Finance Committee
October 25, 2023

1 City of San Leandro
Enterprise Resource Planning (ERP) System Selection Project Finance Committee Project Update
2 Project Approach and Timeline
Open Discussion
Agenda
2 Key Activities
Upcoming Project Activities
Primary Challenges and Opportunities
Scoring Committee Members
Scoring Committee Members
3 Michael Yuen
Emily Hung
Michael Sinor
Regi John
Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
April 2022 –
Current
April – July
2022
July 2022 –
February
2023
April 2023 –
March 2024
April 2024* –
September
2025*
Project Approach and Timeline
3 Project Initiation
and Ongoing
Management
Needs
Assessment RFP Development
Preferred Vendor
Selection and
Contract
Negotiation
Implementation
Key Activities
4 November 18, 2022 – February 9, 2023
– RFP posted
April 2023 – Round 1 Scoring and
Short-List Vendors identified
August 2022 – Final Functional and
Technical Requirements
• 2 Addenda issued
• Deadline extended
• 6 qualifying proposals received
• 4 vendors short-listed and moved
forward for demonstrations
July 2023 – Vendor Demonstrations
• 4 vendors, 2-day demonstrations each
September/October 2023 – Round 2 Scoring
November 2023 – Vendor Reference Checks
Upcoming Project Activities
4 April 2024 – Implementation Planning and Initiation
October - December 2023 – Round 2 Scoring and Preferred Vendor Selection
January 2024 – March 2024 – Contract Negotiation
• City to begin staff readiness preparation
• Preferred Vendor Reference Checks
• Best and Final Offer will be requested from preferred vendor • To include cost BAFO as well as clarification questions that arose from demonstrations • Round 3 scoring will consist of reference check scores and cost scoring • City will seek preferred vendor approval based on BAFO results 7 Open Discussion
8 Primary Opportunities
5 Primary Challenges
5