HomeMy WebLinkAboutresolution.council.021-15 RESOLUTION #21
(Series of 2015)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING AN AMENDMENT TO A CONTRACT BETWEEN
THE CITY OF ASPEN AND GOVERNMENT FINANCE OFFICERS
ASSOCIATION TECHNICAL SERVICES AND AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF
ASPEN, COLORADO.
WHEREAS, there has been submitted to the City Council a contract for ,
between the City of Aspen and Government Finance Officers Association '
Technical Services, a true and accurate copy of which is attached hereto as Exhibit
«A».
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves that amendment
to the contract for ERP advisory services, between the City of Aspen and
Government Finance Officers Association Technical Services , a copy of which is
annexed hereto.and incorporated herein, and does hereby authorize the City
Manager to execute said agreement on behalf of the City of Aspen.
INTRODUCED, READ AND ADOPTED by.th Ci Council of the City of
Aspen on the 9.t" day of February 2015.
vert Skadron, Mayor
I, Linda Manning, duly appointed'and.acting City Cle k do certify that the
foregoing is a true and accurate copy of that resolution adopt ` by the City
Council of the City of Aspen, Colorado, at a meeting held February 9, 2015
1
Linda Manning, Ci Clerk
II
MASTER SERVICES AGREEMENT
is Agreement for Consulting Services(this"Agreement") is entered into as of this
day of , 206 between the City of Aspen, Colorado, a municipal corporation, having I
its offices at 130 S. Galena St, Aspen CO (the "Government") and the Government Finance
Officers Association of the United States and Canada, an Illinois not-for-profit corporation,
having its offices at 203 North LaSalle Street,Suite 2700,Chicago,Illinois 60601 ("Consultant"
or"GFOA").
RECITALS
WHEREAS, the Government desires to hire Consultant to perform certain services and
Consultant is willing to provide such services in accordance with the terms and conditions of this
Agreement.
NOW,THEREFORE, in consideration of the covenants contained herein and other good
and valuable consideration, the receipt, adequacy and sufficiency of which are hereby
acknowledged by the parties,the parties agree as follows:
1.
AGREEMENT
II. DEFINITIONS
E
A. "Project Manager"shall mean Mike Mucha,GFOA Senior Manager I
i
Ill. "Contract Administrator" shall mean Don Taylor, the Director of Finance and {
Administration.
IV. TERM j
This Agreement shall become effective as of the date of this agreement, and shall remain
in effect until all Services (as defined below) are performed by Consultant or December
3I M whichever occurs first,unless sooner terminated as provided in this Agreement.
2015
V. SERVICES
A. General Scope: Consultant shall perform the work and services as described in
Exhibit_A, which is hereby made.a part of this Agreement(all such services and
work performed hereunder is collectively referred to herein as the"Services")..
B. Standard of Work: The performance of the Services pursuant to the terms of this
Agreement shall conform to high professional standards in the field of public
finance. Consultant shall use commercially reasonable efforts to formulate
opinions and create information upon which the Government may rely. The
substance of such opinions and information, however, is not guaranteed by
Consultant to be free from omission or errors except insofar as such errors or
omissions occur as a result of gross negligence or willful misconduct by
Consultant.
Government Finance Officers Association I of 7
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C. Compliance with Applicable Law: Consultant shall perform the Services under
this Agreement in compliance with all applicable laws, ordinances and
regulations.
D. Location: Consultant shall provide the Services to the Government at one or more
locations mutually agreed upon by the Contract Administrator and Project
Manager.
VI. RELATIONSHIP OF PARTIES
A. Independent Contractor: Consultant is an independent contractor and shall not be
deemed a partner or agent of or joint venturer with the Government. The
employees and agents of Consultant who will be involved in the performance of
the Services shall not be deemed the employees or agents of the Government.
Neither party shall have any.right, power or authority to create any contract or
obligation on behalf of, or binding upon, the other party, without the prior written
consent of such other party.
B. No Interest: Consultant hereby acknowledges that it (i) has no personal or
financial interest in the project requiring the performance of the Services other
than the fee it is to receive under this Agreement; (ii) shall not acquire any such
interest, direct or indirect, which would conflict in any manner with the
performance of the Services hereunder; and (iii) does not and will not employ or
engage any person with a personal or financial interest in the project requiring the.
