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SoftResources Professional Services Agreement Project: ERP Software Selection and Implementation
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made this J—r day of_7Aml a0-1 by and between SoftResources LLC
(hereinafter referred to as "SoftResources") Grant County, WA (hereinafter referred to as "County").
The parties agree as follows:
1. Definitions.
For purposes of this Agreement, the following definitions apply:
a. "Services" means professional services rendered by SoftResources on behalf of the Customer related
to the software evaluation work defined in the Statement of Work.
b. "Statement of Work" means a document that outlines the scope of services to be delivered to
Customer by SoftResources, time frames, deliverables, milestones, and payment terms.
c. "Change Order" means a mutually agreed upon document that outlines the scope of services to be
delivered to Customer by SoftResources for changes that arise through the normal course of fulfilling
a Statement of Work. Change Orders will be utilized for service efforts that are not planned and/or
do not warrant creating a formal Statement of Work.
2. Services.
SoftResources desires to provide and Customer desires to purchase professional services from
SoftResources. This Agreement constitutes a basic agreement, the terms and conditions of which shall
apply to each work assignment proposed by Customer which is accepted by SoftResources for the
furnishing of such services. If SoftResources has heretofore accepted work assignments from Customer,
the terms and conditions of this Agreement will apply to such prior work assignments as well as to all
future work assignments from Customer until this Agreement is terminated. Each work assignment will
generally be in the form of a Statement of Work. Customer agrees to pay invoices on a net 30 basis.
3. Termination.
This Agreement and any work assignment in progress may be terminated by Customer or SoftResources
with or without cause upon thirty (30) days' prior written notice or as otherwise mutually agreed upon;
provided, however, in the event of such termination, Customer shall pay SoftResources for undisputed
services rendered through the date of termination on an hourly basis for hourly services according to the
agreement and on a pro rata basis for fixed fee agreements. SoftResources agrees that upon termination
of this agreement for any reason, it shall provide sufficient efforts and cooperation to ensure an orderly
and efficient transition of services to Customer or another supplier based upon an agreed upon Transition
Statement of Work. Customer agrees to compensate SoftResources for such Transition efforts on a time
and materials basis using the standard billing rate in effect at the time of transition, except if such
termination is due to a major breach of this Agreement by SoftResources.
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4. Severability.
It is expressly understood and agreed that each and every provision of this Agreement is severable and
independent of any other provision and shall be and remain valid and enforceable to the fullest extent
permitted by law.
5. Status Reports.
SoftResources will render status reports to Customer as to the progress of any work assignment as defined
in the Statement of Work, or when and as reasonably requested by Customer.
6. Independent Contractor.
SoftResources acknowledges and agrees that it is an independent contractor and is not an employee of
Customer. As an independent contractor, SoftResources is solely responsible for payment of all taxes
relating to its work hereunder, and any of its employees, including, but not limited to, all federal, state
and local income taxes, employment related taxes, worker's compensation insurance, social security
taxes, and withholding taxes.
7. Modifications.
Any modifications of this Agreement must be in writing and signed by the authorized representatives of
both parties.
8. Warranty.
SoftResources warrants that it shall use the reasonable skill and care of a competent provider of similar
services to the Services and in accordance with applicable professional standards in the performance of
its obligations under this Agreement. SoftResources makes no other warranties, express or implied, and
specifically disclaims any implied warranties of merchantability or fitness for a particular purpose.
9. LIMITATION OF LIABILITY.
a. Customer's Remedies. Customer's sole and exclusive remedies for any damages or loss in any way
connected with the Services furnished by SoftResources, whether due to SoftResources' negligence
or breach of any other duty, shall be, in the following order of precedence: (i) to bring the performance
of the Services into substantial compliance with the specifications of the Statement of Work; (ii) re -
performance of services; then only if (i) and (ii) are unsuccessful, (iii) return of an appropriate portion
of any payment made by Customer with respect to the applicable portion of the Services.
b. Limitation of Liability. Under no circumstances, except for damages resulting from unauthorized use
or disclosure of proprietary or confidential information, shall SoftResources be liable for any
consequential, indirect, special, punitive, economic or loss of profits, or exemplary or incidental
damages, whether foreseeable or unforeseeable, including claims for loss of data, loss of goodwill,
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stoppage or impairment of other assets, even if advised of the possibility of such damages.
