2 wage rates therein ascertained, determined, and specified are referred to and made a part hereof as though fully set forth herein. 6.Contract Administration. A designee of the City will be appointed in writing by the City Manager or Department Director to administer this Agreement on behalf of City and shall be referred to herein as Contract Administrator.7.Standard of Performance. While performing the Services, Consultant shall exercise the reasonable professional care and skill customarily exercised by reputable members of reasonable diligence and best judgment while exercising its professional skill and expertise.8.Personnel. Consultant shall furnish all personnel necessary to perform the Services and shall be responsible for their performance and compensation. Consultant recognizes that the qualifications and experience of the personnel to be used are vital to professional and timely incorporated herein by this reference and assigned to perform portions of the Services shall remain assigned through completion of the Services, unless otherwise mutually agreed by the parties in writing, or caused by hardship or resignation in which case substitutes shall be subject to City approval.9.Assignment and Subcontracting. Neither party shall assign any right, interest, or obligation in or under this Agreement to any other entity without prior written consent of the other party. In any event, no assignment shall be made unless the assignee expressly assumes the obligations of assignor under this Agreement, in a writing satisfactory to the parties. Consultant City Council approval. Consultant shall not subcontract any portion of the work required by this Agreement without prior written approval by the responsible City Contract Administrator. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 12. The Consultant acknowledges and agrees that the City is an intended beneficiary of any work performed by any subcontractor for purposes of establishing a duty of care between any subcontractor and the City.10.Independent Contractor. In the performance of this Agreement, Consultant, and independent contractors, and not as officers or employees of the City of Riverside. Consultant acknowledges and agrees that the City has no obligation to pay or withhold state or federal taxes or employees, subcontractors and agents. Consultant, as an independent contractor, shall be responsible for any and all taxes that apply to Consultant as an employer. 3 11.Indemnification.11.1Design Professional DefinedA. An individual licensed as an architect pursuant to Chapter 3 (commencing with Section 5500) of Division 3 of the Business and Professions Code, and a business entity offering architectural services in accordance with that chapter.B. An individual licensed as a landscape architect pursuant to Chapter 3.5 (commencing with Section 5615) of Division 3 of the Business and Professions Code, and a business entity offering landscape architectural services in accordance with that chapter. C. An individual registered as a professional engineer pursuant to Chapter 7 (commencing with Section 6700) of Division 3 of the Business and Professions Code, and a business entity offering professional engineering services in accordance with that chapter. D. An individual licensed as a professional land surveyor pursuant to Chapter 15 (commencing with Section 8700) of Division 3 of the Business and Professions Code, and a business entity offering professional land surveying services in accordance with that chapter. 11.2Defense Obligation For Design Professional Liability. Consultant agrees, claims, allegations, lawsuits, arbitration proceedings, administrative proceedings, regulatory proceedings, or other legal proceedings to the extent the same arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant, or anyone employed by or working under the Consultant or for services rendered to the Consultant in the performance of the Agreement, notwithstanding that the City may have benefited from its work or services and whether or not caused in part by the negligence of an Indemnified Party. Consultant agrees to provide this defense immediately upon written notice from the City, and with well qualified, adequately insured and experienced legal counsel acceptable to City. Consultant will reimburse City for reasonable defense Agreement.11.3Indemnity For Design Professional Liability. When the law establishes a for damage, charge, lawsuit, action, judicial, administrative, regulatory or arbitration proceeding, damage, cost, expense (including counsel and expert fees), judgment, civil fines and penalties, liabilities or losses of any kind or nature whatsoever to the extent the same arise out of, pertain to, or 4 relate to the negligence, recklessness or willful misconduct of Consultant, or anyone employed by or working under the Consultant or for services rendered to the Consultant in the performance of the Agreement, notwithstanding that the City may have benefited from its work or services and whether or not caused in part by the negligence of an Indemnified Party.11.4Defense Obligation For Other Than Design Professional Liability. against any and all claims, allegations, lawsuits, arbitration proceedings, administrative proceedings, regulatory proceedings, or other legal proceedings which arise out of, or relate to, or are in any way connected with: 1) the Services, work, activities, operations, or duties of the Consultant, or of anyone employed by or working under the Consultant, or 2) any breach of the Agreement by the Consultant. This duty to defend shall apply whether or not such claims, allegations, lawsuits or proceedings have merit or are meritless, or which involve claims or allegations that any or all of the Parties to be Defended were actively, passively, or concurrently negligent, or which otherwise assert that the Parties to be Defended are responsible, in whole or in part, for any loss, damage or injury. Consultant agrees to provide this defense immediately upon written notice from the City, and with well qualified, adequately insured and experienced legal counsel acceptable to City. This obligation to defend as set forth herein is binding on the successors, assigns and heirs of Consultant and shall 11.5Indemnity For Other Than Design Professional Liability. Except as to the sole negligence or willful misconduct of the City, Consultant agrees to indemnify, protect and hold harmless the Indemnified Parties from and against any claim for damage, charge, lawsuit, action, judicial, administrative, regulatory or arbitration proceeding, damage, cost, expense (including counsel and expert fees), judgment, civil fine and penalties, liabilities or losses of any kind or nature whatsoever whether actual, threatened or alleged, which arise out of, pertain to, or relate to, or are a consequence of, or are attributable to, or are in any manner connected with the performance of the Services, work, activities, operations or duties of the Consultant, or anyone employed by or working under the Consultant or for services rendered to Consultant in the performance of this Agreement, notwithstanding that the City may have benefited from its work or services. This indemnification provision shall apply to any acts, omissions, negligence, recklessness, or willful misconduct, whether active or passive, on the part of the Consultant or anyone employed or working under the Consultant.12.Insurance.12.1General Provisions.Consultant shall provide satisfactory evidence of, and shall thereafter maintain during the term of this Agreement, such insurance policies and coverages in the types, limits, forms and ratings required herein. The rating and required insurance policies and coverages may be modified in prohibited by law.12.1.1 Limitations. These minimum amounts of coverage shall not 5 12.1.2 Ratings. Any insurance policy or coverage provided by Consultant or subcontractors as required by this Agreement shall be deemed inadequate and a material breach of this Agreement, unless such policy or coverage is issued by insurance companies authorized to a Financial Class of VII or higher.12.1.3 Cancellation. The policies shall not be canceled