Ozaukee - System Selection RFP 05.02.2025.pdf

©2025 CliftonLarsonAllen LLP

May 2, 2025

Request for Proposal for a Enterprise Resource Planning (ERP) System for:

Ozaukee County

Prepared by:

Jay McMahon, CPA, MBA, Finance Director Ozaukee County jmcmahon@ozaukeecounty.gov Direct 1-262-284-8235

Bart Hawley, MBA, Director CliftonLarsonAllen LLP (CLA) Bart.hawley@claconnect.com Direct 1-703-825-2130

CLAconnect.com

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Table of Contents Table of Contents ___________________________________________________________________ 1 Project Overview ___________________________________________________________________ 2

Introduction _____________________________________________________________________ 2 Project Facilitation ________________________________________________________________ 2 Project Organization _______________________________________________________________ 2 Project Objective __________________________________________________________________ 2 Functional Requirements ___________________________________________________________ 3 Anticipated Project Dates and Schedule _______________________________________________ 3

Client Profile _______________________________________________________________________ 4 Overview ________________________________________________________________________ 4 General Information about the County ________________________________________________ 4 The County Organizational Structure _________________________________________________ 4 Reasons for Seeking a New HRIS and ERP ______________________________________________ 5 Current Systems Summary __________________________________________________________ 6

Proposal Instructions ________________________________________________________________ 7 Important Vendor Communications and Dates __________________________________________ 7

Cost Summary______________________________________________________________________ 9 Anticipated User Counts (Minimum) __________________________________________________ 9 Initial Costs ______________________________________________________________________ 9 Cost Summary ____________________________________________________________________ 9

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Project Overview Introduction Ozaukee County (the County) is in the process of evaluating and selecting the optimal enterprise resource planning (ERP) solution. The County prides itself as a progressive organization that strives to apply cutting edge business and technology solutions that improve performance and deliver services in a way that maximizes resources to further its mission.

Project Facilitation The evaluation and selection process is being facilitated by the County’s selection team and the consulting resources within CliftonLarsonAllen LLP (CLA).

Project Organization The County has organized this project in a manner that solicited input from all levels within the organization.

The evaluation, selection and implementation of an enterprise resource planning (ERP) system that allows for the proper recoding of transactions and user capability across the organization is supported by the County’s management team (Project Team) that has specific functional expertise and were accountable for approving the requirements outlined in this Request for Proposal (RFP).

Project Objective The County desires a fully integrated financial management and job costing solution for the requirements defined in the attached requirements document. The County currently uses Great Plains and a series of integrated and non-integrated applications for its financial management, reporting, and human resource needs.

The current system is not meeting the increased demand for information sharing among multiple users and increased functional requirements.

Some of the specific issues that are motivating the County to search for alternatives to the current information management systems include but are not limited to the following:

• Inadequate Systems Integrations and Manual Processes: The current systems relies heavily on non-integrated applications and manual processes. This fragmentation results in inefficiencies, duplication of efforts, and increased risk of errors, making it difficult to ensure data integrity and consistency across the organization.

• Grants Management and Timekeeping: Tracking grants via spreadsheets and manual processes is inefficient and prone to errors. Various unintegrated timekeeping systems are used by different departments, risks data integrity and decreased reporting efficiency. Further, specialized time tracking is required for the County’s senior living facility (Lasata).

• Human Resources and Payroll: Manual Human Resource processes for employee recruitment, onboarding, benefits administration, and resource tracking are inefficient. Current manual payroll processes are inefficient and error prone.

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Functional Requirements Specific requirements were documented for key functional areas of the County’s organization. These requirements will be used as a basis of the evaluation and include the following:

Functional Areas to be Evaluated

Overall System General Ledger

Accounts Receivable Accounts Payable, Expense Management, and Purchasing

Fixed Assets FP&A and Reporting

Treasury and Cash Management Grant and Program Management

HRIS and Payroll Timekeeping

Anticipated Project Dates and Schedule

Anticipated Schedule

Vendor RFP Written Questions Due May 23, 2025

Vendor Discovery Calls May 19 – May 30, 2025

Response to Vendor Questions June 6, 2025

RFP Responses Due June 20, 2025

Demo Scripts Issued July 7, 2025

Demonstrations Completed July 21 – July 25, 2025

Vendor Selection August 8, 2025

Contracts Finalized August 15, 2025

Begin Implementation TBD

Note: Demonstrations may be held either virtually or in-person at the sole discretion of the County and will be provided to the County by the vendor at no cost to the County.