The foregoing limitation of liability on direct damages does not apply to personal injury or death
caused by the gross negligence or willful misconduct of SoftResources, or tangible property damage
up to the amount by which such damage is paid by SoftResources' liability insurance, which is
currently $2,000,000 per occurrence and $4,000,000 aggregate. With respect to any other claims,
SoftResources' total liability shall not exceed the amount paid by customer for the applicable Services
provided by SoftResources or the liability amount identified in the Statement of Work.
10. Confidentiality.
Both parties agree that, in the course of performing their responsibilities under this Agreement, they each
may be exposed to or acquire information that is proprietary to or confidential to the other party or its
licensors or agents. Both parties agree to hold such information in strictest confidence using the same
degree of care as they employ with respect to their own confidential information. Both parties agree not
to copy, reproduce, sell, license, market, give or otherwise disclose such information to third parties other
or to use such information for any purpose whatsoever, without the express written permission of the
other party, other than for the performance of obligations hereunder or as otherwise agreed to herein.
The obligations of confidentiality and non -disclosure imposed shall not apply to the following data and
information:
L Information that was already known to that party prior to the date of disclosure to that party;
ii. Information which is published or otherwise becomes available to the public as part of the public
domain without breach of this Agreement;
iii. Information provided by a third party which is not known to involve a breach of the third party's
obligations to SoftResources or Customer;
iv. Information which the receiving party establishes was developed independently of confidential
information furnished to it;
v. Information that is required to be disclosed to any court, government authority or regulatory
authority or pursuant to requirement of law.
11. Ownership of Deliverables.
Upon full payment of the agreed upon fees by Customer, SoftResources hereby assigns to Customer
ownership rights to the materials created by SoftResources specifically for Customer hereunder, except
for all third party works and products whether or not included or embedded in the Deliverables.
Notwithstanding, SoftResources retains exclusive ownership rights to all SoftResources Technical
Elements such as but not limited to designs, program listings, models, diagrams, methodologies, leading
practices, programs, systems, analysis and presentation frameworks, vendor lists and vendor information
(collectively, "Technical Elements") owned and developed by SoftResources prior to or independently
from its engagement hereunder, and any modifications or enhancements to SoftResources' Technical
Elements developed in the course of performing the Services. The Customer has no ownership rights for
any materials developed by third party Vendors or Subcontractors unless as agreed upon and subject to
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the terms in the agreement made between the Customer and such third -party Vendor or Subcontractor.
12. Disputes.
The parties agree to make a good faith effort to resolve any disputes by negotiation. In the event of any
dispute between hereunder, the parties shall first attempt to resolve the dispute at the project manager
level, or his/her equivalent, representing Customer and the project manager level, or his/her equivalent,
representing SoftResources. If the dispute is not resolved at this level within (10) business days of the
date the other party is first informed of the dispute in writing, the parties shall attempt to resolve the
dispute at the Director level, or his/her equivalent representing Customer, and at the Principal level, or
his/her equivalent representing SoftResources. The use of the foregoing procedures is a condition
precedent to the commencement of any mediation, arbitration or legal proceedings hereunder.
13. Governing Law.
This Agreement shall be governed by and construed under the laws of the State of Washington. Any such
litigation shall be conducted exclusively in the state or federal courts designated by the defending party
and the parties' consent to jurisdiction by such courts. The prevailing party in any arbitration or litigation
shall be entitled to recover all reasonable expenses thereof, including attorneys' fees in connection with
such proceedings or any appeal thereof.
14. Iniunctive Relief.
Notwithstanding anything else to the contrary included in this Agreement, in the event of a dispute
between the parties hereunder, either party hereto may bring a claim for injunctive relief against the
other party.
