Enterprise Resource Planning (ERP) Software, and Implementation and Integrated Services

Post InformationPosted At:Fri, Sep 2, 2022 6:00 AMSealed Bid Process:NoPrivate Bid:No1. Introduction1. SummaryIntroductionThe City of Palm Desert ("City"), through the Information Technology Department, is issuing this Request for Information (RFI) to gather current market information for an Enterprise Resource Planning (ERP) software system to serve as a core business application for Core Financial, Payroll, Human Resources, Procurement, Asset Management, Work Orders, Licensing, and Customer Relationship Management (CRM), and other functions typical of such systems. This RFI also requests information on planning the implementation of an ERP system along with integration both within the ERP and with existing systems.Intent of RFISoftware and systems implementation vendors ("Respondents") are strongly encouraged to respond to this RFI. The information received in response to this RFI will help determine the structure, type, and approach to implementation of an ERP system for the City.

Respondent information will also be used to update and enhance the business case and funding requirements for a potential ERP system.This is not a solicitation for quotations, bids, or proposals. No contract award will result from this RFI. The City may contact Respondents, at its sole discretion, for additional information. The City shall not be obligated to contact any Respondent, to purchase goods or services related to this RFI from any Respondent, or to use the content of any response in a future RFP.Response to this RFI is NOT mandatory to be considered for any future solicitation for any ERP software or services. The City will determine, in its sole discretion, whether to proceed with a solicitation following the RFI. It is entirely the Respondent's responsibility to remain informed of the City's issuance of any future solicitations. The City assumes no liability for failure of Respondents to obtain and respond to any such solicitation.PurposeThe City's purpose in issuing this RFI is to obtain information to assist City leadership in understanding current options for and approaches to meeting enterprise-wide software needs to operate efficiently and effectively. Through this RFI, the City wishes to obtain information from Respondents that can assist the City to:Consider the degree to which commercially available ERP systems are likely to meet the City's administrative business requirements.Consider what option would best meet the city's needs on the scale from best of breed to single vendor ERP.Learn more about the pros and cons of various technology options, including on­ premise installation, hosted or managed service platforms, or software-as-a-service (Saas).Obtain representative cost estimates for ERP or equivalent software, including licensing/subscription fees, annual maintenance costs, hosting fees, and other ongoing costs that can be used for budgetary and planning purposes.Obtain planning estimates of the cost to install, configure, and deploy the ERP solution in a citywide environment, using a phased approach.Obtain planning estimates of appropriate City staffing recommended to prepare for, implement, manage, and maintain an ERP solution.Inform the composing of an effective RFP to acquire a single vendor ERP, hybrid or best of breed software and services.Anticipated ERP FunctionalityThe anticipated scope for initial ERP software functionality includes but is not limited to:Core Financials Procurement and Logistics Contract ManagementHuman Resources and Payroll Timekeeping Project Management LicensingRental propertyBusiness Licensing Asset ManagementFacilitiesParks Streets and signageTraffic ControlEnvironmental AssetsEquipment/toolsVehiclesCustomer Relationship Management (CRM)Service RequestsWork OrdersMobile AccessInspectionsWork OrdersReport Design ToolEasy design of reporting for all systems/modules.Public Facing PortalFor applicant/public to view service request, permit, and license information and status, initiate actions, purchase permits online, and make online plan submissions.Configurable Workflow EngineFor configuring business processesApplication Programming Interfaces (API)Adapter development kits or similar enterprise application integration (EAI) tools to facilitate data transmission and exchanges with either systems or modules.Information RequestedThe City seeks information from Respondents to assist in establishing an ERP initiative that will:Provide state-of-the-art replacements to identified systems.Provide for replacement systems and new systems over time that integrate with the ERP.Eliminate department and system specific "shadow" systems, such as MS Excel spreadsheets, MS Access databases, manual reports, and forms that staff use because our current enterprise systems do not meet their needs.Reduce duplicative data entry.Simplify and standardize processes.Reduce manual processes.Eliminate multiple sources of the same data, information, and other electronic content.Improve or. upgrade reporting tools.Integrate core ERP systems and other systems beyond the core.Software Functional ScopeThe City seeks information about resources available in the market to meet the system and software needs described options for the underlying technical infrastructure supporting those systems, and best practices in implementation and integration. Within the context of eventually replacing all existing systems over time, the City would like guidance regarding the best path forward on the scale from single vendor ERP to best-of-breed.Any information that will help the city understand the feasibility of the following goals would be helpful:Best practices inherent in the software can be adopted by the City with minimal or no customization of the underlying software.Implementation and integration strategies allow the organization to successfully deploy `and adapt to the new software and business processes.Respondents offering ERP software solutions are invited to respond to the narrative questions in Questions Regarding Strategic Planning, Questions Regarding Software Solution, Additional Topics for All Respondents, and System Requirements Matrix. For those elements of functional scope that are not supported by the Respondent's software, Respondents are encouraged to provide information about or alternative approaches to meet the functional scope.Technical Delivery ScopeThe City has previously maintained citywide systems in an on-premises City data center and has adopted some hosted and Saas technologies. The City wishes to learn about the advancement of technical alternatives and potential benefits and limitations of possible hosted, managed service, cloud-based, or Saas technical delivery models. At this time, the City will not commit to any specific technical delivery scope. Instead, the City wishes to use the RFI as an opportunity to better understand the current status of these alternatives and the likely state of the market when the City may initiate a formal procurement process in the future. Through this RFI, Respondents are encouraged to communicate the advantages of the various deployment options that may be available for the ERP software solution and the planned future direction of products to support or transition to alternative deployment models in the future.Respondents are invited to respond to narrative questions in Questions Regarding Strategic Planning and Questions Regarding Software Solution.Implementation Services ScopeThe City seeks information about a comprehensive set of services that ensure ERP project success. These services would likely include:Project Management.Business Process Redesign.Software Configuration.Keeping existing systems running until migration is complete.Development.2. BackgroundAbout the City of Palm DesertPalm Desert incorporated November 26, 1973 is centered in the heart of the Coachella Valley. Palm Desert is known as the cultural and retail center of the desert communities. California and located in Riverside County . It occupies 26.96 square miles within the Coachella Valley.The governing body is the Mayor and Council, which formulates policies for the administration of the City. The Mayor and Council are comprised of a mayor and four councilmembers all directly elected at large for four-year terms. The City Manager is appointed by the Mayor and Council to serve as the City's Chief Executive Officer.The City provides a full range of services including: public safety; zoning and planning; one-stop location for licenses, permits, and inspections, refuse and recycling services, street maintenance, and other public works functions; recreation and parks services; and special programs for senior citizens, youth, and low-income residents. BackgroundThe City desires to evaluate comprehensive ERP systems to improve and enhance the City’s ability to provide timely, high-quality services to its citizens. The City desires an integrated approach to the greatest extent possible. The following table summarizes the existing systems. The current permitting systems is used by several City departments including Community Planning and Development Services and Public Works. Each department has their own approvals, workflows and data criteria tracking needs.3. Contact InformationRichard TrupianoBuyer 73-510 Fred Waring Drive Palm Desert, CA 92260 Email: rtrupiano@cityofpalmdesert.orgPhone: (760) 776-6327Department:Finance Department4. TimelineRelease Project Date:September 2, 2022Question Submission Deadline:September 16, 2022, 5:00pmQuestion Response Deadline:September 23, 2022, 5:00pmProposal Submission Deadline:October 6, 2022, 2:00pm