Project Background:
In efforts to modernize operations and enhance efficiency, the City initiated a project to explore the Enterprise Resource Planning (ERP) software market, prompted by an assessment of the existing CentralSquare Naviline legacy software. The City acquired the CentralSquare software in 1996 through a competitive Request for Proposal (RFP) process. In support of this project, Council approved $2 million of ARPA funding on September 22, 2021, and $2 million in General Funds on November 17, 2022.
Engaging external expertise was deemed crucial for the success of the project; hence, on July 21, 2022, Council approved the implementation services of the Government Finance Officers Association (GFOA), a reputable non-profit organization renowned for its expertise in providing governmental agencies with ERP implementation and advisory services. GFOA was pivotal in advising the steering committee on current ERP solicitation trends, developing an RFP, sharing business process improvement best practices, and establishing a robust evaluation criteria framework for ERP firm selection.
As previously mentioned, under GFOA's guidance, the City established a steering committee comprising of directors and subject matter experts. GFOA's rigorous assessment of the City's operations within the existing ERP aided in developing a robust RFP document. With GFOA’s guidance, the City endeavored to evaluate how cloud technologies can offer modern functionality while diminishing technology overhead. The ERP project has emerged as an excellent opportunity to scrutinize and enhance the City's current business processes wherever feasible. Although there is no immediate indication that our current ERP solution will reach its end of life, a proactive stance has been adopted with an 18 to 24-month timeframe set to implement a new ERP solution.
Procurement Process:
On May 5, 2023, the City of Palm Bay solicited for ERP Software and Implementation Services pursuant to Section 38.13(B)(1) of the City Code of Ordinances in order to enter into an agreement with the highest ranked Firm as identified in Request for Proposals #37-0-2023. The solicitation was advertised for sixty-seven (67) calendar days. On July 12, 2023 the City received eleven (11) proposals. The Procurement Department staff reviewed the eleven (11) proposals for responsiveness, and all were deemed responsive.
Evaluation Process:
On August 16, 2023, the Evaluation Selection Committee met to dialogue and rank the submitted proposals to shortlist a minimum of three (3) Firms to advance to demonstrations. The proposals were evaluated by the Evaluation Selection Committee that assigned points for non-price factors to include Software Functionality, Implementation Approach, and Proposer Experience. Points for Cost were determined by the Procurement Department. See the attached Scoring-Ranking form. After the ranking, the top five (5) Firms were chosen to proceed with demonstrations.
- Avaap U.S.A. LLC (Workday)
- Highstreet IT Solutions, LLC (Oracle)
- American Data Group (ADG)
- Cognizant Technology Solutions (Workday)
- Tyler Technologies, Inc (Tyler)
Demonstrations:
The Evaluation Selection Committee met on the below dates with the Shortlisted Firms to conduct demonstrations on the software and implementation approach.
- American Data Group - (Dates: September 11, 12, and 13)
- Tyler Technologies, Inc - (Dates: September 18, 19, and 20)
- Highstreet IT Solutions, LLC - (Dates: September 25, 26, and 27)
- Workday (Software Only) - (Dates: October 2 and 3)
- Teller (Software Only) - (Date: October 4)
- Avaap U.S.A. LLC - (Date: October 9)
- Cognizant Technology Solutions - (Date: October 10)
As two (2) of the shortlisted Firms submitted the same Software provider (Workday), the City allowed that provider to demonstrate the software on behalf of both Firms. As Teller was also provided by one of those Firms, the City held a separate meeting for that demonstration as well.
All Firms were afforded the same amount of time to demonstrate their product and implementation approach. The Firms were provided an agenda prior to the meeting that outlined the allotted time and demonstration schedule.
Evaluation Selection Committee
The evaluation selection committee included the following individuals:
Committee Member No. 1 – Deputy City Manager
Committee Member No. 2 – Finance Director
Committee Member No. 3 – Human Resources Manager
Committee Member No. 4 – Support Services Coordinator
Committee Member No. 5 – Logistics Manager
Committee Member No. 6 – Systems Administrator
Final Rankings:
On October 19, 2023, the evaluation selection committee met to discuss and rank the shortlisted Firms. The evaluation selection committee discussed the demonstrations and proceeded to score the shortlisted Firms pursuant to the evaluation criteria established in Step Two of the solicitation. Upon scoring, the totals from Step One were added to Step Two, to determine the below rankings. The results of the rankings are as follows:
- Cognizant Technology Solutions US Corporation - (1st)
- Avaap U.S.A. LLC – (2nd)
- Tyler Technologies, Inc. – (3rd)
- Highstreet IT Solutions, LLC – (4th)
- American Data Group – (5th)
REQUESTING DEPARTMENT:
Procurement