Project Description
The
Town of Truro is seeking an experienced consulting firm to conduct a
comprehensive Enterprise Resource Planning (ERP) Needs Analysis and
Readiness Assessment.
The
Town currently uses Microsoft Dynamics GP, implemented in 2010, along
with several standalone departmental applications. The existing environment has
challenges related to scalability, system integration, and functionality.
Microsoft Dynamics GP is approaching its end of life, with support currently
noted as ending in 2031 and mainstream support anticipated to end in 2029.
The
project aims to:
- Assess the
Town's current ERP system, applications, infrastructure, and business
processes.
- Identify
functional, technical, and operational gaps.
- Determine the
Town's readiness to implement a new ERP solution.
- Identify
opportunities to improve efficiency and streamline business processes.
- Assess data
management, governance, quality, migration readiness, and integration
requirements.
- Develop
business and technical requirements for a future ERP system.
- Prepare an RFP
for procuring and implementing the new ERP solution.
- Support the
Town during the ERP vendor evaluation and selection process.
Important: This engagement does
not include the actual purchase, implementation, configuration, or execution of
data migration for the new ERP system.
Project Responsibilities
The successful consulting firm will be responsible for delivering the following three phases.
Phase 1: ERP Needs Assessment and Readiness
Analysis
Estimated
duration: 8 months
The
consultant must:
- Conduct an
organization-wide ERP needs and readiness assessment.
- Facilitate
workshops with Town departments and stakeholders.
- Review
existing systems, applications, infrastructure, and technology
capabilities.
- Analyze
current business processes and operational workflows.
- Identify
inefficiencies, bottlenecks, and opportunities for improvement.
- Document
functional and technical business requirements.
- Assess
organizational readiness, change management capabilities, and training
needs.
- Review data
governance, data quality, security, accessibility, and integrity.
- Assess future
data migration requirements and readiness.
- Identify
integration requirements for standalone applications.
- Conduct a
strengths, weaknesses, opportunities, and challenges analysis.
- Perform a gap
analysis.
- Develop
functional and technical recommendations.
- Prepare an
implementation readiness action plan.
- Provide a
market intelligence report covering ERP solutions, modules, integrations,
implementation considerations, and market pricing.
Phase 2: Development of ERP Solution RFP
Estimated
duration: 2 months
The
consultant will:
- Translate the
assessment findings into a comprehensive ERP procurement RFP.
- Define the
scope of work, project tasks, milestones, dependencies, and deliverables.
- Document
functional, operational, and technical requirements.
- Prioritize
requirements as mandatory, desirable, or optional.
- Define
reporting and analytics requirements.
- Identify data
migration and data protection requirements.
- Define
security controls, including access controls, encryption, and audit
trails.
- Recommend
implementation methodologies and vendor qualification criteria.
- Develop a
comprehensive pricing matrix.
- Assist with
evaluation criteria and weighting factors.
- Prepare a list
of suitable ERP solution providers.
- Support
responses to vendor questions and preparation of addenda.
- Participate in
a pre-proposal meeting, if required.
Phase 3: ERP Vendor Evaluation and Selection
Estimated
duration: 4 months
The
consultant will:
- Review
technical and financial proposals from ERP vendors.
- Identify
risks, omissions, exceptions, and compatibility issues.
- Assist with
developing reference-check questions.
- Support the
evaluation of vendor proposals against the RFP criteria.
- Assist with
scoring and shortlisting vendors.
- Support the
preparation of vendor demonstration agendas and scenarios.
- Facilitate
vendor product demonstrations.
- Assist with
preparing a recommendation presentation for the CAO and Council.
- Provide
contract negotiation support after the ERP vendor is selected.
Departments Involved
The
assessment must involve the Town's major service areas, including:
Department / Service Area
|
Finance
|
Human
Resources
|
Information
Technology
|
Public
Works
|
Planning
|
Recreation
|
Police
|
Fire
|
Water
Utility
|
The project will require consultation with stakeholders across these departments.
Required Qualifications and Requirements
Requirement
| Details
|
Business
experience
| At
least 5 years providing professional consulting services
|
ERP
experience
| Previous
ERP system experience is preferred
|
Financial
stability
| Must
demonstrate financial stability
|
Similar
project references
| Three
public-sector references for similar projects completed within the past 5–7
years
|
Resources
| Sufficient
personnel, equipment, and resources to deliver the project
|
Conflict
of interest
| Must
not be affiliated with an ERP solution provider that may bid on the
subsequent ERP procurement
|
Insurance
| Must
provide sufficient insurance coverage upon award
|
WCB
| Must
provide WCB coverage or an acceptable equivalent for out-of-province bidders
|