15. Force Majeure.
Neither party shall be liable to the other for any delay or inability to perform its obligations under this
Agreement or otherwise if such delay or inability arises from any act of God; fire; natural disaster;
earthquake; act of government; act of war (declared or undeclared); act of terrorism (domestic or
international); riot; civil disturbance; infrastructure of the Internet; fluctuations or non-availability of
electrical power, heat, light, air-conditioning or telecommunications equipment; or any other cause
beyond the reasonable control of such party, whether or not foreseeable. In the event of such a delay or
inability to perform, the time for performance will be extended for a period of time equal to the length of
the delay or inability to perform, plus an additional reasonable period to recommence performance.
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16. Cooperative Government Purchasing Notice
Other governmental entities may desire, but are not obligated, to purchase goods and services defined in
the RFP from SoftResources (the successful RFP response proposer). All purchases by governmental
entities, other than the County, will be billed directly to and paid by that governmental entity. The County
will not be responsible for another governmental entity's debts. Each governmental entity will place their
own orders with SoftResources.
17. Travel Policy:
SoftResources will be reasonable in its travel expenses for the Services. Expenses will include items such
as travel, hotel, car rental, phone, printing or reports, per diem, taxi, parking, and postage. SoftResources
will fly coach class and will try to book plane reservations as much in advance as reasonably possible to
find reasonable airfare. SoftResources will try to stay at hotels based on Customer's preference and
recommendations. SoftResources' Per Diem rate while traveling is the current GSA rate for the location
which covers meals and sundry gratuities.
18. Attachments.
In addition to this Master Agreement, this Agreement includes the following exhibits which take
precedent in the event of conflicting language:
• Exhibit A — Scope of Work
• Exhibit B - Fees
19. Notices.
All notices which are required or may be given pursuant to this Agreement (a "Notice") shall be in
writing and deemed duly delivered with proof of receipt if delivered in person, by certified first class or
express mail requiring a return receipt, by courier requiring a signature as evidence of receipt, or by
electronic transmission or other telegraphic means provided official proof of receipt can be validated. All
such Notices shall be addressed as follows:
If to the Customer:
Registered Address:
Grant County
Attn: Michele Jaderlund - Auditor
35 C Street NW
PO Box 37
Ephrata, WA 98823
If to SoftResources:
Registered Address:
SoftResources LLC
11411 NE 124th Street, Suite 270
Kirkland, WA 98034
Either party may change its address or addressee for the purposes of this Section 18 by written notice to
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the other in accordance with this Section 18 and shall be deemed given when received.
20. Entire Aereement.
This Agreement and any document referred to herein constitute the entire agreement, and supersede all
prior or contemporaneous agreements, commitments, representations or understandings, whether oral
or written, between the parties with respect to the subject matter hereof. This Agreement may not be
modified or amended except in writing signed by authorized representatives of both parties.
IN WITNESS WHEREOF, the undersigned authorized signatories, intending to be legally bound, have duly
executed this Agreement to become effective as of the date first above written.
By:
Name (print):
Title:
Date:
SoftResources LLC
(SoftResources)
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Grant County, WA
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Exhibit A — Scope of Work
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Exhibit B — Fee Schedule
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
Exhibit A — Scope of Work
SoftResources will perform the following Work Plan organized by Activities. Some tasks and deliverables
within different Activities may be performed concurrently.
It is understood that the following modules/functionality are in scope for the ERP project:
• Accounting
General Ledger, Budget, Accounts Receivable, Accounts Payable, Purchasing,
Inventory, Fixed Assets, Payroll, Cash Receipts, Payment Card Processing
• HRIS
Human Resources, Payroll, Employee Timecard
Additional functionality will be considered from an integration perspective including: SmartGov
(Community Development), Laserfiche (Document Management), Quickbooks POS, NovaTime (Time nad
Attendance), WinCamm (Fleet Management) and potentially other systems.
County Staff Participation. SoftResources will partner with the County and work with the Project
Steering Committee throughout the project. Other key staff will participate in 3 days of workshops,
presentation of deliverables, and 7 days of demos only as it relates to their specific duties and
responsibilities.
Work Plan
® Activity 1— ERP Assessment
a. Project Launch and
Obiective: SoftResources will work with the County to set up, kickoff,
Management
and manage the project as follows:
• Meet the ERP Steering Committee, collect contact information,
advise the County with team roles and responsibilities as needed.
