Resolution No. 2024-67 Berry Dunn McNeil & Parker LLC Agreement First Amendment for Implementation Services - October 1, 2024 CITY OF AVENTURA RESOLUTION NO. 2024-67
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA, APPROVING THE FIRST AMENDMENT TO THE
AGREEMENT WITH BERRY DUNN MCNEIL & PARKER, LLC TO
PROVIDE IMPLEMENTATION SERVICES TO THE CITY; 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, Resolution No. 2023-29 authorized the City Manager to enter into the
ERP/IT Consultant Agreement with BerryDunn; and
WHEREAS, Resolution No. 2024-58 authorized the City Manager to enter into a
contract with Tyler Technologies as the City's new ERP solution; and
WHEREAS, the City requires project oversight services to support the City's
implementation of the new ERP solution; and
WHEREAS, it is in the best interest of the City to approve the first amendment to
the BerryDunn agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. Recitals Incorporated. Each of the above-stated recitals are hereby
adopted and confirmed.
Section 2. First Amendment to the Agreement Approved. The City
Commission hereby approves the First Amendment to the Agreement attached hereto as
Exhibit "A" to provide project oversight services to the City.
Section 3. City Manager Authorized. The City Manager is hereby authorized
to do all things necessary to implement this Resolution.
Section 4. Effective Date. This Resolution shall become effective immediately
upon its adoption.
The foregoing Resolution was offered by Commissioner Friedland, who moved its
adoption. The motion was seconded by Commissioner Bloom, and upon being put to a
vote, the vote was as follows:
City of Aventura Resolution No. 2024-67
Commissioner Amit Bloom Yes
Commissioner Rachel Friedland Yes
Commissioner Billy Joel Yes
Commissioner Paul A. Kruss Yes
Vice Mayor Dr. Linda Marks Yes
Mayor Howard S. Weinberg Yes
PASSED AND ADOPTED this 1st day of October, 2024.
!` � HOWARD S. WEINBERG, ES ,
,S I. �` MAYOR
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6"r� q E'X"0
ATTEST:
ELLISA L. HORVATH, MMC
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
ROBERT MEYERS
CITY ATTORNEY
WEISS SEROTA HELFMAN COLE + BIERMAN, P.L.
Page 2 of 2
Docusign Envelope ID: E342A2ED-7E59-45C7-84AA-9D9FD6A7A2F9
Exhibit "A"
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF AVENTURA
AND BERRY, DUNN, MCNEIL & PARKER, LLC
Amendment No. 1 to Professional Services Agreement
This Amendment is entered into under Section 8 of a previously executed Professional Services
Agreement between Berry Dunn McNeil & Parker, LLC ("CONSULTANT") and the City of
Aventura, Florida (the "CITY") dated May 2, 2023 (the "Agreement").
The parties agree to expand the scope of services that CONSULTANT will provide to the CITY to
include ERP implementation oversight services as described in CONSULTANT'S Scope of Work
revised as of September 20, 2024, attached hereto as Exhibit A and incorporated herein by
reference. The CITY will pay CONSULTANT additional fees for these services pursuant to the
Proposed Fees section of the attached Scope of Work.
The parties also agree to amend the first paragraph of Section 2 of the Agreement, which identifies
the Project Team, by replacing it with the following paragraph:
The CONSULTANT'S Project Team for the services to be provided under this
AGREEMENT shall include the following: Jonathan Grace, Principal; Susan Smith,
Engagement Manager; Pam Coleman, HCM Lead; Amy Clark, Financials Lead; Ross
DeFalle, Lead Business Analyst; Jon Sullivan, Business Analyst; Allisha Ouellette,
Business Analyst.
All other terms and conditions of the Agreement between CONSULTANT and CITY remain in full
force and effect.
The parties may execute and deliver this Amendment electronically where permitted by law and
in one or more counterparts, each of which shall be deemed an original and all of which together
shall constitute the same instrument.
By signing below, each party executes this Professional Services Agreement Amendment 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
II BerryDunn
DocuSigned by:
By: `V : �b"&AA,
ED5420AE8E86482...
Print Name: Ronald J. Wasson Name: Jonathan Grace
Title: City Manager Title: Principal
Date: 10/2/2024 Date: 10/4/2024
Docusign Envelope ID: E342A2ED-7E59-45C7-84AA-9D9FD6A7A2F9
By: �fL -
Print Name: Ellisa L. Horvath
Title: City Clerk
Date: 10/2/2024
Docusign Envelope ID: E342A2ED-7E59-45C7-84AA-9D9FD6A7A2F9
BerryDunn EXHIBIT
September 20, 2024
Melissa Cruz
Finance Director
19200 W County Club Drive
Aventura, Florida 33180
Dear Melissa Cruz:
On behalf of Berry, Dunn, McNeil & Parker, LLC(BerryDunn),we are pleased to submit this updated letter to the
City of Aventura (the City)as it plans to replace its enterprise resource planning(ERP)solution.We consider it a
privilege to serve the City and welcome the opportunity to expand our relationship by way of this initiative.
Below and on the following pages,we provide our proven yet flexible approach to providing the City's desired
services and outline the fees associated with a project of this nature.We would be happy to discuss the contents
of this proposal or provide additional information to the City upon request.
PROPOSED WORK PLAN
BerryDunn strives to be flexible when it comes to development and execution of an effective work plan.We
understand that no two projects are exactly alike and believe that one of the primary reasons we have been
successful with similar projects is our willingness to be flexible in adapting to our clients'unique needs.
