Glenn Marcos. Selection Committee RLI No. R R2 Centralized Enterprise Resource Planning (ERP) Solution

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1 Finance and Administrative Services Department PURCHASING DIVISION 115 S. Andrews Avenue, Room 212 Fort Lauderdale, Florida FAX DATE: August 20, 2013 TO: FROM: Selection Committee Members Brenda J. Billingsley, Director, Purchasing Division Glenn Marcos Digitally signed by Glenn Marcos DN: cn=glenn Marcos, o=purchasing Division, ou, c=us Date: :42:52-04'00' on behalf of Brenda J. Billingsley RE: Selection Committee RLI No. R R2 Centralized Enterprise Resource Planning (ERP) Solution This is the first of several communications you will be receiving. Additional material will be forthcoming within the next two weeks. This memorandum contains the following attachments: A letter dated February 12, 2013 from shortlisted proposer, Ciber, Inc. is for informational purposes. Correspondence dated March 29, 2013 from shortlisted proposer, CedarCrestone, Inc. The correspondence is for informational purposes and contains information which was not available to the Purchasing Division, Project Staff or Selection Committee at the time of the Reconvene Meeting regarding a merger between CedarCrestone Inc. and Sierra Systems, Inc. and their certification status. Letters from all four shortlisted proposers that indicate their willingness to extend their proposal price through March 21, Evidence of the current status of the proposers certification with proposed software company, including Sierra Systems/CedarCrestone update of their March 29, 2013 correspondence regarding their certification status and litigation history. Meeting minutes from the Reconvene Meeting held on February 18, You will be asked to approve these minutes at the Presentation Ranking Meeting on September 11, c: Glenn Marcos, Assistant Director, Purchasing Division Karen Walbridge, Purchasing Manager, Purchasing Division Carolyn Messersmith, Purchasing Agent III, Purchasing Division Glenn Miller, Assistant County Attorney, County Attorney s Office Andrea Froome, Assistant County Attorney, County Attorney s Office Rene Harrod, Assistant County Attorney, County Attorney s Office John Bruno, Chief Information Officer, Enterprise Technology Services Division Melissa Grimm, ERP Project Administrator, Enterprise Technology Services Division BJB/cmm/hmm Broward County Board of County Commissioners Sue Gunzburger Dale V.C. Holness Kristin Jacobs Martin David Kiar Chip LaMarca Stacy Ritter Tim Ryan Barbara Sharief Lois Wexler

2 CibertoBrowardCounty February12,2013 February12,2013 Ms.BrendaBillingsley DirectorofPurchasingDivision BrowardCounty 115S.AndrewsAve,Room212 FortLauderdale,Florida33301 Subject:RLIR r2 EnterpriseResourcePlanning DearMs.Billingsley, CiberappreciatestheopportunitytocontinueintheprocurementprocesstowardtheCounty senterpriseresource Planningproject.InthiscommunicationCiberseekstobetterunderstandandconveythoughtsregardingthePlante andmorananalysisandpresentationperformedforthecountyforthesubjectrli.pleaseacceptthis correspondenceandtransmitittotheselectioncommitteeinadvanceoftheirmeetingonfebruary18,2013. Weunderstandtheintentandenormouseffortinvolvedinassessingandnormalizingthebidssubmittedbyvendors proposingdifferentsoftwareandvariousimplementationapproaches.whileweappreciatetheattempttoprovide an applestoapples comparisonofthecostproposals,therearesomeimportantareasthatwebelievehavebeen overlookedand/orinourestimationincorrectlyanalyzed.theseareasshouldbeofupmostconcerntothecounty andtheselectioncommittee.theinformationsuppliedhereshouldalsobereviewedbytheerpprojectdirector. ConsultantHoursandPrice Missingfromtheanalysisisthenormalizationofproposedconsultanthoursvs.thepriceoflaborimplementation services,whichcouldsignificantlyimpactthefinalcosttothecounty.inthisregard,ciberhasproposedmorehours thananyothervendor.thisisduetospecificreasonswhichwillensureasuccessfulimplementationifciberisthe selectedvendor.thesereasonsinclude: Ciber sexperiencewithcountygovernments.ouruniqueexperienceworkingwithsimilarsizedcounties andothercomplexsimilarprojectsdifferentiatesus.asanexample,ciberwassuccessfulinpartnering and deliveringsimilarprojects withkingcountywashington,andmontgomerycountymaryland. Ciber sexpertiseinchangemanagement.ourteamwillarrivewithdeepexperience,inpart,fromworking withoveronehundredpublicsectorcustomersimplementingsimilar,highvisibilityprojects.our methodologyisgearedtosucceedinafastpacedmannertodeliverthegreatestvalueandacceleratedcost savingsforthecounty.weunderstandwhatisneededforbrowardcountytoachieverealsuccess,bothin theshortesttimeframeandwithabestpracticesimplementation.thus,wepricedourengagementto succeed.ciberisanotacompanyknownforsubmittingonepriceandafterwinningacontractissuing changeordersto reprice theproject.ciberengagesin honestpricing.

