Government Finance Officers Association Contract Amendment - Enterprise Resource Planning (ERP) Project Copyrighted
April 19, 2021
City of Dubuque Consent Items # 19.
City Council Meeting
ITEM TITLE: Government Finance OfficersAssociation ContractAmendment-
Enterprise Resource Planning (ERP) Project
SUM MARY: City Manager recommending approval of an amendment to the
Government Finance Officers Association (GFOA)contract for
Enterprise Resource Planning (ERP)selection advisory services to add
project oversight for the implementation phase of the project.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM memo City Manager Memo
Staff inemo Staff Memo
GFOA Contract Amendment Supporting Documentation
Dubuque
THE CITY OF �
All•Aoerica Ciq
DuB E ;,��, � ,
II �
Maste iece on the Mississi i Z°°'"z°lz"z°13
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Government Finance Officers Association Contract Amendment -
Enterprise Resource Planning (ERP) Project
DATE: April 14, 2021
Director of Finance and Budget Jennifer Larson is recommending the approval of an
amendment to the Government Finance Officers Association contract for ERP selection
advisory services to add project oversight for the implementation phase of the project.
Due to the highly technical and intricate mechanisms of reviewing City business
processes, determining organization readiness for implementation, evaluating the
necessary components of a successful ERP system, writing a Request for Proposal
(RFP) and selecting and implementing software, the City selected Government Finance
Officers Association Research and Consulting Center (GFOA) to provide ERP selection
advisory services.
GFOA would provide a project oversight role throughout the City's project and work with
the City and Tyler Technologies to achieve the City's project goals. A project oversight
role with GFOA would enable the City to leverage the presence that GFOA has in the
public sector technology industry and would allow the City to benefit from ERP
implementation experience and research along with access to their nationwide
membership network. GFOA would also continue their role as lead in contract
negotiations for any contract amendments and project support to review milestones and
invoices.
The contract amendment provides 888 hours at a rate of $225 per hour not to exceed
$200,000 over the 24-month implementation phase of the project.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�J�/'vw'� �Gv�r
Michael C. Van Milligen
MCVM/jml
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jennifer Larson, Director of Finance and Budget
Chris Kohlmann, Information Services Manager
2
Dubuque
THE CI'TY OF �
All•Anerics Ci�
I�UB E ,���, �� ,
Ilm
Maste iece on the Mississi i Z°°'"z°lz.Z°13
rP Pp �ol�«zoi9
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Director of Finance and Budget
SUBJECT: Government Finance Officers Association Contract Amendment -
Enterprise Resource Planning (ERP) Project
DATE: April 14, 2021
INTRODUCTION
The purpose of this memorandum is to recommend an amendment to the Government
Finance Officers Association contract for ERP selection advisory services to add project
oversight for the implementation phase of the project.
BACKGROUND
Due to the highly technical and intricate mechanisms of reviewing City business
processes, determining organization readiness for implementation, evaluating the
necessary components of a successful ERP system, writing an RFP and selecting and
implementing software, the City selected Government Finance Officers Association
Research and Consulting Center (GFOA) to provide ERP selection advisory services.
DISCUSSION
City staff have completed the selection and contract negotiation phases of the ERP
project. The ERP project is complex, and it will be necessary to have a third-party
project manager for City staff to dedicate time to implementation of modules and
processes.
GFOA would provide a project oversight role throughout the City's project and work with
the City and Tyler Technologies to achieve the City's project goals. A project oversight
role with GFOA would enable the City to leverage the presence that GFOA has in the
public sector technology industry and would allow the City to benefit from ERP
implementation experience and research along with access to their nationwide
membership network. GFOA will also continue their role as lead in contract negotiations
for any contract amendments and project support to review milestones and invoices.
GFOA has experience with project oversight on a variety of Tyler projects and is familiar
with common implementation approaches. GFOA's presence on the project will be
valuable to ensure that the project continues to progress towards achieving the City's
goals and completing the full scope of the project as defined in the statement of work
(SOW). In addition, GFOA can benchmark the City's implementation against others and
identify lessons learned. GFOA will provide these lessons learned as well as proactive
management of issues to mitigate any risks to the City's project.