Services under this Agreement.
VII. PUBLICATIONS
As an educational, nonprofit, professional membership association, Consultant reserves
the right to publish non-confidential documents describing the results of, or created
during, the Services performed under this Agreement. Consultant will not publish any
item with the name of the Government without obtaining the prior written consent of the
Goverment.
V111. PROPRIETARY ITEMS
All work product produced as a result of the Services provided hereunder shall be the
property of the Government; however, Consultant's methodologies (e.g., surveys,
reference databases) that it has developed before and during this engagement are the
property of Consultant (collectively, and together with any Consultant proprietary
assessment tools, the "GFOA Intellectual Property"). In particular, in the course of
performance hereunder, Consultant may use (and may authorize the Government's
personnel to use) certain GFOA Intellectual Property to assist in engagement completion.
The Goverment shall not have or obtain any right or title to or interest in such GFOA
Intellectual Property (or in any modifications or enhancements thereto). Consultant
makes no express or implied warranties of any kind regarding the GFOA Intellectual
Property.
IX. COMPENSATION OF CONSULTANT
Government Finance Officers Association 2 of 7
The Consultant shall be paid upon completion of deliverables and tasks as listed in
Exhibit A
Payment
shall e made by the Government to Consultant following the Government's receipt of an
invoice, which invoice shall be due within thirty (30) days of the date thereof (the
"Payment Date").
Invoices shall be mailed to:
Don Taylor, Director of Finance and Administr•dtion
City of Aspen
130 S.Galena St
Aspen,CO $1611
X. INSURANCE
Consultant agrees to procure and maintain in effect during the term of this Agreement
insurance policies in the amount and with the type of coverage shown below:
1. Workers Compensation insurance in the form and amount required by
applicable law(s).
2. Commercial General Liability insurance on an"Occurrence Basis"with limits
of liability not less than $500,000 per occurrence and/or combined single-limit
bodily injury and property damage.
3. Motor Vehicle Liability, including No-Fault coverage, with limits of liability
not less than$500,000 per occurrence and/or aggregate combined single limit,
personal injury, bodily injury and property damage. Coverage shall include
all non-owned vehicles,and all hired vehicles.
4. Professional Liability, with limits of liability of $3,000,000 per claim and
policy aggregate.
XI. INDEMNIFICATION; LIMITATION ON LIABILITY
A. Mutual Indemnification: Subject to any limitation set forth below in Clause B,
each party (the "Indemnifying Party") shall indemnify, defend and hold
harmless the other party (the "Indemnified Party") and its respective officers,
directors, employees and agents against any and all actions, controversies,
demands, suits, proceedings, claims, causes of action, liabilities, losses, costs,
interest, penalties, demands, expenses and damages of any kind whatsoever
(including reasonable attorneys' fees and costs incurred in connection with the
arbitration or resolution of any dispute as set forth herein)(collectively,"Losses")
related to or arising,directly or indirectly, from any claims of third parties against
an Indemnified Party arising out of the acts or omissions of the Indemnifying
Party or any of its employees and/or agents.
Government Finance Dfcers Association 3 of 7
B. Limitation of Liability: Consultant's liability for any matter arising under this
Agreement or from any transaction contemplated herein, including without
limitation the provision of the Services, shall not exceed the actual amount.paid
by an insurer as a result of any claim made with respect to such matter under
Consultant's insurance policies as set forth in Section Vlll (the"Liability Cap").
The Government acknowledges that the Liability Cap is a material terns upon
which Consultant has relied in entering into this Agreement and that Consultant
would not have entered into this Agreement in the absence of such provision.
XII. ACCEPTANCE AND RELEASE
The Government shall be deemed to have accepted all Services in a given Phase and the
work product resulting therefrom upon the earlier to occur of: (i) the Government's
payment of the invoice received from Consultant in respect of the Services; or (ii) the
Payment Date;provided, that prior to such date the Government did not provide written
notice to Consultant that it believes Consultant has breached this Agreement. Upon such
acceptance, the Government shall be deemed to have released Consultant from any
liability resulting from such phase of the Services.