3 CibertoBrowardCounty February12,2013 Ciberhasthelowesthourlyrate.CiberhasprovidedBrowardCountywiththelowesthourlylaborratefor implementationservices,significantlylowerthananyoftheothervendors.thiswillrepresentasignificant valuetothecountytoensureadequatetimeisspenttoconfigureandbuildtheexactsystemthecounty needsanddesires,andthatcountystaffaretrainedtoutilizeit.again,ciberengagesin honest pricingto ensurevaluerealization. Inmostnormalizations,acomparisonchartisprovidedtothecustomerwherebyhoursareaveragedandhourly equivalentratesareusedtoshowtrulycomparativepricing.onlyinthiswaycanthecountyseethereallevelof effortproposed,andtheresourcecommitmentavendorwillbringtotheproject. ChangeManagementandTraining Whilenormalizationwasattemptedaroundsoftware,backup/recoveryandotherareas,wefindnocomparisonof thevendorsproposedlevelsofchangemanagementandtraining.itiswellknownintheindustrythatthegreatest causeoferpprojectfailuresisinadequatechangemanagementandtraining,andsignificanthistoryisavailable frommanypeoplewhohaveparticipatedinsimilarprojects. GartnerhastakenastrongpositiononChangeManagementandTraining: ChangemanagementskillsareparamountforanERPprojecttosucceed,andarobustchangemanagement programshouldbeinstitutedattheproject'soutset.erpprojectsbringwiththemsubstantialbusinessprocessand organizationalchanges.afteranerpimplementation,mostorganizationsstatethattheywouldincreaseemployee participationearlierintheimplementationprocess,makegreaterinvestmentsinendusertrainingprogramsand focusmoreonchangemanagement. AddressEightKeyFactorsforSuccessfulERPImplementations,G , Gartner,November2012 HereisarecapoftheproposedhoursandcostsbyvendorforChangeManagementandTraining: AST Cedar Lawson Ciber ChangeManagementCost $1,440,600 $981,214 $582,000 $2,059,200 HoursofChangeManagementinresponse 9,604 5,451 2,238 12,480 TrainingCost $1,169,880 $912,967 $321,000 $3,035,997 PreProjectTraining $326,000 $241,000 $264,000 $606,000 TotalTrainingCostsinresponse $1,495,880 $1,153,967 $585,000 $3,641,997 InthisregardacomparisonshouldbeprovidedtotheCountyshowingthevendorroles,hoursanddurationproposed forchangemanagementandtrainingascomparedtobestpractices.planteandmoranshouldbeabletocompile thisdataandanalyzeitfortheselectioncommittee. ERPSoftware Aneffortwasmadetonormalizevendorproposedsoftware,howeveritisclearthatnoconsiderationwasgiventothe marketplaceprevalenceofsoftwareutilizedwherethecustomersaresimilarinsizeanddiversitytobrowardcounty.

4 CibertoBrowardCounty February12,2013 Asanexample,PeopleSofthasbeenconsistentlyrecommendedbyOracletoBrowardCountyforseveralyears. PeopleSoftiscurrentlyinusebyover1,600PublicSectorentitiesintheUSA.Othersoftwarewhichisproposedis woefullyinadequateforbrowardcounty.stillothersdonothavetheflexibilitytoencompassthediversehrneedsof thecountywithoutsignificantcustomizationsandtheassociatedcontinuingsupportcosts.however,thepreliminary Gapcomparisondoesnotmakementionofanyofthesewellknownfactswithintheindustry,anddependsentirelyon theknowledgeandintegrityofthevendorswhohavecompletedtheexhibit2requirementsmatrix. TheCountyshouldhaveaccesstomarketbasedcomparisonsoftheERPsoftwarepertainingtogovernmententities withthesizeandcomplexityofbroward. PartnershipwiththeSoftwareMaker CiberunderstoodintheRLIthatavendormustprovideproofofpartnershipwiththesoftwaremaker.Ciberhasa longerpartnershipwithoraclethananyoftheothervendorswhorespondedtotherli.weunderstandthatcertain proposerpartnershipstatuswiththeirsoftwarevendorshavechangedsincetheresponsetotherliwassubmitted. Summary Ciberhasinvestedsignificanttimeandresourcestolearnaboutyourorganizationandbelievethatweunderstandyour needs;whichiswhywehaveproposedmorehoursofconsultanttimeatamuchlowerhourlyratethananyofthe othervendors,includingthemostresponsiblelevelsoftrainingandchangemanagement,andaveryrealistic integrationscopewithenoughlabortominimizechangeordersandanyunexpectedcoststothecounty.additionally, CiberoffersteamleadershipwhichhasanintimateworkingknowledgeofthecomplexitiesofBrowardCountyand SouthFlorida. WelistenedtotheCountyduringourmanyvisitsovertheyears.WehopethisresponseprovidestheCountywithvery usefulandpertinentinformation.wearesincerelyinterestedinwhatisbestforthecounty;our39yearsofexperience andbestpracticesdemonstrateourcommitmenttoourcustomers. ThankyouforyourconsiderationandfortheopportunitytobeofservicetoBrowardCounty. Sincerely, VicBentley SeniorDirector,BusinessDevelopment Ciber,Inc

