking to engage a qualified ERP Project Management Consultant to assess the potential opportunities for the County to implement a new Enterprise Resources Planning system to replace the current Tyler New World (LOGOS) financial system utilized by the County. The consultant will assist the County in developing a Request for Proposal (RFP) for the implementation of a new ERP system, evaluate vendor proposals, recommend solutions, negotiate the resulting contracts and manage the efficient implementation of the selected ERP package.

In order to facilitate the selection process, the Purchasing Department collaborated with Administration, HR and Finance staff to develop the ERP Software Selection Consultant RFQ#108-20. The County received six responses to the RFQ solicitation. As a result of the evaluation, Plante & Moran, PLLC was selected as the most qualified management consulting firm capable of completing the Scope of Work for the ERP Software selection project as specified in the RFQ. Plante Moran (Southfield MI,) is a recognized leader providing services to over 200 government organizations over the past 30 years on ERP related projects. Plante Moran has performed over 50 system selections for public sector clients over the past five years including Michigan Counties such as; Kent, Genesee, Ingham, Macomb, Oakland, Midland, Ottawa, Washtenaw and Livingston. They are one of the few IT consulting firms that are completely vendor independent with respect to the offering of hardware or application software. Plante Moran has also provided previous management consulting services to the County.

Negotiations with Plante Moran resulted in the final Letter of Engagement which included;

• Scope of Services
- Consulting services consist of enterprise resource planning software consultant services as described in Appendix A
- Services are further described in PM’s proposal to the County for
RFQ#108-20 ERP software selection consultant services, dated February 19, 2020 and the following sections are hereby incorporated by reference:
      Phase 0 - Project Management
      Phase 1 - RFP Development
      Phase 2 – Software Vendor Evaluation & Selection

• Fees & Payment Terms
- Professional fees for Phases 0-2 will not exceed $62,790
- Services provided for Phase 3 Post-Selection process will be billed on a time and materials basis at the sole discretion of the County @ $230/hr

• Project Timeline
- Proposed Project Kickoff – November 2020
- Projected Completion – July 2021

Due to COVID-19 restrictions, the majority of the Plante Moran services will be provided by consultants working remotely. When restrictions are lifted Plante Moran consultants are willing to adjust the schedule to accommodate more face to face meetings at the County.
ALTERNATIVES:
 
SUMMARY:
 After 10 years on the same Tyler New World ERP Financial system, County Administration recommends the evaluation of other updated software in the market that may provide benefits to the County. The approval of an agreement with Plante Moran would provide management consulting services to support staff in the development of RFP specifications and vendor selection for replacement financial system software. Three phases of the project involving primarily RFP development and vendor selection will be invoiced based on a firm fixed contract not to exceed $62,970. Phase 3 involving post selection activities will be billed by Plante Moran on a time and materials basis at the sole discretion of the County. Phase 3 costs are estimated at $27,000.

Fiscal Impact
BUDGETARY IMPACT:
The funds for Phase 0-2 are budgeted in the 2020 CIP program. Additional funds for possible use in Phase 3 post implementation activities are also budgeted in the CIP.
Attachments
ERP Timeline
PM RFQ Response
ERP Matrix
Revised Plante Moran letter

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