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HomeMy WebLinkAbout2023-15 RFP Tigard ERP Project Staffing C240009 Executed CITY OF TIGARD-CONTRACT SUMMARY&ROUTING FORM Contract Overview Contract/Amendment Number: C240009 Contract Start Date: 08/18/2023 Contract End Date: 08/31/2025 Contract Title: Tigard ERP Project Staffing Contractor Name: Data Climb Contract Manager: Kathy Nyland Department: IT Contract Costs Original Contract Amount: $1,100,000.00 Total All Previous Amendments: n/a Total of this Amendment: n/a Total Contract Amount: $1,100,000.00 Procurement Authority Contract Type: Personal Services Procurement Type: Formal RFP >$150K Solicitation Number: 2023-15 LCRB Date: 08/15/2023 Account String: Fund-Division-Account Work Order—Activity Type Amount FY 24 600-2300-54017 $1,100,000.00 FY Contracts & Purchasing Approval Purchasing Signature: Comments: DocuSign Routing Route for Signature Name Email Address Contractor Clarence J. Clark Clarence.clark@data-climb.com City of Tigard Steve Rymer stever@tigard-or.gov Final Distribution Contractor Clarence J. Clark Clarence.clark@data-climb.com Project Manager Kathy Nyland kathyn@tigard-or.gov Project Manager Eric Kang Eric.kang@tigard-or.gov Buyer Toni Riccardi tonir@tigard-or.gov DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD MiCity ofTigard l Request for Proposal (RFP) TIGARD, . 4 TIGARD ERP PROJECT STAFFING RFP 2023-15 Proposals Due: Thursday,June 22, 2023—10:00 a.m. local time Proposer must submit one (1) electronic copy in portable document format (pdf). Submit Proposals To: ContractsPurchasing@tigard-or.gov Direct Questions To: Toni Riccardi Phone: (503) 718-2518 Email: tonir@tigard-or.gov 11Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Attachment A. Proposal Certifications ATTACHMENT A PROPOSAL.CERTIFICATIONS The Contractor agrees not to discriminate against any client,employee or applicant for employment or for services,because of race,color,religion,sex,national origin,handicap or age with regard to,but not limited to,the following:employment upgrading,demotion or transfer;recruitment or recruitment advertising; layoffs or termination;rates of pay or other forms of compensation;selection for training;rendition of services.It is further understood that any Contractor who is in violation of this clause shall be barred from receiving awards of any contract from the City,unless a satisfactory showing is made that discriminatory practices have terminated and that a recurrence of such acts is unlikely. Agreed by: Clarence J.Clark Contractor Name: DATA CLIMB,LLC Resident Certificate Please Check One: U Resident Contractor:Contractor has paid unemployment taxes and income taxes in this state during the last twelve calendar months immediately preceding the submission of this proposal Or 13 Non-resident Contractor:Contractor does not qualify under requirement stated above. (Please specify your state of residence: Illinois Officer's signature: Type or print officer's name: Clarence J. 1_,"- I June 22, 2023 I Page 27 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 II! ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Attachment B. Proposal Form ATTACI-LMENT B PROPOSAL FORM RFP 223-15 Tigard ERP Project Staffing The Contractor named below submits this proposal in response to the Request for Proposals (RFP) for the contract named above and warrants that the Contractor has carefully reviewed the RFP and that this proposal represents the Contractor's full response to the requirements described in the RFP. The Contractor further warrants that if this proposal is accepted,the Contractor agrees to all terms and conditions found in the sample contract(Attachment C),and will provide all necessary labor,mateyuls. equipment,and other means required to complete the work in accordance with the requirements of the RFP and contract documents. The Contractor hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in the sample contract. • Indicate in the affirmative by initialing here: The Contractor certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition. Lae Contractor hereby acknowledges receipt of Addendum Nos. _ 2 _, to this RFP. Name of Contractor: DATA CLIMB,LLC Business Address: 205 N.Michigan Ave,Suite 810 Chicago,IL 60601 Telephone Number: (404)788-0048 Fax Number: (404)549-2653 Email Address: elarence. data-climb.com Authorized Signature: ` 96 jil Printed/Typed Name: Clarence J. bark Title: Managing Principal Date: June 22,2023 13IPage June 22, 2023 I Page 28 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD Contract Number C240009 CITY OF TIGARD,OREGON PERSONAL SERVICES CONTRACT TIGARD ERP PROJECT STAFFING THIS AGREEMENT made and entered into by and between the City of Tigard, a municipal corporation of the State of Oregon,hereinafter called City,and Data Climb,hereinafter called Contractor. RECITALS WHEREAS,the City's 2024 fiscal year budget provides for services related to ERP Project Staffing and WHEREAS, City has need for the services of a company with ability, knowledge, and experience possessed by Contractor;and WHEREAS, The City issued Request for Proposals No. 2023-15, inviting proposals from Contractors with certain ability,knowledge,and experience;and WHEREAS,Contractor submitted a response to the RFP and the City has determined that Contractor is qualified and capable of performing the services as City does hereinafter require, under those terms and conditions set forth, THEREFORE,the parties agree as follows: 1. EFFECTIVE DATE/CONTRACT TERM The term of this Agreement is effective on August 18, 2023, or upon the date this Agreement is fully executed by both parties,whichever is later,and expires on August 31,2025,unless otherwise terminated or extended. All work under this Agreement must be completed prior to the expiration of this Agreement. 2. SERVICES TO BE PROVIDED The nature, scope, and performance characteristics, and scope of the services and the required time specifications for Contractor's performance under this Agreement are set forth in Exhibit B, incorporated herein by reference. 3. COMPENSATION The City agrees to pay Contractor for satisfactorily completed services in accordance with the rates outlined in Exhibit B. The total amount paid to the Contractor by the City may not exceed One Million One Hundred Thousand and No/Dollars ($1,100,000.00)without a written contract amendment signed by authorized representatives of both parties. 4. PAYMENTS Payments made to Contractor will be based upon the following applicable terms: A. Contractor will invoice onsite travel expenses separately from performance of services and other expenses. For onsite travel to the City, Contractor will follow the City policy and guidelines for travel and provide the City with an estimate of expenses two (2)weeks prior to the planned onsite travel. The City will review these expenses and provide the 41Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD Contractor with an approval. B. Payment will be made in installments based on Contractor's invoice and not more frequently than monthly. Unless otherwise agreed, payment will be made only for work actually completed as of the date of invoice. C. Payment by City releases City from any further obligation for payment to Contractor for services performed or expenses incurred as of the date of the invoice. Payment may not be considered acceptance or approval of any work or waiver of any defects therein. D. The City certifies that sufficient funds are available and authorized for this Agreement during the current fiscal year. Funding during future fiscal years is subject to budget approval by Tigard's City Council 5. METHOD &PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS All notices, bills and payments will be made in writing and may be given by personal delivery, mail, or by fax. Payments may be made by personal delivery, mail, or electronic transfer. The following addresses will be used to transmit notices,bills,payments,and other information: ITY OF TIGARD DATA LIM I Attn: Kathy Nyland Attn: Clarence J. Clark Address: 13125 SW Hall Boulevard Address: 205 N. Michigan Ave, Ste 810 Tigard, Oregon 97223 Chicago, IL 60601 Phone: (503) 718-2412 Phone: (312) 763-9608 Email: kathynAtigard-or.gov Email: Clarence.Clark@data-climb.com Notice will be deemed given upon deposit in the United States mail,postage prepaid,or when so faxed,upon successful fax. In all other instances,notices,bills and payments will be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to who notices, bills, and payments are to be given by giving written notice pursuant to this paragraph. 6. OWNERSHIP OF WORK PRODUCT The City is the owner of and is entitled to possession of any and all work products of Contractor which result from this Agreement, including any computations, plans, correspondence, or pertinent data and information gathered by or computed by Contractor prior to termination of this Agreement by Contractor or upon completion of the work pursuant to this Agreement.Any intellectual property rights delivered to the City under this Agreement and Contractor's services rendered in the performance of Contractor's obligations under this Agreement,will be provided to the City free and clear of any and all restrictions on or conditions of use,transfer,modification, or assignment. 7. ASSIGNMENT/DELEGATION Neither party may assign,sublet or transfer any interest in or duty under this Agreement without the written consent of the other and no assignment has any force or effect unless and until the other party has consented. If City agrees to assignment of tasks to a subcontract, Contractor is fully responsible for the acts or omissions of any subcontractors and of all persons employed by them. Neither the approval by City of any subcontractor nor anything contained herein creates 51Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD any contractual relation between the subcontractor and City. The provisions of this Agreement are binding upon and will inure to the benefit of the parties to the Agreement and their respective successors and assigns. 8. REPRESENTATIONS AND WARRANTIES In addition to other representations and warranties set forth in this Agreement, Contractor represents and warrants to the City that the services will be performed in accordance with the same professional skill,care,diligence,standards,and generally accepted professional practices as other professionals performing the same or similar services in the same or similar localities under similar conditions. Neither acceptance of the work nor payment therefore relieves Contractor from liability under warranties contained in or implied by this Agreement. Contractor is familiar and will comply with all federal, state,and local laws,regulations,executive orders,and ordinances applicable to the performance of the work under this Agreement. 9. ERRORS Contractor will perform such additional work as may be necessary to correct errors in the work required under this Agreement without undue delays and without additional cost. 10. STATUS OF CONTRACTOR AS INDEPENDENT CONTRACTOR Contractor certifies that: A. Contractor acknowledges that for all purposes related to this Agreement,Contractor is an independent contractor as defined by ORS 670.600 and not an employee of City. Contractor is not entitled to benefits of any kind to which an employee of City is entitled and is solely responsible for all payments and taxes required by law. Furthermore, in the event that Contractor is found by a court of law or any administrative agency to be an employee of City for any purpose, City is entitled to offset compensation due, or to demand repayment of any amounts paid to Contractor under the terms of this Agreement, to the full extent of any benefits or other remuneration Contractor receives (from City or third party) as a result of said finding and to the full extent of any payments that City is required to make (to Contractor or to a third party) as a result of said finding. B. Contractor is not an officer,employee,or agent of the City as those terms are used in ORS 30.265. 11. CONFLICT OF INTEREST The undersigned Contractor hereby represents that no employee of the City, or any partnership or corporation in which a City employee has an interest,has or will receive any remuneration of any description from Contractor, either directly or indirectly, in connection with the letting or performance of this Agreement,except as specifically declared in writing. If this payment is to be charged against Federal funds, Contractor certifies that he/she is not currently employed by the Federal Government and the amount charged does not exceed their normal charge for the type of service provided. 12. INDEMNIFICATION City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Agreement. Contractor represents that all of its work will be performed in 61Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state,and local laws,it being understood that acceptance of a Contractor's work by City will not operate as a waiver or release. Contractor agrees to indemnify and defend the City, its officers, employees, agents, and representatives and hold them harmless from any and all liability,causes of action,claims,losses, damages, judgments, or other costs or expenses, including attorney's fees and witness costs (at both trial and appeal level,whether or not a trial or appeal ever takes place including any hearing before federal or state administrative agencies),that may be asserted by any person or entity which in any way arise from, during, or in connection with the performance of the work described in this contract,except liability arising out of the sole negligence of the City and its employees. Such indemnification will also cover claims brought against the City under state or federal worker's compensation laws. If any aspect of this indemnity is found to be illegal or invalid for any reason whatsoever, such illegality or invalidity does not affect the validity of the remainder of this indemnification. 