TO: Mayor Thomas J. Weisner
FROM: Ted Beck, CTO
DATE: 7-31-2013
SUBJECT: title
Resolution Awarding a Professional Services Contract to Crowe Horwath, LLP, Oak Brook, Illinois as Computer Consultant for the Evaluation, Procurement and Implementation of a Public Administration and Public Safety ERP System in the Amount of $147,608.00
body
PURPOSE:
The City of Aurora solicited proposals from qualified consultants to provide consulting services in the area of Public Administration Enterprise Resource Planning (ERP) Systems, and Public Safety Computer Assisted Dispatch/Records Management Systems (CAD/RMS). The selected Consultant will assist the City in conducting a needs assessment for both a Public Administration ERP system and a full suite of Public Safety Computer Aided Dispatch and Records Management Systems including mobile data applications.
The City's existing ERP platforms are comprised of Public Safety, CAD (computer aided dispatch) and RMS (records management system) - provided by EnRoute Emergency Systems and Public Administration provided by SunGard Public Sector-Local Government. These systems have served the City of Aurora well since they were originally purchased in the early 90's. Both enterprise software platforms have experienced significant upgrades along the way. Over the lifespan of both platforms they have been interfaced with a number of third party systems.
The City's increasing reliance on these platforms has made it more difficult to fully evaluate their ability to effectively and efficiently meet the City's current and future needs. Since both platforms were developed independently of each other the City also lacks the level of integration between the disparate systems that is necessary for effective management across both platforms. Although a tighter integration between systems is highly desirable, ultimately the City desires to purchase best of breed systems with the highest level of integration possible. Integration is only one of many criteria that need to be weighted and scored as part of a future RFP.
The City is seeking consulting assistance with the following 4 project phases:
Phase 1:
Require a full needs assessments based on existing platforms for both Public Admin and Public Safety. The City's intent is to issue simultaneous Requests for Proposals for a strategic upgrade of both platforms. This does not necessarily mean that both systems will be fielded simultaneously. At a minimum, the following topics should be addressed during this phase:
a) What are the strengths and weaknesses of the City's existing platforms? What features and functions should be retained and which should be added to both systems?
b) Where does integration between the two platforms allow for higher efficiency and appropriate transparency?
c) Evaluate and document potential work flow related efficiency gains across all divisions and departments. (This will become more apparent as products are reviewed and scored.)
d) What efficiency gains are garnered by the availability of common database platforms?
e) Evaluate overall City staffing implications across the City Departments based on higher levels of interoperability and system capability
Phase 2:
Assist internal staff with the preparation and fielding of an RFP (Request for Proposal) for both platforms
Phase 3:
Assist the City in developing a scoring methodology for the RFP responses. Assist the City with scoring the proposals that are gathered during Phase 2. Members of the consulting firm will be available as a “sounding board” and a non-voting member of the evaluation team.
Phase 4:
Assist the City in the development of an overall implementation plan and timelines as well as possibly managing the chosen vendor(s) during project implementation. Evaluate the prioritization of one system replacement over the other and estimate the durations for both projects. The initial winner of this RFP will be awarded a contract for Phase 1 items initially. If the work performed during the first phase meets the City's expectations and needs for both quality and timeliness, the City of Aurora will consider the winning consultant for subsequent phases. The additional phases are not guaranteed as part of the first award.
BACKGROUND:
RFP 13-09 was originally released in 03-2013. The City received proposals from a total of 6 companies. All proposals will scored based upon 2 broad categories:
1. Technical merit, proposal quality and content
2. Cost
Technical merit is scored prior to the opening of the cost components. This is done to avoid any impact on the technical merit section. After this RFP was initially issued a second round of questions was issued to all proposers. Upon completion of these steps Crowe Horwath scored the highest for technical merit and also had the lowest project cost. The City has just completed a separate consulting agreement with Crowe Horwath. They were the company selected to do the process mapping for Granicus and iLegislate. Their performance on that project was outstanding
DISCUSSION:
This project is an approved decision package for 2103. Funding for this agreement will be taken from IT Administration, MIS, APD Technical Services Division accounts:
101.1231.419.32-36
340.1230.419.32-80
255.1233.419.32-80
255.1230.419.32-80
Crowe Horwath currently does not have outstanding debt with the City
IMPACT STATEMENT:
This process will require quality feedback and involvement from all Divisions for the City of Aurora. The ability to have an integrated ERP system throughout the City would promote efficiency and productivity.
RECOMMENDATIONS:
I would ask the members of the Finance Committee to authorize the City to enter into a consulting agreement with Crowe Horwath for this project
Thank you kindly for your consideration.
cc: Alderman O'Connor, Chairman
Alderman Schuler
Alderman Mervine
Alderman Peters, Alternate