RFP ADDENDUM #1 Date of Addendum: 03/15/2018

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1 Page 1 of 9 Date of Addendum: 03/15/2018 NOTICE TO ALL POTENTIAL RESPONDENTS The Request for Proposals (RFP) is modified as set forth in this Addendum. The original RFP Documents and any previously issued addenda remain in full force and effect, except as modified by this Addendum, which is hereby made part of the RFP. Respondent shall take this Addendum into consideration when preparing and submitting its Proposal. PROPOSAL SUBMITTAL DEADLINE The Proposal submittal deadline remains the same and is not changed by this Addendum. 1.0 RFP Item Section Description of Change 1.1 Scope of Work; Page 6: Background Section; 1 st paragraph; last sentence Delete the word four and replace it with the word three In the last sentence of the paragraph in the BACKGROUND section. The sentence should read as follows: The professional services of the Enterprise (ERP) Client Project Manager to be provided are organized into three phases with the CPM responsible for the following services throughout the three phases: 2.0 QUESTIONS AND ANSWERS The following questions and answers are provided as a matter of information to clarify issues raised about the RFP. To the extent that changes to the RFP are required based on the questions received, the RFP has been modified as noted above in the RFP section of this Addendum. Item Questions and Answers 2.1 Question: Which software system was selected for the City's ERP implementation? Answer: The City is in final stages of contract negotiations to acquire Microsoft Dynamics Question: Have you guys already acquired the actual ERP system? Answer: The City is in final stages of contract negotiations to acquire Microsoft Dynamics Question: Also, I saw this was going to include implementation of a separate but integrated community development software. Have you guys already acquired this?

2 Page 2 of 9 Answer: The implementer will be building out the community development piece that will be integrated with Dynamics. 2.4 Question: What ERP system will be implemented as part of this project and what Community Development system that will be implemented as part of this project? Answer: The City is in final stages of contract negotiations to acquire Microsoft Dynamics 365, the implementer will be building out the community development piece that will be integrated with Dynamics. 2.5 Question: I noted that the RFP identifies the following functional areas: Finance, Accounting, Payroll and Human Resources. What modules will be implemented as part of the Finance and Accounting functional areas such as: General Ledger, Budget, Accounts Payable, Miscellaneous Billing, Project Accounting, Grant Management, Cashiering/Revenue Collection, Fixed Assets, etc.? Answer: General Ledger, Account Payable, Accounts Receivable, Budgeting, Fixed Assets, Cash & Bank Management, Travel & Expense, Procurement & Sourcing (Purchasing), Project Management & Accounting, Grant Accounting, Service Management, Compliance & Internal Controls, and Payroll. 2.6 Question: The RFP provides that the system implementers have established a 14-month timeline to implement the ERP system and 17-month timeline for the Community Development Implementation. Will you please provide the project plan and project schedule so that we can see the anticipated timeline and components for the implementation and individual phases? Answer: Please see Attachment 1 (Microsoft Dynamics 365) and Attachment 2 (Community Development). 2.7 Question: Please provide a current organization chart of the City government and administrative offices, showing individuals and/or titles, and staff size and reporting responsibility. Answer: We currently do not have an organizational chart that show this level of detail I have attempted to list the positions and number of employees, in each department, in their hierarchy. The city currently has 3 building, City Hall, the Police Department and Public Works. Please see Attachment 3 (Position Head Count by Department) 2.8 Question: Who will be the Project Executive/Leader for this implementation effort? Answer: Project Sponsor for implementation is the Assistant City Administrator. 2.9 Question: A Steering Committee is referenced in the RFP. Has the Steering Committee been formed? If so, who are the members and what is their function in the City?