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Client Profile Overview General Information about the County Located in southeastern Wisconsin, the County is part of the Milwaukee Metropolitan Area and boasts picturesque landscapes along Lake Michigan's shoreline. The County is known for its high quality of life, excellent schools, and thriving communities. With a population of over 93,000, the County features diverse natural attractions, including parks, trails, and nature preserves, making it a haven for outdoor enthusiasts. The County also prides itself on its rich history, cultural events, and active civic participation. The strong local economy is supported by a mix of industries, including manufacturing, healthcare, retail, and education.

Ozaukee County is a local government organization committed to delivering high-quality public services that promote the health, safety, and well-being of its residents. As a service-oriented organization, the County provides a wide range of programs spanning human services, public safety, public health, infrastructure, environmental stewardship, and recreational opportunities. These services are designed to support the needs of both individuals and businesses within the County, while fostering fiscal responsibility and operational excellence. The County employs approximately 500 full-time staff and an additional 300 part-time, seasonal, and casual employees. Services are delivered through roughly 20 departments, each with unique operational needs and business processes.

The County Organizational Structure The County is governed by a non-partisan, twenty-six member, Board of Supervisors (the Board) elected by districts to two-year terms. A Chairperson, elected from its members, is responsible for conducting the proceedings of the Board at its meetings and appointing standing committee chairpersons. The Board determines County policy and exercises legislative control under authority vested by state statutes. There are five standing committees made up of five Board members each that exercise oversight of County departments and an Executive Committee comprised of the five committee chairs and Board chair. The Board usually meets twice per month, its committees meet at least monthly. The Board adopts the annual County budget at its first meeting in November of each year requiring a simple majority vote. The County has a County Administrator appointed by the Board. The County Administrator exercises administrative control over all County operations not specially vested in elected officials.

The County consists of multiple departments including Finance, Human Resources, Human Services, Public Health, Highway, Planning & Parks, and other County related departments. The operations of these departments are diverse, each addressing their individual business requirements. The County has a mix of centralized and decentralized structures, leading to inconsistent financial processes across departments.

The County operates a correctional facility, an elderly nursing care complex with a 110 bed capacity at the Care Center, 60 apartments at the Heights and 60 beds at the Crossings providing independent living through full nursing care, an asphalt hot-mix plant, twelve parks with many featuring camping and water access, 30 miles of interurban bike trail, a Lake Michigan water rescue boat, a fairgrounds with curling rink, and two golf courses.

The services it provides include law enforcement and emergency response; human services; aging services;

public health services; educational, cultural, and recreational activities; planning and zoning services;

construction and maintenance of highways; public transit; support for the state judicial system; and general county governmental activities.

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Reasons for Seeking a New HRIS and ERP The County’s current administrative systems, including Microsoft Great Plains (GP) for financial management, are aging and fragmented. Over time, departments have adopted a variety of stand-alone tools and manual workarounds to meet their individual needs for payroll, timekeeping, human resources, procurement, and financial reporting. This approach has resulted in inefficiencies, duplication of effort, and limited integration between critical business functions.

The County recognizes the need to modernize its ERP and HRIS environment to better align with its mission of responsible governance and quality service delivery. The goal is to implement an integrated, user-friendly system that enhances consistency, improves data accuracy, supports compliance, and provides real-time access to financial and human resource information. This investment is driven by a desire to reduce administrative burdens, minimize manual processes, and enable data-informed decision-making across all levels of the County.

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Current Systems Summary

Current Systems List

System Vendor/System Name Desired Action Financial Management System Great Plains (GP) Replace

HRIS / Payroll Greenshades / JazzHR / Various benefit provider portals / GP Payroll Replace

Expense Management GP / Excel Replace Fixed Assets Thomson Reuters Replace Project Management GP Replace Budgeting OpenGov Replace Reporting GP Report Writer / Crystal Reports Replace

Timekeeping / Shift Management UKG Kronos & OnShift (Lasata Sr Living) / Custom Systems (Other Depts) Replace

Grants Management Excel / GP Replace Billing Ability (Lasata Sr Living) Retain / Integrate where possible EMR American Data (Lasata Sr Living) Retain / Integrate where appropriate Golf Course Management Software Club Caddie Retain / Integrate where possible HHS Payments E Wlsacwis Retain / Integrate where possible HHS Case Management Harmony / NetSmart Retain / Integrate where appropriate State Court Management CCAP Retain / no nitration required Other Ancillary DocuWare, Sage 50, Smart Lists Replace

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Proposal Instructions Purpose of this RFP The purpose of this Request for Proposal (RFP) is to formalize the selection and acquisition process for the County to acquire and implement application software to satisfy the organization’s information management requirements.

