Resolution No. 2023-29 Agreement with Berry Dunn McNeil & Parker LLC for Enterprise Resource Planning IT Consulting Services - May 2, 2023 CITY OF AVENTURA RESOLUTION NO. 2023-29
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT WITH BERRY DUNN MCNEIL & PARKER, LLC;
PROVIDING FOR IMPLEMENTATION; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Aventura, pursuant to applicable state law, has solicited
and reviewed proposals from firms to perform Enterprise Resource Planning ERP/IT
Consulting Services; and
WHEREAS, Resolution No. 2023-05 established a ranking of firms to serve as said
consultant and authorized negotiations with the top ranked firm; and
WHEREAS, the Selection Committee members, Melissa Cruz - Finance Director,
Karen Lanke - IT Director and Indra Sarju - Purchasing Agent, have negotiated fees and
scope of services with the top-rated firm Berry Dunn McNeil & Parker, LLC ("BerryDunn")
and recommends approval of the ERP/IT Consulting Agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The City Manager is hereby authorized to enter into an ERP/IT
Consulting Agreement with BerryDunn for consulting services.
Section 2. The City Manager is hereby authorized to do all things necessary
and expedient in order to effectuate the execution of the attached Agreement described
in Section 1 above, and to carry out the aims of this Resolution.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Vice Mayor Bloom, who moved its
adoption. The motion was seconded by Commissioner Joel, and upon being put to a vote,
the vote was as follows:
Commissioner Rachel S. Friedland Yes
Commissioner Billy Joel Yes
Commissioner Paul A. Kruss Yes
Commissioner Dr. Linda Marks Yes
Commissioner Michael Stern Yes
Vice Mayor Amit Bloom Yes
Mayor Howard S. Weinberg Yes
City of Aventura Resolution No. 2023-29
PASSED AND ADOPTED this 2nd day of May, 2023.
— H WARD WEINBERG, ESQ.
` MAYOR
ATTEST:
ELLISA L. HORVAT MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
Ilk ; A A
CIT O N
Page 2 of 2
AGREEMENT BETWEEN CITY OF AVENTURA
AND
BERRY, DUNN, MCNEIL & PARKER, LLC dba BERRYDUNN
This AGREEMENT is entered into between the City of Aventura, a City of the State of Florida,
with an office located at 19200 West Country Club Drive, Aventura, FL 33180 (hereinafter referred
to as the "CITY"), and Berry, Dunn, McNeil & Parker, LLC dba BerryDunn, with an office located
at 2211 Congress Street, Portland, ME 04102 (hereinafter referred to as the "CONSULTANT").
The CONSULTANT hereby agrees with the CITY, for the consideration named herein, to perform
the services stipulated in this AGREEMENT.
1. CONSULTANT'S SERVICES
A. The CONSULTANT, on behalf of the CITY, shall perform and carry out in a professional
manner the components essential to provide Enterprise Resource Planning/Information
Technology Consulting Services.
B. The Scope of Work shall be defined by the CITY'S Request for Proposal No. 22-05-24-3 dated
April 22, 2022, and CONSULTANT'S Proposal dated May 24, 2022, as amended by
CONSULTANT'S updated Statement of Work and Fee Schedule dated April 19, 2023. The
CONSULTANT'S Proposal, with the CITY'S Request for Proposal included as an attachment, and
CONSULTANT'S updated Statement of Work and Fee Schedule are attached to this
AGREEMENT as Exhibit A and Exhibit B, respectively, and are incorporated herein by reference.
"Fee Schedule" in Consultant's Statement of Work and Fee Schedule dated April 19, 2023,
attached as Exhibit B.
2. PROJECT TEAM
The CONSULTANT'S Project Team for the services to be provided under this AGREEMENT shall
include the following: Jonathan Grace, Principal; Austin Nichols, Project Manager, Ross DeFalle,
Lead Business Analyst; Pam Coleman, Human Capital Lead; Allisha Ouellette, Human Capital
Management Business Analyst; Amy Clark, Financials Lead; Sachin Goradia, Financials
Business Analyst; Kathryn Offerdahl-Joyce, Procurement Subject Matter Expert; and Candace
Pierce, Technical Subject Matter Expert.
CONSULTANT agrees that it will not remove the Lead Project Manager in Charge or any other
member of the Project team without the CITY'S prior written approval. If CONSULTANT removes
a Project Team member pursuant to this section, it will immediately replace that Project Team
member with another person approved by CITY in writing.
CONSULTANT agrees, that within fourteen (14) calendar days of receipt of a written request from
the City to promptly remove the Project Manager in Charge or any Project Team member, or any
other personnel employed or retained by the CONSULTANT to provide and perform any of the
services pursuant to the requirements of this Agreement. Said request made by the City may be
made with or without cause. Any personnel so removed must be immediately replaced with a
person acceptable to the City, by obtaining written approval from the City.