X111. DISCLAIMER
The Government hereby acknowledges that (i) Consultant is not the software provider or
systems integrator, (ii)Consultant's role is to provide information, analysis and advisory
services, and (iii) the decision on a software and services vendor is solely that of the
Government. Accordingly, the Goverment agrees that Consultant shall bear no
responsibility and shall incur no liability with respect to the performance or provision of
the software,hardware,or implementation services.
XIV. NONDISCRIMINATION
The Consultant agrees to comply with the nondiscrimination provisions of all applicable
laws and to take affirmative action to assure that applicants are employed and that
employees are treated during employment in a manner that provides equal employment
opportunity and tends to eliminate any inequality based upon race,national origin or sex.
XV. TERMINATION OF AGREEMENT AND RIGHTS UPON TERMINATION
A. .Termination without Cause: Either party may terminate this Agreement at any
time, with or without cause, upon thirty(30)days prior written notice to the other
party.
B. Termination for Cause: Either party may immediately terminate this Agreement
in the event that (i) the other party seeks protection under the bankruptcy laws
(other than as a creditor)or(ii)any assignment is made for the benefit of creditors
or a trustee is appointed for all or any portion of such other party's assets.
C. Effect of Termination: If the Services are terminated under this Section XIII, (i)
Consultant shall provide to the Government all work product completed through
the date of termination, (ii) each party shall return to the other party any and all
Confidential Information of the other party and all other information, data,
software, documentation or equipment in its possession or control which the other
Government Finance Officers Association 4 of 7
party has supplied to such party, and (iii)the Government shall pay Consultant all
fees charged through the date of termination on a time and materials basis using
rates shown in Exhibit A.
D. Survival: 'rhe provisions of Sections V, VI, V11, IX, X, X1, and XIII, and any
definitions provided herein for purposes of aiding in the interpretation of this
Agreement,shall survive any termination of this Agreement.
XVI. OBLIGATIONS OF T14E GOVERNMENT
A. The Government agrees to give Consultant access to staff and the Government
owned properties as required to perform the Services under the Agreement.
B. The Government shall immediately notify Consultant in writing of any defects in
the Services upon the Government's actual notice of the same.
XVII. ASSIGNMENT
Neither party may assign or transfer any of its rights or obligations under this Agreement
without obtaining the prior written consent of the other party.
XVIII. DISPUTES
In the event of any dispute between the parties arising from this Agreement or the
Services provided hereunder,each party shall,prior to seeking judicial resolution of such
dispute, escalate the dispute to a senior representative of such party, and such senior
representatives shall use good faith efforts to resolve the dispute between them. if such
senior representatives are unable to resolve the dispute,such dispute shall then be decided
by arbitration pursuant to procedures jointly agreed upon by the Government and
Consultant. Consultant and the Government shall make good faith efforts to resolve any
and all disputes as quickly as possible.
XIX. NOTICE
All notices, submissions, consents, and other communications required or permitted
under this Agreement shall be in writing and sent via overnight carrier, first class mail,
postage prepaid, or transmitted via facsimile or electronically, with confirmation of such
transmission, to the Administering Department, care of the Contract Administrator or to
the Project Manager, as the case may be, at the address stated in this Agreement or such
other address or facsimile number as either party may designate by prior written notice to
the other.
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XX. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the parties pertaining to the
subject matter hereof; supersedes any and all prior agreements, proposals, letters of
intent, understandings, negotiations and discussions of the parties, whether oral or
written, relating to the subject matter hereof; and shall be binding upon the parties'
respective successors and permitted assigns.
Government Finance Officers Association 5 of 7
XXI. AMENDMENTS
Any modifications to this Agreement shall be made only in writing, signed by the duly
authorized representatives of both parties, and a copy shall be attached to the original
Agreement.
XXII. SEVERABILITY OF PROVISIONS
If any part of,this Agreement is found by a court of competent jurisdiction or other
competent authority to be invalid, unlawful, or unenforceable, then such part shall be
severed from the remainder of this Agreement, which shall continue to be valid and
enforceable to the fullest extent permitted by law.
XX III. CHOICE OF LAW
This Agreement shall be construed, governed, and enforced in accordance with the laws
of the State of Illinois.