5 From: To: Subject: Date: Christenson, Brian Messersmith, Carolyn Good News to Share Friday, March 29, :49:28 AM Hello Carolyn, Yesterday evening, Sierra Systems announced the acquisition of the Public Sector Consulting Practice of CedarCrestone. The transaction is set to close on Sunday March 31, As background, CedarCrestone is a sister company to Sierra Systems the two companies are both owned by Golden Gate Capital and are led by the same Chief Executive Officer. The acquired assets include PeopleSoft and E-Business Suite consulting resources and the right to use CedarCrestone methodologies, implementation tools, and accelerators. Now with approximately 1000 employees, Sierra Systems is one of the largest Public Sector focused consultancies in North America and is a certified Oracle Platinum Partner. This acquisition brings together complementary consulting businesses to better serve the needs of the Public Sector marketplace. This consolidation is a very positive development for both companies and their employees, and it provides our clients with a broader range of service offerings beyond ERP (such as business licensing, permitting, justice and public safety, asset lifecycle management, and predictive analytics) and more expansive Public Sector qualifications and credentials than exist at either firm individually today. With respect to Broward County, the acquisition does not reduce CedarCrestone s commitment to delivering our solution as proposed in any way. Sierra Systems and CedarCrestone have a Transition Services Agreement in place which guarantees that all proposal commitments will be met with the same pool of consultants at the same pricing. CedarCrestone will continue to serve as the Prime Contractor as originally proposed, utilizing resources from both organizations. CedarCrestone and Sierra Systems are each financially healthy and capable of fulfilling all obligations necessary to the RFP response. We look forward to meeting with you and the rest of the Broward County team next week. In the meantime, please contact me with any questions or requests for additional information. Brian Christenson CedarCrestone Vice President - Public Sector Solutions Brian.Christenson@CedarCrestone.com

6 Finance and Administrative Services Department PURCHASING DIVISION 115 S. Andrews Avenue, Room 212 Fort Lauderdale, Florida FAX May 14, 2013 Applications Software Technology Corporation 1755 Park Street, Suite 100 Naperville, IL Attention: Rick McGaughy RE: Request for Letters of Interest (RLI) No. R R2, Centralized Enterprise Resource Planning (ERP) Solution Dear Mr. McGaughy, The referenced RLI indicated that pricing submitted should be firm for a minimum of one year from the due date of the solicitation. Would you kindly extend your response, including proposed prices, for an additional 270 calendar days, which would be through March 21, 2014? Please indicate your approval by signing below and returning this signed letter by May 24, 2013 at 5:00 PM Local Time. If you have any questions, please contact Carolyn Messersmith, Purchasing Agent, at cmessersmith@broward.org. Thank you, Carolyn Messersmith, Purchasing Agent III Broward County Purchasing Division 115 S. Andrews Avenue, Room 212 Fort Lauderdale, FL Approval of extension of response, including prices effective date to March 21, 2014: Regional Sales Director 5/21/2013 Authorized Signature Date Applications Software Technology Corporation 1755 Park Street, Suite 100 Naperville, IL Broward County Board of County Commissioners Sue Gunzburger Dale V.C. Holness Kristin Jacobs Martin David Kiar Chip LaMarca Stacy Ritter Tim Ryan Barbara Sharief Lois Wexler

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14 From: To: Cc: Subject: Date: Attachments: Popper, Stephanie Messersmith, Carolyn Billingsley, Brenda; Marcos, Glenn; Walbridge, Karen; Grimm, Melissa; Burnell, Katherine FW: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information Tuesday, July 30, :44:35 AM image004.png Attachment J - Updated pdf Hi Carolyn, We would like to inform you of two updates to the information that was provided to the County on July 18 th. First, an update to Attachment J. Regarding the Oracle America, Inc. v. CedarCrestone case, we would like to report that the case has been settled. The terms of the settlement are confidential. Please consider the information provided at the following URL: which states that Oracle America, Oracle International Corporation, and CedarCrestone announce that they have amicably resolved the litigation between them. The terms of settlement are confidential. Attachment J has been updated and is attached. Second, CedarCrestone is a Silver Partner in the Oracle Partner Network. Documentation related to the Partner status will be sent in a separate . Thank You, Stephanie Stephanie Popper Business Development Manager, Public Sector Sierra Systems (C): (F): Management Consulting System Integration Managed Services website: From: Popper, Stephanie Sent: Thursday, July 18, :31 PM To: 'Messersmith, Carolyn' Cc: Billingsley, Brenda; Marcos, Glenn; Walbridge, Karen; Grimm, Melissa; Burnell, Katherine Subject: RE: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information Hi Carolyn, CedarCrestone is happy to provide the County with the information that you are requesting. Per your , please find the following documents attached: 1. CedarCrestone s / Sierra Systems consolidated Financial Statements 2. CedarCrestone s Financial Statements 3. Sierra Systems financial statements

