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Bid Title: RFQ - ERP Consultant
Category: City Clerk
Status: Closed


The City of Minot is requesting qualification submittals for project management and implementation services for an upgrade from Central Square Sungard/Naviline software to Tyler Munis.  The City is currently negotiating a contract with Tyler Technologies to implement various components of the Munis product including: Financials, HCM, Payroll, Purchasing, Cashiering and Utility Billing.

The project will consist of advising the City on best practices to achieve the desired outcome, evaluating current processes and recommending change to achieve the desired results.  The consultant will also act as a project manager and intermediary between the City and the vendor.  
The general scope of work is as follows:
1) Preliminary assessment
a) Evaluate current practices to identify change management opportunities
b) Review current chart of accounts and account codes used in the current system and make recommendations for establishing a chart of accounts in the new system.  The City prefers to utilize the GFOA account structure.
c) Review project accounting currently utilized and assist with recommendations to enhance & make the data available to appropriate users.
d) Assist with internal control set up
e) Compile a list of expected outcomes
f) Evaluate current data and make recommendation on how much data should be converted
2) Implementation Services
a) Advise the City on best practices to achieve the desired outcome 
b) Act as a point of contact for the project
c) Evaluate the skill and expertise of the implementation team and make appropriate recommendations
d) Recommend and evaluate end user training
e) Evaluate and assist with data conversion/testing
3) Post implementation services
a) Ensure successful completion of periodic tasks – quarterly reports, CAFR, Budget, year-end W-2’s, 1099, etc, transfer of taxes to the county, P-cards, etc.
b) Assist with publishing information/self- service portals
Department Contacts
Prospective responders who may have questions regarding this Request for Qualifications may call, email or write:
David Lakefield, CPA
Finance Director
PO Box 5006
Minot, ND 58702-5006
Phone: 701-857-4784

Responders to the request for qualifications must provide the following:
Statements of Qualifications are to be a maximum of 20 sheets double sided of 8 ½” x 11” paper.  Resumes may be included in an appendix which is in additions to the 20 sheet maximum.  Statements of Qualifications shall include at a minimum the following information which will be scored as follows:
1. Relevant experience with implementation of municipal ERP software with a preference of conversions from Central Square to Tyler Munis.  (20 pts)
2. Relevant experience with evaluating and implementing change management.  (20 pts)
3. Resumes of key personnel and any sub-consultant (if any) who will be assigned to the project.  List personnel experience with Tyler Munis implementations with emphasis on conversions from Central Square. (15 pts)
4. List and describe in detail a minimum of 3 relevant and comparable ERP implementation projects.  (20 pts)
5. Firm’s current and projected workload during the project timeline and percentage of time available for staff assigned to this project.  (10 pts)
6. Background of firm. (5 pts)
7. Location of firm’s office and how expenses would be charged. (5 pts)
8. List of 3 references. (5 pts)
Each firm will be evaluated on the basis of values assigned to the above factors.  One or more firms will be selected for the interview portion of the selection process as determined by appropriate City officials.  Interview will be conducted with the top-ranked firms.

The firm ranked highest through the selection process will be notified by phone and in writing.  Within 10 days of said phone contact, the selected firm shall deliver to the City Finance Director a not to exceed cost proposal for the project.  The cost proposal must also include the individual salaries to be charged for each company individual who will work on the project, estimated miscellaneous costs and salary multipliers as appropriate.  It is anticipated that the project will be scheduled for a summer 2020 live date.  All firms, other than the highest ranked, will be advised in writing.

Fees may be negotiated with the successful firm after review of the submitted not to exceed proposal.  If the fee cannot be agreed upon, the City reserves the right to terminate negotiations, and then negotiate with the second and third ranked firms in order, if necessary, until a satisfactory contract has been negotiated.

All costs associated with preparation and submittal of qualifications shall be borne by the submitting firm.  The Minot City Council reserves the right to reject any and all proposals.

Qualification submittals will be accepted until 12:00 p.m. (noon), local time on August 5, 2019 at the office of the City Finance Director, 515 2nd Ave SW, Minot, North Dakota.  Proposals shall be enclosed in an envelope or package with the following written or typed on the outside: Qualifications Submittal for City of Minot ERP Implementation Services.  

Five (5) hard copies and one digital copy of the proposal shall be submitted to:

City of Minot – Finance Director
Attn:  David Lakefield, CPA
515 2nd Ave SW
PO Box 5006
Minot, North Dakota 58702-5006

Publication Date/Time:
7/9/2019 12:00 AM
Closing Date/Time:
8/5/2019 12:00 PM
Submittal Information:
Submit to City Clerk
Contact Person:
City of Minot – Finance Director
Attn: David Lakefield, CPA
515 2nd Ave SW
PO Box 5006
Minot, North Dakota 58702-5006

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