3. THE CITY SHALL PROVIDE
A. Access to pertinent information and available data requested by the CONSULTANT.
B. Any assumptions that are necessary to the work to be performed by CONSULTANT.
C. Attendance and participation at all scheduled meetings and work sessions.
D. Timely review of draft and preliminary materials submitted by the CONSULTANT.
4. DOCUMENTS
All documents and services provided by the CONSULTANT pursuant to this AGREEMENT are
instruments of service with respect to this project. Upon receipt of payment for services due, the
CONSULTANT'S documents and material developed by the CONSULTANT under this
AGREEMENT are the property of the CITY. The CITY shall have the right to re-use documents
and computer software on extensions of the project or for other projects; such re-use shall be at
the CITY'S sole risk and without liability or legal exposure to the CONSULTANT.
5. PUBLIC RECORDS LAW COMPLIANCE
Pursuant to Section 119.0701 of the Florida Statutes, CONSULTANT agrees to:
Keep and maintain public records in CONSULTANT's possession or control in connection
with Consultant's performance under this AGREEMENT. Consultant shall ensure that
public records that are exempt or confidential and exempt from public records disclosure
requirements are not disclosed, except as authorized by law, for the duration of the
AGREEMENT, and following completion of the AGREEMENT until the records are
transferred to the CITY.
Upon request from the City's custodian of public records, CONSULTANT shall provide the CITY
with a copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided by Chapter 119, Florida Statutes,
or as otherwise provided by law.
Unless otherwise provided by law, any and all records, including but not limited to reports,
surveys, and other data and documents provided or created in connection with this AGREEMENT
are and shall remain the property of the CITY. Notwithstanding, it is understood that at all times
CONSULTANT's workpapers shall remain the sole property of CONSULTANT, and are not
subject to the terms of this AGREEMENT.
Upon completion of this AGREEMENT or in the event of termination by either party, any and all
public records relating to the AGREEMENT in the possession of CONSULTANT shall be delivered
by Consultant to the City Manager, at no cost to the CITY, within seven (7) days. All such records
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stored electronically by CONSULTANT shall be delivered to the CITY in a format that is
compatible with the City's information technology systems. Once the public records have been
delivered upon completion or termination of this AGREEMENT, CONSULTANT shall destroy any
and all duplicate records that are exempt or confidential and exempt from public records
disclosure requirements. Notwithstanding the terms of this Section, the Parties agree and it is
understood that CONSULTANT will maintain a copy of any information, confidential or otherwise,
necessary to support its work product generated as a result of its engagement for services, solely
for reference and archival purposes in accordance with all applicable professional standards,
which will remain subject to the obligations of confidentiality herein.
Consultant's failure or refusal to comply with the provisions of this section shall result in the
immediate termination of this AGREEMENT by the CITY.
IF CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,
FLORIDA STATUTES, TO CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT
305-466-8901 HorvathEA-cityofaventura.com or by mail: City of Aventura — City Clerk's
Office, 19200 West Country Club Drive, Aventura, Florida 33180.
6. NONDISCLOSURE OF PROPRIETARY INFORMATION
The CONSULTANT shall consider all information provided by the CITY and all reports, studies,
and other documents resulting from the CONSULTANT'S performance of this service to be
proprietary unless such information is available from public sources. The CONSULTANT shall not
publish or disclose proprietary information for any purpose other than the performance of the
services without the prior written authorization of the CITY or in response to legal process. The
CONSULTANT shall maintain all originals in the CONSULTANT'S files for a period of not less
than five (5) years from the final report and shall provide the CITY access to and the right to
examine and copy information contained in the files pertaining to the services. In the event of
legal process, the rights of access, examination, and copying hereunder shall continue until the
conclusion of any litigation, appeals, claims, arbitration, or other legal process.
7. CHANGES AND ADDITIONS
It shall be the responsibility of the CONSULTANT to notify the CITY, in writing, of any necessary
modifications or additions in the Scope of Work contemplated under this AGREEMENT.
Compensation for changes or additions in the Scope of this AGREEMENT will be negotiated and
approved by the CITY and CONSULTANT in writing.
8. ADDITIONAL SERVICES
The CITY, at its discretion, may request additional services. When requested by the CITY, in
writing, the CONSULTANT may perform additional services associated with this project that are
outside the original Scope of Work contemplated under this AGREEMENT. Compensation for
these additional services will be based on current billing rates plus reasonable travel expenses.
The CITY shall approve the scope, number of hours, and fee schedule for such services with the
CONSULTANT before any additional work commences.
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9. NOTICE
Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be
deemed properly made if personally delivered in writing or deposited in the United States mail,
postage prepaid, to the representative specified below or as otherwise designated in writing and
mutually agreed. However, any notice of suspension or termination pursuant to Section 12 hereof,
if mailed, shall be sent by United States certified mail, postage prepaid, return receipt requested
and shall not become effective until the date of receipt. Nothing in this paragraph shall be
construed to restrict the transmission of routine communications between representatives of the
CONSULTANT and the CITY.
