HomeMy WebLinkAboutContractDocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35 CAG-23-075
AGREEMENT FOR ENTERPRISE RESOURCE PLANNING (ERP)
SOFTWARE SELECTION CONSULTING SERVICES
THIS AGREEMENT, dated for reference purposes only as February 9, 2023, is by and between the
City of Renton (the "City"), a Washington municipal corporation, and SoftResources L.L.C.
("Consultant"), a Washington LLC. The City and the Consultant are referred to collectively in this
Agreement as the "Parties." Once fully executed by the Parties, this Agreement is effective as of
the last date signed by both parties.
1.Scope of Work: Consultant agrees to provide evaluation of City's current ERP system,
collaborate with city staff to conduct needs assessment for replacement ERP system,
develop an RFP for new ERP system, analyze vendor proposals, and assist with
negotiation and selection of new ERP vendor, as specified in Exhibit A, which is attached
and incorporated herein and may hereinafter be referred to as the "Work."
2.Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions, deletions or modifications. Any such changes
to the Work shall be ordered by the City in writing and the Compensation shall be
equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually
agreed by the Parties.
3.Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A. All Work shall be performed by no later
than February 29, 2024.
4. Compensation:
A.Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $112,800 fixed fee, plus any applicable state and local
sales taxes and reimbursement for authorized out-of-pocket travel expenses.
Compensation shall be paid based upon Work actually performed according to the
rate(s) or amounts specified in Exhibit A. The Consultant agrees that any hourly or flat
rate charged by it for its Work shall remain locked at the negotiated rate(s) unless
otherwise agreed to in writing or provided in Exhibit A. Except as specifically provided
herein, the Consultant shall be solely responsible for payment of any taxes
imposed as a result of the performance and payment of this Agreement.
B.Method of Payment. On a monthly or no less than quarterly basis during any quarter
in which Work is performed, the Consultant shall submit a voucher or invoice in a form
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specified by the City, including a description of what Work has been performed, the
name of the personnel performing such Work, and percent of fixed fees completed
for fixed fee work (as agreed by the City) or any hourly labor charge rate (for time and
materials services) for such personnel. The Consultant shall also submit a final bill
upon completion of all Work. Payment shall be made by the City for Work performed
within thirty (30) calendar days after receipt and approval by the appropriate City
representative of the voucher or invoice. If the Consultant's performance does not
meet the requirements of this Agreement, the Consultant will correct or modify its
performance to comply with the Agreement. The City may withhold payment for work
that does not meet the requirements of this Agreement.
C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by
the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D.Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Work for which funds are allocated. No penalty or expense shall accrue to
the City in the event this provision applies.
5.Termination:
A.The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten {10) calendar days' notice to the Consultant in writing. In the event
of such termination or suspension, all finished or unfinished documents, data, studies,
worksheets, models and reports, or other material prepared by the Consultant
pursuant to this Agreement shall be submitted to the City, if any are required as part
of the Work.
B.In the event this Agreement is terminated by the City, the Consultant shall be entitled
to payment for all hours worked to the effective date of termination, less all payments
previously made. If the Agreement is terminated by the City after partial performance
of Work for which the agreed compensation is a fixed fee, the City shall pay the
Consultant an equitable share of the fixed fee. This provision shall not prevent the
City from seeking any legal remedies it may have for the violation or nonperformance
of any of the provisions of this Agreement and such charges due to the City shall be
deducted from the final payment due the Consultant. No payment shall be made by
the City for any expenses incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
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6.Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant will perform all Work identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Compliance with professional standards includes, as applicable, performing the
Work in compliance with applicable City standards or guidelines (e.g. design criteria and
Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall
certify engineering plans, specifications, plats, and reports, as applicable, pursuant to
RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work
of the Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant grants to the City a non
exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and
display all final work product produced pursuant to this Agreement. The City's or other's
adaptation, modification or use of the final work products other than for the purposes of
this Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7.Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be required by
applicable Washington State records retention laws, but in any event no less than six
years after the termination of this Agreement. The Consultant agrees to provide access
to and copies of any records related to this Agreement as required by the City to audit
expenditures and charges and/or to comply with the Washington State Public Records Act
{Chapter 42.56 RCW). The provisions of this section shall survive the expiration or
termination of this Agreement.