• Discuss and align expectations for the contracted scope of work, line
of communication, resource availability and constraints, drivers and
objectives.
• Prepare documents that will be used to manage the selection as
requested - this may include (Project Plan, Communication Plan,
and/or Status Report) and set up Project Teams -collaboration tool if
requested.
• Manage and monitor project, provide regular updates, resolve issues
through completion.
b. ERP Assessment
Objective: Visit the County and facilitate a series of workshops to assess
the County's current ERP environment as follows:
• Work with the County to plan 3 -days of workshops (organized by
function/module), determine attendees (e.g., stakeholders,
executive management, IT, subject matter experts, key users, etc.).
We will develop the Workshop Schedule and deliver to the County
for review.
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
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• Review existing documentation provided by the County that will
orient SoftResources to the County's current ERP situation.
• Travel to Ephrata, WA (or conduct meetings via web conference) to
facilitate 3 days of workshops as scheduled. Use interactive style
interviewing with participants to assess the following:
✓ Analyze how the current ERP system is used, and identify
workarounds, Excel spreadsheets, and manual processes.
✓ Analyze current technical environment including databases,
interfaces, and infrastructure, technology initiatives, vision, etc.
✓ Gather user needs, what does/does not work in current system,
provide vision for the future.
✓ Analyze as -is processes that are broken and manual that may
be improved with modern technology.
✓ Conduct clarification calls with the County as needed.
c. Business Process
Obiective: Using the information gathered during the workshops,
Observations
develop in table format business process observations and
recommendations as follows:
• SoftResources will identify key broken processes and
recommendations for improvement. This will be delivered in table
format for the County to consider as it implements a new ERP
solution.
d. Requirements
Obiective: SoftResources will identify key functional and technical ERP
Definition
requirements for new ERP software as follows:
• Define the ERP key requirements based on the information gathered
during the workshops, review of the County documentation, and our
experience to identify and prioritize the requirements
(approximately 150-300 key requirements).
• Prepare the ERP Key Requirements document that will be used to
evaluate vendor options. Requirements will be prioritized: Required,
Important, Nice to Have, and Explore.
• Deliver the Key Requirements document to the County via email and
web conference. The County will provide one source of feedback.
SoftResources will edit and finalize the document and return to the
County for acceptance.
e. Request for Proposal
Objective: SoftResources will prepare an RFP for ERP Software and
Implementation Services that meets the County's Purchasing
requirements as follows:
• Prepare a draft RFP for ERP Software and work with the County to
incorporate purchasing requirements. The approved Key
Requirements will be inserted.
• Deliver the draft RFP to the County via email and teleconference.
The County will review and provide feedback. SoftResources will edit
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
19 Activity 2 — ERP Vendor Evaluation
the RFP with feedback, finalize and return the RFP to the County for
Obiective: Use SoftResources' Selection Methodology to evaluate
final approval.
returned vendor proposals in order to identify a recommended short list
• Prepare the Long List of ERP Vendors that may be a fit for the
of approximately 3 qualified vendors as follows:
County along with contact information that should be made aware
• Initial Review of Vendor Proposals. The County will receive vendor
of the RFP. Deliver to the County for review, input and acceptance.
proposals and send one hard copy and one soft copy of each
• The County will issue the RFP and SoftResources will notify the
respondent to SoftResources. SoftResources will conduct initial
vendors on the Long List of the RFP.
• Assist the County to manage the RFP solicitation, issue addenda,
conduct pre -bidder conference as needed, and liaise between the
County and vendors. We recommend the RFP be active a minimum
of four weeks.
f. Requirements Analysis
Objective: SoftResources will prepare a PowerPoint presentation based
Report
on the ERP Assessment findings and present to County.
• SoftResources will develop the Report (10-15 slides) using Microsoft
PowerPoint to summarize the ERP Assessment findings from the
following deliverables:
✓ Highlights from the Business Process Observations and
Recommendations (document delivered).
✓ ERP Key Requirements will be summarized (document
delivered).
✓ Summarize the RFP for ERP Software and Long List of ERP
Vendors (documents delivered).