A. The name and mailing address of CITY'S Representative for purposes of this notice provision,
unless and until another person is designated in writing, is City of Aventura, Ronald J. Wasson
City Manager, City of Aventura, 19200 West Country Club Drive, Aventura, FL 33180.
B. The name and mailing address of CONSULTANT'S Representative for purposes of this notice
provision, unless and until another person is designated in writing, is Jonathan Grace, Principal,
Berry, Dunn, McNeil & Parker, LLC, 2211 Congress Street, Portland, ME 04102.
10. MANNER OF PAYMENT
A. The CONSULTANT shall furnish the CITY with timely progress invoices each month for
services rendered to date for each project phase. The terms of payment will be net thirty (30)
days.
B. Should any statement be the subject of a legitimate dispute between the parties, no late
payment charge shall apply to any amounts not paid by the CITY because of said dispute; CITY
shall pay all amounts not reasonably deemed to be included in the dispute.
11. FORCE MAJEURE
CONSULTANT will endeavor to use commercially reasonable efforts to complete all work
contemplated under this AGREEMENT. However, neither party shall be liable to the other party
for any failure to perform, or delay in performance of, any obligation under this AGREEMENT to
the extent such failure or delay shall have been wholly or principally caused by acts or events
beyond CONSULTANT'S reasonable control rendering performance illegal or impossible. As
used in this section, "force majeure" means any cause beyond the reasonable control of a party
including, but not limited to, an act of God, nature, act of aggression, fire, strike, flood, riot, war,
delay of transportation, terrorism, pandemics or other widespread outbreaks of infectious
diseases, or the inability, due to the aforesaid causes, to obtain necessary labor, material, or
facilities.
12. TERMINATION OR SUSPENSION OF CONTRACT
A. The obligation to continue services under this AGREEMENT may be terminated by either party
upon written notice in the event of substantial failure by the other party to perform in accordance
with the terms hereof through no fault of the terminating party; provided, however, that the
terminating party has first given the other party written notice of the reason for such termination
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and the other party has failed to cure or rectify the issue or matter within fifteen (15)days of receipt
of such notice.
B. In the event the CITY terminates the CONSULTANT'S services as permitted under Section
12.A of this AGREEMENT, the CITY shall pay the CONSULTANT for all services performed to
the effective date of termination. The CONSULTANT shall be entitled to receive only the fair
value of services rendered and direct out of pocket expenses incurred hereunder prior to the
effective date of such termination. Upon restart of a project previously terminated, equitable
adjustment may be made to compensation for remobilization of the project.
13. ASSIGNMENT
Neither the CITY nor the CONSULTANT shall assign or transfer their rights or obligations in the
AGREEMENT without the written consent of the other; such consent shall not be unreasonably
withheld.
14. NON-EXCLUSIVITY
This AGREEMENT is non-exclusive. CITY retains the right to engage the services of additional
third-party Consultants or assign responsibilities to an employee of the CITY to perform the same
or similar services provided by CONSULTANT under this AGREEMENT and to assign work to
such parties in its sole discretion.
15. INSURANCE
The CONSULTANT shall purchase and maintain insurance coverage. Insurances shall cover all
CONSULTANT'S employees while performing any work incidental to the performance of the
AGREEMENT between the CITY and the CONSULTANT.
16. INDEMNIFICATION
The CONSULTANT agrees, to the fullest extent permitted by law, to indemnify and hold harmless
the CITY against damages, liabilities, and costs arising from the negligent acts of the
CONSULTANT in the performance of professional services under this AGREEMENT, to the
extent that the CONSULTANT is responsible for such damages, liabilities, and costs on a
comparative basis of fault and responsibility between the CONSULTANT and the CITY. The
CONSULTANT shall not be obligated to indemnify the CITY for the CITY'S own negligence.
17. RIGHT TO AUDIT PROJECT DOCUMENTS AND RECORDS
The CONSULTANT may be subject to audit by federal, state, and local agencies pursuant to this
AGREEMENT. The CONSULTANT shall maintain adequate records to justify all charges,
expenses, and costs incurred in performing the services hereunder for at least five (5) years from
the date of contract ending date. The CITY shall have access to such books, records, and
documents that are directly related to this engagement for the purpose of inspection or audit
during normal business hours at a place and time convenient and agreeable to the CONSULTANT
and the CITY; provided, however, that CONSULTANT shall not be required at any time to submit
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to an audit by an independent certified public accountant.
18. ETHICS IN PUBLIC CONTRACTING
The CONSULTANT certifies that its proposal is made without collusion or fraud and that
CONSULTANT has not offered or received any kickbacks or inducements from any other
contractor, supplier, manufacturer, or subcontractor in connection with CONSULTANT'S
proposal; that CONSULTANT has not conferred with any public employee having official
responsibility for this procurement transaction; and that CONSULTANT has not received any
payment, loan, subscription, advance, deposit of money, services, or anything of more than
nominal value, present or promised, in connection with this proposal or procurement transaction,
unless consideration of substantially equal or greater value was exchanged.