15 4. CedarCrestone s Updated Broward County Document Information including: a. CedarCrestone s Certificate of Insurance b. Sierra Systems Certificate of Insurance c. Sierra Systems Oracle Partnership Renewal Letter d. Mythics Oracle Partnership Renewal Letter e. CedarCrestone s Litigation History (Attachment J) Updated Financial Information Regarding the request for updated Financial Information, we have included both CedarCrestone and Sierra Systems financial statements for the past two (2) years. Please note, beginning in Fiscal Year 2012 (the year ending September 30, 2012) and continuing forward, financial results for Sierra Systems and CedarCrestone are being reported in a consolidated fashion. This consolidated financial report has been attached. These results will show steady year-over-year growth and continued profitability. Updated Insurance Regarding the request for updated Insurance Information, please consider the following information. CedarCrestone s and Sierra Systems general liability insurance now does cover independent contractors. Our errors and omissions policy does not include a three year extended reporting period, although we are aware that such policies are readily available for purchase if necessary. Updated Litigation History Regarding the Litigation History, please review Attachment J. There have not been any changes in CedarCrestone s litigation history since Attachment J was last submitted in February There are no material litigation cases for Sierra. Updated Oracle Partnership Regarding the request for a letter from Oracle identifying CedarCrestone as a certified implementer, Oracle has informed us that they will not provide this letter for any of the respondents who have included Oracle software in their proposals - CIBER, AST, or CedarCrestone. Oracle has stated that they do not certify implementation firms. Instead, from time-to-time, they have offered certification programs for individual consultants. A number of our proposed consultants have obtained certification from Oracle including Jose Afante, Cindy Avina, Michael Blackmore, P. Gig Brown, Jason Bruorton, Scott Butterfield, Marianne Hennessey, Wayne March, Tina Mizgalski, Blake Monkman, Keith Pace, Andrew Palm, Mary Ellen Pfaller, Steve Rupp, Randy Smith, and Doreen Wayland. In addition to the proposed team, many other consultants within our PeopleSoft practice have also earned certification from Oracle. Attached is the Oracle Partner Network renewal letter for Mythics, our value added Oracle reseller, that acknowledges their membership in the Oracle Partner Network which is a requirement to resell Oracle software. Also attached is Sierra Systems Oracle Partner Network renewal letter. Sierra Systems is a platinum level member of the Oracle Partner Network (OPN) and has achieved OPN specialized status for Oracle Database 11g, Oracle s PeopleSoft 9.1 Financial Management, Oracle s PeopleSoft 9.1 Human Capital Management, Oracle Service-Oriented Architecture 11g, and Oracle s PeopleSoft PeopleTools 8.5x. If there is any additional information needed, please don t hesitate to contact me. Regards, Stephanie

16 Stephanie Popper Business Development Manager, Public Sector Sierra Systems (C): (F): Management Consulting System Integration Managed Services website: From: Messersmith, Carolyn Sent: Thursday, July 11, :57 PM To: Popper, Stephanie Cc: Billingsley, Brenda; Marcos, Glenn; Walbridge, Karen; Grimm, Melissa; Burnell, Katherine; Messersmith, Carolyn Subject: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information 5:00 PM on

17 Thursday, July 18, 2013 Customer Care is my priority. How am I doing? Please contact my Manager, Karen Walbridge, at kwalbridge@broward.org with feedback.

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19 From: To: Cc: Subject: Date: Attachments: Popper, Stephanie Messersmith, Carolyn Billingsley, Brenda; Marcos, Glenn; Walbridge, Karen; Grimm, Melissa; Burnell, Katherine RE: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information Monday, August 05, :31:32 PM image004.png Cedar Crestone - Oracle Silver Partner.msg Hi Carolyn, As a follow-up to my on July 30th, please see the attached indicating our Partnership with Oracle. The link below will allow the County to do a Partner search. The results of which will show CedarCrestone's Silver Partner status. Thank you, Stephanie Stephanie Popper Business Development Manager, Public Sector Sierra Systems (C): (F): Management Consulting System Integration Managed Services website: From: Popper, Stephanie Sent: Tuesday, July 30, :44 AM To: 'Messersmith, Carolyn' Cc: 'Billingsley, Brenda'; 'Marcos, Glenn'; 'Walbridge, Karen'; 'Grimm, Melissa'; 'Burnell, Katherine' Subject: FW: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information Hi Carolyn, We would like to inform you of two updates to the information that was provided to the County on July 18 th. First, an update to Attachment J. Regarding the Oracle America, Inc. v. CedarCrestone case, we would like to report that the case has been settled. The terms of the settlement are confidential. Please consider the information provided at the following URL: which states that Oracle America, Oracle International Corporation, and CedarCrestone announce that they have amicably resolved the litigation between them. The terms of settlement are confidential. Attachment J has been updated

20 and is attached. Second, CedarCrestone is a Silver Partner in the Oracle Partner Network. Documentation related to the Partner status will be sent in a separate . Thank You, Stephanie Stephanie Popper Business Development Manager, Public Sector Sierra Systems (C): (F): Management Consulting System Integration Managed Services website: From: Popper, Stephanie Sent: Thursday, July 18, :31 PM To: 'Messersmith, Carolyn' Cc: Billingsley, Brenda; Marcos, Glenn; Walbridge, Karen; Grimm, Melissa; Burnell, Katherine Subject: RE: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information Hi Carolyn, CedarCrestone is happy to provide the County with the information that you are requesting. Per your , please find the following documents attached: 1. CedarCrestone s / Sierra Systems consolidated Financial Statements 2. CedarCrestone s Financial Statements 3. Sierra Systems financial statements 4. CedarCrestone s Updated Broward County Document Information including: a. CedarCrestone s Certificate of Insurance b. Sierra Systems Certificate of Insurance c. Sierra Systems Oracle Partnership Renewal Letter d. Mythics Oracle Partnership Renewal Letter e. CedarCrestone s Litigation History (Attachment J) Updated Financial Information Regarding the request for updated Financial Information, we have included both CedarCrestone and Sierra Systems financial statements for the past two (2) years. Please note, beginning in Fiscal Year 2012 (the year ending September 30, 2012) and continuing forward, financial results for Sierra Systems and CedarCrestone are being reported in a consolidated fashion. This consolidated financial report has been attached. These results will show steady year-over-year growth and continued profitability. Updated Insurance Regarding the request for updated Insurance Information, please consider the following information. CedarCrestone s and Sierra Systems general liability insurance now does cover independent contractors. Our errors and omissions policy does not include a three year extended