8.Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Consultant shall make a due diligent search
of all records in its possession or control relating to this Agreement and the Work,
including, but not limited to, e-mail, correspondence, notes, saved telephone messages,
recordings, photos, or drawings and provide them to the City for production. In the event
Consultant believes said records need to be protected from disclosure, it may, at
Consultant's own expense, seek judicial protection. Consultant shall indemnify, defend,
and hold harmless the City for all costs, including attorneys' fees, attendant to any claim
or litigation related to a Public Records Act request for which Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce for
distribution any and all records responsive to the Public Records Act request in a timely
manner, unless those records are protected by court order. The provisions of this section
shall survive the expiration or termination of this Agreement.
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9.
10.
Independent Contractor Relationship:
A.The Consultant is retained by the City only for the purposes and to the extent set forth
in this Agreement. The nature of the relationship between the Consultant and the City
during the period of the Work shall be that of an independent contractor, not
employee. The Consultant, not the City, shall have the power to control and direct the
details, manner or means of Work. Specifically, but not by means of limitation, the
Consultant shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant shall be entitled to employ other
workers at such compensation and such other conditions as it may deem proper,
provided, however, that any contract so made by the Consultant is to be paid by it
alone, and that employing such workers, it is acting individually and not as an agent
for the City.
B.The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to Consultant
or any employee of the Consultant.
C.If the Consultant is a sole proprietorship or if this Agreement is with an individual, the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant's failure to do so.
Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, elected officials, employees, officers, representatives, and volunteers from any
and all claims, demands, actions, suits, causes of action, arbitrations, mediations,
proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees,
penalties, expenses, attorney's or attorneys' fees, costs, and/or litigation expenses to or
by any and all persons or entities, arising from, resulting from, or related to the negligent
acts, errors or omissions of the Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City's sole negligence. For claims that are covered by Consultant's professional
liability, errors and omission insurance coverage, the Consultant's obligation to indemnify
and defend the City shall be capped at $2,000,000.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement, etc., of structure or improvement attached to real
estate ... ) then, in the event of liability for damages arising out of bodily injury to persons
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or damages to property caused by or resulting from the concurrent negligence of the
Consultant and the City, its officers, officials, employees and volunteers, Consultant's
liability shall be only to the extent of Consultant's negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant's waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
11.Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City's Code of Ethics and state law, the Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant does not have a
business interest or a close family relationship with any City officer or employee who was,
is, or will be involved in selecting the Consultant, negotiating or administering this
Agreement, or evaluating the Consultant's performance of the Work.
12.City of Renton Business License: Unless exempted by the Renton Municipal Code, t
Consultant shall obtain a City of Renton Business License prior to performing any Work
and maintain the business license in good standing throughout the term of this
agreement with the City.
13.
Information regarding acquiring a city business license can be found at:
https ://www.rentonwa.gov/Tax
Information regarding State business licensing requirements can be found at:
https://dor.wa.gov/doing-business/register-my-business
Insurance: Consultant shall secure and maintain:
A.Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
B.In the event that Work delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors and
Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean any
Work provided by a licensed professional or Work that requires a professional
standard of care.
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C.Workers' compensation coverage, as required by the Industrial Insurance laws of the
State of Washington, shall also be secured.
D.Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired
or non-owned, with minimum limits of $1,000,000 per occurrence combined single
limit, if there will be any use of Consultant's vehicles on the City's Premises by or on
behalf of the City, beyond normal commutes.
E.Consultant shall name the City as an Additional Insured on its commercial general
liability policy on a non-contributory primary basis. The City's insurance policies shall
not be a source for payment of any Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant to the coverage provided by such insurance or otherwise limit the City's
recourse to any remedy available at law or in equity.
F. Subject to the City's review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to the City before performing the Work.
G.Consultant shall provide the City with written notice of any policy cancellation, within
two (2) business days of their receipt of such notice.
14.Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant's reasonable control. When such delays beyond the Consultant's reasonable
control occur, the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15.Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
16.Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party), and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service. Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT
facsimile delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON
Kristin Trivelas
1055 South Grady Way
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CONSULTANT
Spencer Arnesen
11411 NE 124th Street, Suite 270
DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
17.
18.