19. CONFLICT OF INTEREST
CONSULTANT covenants that no person under its employ who presently exercises any functions
or responsibilities in connection with this AGREEMENT has any personal financial interest, direct
or indirect, with the CITY. CONSULTANT further covenants that, in the performance of this
AGREEMENT, no person having such conflicting interest shall be employed. Any such interests,
on the part of the CONSULTANT or its employees, must be disclosed in writing to the CITY.
CONSULTANT is aware of the conflict of interest laws of 2-11.1 of the Miami-Dade County Code
of Ordinances, the Municipal Code of the City of Aventura, and the State of Florida, Chapter 112,
Florida Statutes, as amended from time to time, and agrees it will fully comply in all respects with
the terms of said laws.
CONSULTANT warrants that it has not employed or retained any person employed by CITY to
solicit or secure this AGREEMENT and that it has not offered to pay, paid, or agreed to pay, any
public official or person employed by CITY any fee, commission, percentage, brokerage fee or
gift of any kind, contingent upon or resulting from the award of this privilege.
20. SCRUTINIZED COMPANIES
A. CONSULTANT certifies that it and its subcontractors are not on the Scrutinized Companies
that Boycott Israel List. Pursuant to Section 287.135, F.S., the CITY may immediately terminate
this AGREEMENT at its sole option if the CONSULTANT or its subcontractors are found to have
submitted a false certification; or if the CONSULTANT, or its subcontractors are placed on the
Scrutinized Companies that Boycott Israel List or is engaged in the boycott of Israel during the
term of the AGREEMENT.
B. If this AGREEMENT is for more than one million dollars, the CONSULTANT certifies that it
and its subcontractors are also not on the Scrutinized Companies with Activities in Sudan,
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or engaged with
business operations in Cuba or Syria as identified in Section 287.135, F.S. Pursuant to Section
287.135, F.S., the CITY may immediately terminate this AGREEMENT at its sole option if the
CONSULTANT, its affiliates, or its subcontractors are found to have submitted a false certification;
or if the CONSULTANT, its affiliates, or its subcontractors are placed on the Scrutinized
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Companies with Activities in Sudan List, or Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List, or engaged with business operations in Cuba or Syria during the
term of the AGREEMENT.
C. The CONSULTANT agrees to observe the above requirements for applicable subcontracts
entered into for the performance of work under this AGREEMENT. As provided in Subsection
287.135(8), F.S., if federal law ceases to authorize the above-stated contracting prohibitions then
they shall become inoperative.
21. E-VERIFY
Effective January 1, 2021, public and private employers, contractors and subcontractors will begin
required registration with, and use of, the E-verify system in order to verify the work authorization
status of all newly hired employees. CONSULTANT acknowledges and agrees to utilize the U.S.
Department of Homeland Security's E-Verify System to verify the employment eligibility of: a) All
persons employed by Contractor to perform employment duties within Florida during the term of
the contract; and b) All persons (including sub-vendors/subconsultants/subcontractors) assigned
by Contractor to perform work pursuant to the contract with the CITY. The Contractor
acknowledges and agrees that use of the U.S. Department of Homeland Security's E-Verify
System during the term of the contract is a condition of the contract with the City of Aventura.
Should Vendor become the successful Contractor awarded for the above-named project, by
entering into this AGREEMENT, the Contractor becomes obligated to comply with the provisions
of § 448.095, FL. Statutes, as amended from time to time. This includes but is not limited to
utilization of the E-Verify System to verify the work authorization status of all newly hired
employees; and requiring all subcontractors to provide an affidavit attesting that the Subcontractor
does not employ, contract with, or subcontract with, an unauthorized alien. The CONSULTANT
shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead
to termination of this AGREEMENT, or if a Subcontractor knowingly violates the statute, the
CONSULTANT must be terminated immediately. Any challenge to termination under this
provision must be filed in the Circuit Court no later than 20 calendar days after the date of
termination. If this contract is terminated for a violation of the statute by the CONSULTANT, the
CONSULTANT may not be awarded a public contract by the CITY for a period of 1 year after the
date of termination.
22. SEVERABILITY
If any part, term, or provision of this AGREEMENT is found by a Court to be legally invalid or
unenforceable, then such provision or portion thereof shall be performed in accordance with
applicable laws to the extent possible. The invalidity or unenforceability of any provision or
portion of this AGREEMENT or any contract document related to this AGREEMENT shall not
affect the validity of any other provision or portion of this AGREEMENT or any related contract
document.
23. AGREEMENT CONSTRUED UNDER FLORIDA LAWS
The AGREEMENT is deemed to be executed and performed in the State of Florida and shall be
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construed in accordance with the laws of the State of Florida.
24. CONFLICT OF TERMS
If there is a conflict, discrepancy, or inconsistency between the language in this AGEEMENT
and the language in the CITY'S Request for Proposal, the CONSULTANT'S Proposal, or any
other document or exhibit attached to this AGREEMENT, the language in this AGREEMENT
shall control.
25. ENTIRE UNDERSTANDING
This AGREEMENT comprises the entire understanding between the parties and cannot be
modified, altered, or amended, except in writing and signed by all parties.
