Commission Meeting Agenda Item
Consideration of Approval to Award RFP 2021-0003 for Enterprise Resource Planning (ERP) Software and Implementation Services to Tyler Technologies Contingent Upon Contract Negotiations and Due Diligence
Information Technology, Finance and Human Resources
Staff Recommended Motion
Staff recommends approval to award RFP 2021-0003 for Enterprise Resource Planning (ERP) Software and Implementation Services to Tyler Technologies contingent upon contract negotiations and due diligence.
Staff requests approval to begin contract negotiation and due diligence efforts with Tyler Technologies for Enterprise Resource Planning (ERP) Software and Implementation Services. This request is to be accomplished with the assistance of Government Finance Officers Association (GFOA) and Lewis Brisbois law firm.
On May 4, 2021, staff advertised the second of two Requests for Proposals (RFP) for the purpose of replacing the Town’s current enterprise business software. This RFP was to purchase or otherwise acquire the rights for enterprise resource planning software and any professional services necessary for its implementation.
Staff anticipates that an investment in modern enterprise business software will improve the efficiency of our current business operations and provide an improved customer service experience.
The scope of the ERP software includes all financial business processes related to asset management, accounts payable and receivable, budget preparation, general ledger, inventory, projects, grant management, purchasing, utility billing and work order management. It also includes all human resources business processes related to employee and benefits management, payroll, and time entry.
On August 30, 2021, the ERP Selection Committee completed the vendor interview process and unanimously recommended that RFP 2021-0003 be awarded to their top candidate, Tyler Technologies’ Incode solution. They also recommended that the other candidates not be considered as contingency options going forward. It is noteworthy that during the vendor interview process it was discovered that Tyler had suffered a serious ransomware cyberattack within the past year, in which they paid a significant ransom demand in order to recover their encrypted data.
On September 14, 2021, after some debate, the ERP Steering Committee accepted the Selection Committee’s recommendation to award RFP 2021-0003 to Tyler Technologies with the understanding that a due diligence effort will be undertaken to include an evaluation of their current cybersecurity controls, policies, and procedures. in order to provide an informed risk assessment.
Staff will return to the Commission following the contract negotiation and due diligence effort with their recommendation. If the contract is accepted, staff anticipates an 18-month implementation schedule beginning soon thereafter. If the contract is not accepted, staff anticipates returning to the RFP process to solicit additional qualified bids for consideration.
This is a budgeted expense.
At the October 21, 2019, Commission meeting, the Commission unanimously consented to approve engaging the GFOA for ERP software advisory services including process discovery, requirements definition, RFP development, selection process, and negotiation services.
At the May 3, 2021, meeting, the Commission voted 5 to 0 to approve the advertisement of an RFP for Enterprise Resource Planning software with a not-to-exceed cost of $500,000.
On June 8, 2021, the ERP software Selection Committee accepted three submissions for consideration. Each of these candidates were invited to participate in scripted product demonstrations and further interviews.
On August 30, 2021, the Selection Committee completed the vendor interview process and recommended their top candidate to the Steering Committee for approval.
On September 4, 2021, the Steering Committee accepted the Selection Committee’s recommendation and directed the Information Technology Director to present their recommendation to the Town Commission for approval to begin contract negotiation and due diligence efforts.
None at this time.
Source of Funding
The cost for this expense is budgeted to be divided between these three accounts:
001-1301-513-5214 (Finance) 50%
001-1302-516-5214 (Human Resources) 25%
401-3301-533-5214 (Public Works — Water) 25%