13. INSURANCE Contractor and its subcontractors must maintain insurance acceptable to City in full force and effect throughout the term of this Agreement. Such insurance must cover risks arising directly or indirectly out of Contractor's activities or work hereunder, including the operations of its subcontractors of any tier. A. Standard Coverage.The policy or policies of insurance maintained by the Contractor must provide at least the limits and coverages in Exhibit A of this Agreement.The procuring of such required insurance will not be construed to limit Contractor's liability hereunder. Notwithstanding said insurance, Contractor is obligated for the total amount of any damage,injury, or loss caused by negligence or neglect connected with this Agreement. B. Workers' Compensation. The Contractor, its subcontractors, if any, and all employers providing work,labor,or materials under this Agreement that are subject employers under the Oregon Workers' Compensation Law must comply with ORS 656.017,which requires them to provide workers' compensation coverage that satisfies Oregon law for all their subject workers. Out-of-state employers must provide Oregon workers' compensation coverage for their workers who work at a single location within Oregon for more than 30 days in a calendar year. Contractors who perform work without the assistance or labor of any employee need not obtain workers' compensation coverage. All non-exempt employers must provide Employer's Liability Insurance with coverage limits of not less than$1,000,000 each accident. C. Additional Insured Provision. All required insurance policies, other than Workers' Compensation and Professional Liability, must name the City its officers, employees, agents, and representatives as additional insureds with respect to this Agreement. D. Insurance Carrier Rating. Coverages provided by the Contractor must be underwritten by an insurance company deemed acceptable by the City. All policies of insurance must be written by companies having an A.M. Best rating of"A-VII" or better, or equivalent. The City reserves the right to reject all or any insurance carrier(s)with an unacceptable financial rating. 71Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD E. Self-Insurance. The City understands that some contractors may self-insure for business risks and the City will consider whether such self-insurance is acceptable if it meets the minimum insurance requirements for the type of coverage required. If Contractor is self- insured for commercial general liability or automobile liability insurance, Contractor must provide evidence of such self-insurance. Contractor must provide a Certificate of Insurance showing evidence of the coverage amounts on a form acceptable to the City. The City reserves the right in its sole discretion to determine whether self-insurance is adequate. F. Primary Coverage Clarification. The parties agree that Contractor's coverage is primary to the extent permitted by law. The parties further agree that other insurance maintained by the City is excess and not contributory insurance with the insurance required in this section. G. Cross-Liability Clause. A cross-liability clause or separation of insureds clause will be included in the general liability policy required by this Agreement. H. Certificates of Insurance. As evidence of the insurance coverage required by the Agreement, Contractor will furnish a Certificate of Insurance to the City. No Agreement is effective until the required Certificates of Insurance have been received and approved by the City.The certificate will specify and document all provisions within this Agreement and include a copy of Additional Insured Endorsement (other than Workers' Compensation and Professional Liability). All certificates, including renewals are forwarded to: contractspurchasing@tigard-or.gov 14.TERMINATION WITHOUT CAUSE At any time and without cause,City has the right in its sole discretion to terminate this Agreement by giving notice to Contractor. If City terminates this Agreement pursuant to this paragraph,City will pay Contractor for services rendered to the date of termination. 15.TERMINATION WITH CAUSE A. City may terminate this Agreement effective upon delivery of written notice to Contractor, or at such later date as may be established by City, under any of the following conditions: 1) If City funding from federal,state,local,or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services. This Agreement may be modified to accommodate a reduction in funds. 2) If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement. 3) If any license or certificate required by law or regulation to be held by Contractor,its subcontractors, agents, and employees to provide the services required by this Agreement is for any reason denied,revoked, or not renewed. 4) If Contractor becomes insolvent,if voluntary or involuntary petition in bankruptcy is filed by or against Contractor,if a receiver or trustee is appointed for Contractor,or if there is an assignment for the benefit of creditors of Contractor. Any such termination of this Agreement under paragraph (A)will be without prejudice to any obligations or liabilities of either party already accrued prior to such termination. B. City by written notice of default (including breach of contract) to Contractor, may 81Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD terminate the whole or any part of this Agreement: 1) If Contractor fails to provide services called for by this Agreement within the time specified, or 2) If Contractor fails to perform any of the other provisions of this Agreement or fails to pursue the work as to endanger performance of this Agreement in accordance with its terms, and after receipt of written notice from City, fails to correct such failures within ten (10) days or such other period as City may authorize. The rights and remedies of City provided above related to defaults (including breach of contract) by Contractor are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. If City terminates this Agreement under paragraph (B), Contractor will be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred, provided, that the City may deduct the amount of damages, if any, sustained by City due to breach of contract by Contractor. Damages for breach of contract include those allowed by Oregon law, reasonable and necessary attorney fees, and other costs of litigation at trial and upon appeal. 16. SURVIVAL The terms, conditions, representations, and warranties contained in this Agreement survive the termination or expiration of this Agreement. 17. STATUTORILY REQUIRED PROVISIONS A. Contractor will pay to the Department of Revenue all sums withheld from employees [Required by ORS 316.167]. B. Contractor will pay all contributions or amounts due the Industrial Accident Fund from the contractor or any subcontractor in the performance of this Agreement. [Required by ORS 279B.220(2)] C. As a condition of this Agreement, Contractor will make payment promptly,as due, to all persons supplying labor or materials for the performance of the work provided for in this Agreement. [Required by ORS 279B.220 (1)] D. In accordance with ORS 279B.235, the following are hereby incorporated in full by this reference: 1) Contractor may not employ an individual for more than 10 hours in any one day, or 40 hours in any one week, except as provided by law. For contracts for personal services, as defined in ORS 279A.055, Contractor must pay employees at least time and a half pay for all overtime the employees work in excess of 40 hours in any one week,except for employees who are excluded under ORS 653.010 to 653.261 or under 29 U.S.C. 201 to 209 from receiving overtime. 2) Contractor must give notice in writing to employees who work on a public contract, either at the time of hire or before commencement of work on the contract, or by positing a notice in a location frequented by employees, of the number of hours per day and days per week that the employees may be required to work. 3) Contractor may not prohibit any of Contractor's employees from discussing the employee's rate of wage,salary,benefits or other compensation with another employee 91Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD or another person and may not retaliate against an employee who discusses the employee's rate of wage,salary,benefits or other compensation with another employee or another person. 4) Contractor must comply with the pay equity provisions in ORS 652.220. Compliance is a material element of this Agreement and failure to comply will be deemed a breach that entitles City to terminate this Agreement for cause. E. Contractor may not permit any lien or claim to be filed or prosecuted against the City on any account of any labor or material furnished. [Required by ORS 279B.220 (3)] F. Contractor represents and warrants that Contractor is, to the best of the undersigned's knowledge, not in violation of any Oregon tax laws including but not limited to ORS 305.620 and ORS Chapters 316, 317, and 318. Contractor's failure to comply with the tax laws of this state or a political subdivision of this state before the Contractor executed this Agreement or during the term of this Agreement is a default for which the City may terminate this Agreement and seek damages and other relief available under the terms of this Agreement or applicable law. [Required by ORS 279B.045] G. Contractor will promptly,as due,make payment to any person,co-partnership,association, or corporation, furnishing medical, surgical, and hospital care or other needed care and attention, incident to sickness or injury, to the employees of Contractor, of all sums that Contractor agrees to pay for the services and all moneys and sums that Contractor collected or deducted from the wages of employees pursuant to any law, contract, or agreement for the purpose of providing or paying for services. [Required by ORS 279B.230 (1)] H. If Contractor fails, neglects, or refuses to make prompt payment of any claim for labor or services furnished to Contractor or a subcontractor by any person as such claim becomes due,Contractor is liable for the amount of the unpaid overtime wages and in an additional amount equal to the unpaid overtime wages as liquidated damages. [Required by ORS 279B.020 (9)] 18. MISCELLANEOUS PROVISIONS A. Choice of Law, Venue. The provisions of this Agreement are governed by Oregon law. Venue will be the State of Oregon Circuit Court in Washington County or the U.S.District Court for Oregon, Portland. B. Attorney's Fees. In the event an action,suit of proceeding,including appeal,is brought for failure to observe any of the terms of this Agreement, each party is responsible for that party's own attorney fees, expenses, costs and disbursements for the action, suit, proceeding, or appeal. C. Business License. Contractor must obtain, prior to the execution of any performance under this Agreement, a City of Tigard Business License. The Tigard Business License is based on a calendar year with a December 31s` expiration date. New businesses operating in Tigard after June 30th of the current year will pay a pro-rated fee through the end of the calendar year. D. Electronic Signatures. City may use Electronic Signatures as defined in the Electronic 101Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD Signatures in Global and National Commerce Act. Under ORS 84.014. Contractor's consent is not required for this Agreement to be executed using Electronic Signatures. Even if ORS 84.014 is determined to be inapplicable or invalid, Contractor grants such consent. E. Retirement System. Contractor and its employees, if any, are not active members of the Oregon Public Employees Retirement System and are not employed for a total of 600 hours or more in the calendar year by any public employer participating in the Retirement System. F. Hazardous Materials. Contractor will comply with all federal Occupational Safety and Health Administration (OSHA) requirements and all Oregon safety and health requirements. In accordance with OSHA and Oregon OSHA Hazard Communication Rules, if any goods or services provided under this Agreement may release, or otherwise result in an exposure to, a hazardous chemical under normal conditions of use (for example, employees of a construction contractor working on-site), it is the responsibility of Contractor to provide the City with the following information: all applicable Safety Data Sheets, the identity of the chemical/s, how Contractor will inform employees about any precautions necessary, an explanation of any labeling system, and the safe work practices to prevent exposure. In addition,Contractor must label,tag,or mark such goods. 