26. FEES FOR SERVICES PERFORMED
Pursuant to the "Fee Schedule" in CONSULTANT'S Statement of Work and Fee Scheduled
dated April 19, 2023 (Exhibit B), the CITY agrees to pay CONSULTANT an amount not to
exceed $150,350, including travel expenses, for the services designated in Exhibits A and B.
27. TERM
The effective date of this AGREEMENT shall be ten (10) days after approval by the City
Commission. The term of this AGREEMENT shall be for a period of three (3) years from the
effective date and may be renewed for four (4) additional one (1) year periods unless it is
terminated earlier by either party pursuant to paragraph of the AGREEMENT. The term of this
AGREEMENT may be extended upon the mutual consent of both parties in writing.
By signing below, each of the parties executes this AGREEMENT as of the date written below
and agrees to all the terms and conditions contained herein.
CITY OF AVENTURA BERRY, DUNN, MCNEIL & PARKER,
LLC dba BERRYDUNN
By: - t4 By:
Print Name: R Id J. Wasson Name: Jonathan Grace
Title: City Manager Title: Principal
Date: May 2, 2023 Date:
By:
Print Name: Ellisa L. Horvath
Title: City Clerk
Date: May 2, 2023
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construed in accordance with the laws of the State of Florida.
24. CONFLICT OF TERMS
If there is a conflict, discrepancy, or inconsistency between the language in this AGEEMENT
and the language in the CITY'S Request for Proposal, the CONSULTANT'S Proposal, or any
other document or exhibit attached to this AGREEMENT, the language in this AGREEMENT
shall control.
25. ENTIRE UNDERSTANDING
This AGREEMENT comprises the entire understanding between the parties and cannot be
modified, altered, or amended, except in writing and signed by all parties.
26. FEES FOR SERVICES PERFORMED
Pursuant to the "Fee Schedule" in CONSULTANT'S Statement of Work and Fee Scheduled
dated April 19, 2023 (Exhibit B), the CITY agrees to pay CONSULTANT an amount not to
exceed $150,350, including travel expenses, for the services designated in Exhibits A and B.
27. TERM
The effective date of this AGREEMENT shall be ten (10)days after approval by the City
Commission. The term of this AGREEMENT shall be for a period of three (3) years from the
effective date and may be renewed for four (4) additional one (1) year periods unless it is
terminated earlier by either party pursuant to paragraph of the AGREEMENT. The term of this
AGREEMENT may be extended upon the mutual consent of both parties in writing.
By signing below, each of the parties executes this AGREEMENT as of the date written below
and agrees to all the terms and conditions contained herein.
CITY OF AVENTURA BERRY, DUNN, MCNEIL & PARKER,
LLC dba BERRYDUNN
By: BY= I
Print Name: R t�ld J. Wasson N me: Jonathan Grace
Title: City Manager Title: Principal
Date: May 2, 2023 Date:
By: ::-� : Z
Print Name: Ellisa L. Horvath
='tip
Title: City Clerk
Date: May 2, 2023
8
By: 7
Print(Name: Robert Myers
Title: City Attorney
Date: May 2, 2023
9
City of Aventura, FL
Enterprise Resource Planning/Information Technology Consulting Services
Statement of Work and Fee Schedule
B. Statement of Work—April 19, 2023
Below we present our detailed work plan to complete the City's requested scope of services.
Phase 1. Needs Assessment
1.1 Conduct initial project planning. We will conduct an initial project planning session with the City's
project team to introduce key team members, clarify goals and objectives, identify known project constraints,
and refine dates and/or tasks, as appropriate. We will discuss our approach for managing communications
between BerryDunn and the City and our approach to the scope, risks, and resource management. We will
also request names and contact information for the appropriate staff members who will be involved in the
project. These discussions will inform the development of the Project Work Plan and Schedule.
1.2 Develop the Project Work Plan and Schedule. Based on the information gathered from our initial
project planning session, we will develop the Project Work Plan and Schedule,which will address our
approach for communications, scope, risks, and resource management. The Project Work Plan and
Schedule will also address our approach to providing the exact services requested by the City and the
agreed-upon time frame for each task. In addition, the Project Work Plan will incorporate agreed-upon
procedures between BerryDunn's and the City's project teams related to project control, including quality
management and deliverable submission/acceptance management. After providing draft versions of these
materials in advance, we will facilitate a teleconference to review the drafts and solicit feedback from the
project team. This feedback will be incorporated into the document, which will then be distributed to the
project team in final form.
Deliverable 1—Project Work Plan and Schedule
1.3 Develop Biweekly Project Status Updates.Throughout the project, our project manager, Matthew
Tremblay, will provide Biweekly Project Status Updates that describe the activities and accomplishments for
the reporting period, plans for the upcoming month, risks or issues encountered during the reporting period,
and anticipated problems that might impact any project deliverable. We will meet with the City's project
manager to review these updates.