XXIV. INTERPRETATION
The headings included in this Agreement are for convenience or reference only,and shall
not be considered in the construction hereof. The singular number shall include the
plural and vice versa. All .uses of the word "including" herein shall, unless otherwise
indicated,be interpreted to mean"including,but not limited to."
XXV. WAIVER
No failure on the part of either party to exercise, and no delay in exercising, any right,
power or privilege hereunder operates as a waiver thereof; nor does any single or partial
exercise of any right,power or privilege hereunder preclude any other or further exercise
thereof,or the exercise of any other right,power or privilege.
XXVI. COUNTERPARTS
This Agreement may be executed in counterparts, each of which taken together shall
constitute one single agreement between the parties.
Government Finance Of
rcers Association 6 of 7
By the signatures of their duly authorized representatives below, Consultant and the
Government, intending to be legally bound, agree to all of the provisions of this Agreement,
including any and all Exhibits attached hereto.
GOVERNMENT FINANCE OFFICERS UTNE GOVERNMENT]
ASSOCIATION
BY: y6za
PRI T NAME: PAIN A E:
PRINT TITLE: PRI T TITLE: �A
���e.L�o� � C7Qen.�.:e^5 k ��ka.�.•�, '�S'f•Gt� ,�`�
DATE: S DATE: u >�
Government Finance Of
rcers Association 7 of 7
Exhibit A
PROPOSAL TO:
LW-11 City of Aspen, CO
Tt m Crry of AsPEN
ERP Advisory Services
Research and
Consulting Center
m
Gowmi-nent Finance
Officers Assoclafion
(GFOA)
January 13, 2015
Note: This proposal and description of GFOA methodologies is for the entity listed above. All
information herein is confidential and proprietary to GFOA.
Government Finance Officers Association
203 North LaSalle Street,Suite 2700
Chicago,IL 60601-1210
312.977.9700 fax:312.977.4806
January 13,201 S
Don Taylor
Director of Finance and Administrative Services
130 South Galena Street
City Hall, 1st Floor
Aspen,CO 81611
EMAIL:don.taylor@cityofaspen.com
Dear Don,
The Government Finance Officers Association(GFOA) is pleased to present this proposal to the
City of Aspen,CO(The City) to provide continued ERP advisory services. We have'very much
enjoyed working with the City so far and look forward to continuing our relationship. This
proposal is based on our discussions from last week and what we have found to be effective in
working with other similar organizations.
Over 400 governments, including many in Colorado, have found value in our experienced,
expertise,and detailed approach to ERP projects. As one of the premier membership associations
for public-sector professionals,GFOA can offer independent,objective,and best practice focused
consulting services consistent with our mission to improve government management.
If there are any questions or you would like to discuss the proposal,please let me know.
Sincerely,
Mike Mucha
Acting Director,Research and Consulting
Govemment Finance Officers Association
Washington,DC Office
1301 Pennsylvania Avenue,N.W.,O Suite 309 Washington,DC 20004 0 202.393.8020 fax:202.393.0780
www.gfoa.org
J
ERP Adviswy Services
TABLE OF CONTENTS
r
Overviewof Proposal....................................................................................................................4
Task 4: Ongoing Project Advisory Services................................................................................4
Task5: Proposal Assessment........................................................................................................5
Task6: Demos................................................................................................................................6
Task7: Discovery..........................................................................................................................6
Task 8: Contract Negotiations..................................................................................................:...7
Task 9: Implementation Advisory Services(Optional)..............................................................8
ProjectSchedule............................................................................................................................9
Price..............................................................................................................................................10
ProjectAssumptions.................................................................................................................... 11
Appendix: GFOA Profile............................................................................................................12
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ERP Advisory Services
NM Overview of Proposal
This proposal includes services for GFOA to continue our engagement with the City's ERP
project. Specific services included in this proposal have been discussed with the City and
represent areas where GFOA feels it can provide the most value,while limiting costs for the City.
GFOA has divided this proposal into tasks that follow the services already delivered to the City.
The approach follows GFOA's standard methodology for ERP procurement.