Renton, WA 98057
Phone: (425) 430-6929
E-mail: ktrivelas@rentonwa.gov
Kirkland, WA 98034-4341
Phone: (425) 216-4030
E-mail: sarnesen@softresources.com
Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
A.Consultant, and Consultant's agents, employees, representatives, and volunteers
with regard to the Work performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B.The Consultant will take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, creed,
color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C.If the Consultant fails to comply with any of this Agreement's non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D.The Consultant is responsible to be aware of and in compliance with all federal, state
and local laws and regulations that may affect the satisfactory completion of the
project, which includes but is not limited to fair labor laws, worker's compensation,
and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton
Council Resolution Number 4085.
Miscellaneous: The parties hereby acknowledge:
A.The City is not responsible to train or provide training for Consultant.
B.Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C.Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
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19.
D.In the event special training, licensing, or certification is required for Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant employs, sub-contracts, or otherwise assigns the responsibility to perform
the Work, said employee/sub-contractor/assignee will acquire and or maintain such
training, licensing, or certification.
E.This is a non-exclusive agreement and Consultant is free to provide his/her Work to
other entities, so long as there is no interruption or interference with the provision of
Work called for in this Agreement.
F.Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G.Consultant is responsible for his/her own Worker's Compensation coverage as well as
that for any persons employed by the Consultant.
Other Provisions:
A.Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B.General Administration and Management. The City's project manager is Kristin
Trivelas. In providing Work, Consultant shall coordinate with the City's contract
manager or his/her designee.
C.Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D.Conflicts. In the event of any inconsistencies between Consultant proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a Consultant
prepared exhibit conflicts with the terms in the body of this Agreement or contains
terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be
incorporated herein.
E.Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant's employees shall perform the Work in
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accordance with all applicable federal, state, county and city laws, codes and
ordinances.
F.Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
G.Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or
interpret this Agreement or any of its terms or covenants shall be brought in the King
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County, Washington, or its replacement or successor. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such court even if Consultant is a foreign corporation not registered with the State of
Washington.
H.Severability. A court of competent jurisdiction's determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I.Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J.Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Work is essential to the Consultant's performance of
this Agreement.
K.Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L.Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M.Waivers. All waivers shall be in writing and signed by the waiving party. Either party's
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or Consultant from enforcing that provision or any other
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provision of this Agreement in the future. Waiver of breach of any provision of this
Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
N.Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will together
constitute this one Agreement.
IN WITNESS WHEREOF,the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON
By: __________ _
Armondo Pavone
Mayor
Date
Attest
Jason A. Seth
City Clerk
Approved as to Legal Form
By: � �
Shane Moloney
City Attorney
Contract Template Updated 5/21/2021
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CONSULTANT BL�E:m.J Spencer Arnesen, CPA
Principal
3/14/2023 I 12:24 PM PDT
Date
03/15/2023
DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Exhibit A
Proposal for
CITY OF RENTON
WASHINGTON
City of Renton, Washington
Enterprise Resource Planning (ERP)
Software Selection Consulting Services
December 30, 2022
SoftResources
SOFTWARE CONSULTIN G
Submitted by SoftResources LLC
Spencer Arnesen, CPA, Principal
425.216.4030
sarnesen@softresources.com
DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
SoftResources
SoftResources LLC
11411 NE 124th Street, Suite 270
Kirkland, WA 98034-4341
December 30, 2022
City of Renton
Kristin Trivelas, Fiscal Services Director
Young Yoon, Information Technology Director
1055 S. Grady Way
Renton, WA 98057
Kristin and Young:
SoftResources LLC is pleased to submit this proposal to the City of Renton, Washington (City) for
Enterprise Resource Planning (ERP) Software Selection Consulting Services. The City's project is an
excellent fit for SoftResources' unbiased software consulting services.
SoftResources brings 28 years of experience leading software evaluation projects. We are a qualified,
product independent firm offering a proven approach and selection methodology. We will guide the City
to plan for the project, define requirements, develop an RFP, evaluate vendors for fit, conduct demos,
make the final decision, and negotiate a performance-based contract for new ERP software. In addition,
our evaluation includes a review of the implementation resources for the project, and we can provide
implementation project management services on the City's behalf if requested.
SoftResources is prepared to partner and guide the City to achieve success with this project and the
following are the key benefits of our services:
•We are 100% vendor indpendent and not aligned with nor compensated by software vendors for
any reason. We do not sell hardware or software products related to any software.
•Experienced team members with local government organizations will guide the City through the
software assessment and selection project.
•Proven and client focused methodology from our sole business of
providing unbiased software evaluation, selection, and implementation
services to Public Sector organizations.
•Experienced project management to ensure adherance to the scope, time,
cost and quality of the City' ERP evaluation project.