21 reporting period, although we are aware that such policies are readily available for purchase if necessary. Updated Litigation History Regarding the Litigation History, please review Attachment J. There have not been any changes in CedarCrestone s litigation history since Attachment J was last submitted in February There are no material litigation cases for Sierra. Updated Oracle Partnership Regarding the request for a letter from Oracle identifying CedarCrestone as a certified implementer, Oracle has informed us that they will not provide this letter for any of the respondents who have included Oracle software in their proposals - CIBER, AST, or CedarCrestone. Oracle has stated that they do not certify implementation firms. Instead, from time-to-time, they have offered certification programs for individual consultants. A number of our proposed consultants have obtained certification from Oracle including Jose Afante, Cindy Avina, Michael Blackmore, P. Gig Brown, Jason Bruorton, Scott Butterfield, Marianne Hennessey, Wayne March, Tina Mizgalski, Blake Monkman, Keith Pace, Andrew Palm, Mary Ellen Pfaller, Steve Rupp, Randy Smith, and Doreen Wayland. In addition to the proposed team, many other consultants within our PeopleSoft practice have also earned certification from Oracle. Attached is the Oracle Partner Network renewal letter for Mythics, our value added Oracle reseller, that acknowledges their membership in the Oracle Partner Network which is a requirement to resell Oracle software. Also attached is Sierra Systems Oracle Partner Network renewal letter. Sierra Systems is a platinum level member of the Oracle Partner Network (OPN) and has achieved OPN specialized status for Oracle Database 11g, Oracle s PeopleSoft 9.1 Financial Management, Oracle s PeopleSoft 9.1 Human Capital Management, Oracle Service-Oriented Architecture 11g, and Oracle s PeopleSoft PeopleTools 8.5x. If there is any additional information needed, please don t hesitate to contact me. Regards, Stephanie Stephanie Popper Business Development Manager, Public Sector Sierra Systems (C): (F): Management Consulting System Integration Managed Services website: From: Messersmith, Carolyn [mailto:cmessersmith@broward.org] Sent: Thursday, July 11, :57 PM To: Popper, Stephanie Cc: Billingsley, Brenda; Marcos, Glenn; Walbridge, Karen; Grimm, Melissa; Burnell, Katherine; Messersmith, Carolyn Subject: RLI R R2, Centralized Enterprise Resource Planning (ERP) Solution - Updated Information

22 5:00 PM on Thursday, July 18, 2013 Customer Care is my priority. How am I doing? Please contact my Manager, Karen Walbridge, at kwalbridge@broward.org with feedback.

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26 MINUTES RECONVENE SELECTION COMMITTEE MEETING RLI Number: R R2 RLI: Centralized Enterprise Resource Planning (ERP) Solution Date: Monday, February 18, 2013 Location: Broward County Governmental Center, Room 430, 115 S Andrews Avenue, Fort Lauderdale, Florida Time: 4:00 p.m. MEMBERS PRESENT: ALSO PRESENT: Pamela Madison, Deputy County Administrator, Selection Committee Chair Kent George, Director, Aviation Chris Walton, Director, Transportation Department Scott Campbell, Director, Facilities Maintenance, Public Works Department Cynthia Chambers, Director, Environmental Protection and Growth Management Department Melissa Grimm, ERP Project Office Glenn Marcos, Purchasing Division Carolyn Messersmith, Purchasing Division Karen Walbridge, Purchasing Division Glenn Miller, Office of the County Attorney Andrea Froome, Office of the County Attorney Rene Harrod, Office of the County Attorney John Raite, Purchasing Division Stephen Farmer, Records, Taxes and Treasury Division Jackie Binns, Risk Management Division John Bruno, Enterprise Technology Services James Carbone, ERP Project Office Evan Lukic, Office of the County Auditor Scott Eiler, Plante Moran, LLC Katherine Burnell, ERP Project Office The meeting was called to order by Pamela L. Madison, Chair at 4:00 p.m. on Monday, February 18, 2013, in Room 430 of the Broward County Governmental Center. A quorum was established as all members of the Selection Committee were present.

27 Page 2 of 13 Reconvene Selection Committee Meeting RLI# R R2 Ms. Carolyn Messersmith, Purchasing Division, introduced County Staff that was present at the meeting and then provided the following as a brief history of the procurement thus far: Request for Letters of Interest RLI Number: R R2 for a Centralized Enterprise Resource Planning Solution, was approved by the Board of County Commissioners on April 24, 2012 Agenda Item No. 36. At the time of the RLI advertising deadline, June 25, 2012 at 5:00 PM, there were five submittals. On August 13, 2012, a Short List Meeting was held at which time Phoenix Business Consulting was found to be non-responsive to the RLI requirements. A motion was made and approved to short-list the four remaining firms; Applications Software Technology Corporation, CedarCrestone, Inc., Ciber, Inc., and Lawson Software Inc. On August 23, 2012 a Protest Appeal pursuant to Section of the Procurement Code was received from Phoenix Business Consulting and an appeal bond fee of $25,000 was submitted regarding the Selection Committee s determination of non-responsiveness. As a result, the solicitation for a Centralized Enterprise Resource Planning Solution was placed on hold pursuant to Subsection a.4 of the Broward County Procurement Code. The appeal was withdrawn by Phoenix Business Consulting on December 21, 2012 as a Voluntary Dismissal with Prejudice and the stay lifted. This Reconvening of the Selection Committee Meeting has been publically noticed. Thank you, Madame Chair. The purpose of today s meeting is to consider new information provided, to confirm specific process issues by staff for RLI No. R R2 for a Centralized Enterprise Resource Planning Solution and take any further necessary actions. A sign-in sheet is being circulated, please be sure that everyone here today signs in. The Cone of Silence for this project has been in effect since April 25, 2012 which prohibits potential vendors from discussing this RLI with the Selection Committee, the County Administrator, Deputy County Administrator, Assistant County Administrator, Assistants to the County Administrator, their respective support staff, and any other person