Deliverable 2—Biweekly Project Status Updates
1.4 Develop and issue a web survey and an information request, and review results.We will develop
and distribute a web survey to City staff to understand issues and challenges with current business
processes. We anticipate that this survey will be issued to the core department stakeholders and used to
help determine the current challenges and areas for improvement. Prior to issuing the web survey, we will
review the questions with the project team. We will use the survey results as one of many data points in
developing our evaluation of the current environment. Additionally, prior to conducting our work, we will
provide the City's project team with an information request sheet to request available documentation that will
be helpful to us during the project(e.g., organizational charts, documentation on existing systems, and
policy documentation). We will respectfully request that the project team provide the requested information
prior to the project kickoff meeting and interviews, as reviewing this information in advance of our work will
enable us to be more efficient, become more knowledgeable of the current environment, and make best use
of City personnel's time.
1.5 Facilitate a kickoff presentation.We will conduct a kickoff presentation with City leadership and all
project stakeholders. This will serve as an opportunity to introduce our project team members, discuss
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Phase 1. Needs Assessment
goals, present our project approach and methodology, review the schedule of key project dates, and answer
questions. As part of this presentation, the City's project sponsor is expected to participate and speak to the
goals and objectives of the initiative.
1.6 Facilitate fact-finding meetings. Following the project kickoff presentation, we will conduct fact-finding
meetings with City staff identified as current and future users of the ERP solution.We will also meet with IT
staff and representative stakeholders from each department, by functional area. We will explore their
experiences in daily interaction with the system, along with any additional areas we identify prior to or during
the kickoff meeting. The purpose of these meetings is to review, evaluate, and document the City's existing
system functionality and understand processes that are critical or unique to the City.Where appropriate, our
team will observe staff conducting business process routines. We will also meet with representatives from
the City's IT staff who support the existing applications to review available system documentation, existing
data elements, and data reporting needs.When necessary, the BerryDunn team will accommodate
unanticipated scheduling challenges of City personnel to make the best use of time. Our approach is to do
what we can to accommodate such needs, providing the opportunity for all stakeholders to contribute their
thoughts and ideas. We will schedule meetings to address all functional areas in the City's requested scope
that may be part of a future ERP environment.
1.7 Facilitate an RFP planning meeting.As part of our fact-finding meetings,we will facilitate an RFP
planning meeting with the City's procurement team. We will review and discuss the City's existing RFP
process, development of the RFP, the associated addenda, and any required forms for submission.
1.8 Develop a Needs Assessment Memo. Drawing on the information gathered through our review of
documentation, web survey results, and fact-finding sessions, we will prepare a draft Needs Assessment
Memo. This report will include but not limited to:
• A high-level summary of findings
• Challenges and areas for improvement
• Other preliminary considerations
We will provide a draft of the Needs Assessment Memo to the City for review and facilitate a work session
via teleconference to explain our findings, gain feedback, and build consensus related to the presented
decision points.We believe it is important to obtain the City's validation and approval of these findings, as
this information will serve as the basis for future requirements. We will then revise the report and update to
final.
Deliverable 3—Needs Assessment Memo
1.9 Facilitate as-is business process sessions and develop Current State Business Process
Diagrams.Throughout fact-finding sessions, there are often processes that are difficult, not well
understood, or likely to change when a new system is implemented. These processes often benefit from the
business process diagramming process. For many of the City's processes, business process mapping may
not be necessary as details will be sufficiently captured in narrative assessments. That said, we anticipate
diagramming up to 20 current state business processes, composed of five high-complexity, five medium-
complexity, and ten low-complexity processes. Table 1 outlines our process review matrix used to designate
the complexity of each documented process.
Table 1: Process Review Complexity Matrix
Complexity Process Description
Low A single iteration process with limited inputs and outputs and a
small number of departments involved.
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Phase 1. Needs Assessment
A process involving more than two City departments that might
Medium
involve external agencies. A limited number of other workflow
processes impact it. However, there might be one to two variations
of the process depending on predecessor or contingency tasks.
A process involving multiple inputs and outputs, several
High
departments, and possibly external agencies. It has multiple
variations, which might be dependent on variable predecessor
tasks and contingency processes.
We will review the process diagrams with the City's project team to solicit feedback and build consensus for
the flows before updating them to final. Should we need any clarity in this process, we will follow-up with the
City's functional area representatives and project team as needed.
Deliverable 4— Current State Business Process Diagrams
1.10 Plan for and facilitate vendor outreach sessions. We will help plan for vendor outreach sessions,
assisting with both scheduling and developing associated documentation. We will then facilitate vendor
outreach sessions to provide an opportunity for up to six vendors to provide information on the capabilities
of the systems on the marketplace for two hours each. We will provide these vendors with a format to follow
for ease of comparison. By holding these sessions, the City will be better informed when finalizing
requirements for the future solution. At the conclusion of these sessions, we will conduct a debrief survey to
solicit feedback from participants of desired functionality to be included in the RFP for a future system.