unless thirty (30) registered mail, postage prepaid.12.1.4 Adequacy. The City, its officers, employees and agents make no representation that the types or limits of insurance specified to be carried by Consultant pursuant to this Agreement are adequate to protect Consultant. If Consultant believes that any required insurance coverage is inadequate, Consultant will obtain such additional insurance coverage as 12.2. By executing this Agreement, Consultant certifies that Consultant is aware of and will comply with Section 3700 of the Labor compensation, or to undertake self-insurance before commencing any of the work. Consultant shall carry the insurance or provide for self-insurance required by California law to protect said Agreement, Consultant shall file with City either 1) a certificate of insurance showing that such insurance is in effect, or that Consultant is self-insured for such coverage, or 2) a certified statement that Consultant has no employees, and acknowledging that if Consultant does employ any person, the necessary certificate of insurance will immediately be filed with City. Any certificate filed with cancellation thereof.12.3Commercial General Liability and Automobile Insurance.execution of this Agreement, Consultant shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability insurance and automobile liability insurance as required to insure Consultant against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Consultant. The City, and its officers, employees and agents, shall be named as additional insureds under the both bodily injury (including death) and property damage (including, but not limited to, premises operations liability, products-personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the amount of not less than $2,000,000.and property damage in an amount not less than $1,000,000 per occurrence and an aggregate limit of 6 Agreement, which vehicles shall include, but are not limited to, Consultant owned vehicles, -Consultant owned vehicles and hired vehicles.12.3.3 Prior to policies or original certificates along with additional insured endorsements acceptable to the City evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and its officers, employees and agents, as additional insureds. Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions:It is agreed that the City of Riverside, and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Riverside.12.3.4 The insurance policy or policies shall also comply with the following provisions:a. The policy shall be endorsed to waive any right of subrogation against the City and its sub-consultants, employees, officers and agents for services performed under this Agreement. b. If the policy is written on a claims-made basis, the certificate should so specify and the policy must continue in force for one year after completion of the services. The retroactive date of coverage must also be listed.c. The policy shall specify that the insurance provided by Consultant will be considered primary and not contributory to any other insurance available to the City and Endorsement No. CG 20010413 shall be provided to the City. 12.4Errors and Omissions Insurance.Agreement, Consultant shall obtain, and shall thereafter maintain during the term of this Agreement, errors and omissions professional liability insurance in the minimum amount of $1,000,000 to 12.5. Consultant shall require all of its subcontractors to carry insurance, in an amount sufficient to cover the risk of injury, damage or loss that may be Agreement, including, but without limitation, the following coverages: Workers Compensation, request, Consultant shall provide City with satisfactory evidence that Subcontractors have obtained insurance policies and coverages required by this section. 7 13.Business Tax. Consultant understands that the Services performed under this Agreement constitutes doing business in the City of Riverside, and Consultant agrees that Consultant will register for and pay a business tax pursuant to Chapter 5.04 of the Riverside Municipal Code and keep such tax certificate current during the term of this Agreement.14.Time of Essence. Time is of the essence for each and every provision of this Agreement.15.. City reserves the right to employ other Consultants in connection with the Project. If the City is required to employ another consultant to any of the provisions of this Agreement, the City reserves the right to seek reimbursement from Consultant.16.Accounting Records. Consultant shall maintain complete and accurate records with respect to costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to thisAgreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.17.Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials either created by or provided to Consultant in connection with the performance of this Agreement Administrator. Nothing furnished to Consultant which is otherwise known to the Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production, website, or other similar medium without the prior written consent of the City.18.Ownership of Documents. All reports, maps, drawings and other contract deliverables prepared under this Agreement by Consultant shall be and remain the property of City. Consultant shall not release to others information furnished by City without prior express written approval of City.19.Copyrights.Consultant agrees that any work prepared for City which is eligible for copyright protection in the United States or elsewhere shall be a work made for hire. If any such work is deemed for any reason not to be a work made for hire, Consultant assigns all right, title and interest in the copyright in such work, and all extensions and renewals thereof, to City, and agrees to provide all assistance reasonably requested by City in the establishment, preservation and enforcement of its copyright in such work, such assistance to be provided at City's expense but without any additional compensation to Consultant. Consultant agrees to waive all moral rights relating to the work developed or produced, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use or subsequent modifications. 8 20.Conflict of Interest. Consultant, for itself and on behalf of the individuals listed in present or contemplated, in the Project affected by the above-described Services. Consultant further business interests or income interests that will be affected by this project or, alternatively, that Consultant will file with the City an affidavit disclosing any such interest. 21.Solicitation. Consultant warrants that Consultant has not employed or retained any person or agency to solicit or secure this Agreement, nor has it entered into any agreement or understanding for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement. For breach of this warranty, City shall have the right to terminate this Agreement without liability and pay Consultant only for the value of work Consultant has actually performed, or, in its sole discretion, to deduct from the Agreement price or otherwise recover from Consultant the full amount of such commission, percentage, brokerage or commission fee. The remedies specified in this section shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement. 22.General Compliance With Laws. Consultant shall keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Consultant, or in any way affect the performance of services by Consultant pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws, ordinances and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances and regulations. Consultant represents and warrants that Consultant has obtained all necessary licenses to perform the Scope of Services and that such licenses are in good standing. Consultant further represents and warrants that the services provided herein shall conform to all ordinances, policies and practices of the City of Riverside. 