19.ACCESS TO RECORDS Contractor will maintain a copy of work products related to the performance of services under this Agreement in a location designated by the City on the City Microsoft SharePoint Server and such work product will be the property of the City.The contractor shall maintain all other records relating to this Agreement for three (3) years after final payment unless a longer retention is requested by the City in writing. The City may examine, audit, and copy Contractor's books, documents, papers, and records relating to this Agreement at any time during this period upon reasonable notice. Copies of these records must be made available upon request. Payments for the reasonable cost of requested copies will be made by the City. 20. AUDIT RIGHTS The City may conduct financial and performance audits of the billings and services specified in this Agreement at any time in the course of the Agreement and during the three (3) year period established by Section 22 of this Agreement. Audits will be conducted in accordance with generally accepted auditing standards as promulgated in Government Auditing Standards by the Comptroller General of the United States Government Accountability Office. If an audit discloses that payments to Contractor exceed the amount to which the Contractor was entitled, the Contractor will repay the amount of the excess to the City. 21. FORCE MAJEURE Neither City nor Contractor will be considered in default because of any delays in completion and responsibilities hereunder due to causes beyond the control and without fault or negligence on the part of the parties so disenabled,including but not restricted to,an act of God or of a public enemy, civil unrest, volcano, earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually severe weather or delay of subcontractor or supplies due to such cause;provided that the Parties so disenabled will,within ten (10) days from the beginning of such delay,notify the other party in writing of the cause of delay and its probable extent. Such notification will not be the basis for a claim for additional compensation. Each Party will, 111Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD however,make all reasonable efforts to remove or eliminate such a cause of delay or default and will, upon cessation of the cause, diligently pursue performance of its obligation under the Agreement. 22. NON-WAIVER The failure of City to insist upon or enforce strict performance by Contractor of any of the terms of this Agreement or to exercise any rights hereunder should not be construed as a waiver or relinquishment to any extent of its rights to assert or rely upon such terms or rights on any future occasion. 23. NON-DISCRIMINATION Contractor will comply with all federal, state, and local laws, codes, regulations, and ordinances applicable to the provision of services under this Agreement,including,without limitation: A. Title VI of the Civil Rights Act of 1964; B. Section V of the Rehabilitation Act of 1973; C. The Americans with Disabilities Act of 1990, as amended by the ADA Amendments Act (ADAAA) of 2008 (Pub L No 101- 336); and D. ORS 659A.142,including all amendments of and regulations and administrative rules,and all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. 24. MERGER;MODIFICATION This writing is intended both as a final expression of the Agreement between the parties with respect to the included terms and as a complete and exclusive statement of the terms of the Agreement. No modification of this Agreement will be effective unless and until it is made in writing and signed by both parties. 25. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES Contractor will comply with all applicable federal, state and local laws, rules and regulations applicable to the work in this Agreement. 26. SEVERABILITY In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any court of competent jurisdiction,the validity of the remaining terms and provisions will not be impaired unless the illegal or unenforceable provision affects a significant right or responsibility, in which case the adversely affected party may request renegotiation of the Agreement and, if negotiations fail,may terminate the Agreement. 27. CONFLICT BETWEEN TERMS Any exhibits, schedules or other attachments referenced in this Agreement are part of this Agreement.In the event of conflict between a provision in the main body of the Agreement and a provision in the exhibits, schedules or other attachments, the provisions in the main body of the Agreement will control. [signature page follows] 121Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD IN WITNESS WHEREOF, City and Contractor have caused this Agreement to be executed by their duly authorized officials. Approved by Tigard's Local Contract Review Board at their August 15, 2023, meeting. CITY OF TIGARD DATA CLIMB By•rDocuSigned by: �—DoocyuySigned by: st. l we'eDf... By: ao `ktt- 3. Steve Rymer Clarence 3. Clark Name: Name: City Manager Managing Principal Title: Title: 8/23/2023 8/23/2023 Date: Date: 131Pa - c DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD EXHIBIT A PERSONAL SERVICES AGREEMENT STANDARD INSURANCE REQUIREMENTS 1. COMMERCIAL GENERAL LIABILITY INSURANCE. Contractor will obtain, at Contractor's expense, and keep in effect during the term of this Agreement, comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an "occurrence" form (CG 2010 1185 or equivalent. This coverage must include Contractual Liability insurance for the indemnity provided under this Agreement. ❑ Not required. COMMERCIAL GENERAL LIABILITY INSURANCE with limits of not less than:®$1,000,000/$2,000,000 ❑ $2,000,000/$3,000,000 ❑ Other: $ each occurrence/aggregate for Bodily Injury and Property Damage. ❑ ADDITIONAL INSURED ENDORSEMENT not required. 2. COMMERCIAL AUTOMOBILE LIABILITY INSURANCE. Contractor must also obtain, at Contractor's expense,and keep in effect during the term of the Agreement,commercial Automobile Liability coverage including coverage for all owned,hired,and non-owned vehicles on an"occurrence" form. ❑ Not required. Driving is not included in the scope of work for this Agreement and the City will not reimburse for any travel expenses. AUTOMOBILE LIABILITY INSURANCE with a combined single limit,or the equivalent of not less than: n No requirement in excess of that provided for under state law.®$2,000,000 ❑ Other: $ each accident for Bodily Injury and Property Damage. If Contractor uses a personally-owned vehicle for business use under this Agreement, the Contractor will obtain at Contractor's expense, and keep in effect during the term of the Agreement, business automobile liability coverage for all owned vehicles on an "occurrence" form with a combined single limit, or the equivalent of not less than: ❑ No requirement in excess of that provided for under state law.®$2,000,000 n Other: $ each accident for Bodily Injury and Property Damage. n ADDITIONAL INSURED ENDORSEMENT not required. 141Page DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD 3. PROFESSIONAL LIABILITY INSURANCE ® Not required. PROFESSIONAL LIABILITY INSURANCE with a combined single limit, or the equivalent,of not less than: 17$1,000,000/$3,000,000 17$2,000,000/$4,000,000 n Other: $ each occurrence/aggregate to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this Agreement. ® ADDITIONAL INSURED ENDORSEMENT not required. 4. OTHER COVERAGE REQUIRED ❑ EMPLOYEE DISHONESTY AND MONEY AND SECURITIES INSURANCE with a limit of not less than$ to cover Theft,Disappearance and Destruction of cash or negotiable securities in the care, custody or control of the contractor for City or on behalf of City clients. ❑ CYBER LIABILITY INSURANCE with limits of not less than $ to cover first party data breach forensic examination/investigation expenses,liability for claims or losses that result from breach of security or protected data,losses for first party damage to networks or other digital assets, losses for first-party business interruption, costs of regulatory investigations, and regulatory fines and/or penalties including but not limited to PCI-DSS fines, penalties and assessment. n PHYSICAL ABUSE AND MOLESTATION INSURANCE with limits of not less than $ to cover actual or threatened physical abuse,mental injury,sexual molestation,or negligent employment,supervision,investigation,reporting to proper authorities or retention of any person for whom the Contractor is responsible for, including but not limited to Contractor and Contractor's employees and volunteers. Coverage can be provided by a separate policy or as an endorsement to the general or professional liability policies. n OTHER (describe coverage and limits): DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD y5 i r . i iu7 . �. r q 1 Welcome to I 7._ "..f,_,.---__..---.....,-. T I GA R D -,4 rvirrl--.. _ A Phi=to Call timc 0.,) DATA CLIMB RFP 2023-15 ERP Project Staffing Technical Proposal Presented to Toni Riccardi Contracts and Purchasing City of Tigard June 22, 2023 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 June 22, 2023 Toni Riccardi Contracts and Purchasing 13125 SW Hall Blvd. Tigard, OR 97223 Re: RFP 2023-15 ERP Project Staffing Dear Ms. Riccardi: It is our pleasure to propose services in response to your Tigard ERP Project Staffing Request for Proposal (RFP).We have reviewed the documents related to this RFP and believe we have the expertise, resources, and experience needed to meet the qualifications for providing a high-quality solution at a competitive price. Our proposal and pricing are guaranteed for 120 days, and we take no exceptions to the contract terms listed in the RFP. We are very excited about this opportunity to partner with the City of Tigard! DATA CLIMB, LLC, is a management and technology consultancy specializing in ERP solutions and we have worked with most of the leading systems vendors. We understand the transformational nature of ERP projects and have the resources and services to comprehensively cover the entire scope of your project. We have experience with multiple implementations of Munis ERP and other Tyler Technologies solutions, and we will bring a combination of expertise in project management, business analysis, organizational change management, business process improvement, and system implementation. We will use this expertise to help the City implement on-time, on-budget and with high end-user adoption that will drive the return on your investment. You will see from our past experience that we have previously assisted several clients with similar projects, and we have the methodologies and tools needed to successfully complete your project. Our ERP System Implementation and Organizational Change Readiness Methodologies will serve as the framework for providing our services and for working with the Tyler Teams. We hope to have the opportunity to assist you with this important project. Please reach me with any questions or for further information about our submitted proposal using the contact information below. Name: Clarence J. Clark Address: 205 N. Michigan Ave, Suite 810, Chicago, IL 60601 Phone: (404) 788-0048 Email: clarence.clark@data-climb.com Sincerely, Clarence J. Clark Managing Principal June 22, 2023 I Page 2 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N. Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Table of Contents Transmittal Page 2 A. Firm Qualifications and Project Team 4 Our Firm 4 Experience Supporting Government Agencies 4 Business Management Analyst Resources 5 References 5 B. Project Understanding and Approach 6 ERP Implementation Methodology and Approach 6 Organizational Change Readiness Methodology and Approach 8 Work Tasks, Activities, and Deliverable Work Products 10 Timeline 19 Project Reviews 19 Project Completion 20 C. Project Management 21 Project Manager Experience 21 Firm Principal Involvement 22 Key Personnel 22 Roles and Key Responsibilities 22 Relevant Experience 25 Cost Proposal 26 Attachment A. Proposal Certifications 27 Attachment B. Proposal Form 28 Appendix A. Resumes 29 June 22, 2023 I Page 3 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 A. Firm Qualifications and Project Team DATA CLIMB is a technology and management consulting firm specializing in Enterprise Resource Planning Systems implementations. Below are more details on our firm and our qualifications to assist the City of Tigard with this important project. Our Firm DATA CLIMB, LLC, is an information technology and management consultancy that specializing in all the services needed to support Enterprise Resource Planning (ERP) and other enterprise systems implementation projects. We are an S-Corporation that was founded by three principal owners who had more than 80 years of combined technology experience. For two (2) years prior to the firm's founding, our principals developed significant chemistry from working together as consultants on a Tyler Technologies system implementation. After this experience, they decided to form a partnership. So, in 2019, they established DATA CLIMB and decided to make ERP technology services a core part of the service offering. In our relatively short existence, we have assisted clients with multiple implementations or Tyler and other ERP systems. We are a Minority Business Enterprise (MBE) certified firm with the National Minority Supplier Diversity Council headquartered in Chicago, with additional offices in Atlanta and Houston. We will manage the project from our headquarters, which is located at 205 North Michigan Avenue, Suite 810, Chicago, Illinois, 60601. As our name implies, we are a System Integrator with highly qualified, senior resources who have the data and technical skillsets needed to select and implement cloud-based and on-premises ERP solutions. What differentiates us from other firms is that we actually have the functional and technical skillsets and services to effectively cover all phases of any ERP program, from needs assessment to vendor selection, to implementation and deployment. We also have services to assist with every portion of the work effort, including the following: • Program management • Stakeholder engagement • Requirements analysis • Application configuration • Business process reengineering • Data conversion, migration, and cleansing • Organizational change readiness • Quality assurance testing • Learning and enablement • Systems integration • Communications • Solution architecture and infrastructure • Leadership alignment • Cloud migration Experience Supporting Government Agencies As mentioned above, our specific focus on ERP implementations in the public sector makes us well qualified to assist the City. In fact, 70% of our engagements