SCOl't:
Spencer Arnesen, Principal, is the authorized contact for this proposal with authority to bind
SoftResources contractually. SoftResources looks forward to the opportunity of working with the City on
this important ERP software initiative.
Sincerely,
Spencer Arnesen, CPA, Principal
SoftResources LLC
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Proposal for the City of Renton ERP Software Selection Consulting Services
Table of Contents
1.SoftResources Overview .......................................................................................... 1
2.Project Approach ..................................................................................................... 2
3.Fees ......................................................................................................................... 9
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Proposal for the City of Renton ERP Software Selection Consulting Services
1.SoftResources Overview
SoftResources LLC is a qualified and experienced software evaluation consulting firm dedicated to
providing services that empower and guide Local Government organizations nationwide to make
knowledgeable decisions about business software and to successfully implement the solutions they
select. SoftResources has completed hundreds of software evaluation projects in our 28+ year history.
We believe the repeat business from many of our clients is a testimony to the effectiveness of our team
and value of our services.
SoftResources Overview
Unbiased
Selection
1995
Founded
1993
at KPMG
SoftResources
28 Years
675+
Clients
900+ Projects
History. The concept of providing unbiased software selection services originated in 1993 as our
founders established a consulting practice within KPMG. The core foundational value of this team was to
remain objective and unbiased for the recommendations we made regarding best fit enterprise
software solutions. After reorganizations at KPMG in 1995 that impacted these foundational values, the
founders amicably separated from KPMG and formed SoftResources LLC.
Vendor Agnostic. We have no direct relationships with vendors that will impact the services or
consulting guidance we provide to our clients. We do not receive remuneration from vendors and have
no specific ties to any vendors to ensure our objectivity.
Core Services. The SoftResources team is proficient in the core services we provide and offer the
leadership and guidance our customers require in all phases of the software procurement cycle. Our five
core services include: System Assessment, Software Selection, Implementation Partner Selection,
Contract Review, and Implementation Management. Our Consultants individually bring 20-35+ years of
experience completing projects similar to the City's project.
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Proposal for the City of Renton ERP Software Selection Consulting Services
2.Project Approach
We understand that the City is a full-service city serving a population of 105,179 citizens. The City's
project intends to develop an RFP to replace its existing ERP application (EDEN by Tyler Technologies)
which is targeted to sunset in 2027. Through this ERP replacement project, the City desires to take
advantage of a well-integrated solution with an eye towards integrating and interfacing to City-owned
software tools that will remain.
SoftResources will interview City personnel from all departments impacted by the ERP replacement for
the following in-scope functionality:
•General Ledger
•Budgeting
•Accounts Payable ff •Purchasing /Contract Management
•Accounts Receivable/ Cash Receipting
•Fixed Assets
•Human Resources
•Payroll
•Project Accounting ff •Grant Management {not required in scope)
•Utility Billing (not required in scope)
SoftResources commits to providing the services outlined in the project approach with tenured
employees that have the experience, skills, and expertise necessary to assist the City to make a
knowledgeable ERP software decision. We work on your behalf using City-specific requirements to
analyze ERP software and to identify solutions that represent the best fit for the City in an independent
and unbiased approach. SoftResources will:
•Evaluate the City's current ERP system environment through a series of collaborative workshops
with City stakeholders to assess the current state and desired future state of the users.
•Identify the City's needs and wants in a new ERP system and develop a functional and technical
requirements document that is inclusive of required integrations with existing or new systems.
•Develop an RFP for new ERP software and implementation that conveys the City's needs and wants.
•Employ our methodology to analyze vendor proposals and work with the City to eliminate vendors
down to a final decision.
•Provide expertise to assist the City to negotiate a fair contract with the final selected ERP vendor.
SoftResources recommends the following Work Plan organized by phases. Some tasks within different
phases may be performed concurrently. Upon further discussion and review with the City, this Work
Plan may be adjusted. Our overarching goal is to provide the right level of service to support the project
objectives for the City.
e�e Phase 1-Project Planning
Objective
a.Initiate Project
SoftResources will work with the City to initiate, plan, and manage the project
through all phases on schedule and on budget.
•Project Kickoff -meet with the City via web conference to kick off the
project, discuss and align expectations for the contracted scope of work,
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Proposal for the City of Renton ERP Software Selection Consulting Services
e�'e Phase 1-Project Planning
discuss resource availability and constraints, establish roles and
responsibilities, and drivers and objectives that will govern the project.