23.Waiver. No action or failure to act by the City shall constitute a waiver of any right or duty afforded City under this Agreement, nor shall any such action or failure to act constitute approval of or acquiescence in any breach thereunder, except as may be specifically, provided in this Agreement or as may be otherwise agreed in writing.24.Amendments. This Agreement may be modified or amended only by a written agreement and/or change order executed by the Consultant and City. 25.Termination. City, by notifying Consultant in writing, shall have the right to under Sections 15 and 26 hereof. In ascertaining the work actually rendered through the termination date, City shall consider completed work, work in progress and complete and incomplete reports and other documents only after delivered to City. 25.1 Other written notice prior to termination. 9 25.2Consultant, in the event:25.2.1 Consultant substantially fails to perform or materially breaches the Agreement; or25.2.2 City decides to abandon or postpone the Project.26.Offsets. Consultant acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which Consultant owes or may owe to the City, City reserves the right to withhold and offset said amounts from payments or refunds or reimbursements owed by City to Consultant. Notice of such withholding and offset, shall promptly be given to Consultant by City in writing. In the event of a dispute as to the amount owed or whether such amount is owed to the City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved.27.Successors and Assigns. This Agreement shall be binding upon City and its successors and assigns, and upon Consultant and its permitted successors and assigns, and shall not be assigned by Consultant, either in whole or in part, except as otherwise provided in paragraph 9 of this Agreement.28.Venue. Any action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in the Superior Court, County of Riverside, State of California, and the parties hereby waive all provisions of law providing for a change of venue in such proceedings to any other county. In the event either party hereto shall bring suit to enforce any term of this Agreement or to recover any damages for and on account of the breach of any term or condition of this Agreement, it is mutually agreed that each 29.Nondiscrimination. shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition, including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sex, genetic information, gender, gender identity, gender expression,or sexual orientation, military and veteran status, in the selection and retention of employees and subcontractors and the procurement of materials and equipment, except as provided in Section 12940 of the California Government Code. Further, Consultant agrees to conform to the requirements of the Americans with Disabilities Act in the performance of this Agreement.30.Severability. Each provision, term, condition, covenant and/or restriction, in whole and in part, of this Agreement shall be considered severable. In the event any provision, term, condition, covenant and/or restriction, in whole and/or in part, of this Agreement is declared invalid, unconstitutional, or void for any reason, such provision or part thereof shall be severed from this Agreement and shall not affect any other provision, term, condition, covenant and/or restriction of this Agreement, and the remainder of the Agreement shall continue in full force and effect. 10 31.Authority. The individuals executing this Agreement and the instruments referenced herein on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions hereof and thereof. 32.Entire Agreement. This Agreement constitutes the final, complete, and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersedes all prior and contemporaneous understandings or agreements of the parties. Neither party has been induced to enter into this Agreement by and neither party is relying on, any representation or warranty outside those expressly set forth in this Agreement.33.Digital and Counterpart Signatures. Each party to this Agreement intends and agrees to the use of digital signatures that meet the requirements of the California Uniform Electronic Transactions Act (Civil Code §§ 1633.1, et seq.), California Government Code § 16.5, and California Code of Regulations Title 2 Division 7 Chapter 10, to execute this Agreement. The parties further agree that the digital signatures of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for purposes of validity, enforceability, and admissibility.This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each certified or authenticated electronic copy of an encrypted digital signature shall be deemed a duplicate original, constituting one and the same instrument and shall be binding on the parties hereto.34.Interpretation. City and Consultant acknowledge and agree that this Agreement is the product of mutual arms-length negotiations and accordingly, the rule of construction, which provides that the ambiguities in a document shall be construed against the drafter of that document, shall have no application to the interpretation and enforcement of this Agreement. 34.1 Titles and captions are for convenience of reference only and do not define, describe or limit the scope or the intent of the Agreement or any of its terms. Reference to section numbers, are to sections in the Agreement unless expressly stated otherwise.34.2 This Agreement shall be governed by and construed in accordance with the laws of the State of California in effect at the time of the execution of this Agreement. 34.3-35.Exhibits. The following exhibits attached hereto are incorporated herein to this Agreement by this reference:- Scope of Services- Compensation- Key Personnel[SIGNATURES ON THE FOLLOWING PAGE] 11 IN WITNESS WHEREOF, City and Consultant have caused this Professional Consultant Services Agreement to be duly executed the day and year first above written.CITY OF RIVERSIDE, a Californiacharter city and municipal corporation By: _____________________________ Mike FutrellCity ManagerAttest:Donesia GauseCity ClerkSDI PRESENCE LLC,a Delaware limited liability company authorized to do business in CaliforniaBy:_________________________________Print Name:__________________________Title:_______________________________(Signature of Board Chair, President, or Vice President)andBy:__________________________________Print Name:___________________________Title:_________________________________Certified as to Availability of Funds:By: _Chief Financial OfficerAPPROVED AS TO FORM:By: Sean B. MurphyDeputy City Attorney(Signatureof Secretary, Assistant Secretary, CFO, Treasurer, or Assistant Treasurer) CA #24-1649 SBM/jv 09/06/24\\rc-citylaw\cycom\WPDOCS\D006\P041\00870589.docx
SCOPE OF SERVICES
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 2 Statement of Understanding and ApproachApproach OverviewSDI has been delivering successful IT planning, procurement, and project management services to public sector clients since 1996. We have assisted over 50 local agency clients with ERP-related services and possess the knowledge, skills, and abilities to assist the City with this important project.SDI offers our clients proven methodologies and tools designed specifically to meet the unique needs of public sector agencies. Since our inception, we have invested in and developed methodologies, tools, and supporting processes designed specifically for the unique needs and requirements of local government. SDI constantly reviews and updates the knowledge base included in these toolkits based on experience with our clients. For the City’s project, SDI has developed a comprehensive approach to ensure that each of the specific functional areas to be considered are thoroughly reviewed and documented, providing a comprehensive set of functional and technical requirements for the resulting request for proposals. SDI has assembled a consulting team that includes subject matter experts in each of the specific functional areas, ensuring that the City’s requirements and needs for the project are met. SDI’s comprehensive approach includes the following specific phases:Initiate RequirementsRFP Select NegotiateImplementation PlanAdditional detailed information about our project approach is provided later in this section.We recognize that the City is interested in more than simply employing a firm to oversee its project – you require the expertise of a proven team of professionals with significant experience and knowledge of local government operations and ERP products, and who can provide the City with the experience and expertise to navigate the complexities associated with a comprehensive ERP implementation. In addition, the City is seeking a project team with experience in local government operationsthat can provide suggestions and recommendations for business process improvements to increase organizational efficiency and effectiveness. SDI is prepared to support the City’s project with a proven team of dedicated professionals.Additional Information About SDI’s ApproachOnsite Versus Offsite EffortsSDI’s approach to project management is to maximize client engagement throughout the process, and we believe this is best achieved by being onsite during the majority of the project activities. That being said, SDI has successfully managed projects remotely through the use of collaborative tools including Microsoft Teams, SharePoint sites, and other resources. Since each of our clients has approached work activities differently since the COVID-19 pandemic, SDI remains flexible in our approach to onsite versus offsite project management.