The vendor selected must be able to provide a solution that encompasses the implementation and training of the proposed alternative in addition to interfacing or replacing existing software applications that satisfy the information management requirements of the various entities. The vendor must also be able to provide a high level of service and support for all proposed components.

This RFP contains the functional requirements, technical specifications, and expectations for implementation, maintenance, and support. Instructions are provided to enable qualified vendors to prepare and submit proposals and supporting material in a format that will facilitate the evaluation process in a fair and consistent method.

Proprietary Information, Non-Disclosure This document in its entirety remains the property of the County. The information contained herein is proprietary to the County. The County documents may not be duplicated or disseminated outside of the vendor’s organization without written authorization from the County.

In addition, any information provided by vendor to the County or its representatives will be used only for analysis purposes to evaluate and select an information management system. Information provided by vendor will not be duplicated or disseminated outside of the County without written authorization from the vendor and will be provided by the vendor at no cost to the County.

Representations Made by Vendor By submitting a proposal, a vendor represents that:

• Vendor has read and understands this RFP and Vendor’s response is made in agreement and compliance with the RFP.

• Vendor possesses the capabilities, equipment, personnel, and financial wherewithal to provide an efficient and successful implementation of solution, and to ensure continued maintenance and technical support services of the proposed system.

• The RFP response, pricing and demonstrations must be based upon current release and product version.

If a new release is issued during the acquisition process, the vendor must submit a revised RFP response and pricing if the new version is to be considered by the County.

Important Vendor Communications and Dates The following are important dates for

• DISCOVERY CALLS: CLA will contact vendors the week on May 12, 2025 to schedule 60-minute discovery calls for the week of May 19 – May 30, 2025

• VENDOR QUESTIONS: Written questions should be submitted to shannon.larsen@CLAconnect.com no later than 5:00 p.m. CT on May 23, 2025.

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• RFP RESPONSES: RFP responses should be delivered electronically to shannon.larsen@CLAconnect.com by June 20, 2025, at 5:00 p.m. CT. The County reserves the right to not consider proposals received after this date and time.

• PROPOSAL WORKBOOK: The Proposal Workbook is a Microsoft Excel workbook that contains tabs for proposal responses, as well as specific functional requirements identified by the County. Please complete all tabs in the Proposal Workbook. Tabs include:

o Vendor Profile o General Requirements o Client Functional Requirements Responses o Five Year Cost Summary

• ADDITIONAL INFORMATION: Please include any additional information relevant to the system selection consideration

Evaluation Criteria The County has established criteria that will be used to evaluate each vendor’s proposal. At a high-level, the following evaluation categories have been defined:

• Software Features and Functionality as aligned with the requirements of the County

• Implementation and Training Methodology

• Integrations with Ancillary Non-core Systems Required

• Total Cost of Ownership

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Cost Summary Overview The County is requesting each vendor to submit complete pricing for all items related to the proposed system in a format that is easily interpreted and understood.

Anticipated User Counts (Minimum)

User type User Count Full Users: 100

Limited Users (Inquiry/Reporting/Dashboards): 25

Budget Users: 20

Budget Contributors: 15

Other Users (outside accountants – limited access): 5

Initial Costs In the Proposal Workbook, please provide an initial estimate of costs in Year 1, including separate costs for the following items:

• Year 1 o Software Subscription Costs o Third Party Application Costs (if applicable) o Implementation and Training Costs o Support Cost

• Year 2 – 5 o Total Cost including Software Subscription, Third Party Application, Support, and anticipated rate change (separate costs per item)

Cost Summary In the Proposal Workbook, please provide total costs for a five-year period. In addition, identify how costs are calculated (i.e., concurrent users, named users, etc.) Also, if discounts are available, please describe how they are determined and applied.