The overarching benefits the City can expect of our approach include:
• A methodology based on our extensive experience conducting similar projects
• A focus on supporting the City's implementation at the desired level of involvement with significant
resource commitments from our team, as appropriate
• Quality assurance processes that incorporate the City's review and approval of all deliverables and key
milestones
• Built-in project management and change management best practices—focused on keeping the project on
time, on budget,and progressing at a healthy pace
• Thorough business process improvement activities
• A focus on taking full advantage of the newest technology and harnessing efficiencies by reviewing
business practices or implementing technology to enhance existing business processes performed by
individual departments and those performed across the City
Maine . Connecticut A New Hampshire West Virginia ., Arizona m Massachusetts Puerto Rico
berrydunn.com
Docusign Envelope ID: E342A2ED-7E59-45C7-84AA-9D9FD6A7A2F9
Implementation Assistance
September 20, 2024 1 Page 2
Project Oversight
No Key Implementation Activity Lead Assist
1 Reviewing the Project Plan and Schedule in conjunction with other J
PMT members
2 Managing the project scope, deliverables,and timeline with J
assistance from other PMT members
Helping to ensure that the project team stays focused,tasks are
3 completed on schedule, and that the project stays on track J
4 Coordinating project tasks with assistance from other PMT members J
Functioning as the main point of contact for the vendor's project
5 manager, participating in daily project activities(when applicable), J
and tracking project tasks
6 Facilitating an implementation kick-off meeting
Holding monthly meetings with the City's Executive Committee to
7 update project status and budget status,and to research a verdict J
on any escalated process decisions that need to be made
8 Reviewing the project budget, including change orders,and the J
vendors' contract compliance
9 Facilitating the City's staff's development of workflow processes for J
each department
10 Facilitating the data conversion process with the vendor and City J
staff
11 Facilitating the development of software interfaces/integrations with J
the vendor and City staff
Working with the vendor and City staff and helping to ensure vendor
accountability by:
• Identifying any opportunities to leverage technical
12 enhancements to improve the products and services J
delivered to the City
• Facilitating the gathering and sharing of any technical
information requested by the vendor
Providing risk management, including the following:
• Identifying project risks
13 Developing mitigation strategies J
• Communicating project risks to City and vendor staff
• Assigning key activities to mitigate or resolve project risks
14 Providing weekly or biweekly tracking of the following: �/
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Implementation Assistance
September 20, 2024 1 Page 3
Project Oversight
No Key Implementation Activity Lead Assist
• Reporting of project risks and issues
• Recently completed tasks and upcoming project activities
Providing change management oversight, including the development
and maintenance of a Change Management Plan that may include
the following:
• Target State Definition
15 • Change Structure and Governance Approach J
• Change Impact Assessment
• Stakeholder(or User)Analysis
• Communication Plan
• Behavior Change Plan
Managing the user acceptance training(UAT) process, including:
• Reviewing the vendor's test plan and any applicable test
scripts
• Providing on-site assessment of testing activities
• Providing recommendations for modifications to the testing
16 plan to increase the likelihood of success J
• Directing City staff in the development of tailored test scripts
• Managing logistics related to scheduling UAT activities
• Providing analysis of test results
• Overseeing regression testing and required configuration
changes
Facilitating oversight of vendor training activities, including:
• Reviewing the vendor's training plan and training materials
17 • Overseeing vendor training activities
• Providing recommendations for modifications to the training
delivery
• Providing feedback on the vendor's training documentation
16 Providing go-live support �/
Docusign Envelope ID: E342A2ED-7E59-45C7-84AA-9D9FD6A7A2F9
Implementation Assistance
September 20, 2024 1 Page 4
PROPOSED FEES
Below,we present the fees associated with our work plan as it relates to providing implementation project
oversight services.We are proposing a blended hourly rate of$240 valid through June 2026.We are happy to
discuss any potential adjustments to the implementation oversight services based on the needs of the City.
Implementation Project Oversight
Phase Duration Hours Total Hours Total Cost
(months) (per month)
Project Oversight 21 80 1,680 $403,200
Duration Total Cost
Total Trips Total Travel Cost
(months) (per trip)*
Estimated Travel Expenses 21 21 $1,274 $26,754
Grand Total $429,954
*Travel expense estimates assume one trip per month for implementation project oversight services. Travel
estimates per trip were calculated based on the details provided below.
Expense Category Cost Units per Trip Total
Lodging $177 3 nights $531
Ground Transportation $125 3 days $375
Incidental Expenses $92 4 days $368
Estimated Per-Trip Travel Expense Total $1,274
We will submit monthly invoices based on the actual hours expended that month.Actual expenses incurred in the
month will also be included in each invoice. BerryDunn does not charge an hourly rate for time spent in connection
with travelling.
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Implementation Assistance
September 20, 2024 1 Page 5
IN CLOSING
We value the City's openness and flexibility to discussing our proposed services. No matter how many clients we
assist,we always take care to help ensure the experience is tailored to the nuanced needs and resources of our
clients.We welcome the opportunity to continue our relationship with the City by providing the services requested.
Should you have any questions, or if you would like to discuss this letter, please feel free to contact us directly.
Sincerely,
* *A� /V406---�
Jonathan Grace, PMP®, Prosci®CCP, Principal Austin Nichols, MBA,Senior Consultant
Local Government Practice Group Local Government Practice Group
207-541-2260 1 jgrace@berrydunn.com 207-221-2442 1 austin.nichols@berrydunn.com