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 3 Communication During the ProjectSDI prides itself on actively communicating throughout all phases of our projects. Active communication means ensuring that our clients are provided regular project updates utilizing scheduled, written project status reports. Active communication also entails regularly communicating potential project risks, issues, and decision points via telephone, email, and/or in-person discussions with our clients.Throughout each of the project management activities described in our methodology above, the SDI project manager will be keeping the City team informed on the status of project activities through both oral and written communications. Regular project status reports, along with Risk/Issue logs and project schedules, will be provided periodically (reporting schedule will be established during Project Initiation activities). In addition, the SDI project manager will be engaging (through emails, telephone and in person) with the City team and project participants regularly to ensure project activities are progressing and that potential issues are resolved expeditiously.We are skilled at managing communication with our clients, and quickly adapt to our clients’ desired methods of communication. The key to a successful implementation is open two-way communication with our clients.Project Roles and ResponsibilitiesEnsuring clear delineation of roles and responsibilities of the SDI team and the City participants is an essential component to project success. Part of our Phase 1 activities includes a discussion of the various roles and responsibilities of the project team, and who on the team will be responsible for what aspects of the project. Each organization is different, with different skills sets and associated strengths. SDI will work with the City’s Project Sponsor to help define roles and responsibilities and will provide focused support in the areas that are identified as needing additional support.Optimizing Project SuccessSDI’s approach to project management is to serve as our client’s trusted advisor during implementation. We view our presence on the project to be that as an extension of the City team, thus representing the City and acting in the best interests of the organization. Our goal is to minimize disruption to the organization as much as possible and mitigate issues and concerns quickly and efficiently, while ensuring the City’s interests are prioritized and addressed.Maintaining open lines of communication, monitoring risks & providing risk mitigation strategies, and keeping the software vendor team on task are all essential components to help ensure project success. We have a successful track record of working with software vendor project teams and their implementation and data conversion teams; this gives SDI a unique advantage in terms of the City’s project. SDI is prepared to provide these services through our professional and dedicated project team.Approach to Best Practices and Change ManagementSDI has been conducting assessments of enterprise systems for over 25 years and have developed a proven methodology for information gathering and identifying organizational needs. We recognize the importance of utilizing a measured approach when introducing an organization to potential change, and we are sensitive to the fact that staff may be averse to such change. Our consultant team consists of professionals who have worked in the public sector, have experienced the changes that come with business process analysis and new system implementations, and are well versed on managing expectations, concerns, and potential roadblocks to the implementation of new business practices.SDI approaches our business process workshops with an understanding that not all participants may be knowledgeable about the most current software systems available. A key component of our workshops is Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 4 to help educate City staff on available software systems and functionality, and to explore staff’s thoughts regarding potential positive outcomes of implementing this functionality. The goal of our workshops is to gather information about existing processes and functions, introduce staff to the most current software functionality available, and then discuss the potential benefits of adopting the more contemporary functionality. This process serves the function of introducing staff to the latest software features and functions, along with beginning the process of building buy-in to the adoption of new business processes.In terms of change, a critical component to managing change successfully is to help staff throughout the organization understand the positive outcomes of business process improvements. Helping staff understand these positive outcomes is essential to getting their buy-in to the change, and our consultants are skilled at helping explain the positive outcomes to all levels of staff in the organization. For example, we can help explain to the Buyer how electronic workflow of a purchase requisition reduces paperwork and time to process and can also explain to a Department Director or the City Manager how a system dashboard can provide immediate access to critical data for decision making. Having worked in all aspects of the public sector environment, our project team is highly qualified to address the topic of change and the requisite benefits of adopting best business practices.Mapping Business Processes to Best PracticesUnderstanding the City’s current business processes helps ensure that adoption of new or modified business processes (to align with best business practices) includes any and all City requirements. In other words, current business processes must be fully understood, analyzed, and cataloged so as not to miss or drop a critical business process when suggesting a new best practice.SDI utilizes a structured approach to documenting our data gathering activities to ensure that all information shared with the project team is recorded. The information gathered about current business processes will also be reviewed by the City’s project team to ensure it is accurate. Subsequent to this, SDI will map current business processes to suggested best business practices. In some cases, existing business processes will be recommended to remain in place, while others may be mapped to a more efficient business process.Requirements DevelopmentSDI approaches all of our projects with a holistic view of the needs of the organization. When developing requirements for software systems, we ensure that we explore all of the organization’s needs, including business processes and practices and data reporting and analytics. Too often, organizations do not focus on the output needs for a new system – i.e., how staff is able to extract data and perform analytics on that data. SDI recognizes the importance of this aspect of our work and places emphasis on the need for data extraction and reporting.