✓ Summarize strategy and next steps for the vendor selection and
answer questions.
• Deliver the Requirements Analysis Report to the County for final
approval and present on-site to the County.
Deliverables
1. Project Plan, Communications Plan and Status Report
2. Workshop Schedule
3. Business Process Observations and Recommendations
4. Key ERP Requirements Document
5. RFP for ERP Software
6. Long List of ERP Vendors
7. Requirements Analysis Report
19 Activity 2 — ERP Vendor Evaluation
a. Vendor Analysis
Obiective: Use SoftResources' Selection Methodology to evaluate
returned vendor proposals in order to identify a recommended short list
of approximately 3 qualified vendors as follows:
• Initial Review of Vendor Proposals. The County will receive vendor
proposals and send one hard copy and one soft copy of each
respondent to SoftResources. SoftResources will conduct initial
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
Activity 3 - ERP Demos
is
review and vendors will be eliminated or elevated based on the
Obiective: Develop an ERP Demo Script based on the County's Key
following analysis:
Requirements to provide structure to the Short List vendor's software
✓ RFP Compliance
demonstrations.
✓ Vendor Experience with similar entities
• Build the ERP Demo Script using the County's Key Requirements. The
✓ Cost Estimates (software, implementation, training, etc.)
Demo Script will enable the County to focus on the most important
✓ Implementation Team
functionality and allow them to evaluate the vendors on an equal
✓ County -Specific Requirements
basis.
• Detailed Vendor Fit Analysis. Conduct conference calls with the
• The Demo Schedule will be included that details times allotted for
elevated vendor's resources to validate and clarify information
each module/function.
provided in their responses. We will analyze fit to Key Requirements,
vendor viability, cost, implementation assumptions, technical
environment, similar clients, etc.
b. Vendor Short List
Objective: Identify the recommended ERP Vendor Short List and present
to the County. The County will review and make the final determination
of the vendors that will be selected for the Short List.
• Based on the vendor analysis, SoftResources will identify
approximately 3 vendors who are a good match to the County's ERP
Key Requirements.
• We will then develop the Short List Comparison Chart detailing the
vendor's fit to the County's key requirements. This Chart provides a
fit/gap comparison of the finalist vendor solutions and highlights
their strengths and weaknesses as they compare to the County's key
requirements.
• Prepare an executive -level Short List Presentation in PowerPoint
that will summarize the vendor analysis, findings, cost estimates,
recommendations and present the results of the analysis via web -
conference.
Deliverables
8. Short List Comparison Chart
9. Short List Presentation
Activity 3 - ERP Demos
is
a. Demo Script
Obiective: Develop an ERP Demo Script based on the County's Key
Requirements to provide structure to the Short List vendor's software
demonstrations.
• Build the ERP Demo Script using the County's Key Requirements. The
Demo Script will enable the County to focus on the most important
functionality and allow them to evaluate the vendors on an equal
basis.
• The Demo Schedule will be included that details times allotted for
each module/function.
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
cs Activity 4 — Decision
• The County will review the Demo Script and provide feedback. The
Obiective: Assist the County to conduct due diligence and to make the
County may consider adding Business Case Scenarios to the Script
final decision.
(SoftResources will advise).
• SoftResources will advise the County as they conduct due diligence
• SoftResources will finalize the Demo Script.
b. Demo Preparation
Objective: Prepare the County and the ERP short list vendors for a
the vendors in further detail. The County may conduct any or all the
successful demo process as follows:
following due diligence activities:
• Work with the County to schedule the vendors for demos (anticipate
o Reference Checks — contact vendor references to assess how
three 2 -day demos) and assist with the logistics of preparing for live
the system is used by similar customers and feedback about the
demonstrations.
software and vendor.
• Work with the County to set up and facilitate Pre -Demo Meetings
with each shortlisted vendor via web conference (typically 1-2 hours
per vendor). The Pre -Demo Meetings allow the vendors to ask
questions so they can properly prepare for the Demos. We
recommend the vendors be allowed 3-4 weeks to prepare for the
on-site scripted demos.
c. Facilitate Demos
Objective: On-site demos allow the County to see and compare how
vendors handle key business processes.