•Project Plan -develop a Project Plan and Timeline that will be used to
manage the project.
b.Manage Project •Project Coordination -work with the City to manage resources,
communicate tasks, meetings and deadlines, and report on project
progress to ensure that target goals are achieved.
Deliverables
•Status Updates -provide regular status updates with the Project Team.
The meetings will be used to review accomplishments, upcoming tasks,
open issues, and the overall status of the project as it relates to time,
scope, budget, and quality.
•Kickoff Presentation
•Project Plan
•Project Status Updates
[fil Phase 2 -ERP Needs Assessment
Objective
a.Discovery
Workshops
SoftResources will analyze the City's existing ERP system environment,
processes, and user needs, and define functional requirements specific to the
City's business needs for new ERP software.
•Workshop Planning-work with the City's Project Manager to plan for and
schedule up to 24 hours of collaborative Discovery Workshops as follows:
o Setup -determine the specific workshops by function (e.g., general
ledger, accounts payable, purchasing, human resources, payroll,
project accounting, budget, etc.).
o Participants-identify staff to participate in the Workshops (e.g.,
stakeholders, executive management, subject matter experts, key
users, IT, etc.).
o Schedule -prepare the Discovery Workshop Schedule and deliver to
the City via email. The City will issue to participating staff.
•Review Documentation -work with the City to identify existing
background materials to provide to SoftResources. SoftResources will
review and use this documentation to prepare for and gain insight about
the ERP environment, project, and goals to increase effectiveness as we
facilitate the Workshops.
•Facilitate Discovery Workshops -conduct up to 24 hours of Discovery
Workshops as scheduled and facilitate collaborative dialogue across
departments for the functional areas and processes in scope to:
✓Analyze how the current ERP system is used including strengths,
weaknesses, limitations, functional and technical requirements.
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DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Proposal for the City of Renton ERP Software Selection Consulting Services
[TI] Phase 2 -ERP Needs Assessment
b.Document
Requirements
Deliverables
✓Review processes both manual and automated, policies, and
procedures to identify opportunities for improvement.
✓Review the current technical environment, discuss technology
initiatives/strategies, and future vision.
✓Review shadow systems used by departments outside of the ERP
solution to support business functions including Excel worksheets,
Word documents, and other databases.
✓Review current interfaces and integrations between City business
applications and opportunities for integration improvements.
✓Provide educational insights about the capabilities of modern ERP
systems and industry best practices.
✓Conduct post-workshop clarification discussions as needed.
•Define Requirements -use the data gathered during the Discovery
Workshops, review of documentation, and our experience to identify City
specific key functional and technical requirements. These requirements
will consider future state business process and integration requirements.
Create an ERP Requirements document that will be incorporated into an
RFP for solicitation of vendor responses. Requirements will be categorized
with the following ratings: Required, Important, Nice to Have, or Explore
per City input.
•Finalize Key Requirements -deliver the ERP Requirements document via
email to the City for review and discussion. The key requirements will
provide the future state required and address gaps in the current system.
Based on the City's feedback SoftResources will edit, finalize, and return to
the City for final acceptance.
•Discovery Workshop Schedule
•Discovery Workshop Facilitation
•Key Requirements Document
� Phase 3-Request for Proposal
Objective
a.RFP for ERP
Software
SoftResources will develop an effective Request for Proposal (RFP) for ERP
software and implementer, conduct vendor outreach, and assist the City
during the RFP issuance process.
•RFP Document -using the data gathered during the Discovery Workshops,
our knowledge of the City, and our expertise developing RFPs -
SoftResources will create an effective RFP document. The RFP will include
the modules in scope, business objectives, evaluation criteria, functional
and technical requirements, and integration requirements. The RFP will
include instructions to vendors as to the format and content of the bid
response including compliance to functional and technical requirements,
implementation methodology, technology overview, deployment options,
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DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Proposal for the City of Renton ERP Software Selection Consulting Services
� Phase 3 -Request for Proposal
data conversion and migration methodology, training plan, estimated 5-
year cost, resource availability, and general terms and conditions. •RFP Discussion -deliver the draft RFP to the City via email. Schedule and
facilitate a review meeting with the City Project Team to review and
finalize the document. The RFP will comply per the City's Purchasing
policies. The City will publish the RFP. We have built into the timeline four
weeks for the RFP to be active for the solicitation process.