28 Page 3 of 13 Reconvene Selection Committee Meeting RLI# R R2 authorized to evaluate or recommend selection in this RLI process. Upon the first meeting of the Selection Committee, the Cone of Silence expands to also include County Commissioners (and their staff) and potential vendors (and their representatives) are substantially restricted from communicating with County Commissioners (and their staff) regarding this RLI as stated in the Cone of Silence Ordinance. The Cone of Silence will continue to be in effect until a contract has been awarded or the procurement is otherwise ended. In accordance with Broward County Procurement Code Section d, All Committee members shall be free of conflicts of interest as provided by Part III, Chapter 112, Florida Statutes, as amended, and the Broward County Employee Code of Ethics, as amended. The appointing authority shall not appoint a person to a Committee whose service would create the appearance of a conflict of interest. The next order of business will be to approve the minutes of the August 13, 2013 Selection Committee Short List Meeting. May I have a motion to approve the Minutes of the August 13, 2012 Selection Committee Short List Meeting? Motion was made by Mr. George. May I have a second? Motion was seconded by Mr. Walton. All in favor say Aye. Any opposed? Motion passes unanimously. At this time, the Purchasing Division will give a report. Carolyn Messersmith: Thank you, Madame Chair. The Purchasing Division has provided the Committee with new information regarding this project including: 1. Purchasing Director Memorandum to reconvene the Selection Committee. 2. A letter dated September 12, 2012 from shortlisted proposer, CedarCrestone, Inc. informing that Oracle terminated CedarCrestone s Oracle Platinum Partner status and filed suit against CedarCrestone, alleging copyright infringement. CedarCrestone indicated that despite the dispute this would not impair their ability to serve, support, implement, and host. 3. s exchanged on December 5 and 6, 2012 with CedarCrestone to clarify what partnership they have with Oracle and the services they may provide to the County. Quoting CedarCrestone s response, The

29 Page 4 of 13 Reconvene Selection Committee Meeting RLI# R R2 Oracle dispute and lack of partnership does not affect our ability to deliver Oracle implementation and hosting services in any way. We would provide our services in exactly the same manner as proposed. 4. dated December 10, 2012 from Oracle Corporate Counsel confirming that CedarCrestone is no longer a Platinum Partner. Stating, On September 4, 2012, Oracle terminated all active partner agreements between CedarCrestone, Inc. and Oracle. As a consequence, CedarCrestone is no longer an authorized reseller of Oracle software licenses or related first year support. However, this does not prevent CedarCrestone from providing implementation and/or consulting services related to Oracle products as an outside third party. 5. from CedarCrestone saying they cannot provide certification documentation to implement Oracle software but, list names of proposed CedarCrestone consultants that are Oracle certified implementers. 6. from Oracle stating, Oracle offers certification designations, including the designation certified implementation specialist, to individuals who successfully complete Oracle s various Certification Programs and maintain the related certification requirements. According to our records, certain individuals, who are listed as employees of CedarCrestone, have passed certain Oracle certification exams which are required to be certified implementation specialists. Oracle cannot confirm whether those individuals remain employees of CedarCrestone and encourage you to reach out to CedarCrestone to discuss the qualifications of its staff. According to the RLI solicitation document, in the Responsibility Section, A letter from the software provider(s) must be submitted stating that Vendor(s) is/are, certified implementer(s) of the proposed software(s). All proposers had to provide documentation that they were a certified software implementer. Given the length of time since the proposals were submitted, on February 1, 2013, correspondence was sent to Applications Software Technology Corporation, CedarCrestone, Inc., Ciber, Inc., and Lawson Software Inc., requesting the firms provide a current software implementer certification letter of their proposed software(s). In addition, the correspondence asked if anything changed with their financial information, litigation history, or insurance since their proposal was submitted in June 2012, to furnish details and be specific. All four firms responded. The information and materials were reviewed by staff. The only new relevant information is as follows: Lawson Software Inc. indicated they had a name change and is now a part

30 Page 5 of 13 Reconvene Selection Committee Meeting RLI# R R2 of Infor, Inc. Infor, Inc. provided a letter certifying that they are a certified implementer of the Lawson Software. Infor, Inc. included updated financial information which was reviewed by staff and is included in the materials provided to you with the previous financial review dated July 19, There were no changes with the other two firms, Applications Software Technology Corporation and Ciber, Inc. This information is for the consideration of the Selection Committee. Representatives of the County Attorney s Office, County Staff and Scott Eiler from Plante and Moran are here to answer any questions you may have. Thank you, Madam Chair. The following discussion was had concerning the updated information provided to them through the Purchasing Division: Members of the Committee, it s now time for you to pose your questions to staff or in this case to the vendors, I assume, if you have questions, but let s first have staff try and answer questions. Mr. George? Kent George: Regarding CedarCrestone and the letters that they sent back (inaudible) are they certified as an implementer of the software? Is that correct? Carolyn Messersmith: They are no longer a certified partner of Oracle and they cannot provide certification from Oracle but they can say they did state in their that Oracle certifies employees or consultants or staff, but they do not certify companies. Kent George: Scott Eiler: Scott, do you see any problem with that? In terms of the ability for Cedar to provide Just answer the question Scott Eiler: Can you rephrase the question please? Kent George: Do you see any problem with the certifications of CedarCrestone that they have qualified employees that meet the requirements and are certified and that they can move for with their proposal