3 Page 3 of 9 Answer: Yes. Members include the Assistant City Administrator, Finance Director, Deputy Police Chief, Deputy Public Works Director, and the Chief Code Official. There main role is to make decision on the ERP during implementation as needed and act as the main Change Management Lead for their departments Question: An Implementation Team is referenced in the RFP. Has this team been formed? If so, who are the members and what is the role/function of each member of this team? Answer: Please see Attachment 4 (ERP Roles and Positons) 2.11 Question: Has the City chosen a software vendor? If so, who is it? If not, what is the timeline for vendor selection? Answer: The City is in the final stages of contract negotiations to acquire Microsoft Dynamics 365, final approval is anticipated in early April Question: The Background paragraph on page 6 of the RFP mentions both three phases and four phases? As three phases are then defined, is there a fourth phase or is this a typo? Answer: Core ERP Four major Phases over 14 months Community Development Four major Phases over 17 months 2.13 Question: Is the Community Development component part of the ERP software product or a separate software product that will be interfaced to the ERP software? Answer: The implementer will be building out the community development piece that will be integrated with Dynamics 2.14 Question: Is the system implementer the software vendor or a third party that is capable of implementing the software product? If the latter, have they been selected yet? If so, please identify them. Answer: The system implementer is a third party. The city is in the final stages of contract negotiations with the 3rd party implementer Question: Has the City selected an ERP vendor? If yes, who is the selected vendor and what is the total contract amount agreed upon with the vendor? Answer: The City is in final stages of contract negotiations to acquire Microsoft Dynamics Question: Has an implementation timeline and/or kick-off date been established with the vendor for the implementation at this time? If yes, can you please provide? Answer: Tentative timeline(s) and kickoff date have been established. Please see Attachment 1 (Microsoft Dynamics 365) and Attachment 2 (Community Development).

4 Page 4 of Question: 2. Has the City established a budget for the external project management services outlined in the RFP? Answer: Yes Question: Are you able to provide us with the estimated budget for this project? Answer: An estimated budget has been submitted but is subject to change, since it still has not been approved. END OF ADDENDUM

5 Page 5 of 9 ATTACHMENT 1 (MICROSOFT DYNAMICS 365 TIMELINE / SCHEDULE)

6 Page 6 of 9 ATTACHMENT 2 (COMMUNITY DEVELOPMENT TIMELINE / SCHUDULE)

7 Page 7 of 9 ATTACHMENT 3 (POSITION HEAD COUNT BY DEPARTMENT) Elected Officials Mayor 1 City Council 8 City Clerk 1 Treasurer 1 Total: 11 Administration City Administrator 1 Assistant City Administrator 1 Executive Assistant 1 Administrative Services VACANT Coordinator Total: 3 Finance Finance Director 1 Senior Accountant 1 AP Clerk 1 UB Clerk 1 Accounting Clerk 1 Total: 5 Community Development Community Development 1 Director Chief Code Official 1 Senior Planner 1 Senior Civil Engineer 1 Planner/GIS 1 Civil Engineer VACANT Inspector (FT) 1 Inspector (PT) 3 Administrative Secretary 2 Total: 11

8 Page 8 of 9 ATTACHMENT 3 (CONTINUED) (POSTION HEAD COUNT BY DEPARTMENT) Police Department Police Chief 1 Deputy Police Chief 2 Police Sergeants 5 Police Corporals 4 Police Detectives 3 Police Officers (FT) 17 Police Officers (PT) 2 Crossing Guards 7 Community Service Officers 3 Administrative Assistant 1 Records Clerks 4 Total: 49 Public Works Deputy Director 1 Management Analyst 1 Lead Supervisor - Streets 1 Lead Supervisor - 1 Water/Sewer Lead Supervisor - Facility 1 Maintenance Lead Supervisor - Fleet 1 Maintenance Public Works Laborer 11 Municipal Van Program (PT) 2 Total: 19

9 Page 9 of 9 ATTACHMENT 4 (ERP ROLES & POSITIONS) ERP ROLE Project Manger Finance Architect/ GL Lead / Data Migration / Procurement Lead / AP / AR / Trainer Payroll Lead / GL / Procurement / Data Migration Lead / AP / AR / Trainer AP Lead / Procurement AR Lead Payroll (Police) Payroll (Police) HR Lead / Benefits Lead / Trainer Work Orders / Data Migration Business Licenses IT/ Data Migration Community Development Lead / Trainer Community Development POSITION TBD Finance Director Senior Accountant AP Clerk UB Clerk Deputy Chief Administrative Secretary Assistant City Administrator Management Analyst Accounting Clerk AIS Labs Chief Code Official Administrative Secretary