b.Vendor •Vendor Long List -use our experience evaluating ERP vendors and
Outreach knowledge of the City's project goals and objectives to develop a Vendor
Long List of potential ERP vendors with contact information. Deliver to the
City for review and feedback. SoftResources will edit the Long List with City
feedback, finalize, and return to the City for acceptance. SoftResources will
notify vendors on the Long List of the City's RFP opportunity.
c.RFP Issuance •RFP Management -the City will issue the RFP according to their
Purchasing requirements. SoftResources will notify the Long List Vendors
of the opportunity, work with the City to respond to vendor questions,
assist with developing addenda (the City will issue addenda), and liaise
between the City and the vendors.
Deliverables •RFP for ERP Software•ERP Vendor Long List
p Phase 4 -Vendor Selection
Objective SoftResources will employ our proven selection methodology to help the City
evaluate the ERP vendor software solutions.
a.Vendor Proposal •Initial Review -the City will receive vendor proposals and provide a copy
of each bid to SoftResources. SoftResources will conduct an initial review
of the proposals to determine non responsive bids. We will consider the
following in our review:
Analysis
✓RFP process compliance
✓Relevant vendor experience
✓Functional and technical fit to City requirements
✓Total cost
✓City-specific evaluation criteria
•Fit Analysis -conduct a comparative review of the responsive vendor
proposals as follows:
✓Review vendor responses to functional and technical requirements
✓Assess vendor viability and future strategies
✓Assess the implementation strategy and team
✓Evaluate the estimated cost for software, implementation, and
software maintenance
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DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Proposal for the City of Renton ERP Software Selection Consulting Services
p Phase 4 -Vendor Selection
✓Identify a Short List of recommended vendors
•Short List Comparison Chart -develop a Short List Comparison Chart that
details the fit analysis of the approximately 3 recommended vendor
proposals as compared to the City's Key Requirements. Deliver the Chart
to the City via email for review and discussion.
•Vendor Analysis Report -prepare a Vendor Analysis Report summarizing
the results of the vendor review including gap analysis, key strengths and
challenges, and a five-year cost estimate for software, services, and
implementation based on vendor responses. Deliver to the City via email,
present findings, and answer questions about the report. The City will
make the final decision of the vendor candidates to Short List and invite to
the demo process.
b.Software Demos •Demo Script -develop a customized Demo Script that defines the specific
timeline and content to be reviewed during software demos, and that will
focus the vendor to demonstrate their solution based on the City's
required functionality. Deliver the Script to the City for review and input.
SoftResources will edit with feedback, finalize, and return to the City for
final acceptance. The City will issue the Script to shortlisted vendors.
c.Software
Decision
•Demo Planning -work with the City to set up and schedule the demos
(planned for three demos 2-days each) with the vendor candidates.
Facilitate with the City remote one-hour Pre-Demo Meetings for each
vendor to address questions in advance to ensure they are prepared. We
have built into the timeline four weeks for vendors to schedule resources
and prepare for the demos.
•Demo Feedback Form -prepare the Demo Feedback Form that will be
provided to City demo attendees to record feedback and rankings for each
demo session attended.
•Facilitate Demos -attend and facilitate software demos, leverage our
experience on the City's behalf, manage vendor adherence to the Demo
Script, manage staff questions, manage Demo Feedback forms, document
questions, and follow up items.
•Demo Wrap Up Meeting -at the completion of the demos conduct a
Demo Wrap Up Meeting remotely to review demo feedback, assist the City
to determine one to two finalists, identify key areas to evaluate through
due diligence that will support the final decision process.
•Vendor Management -continue to manage vendor communications and
questions, complete follow up tasks, and continue to liaise with the
vendors as the City moves through the final decision-making process.
•Due Diligence -Advise the City as they conduct follow up due diligence
activities with finalist vendor(s) which may include:
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DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Proposal for the City of Renton ERP Software Selection Consulting Services
p Phase 4 -Vendor Selection
Deliverables
o Reference Checks -advise as the City conducts reference checks for
the finalist vendors. Provide a customized set of questions and criteria
for the City to consider during the reference due diligence process.
o Due Diligence Demos -assist the City with the follow up Demos with
finalist vendors to review specific topics or evaluate functionality in
more depth to support the final decision process.
o Decision Support Activities -conduct follow up meetings, scoping
discussions, implementation assumptions, planning, calls, etc. to
support the City to make the decision.