The planned services to be provided by GFOA for project management include:
• Preparation of Implementation Questionnaires
• Deliverable Review
• Subject Matter Expertise
• Participation in Project Meetings
• Quarterly Project Reviews
• Overall Project Oversight
• Contract Monitoring
• Ongoing Change Management
• Support for the City's Steering Committee
• Management of Issues Log
GFOA will invoice the City at the end of each money for all hours/services delivered in
the previous month. Billing will be at the rate of $225 per hour. GFOA will report on total
hours used in the project and projected hours for upcoming key tasks.
RECOMMENDATION
I respectfully recommend the approval of the Government Finance Officers Association
Contract Amendment for Enterprise Resource Planning (ERP) project oversight. The
contract amendment provides 888 hours at a rate of $225 per hour not to exceed
$200,000 over the 24-month implementation phase of the project.
Attachments
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jennifer Larson, Director of Finance and Budget
Chris Kohlmann, Information Services Manager
Shelley Stickfort, Human Resources Director
Cassie Ross, Assistant Director of Finance
Tony Breitbach, Purchasing/Contracts Coordinator
Rose Hoerner, Utility Billing Supervisor
Nathan Kelleher, Accountant
Joe Pregler, Senior Network/Systems Administrator
Scott Schlichte, Lead Applications/Network Analyst
Dan Kroger, Recreation Division Manager
2
Amendment Number 1 to the Master Services Agreement between the Citv of Dubuque,
and the Government Finance Officers Association
This Amendment No. 1, dated for reference purposes the day of 2021,to the
Master Services Agreement between the City of Dubuque, a municipal corporation having its
offices at 50 W. 13`"Street, Dubuque, IA, 52001 ("Client") 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,IL 60601 ("Consultant"or"GFOA") .
WHEREAS, Client and GFOA are parties to a Master Services Agreement dated
September 30,2019 (the "Agreement"); and
WHEREAS, Client and GFOA desire to amend the Agreement.
NOW THEREFORE, in consideration of the mutual promises hereinafter contained,
Client and GFOA agree as follows:
1. Section III SERVICES of the Agreement is amended by adding GFOA's Implementation
Advisory Services dated April 12, 2021 attached hereto as Exhibit C.
2. Section VIL COMENSATION OF CONSULTANT of the Agreement is amended to read
as follows:
VIL COMPENSATION OF CONSULTANT
The Consultant shall be paid on the basis of a firm fixed price of$358,500 for the
Services. Payment shall be made by the Government to Consultant on the basis of
Services and the work product rendered as shown in Exhibit A, following the
Government's receipt of an invoice, which invoice shall be due within thirty (30)
days of the date thereof(the"Payment Date").
GFOA's preference is to email invoices after completion and acceptance of
Deliverables and other payment milestones. Invoices shall be emailed to:
Jenny Larson at Jlarson(a citvofdubuque.org
3. All other terms and conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set
forth below.
GFOA CITY OF DUBUQUE
BY:BY:
PRINT NAME: PRINT NAME:
Michael Mucha
PRINT TITLE: PRINT TITLE:
Deputy Executive Director
DATE: DATE:
Michael Van Milligen
City Manager
April 19, 2021
EXHIBIT C
Government Finance Officers Association
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questionnaires related to business proc ss decisians,syst m co rfiguratio r, and overall
project scope, GF A ill assist the ity in comple#i-rg those q es#ionnaires. I r aur role,
n e will {at the ity's directio r hel p complete the spreadsheets for City r vie+n, or
r vie+a r provid fe dback an th Cit}s docu m rtatian. Vti+e alsa expect to compare
th scop af the q estian aires ith the cantracted fu rctional requirements to create
a initial requireme7ts traceability matrix.This will help inform future analysis session
a d help to reduce the risk that critical it ms or other in-soape functionality is leit out of
th canfigura#ion.
