6-4.0 SOW ERP System Selection Project Final Version.pdf

ITN NUMBER 25-017

SFRTA ERP System Selection Project

4.0

Scope of Work

ITN NUMBER 25-017 SOW Page 1 of 8

1.1 GENERAL INFORMATION AND BACKGROUND

The South Florida Regional Transportation Agency (SFRTA) operates and manages the Tri-Rail commuter rail service on the South Florida Rail Corridor (SFRC), which traverses Palm Beach, Broward and Miami-Dade Counties. On weekdays, SFRTA operates approximately 52 scheduled trains with stops at 19 stations and employs a fleet of 21 locomotives, 30 coaches and 21 cab cars to provide the commuter rail service. Many of SFRTA’s daily operations and transit functions are performed by vendors operating on multi-year contracts, which allows Authority staff to focus on long-term planning, budgeting, and procurement.

SFRTA has been running its current Enterprise Resource Planning (ERP) system, Tyler Eden, which will be phased out by Tyler in 2027. As a result, the Authority is looking for a replacement system. Ideally, the replacement system will interface with key departmental applications and allow the Authority to streamline daily business processes and short-and long-term planning such as the SFRTA Transit Development Plan (TDP), Capital Plan, Annual Operating Budget, Five- Year Capital Budget, Transit Asset Management Plan, and Rail Fleet Management Plan. It is imperative for SFRTA to identify financial commitments and funding sources, solve its technological issues, and to provide sustainability in the ever-changing Public Transit industry.

The Authority hired Plante Moran to serve as a technical advisory to SFRTA, including its Evaluation Committee, for the selection of the new ERP Software System (or Software System) that meets all of the requirements in the Contract Documents Reference to “Software” in the Contract Documents shall mean the Software System, unless otherwise stated.

1.2 PROJECT SCOPE AND OBJECTIVES

The selected Contractor shall provide all Services related to the implementation of an ERP Software System solution and the ongoing provision of Software licenses as more specifically described below:

A. Provide SFRTA with an integrated Enterprise Resource Planning Software System compliant with specifications provided in this ITN document as well as Attachment C – Functional and Technical Requirements.xlsx. The Authority requires responding Offerors to propose an ERP solution, that includes Software and hardware requirements.

B. Provide SFRTA with project management, implementation Services, managed services, and other technology Services to perform all Services for the Project that may or may not include components owned by the Offeror. To the extent the Offeror is able, the Authority is looking for the Offeror to conduct a thorough business analysis at the start of each module and to provide the Authority with an out-of-the-box Software System using its best practices and experience as a model.

Software System Scope:

o Financials

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Accounts payable

Accounts receivable and miscellaneous billing

Bank reconciliation

Bid management

Budgeting

Contract management

Financial reporting

Fixed assets

General ledger

Grant management

Project accounting

Purchasing

• Vendor management o Human resources/payroll

Core HR functionality

Benefits administration

Recruitment

Time Tracking

• Employee/Manager self service

Payroll o Expanded/optional application software:

Document management

Technology and infrastructure

Services scope:

o Required Services

Project management

Software installation/set-up

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Security design and configuration

Business design/software configuration

Technical design and standards

Data conversion and migration

Business analytics, report, and form development

Integration and interface development

Software modifications/upgrades

Testing

Training services

Change management

Knowledge transfer to staff

System documentation development

Deployment (dedicated servers, shared environment, etc.)

Ongoing support and maintenance services

Ongoing cloud hosting services

The requirements for the ERP Software System are described in Attachment C – Functional and Technical Requirements.xlsx. SFRTA expects the Offeror to identify any components or functional Services that are missing or excluded from this Scope of Services or other Contract Documents that may be necessary to deliver the requested solution in Offeror’s Reply.

The ERP Software System shall be configured to meet the needs of SFRTA.

1.3 CURRENT APPLICATION ENVIRONMENT

Legend for current applications

Legend Code Description

R Replacement The Authority intends to replace this application with the selected solution.

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Legend for current applications

Legend Code Description

C Consider The Authority will consider replacing this application with the selected solution based on the strength of the finalist bidder’s offering and the cost/benefit of the replacement module.