Deliverable 5— Vendor Outreach Sessions
2.1 Develop Preliminary Functional and Technical Requirements. BerryDunn has developed a database
of ERP-specific technical and functional requirements based on our experience with other governmental
agencies, as well as our knowledge of software system functionality and best practices. Drawing from this
database, we will make refinements based on those processes that are critical or unique to the City. These
requirements will support supplemental functionality requirements with key reporting, interface, and
conversion enhancements. In our recent experience, those areas have significantly differentiated vendors'
solutions and require a specific focus in the selection activities. Our analysis typically results in about 75% of
the requirements being defined upfront for most of our clients.
Deliverable 6—Preliminary Functional and Technical Requirements
2.2 Facilitate joint requirements planning (JRP)work sessions to review and update requirements.
We will facilitate a series of JRP work sessions with City stakeholders and our project team members to
review the preliminary requirements. We will reconvene many of the same stakeholders, organized by
functional area, which met during fact-finding activities to discuss the future system capabilities. Using the
preliminary list, we will review and confirm each item as well as assign a relative criticality to communicate
to vendors responding to the list as part of their RFP responses. We will also facilitate similar meetings to
review potential interfaces and data conversion objects. Once these have been reviewed, we will update the
list to final. Our role in facilitating the JRP work sessions involves contributing our focused knowledge of the
vendor marketplace to align the items requested in the list with the goals and objectives of the project. For
example, we might comment on where functionality being requested is beyond the core capabilities of
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Phase 2. RFP Development
vendors and might represent a cost increase. Conversely, we can advise on requirements to include that
might be commonplace today, but beyond the familiarity of City stakeholders.
Deliverable 7—Final Functional and Technical Requirements
2.3 Develop an RFP Package.We will develop an RFP Package using a proven format that incorporates
information pertaining to the history of the project, a high-level description of the City's current environment,
the City's desired approach to implementing a new ERP solution, the City's Final Functional and Technical
Requirements, and a structured list of points for vendors to address in their responses. Our project team will
also work with the City to develop objective evaluation criteria to include in the RFP. We will then prepare a
scoring matrix to track significant strengths and limitations of each proposal reviewed, based upon
established evaluation criteria. Once complete, we will meet with the City's project team to review the draft
RFP Package, collecting any feedback or additional terms for inclusion, before updating the RFP to final and
providing it to the City's project team for distribution through its standard channels. In addition, we can
provide a distribution list that includes most of the major ERP solution vendors in the market.
Deliverable 8—RFP Package
'hase 3. Proposal Submission/Evaluation Process
3.1 Assist with responding to vendor questions and developing addenda. Our project team will assist
the City's project team in responding to vendor questions and developing corresponding addenda.
3.2 Assist with facilitating a vendor pre-proposal conference. Our project team will coordinate, plan,
and lead a pre-proposal conference for interested vendors, facilitating the question-and-answer portion of
the meeting. We will then compile a list of questions raised and will prepare suggested responses on the
City's behalf. These will be provided in a format that the project team can review, revise, and ultimately
publish as an addendum to the RFP, as determined by procurement staff.
3.3 Perform an initial completion review of vendor proposals received, identify initial items for
clarification, and develop Proposal Executive Summary Memo.We will facilitate the proposal review
process by analyzing up to 12 vendor proposals to identify issues, risks, exceptions, omissions, and
objections, compiling them in a single, executive-level Proposal Executive Summary Memo. The memo will
identify key areas for consideration by the evaluation team related to each vendor's ability to meet minimum
requirements, and alignment with the evaluation criteria within the RFP. This memo will also include a
comparison of vendor responses to the Final Functional and Technical Requirements.
3.4 Facilitate round one scoring meetings to identify short-listed vendors and items needing
clarification. We will participate in a meeting with the evaluation team to review the proposal summaries,
discuss each proposal received, assist in the scoring process, and collect scores to identify the top preferred
vendors to invite for demonstrations. We will clarify any open items with these short-list vendors before
issuing invitations for demonstrations.
Deliverable 9—Proposal Executive Summary Memo and Short-List Identification
3.5 Assist the City project team in planning for demonstrations and writing demonstration scripts.
We will meet with the City's project team to discuss the format of vendor demonstration scripts. We will
develop a draft demonstration script template and provide it to the City's project team for review. After
finalizing an approved version, we will provide the appropriate scripts to each vendor in advance of
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Phase 3. Proposal Submission/Evaluation Process
demonstrations.
3.6 Facilitate pre-demonstration conference calls. We will facilitate pre-demonstration conference calls
with each of the City's short-listed vendors. Our project team will lead these calls and allow each vendor an
hour to ask questions about the demonstration scripts.
3.7 Facilitate vendor demonstrations.We will attend demonstrations and assist the City's project team
with facilitation. Our project team's extensive background in the demonstration process will provide the
City's project team with a unique perspective on how to score, prepare, evaluate, and participate in vendor
demonstrations.
3.8 Facilitate round two scoring meetings to identify preferred vendors.We will participate in the
second round of vendor scoring immediately following the final demonstration to identify the vendor or
vendors for which the City's project team should perform its reference checks.