De,
As part of the City's statement of warkwith Tyl r,FOA n gatiated terms that r quire
Tyler t rovide s veral keydeliverablesJwork prad cts. GFOA vlrill warkwith th Cityto
help set xpectatians forthe Tyler deli+erables this was written i to 501+++nrith Tyler,
r vie+templates, mo itor pragr ss for deliverabl completian,a d provide a d tailed
r vie af the critical deliverables ance complete. GF A will provide a repart to the City
autli ringa ry issu s (either+nrith camplia ce agai st the cantract ar consistency v~rith
best ractic s.To praperly r iew th d liu rables, GF A xp cts that it ha re sufficient
levels of parkici ation during the development of the deliverabl sthat may includ
participatio-, in site visits, co rfer nce calls,or ather informatio r gathering activities.,s
part of that participatian,FOAwill be available to pravide furtherg idance, best
practice i rformation,or other lessons lear ed,
Note:!t is lre C ty's resporrsi i i y to acce a#a de iwerafrles crrrd mr`es orres. 4
carrrrot rcce#or rejec#i e rrs orr re a o tfre ty,
ubj t 9atter Experti e
FOA assumes that the Citywill be moving farward wit r business process changes and
best ractic r camm datio s from GF A's pracess mappi-g sessians, Duringthe
implem tatian project, GF A v~rill participate in the business pracess design sessians
ith Tyler oonsulta ts when on-site to e-rsure that th Citywill d ploy best business
practices aligned wi#h earlier reoammenda#io rs rather than "`re-cr ating th ald
system."Additionally, as part of the desig r pracess, GFOA can pravide research i to
best usi ess practiees and communicat bath advantages and di.sadva rtages of specific
design decisio s based an aur implementatian exp rie rc a dfar lessons I arn d from
aur member retv rork, Yti+hen GF A is not abl to participate in on-site m etings,+n can
provide a thoraugh re+iew of a ry meeting notes,design dacuments, or other system ar
process doc me rtation to revie for best practic s, pracess inefficiencies,ar other
potential issues.
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Thro ghaut the proj ct, FOA+ill vl+ork+ith the City and v ndor to identif}
risks, pioj ct issues,and ather cancerns and proactively lo,track, and resolve
those issues. FOA expects that the uendar will maintain an "issues lo'and
FOA can assist both the City's project rnana er and ste ri rg eammittee in
actively managing this log.
Ad itio ally, at specific pai-rts in the project wher City staff may b better
tili d an oth r tasks (lik traini r,testi rg,go-liv su part, etc.),G FOA ca 7 take
ov r ma raging th issues lo a d ensurin ther is a sense af urgency ta th
v r or completing tasks,
th er Tas ks
GFOA is ofte asked ta pro+id oth r types of s rvices to clients during
irr plementatio-, ome of these services ha+e inclu ed s rvingas a subject
matt r exp rt, providi rg additional change managem rt assistance, develapi g
training mat rials, oanducti rg r s arch,a r Jar facilitatin additional trai rin
sessians, If these services are requ ste,F will v rork with the City s pr ject
manag r to dev lap an appropriat scape withi r th assu mptions of this
proposal.
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FOA is a nonprofit m mb rship associatia made up of inembers r r s ti g
organi atio-s lik the ity.Th refare,the GFOA's liability and i-rdemnificatio7
nder any agr ement reached+n ith ya r arganiaatio will be limite ta the
xtent of elai ms paid by insura rc coverage curr rtly in farce,
Th C.it}s staff will be reasanably availabl far intervi ws and will pa rkici at in
the project as agre d upon and appropriate.The City agrees rat to ca rcel
m tings o rc stablish d which wauld increas aur trav l oasts},
Unless ath rvdise stated,the City agr es to canfirm accepta c f d liv rables
withi a mutuall}r agr ed upan nu m er of business days, If a deliverable is n t
aoc pted, the City must state in writing to the F A Pro:t Manager the
changes re ded to the deliv rabl to gain acc ptance,
1+hen performing work o-site,FOA staff v~rill be provided ap ropriate
workspace a rd aceess to copiers, prajectars,+arkspace,a r misc lla eous
office suppli s if nec ssary.