•Final Decision Meeting -assist the City with preparations for and
participate in the final decision meeting. Guide and lead through the Final
Decision meeting to identify the front runner vendor for award. The City
will make the final decision.
•Short List Comparison Chart•Vendor Analysis Report•Demo Script•Demo Feedback Form•Demo Facilitation•Wrap Up Meeting•Due Diligence Advice
'V� Phase 5 -Contact Review
Objective SoftResources will assist the City to review and negotiate the contract with one
final selected ERP vendor.
a.Vendor Contract •Contract Documents -assist the City with review of the vendor contract
document with the finalist ERP vendor. This review will include one
Software Contract package. SoftResources will:
b.Vendor
Statement of
Work (SOW)
o SoftResources Review -review vendor contract documents from a
business perspective and provide review comments and redline edits
to the contract. This review includes the software license, subscription
pricing, terms and conditions, and discussion points. SoftResources
recommends the City's legal counsel also review the contract
documents.
o City Review-discuss and address questions on the review comments
and red line edits with the City via web conference.
o Vendor Review-participate with the City in vendor calls to review and
resolve the Contract package redline edits and review comments.
•Implementation SOW Development -Before signing the software
contract, we recommend the SOW be developed and agreed upon to
ensure clear understanding of roles and responsibilities for the
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DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Proposal for the City of Renton ERP Software Selection Consulting Services
'9' Phase 5 -Contact Review
Deliverables
implementation of new software. SoftResources will review for one
implementation vendor/partner as follows:
o SoftResources Review-review the vendor's SOW for implementation
and provide review comments and redline edits for the SOW.
o City Review-discuss and address questions regarding the review
comments and redline edits with the City via web conference.
o Vendor Review-participate with the City in vendor calls to review and
resolve the SOW red line edits and review comments.
•Contract-Review Comments and Redline Edits
•SOW -Review Comments and Redline Edits
•Vendor Review Calls
Estimated Timeline. SoftResources estimates a timeline of approximately 8 months for the City's project.
This timeline is dependent on the availability of City staff and vendor resources and may be adjusted as
necessary to adapt to these schedules. A detailed project schedule with tasks, dates, and responsibility
assignments will be created during project planning. Some tasks may be completed concurrently.
a.Initiate Project
b.Manage Project
2.ERP Needs Assessment
a.Discovery Workshops
b.Document Requirements
3.Request for Proposal
a.RFP for ERP Software
b.Vendor Outreach
C. RFP Issuance
4.Vendor Selection
a.Vendor Proposal Analysis
b.Software Demos
c.Software Decision
5.Contract Review
a.Vendor Contract
b.Vendor SOW
� �c:>f!!l.':l�P.1/f�!!� Submitted by SoftResources LLC I Page 8
DocuSign Envelope ID: 52AC94AF-8AC2-40A6-BB1A-AE3ECAED2D35
Proposal for the City of Renton ERP Software Selection Consulting Services
3.Fees
SoftResources proposes a Fixed Fee engagement for the City's ERP Software System project. Our
consultant rate is $200 per hour for services that are outside of the scope of this proposal. Travel
expenses are charged as incurred and will be minimal due to the locality of the City to Soft Resources'
Kirkland Office. Travel expenses for onsite services will include mileage (per IRS rate), per diem for meal
expenses (per GSA rate), and parking fees.
Fees and travel costs will be billed monthly as incurred with terms of Net 15. SoftResources bills on% of
services completed by month along with any out-of-pocket expenses that occur within the month.
Phase and Tasks
1.
2.
3.
Project Planning
a.Initiate Project
b.Manage Project
ERP Needs Assessment
a.Discovery Workshops
b.Document Requirements
Request for Proposal
a.RFP for ERP Software
b.Vendor Long List
c.RFP Issuance
4.Vendor Selection
a.Vendor Proposal Analysis
b.Software Demos
c.Software Decision
5.Contract Negotiations
a.Vendor Contract Review
b.Vendor Statement of Work
Total Hour and Fees
Travel Expenses
$
Fees
5,600.00
6,800.00
12,800.00
7,200.00
7,200.00
800.00
2,000.00
18,000.00
22,800.00
14,400.00
7,600.00
7,600.00
$ 112.800.00
*To Be Determined
*SoftResources will work with the City to determine onsite services, but expenses should be minimal due to the
City's proximity to our Kirkland offices.
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