to date have been in the public sector, and 90% of them were ERP implementations. Cloud migrations were a part of 100% of our ERP projects, and we provided project management for 90% of them. We also have all of the complementary services needed to assist the City, including, business analysis and process improvement, project management and organizational change readiness. Our experience helping multiple clients with Tyler implementations provides us with a great breadth of experience in June 22, 2023 I Page 4 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 meeting project challenges and delivering on-time solutions that are a good fit. We believe that our proposal demonstrates these differentiating factors through our staff, past experience, approach, methodologies and best practices. Business Management Analyst Resources Our specific focus on assisting government agencies with ERP implementations means that we have the resources, services, and methods to effectively complete the scope of work in the City's RFP. We have staffed our firm with well-qualified resources who have significant experience assisting government agencies. They have both the functional and technical resources to effectively cover all phases of the City's project. We will deploy two (2) of our Business Analysts to serve as the HR/Payroll and Utilities Billing Analysts, and an Organizational Change Manager to serve as the Management Analyst. These resources are able to serve as business management analysts and have expertise in all the areas of need described in the City's RFP, including strategic planning, project management, business process, policy and procedure analysis, organizational development and project communications. They will be available to work 20-30 hours per week and be flexible to working one of two schedules identified in the RFP; either four (4) days a week, Monday through Thursday, or five (5) days a week, Monday through Friday. We will work with the City to determine the final work schedule for each resource. Our resources will follow the DATA CLIMB ERP Implementation and Organizational Change Readiness (OR) Methodologies as a guide to the approach, tasks, activities, and deliverables that will be used to complete the scope of work for the project. They are accustomed to working with Project Directors in a team-based environment and autonomously, when needed, to conduct project activities. Due to the nature of ERP implementations, they are also familiar with hybrid work models and have developed effective methods for both on-site and remote work using Microsoft Teams, Zoom, GoToMeeting and other software conferencing and collaboration platforms. Our methodologies are explained in more detail in Section B. Project Understanding and Approach. We have also provided resumes for more details on the qualification of our proposed resources. References Although not requested in the City RFP, providing references is a part of our standard RFP response protocol. Therefore, we have provided the references below for our work on similar ERP projects. Client Contact Information Village of Orland Park, Illinois Kevin Wachtel, Director of Finance 14700 Ravinia, Orland Park, IL 60462 kwachtel©orlandpark.org (708) 403-6199 State of Illinois Michael Bailey, Director (Former) (Subcontractor to GNC Consulting) Michael.bailey@gnc-consulting.com (312) 560-4798 201 W. Adams St, Springfield, IL 62701 Cook County Government, Illinois Steve Edmondson, CIO (Retired) 118 N. Clark St., Unit 112, Chicago, IL 60602 Stevee6278(a�aol.com (973) 610-3732 June 22, 2023 I Page 5 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 B. Project Understanding and Approach Our Proposal Response Team has reviewed the RFP and developed a good understanding of the City's requirements. In fact, we have helped clients before with implementations that were almost identical to the City's project, including all the Munis modules identified in your RFP for Finance, Payroll, Human Resources, Utility Billing, 311/Civic engagement services, Permitting and Licensing, Public Works Asset Management, Municipal Court and Enterprise Data Analytics. Therefore, we propose to use the DATA CLIMB ERP Implementation and Organizational Change Readiness Methodologies as the framework for our overall approach to fulfilling the scope of work for this project. Our methods align well with the Tyler Munis Implementation Methodology, and they will be tailored to specific City needs. Our proposed Director is very familiar with these methods from assisting clients with multiple similar Tyler implementations. More details on these methodologies may be found in the following sections. ERP Implementation Methodology and Approach We propose an approach that will align with the Munis Implementation Methodology that has been deployed on our other Tyler projects. Below is an explanation of the activities included in each phase of our proposed implementation approach. We find that this structure aligns well with the Tyler approach to Munis ERP implementations. Our project management team will manage the work effort and address functional and technical tasks, activities, and deliverables not undertaken by the Tyler Team, such as business process alignment, organizational change management and readiness, User Acceptance Testing, Coordination of End- user Training, Communications, data conversion, cleansing and transformation, systems integration, and any on-premises solution architecture. Many of the initial tasks for project planning and requirements gathering we would traditionally perform during this phase will have already been completed as a part of the Upgrade Assessment. Therefore, we expect that the overall timeline will be a little shorter than that of a full system implementation. However, we will work with the Tyler Team to develop a plan that meets all the City's needs. The following illustrates depicts the methodology we use for Tyler system implementations. We will further modify this approach, as needed as we work with the City and Tyler Teams to plan this phase of the work effort. June 22, 2023 I Page 6 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA C L I M B 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Planning and HyperCare Startup 11J Definition 2 Configuration Validation 4 Deployment J and Closure • Help Plan Project • Review the Tyler Current • Confirm Future State • Validate Solution • Execute Production Go- • Conduct HyperCare Kickoff Meeting State/Future State Analysis Solution Finalize Solution live Project Support •• Perform Stakeholder • Validate Solution Design • Perform Gap Analysis Configuration • Document Post Go-live • Document List of Assessment • Finalize Workstream • Refine Processes • Finalize Business Issues Production Issues • Develop the Project Plan Educate Change Network Processes • Plan for HyperCare • Deploy Sustainment •Requirements • Document and Analyze • Deploy End-user Support Campaign Traceability Matrix Assess Training Needs Current State Processes Adoption Campaign • Develop Sustainment • Conduct Final • Establish RAID Log • Conduct Change Impact Develop Adoption Customize Training Campaign Plan Evaluation of End- • Develop WBS Analysis Campaign Materials • Conduct Training user Adoption • Profile Data Conversion Develop Change Agent • Develop Training Plan • Conduct UAT Refresher Courses • Document Lessons Requirements Network • Develop Communications • Perform Weekly Learned • Conduct EUT • Document Integration • Develop Systems Plan Workstream Status • Closeout RAID Log • Develop and Distribute Reporting Catalog Integration Approach • Map End-user Profiles • Confirm Project Communications • Manage RAID Log items Acceptance • Develop Approach to • Develop Data Conversion • Assist with Data • Perform Mock Training and Strategy Conversion • Store Final Project Communications Conversions Deliverables • Identify System • Draft GA Testing Strategy • Develop Cutover • Develop Workstream Modification Requirements Draft Migration and Deployment Plan • Closeout Project Status Report Format • Perform Workstream Production Deployment • Transition to Vendor •Status Reporting Strategies Prepare Departments Support • • Manage RAID Items • Perform Workstream Perform ep Workstream Status Reporting Status Reporting • Manage RAID Log Items • Manage RAID Log Items Phase 0. Planning and Startup We refer to this first phase as Phase 0 of the implementation effort. It is used to start up the project, conduct the Kickoff Meeting, and develop the project plans for each workstream that will be incorporated into an Integrated Project Plan for the whole project. We will also conduct other activities to support requirements gathering, business process analysis, solution validation, data conversion, system integration, organizational readiness, training and communications, workstream status reporting, as well as the tracking and management of Risks, Action Items, Issues, and Decisions (RAID). Phase 1. Definition As the Tyler Implementation Team hosts the Current State/Future State Solution Confirmation, our team will participate in these sessions and help document system requirements. While this is taking place, we will use our Phase 1. Definition to conduct activities to review and validate the solution design against the City's requirements and identify any initial gaps. We will also analyze and document business processes, analyze change impacts, develop a network of City Change Agents from each impacted department, and develop the strategy and approach to data conversion, system integration and modification, and to initiate status reporting and management of the RAID Log. Our objectives during this phase are to support the development of Future State changes to systems, processes, and organizational structures. Phase 2. Configuration While the Tyler Team is conducting training on how to configure the solution, the DATA CLIMB Team will use Phase 2 to review the solution and identify any gaps. We will also refine Future State business process maps, educate the Change Network, manage Stakeholders, develop and distribute project communications, and perform other organizational change readiness activities. Our work effort will include assisting the Tyler and City Leads with data conversion, quality assurance (QA) testing, system June 22, 2023 I Page 7 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 integration and modification. Our Management Analyst will take responsibility for planning and organizing User Acceptance Testing (UAT) and End-user Training (EUT) during this phase. We will also work with the Tyler and City Teams to develop strategies for data migration and deployment into the Production system environment. Phase 3. Validation As the solution is being configured and prepared for use, Phase 3 will be spent working with the Tyler Team to finalize the solution configuration and perform project duties that are assigned by the Tyler PMs and ICs. We will also assist the City with system testing, data conversions, and finalizing business processes that align with the Munis applications. Our Management Analyst will help customize training materials and conduct UAT and EUT. They will also deploy the campaign of organizational readiness activities that will promote system usage and the adoption of the new business processes, policies and procedures. This will help prepare departments for the changes to come. Our team will work with the City and Tyler Technical Leads to develop a final Cutover Deployment Plan and socialize it across the project team and with City Stakeholders. Phase 4. Deployment During Phase 4, we will work to execute the Cutover Deployment Plan and go live with the system in the Production environment. Our Team will assist with identifying and tracking issues to resolution and assessing the need for additional training during HyperCare Support. Phase 5. HyperCare and Closure In our final Phase 5, we will provide post Go-live support and document any outstanding issues and lessons learned. Our Management Analyst will perform a final evaluation of end-user system adoption, and we will ensure that all project deliverables are stored in the agreed upon location for City access. We will then close out the project and assist the City with transitioning from the Tyler Implementation and Deployment Teams to Tyler Support. Organizational Change Readiness Methodology and Approach It is our belief that Organizational Change Management, is critical to the success of any ERP project. We use the term Organizational Change Readiness (OR) to describe this discipline, because it provides the structure and governance model for helping our government clients prepare departments for the changes that result from an ERP implementation. That is why OR is one of the core services we offer, and we have developed a comprehensive methodology and approach to help the City's departments prepare for the changes to come. Our OR Methodology will bring methods for addressing all the change disciplines, including Leadership Alignment, Stakeholder Management, Change Impact Analysis, Organizational Transformation, Learning and Enablement, and Communications and Engagement, and we have tailored it to align with the Tyler Munis Implementation Methodology. We will work with the City and Tyler Team to develop a custom OR Plan that will further synchronize our activities and deliverables with the Tyler Methodology and Project Plan. Our proposed Management Analyst will work with the City to design and deploy a comprehensive OR Strategy and Program that addresses the City's business management analysis needs. The program June 22, 2023 I Page 8 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 will assess impacts to City systems, business processes, roles and responsibilities, and