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 5 Detailed Project Approach and MethodologyAs described briefly in the Approach Overview section of our proposal, SDI’s approach to enterprise system procurements follows a structured methodology designed to help ensure that the City’s goals for the project are achieved. Provided below is our project approach and detailed work plan. SDI will utilize a six-phased approach:The “Initiate”phase which establishes the foundation for effective communication and the successful completion of the project. The “Requirements”phase which encompasses a thorough discovery of the City’s specific objectives and needs to ensure all the features, functions and requirements (e.g., user, interface, conversion, technical, etc.) necessary are defined and documented and communicated through the resulting documents for inclusion in the RFP.The “RFP”phase wherein the Request for Proposal is developed to meet the procurement requirements of the City. The “Select”phase which provides the structure for a fair and organized means to complete the review and decision process to select the best solution presented. The “Negotiate”phase which results in formal completion of agreements with the selected ERP solution vendor and the City.The “Implementation Plan”phase which establishes the specific strategies for a successful new system implementation. Figure 1 provides an overview of the phases, activities, and deliverables for our proposed methodology.
Figure 1 – New System Procurement Methodology
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 6 In the following pages, we provide a detailed work plan outlining our tasks and the associated deliverables for each task.Phase 1 – Initiate The purpose of the Initiate phase is to prepare for, and initiate, the project under a well-defined work plan. This stage includes confirming our understanding, as well as the understanding of the stakeholders, regarding the scope of work and the process for accomplishing the overall objectives of the project.Task 1.1 - Project Sponsor Planning MeetingTASK DESCRIPTION:SDIwill meet with the City’s Project Sponsor and other key staff to complete a detailed review of the scope of work, project timeline, deliverables, project status methods, project participants (i.e., sponsor, subject matter experts, technical resources, etc.), and other items to ensure a well-planned project. During this meeting, SDI will discuss the tools and templates that will be leveraged. Task 1.2 - Work Plan DevelopmentTASK DESCRIPTION:SDI will develop a Work Plan that identifies the project approach, methods, tasks, activities, resources, schedule, budget, deliverables, issue and risk management, and major milestones. DELIVERABLE:Work PlanTask 1.3 - Kickoff MeetingTASK DESCRIPTION:Since the project will have an enterprise-wide impact, it is important to proactively communicate with all impacted staff to ensure a clear understanding of project goals and objectives, roles and responsibilities, approach, tasks, and timeline. The Kickoff Meeting also provides the opportunity to introduce the SDI team to City staff and should involve senior level management and project sponsors to provide introduction of this City-wide endeavor. It is important that all City staff that will be involved in the project, regardless of their role, participate in the project kickoff. DELIVERABLE: Kickoff Meeting PresentationPhase 2 – RequirementsDuring Phase 2, SDI will develop an accurate and clear understanding of the current environment, as this provides the initial baseline from which to begin defining the desired future state of the new ERP system. During this phase it is necessary to identify and prioritize future system features and functions, and to consider potential modifications to current processes through the adoption of best business practices. A key success factor to implementing a best fit solution is having a comprehensive understanding of the City’s true needs and requirements.