• SoftResources will prepare the Demo Feedback Form and provide
this to the County attendees. County attendees will record feedback
and rankings for the demo sessions they attend. SoftResources will
collect Demo Feedback forms from each session.
• SoftResources will come on-site and facilitate the vendor demos,
keep vendors on track, keep County staff on track, manage
questions and concerns, and note follow up items.
• At the conclusion of the vendor demos, SoftResources will conduct a
Demo Wrap Up Meeting to review demo feedback and help the
County identify key areas to evaluate through the due diligence and
decision process.
Deliverables
10. Demo Script
11. Demo Feedback Form
12. Facilitate Demos and Wrap Up Meeting
cs Activity 4 — Decision
a. Due Diligence
Obiective: Assist the County to conduct due diligence and to make the
final decision.
• SoftResources will advise the County as they conduct due diligence
activities and provide tools/templates that can be used to evaluate
the vendors in further detail. The County may conduct any or all the
following due diligence activities:
o Reference Checks — contact vendor references to assess how
the system is used by similar customers and feedback about the
software and vendor.
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
aActivity 5 - Contract Review
o Due Diligence Demos — set up and conduct additional demos
Objective: SoftResources will assist the County with contract review and
(typically web -conference) for functionality that requires a
negotiation with one finalist vendor as follows:
more detailed look.
• Review vendor contract documents and provide redlined
o Other Due Diligence Activities — work with the County to
recommended changes to the contract. This review will include the
conduct other due diligence activities such as follow-up
software license/subscription pricing, terms and conditions, and
meetings, scoping discussions, implementation assumptions
discussion points.
and other calls and meetings to gather the information the
• Discuss redlined recommendations with the County via web
County needs to make the decision.
conference and advise the County through the negotiation process.
• Manage vendor communications and questions, do follow up work,
(Note SoftResources is not a law firm; the County's legal counsel will
and continue to liaise with the vendors.
b. Decision Support
Obiective: Review the vendor analysis with the County and advise them
Obiective: SoftResources recommends the County negotiate the Vendor
as they make the final decision.
SOW before signing a contract to ensure resources and expectations are
• Work with the County to prepare for and participate in the Final
agreed to.
Decision Meeting on-site. Discuss vendor analysis gathered to date
• Review the SOW for the implementation and make redlined
and advise the County as they make the final decision. The County
recommended changes to the SOW.
will make the final vendor decision.
Deliverables
13. Due Diligence Tools/Templates
conference and advise the County through the SOW negotiations.
14. Final Decision Meeting
aActivity 5 - Contract Review
a. Contract Review
Objective: SoftResources will assist the County with contract review and
negotiation with one finalist vendor as follows:
• Review vendor contract documents and provide redlined
recommended changes to the contract. This review will include the
software license/subscription pricing, terms and conditions, and
discussion points.
• Discuss redlined recommendations with the County via web
conference and advise the County through the negotiation process.
(Note SoftResources is not a law firm; the County's legal counsel will
do a final review of the contract.)
b. Statement of Work
Obiective: SoftResources recommends the County negotiate the Vendor
(SOW) Review
SOW before signing a contract to ensure resources and expectations are
agreed to.
• Review the SOW for the implementation and make redlined
recommended changes to the SOW.
• Discuss redlined recommendations with the County via web
conference and advise the County through the SOW negotiations.
Deliverables
15. Contract — Redline and Review Comments
16. SOW — Redline and Review Comments
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
Activity 6 — Implementation Management
SoftResources can assist the County by providing Implementation Management for the
implementation of the selected software solution. We will work with the County's internal project
manager and the selected Vendor to facilitate, coordinate, and monitor the implementation of the
solution. Please note the tasks listed below is a detailed list and not all of them may be necessary for
the implementation at the County. SoftResources will work with the County to provide the right level
of services desired. We typically bill Time and Materials to allow for flexibility in the services
requested.