organizational structures, and help set and manage expectations with the end-user community. It will assist with preparing the impacted departments and end-users for the changes and it will have activities to educate City Stakeholders on their role in preparing for change and provide the tools they need to advocate and support the OR effort. A network of City Change Agents from each impacted department will be created to help inform end- users and manage expectations around the project. Our approach will be guided by industry-proven Best Practices, and our experience with previous Tyler Munis implementations, and include effective leadership and coaching activities to help lead the City through the four (4) progressive stages of the change experience below. Four Stages of Change IM. Understanding Adoption Sustainment Creates focus in the Builds on the awareness Highlights project Delivers the resources organization that the created to provide more progress, providing and tools used to project is happening, direct and specific updates, and informing provide the support, and distributes information regarding the the audience what they information and knowledge on what it is changes to occur need to know prior to incentives needed to about and when to training and during "sustain"adoption after expect changes and implementation of the implementation benefits change The Change Readiness effort will address the four (4) key areas of importance, Leadership Alignment and Stakeholder Management, Organizational Transformation, Communications and Engagement, and Learning and Enablement. The following is a description of each change area. Change Area Description Leadership Alignment Development and deployment of a plan to align leadership with the and Stakeholder project visions and goals, and to engage and manage Stakeholder Management participation in the project. Organizational Identification and analysis of changes that will impact the City Transformation systems, business processes, and organizational structures. Development and execution of the plan to assist with preparedness for the transformation that will take place, including reengineering processes to align with the Munis ERP system. Communications and Development and management of the plan for communicating with Engagement and engaging the project team, Stakeholders, and end-users. June 22, 2023 I Page 9 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Change Area Description Learning and Enablement Development and oversight of the plan for training City UAT Testers and end users on adoption of the new system and processes During each stage of the change process, we will work across five (5) dimensions: Planning, Engagement, Communications, Business Process, Policy and Procedure Transition, Training and Enablement. The intersection of these four stages and five dimensions produces activities and deliverables that will ultimately help drive the ERP changes across the City. Below is an example of the typical OR activities that are conducted during each stage of the change lifecycle. Awareness Understanding Adoption ElE1 Planning • Develop Change Readiness Plan • Develop Training&UAT • Refine Training Plan • Prepare for next g Plans Workstream • Conduct Kickoff • Leader Alignment • Conduct UAT • Conduct Follow Up • Perform Stakeholder Analysis • Educate Change Network • Conduct Follow Up Change Readiness Engagement • Develop Change Network • Conduct Follow Up Change Change Readiness Assessment • Conduct Initial Change Readiness Readiness Assessment Assessment Assessment • Communications Strategy&Plan • Develop Communications • Conduct Adoption • Conduct Sustainment • Initial Stakeholder for Understanding Phase, Campaign&Change Campaign Communications Communications Change Readiness&Change Impact Communications Communications • Kickoff Communications Network • Awareness Campaign Launch Business • Review and understand Current • Define Future State • Align Process,Policy and • Transition to new Process, Policy State • Develop Detailed Change Procedure Transition Business Process,Policy • Perform High-level Change Impact Analysis • Refine Future state and and Procedure and Procedure Impact Analysis • Create Change Stories Change Impact Analysis Transition • Define Training Strategy and • Assess Training Needs • Develop Training • Conduct Post Go-live Training and Approach • Develop User Profile Materials Training Refresher Enablement Mapping • Roles and Responsibilities • Evaluate Training • Determine Training Materials • Conduct Training Effectiveness Work Tasks, Activities, and Deliverable Work Products We have found it a best practice to follow the ERP vendor's methodology for implementing the solution. Therefore, we will follow the Tyler Methodology for the system implementation. We have used our ERP Implementation Methodology and our recent Munis implementation experience to organize our proposed work tasks, activities, and deliverable work products. Our methods are closely aligned with the Tyler Methodology to facilitate completion of our work. Below we have described our approach to completing these tasks during each phase of the project. Our resources will complete these tasks and others, as assigned by the Tyler PMs and Implementation Consultants. Phase 0. Planning and Startup We will execute the following tasks and activities during the first phase of the project. • Kickoff the Project— Help plan and participate in project start up and perform initial planning. June 22, 2023 I Page 10 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 ■ Perform Stakeholder Assessment— Develop a list of Project Stakeholders from City Leadership and each impacted department, and assess their goals, objectives, and alignment with the vision of the project. ■ Develop the Requirements Traceability Matrix (RTM)— Create the numbered and prioritized matrix of City functional and technical requirements. ■ Establish the RAID Log — Determine the tools, site location, and maintenance processes for the log the PMO will use to monitor, track, and report on project Risks, Action Items, Issues, and Decisions. ■ Develop the Workstream Project Plan and Work Breakdown Structure (WBS)—Work with the Project Director and Tyler PMs to develop a work breakdown structure for each workstream. ■ Perform Data Profiling for Conversion —Work with the Data Conversion Lead to identify data sources and perform a high-level analysis on requirements prior to conversion. ■ Document the High-level Integration Catalog —Work with the City Technical Lead(s) to develop a catalog of legacy source systems that will be integrated with the Munis system. ■ Develop the Organizational Change Readiness (OR) Strategy and Approach —Work with the City to develop the OR Strategy and Approach, including Leadership Alignment, Stakeholder Engagement, Change Impact Analysis, Develop Approach to Training (e.g., in-person instructor-led, remote, and web-based, etc.) and types and modes of project communications (e.g., email, newsletter, website, etc.), and Communications. ■ Develop Workstream Status Report— Develop the format for the Workstream Status Report. Our work efforts will result in the following deliverables for Phase 0. Nbr Deliverables Description 1. Kickoff Meeting Initial meeting to introduce the project, its vision, purpose, goals, and objectives to the Project Team and Stakeholders 2. Stakeholder Assessment Identification of impacted City Stakeholders and assessment of their goals and objectives for the project 3. Requirements Traceability Matrix of City requirements that is numbered and prioritized, used Matrix (RTM) for tracing fulfillment across the system design, configuration, and testing 4. RAID Log Project log for Risks, Action Items, Issues, and Decisions 5. Workstream Work Blueprint of project schedule, scope, due dates, and deliverables Breakdown Structure for all phases, including the WBS in Microsoft Project Plan, or (WBS) similar tool 6. Data Profile Preliminary high-level assessment of data migration requirements that identifies legacy source systems, ETL strategies and tools, and potential concerns June 22, 2023 I Page 11 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Nbr Deliverables Description 7. Integration Catalog Listing of all required legacy system integrations with the Munis ERP systems 8. Organizational Readiness Approach and Plan for OR methods and activities (OR) Approach and Plan 9. Training Strategy and High-level Strategy for conducting training of UAT Testers and Approach end-users, and communicating with the project team (e.g., in- person instructor-led, remote, and web-based, etc.) 10. Communications Approach Approach and plan for project communications, including and Plan audience, cadence, type, mode, etc. 11. Weekly Workstream Status Format for weekly Tracking, and reporting of workstream progress Report Phase 1. Definition The Definition Phase will be conducted as the Tyler Team is performing the review of the Current State and developing the Future State. We will participate in these review sessions and perform the following tasks and activities to support this effort. • Current State/Future State Review- Participate in the Tyler review and analysis of the Current State and Future State • Validate Solution Design — Review requirements and validate the system design against the Requirements Traceability Matrix and identify business processes, current system support, and software usage targeted for improvement. • Finalize Workstream Project Plan and WBS — Make any necessary adjustments to the project plan and WBS, based on assessment and prioritization of requirements. • Perform Business Process Analysis—Analyze and document current business processes, policies, and procedures for redundancies, gaps, and inefficiencies. • Conduct Change Impact Analysis— Determine the impacts to systems, business processes, policies and procedures, and departmental roles, responsibilities, and organizational structures that will result from the implementation. • Develop the Data Conversion Strategy—Work with the City and Tyler to determine tools and methods for data extraction, transformation, and load, and the plan for using the Tyler Data Conversion Templates versus Import Tools, etc. • Develop the Integration Approach —Work with the Tyler and City Technical Teams to develop the detailed system integration requirements. • Document Modifications Requirements —Work with the Tyler and City teams to identify and document the need for any modifications to the Tyler Munis systems. June 22, 2023 I Page 12 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 • Perform Weekly Project Workstream Status Reporting - Monitor and provide weekly reporting of progress on the project workstreams. • Identify and Document RAID Log Items - Identify any Risks, Action Items, Issues, and major Decisions. We will produce the following deliverables during Phase 1. Nbr Deliverables Description 1. Review of Tyler Current Perform a review of the Tyler Current state/Future State State/Future State Analysis documents 2. Solution Design Validation Manage the recommended Tyler system design against the established City requirements and identify gaps 3. Final Workstream Project Refined and final Workstream Project Plan that includes any Plan changes identified during the Definition Phase 4. Business Process Analysis Documentation and analysis and of current state business processes, policies, and procedures 5. Change Impact Analysis Documentation and analysis of impacts to City systems, business process, and organizations 6. Change Network Network of Change Agents that represent each impacted department 7. Systems Integration High-level plan for integrating legacy applications with the Munis Approach systems, including the preferred process, tools, resources, and timing of interface activities 8. Data Conversion Strategy High-level plan for converting legacy data into the Munis systems, including the process, tools, resources, and timing of migration activities 9. System Modifications Analysis of needed modifications to existing Munis functionality for Requirements each system 10. Weekly Workstream Status Monitoring, tracking, and status reporting of workstream progress Reporting 11. RAID Log Management Identification, documentation, monitoring, tracking, mitigation, reporting and management of RAID items June 22, 2023 I Page 13 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Phase 2. Configuration The Tyler ICs will train the City on how to configure the system. We will assist with the Tyler effort, and perform the tasks and activities below during Phase 2. ■ Final System Configuration — Work with the Tyler PMs and ICs to complete develop the solution configuration, including analysis of any gaps in system functionality usage, support, and how they will be closed. Ensure that the RTM and the Tyler Current State/Future State documents are updated with City requirements. ■ Perform Business Process Refinement — Manage the finalization of reengineered business processes, policies, and procedures; automate manual processes, eliminate duplicate processes, and close gaps with incomplete and disconnected processes. ■ Educate Change Network — Conduct training sessions with the City Change Agents on change management concepts and plan. ■ Assess Training Needs — Determine City training needs for the implementation, including end-user groups, training materials, training delivery, logistics, etc. ■ Develop Adoption Campaign—Construct the plan for End-user adoption of system, business process, and organizational changes ■ Develop Training and Communications Plans—Draft plans for training end-users and communicating project information and updates. ■ Perform End-user Profile Mapping — Map End-user business roles to system roles