M Maintain The Authority intends to retain the application, not replace it, through this effort.

I Interface The Authority intends to keep the application and interface/integrate it with the selected Software System solution.

C/I Consider/Interface The Authority will consider replacing this application with the selected Software System solution based on the strength of the Offeror’s Reply and the cost/benefit of the replacement module. If the Authority maintains this application, it would require an interface to the ERP Software System. Therefore, the Offeror must provide interface experience and pricing for these applications.

Current ERP application Application notes/description Departmental

Owner Migration

Plan ACFR Online ACFR Creation Finance R Adobe PDF Contract Documents and Attachments IT R AFCMS TVM Malfunction Revenue I Bank of America P-cards Finance I BlueBeam Construction Document Management Engineering M Bonfire Bid Management Procurement I DocuSign Transaction Approval IT R

Eden ERP, Payroll, and Human Resources Functionality Finance R e-Verify Reporting and Compliance HR I FDOT System Financial Reporting Finance I Florida Retirement System

Retiree Information HR I

Genfare Ticket Sales Finance I Heliaus Risk Management HR C

Microsoft Excel Reporting, Budget Management, and Transaction Tracking IT R

Microsoft Project Project Management IT M Microsoft Word Contract Documents and Invoices IT R

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Current ERP application Application notes/description Departmental

Owner Migration

Plan National Transit Database (NTD) Financial and Operations Reporting Finance I

NeoGov Recruitment HR C Nextfare Ticket Sales Finance I

People First Hiring, Benefits, Compensation, and Termination HR I

Prior Learning Training HR I TD Bank Positive pay, ACH, Wires, cleared Tx Finance I

TEMS Timekeeping and Leave Requests, & Reporting HR R

Trams/ECHO Grant Management, Reporting, & Pay requests Finance I

TransAm Asset Management Finance C Visio Organizational Charts HR M

WASP Fixed Asset Management and Inventory Tracking (barcoding) Finance C

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SUMMARY OF ORGANIZATION METRICS

1.0

A summary of organization metrics and standards is included below. These volumes and standards reflect actual and estimated amounts for the current environment.

Metric Current Number of departments 11

Budget (Capital) $82.5 million

Budget (all funds) – operating $151 million

Total staff (full time: 1FTE) 90 active, 110 budgeted

Total staff (part time: 0.5 FTE) 4 active

Number of IT users All staff

Current ERP users 50

Number of users (anticipated) per area Accounts Receivable 4

Purchasing/Inventory 10

Payroll/Personnel 6

Year End Processing 15

General ledger/bank reconciliation Current chart of accounts structure TBD, but derived from FL State COA

Fiscal year end June 30

Number of funds 4

Number of department codes 11

Number of balance sheet accounts 555

Number of expense accounts 1,371

Number of revenue accounts 410

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Metric Current

Number of project numbers 100

Number of bank accounts 14

Number of annual check voids 50

Budgeting

Pre-encumbrance controls? No

Encumbrance controls? Yes

Position control? Yes

Budget entry model Decentralized

Number of approval levels 4

Budget frequency Annual

Number of funds budgeted 3, but may increase

Fixed/capital assets

Number of capitalized fixed assets 1,200

Fixed asset tagging? Yes

Fixed asset capitalization threshold $1,000, but may increase to $5,000

Tracking/Reporting of non-depreciable assets? Yes

Project/grant accounting

Do projects/grants cross funds? Yes

Do projects/grants cross departments? Yes

Purchasing/contract management

Use of NIGP/commodity codes? Yes

Number of purchase orders per year 300

Number of invoices without a purchase order per month 30

Number of vendors in purchasing system 2,150

Accounts payable

Number of invoices input annually 5,500

Frequency of check/EFT runs Weekly

Check signature method Electronic

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Metric Current

Payment types supported Check, ACH, wire

Number of 1099s processed annually 10

Human resources

Number of permanent employees 113.5 FTE

Number of seasonal employees 0

Number of applicants (annually) 20 positions

Payroll frequency Biweekly