City of Corona
Staff Report
400 S. Vicentia Ave.
Corona, CA 92882
File #: 22-0265
REQUEST FOR CITY COUNCIL ACTION
DATE: 04/20/2022
TO: Honorable Mayor and City Council Members
FROM: Information Technology Department
SUBJECT:
Service Agreement with ThirdWave Corporation for Business Process Mapping, system selection, and implementation services.
EXECUTIVE SUMMARY:
Council consideration on an agreement with ThirdWave for consulting services to conduct business process documentation and mapping with emphasis on financial, procurement, human resources, payroll, and utility billing processes in the amount of $232,390. Services may also include system selection and implementation services dependent upon future state mapping and alignment with the potential future replacement of the City's current Enterprise Resource Planning (ERP) software platform.
RECOMMENDED ACTION:
That the City Council:
a. Authorize the Information Technology Department to approve the ThirdWave Business Process Mapping contract in the total contract amount of $232,390 for the period April 20, 2022 through April 20, 2023.
b. Authorize the City Manager, or his designee, to execute any needed contractual documentation to effectuate the software purchase, subject to any revisions required by the City Manager and/or the City Attorney in order to make them acceptable as to form and consistent with the Council's action hereunder.
c. Authorize the Purchasing Manager to issue a purchase order to ThirdWave Business Process Mapping contract in the total contract amount of $232,390 for the period April 20, 2022 through April 20, 2023 and approve necessary change orders and/or amendments up to the City of Corona Page 1 of 4 Printed on 4/14/2022
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File #: 22-0265
amount provided by CMC 3.08.070(I) .
BACKGROUND & HISTORY:
Over the years, departments have developed manual processes and workarounds for legacy systems to comply with changing demands and policies. This has led to inefficiency, duplication of effort, and a lack of transparency in current processes. A reexamination of current state processes is necessary to realign processes and systems to City strategic goals.
ANALYSIS:
The City of Corona is seeking consultant services to conduct business process documentation and mapping, emphasizing financial, procurement, human resources, payroll, and utility billing processes.
This business process documentation will be used to discover and correct inefficiencies in processes, procedures, and policies in key workflows in the organization and ensure the City is using best business practices.
Mapping current processes will bring to light redundancies and manual workarounds so the City can implement best practices and improve processes and efficiency. It is essential to document existing business processes and map future state direction to identify these opportunities for process improvements and ensure that procedures, policy, and any new software solutions will address the organization's needs now and into the future.
The Information Technology Department issued Request for Proposal (RFP) 22-005RH for this project. The bid was advertised pursuant to Public Contract Code and Corona Municipal Code (CMC) Section 3.08.050 public projects formal bidding procedure requirements on October 13, 2021, and posted to the PlanetBids bidding platform.
The City received four proposals in response to the RFP for Business Process Mapping Services. An evaluation team of six personnel from the Utilities, Information Technology, and Finance departments thoroughly evaluated the proposals based on the responsiveness of the proposal, the firm's qualifications, qualifications of personnel, work plan/approach, and perceived value. Each evaluator scored the ThirdWave proposal the highest, with a total score of 94 out of a possible 100.
ThirdWave scored particularly high on "Work Plan / Project Understanding and Approach" criteria.
ThirdWave’s President/CEO is the inventor of the only patented government ERP business process and requirements assessment methodology in the United States called Rapid Workflow Process Modeling®. Rapid Workflow® is a structured methodology to identify business process, procedural, operational, and Information Technology improvement opportunities and articulate them as functional and technical requirements and detailed specifications. Their RFP also included references from relevant agencies, including Costa Mesa and Berkeley, who are doing similar work. As a result, staff recommends contracting with this company.
RFP Ranking
Ranking Company
1 Thirdwave Corporation
2 Crowe LLP
3 Avero Advisors
4 Regional Government Services Authority
City of Corona Page 2 of 4 Printed on 4/14/2022
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File #: 22-0265 Ranking Company
1 Thirdwave Corporation
2 Crowe LLP
3 Avero Advisors
4 Regional Government Services Authority
In addition to the process mapping services, the ThirdWave proposal also includes optional project phases for assistance in selecting a new ERP system and ERP implementation services.