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 7 Task 2.1 - Request and Review DocumentationTASK DESCRIPTION:SDI understands that City staff haslimited time to dedicate to this project. Consequently, we will make all efforts to be as prepared as possible before asking for staff time. To accomplish this, SDI will request documentation to familiarize ourselves with the current environment, processes, procedures, policies, transaction levels, organizational responsibilities, reports, technical documentation, etc. It is not SDI’s intent to create work for the staff with this task - if requested documentation does not exist, then it should not be created now.DELIVERABLE: Documentation Request ListingTask 2.2 - Conduct System Requirements WorkshopsTASK DESCRIPTION:SDI will conduct workshops with the City’s functional subject matter experts in all City departments. These workshops will include meeting with subject matter experts in each of the functional areas outlined in the City’s RFP, including Finance, Human Resources, Work Order and Asset Management, Customer Relationship Management and 311, Utility Customer Management and Billing System. Because of the complexity and size of the overall project (encompassing numerous major technology systems), SDI has assembled a large team of consultants with specific expertise in each of the functional areas being considered for replacement. For example, for the Finance interviews, there will likely be 6-8 interviews to cover areas such as Accounts Payable, General Ledger, Chart of Accounts,and Month / Year End Close processes.Outcomes of the workshops will document current processes, practices, policies, and procedures related to the City’s use of the various systems. The workshops will also explore unmet needs and focus on identifying new features and functions that can improve the existing operations. SDI’s approach to conducting the systems requirements workshops involves more than just gathering information from the City’s subject matter experts. It includeseducating and collaborating with staff on best practices and how evolving technology capabilities (i.e., workflow, reporting, integration, dashboards, document management, etc.) can be applied to the future environment.Task 2.3 - Document Functional RequirementsTASK DESCRIPTION:SDI will utilize the information gathered during Task 2.2 above to document the City’s existing and desired functional requirements so that the RFP provides a comprehensive description of the City’s requirements. DELIVERABLE: Functional and Operational Requirements
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 8 Task 2.4 - Document Interfaces/Technical RequirementsTASK DESCRIPTION:During our work efforts in the prior tasks, SDI will identify required or desired interfaces and integration opportunities between the ERP system and other data repositories. This helps ensure that an integration point or interface is not missed. In addition, SDI will work with City staff to identify any interface standards that should be included in the RFP (i.e., City preferred interface methods). DELIVERABLE: Interface and Technical RequirementsTask 2.5 - Document Data Conversion RequirementsTASK DESCRIPTION:SDI will document the City’s data conversion and migration requirements so that software proposers can include the costs and approach for completing data conversion in their proposals. SDI will meet with the City’s technical and business subject matter experts to identify and document data migration and conversion requirements. SDI will provide consultation with regard to the pros and cons of the possible approaches/strategies and provide recommendations. DELIVERABLE: Data Conversion RequirementsTask 2.6 - Complete ERP Needs Assessment ReportTASK DESCRIPTION:SDI will consolidate our activities and findings into an ERP Needs Assessment Report that will provide the business case for moving forward with the procurement of a new ERP system. At a minimum, the ERP Needs Assessment Report will identify the following information:Background and HistoryProblem StatementCurrent Environment (Strengths, Weaknesses, Opportunities, and Threats)Alternative AnalysisERP Market ScanRecommendationsDELIVERABLE: ERP Needs Assessment ReportPhase 3 – RFPThe tasks in this stage will consolidate all relevant information gathered in the prior phases to create an RFP that clearly defines the requirements and objectives of the City. The quality and accuracy of vendor responses are significantly improved using a well-organized, accurate, and clear RFP. A strong RFP is critical as it provides the foundation for evaluating the vendor and ultimately provides the basis for a solid agreement between the City and the successful vendor.
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 9 Task 3.1 - Prepare Draft Request For Proposal (RFP)TASK DESCRIPTION:SDI will prepare a draft RFP for review by the Project Stakeholders and identified key staff. If the City has an existing preferred RFP template, SDI will conduct a review and compare the City templates to SDI’s proven ERP RFP template. In addition, if necessary, SDI will meet with the City’s purchasing and/or legal resources to verify RFP terms and conditions.At a minimum, an RFP should include the following components: purpose and objectives, background, evaluation criteria and selection process, timeline, submission requirements (including forms and templates), RFP terms and conditions, current environment descriptions, business and operations metrics (i.e., number of employees, users, vendors, purchase orders, etc.), functional requirements, technical requirements and standards, and pricing proposal submission requirements. In the case of the City’s RFP there will also need to be a decision point regarding whether the City wishes to seek only a single solution for all of the disparate systems, or if it is open to considering best of breed solutionsto address the City’s needs.DELIVERABLE: Draft RFPTask 3.2 - Review Draft RFP With StakeholdersTASK DESCRIPTION:SDI recommends that the draft RFP be distributed to the City project teamand subject matter experts for careful review. After staff has had the opportunity to review the RFP, SDI will conduct a meeting to address any changes, questions, or concerns.Task 3.3 – Identify and Notify Potential BiddersTASK DESCRIPTION: While online vendor portal sites provide a valuable channel for making an RFP publicly available, SDI believes it is in the City’s best interest to alert qualified vendors of the upcoming RFP release. SDI will compile a comprehensive list of public sector ERP solution vendors that provide potential solutions. SDI will review the listing with the City and assist the City in creating a notification message that can be distributed via email. Timely notification of the City’s intent to release an RFP will help ensure the City attracts quality solution vendors and allow the vendors to be better prepared to provide a timely response. Task 3.4 – Release RFPTASK DESCRIPTION:SDI will incorporate any recommended modifications to the draft RFP into a final document and will assist with distribution of the RFP.DELIVERABLE: Final RFPPhase 4 - SelectThe process for selecting a suitable, best fit ERP solution vendor requires the City to follow a structured methodology. The goal of this phase is to ensure that the vendor that is the “best fit” for the City is selected. Up to this point in the project, the City will have invested heavily in establishing the foundation upon which a best fit selection will be made. The tasks in this phase are focused on ensuring a careful and detailed review of information provided in response to the RFP are conducted, as well as independent research, validation, and verification of content.