• Task 1:Business Case Analysis(complete)
• Task 2:Process Design and Requirements(complete)
• Task 3:RFP Draft(complete)
• Task 4: Ongoing Project Advisory Services
• Task 5:Proposal Assessment
• Task 6: Demos
• Task 7 Discovery
• Task 8:Contract Negotiations
• Task 9: (OPTIONAL)Implementation Advisory Services
To remain completely independent and continue to offer objective guidance in the best interests
of our clients, GFOA does not recommend software and will not be advising the City on which
ERP system to elevate at each step.
GFOA consultants assigned to this project include:
• .Mike Mucha,Project Lead
• Eva 01saker,Project Consultant
Both consultants have extensive experience with small governments and experience in the State
of Colorado(and have worked previously on the City's project).
■Mo Task 4: Ongoing Project Advisory Services
GFOA will provide ongoing project advisory services to help the City coordinate and manage its
ERP selection project. GFOA consultants assigned to this project have managed over 100 similar ti
projects with other local governments and will bring that experience to the City's project.
Similarly, GFOA will pull examples from training seminars, other governments, and ongoing
research, along with consulting templates that are regularly used in "more involved" GFOA
projects.
With templates and examples,GFOA expects to provide an advisory role after submission of the
template. The City would be responsible for completing the template and modifying content to fit
the City's needs.(GFOA would be available to review,comment,and provide further guidance if
necessary).
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ERP Advisory Services
GFOA ongoing project advisory services will start with release of the RFP and conclude when
the City has a signed contract with its finalist vendor.
Phase Duration: • Duration of Engagement
Cost* • $16,000
Deliverables • D5: Overall Project Guidance
• D6:Templates,Example Documents
• D7: Assistance with Project Readiness
• D8: Ongoing Project Management and Regular Check In
Meetings
*Note:GFOA will invoice for this task upon completion of Task 8.
�® Task 5: Proposal Assessment
®� p
GFOA will provide two separate services related to the City's proposal assessment portion of the
project. First, GFOA will provide training for the City's project team. Training will focus on
how to evaluate a proposal and what to expect from an ERP implementation. This ERP
"Bootcamp"will be based on GFOA's regular national training seminar and will be taught on-site
for the City.
GFOA will also provide "informal" comments on the proposals that the City receives. GFOA
will briefly review each proposal for major risk areas and communicate to the City key areas to
focus on.
To remain completely Independent and continue to offer objective guidance in the best interests
of our clients, GFOA does not recommend software and will not be advising City on which
ERP system to elevate at each step.
Phase Duration: • 1 month
Cost • $8,285
Deliverables • D9: ERP`Bootcamp"
7 • D10: Informal Proposal Comments
Written Proposal Assessment
Upon receiving the written proposals from vendors, GFOA can begin a detailed assessment and
analysis of proposals selected by the City. GFOA will focus on identifying risks and Highlighting
shortcomings with each proposal. All key findings will be documented in a proposal assessment
report and/or presentation to the City. This report will also identify additional information that
will be needed from vendors going forward.
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ERP Advisory Services
f.rTiasis�5�o�'hona .Pro ogal�'Assessm`ent; ' _ , '_ i
Please Duration: • 1-2 Weeks
Cost • $2,400 per proposal
Deliverables • Option 5-1:Proposal Assessment Report
® Task 6: Demos
Software demonstrations provide an opportunity for staff to view how the ERP system will work.
Generally, software demonstrations last from 2 to 3 days per vendor, depending on scope and
other factors. GFOA highly recommends scripted demos where vendors will follow detailed
instructions and demo only how the system will support the City's desired business processes and
requirements. Demos will also include a discussion/presentation of implementation components
of the proposal so that the City can evaluate all key aspects of the vendor's response to the RFP.
Typically,cities will view demonstrations on a short list of two(2)to three(3)vendors.