The project consists of three phases:
1. Perform business process mapping of the current state and desired "to-be" state ThirdWave will conduct workshops with members of each department, collecting the information needed to develop an as-is business process mapping for the City's existing financial, procurement, human resources, payroll, and utility billing processes. This mapping will be used to identify the business, process, and technology issues facing the City in the current environment. This mapping will also be used to build consensus on challenges and identify opportunities for immediate and longterm business process improvement.
ThirdWave will conduct follow-up workshops with key department personnel to develop process mappings of the desired future state which will include streamlined processes, procedures, and workflows aligned with best practices. ThirdWave will provide evidence-based recommendations on what changes are needed to move from the current state to the desired future state, focusing on inefficiencies that can be corrected quickly to realize an immediate gain in efficiency and return on investment.
Finally, the mapping will help examine how the City can leverage technology to continually increase efficiencies and improve business processes. ThirdWave will develop RFP documents for a new Enterprise Resource Planning (ERP) system, which will incorporate the process mappings to ensure any potential system meets the immediate and future needs of the organization and helps reach the goal of maintaining a high-performing government.
2. Solicitation and Procurement Process for an ERP System (optional phase) If the City determines that a new ERP system is desired, ThirdWave will provide consulting services to assist with the selection of a new system. Tasks to be performed by ThirdWave will include facilitating a vendor pre-bid conference, responding to RFP questions, preparing RFP addendums, assisting in the evaluation of proposals received from vendors, coordinating vendor software demonstrations, preparing agendas and scripts to be used by vendors during software demonstrations, and assisting with contract negotiations. ThirdWave will also provide counsel that is in the best interest of the City's goals and objectives.
Other key deliverables in this phase will be the evaluation of vendor proposals and assistance in executing a contract between the City and an ERP system vendor. ThirdWave will evaluate the proposals and prepare a detailed vendor comparison to develop a vendor shortlist. The shortlisted vendors will then be asked to conduct software demonstrations for the City, where a closer evaluation will be conducted. The most qualified vendor will be selected, and the City will request a best and final offer. ThirdWave will assist in contract negotiations between the City and the selected vendor. ThirdWave will advocate for the City's best interest and ensure the final vendor agreement reflects an agreed-upon scope, schedule, and cost.
3. Implementation Project Management (optional phase)
If it is determined that third-party implementation project management assistance is desired for City of Corona Page 3 of 4 Printed on 4/14/2022
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File #: 22-0265
If it is determined that third-party implementation project management assistance is desired for implementing the ERP system, ThirdWave may be asked to provide project management consulting services. The project initiation steps with which ThirdWave will assist include the development of a project charter and project plan. Once the project transitions from the initiation to the execution phase, ThirdWave will provide ongoing project management services such as communication and coordination with the City and ERP Vendor, monthly status reports to the City, identification of issues such as change requests, and corrective actions on any aspect of the project.
FINANCIAL IMPACT:
The cost of the project is $232,390 and is broken up into three phases:
Phase 1 - Process Mapping, Requirements and RFP Phase $105,966 Phase 2 - ERP System Procurement Phase (Optional) $29,464 Phase 3 - Assist City with ERP System Implementation Phase (Optional) $96,960 Funding for this project is available in the 'Business Process Mapping' Capital Improvement Project No. 72750.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action merely approves an agreement for the purchase of software licenses that allows virtual access to the City's computer systems, and there is no possibility that this project will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: MIKE ENRIQUEZ, SENIOR SOFTWARE ARCHITECT AND JUSTIN TUCKER,
ASSISTANT TO THE CITY MANAGER
REVIEWED BY: CHRIS MCMASTERS, CHIEF INFORMATION OFFICER Attachments:
1. Exhibit 1 - Agreement
2. Exhibit 2 - RFP
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