and security access ■ Conduct Data Conversion Activities — Assist with data conversion activities needed for the Solution Confirmation and Testing efforts. ■ Draft Quality Assurance Testing Strategy — Work with the Tyler PM and ICs, and the City QA Test Lead to draft the strategy for solution testing, including types of testing, timelines, roles and responsibilities, etc. ■ Draft Migration and Cutover Deployment Plans—Work with Tyler and City resources to draft the plans for migration of system configuration and data between environments and final cut-over to the production environment. Our deliverables will include the following for Phase 2. Nbr Deliverables Description 1. Future State Solution Future State Solution Design and Configuration 2. Gap Analysis Identification and analysis of any gaps between the City's requirements and the Munis systems capabilities 3. Business Process Assist the City with identifying final changes to business Refinement processes, policies, and procedures 4. Change Network Education Training of Change Agents on change management principles June 22, 2023 I Page 14 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Nbr Deliverables Description and plan 5. Training Needs Assessment Analysis of City training needs for the implementation project 6. End-user Adoption Campaign Plan for ensuring adoption of changes by End-users Plan 7. Training Plan Plan for training UAT Testers and End-users, including the audiences, materials, trainers, and scheduling logistics 8. Communications Plan Plan for communicating with project team members and Stakeholders 9. End-user Profile Mapping Identification of End-user system and data access requirements 10. Data Conversion Assistance Assistance with data conversion activities 11. Quality Assurance Testing Strategy for testing the solution, including the testing phases (e.g., Strategy Unit, SIT, UAT, etc.), timing, and RACI model of responsibilities 12. Migration and Cutover Initial draft of plan for managing migration of system configuration Deployment Plan Drafts and data between environments, and deployment of the Production environments 13. Weekly Workstream Status Continued monitoring, tracking, and status reporting of project Reporting workstream progress 14. RAID Log Management Continued identification, tracking, management, mitigation, and closure of RAID items Phase 3. Validation This next phase is critical to the success of the project. It involves the testing and validation of the system configuration against the City's requirements. This is done by the Tyler Team and we will use our Phase 3. to perform the additional tasks below to ensure every requirement is met. • Perform Validation of Solution Configuration — Organize and manage the validation of the solution configuration against the RTM and methods for gap closure with City Stakeholders and key departmental users. • Update Solution Configuration —Work with the Tyler and City Teams to make final system changes • Finalize Business Processes, Policies and Procedures — Use feedback from solution validation to finalize changes to business processes, policies, and procedures and align with system configuration. • Deploy End-user Adoption Campaign — Implement the Plan for End-user adoption. June 22, 2023 I Page 15 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 ■ Customize Training Materials — Leverage the existing Tyler training materials and customize them with City-specific content ■ Conduct User Acceptance Testing (UAT) - Perform User Acceptance Testing (UAT) with the City Testers ■ Conduct End-user Training (EUT) — Train End-users from each department on system use and redesigned business processes. ■ Distribute Project Communications — Develop messaging and distribute project communications to Stakeholders and End-user audiences ■ Perform Mock Conversions —Assist with conversion of all remaining data and performance of mock migrations in preparation for Go-live Cutover to the Production environment. ■ Finalize Go-live Cutover Deployment Plan—Work with the Tyler and City Technical Leads to complete the development of the Go-live Cutover Plan. ■ Prepare Departments for Change — Conduct final preparation for changes to system, process, and organizational structures. The Phase 3 deliverables are listed below. Nbr Deliverables Description 1. Solution Validation Review of the final solution configuration against the RTM and identify any gaps 2. Final Solution Configuration Identification and implementation of final changes to the solution configuration 3. Final Business Processes Finalization of business processes for Go-live 4. End-user Adoption Implementation of the End-user Adoption Campaign Campaign Deployment 5. Customized Training Updated training materials with City-specific content Materials 6. User Acceptance Testing Execution of UAT Plan (UAT) 7. End-user Training (EUT) Execution of EUT Plan 8. Project Communications Development and distribution of project communications 9. Mock Data Conversions Execution of mock data conversions in preparation for the final Go-live cutover 10. Cutover Deployment Plan Plan for deploying the system in the production environment and June 22, 2023 I Page 16 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Nbr Deliverables Description Go-live 11. Deployment Preparedness Departmental readiness for change impacts 12. Weekly Workstream Status Continued monitoring, tracking, and status reporting of project Reporting workstream progress 13. RAID Log Management Continued identification, tracking, management, mitigation, and closure of RAID items Phase 4. Deployment Our Phase 4 runs in parallel with the Tyler activities to deploy the solution in the Production environment, migrate data, and perform the Go-live. The DATA CLIMB Team will have responsibility for the following activities during Phase 4. ■ Production Cutover and Go-live — Assist with deployment of the solution in the Production environment and conduct Go-live. ■ Document outstanding issues — Identify, document, and track outstanding issues and software defects for transition to EBS Vendor support organization. ■ Develop the HyperCare Support Plan — Put plans in place for system support after Go-live. Nbr Deliverables Description 1. Production Go-live Work with Tyler to deploy the Munis system and related business processes, policies, and procedures 2. Post Go-live Issue Log Listing and tracking of all issues that arise after the Go-live 3. HyperCare Support Management of the project after the cutover into the production Plan environment; typically for 2-4 weeks 4. Sustainment Plan for sustaining changes after Go-live Campaign Plan 5. Weekly Workstream Continued monitoring, tracking, and status reporting of project Status Reporting workstream progress 6. RAID Log Continued identification, tracking, management, mitigation, and closure Management of RAID items June 22, 2023 I Page 17 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Phase 5. HyperCare and Closure We will finish the project by providing HyperCare Support for two (2) weeks after the Go-live, followed by project closure efforts. ■ Assist with HyperCare — Provide project support after production Go-live. ■ Document outstanding issues— List outstanding issues and defects for transition to Tyler Support. ■ Deploy Sustainment Campaign — Implement the plan for sustaining changes after Go-live. ■ Evaluate End-user Adoption —Analyze End-user adoption and identify plan for closing gaps. ■ Conduct Training Refreshers— Deploy additional short training courses ■ Document Lessons Learned — Develop a list of Lessons Learned during the course of implementing the solution ■ Perform Final Evaluation of End-user Adoption — Conduct a final analysis of End-user adoption and identify plan for closing gaps. ■ Closeout Project— Update all project deliverables and artifacts and store in the proper location. Our final deliverables for Phase 5 including the following. Nbr Deliverables Description 1. HyperCare Project Continue project support activities after the Go-live Support 2. Production Issues List Documentation of issues that arise post Go-live in the RAID Log and monitor and track them to resolution 3. Final End-user Final analysis of End-user Adoption Adoption Evaluation 4. Training Refresher Additional short courses to refresh End-user learning Courses 5. Lessons Learned List of lessons learned during the implementation project 6 Project Closeout Closure of project activities and archival of deliverables and artifacts June 22, 2023 I Page 18 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Timeline Nbr Project Phase Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 0 Project Planning and Startup EIM 1 Definition 2 Configuration 3 Validation MIEMM 4 Deployment ,moan 5 HyperCare and Closure We have typically seen Tyler Munis implementation timelines vary from 9-12+ months, depending on variables, such as the number of client personnel who are dedicated to the project, the percent they are dedicated and available to work on the project, the number and types of ERP modules being implemented, etc. Therefore, for the purposes of our proposal, we have shown the 12-month timeline above with indications of how much time may be needed for each of our proposed project phases. It is important to note that we realize this is a restart of the City project, which means there may be tasks, activities, and deliverables that were previously completed during the initial project start. We have assisted a client with a restart of a Munis system implementation and found that to be the case. So, if chosen to assist the City with this important project, one of our first steps will be to review the timeline with the City and Tyler teams and analyze resource requirements and availability and all other dependencies. We will perform top-down and bottom-up detailed analyses of the timeline to determine its feasibility. Once confirmed and agreed upon by the City and Tyler, we will develop a final project plan that will be deployed. Finally, we will align the delivery of our proposed work products with the timeline and will complete our deliverables for each of the above project phases. A risks that are identified as a part of our analysis will be monitored and tracked during the course of the project. Project Reviews The DATA CLIMB ERP Implementation Methodology provides for several points of input and review with the City. Our Project Team will conduct the following reviews to ensure satisfaction with the project and make sure that it is delivered on time and on budget with the highest possible quality. Project Meetings —Weekly meeting with the Core Project Team of City, Tyler, and DATA CLIMB Lead resources to review progress of against the project plan, risks and issues, and discuss next steps to keep the project on track. City Stakeholder have the opportunity to provide input during this meeting and raise concerns around any functional or technical area of project. Workstream Meetings —Weekly working sessions to review risks and develop mitigation plans, resolve issues, assign tasks, and discuss progress with tasks and deliverables. These meetings are conducted with City Leads and Subject Matter Experts in their respective areas and present an opportunity for these team members to provide input on detailed project tasks and activities. Ad hoc Reviews We will conduct ad hoc reviews at the request of the City to allow for additional feedback and input of project tasks, activities, and deliverables. June 22, 2023 I Page 19 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Project Completion Completing this project on time, within its scope and budget, with high end-user adoption, and to the City's satisfaction is our primary objective. We will accomplish this goal by deploying our ERP Implementation Methodology framework previously identified in this section. These methods were developed specifically for modern day implementations of Tyler and other ERP vendor software systems, and they have been refined over the course of several client projects. All of our past Tyler implementations were successfully completed using these methods. We have developed significant expertise from these client experiences, and we have tailored our methods to the requirements listed in the City RFP. We understand that this project is a restart of the implementation effort for the City. Therefore, we will work to leverage past work effort and deliverables as much as possible, and tailor our methods to meet the City's needs. This includes modifying or removing existing methods and adding tasks and activities, if needed. The following describes some of the key strategies we will deploy to complete the project. Utilization of the Tyler Methodology and Tools Most ERP vendors have developed methods, tools, and best practices for implementing their software systems. Tyler is no exception. Their methods and tools are designed to support the internal processes they use for guiding clients through system configuration, data conversion, testing, training, and deployment of the solution. These methods do not fully cover all the tasks needed to implement their systems, because they primarily focus on what Tyler needs to complete its deployment of the system into the client's production environment. Therefore, we have found it a best practice to follow the Tyler Methodology to accomplish these tasks. The DATA CLIMB Methodology focuses on the remaining tasks and activities that fall on the client's responsibility. Our previous experience has helped us understand this RACI model of responsibilities. We will deploy this understanding to facilitate successful completion of the City project. Rigorous Implementation Methods A comprehensive and rigorous Implementation Framework is important to the success of every