3.9 Assist in planning for reference checks and site visits.We will assist the City's project team with
identifying tasks that should be accomplished prior to meeting at each site. We will coordinate with the City's
project team to discuss the suggested approach for these reference checks.
3.10 Facilitate a final scoring meeting.We will participate in the final round of vendor scoring via
teleconference following the completion of reference checks and site visits. The objective will be to identify a
preferred vendor and a second-choice vendor should contract negotiations with the first be unsuccessful.
Deliverable 10—Demonstration Facilitation and Preferred Vendor Identification
Phase 4. Contract Approval and Negotiations
4.1 Develop an Implementation Resource Planning Memo.We will develop an Implementation Resource
Planning Memo with the purpose of outlining implementation readiness as it relates to implementation roles,
responsibilities, and resource allocation needed. This memo will include specific steps the City should take
to minimize its risk during the implementation.
Deliverable 11—Implementation Resource Planning Memo
4.2 Support the contract approval and negotiations process.At the conclusion of final scoring activities,
we anticipate supporting the City with the contract approval and negotiations process when and where it will
benefit the City most.We have been involved in this process from the client, vendor, and independent
consultant perspectives and understand how the associated support needs vary and how the contract
impacts the eventual implementation process. In conducting contract approval and negotiations activities,
we will draw on these experiences to help ensure the City's best interests are met and project goals and
objectives are achieved.
Working collaboratively with the City's project team, legal counsel, and preferred vendor, among other
stakeholders, we will take part in various activities, including, but not limited to:
• Developing a draft contract, using the City's contracting procedures and the vendor's proposal as
starting points
• Reviewing the contract documents with the City's project team to help ensure that requirements are
clearly defined and to establish that the City agrees to the schedule, implementation process, fee
arrangement, scope of services, vendor resources, deliverables, costs, acceptance criteria, and
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Phase 4. Contract Approval and Negotiations
terms and conditions
• Participating during negotiations with the preferred vendor
• Supporting presentation development and delivery to City leadership as it relates to receiving
approval and contract execution
Should it become clear at any point during contract approval and negotiations that the preferred vendor's
solution or contract terms will not meet the needs of the City, we might recommend halting the process with
that vendor and commencing efforts with the second-choice vendor.
In recognition of the many variables not yet known related to the contract approval and negotiation timeline
and work effort, we plan to commit up to 40 hours, billed as incurred.
Deliverable 12— Contract Approval and Negotiations Assistance
A. Estimated Phase Completion
Below we present our estimated time to complete each phase and the estimated number of hours for
each phase.
Estimated Phase Completion Estimated Months Estimated Hours
Phase 1. Needs Assessment 2.5—3.5 304
Phase 2. RFP Development 1 99
Phase 3. Proposal Submission/Evaluation Process 4-5 147
Phase 4. Contract Approval and Negotiations 2.5—3.5 54
Total 10 - 13 604
B. Hourly Rates
Project Team Member Role Hourly
Rate
Jonathan Grace, Principal Project Principal $450
Austin Nichols, Senior Consultant Project Manager $234
Ross DeFalle, Senior Consultant Lead Business Analyst $234
Pam Coleman, Senior Consultant Human Capital Management Lead $234
Allisha Ouellette, Consultant Human Captial Management Business Analyst $180
Amy Clark, Senior Consultant Financials Lead $234
Sachin Goradia, Consultant Financials Business Analyst $180
Kathryn Offerdahl-Joyce, Senior Consultant Procurement Subject Matter Expert $234
Candace Pierce, Senior Consultant Technical Subject Matter Expert $234
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C. Fee Schedule
The following table contains the fees for services by phase and deliverable. Also included is a travel
expense estimate. We will submit monthly progress invoices based on the progress towards the
completion of each deliverable and any actual travel expense incurred. We will not submit a final invoice
for a deliverable without signed acceptance from the City.
Phases and Deliverable
Phase 1. Needs Assessment
D01. Project Work Plan and Schedule $3,500
D02. Biweekly Project Status Updates $7,600
D03. Needs Assessment Memo $36,100
D04. Current State Business Process Diagrams $20,600
D05. Vendor Outreach Sessions $3,200
Phase 1 Sub-Total $71,000
Phase 2. RFP Development
D06. Preliminary Functional and Technical Requirements $3,300
D07. Final Functional and Technical Requirements $16,000
D08. RFP Package $3,700
Phase 2 Sub-Total $23,000
Phase 3. Proposal Submission/Evaluation Process
D09. Proposal Executive Summary Memo and Short-List Identification $12,050
D10. Demonstration Facilitation and Preferred Vendor Identification $19,150
Phase 3 Sub-Total $31,200
Phase 4. Contract Approval and Negotiations
D11. Implementation Resource Planning Memo $3,650
D12. Contract Approval and Negotiations Assistance $9,500
Phase 4 Sub-Total $13,150
Project Sub-Total $138,350
Travel Expense Estimate $12,000
Project Total $150,350
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