If r c ssary, FOA will hat+e aocess ta any praject doc m nt r positary
stablish d forthe raject,
As a educational,r anprofit, professional m mbershi assaciation,the FOA
resen+es the right to publish on-co-rfide tial documents describi g the resuFts
f,ar cr at d duri r,th services d scribed in this sco of work.The GF A v~rill
nat pu blish a y item++ith the name af the CityJ ity with ut o taini rg pn r
writt r canse-t af the gavernment.
The City recag ri s that GF A's rale is to rovid infarma#ianr a ralysis a d
advisoryservices.As such, FOA b ars a respansibility farthe performance of
the saft+are, hard+are,or im lem ntation serviee su ppliers.
Page S
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set
forth below.
GFOA CITY OF DUBUQUE
BY: BY:
PRINT NAME: PRINT NAME:
Michael Mucha
PRINT TITLE: PRINT TITLE:
Deputy Executive Director
DATE: DATE:
EXHIBIT C
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Government Finance Officers Association
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T}rle�s appraavl7 to implerrtie7tatian requir�stl7at the City c�mplete se+��ral 1�7gthy
questionnaires related to business proc�ss decisians,syst�m co�rfiguratio�r, and overall
project scope, GF�A�ill assist the �ity in comple#i-rg those q�es#ionnaires. I�r aur role,
+n�e will {at the �ity's directio�r� hel p complete the spreadsheets for City r�vie+n�, or
r�vie+�a�r� provid�fe�dback an th�Cit}�s docu m��rtatian. Vti+e alsa expect to compare
th�scop�af the q�estian�aires�ith the cantracted fu�rctional requirements to create
a� initial requireme7ts traceability matrix.This will help inform future analysis session
a�d help to reduce the risk that critical it�ms or other in-soape functionality is leit out of
th�canfigura#ion.
De,
As part of the City's statement of warkwith Tyl�r,�FOA n�gatiated terms that r�quire
Tyler t�� �rovide s�veral keydeliverablesJwork prad�cts. GFOA vlrill warkwith th�Cityto
help set�xpectatians forthe Tyler deli+�erables �this was written i�to 501+�++nrith Tyler�,
r�vie+�templates, mo�itor pragr�ss for deliverabl�completian,a�d provide a d�tailed
r�vie�af the critical deliverables ance complete. GF�A will provide a repart to the City
autli�ringa�ry issu�s (either+nrith camplia�ce agai�st the cantract ar consistency v~rith
best�ractic�s�.To praperly r��iew th�d�liu�rables, GF�A�xp�cts that it ha�re sufficient
levels of parkici�ation during the development of the deliverabl�sthat may includ�
participatio-, in site visits, co�rfer�nce calls,or ather informatio�r gathering activities.,�s
part of that participatian,�FOAwill be available to pravide furtherg�idance, best
practice i�rformation,or other lessons lear�ed,
Note:!t is�lre C�ty's resporrsi�i�i�y to acce�a#a��de�iwerafrles crrrd mr`�es�orres. ����4
carrrrot�rcce�#or rejec#i�e�rrs orr�re��a��o�tfre��ty,
�ubj��t �9atter Experti�e
�FOA assumes that the Citywill be moving farward wit�r business process changes and
best�ractic� r�camm��datio�s from GF�A's pracess mappi-�g sessians, Duringthe
implem��tatian project, GF�A v~rill participate in the business pracess design sessians
+�ith Tyler oonsulta�ts when on-site to e-rsure that th�Citywill d�ploy best business
practices aligned wi#h earlier reoammenda#io�rs rather than "`re-cr�ating th�ald
system."Additionally, as part of the desig�r pracess, GFOA can pravide research i�to
best�usi�ess practiees and communicat� bath advantages and di.sadva�rtages of specific
design decisio�s based an aur implementatian exp�rie�rc�a�dfar lessons I�arn�d from
aur member �retv�rork, Yti+hen GF�A is not abl�to participate in on-site m�etings,+n��can
provide a thoraugh re�+iew of a�ry meeting notes,design dacuments, or other system ar
process doc�me�rtation to revie�for best practic�s, pracess inefficiencies,ar other
potential issues.