a. Implementation
Obiective: the SoftResources Project Manager (PM) will work with the
Planning
County and Vendor to set up the project and provide tools necessary to
manage the implementation project. We may provide any or all the
following:
• Pre -Implementation Planning
✓ Project Charter
✓ Project Governance
✓ Project Timeline — High Level
✓ Risk Management Plan
✓ Quality Control Plan
✓ Communication Plan
✓ Documentation Plan
✓ Change Management Plan
✓ Issues Resolution Plan
✓ Hardware Review
✓ Project Budget Monitoring
• Project Initiation
✓ Project Timeline (detailed)
✓ Project Team Roles and Responsibilities
✓ Task Management
✓ Milestones
✓ Hardware Installation Review
✓ Software Installation Review
✓ Meeting Management
✓ Project Collaboration Tools
✓ Status Reports
✓ Project Kickoff
b. Implementation
Objective: SoftResources PM will work with the County and Vendor to
facilitate and monitor the progress of the implementation, work with
the County to keep the project on track and on budget. Augment County
staff as necessary for key tasks that the County may need assistance
with. Implementation services may include any or all the following:
• Functionality and Process Review
✓ Discovery Sessions
✓ Management Reports
✓ Regulatory Reports
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
✓ Documentation
✓ Questions
✓ Process Improvement Opportunities
✓ Policy or Process Changes
✓ Software Configuration Review
• Proiect Monitoring
✓ Team Scheduling and Assignments
✓ Staff Contact
✓ Project Status Reports (Bi -Weekly)
✓ Project Cost/Invoice Tracking
✓ Milestone Tracking
✓ Issues and Action Items
✓ Decision Log
✓ Project Communication
✓ Manage Change Orders
✓ Resolve Project Staffing
✓ Vendor Compliance Monitoring
✓ Monitor Project Risk
✓ Maintain and Provide Project Records Upon Request
• Meeting Management
✓ Project Status Meetings
✓ Steering Committee Meetings
✓ Executive Meetings
✓ Prepare Notices for Public Meetings
✓ Public Hearing Meetings
✓ Additional Meetings
✓ Meeting Minutes
✓ Meeting Follow-up
• Security
✓ Network Security
✓ Software Security
✓ Define Software Role
✓ Define Users
✓ Assign Roles to Users
✓ Disaster Recovery Plans
• Software Configuration and Data Conversion
✓ Software Configuration
✓ Interface or Integration
✓ Data Conversion Plan
✓ Legacy Data Scrubbing
✓ Data Extraction Templates
✓ Data Validation
✓ Cut Over Plan
✓ Forms Development
✓ Custom Reports Development
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Exhibit A — Scope of Work
Project: ERP Software Selection and Implementation Consultant
Page 9
• Pilot Testing/Procedures Creation
✓ Testing Plan
✓ Test Scripts
✓ Application Testing —Subject Matter Experts
✓ Application Testing — End Users
✓ Application Testing — External Users
✓ Stress Testing
✓ Test Issues Monitoring
• End User Training
✓ Training Plan
✓ Training Schedule
✓ Training Logistics — Date, Time, Place
✓ Training Materials
• Go -Live
✓ Go -Live Checklist
✓ System Cut Over
✓ Go Live Issue Documentation
✓ Future Phase Planning
✓ Optimization Workshop
c. Post -Implementation
Provide Post -Implementation services to the County as the project
transitions from an implementation project to an ongoing maintenance
and support operation for the new system. Post -Implementation
services may include any or all the following:
• Post -Implementation Preparation
✓ Documentation of Outstanding Items (e.g., Issues Log, Errors
Log)
✓ Develop On-going Training Plan
✓ Strategy and Buy -in for Long -Term User Adoption
✓ Prioritize User Groups / Meetings, Community
• Post -Implementation Audit
✓ Project Archive (e.g., store project artifacts for posterity)
✓ Project Debrief (e.g., project objectives, effectiveness, lessons
learned)
✓ Budget Review
• System Adoption
✓ On-going Support Plan
✓ Usability Testing
✓ Implement On-going Training Plan
✓ 6 -Month System Audit
✓ Recommendations for System Optimization
Deliverables
17. Depends on services selected
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Exhibit B — Fee Schedule
Project: ERP Software Selection and Implementation Consultant
Exhibit B — Fee Schedule
The following are the fixed fee schedule for the Scope of Work. Travel expenses are charged as incurred
and include airfare, rental car, hotel, parking fees, tolls, per diem (GSA rate) for meals and sundry
expenses while traveling. Every effort is made to secure reasonable rates for all expenses. We have
planned for five on-site trips and provided an estimate for expenses in the fee schedule, but the actuals
may be more or less than the estimate. SoftResources can do all services remotely through web
conference due to COVID travel limitations. This would reduce or eliminate travel expenses for the
project.