Phase Duration: • 1-2 months
Cost . $0
Deliverables • None
O afona/, ;
Demo Scripts and Facilitation
To facilitate comparison between vendors, GFOA staff can develop detailed demo scripts for
each vendor and facilitate the demo sessions to guarantee that vendors stay on task and
demonstrate essential features of the software, not marketing material or"bells and whistles."(If
-- the City does not select to have GFOA facilitate demos, GFOA will still provide demo scripts
templates). Throughout the demos,GFOA staff will document any issues for future clarification.
fask2o tional :SofitwareD,emorF.acilitatl na
Prase Duration: • 1 Week Per Vendor
Cost •' $1,200(Demo Scripts)
• $4,000 per vendor Demo Facilitation—Includes scripts)
Deliverables • Option 6-1 Demo Scripts(no facilitation)
•
Option 6-2:Demo Facilitation
■
S� Task 7: Discovery
For many organizations, the Request for-Clarification and Discovery process acts as the final
opportunity to clarify unresolved issues before making an elevation decision. Prior to Discovery,
each vendor is asked to provide a written response to a request for clarification (RFC) letter
outlining any remaining issues (typically focused on implementation issues). Then, during
f J
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ERP Advisory Services
Discovery, each remaining vendor is invited back on-site for one more day of presentation.
During this presentation, any remaining issues with software functionality, implementation
approach, data conversion, contract terms, or scope are clarified and vendors are asked to make
any necessary revisions to their proposal. At the conclusion of Discovery, the City will enter
contract negotiations with one vendor.
GFOA assumes that the City will go through a Discovery process with Avo (2) vendors. If
additional vendors are included, additional costs svill apply. If the City only goes through
Discovery with one vendor, GFOA will reduce fees by 40%.
Phase Duration: • 1-2 months
Cost* • $7,785
Deliverables • DI1 Clarification Documents
• D12: Discovery Staffing
If the City had GFOA do a detailed proposal assessment for vendors elevated to Discovery in
Task 4, GFOA will discount by$1,000 per vendor.
■� Task 8: Contract Negotiations
One of the most valuable services that GFOA provides its clients is the negotiation of software
contract and implementation service agreements. Too often, governments are pitted against
software vendors that have negotiated contracts many times before. Understandably, software
vendors and their implementation partners want to maximize profit and minimize risk. GFOA has
developed a unique contracting methodology that we propose to utilize for this engagement. We
use our membership network to benchmark prices and terms. It also ensures that GFOA's best
practices are included in the contract.
GFOA will be involved with the development of a software license contract, software
maintenance agreement, and implementation services agreement. In addition, GFOA will lead
development of the statement of work. The statement of work is the critical document that
outlines responsibility for the implementation and the primary reason GFOA consultants provide
such as high level of detailed analysis throughout the procurement. GFOA will ensure that the
City's statement of work is defined to a fine level of detail to prevent any unnecessary issues or
misunderstandings during implementation.
Phase Duration: • 1 -2 months
Cost • $
Deliverables • D13: Contract Negotiations
• D14: Statement of Work Development
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ERP Advisory Services
MM TaskServices
(Optional)
Following contract execution, GFOA has proposed optional services to remain involved with the
City for a period of two(2)months to provide transitional services and assist the City with getting
the implementation project started. Services provided during this transition period include:
• GFOA Consultants will work with the City to continue to implement the readiness.
project plan.
• GFOA proposes to provide project management augmentation services for the
preparation activities. A GFOA consultant, with ERP implementation experience, will
work with the City project manager to help with readiness tasks and project planning
tasks in combination with the selected ERP vendor.
• GFOA will monitor initial activity from the implementation vendor for contract
compliance.
• GFOA will provide ongoing assessment implementation risks for the project.
ask9� o`"tona :?%Im"leme�tation>Adviso` Services
Phase Duration: • 1-2 Months
Cost • $9,885 Project Transition
• . $200 per hour other
DeUverables • Option 9-1:Project Transition
GFOA also has provided additional implementation advisory services focused on business
process design (best practice implementation), quality assurance, and contract compliance
through the duration of the implementation for other clients. These services can be contracted at
a rate of$200/hour or the approximate equivalent in fixed fee deliverables.
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ERP Advisory Services
MM Project Schedule
®■ J
GFOA has proposed the following high-level schedule to complete all work described in this
proposal.Based on conversations with the City,GFOA believes that this schedule is consistent
with the City's plans. If this timeframe does not work for the City,GFOA would be open to
discussing alternatives. It is our past experience that selection projects that proceed faster than
this ultimately run into
:� _ .sc g
RFP Process
Task 4:Ongoing Advisory Services
Task 5:Proposal Assessment
Task 6:Demos
Task 7:Discovery
Task 8:Contract Negotiations
Task 9:OPTIONAL IAS `
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ERP Advisory Services
Price
Unless noted,all pricing is provided as a fixed fee inclusive of all travel costs incurred by GFOA
staff. GFOA will invoice for project deliverables upon completion of project deliverables.