Page 4
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establi�hi�g an an�ain��u ppart struct��r�r and any��tl7�r��verall IT gavernan�e
tasks,
N1an�gerner�# of Issues La�
Thro�ghaut the proj�ct, �FOA+�ill vl+ork+�ith the City and v�ndor to identif}�
risks, pioj�ct issues,and ather cancerns and proactively lo�,track, and resolve
those issues. �FOA expects that the uendar will maintain an "issues lo�'and
�FOA can assist both the City's project rnana�er and ste�ri�rg eammittee in
actively managing this log.
Ad�itio�ally, at specific pai-rts in the project wher�City staff may b� better
�tili��d an oth�r tasks (lik�traini�r�,testi�rg,go-liv�su�part, etc.),G FOA ca 7 take
ov�r ma�raging th� issues lo�a�d ensurin�ther�is a sense af urgency ta th�
v��r�or completing tasks,
�th er Tas ks
GFOA is ofte� asked ta pro�+id�oth�r types of s�rvices to clients during
irr�plementatio-�, �ome of these services ha+�e inclu�ed s�rvingas a subject
matt�r exp�rt, providi�rg additional change managem��rt assistance, develapi�g
training mat�rials, oanducti�rg r�s�arch,a�r�Jar facilitatin�additional trai�rin�
sessians, If these services are requ�ste�,�F��will v�rork with the City�s pr�ject
manag�r to dev�lap an appropriat�scape withi�r th�assu mptions of this
proposal.
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��r�tra�t Re�uir�m�nt�
• �FOA is a nonprofit m�mb�rship associatia� made up of inembers r��r�s��ti�g
organi�atio-�s lik�the�ity.Th�refare,the GFOA's liability and i-rdemnificatio7
�nder any agr�ement reached+n�ith ya�r arganiaatio�will be limite�ta the
�xtent of elai ms paid by insura�rc�coverage curr��rtly in farce,
• Th�C.it}�s staff will be reasanably availabl�far intervi�ws and will pa rkici�at� in
the project as agre�d upon and appropriate.The City agrees �rat to ca�rcel
m��tings o�rc��stablish�d �which wauld increas�aur trav�l oasts},
• Unless ath�rvdise stated,the City agr�es to canfirm accepta�c��f d�liv�rables
withi� a mutuall}r agr�ed upan nu m�er of business days, If a deliverable is n�t
aoc�pted, the City must state in writing to the�F�A Pro���:t Manager the
changes �re�ded to the deliv�rabl�to gain acc�ptance,
• �1+hen performing work o�-site,�FOA staff v~rill be provided ap�ropriate
workspace a�rd aceess to copiers, prajectars,+�arkspace,a�r� misc�lla�eous
office suppli�s if nec�ssary.
+ If �r�c�ssary, �FOA will hat+e aocess ta any praject doc�m�nt r�positary
�stablish�d forthe �raject,
• As a� educational,r�anprofit, professional m�mbershi�assaciation,the�FOA
resen+es the right to publish �on-co-rfide�tial documents describi�g the resuFts
�f,ar cr�at�d duri�r�,th�services d�scribed in this sco��of work.The GF�A v~rill
nat pu blish a�y item+�+�ith the name af the CityJ�ity with�ut o�taini�rg pn�r
writt��r canse-�t af the gavernment.
• The City recag�ri��s that GF�A's rale is to�rovid�infarma#ianr a�ralysis a�d
advisoryservices.As such, �FOA b�ars �a respansibility farthe performance of
the saft+�are, hard+�are,or im�lem�ntation serviee su ppliers.
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