31 Page 6 of 13 Reconvene Selection Committee Meeting RLI# R R2 Bifurcate because that s our decision bifurcate the questions. Kent George: OK. Do you see any problem with the statement by CedarCrestone that they have trained and certified individuals to be able to carry out implementation of the software? Scott Eiler: No Scott? Scott Campbell: My understanding is that whoever is supplying Oracle, none of those firms can supply a letter stating that they are certified implementers, is that correct? Scott Eiler: That is correct. Scott Campbell: So, whether or not the individuals the ones that are identified as key project members for our project, are they in fact certified implementers? Because I know they listed a lot of names. Carolyn Messersmith: I did not go back to CedarCrestone and ask them if they were but they did state in their that these were the same names that they listed in their proposal. Scott Campbell: Ok, and as far as their platinum partnership, that... My understanding of what that provides to the partner firm is one of the things is to be able to resell the product and in the proposal that they had put forth to Broward did not have them supplying the product, correct? That was going to be coming from another firm also. Carolyn Messersmith: Correct, it was coming from Mythics. Scott Campbell: Ok, thank you.

32 Page 7 of 13 Reconvene Selection Committee Meeting RLI# R R2 Are there any other questions? Ok, I just want to clarify one thing, because I saw a grimace, from Purchasing staff, so I just want to clarify that you believe everything that has been stated here has been stated correctly before the committee considers the information and we vote. Glenn Marcos: I think we need to get back into some discussion about certification and shed some light as far as what has been said. Certification is part of responsibility and was part of the responsibility of the RLI. That we understand. I meant the response of would no vendor be able to produce a certification for I think platinum I think we are talking about two different documents here Glenn Marcos: Thank you for clarifying that Madam Chair. We did follow-up on that. In that the firms that were shortlisted were able to provide what we consider certification certification showing that they are a certified platinum partner of the software being proposed. OK, and being a certified platinum partner is a reseller? Is that what I heard Mr. Campbell say, or am I now confusing the whole conversation? I think there are two different issues, so I want to make sure that we fully understand that before we Mr. George? Kent George: I don t think that CedarCrestone is a platinum provider anymore. Correct. Kent George: Right. And I thought that is what Mr. Marcos just said, that they were all platinum providers. I understood that CedarCrestone and every other one of the other shortlisted firms has certified people on staff to be able to meet the requirements of the RLI. Is that correct?

33 Page 8 of 13 Reconvene Selection Committee Meeting RLI# R R2 Glenn Marcos: That statement was made by CedarCrestone and as far as certification and Platinum Partnership; all the firms at the time of shortlisting were certified partners. We are in front of you to inform the Committee that CedarCrestone is no longer cert by Oracle. All the other firms confirm that they are a cert partner of the software that is being proposed. (Inaudible) I also have a question. Having certified platinum status, you would still I guess this is where I am trying to bifurcate the issue one is you have a certified platinum designation, at the end of the day you still must employ certified trained employees of Oracle to do the implementation. Is that correct? You would require the employees that are part of our implementation team to be certified in Oracle implementation if that is the product at the end of the day, that this Committee chooses. Somebody want to jump in and answer that for me? Scott Eiler: There was no requirement in the RLI for individuals to be certified obviously, we would view that heavily on the implementation services. Again, from Oracle s perspective, they don t certify firms they have an Oracle Partner Network which provides certain marketing services and support services. Again, the correspondence both from Oracle and from CedarCrestone is that the services requested by the County will not change as a result of their not being part of the OPN. So Lawson is the only firm that frankly certifies their implementation because Lawson is implementing the software. So I think our viewpoint is that being part of the OPN acknowledges that they are a certified firm to implement that solution. So we interpreted the platinum status as being a certification? Scott Eiler: Right, that is correct. Thank you. Mr. Lukic? Evan Lukic: I have a couple questions for Scott Eiler. It s my understanding that you did an analysis on behalf of the County of this process. Scott Eiler: That s correct.

34 Page 9 of 13 Reconvene Selection Committee Meeting RLI# R R2 Evan Lukic: And you re doing the firms? With respect to the new information relative to the relationship between CedarCrestone and Oracle, would that have impacted your analysis or would that have changed your analysis in any way? Scott Eiler: It would have been simply a footnote in our analysis Evan Lukic: Ok second part of the question given the relationship as you know it between CedarCrestone and Oracle, do you have any concerns relative to CedarCrestone s ability to perform as they have proposed. Scott Eiler: There has been no evidence provided to us by either Oracle or Cedar that the services requested by the County will not be able to be provided by Cedar as requested by the County. Does that answer everyone s questions relative to CedarCrestone? Ok. I do want to move into the Lawson/Infor conversation. I do want to vote on the issue of finding them responsible separate. What is the pleasure of the Committee? I need a motion on CedarCrestone based upon the information that has been provided by staff and the questions that we have asked. Kent George: I move that CedarCrestone be deemed responsible. Is there a second? (Inaudible) Motioned and seconded. All those in favor signify by saying Aye. Opposed, like sign. Motion passes unanimously. Now, the name change or the acquisition of Lawson by Infor; the staff wanted to provide the Committee any information with regard to Lawson? Carolyn Messersmith:

35 Page 10 of 13 Reconvene Selection Committee Meeting RLI# R R2 Lawson did have a name change, they are now Infor. They also provided us with insurance cert with the name of Infor and they provided new financial information, which was updated. And that information was provided to you, along with the information from this past summer, the financial review. Glenn Miller: Madam Chair, Glenn Miller, County Attorney s Office. The original proposal submitted by Lawson did indicate that Infor was part of the submittal. All of the letterhead had both names on it, so it s not as if we are dealing with a new entity. We just wanted to make sure that you recognized that this was a change. If they were the prevailing company we would now be entering into a contract with Infor as opposed to Lawson and that s why the additional information was obtained based on litigation and financials because they would ultimately be the successor company so to speak. Ms. Chambers? Cynthia Chambers: Does that make a material difference to our selection? Glenn Miller: Well of course if there was information that we provided to you that seemed to be significant and material, then that would be something that you would take into consideration. It is my understanding in listening to what Purchasing has provided you with that really the only change, if you will, was in the financial statements, there were some minor tweaks in the numbers that were different, but that was for your review to see if weather or not that really made a big difference in your view. Kent George: Andrea Froome: Kent George: Kent George: Chris Walton: What about the litigation history? Any change in that? None. Ok, so we have it on the record. Any other questions? Can I have a motion on Infor? Move that Lawson/Infor be deemed responsible. Second.

36 Page 11 of 13 Reconvene Selection Committee Meeting RLI# R R2 Motioned and seconded. All those in favor signify by saying Aye. Opposed, like sign. Motion passes unanimously. We already established the length of the presentations at the Selection Committee Meeting to one hour for each firm, followed by questions, and 5 minutes for set-up of the next presenter at the Short List Meeting. At this time, Melissa Grimm, the Project Administrator will speak about the Demonstration Guidelines and Functional Review Analysis. Melissa Grimm: At the last Selection Committee meeting you requested a Functional Review Analysis based upon the results of the software demonstrations. I want to share with you and obtain your approval on the method we will be using to prepare the analysis. Each County staff attending the vendor demonstrations will be completing a Script Feedback Form. A sample of the Script Feedback Form has been provided as well as the Vendor Demonstration Script Session Completion Guidelines for the staff to follow. In addition, the various functional teams will compile the narrative results from their individual forms into a summary document and then develop a team Factual Conclusion for each script item. This process is outlined in the Demonstration Script Feedback Form Completion and Compilation Summary. The information in these forms will be used by Plante and Moran to compile and present the Functional Review Analysis requested by the Selection Committee. Plante and Moran would be providing the individual feedback forms along with the team form incorporated into their analysis for the Selection Committee. Scott Eiler will provide more information on his role in this process. At this time, Scott Eiler of Plante and Moran will speak. Scott Eiler: Plante Moran will review the individual feedback forms as well as the compiled team review and provide feedback to the Selection Committee on the results as part of a functional review analysis. So part of what we will be looking for will be any inconsistencies between what we see on the individual team forms as compared to the team forms and then certainly notating any major conclusions as a result of that.

37 Page 12 of 13 Reconvene Selection Committee Meeting RLI# R R2 Are there any other questions? Melissa Grimm: So at this time is it ok to proceed with the process that we have outlined? Yes. When do you envision the demonstrations starting? Melissa Grimm: They will be starting in April. Ok, site visits. Glenn Miller: Madam Chair, could we have a vote that everyone agreed on that process? The reason being is that the last time we met, when you guys determined that you wanted a certain analysis to be done, you took a vote and this was just coming back to you to make sure that the way they were proceeding was how you wanted them to proceed. So if we could just have a Kent George: My pleasure to take a vote. May I please have a motion? So moved. A motion was made by Ms. Chambers and seconded by Mr. Walton. All those in favor signify by saying Aye. Opposed, like sign. Motion passes unanimously. There also needs to be some clarification relative to site visits. At our last meeting we discussed that it was the County s intention to conduct site visits in a consistent I know that in one of the attachments of the solicitation document it talks about an in-state reference. Obviously, we are looking to have site visits conducted on an implementer/software combination that is what has been provided as part of the solicitation. If that requires our staff to fly out of state, well, we have an airport. I just want to clarify that it will be at very high level. I don t know if Mr. Bruno wants to talk about the level of staff that will be doing it will be the same folks participating in each site visit so its consistent and that way everything is fair.

38 Page 13 of 13 Reconvene Selection Committee Meeting RLI# R R2 John Bruno: The site visits will probably consist of the leadership of each of the functional areas, so it is consistent across each of the visits, so we are going to limit staff that are going to be reaching out to go. And that information will just be additional information that the Selection Committee can have. Are there any questions from staff or any other business that needs to be discussed? Melissa Grimm: County staff will be reaching out to the shortlisted firms to seek further clarification and appreciate a timely response. Ms. Madison adjourned the meeting at 4:30 pm A digital recording of the meeting can be reviewed at the Broward County Purchasing Division.