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 10 Task 4.1 - Address Vendor QuestionsTASK DESCRIPTION:Release of a clear and well-structured RFP will dramatically reduce the number of vendor questions. However, due to the complex nature of ERP procurements, the City should anticipate that vendors will submit questions that must be addressed to ensure quality proposals are received. In this task, SDI will assist the City in responding to vendor questions. DELIVERABLE: Vendor Question ResponsesTask 4.2 – Prepare Evaluation CommitteeTASK DESCRIPTION:SDI will work with the Cityto identify the evaluation team and prepare an evaluator’s packet that includes clear descriptions and direction of the evaluation methodology. The packet will also include a scoring template to assist the evaluator in tabulating their results. DELIVERABLE:Evaluation Scoring Methodology and Matrix TemplateTask 4.3 – Conduct Initial Screening of ProposalsTASK DESCRIPTION:SDI will conduct a screening evaluation of all proposals to determine which vendors and proposals meet the mandatory RFP requirements and minimum qualifications. SDI will present the results of our screening evaluation to the City. The City can use this information as a guide to determine which proposals require a detailed review. Task 4.4 – Assist with Review and Scoring of ProposalsTASK DESCRIPTION:The evaluation team will review and rate the proposals per the evaluation criteria. In addition, SDI will review proposals to identify issues, concerns, questions, or clarifications that should be addressed, and will provide this information to the evaluation team and be available to the evaluators for consultation. SDI will assist the City in arriving at a preliminary evaluation scoring matrix that identifies a short list of preferred vendors.DELIVERABLE: Evaluation Scoring Matrix SummaryTask 4.5 – Prepare for Proof of Capabilities (POC)TASK DESCRIPTION:Conducting proof-of-capabilities (POC) sessions with short-listed vendors isa key component of the selection process. This provides the vendors with the opportunity to fully demonstrate their solutions using City provided demonstration scenarios and scripts. As part of this task, SDI will develop the POC meeting agenda, scenarios, and scripts for the City to review. In addition, SDI can facilitate interaction between the City and the vendors to help ensure the vendor is adequately prepared to complete the POC. The POC provides valuable input into contract negotiations and helps clarify risk areas for special consideration. DELIVERABLE: POC Session Agenda and Scripts
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 11 Task 4.6 – Facilitate POC SessionsTASK DESCRIPTION:SDI will facilitate the POC sessions to keep vendors on schedule and ensure all POC scripts are completed. At the conclusion of each vendor POC session, SDI will facilitate a debrief meeting with the evaluators to capture feedback and update the evaluation scoring matrix accordingly. This information will be used in the Vendor Selection Report (Task 4.8).Of critical importance during the POCs will be the evaluation of each providers’ solutions in terms of each of the five functional areas being considered for replacement. It will be important to carefully and objectively evaluate potential solution providers based on the functionality of their proposed solutions, including integrations between and among the solutions being presented.Task 4.7 – Assist with Due DiligenceTASK DESCRIPTION:SDI will assist the City in planning for and completing reference checks and site visits (if desired by the City). While SDI is available to conduct the reference checks, it has been our experience that these are best performed by City staff because of the information exchange and opportunity to further network.Task 4.8 – Prepare Vendor Selection ReportTASK DESCRIPTION:Using all the information and work products created to date, SDI will draft a Vendor Selection Report that outlines the process followed and the results of the evaluation. SDI will provide the City the opportunity to review a draft report and provide feedback. SDI will then publish a final Vendor Selection Report, which can be utilized as part of the City’s written recommendation for City Council presentation.DELIVERABLE: Vendor Selection Report Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 12 Phase 5 - NegotiateKey terms, conditions, scope, and pricing terms must be fully resolved before concluding a final agreement. The purpose of the Negotiate phase is to formalize and implement a negotiation strategy to ensure the City obtains a favorable contract and all outstanding issues are resolved. SDI brings significant experience in contract negotiations that will help ensure an agreement that fully protects the City while supporting a successful implementation. Task 5.1 - Research Prior Vendor AgreementsTASK DESCRIPTION:This task focuses on identifying signed agreements with agencies that are of a similar size and complexity as they can provide a valuable source of information to help the City prepare for negotiations. SDI will seek out and review available agreements. The review will include evaluating terms and conditions, pricing, payment terms, milestones, and more. The information gathered will be compared to that which was submitted with the RFP with the goal of identifying any gaps or more favorable terms and conditions. Task 5.2 - Conduct Initial Agreement ReviewTASK DESCRIPTION:SDI will perform a review and provide feedback ofthe proposed agreement templates. Based on our experience, the City should expect multiple agreements (i.e., software licensing, maintenance and support, professional services, 3rd party software, etc.). SDI will provide the City guidance and assistance on the agreement review to help prepare for subsequent negotiations.Task 5.3 - Facilitate Negotiation Strategy WorkshopTASK DESCRIPTION:SDI will facilitate a workshop with key City staff to develop the negotiation strategy. The workshop will focus on outstanding issues and questions, as well as areas of high risk that need to be addressed. A well-planned negotiation strategy reduces the negotiation timeline, reduces frustration among the parties, ensures the City presents a unified front, and reduces the risk that items will be overlooked.Task 5.4 - Conduct Negotiations MeetingsTASK DESCRIPTION:SDI will assist the City in preparing for negotiation meetings and will attend to support City staff. If the City desires, SDI is available to facilitate the negotiation meetings. SDI will take the lead in recording the minutes from the meetings to capture outstanding items, next steps, and critical dates.DELIVERABLE: Final Agreement with VendorTask 5.5 - Obtain City Council ApprovalTASK DESCRIPTION:SDI will attend and/orparticipate in the City’s presentation of the vendor agreements to the City Council for approval. SDI’s level of participation will be at the City’s direction.DELIVERABLE: City Council Meeting Participation