Summary of Fees by Task
7D5e`ctA
Overall Project Guidance
Templates,Example Documents
D7 Assistance with Project Readiness
D8 Ongoing Project Management and Regular Check In Meetings
oposalAssessment 1235}
D9 Proposal/Project Team Training'(ERP Bootcamp)
D10 Informal Comments on Proposals
6� )Dei s; =33
— --- -AC,
Proposed as Optional
7 ;Discovery'
D11 Clarification Questions(RFC Letters)
D12 Discovery Staffing
I �Sj - ConE cra tbNeggotiahoa;� ,
D13 Contract Negotiations
D14 Statement of Work Development
g Il'rop`osal,Asse`sssment; _
Option 5-1 Detailed Proposal Assessment $2,400
Option 6-1 Demo Script Development $1,200
Option 6-2 Demo Staffing(per vendor) $4,000
Implementatlon AdvisorylSeivices, -
Option 9-1 Project Planning/Management Transition/Risk Report $9,S85
Ongoing Assistance(TBD) $200/hour
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ERP Advisory Services
Project Assumptions
• GFOA assumes that City staff will be available to participate in meetings and provide
-information necessary to the project.
• GFOA will complete tasks in this proposal with a combination of on-site and off-site
work. Work performed off site will include review of project deliverables and the
development of GFOA reports.
• Each site visit will include one or two GFOA consultants and last approximately 2-3 days
J (depending on planned activities). GFOA site visits will be scheduled in advance with
the City's project manager. The City would be responsible for inviting appropriate
stakeholders to meetings based on agenda topics.
• GFOA has proposed all services listed for a fixed fee based on completion of deliverables
(unless noted). The fixed fee amount and hourly rate is inclusive of all expenses
including travel. GFOA will invoice monthly for the amount listed in this proposal for
tasks/milestones completed within the previous month.,
• When performing work on-site, GFOA staff will be provided appropriate office
workspace.
• If it becomes necessary for the City to request additional resources or expand scope
beyond what is listed in this proposal, such additional work shall be secured as an
amendment to the contract between the City and the GFOA, and the work will be
performed at rates of$200/hour.
• As an educational, nonprofit, professional membership association, GFOA reserves the
right to publish non-confidential documents describing the results of, or created during,
the services described in this scope of work. GFOA will not publish any item with the
name of the City without obtaining prior written consent of the government.
• GFOA is a nonprofit membership association made up of members representing
organizations like the City. GFOA's liability and indemnification under any agreement
reached with your organization will be limited to the extent of fees paid by insurance
coverage currently in force. This limitation applies to all exposures under this
engagement.
• The City recognizes that GFOA's role is to provide information, analysis-and advisory
services. As such, GFOA bears no responsibility for the performance,of the software,
hardware,or implementation service suppliers.
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ERP Advisory Services
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®M Appendix: GFOA Profile
O�IctoilCompany'1Vame Government Finance Officers Association of the United
- States and Canada
GFOA is a 501(c)3 non-profit association governed by an
CConipany(Q-__r gghip: 18 person executive board made up of public sector
professionals.
203 North LaSalle Street
Suite 2700
Chicago,IL 60601
Loca�lon;of�Company 0„jjlcgs
1301 Pennsylvania Avenue,N.W.
Suite 309
Washington D.C.20004
Locartonrof(jB3ve Serv7cingl,Uj GFOA's primary office is in Chicago. All research and
Accourrs:
consultinE staff are located in the Chicago Office.
Num6er(of�mployees:: GFOA has approximately 55 employees.
t eifrom�wtiich;enrploy�aes.wlJ/�be Chicago,IL
Mike Mucha
Acting Director,Research and Consulting
203 North LaSalle Street
Suite 2700
(Con[aorelr{fo-matiom Chicago,IL 60601
Office: 312-977-9700
Direct: 312-578-2282 ^
Email: mmuchakgfoa.org
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