SoftResources bills monthly on percent of services completed plus any travel expenses incurred within
the month. Invoice payment is due net -30 days of invoice date.
Detailed Hour and Fee Sheet for Grant County ERP Software Selection and Implementation Project
Project Project
Work Performed by Phase Manager Consultant Total Hours Fees
Billing Rate $175 $175
a. Demo Script
8
16
24
a. Vendor Analysis 32
b. Vendor Short List 12
Total Hours 44
Activity 1 - ERP Assessment
a. Project Launch and Management
16
8
24
4,200
b. ERP Assessment (Workshops = 3 days on-site)
30
30
60
10,500
c. Business Process Observations
8
12
20
3,500
d. Requirements Definition
12
20
32
5,600
e. Request for Proposal
16
24
40
7,000
f. Requirements Analysis Report (on-site meeting)
4
4
8
1,400
Total Hours 86
98
184
32,200
a. Demo Script
8
16
24
a. Vendor Analysis 32
b. Vendor Short List 12
Total Hours 44
32
20
52
64
32
96
11,200
5,600
16,800
a. Demo Script
8
16
24
4,200
b. Demo Preparation
10
4
14
2,450
c. Facilitate Demo (3 2 -day demos + wrap up)
58
4
62
10,850
Total Hours 76
24
100
17,500
Decision
Due Diligence
20
10
30
5,250
b. Decision Support (on-site meeting)
12
8
20
3,500
Total Hours 32
18
50
8,750
Activity 5 - Contract Review
a. Contract Review
30
0
30
5,250
b. Statement of Work Review
30
0
30
5,250
Total Hours 60
0
60
10,500
Subtotal Fixed Fees 298 192 490 85,750
Total Estimated Expenses $3,912
Total Fixed Fees and Estimated Expenses $89,662
Page 10
Exhibit B — Fee Schedule
Project: ERP Software Selection and Implementation Consultant
Estimated Travel Expenses
Trip 1 -Workshops (3 days on-site)
Mileage Rate $0.58 X 350 miles x 1 trip $203
Per Diem $55/day x 3 days x 2 persons 330
Hotel $150/night x 3 nights x 2 persons 900
$1,433
Trip 2 - Requirements Analysis Report Presentation
Mileage Rate $0.58 x 350 miles x 1 trip $203
Per Diem $55/day x 1 day x 2 persons 110
Hotel $175/night x 1 night x 2 persons 350
$663
Trips 3 & 4 - Demo Facilitation (3 2 -day demos + wrap up)
Mileage Rate $0.58 x 350 miles x 2 tips $406
Per Diem $55/day x 8 days x 1 person 440
Hotel $150/night x 8 nights x 1 person 1,200
$2,046
Trip 5 - Final Decision Presentation Meeting
Mileage Rate $0.58 x 350 miles x 1 trip $203
Per Diem $55/day x 1 day x 1 person 55
Hotel $175/night x 1 night x 1 person 175
$433
Total Estiamted Travel Expenses $ 3,912
Implementation Management Services
Implementation Management will be scoped with the County at a later date in order to allow for
flexibility in the services requested. However, we have provided the following rough estimate for
budgeting purposes. Please note that the actual fees charged may be more or less than the estimate
depending on the services requested by the County.
Page 11
Fees
Description
Implementation Management for ERP implementation:
— Assumes 40 to 48 hours / month x 18 months at $175/hour
$126,000 to $151,200
Expenses — billed as incurred:
— $1,500 / trip (3 days on-site) x 18 trips (estimate)
$27,000
Estimated Total
$153,000 to $178,200
Page 11