Proposal to City of Riverside for Consulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024 Page 13 Task 6 – Implementation PlanA key contributor to the successful implementation of any replacement ERP solution is the thoughtful and deliberate process of planning out the implementation process for new system implementation and adoption. One of the major considerations when acquiring a replacement system should be to improve efficiency and effectiveness, reduce redundant processes, and maximize the adoption of best business practices. A key contributor to these goals is getting buy-in from the users of the system, such that they become champions of the new system and contribute to the successful adoption of best practices. Task 6 provides the framework for a successful ERP implementation.Task 6.1 – Review Vendor Implementation PlanTASK DESCRIPTION: SDI will review the selected vendor’s proposed implementation plan and will meet with the vendor to discuss any potential concerns regarding the plan. Task 6.2 – Identify and Document Potential Implementation RisksTASK DESCRIPTION: SDI will provide observations and recommendations to the City regarding the proposed implementation plan, with specific emphasis on potential areas of project risk. We will incorporate our observations, along with recommended remediation strategies, into an Implementation Risk Plan.DELIVERABLE:Implementation Risk PlanTask 6.3 – Develop Implementation RecommendationsTASK DESCRIPTION: SDI will call on our years of experience implementing replacement ERP solutions to provide observations and recommendations toward a successful system implementation.Task 6.4 – Document Implementation StrategyTASK DESCRIPTION: SDI will utilize the information gathered during previous sub-tasks to develop acomprehensive Implementation Strategy document to assist with and support the successful implementation of the new ERP system.DELIVERABLE:Implementation Strategy Document
EXHIBIT “B” COMPENSATION
PriceProposaltoCityofRiversideforConsulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024. Revised: August 6, 2024Page1 Price ProposalSDI has carefully considered the scope and complexity of the City’s project when developing the level of effort and pricing. The information provided below is an expansion of the pricing page required to be completed through the PlanetBids portal.AssumptionsThe following assumptions for each Task Order are provided to quantify the maximum number of items per Task Order:Task Order 1 – Financial SystemDiscovery Workshops with City staff: 30Number of Vendor Finalists: 2 Number of Days Per Proof of Capabilities: 3 Task Orders 2 – Human Resources SystemDiscovery Workshops with City staff: 15Number of Vendor Finalists: 2 Number of Days Per Proof of Capabilities: 2 Task Order 3 – Work Order and Asset ManagementDiscovery Workshops with City staff: 20Number of Vendor Finalists: 2 Number of Days Per Proof of Capabilities: 3 Task Order 4 - Customer Relationship Management & 311 SystemDiscovery Workshops with City staff: 15Number of Vendor Finalists: 2 Number of Days Per Proof of Capabilities: 2 SDI’s all-inclusive cost to complete this project is $394,325. This cost includes all project-related expenses including travel to the City for onsite activities and represents 1,956 total estimated hours. Hourly rates for the SDI project team vary from $195 per hour (Project Consultant) to $250 per hour (Project Executive / Advisor). Provided below are tables containing detailed cost breakdown for each of the five Task Orders contained in SDI’s proposal.
PriceProposaltoCityofRiversideforConsulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024. Revised: August 6, 2024Page2 Upon receipt and approval by City steering committee of completed SDI Phase deliverables for each of the City Task Orders, SDI will invoice the City for the corresponding amount due for the SDI Phase being invoiced.Task Order 1: Financial SystemsSDIPhaseTotalEstimatedHoursTotalCostPhase1–Initiate$2,940Phase2–Requirements$44,940Phase3–RFP$6,885Phase4–Select$40,710Phase5–Negotiate$10,170Phase6–ImplementationPlan$6,720TotalTaskOrder1556.0$112,365Task Order 2: Human Resources SystemSDIPhaseTotalEstimatedHoursTotalCostPhase1–Initiate$2,940Phase2–Requirements$33,015Phase3–RFP$6,885Phase4–Select$34,170Phase5–Negotiate$10,170Phase6–ImplementationPlan$6,720TotalTaskOrder2464.0$93,900Task Order 3: Work Order and Asset ManagementSDIPhaseTotalEstimatedHoursTotalCostPhase1–Initiate$2,930Phase2–Requirements$33,975Phase3–RFP$6,390Phase4–Select$41,310Phase5–Negotiate$9,810Phase6–ImplementationPlan$6,240TotalTaskOrder3500.0$100,655TaskOrder4:CustomerRelationshipManagementand311SystemSDIPhaseTotalEstimatedHoursTotalCostPhase1–Initiate$2,520Phase2–Requirements$26,790Phase3–RFP$6,885Phase4–Select$34,800Phase5–Negotiate$10,170Phase6–ImplementationPlan$6,240TotalTaskOrder4436.0$87,405
EXHIBIT “C”KEY PERSONNEL
ProposaltoCityofRiversideforConsulting Services for a Needs Analysis of City Enterprise Applications - RFP #2324 February 20, 2024Page33 SDI Team ResumesFollowing this cover page are resumes for:Terry Hackelman – Project Executive & AdvisorPatrick Griffin – Delivery ExecutiveRick Keyes, PMP – Project ManagerRobert Griffith, PMP – Project ConsultantMax Berger, PMP – Project ConsultantWahab Balogun – Project ConsultantDixon Mutadzakupa - Project ConsultantKelli Ganley - Project Consultant