ERP system project. It provides the day-to-day guidance needed to manage project activities, deliverables, and resources. Our Project Team will complete the project using our ERP Implementation Methodology and execute on tasks, activities, and deliverables as defined above in the Work Tasks, Activities, and Deliverable Work Products Section. It is important to note that we will make our efforts successful by developing strong working relationships with the Tyler and City Team Members and by proactively identifying and mitigating project risks. Proactive Risk and Issue Management and Escalation We will work to proactively identify risks and issues in the weekly workstream meetings and working sessions. Risks will be raised within 24 hours of discovery, and assessed for potential impact, priority, and probability, to propose mitigation steps. Our team will make every effort to develops plans for mitigating risks and resolving issues during these meetings. Then we will document risks and issues in the RAID Log and update it on a weekly basis with the most current information available. June 22, 2023 I Page 20 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 In the event a resolution cannot be developed at the workstream level, our team will follow the established protocol to escalate with the Project Director for next steps and possible discussion with the Steering Committee or Executive Project Sponsor, if needed. This will facilitate timely resolution Effective Change Control Our Project Team will work with the Project Director to ensure a formal Change Control Process is developed and deployed for the project. We will participate in this process by identifying changes at the workstream level and raising a Change Request with Project Director for review, when needed. This will formally document the request so that it can be analyzed for its impacts to the project scope, resources, timeline, and budget, and reviewed with the City for approval. C. Project Management The following provides details of how we plan to administer this project for the City. Project Manager Experience We have the right project experience to assist the City with this project. Our proposal team has over 50 years of combined past experience managing system implementations that includes helping many government agencies. Our firm experience includes successfully assisting clients with several Tyler Munis implementations. Previous municipal and public sector clients include the Village of Orland Park, Illinois, Western Municipal Water District, the State of Illinois, the City of Dover, Delaware, Cook County Assessor's and Cook County Treasurer's Offices, Illinois, City of Atlanta, Georgia, and Metropolitan Atlanta Transit Authority. For these engagements, he held responsibility for managing the schedule, budget, scope, and organizational change management. We are accustomed to working with and managing diverse client and vendor project teams. Our municipal projects have also had diverse teams from different departments and organizational structures that have very different operational procedures. In our larger municipal clients, some of the Stakeholders have been elected and appointed officials who often have diverse objectives that sometimes result in competing interests. Our approach to communicating with these teams involves using our organizational readiness methods to develop messaging that is effective, transparent, consistent, and appropriate for each audience. The goal is always to keep all team members regularly informed and motivated to work towards the project objectives and to maintain the project schedule by completing tasks and deliverables on time and with high quality. This effective method of"dividing and conquering the work effort is one of his keys to managing these teams and getting them to work towards inter-related deliverables. It works because it leverages the strengths of each workstream lead and positions them as the SME and "go-to" resource for their area of expertise. This is done as a part of our comprehensive approach to implementing ERP systems and our use of change readiness methods that properly assesses team dynamics, then engage each team member in a manner that resonates with them. June 22, 2023 I Page 21 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Firm Principal Involvement All of our resources are technologists and DATA CLIMB operates in a partnering model with our clients to ensure satisfaction with our performance. This means that we involve multiple levels of our organization. We have three (3) Principals who divide responsibility for managing our firm and its clients. They will review progress on the City project on a defined monthly or quarterly cadence, and we typically try to piggy back the project review onto an existing internal management meeting, unless the city prefers to schedule a separate meeting for this purpose. This will allow our Principals to discuss risks and help with the development of mitigation plans, and review DATA CLIMB fees and expenses to be sure they are on budget. If needed, our principals are prepared to serve as occasional Subject Matter Experts in their respective areas of expertise, such as Data Migration, Solution Architecture, Security, Cloud Migration, Program Management, and other areas of need. They may attend a project meeting or work directly with a City Stakeholder to resolve an issue, and they will also be prepared to occasionally attend the City Project Steering Committee meetings to lend expertise. Our firm will partner with the City to make sure that the project is a success! Key Personnel We will assign the following Key Personnel to the project in the roles and responsibilities below. We have also listed their current part-time assignments and locations. All of proposed resources have the bandwidth and availability to devote the necessary hours each week to assist the City with this project. More details about our Key Personnel experience may be found in Appendix A. Resumes. Project Role Resource Name Assignment Location HR/Payroll Functional Lead Robert Hupp Currently available Chicago, IL Utilities Billing Functional Lead Tracey Smith Currently available Chicago, IL Management Analyst Toni Childers Currently available Riverside, CA Roles and Key Responsibilities Below are the key responsibilities for each of our proposed team members. Roles and Key Responsibilities Name and Project Role Key Responsibilities Robert Hupp • Responsible for leading the City effort to implement the HR and HR/Payroll Functional Analyst Payroll systems • Take instruction from the Tyler PM and ICs and work City's project team to complete assigned tasks. June 22, 2023 I Page 22 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Name and Project Role Key Responsibilities • Coordinate the work of other team members • Lead collaborative decision making • Escalate decisions needing to be made at higher levels of the organization. • Coordinate and participate in the Tyler Current State/Future Solution Orientation and Confirmation Sessions • Analyze business processes and redesign to implement best practices for streamlining operations • Led the effort to perform a Gap Analysis of system capabilities • Provide new capabilities to staff and to external constituents • Perform system configuration and testing • Implement process workflows • Assist with data migration and validation to move current and historical data into the new system. • Develop training materials and communications to prepare users for process changes • Provide assistance to other City staff learning to use the new software • Work with Tyler and City technical resources to deploy the solution architecture • Assist City with any decisions to integrate or sunset legacy applications • Assist the Project Director with monitoring, tracking and mitigating project risks • Work with City and Tyler Teams to resolve project issues • Perform weekly tracking and reporting of HR/Payroll project workstream status Tracey Smith • Responsible for leading the City effort to implement the Utilities Utilities Billing Analyst Billing systems • Take instruction from the Tyler PM and ICs and work City's project team to complete assigned tasks. • Coordinate the work of other team members • Lead collaborative decision making • Escalate decisions needing to be made at higher levels of the organization. • Coordinate and participate in the Tyler Current State/Future Solution Orientation and Confirmation Sessions • Analyze business processes and redesign to implement best practices for streamlining operations • Led the effort to perform a Gap Analysis of system capabilities • Provide new capabilities to staff and to external constituents • Perform system configuration and testing • Implement process workflows • Assist with data migration and validation to move current and June 22, 2023 I Page 23 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Name and Project Role Key Responsibilities historical data into the new system. • Develop training materials and communications to prepare users for process changes • Provide assistance to other City staff learning to use the new software • Work with Tyler and City technical resources to deploy the solution architecture • Assist City with any decisions to integrate or sunset legacy applications • Assist the Project Director with monitoring, tracking and mitigating project risks • Work with City and Tyler Teams to resolve project issues • Perform weekly tracking and reporting of Utilities Billing project workstream status Toni Childers • Overall responsibility for leading and supporting the organizational Management Analyst change readiness effort for the ERP Implementation project • Work with City Leadership and Council to define and execute the project vision and objectives • Manage changes to the City ERP systems • Improve business operations • Assist with equity and inclusion programs and long-term planning • Analyze data • Navigate competing City interests and multiple deadlines • Support public interface/customer experience of city services and systems • Support Board and Committee recruitment and volunteer events • Develop communications plans and materials • Develop organizational change management plans and materials • Lead and/or participating in process improvement initiatives • Perform the Stakeholder Assessment • Develop and execute the Leadership Alignment and Stakeholder Management plan • Conduct the Change Impact Assessment • Develop and execute the plan for Organizational Transformation, including business process alignment • Organize, plan and execute User Acceptance Testing and End- user Training June 22, 2023 I Page 24 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Relevant Experience Each of proposed resources have performed projects in the respective areas they will manage for the City. Below we have summarized some of the relevant project experience for each of our proposed resources. More details may be found in the brief resumes found in Appendix A. Resumes. Resource Relevant Experience Robert Hupp Village of Orland Park: Project Manager for the Tyler Munis ERP Human HR/Payroll Analyst Resource Management implementation Maricopa County Treasurer's Office, Arizona: Led the selection and implementation of ERP systems Maricopa County Sheriff's Office, Arizona: Managed the system selection and pre-Implementation review of a replacement Jail Management System State of Colorado Tollway: Led ERP Human Resources and Financial Systems implementations City of Los Angeles, California: Led the implementation of Google Cloud Email for the City enterprise State of California: Managed the implementation of a replacement enterprise cloud-based electronic mail system Tracey Smith Village of Orland Park, Illinois: Project Manager and Technical Analyst Utilities Billing Analyst for the Tyler Munis ERP Implementation of Financial, Enterprise Permitting and Licensing, and Utilities Billing systems Cook County Government, Illinois: Workstream Project Manager for the implementation of Tyler Billing and Collections systems State of Illinois, Project Manager in the PMO for the implementation of SAP Financials and Human Capital Management Metropolitan Pier and Exposition Authority, Illinois: Project Manager for the implementation of in-house system upgrades for all departments Toni Childers Western Municipal Water District: Organizational Change Manager for Management Analyst the ERP implementation of Financials and Supply Chain Management systems. City of Pasadena, California: Responsible for assessing and managing the organizational readiness for ERP related transformations. County of San Diego, California: Manage the development and implementation strategies for Stakeholder Education and Management, Communications, and End-user Adoption for an electronic health record implementation. Border States Electric, North Dakota: Developed the OCM assessment and customized strategy for an SAP ERP implementation. Spectra Energy, Texas: Provided OCM and Training framework for the implementation of SAP ERP system modules. Southern California Edison: Led organizational change management effort for an enterprise-wide SAP ERP, Customer Relationship Management, and smart electricity meter program June 22, 2023 I Page 25 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Resource Relevant Experience Providence Healthcare, California: Led OCM and UAT for the OnboardMe a••lication, includin• all communications and trainin.. Cost Proposal Our Cost Proposal will be submitted as a separate document on or before the June 29, 2023, deadline. June 22, 2023 I Page 26 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N. Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Appendix A. Resumes RO B E RT H U P P Project Role HR/Payroll Analyst Rob is a Senior Program and Project Manager with deep experience in cloud- Years of Experience based and on-premises ERP system implementations. He has assisted client 30+ across the full spectrum of ERP project activities, including needs Education assessments and systems selection, RFP processes, and systems . Bachelor of Science Degree, implementations and upgrades. He has managed the full system Morehouse College,Atlanta, development life cycle using both Agile and Waterfall Methodologies. His GA • Formal Training in Project experience includes full-life cycle implementations and upgrades of ERP Management Institute systems. Below is a representation of his experience. Other government and PMBOK, Prosci ADKAR, ADmunicipal client projects include the States of Missouri and Nevada, Orange and e Lean xing Methods, p p � g and Six Sigma County, California, Los Angeles Unified School District, California, and many others. Skills/Areas of Expertise • ERP Program Management and Governance Village of Orland Park • Project and Portfolio Served as a Project Manager in the Program Management Office assisting Management •with the implementation ERP Fiials� y Human Resources and Payroll ERP Systems ntegegmen ofFinancials, Integration � Deployment,and Intn Permits and Licenses, Utilities Billing, and 311 and Enterprise Asset • Organizational Change Management systems. Provided oversight of requirements gathering, Management application configuration, data conversion and migration, organizational Work Experience readiness, training and communications, solution architecture and • DATA CLIMB, LLC, infrastructure deployment. Managing Principal • Clark&Associates Management Consulting, Maricopa County Treasurer's Office, Arizona Program Manager Led the selection and implementation of Workday ERP systems for the 4th • Stratus c , DirectorTe of Professionhnologiesal largest U.S. County (Phoenix Metro area). Responsible for project/task Services management, risk management, stakeholder management, change • PricewaterhouseCoopers, management, and project communications. Project completed on time and LLP, a • Ernst Senior&YoungM, LLPnager, within budget. Project scope included Financial, Procurement, and Advanced Manager Budgeting functions. Provided leadership for the Executive Steering • Medaphis Physician Committee that included client CFO, CBO, CPO and CIO. Services Corporation, Information Services Manager Maricopa County Sheriff's Office, Arizona • KPMG Peat Marwick LLC, Managed the system selection and pre-Implementation review of a Consultant • HBO&Company, replacement Jail Management System for the Sheriff's Office. Designed Implementation Analyst automated corrections processes for intake and release, and real-time access • Southwest Hospital, to critical information about residents. Business Office coordinator and Analyst State of Colorado Tollway Led Quality Assurance and Independent Validation and Verification (IV&V) reviews of Workday ERP Human Resources and Financial Systems implementations. System and business process scope included GL, AP, AR, Procurement, Asset Management, Budgeting, Projects, and Grants Management. June 22, 2023 I Page 29 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 City of Los Angeles, California Led the implementation of Google Cloud Email for the City enterprise.Worked with the City and system vendor to establish a Project Management Office and construct an implementation project plan. Managed solution development, mailbox data migration, solution architecture and infrastructure deployment, and a significant effort to educate and train City employees on the new system. State of California Managed the implementation of a replacement enterprise cloud-based electronic mail system, including assisting the client with the selection, procurement, and implementation effort. Established the project management and governance activities and provided oversight of the solution design, migration, security and compliance, integration, and support activities. June 22, 2023 I Page 30 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N. Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 TRACEY SMITH Project Role Utilities Billing Analyst Tracey is a Senior Project Manager and Business Analyst with experience in cloud-based and on-premises ERP system implementations. She has zo+Years of Experience managed all project workstreams, including application development and configuration, business process improvement and alignment, quality Education assurance and testing, deployment and Go-live cutover, and post- • Project Management, Illinois Institute of implementation support. She has managed using both Agile and Waterfall Technology Methodologies, and her systems experience includes full-life cycle • New Horizons, PMP implementations and upgrades of Financials, Human Capital Management, Professional Development and Exam Prep Benefits, Payroll, Compensation and Talent Management, Time and Attendance, Scheduling, Community Development, Enterprise Asset and Skills/Areas of Expertise Work Order Management, Content Management, Security and Workflow • Proj Management . Agileect and Waterfall applications. Below is a representation of her ERP and public sector Methodologies industry experience. • SDLC • Cross Functional Process Village of Orland Park, Illinois • Modeling andAnalysis g Project Management Office Project Manager for the implementation of Tyler Munis ERP Systems, • Jira/Confluence including Financials, Cashiering, Community Development, and Utilities • Project Assessment ERP Vendor Management Billing. Solution served over 1,000 employees across 9 departments. . Microsoft Office Suite Assisted client with the entire project lifecycle, from Startup and Planning . SharePoint through Go-live. Managed ERP system vendor team. Coordinated data • visio conversion and systems integration. Facilitated the Organizational Change • Scope and Change y g g g Management Management, including the planning and execution of User Acceptance . Risk and Issue Mitigation Testing and End-user Training, and Stakeholder Management. Monitored • SIT and UAT Testing project progress and developed weekly status reporting to the Core Team. Management Facilitated monthly Steering Committee update. Work Experience • DATA CLIMB,Senior Project Manager Cook County Government, Illinois • Thatcher Technology Served as Workstream Project Manager in the Program Management Group,Technical Project Office for the implementation of Billing and Collections systems for the Manager Treasurer's Office. Developed the projectplan and timeline and assisted • The Vitality Group, Project p Manager the Program Manager with scope and change management, risk and issue • Metropolitan Pier and mitigation, and Stakeholder management. Worked directly with the Chief Exposition Authority, IT Information Officer and held responsibility for managing the software vendor Project Coordinator implementation consulting team, including application configuration and customization, business process reengineering, data conversion, systems integration, reporting and business intelligence, workflow, and content management. Worked with the Department of Information Technology on the installation of supporting technology infrastructure, and security and single sign-on identity access management. Metropolitan Pier and Exposition Authority, Illinois Project Manager for the implementation of in-house system upgrades for all departments. Solutions focused on improvements to trade shows, conventions, meeting, expositions, and public events. Formulated and defined technical scope and objectives of projects. Created and executed end-to-end test cases. Managed the implementation of Point-of-sale June 22, 2023 I Page 31 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 systems for the Navy Pier. Established information technology standards and procedures for project reporting and documentation. Reviewed status reports prepared by project personnel and modified schedules and plans as required. Prepared project status reports and kept management and clients informed of project status and related issues. Facilitated planning meetings and conducted training workshops. Administered external websites, Intranet, Document Management and Event Management Systems. June 22, 2023 I Page 32 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-15 IP) ERP Project Staffing DATA CLIMB 205 N. Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 TONI CHILDERS Project Role Senior Organizational Change Toni is a Senior Organizational Change Manager with experience in the planning Manager and execution of enterprise business transformations. She has developed and implemented change management methodologies, communication, and training 20ears of Experience plans for ERP systems implementations and change efforts. She has experience managing change and with applying change management methodologies and tools Education across the full Systems Development Lifecyle. She has expertise with defining and • University of La Verne, BS measuring success metrics and monitoring change progress through all project Degree in Organizational phases. Below are representative projects from her public sector experience. Management • University of Southern California, Masters of Western Municipal Water District Leadership Degree Organizational Change Manager for the ERP implementation of Financials and • Boston University, Project Supply Chain Management systems. Developed and deployed the Organizational Management Certification •Readiness Plan and Work Breakdown Structure. Aligned leadershipon the vision Management ADKA Change Certification and objectives of the program. Assessed Stakeholders and developed the • Korn Ferry International, Engagement Plan. Developed the Change Network of Champions from each Leadership Competencies impacted department. Analyzed change impacts to systems, business processes, Certification and departmental organizational structures. Planned and organized Conference Skills/Areas of Expertise Room Pilot and UAT Testing, and End-user Training efforts. Developed change . Project Management messaging and distributed project communications across all audiences. • Agile and Waterfall Methodologies • SAP/R2PM Role Mapper/ City of Pasadena, California • CUP/ARIBA/Supply- Responsible for assessing and managing the organizational readiness for ERP Chain/CRM related transformations. Developed and implemented change readiness plans to • Core HCM, minimize resistance and drive faster adoption. Assessed change impact of Compensation,Talent processes, systems, competencies, job roles and organizational structures. and Learning Performed a stakeholder analysis developed a Stakeholder Management Plan. Management and Finance • Recruiting Managed the execution of the OCM plan and developed the Project Communication • Time Clocks,Time Strategy and Plan. Provided status updates and reports. Tracking and Payroll systems County of San Diego, California • JIVE,SharePoint • MS Office365, MS Project, Managed the development and implementation of the Organizational Change Smartsheet,Visio Management Plan strategies for an electronic health record system implementation. • Resumix,Hiring Gateway, The scope of the OCM effort included that included Stakeholder Education and Open Hire, PeopleAdmin, Management, Communications, and End-user Adoption tasks, activities, and Paycom ATS, deliverables. SmartRecruiters • ADP TotalSource(HR Administrator) Border States Electric, North Dakota Developed the OCM assessment and customized strategy for an SAP Work Experience implementation. Evaluated change impacts of process improvements system • DATA CLIMB,Senior Project Manager redesign. Performed Stakeholder assessments for all branches, developed • Thatcher Technology Stakeholder Maps, and created communication deliverables. Built a Change Group,Technical Project Network and engaged management with ongoing leadership action plans. Manager Developed and executed a Knowledge Transfer Plan. • The Vitality Group, Project Manager • Metropolitan Spectra Energy, Texas Exposition A thorty, IT Provided OCM and Training framework for the implementation of SAP ERP Project Coordinator modules. Developed the OCM strategy and plans for leadership alignment with the project visions and goals, stakeholder management and engagement, roadmap activities, communications, and organizational alignment and preparedness. June 22, 2023 I Page 33 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD RFP 2023-150.) ERP Project Staffing DATA CLIMB 205 N.Michigan Ave,Suite 810 Chicago, IL 60601 Technical Proposal www.data-climb.com (312)763-9608 Southern California Edison Led organizational change management for all strategic initiatives for an enterprise- wide SAP ERP, Customer Relationship Management, and smart electricity meter program within the Customer Communication Organization. Managed transformational change methodologies that included change impacts to people, processes and systems. Provided strategic directions to IT infrastructure and project teams. Contributed to blueprint and other detailed system design deliverables for system projects. Providence Healthcare, California Led OCM and UAT for the OnboardMe application, including all communications and training. Built the change champion program and ensured adoption and sustainability. Managed change for the roll out of large ERP solutions for human resources business unit. June 22, 2023 I Page 34 DocuSign Envelope ID:511A2540-39EA-4E2B-9989-00F282B444AD r ( ) U M U T .. . . . ... ....4 . . A.,,,.., ,. . 4 TIGIz D • _ . / , i( v4u. ,,i, ,,\..1 ..: V iii / . i %. ill I": aw 'i: ,iftl,....:...'...-r. .;,.J . , i ? 5 if AT . - 9 (312) 763-9608 0 info@data-climb.com www.data-climb.com